Manage CSSC REACH Application in Salesforce

100%

Status

Completed [Completed]

100% complete, updated on Mon 12/11/23 4:42 PM by Wendy Bentley

Changed Status from In Process to Completed.
This project was delivered successfully within the timeline required by the RSSC team.

Details

Dates
Mon 7/10/23 - Mon 12/11/23
Acct/Dept
Chico Student Success Center
Service
Chico State 360 CRM (Salesforce and Marketing Cloud) / Chico State 360 CRM - Other Support
Type
PCMO Evaluated / Large DoIT Project / Division of IT Project
Health
Green - On track
Portfolio(s)
Classification
Project (20-230 Hours Effort)
Requirements
-Web-based REACH application that requires less student demographic input on the student-end and auto-matching on the back-end (ex. race, birth date)
-Ability to navigate back to save their application as they're filling it out or going back if they started
-Ability for students to check their application's status
-Ability to communicate application decisions to students (approved, denied, need additional information, etc.) - automated communications based on decision captured in CS 360
-New REACH app, similar to the Honors app
-Creation of REACH reports related to student applications
-Expanded access to university admissions status information, recruitment categories, grades
-Desire to send email campaigns (currently they work with ADMS to send communications to potential REACH applicants, which may or may not need to stay the same)
Created
Tue 6/27/23 1:26 PM
Modified
Thu 4/25/24 3:40 PM
Closed
Mon 12/11/23 4:42 PM

Change Impact

How will you measure the impact of this project?
What are some metrics or KPIs that will be used to measure success? Think about the five metrics to measure: quality, quantity, timeliness, cost, and customer satisfaction.
Reduction of staff time spent on manual processes involved with not only the application itself but the time spent looking up relevant student information in PeopleSoft then documenting that in the student's application.
What are the consequences of not doing this project?
For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.
Less efficiency with the REACH application process as well as a less seamless communication process for students receiving information about their application status and communications from Admissions.
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
A few
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Hundreds

Project Costs

Funding Status
Funding is not necessary

Project Details

Project Champion
Person who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.
Divisional VP Support
Does your divisional VP support this request?
Yes
What would a successful solution look like?
What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.
A web-based program application where email communications and submission notifications are automated.
Executive Sponsor Division
The executive sponsor's campus division.
Academic Affairs
Project Urgency
Indicate if there is a mandate or requirement driving this request.
Not mandated or required

Project Resources & Effort

What resources will this project require?
Identify the department and/or individuals that might need to work on this project and the estimated number of hours required for each individual.
Customer Engagement Team Resources
-Donovan St. Clair
-Zoe DiMercurio

REACH Team
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
EAPP (Enterprise Applications)
ISEC (Information Security)
Complexity of Implementation
What is the complexity of the project?
Minimal (minimal system interfaces/impacts/dependencies)
What is the solution type?
The solution type translates to the level of impact on IT staffing and technology maintenance. Based on consultation with your IT representative, pick the best fit for your proposed solution.
Extension of an existing system (i.e. adding more of the same features/functionality)

Description

The CSSC REACH application is currently a Google Form.  The review process and communications to student applicants is manual and labor intensive.  Would it be possible to create and host the form in Chico State 360, similar to how the Honors Program manages their program application in the system? REACH is working closely with Admissions now to send out recruitment email communications and it would be ideal to have the REACH applicant information stored in the same location for easier communications and to allow students to view their application status.

Systems Affected

  1. Salesforce

Manager

TM
Todd McGregor

Alternate Manager(s)

DS
Donovan St. Clair
Scott Kodai
Scott Kodai
WB
Wendy Bentley

Sponsor

JD
Jessica Dietrich

Stakeholders (4)

DL
Darnell Lee
Informed
Needed for training once the application is in Salesforce.
Fri 2/10/23 1:50 PM
EE
Ellie Ertle
Informed
Informed
Tue 6/27/23 1:29 PM
EG
Enrique Ricky Galvan
Informed
Needed for training when the application is created in Salesforce.
Fri 2/10/23 1:49 PM
JD
Jessica Dietrich
Accountable
Accountable
Tue 6/27/23 1:28 PM