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Adobe Captivate Tuesday, May 09, 2023

Slide 3 - Oracle Sales Cloud Release 12

Slide notes

Hello, my name is Darcy. Welcome to the Release Training for the new Oracle Sales Cloud for Higher Education product. In this session, we’ll introduce you to this exciting new product and its capabilities.

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Slide 4 - Agenda

Slide notesWe’ll give an overview of Oracle Sales Cloud for Higher Education, followed by more detail to explain how you can use it to support student recruiting, and what business value the product brings.

Then we’ll walk you through a demonstration.

Next we’ll explain what you need to consider before enabling this product for your student recruiting and admissions office, and what you need to know to configure the features.

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Slide 5 - Introducing Oracle Sales Cloud for Higher Education Student Recruiting

Slide notesOracle Sales Cloud for Higher Education delivers new layouts, custom objects, and fields needed to adapt Oracle Sales Cloud for use by higher education for student recruitment activities, as well as detailed guidance on configuring the product to fit higher education’s business model and culture.

In essence, Oracle Sales Cloud for Higher Education eases adoption of Oracle Sales Cloud’s powerful set of features to support the strategic imperative of recruiting students and enabling the institution’s enrollment management goals.

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Slide 6 - Oracle Sales Cloud for Higher Education Student Recruiting

Slide notesIn Oracle Sales Cloud for Higher Education, core sales objects have been renamed and customized to address the needs of higher education broadly and student recruiting specifically.

The contact object has been renamed constituent. It is the unique person record for an individual where biographic and demographic data is managed. Examples of constituents include, prospective student, organizational representatives, and parents. At times an individual may fall into more than one of these roles, for instance be a parent of a currently enrolled student and also be a prospective student themselves. Regardless, each individual should always only have one constituent record.

The lead object has been renamed inquiry. An inquiry represents the specific, point in time, academic history and interest of a prospective student. In essence, it represents the recruiting opportunity – for instance, an opportunity to recruit the prospective student for Freshman entry for Fall 2017. Academic history and interest is tracked on the inquiry because that prospective student may later be interested in enrolling as a Transfer student with an updated academic history and new academic interest.

Finally the account object has been renamed to organization. It tracks important information about external organizations that your institution partners with on student recruiting activities, and allows your institution to manage recruiting and outreach activities targeted at prospective students from that organization.

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Slide 7 - Oracle Sales Cloud for Higher Education Student Recruiting

Slide notesThe features delivered in Oracle Sales Cloud for Higher Education focus on enabling your institution to optimize assignment of valuable student recruiting staff to individualized recruiting and outreach activities, so that their time is spent on recruiting students who match the targeted student body profile and who have a high probability of accepting an offer of admission.

Use of out of the box features like team and territory assignment, allow you to manage how your student recruiters are deployed, and monitor recruitment activities.

Contacts, interactions, and recruitment activities at partner high schools and colleges can be managed using the organization object

Unique constituents records for each person your team interacts with – be they organizational contacts, prospective students, or parents – ensure good records management and allow you to manage important biographic and demographic data about that person

Finally, and most importantly, prospective student inquiries allow your student recruiting staff to individualize their recruitment of interactions based on that student’s specific academic history and interests, improving the likelihood of that student applying and accepting a future offer of admission.

Oracle Sales Cloud for Higher Education will enable individualized student recruiting activities that occur once you have identified that a prospective student is a good match for your institution.

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Slide 8 - Manage Student Recruiters

Slide notesOracle Sales Cloud for Higher Education delivers detailed configuration guidance for repurposing out of the box sales cloud roles to support the student recruiting process.

The out of the box Sales Manager role is used for the Admissions Coordinator role. This is a management role that manages recruitment strategies and metrics, manages the strategy for territory assignment, and oversees recruiting activities. This role may also actively recruit students, depending on the organization. This roles should be used for leadership and management staff in the recruiting and admissions office.

The out of the box sales representative role is used for the Student Recruiter role. This role conducts outreach and recruiting activities for prospective student inquiries and organizations. This role should be used for staff members who do not serve in management functions.

By configuring these two roles based on out of the box Oracle Sales Cloud roles, your institution can take advantage of all of the access and permissions needed to support your recruiting activities.

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Slide 9 - Manage Organizations

Slide notesThe organization search and list view allows your student recruiters to easily find organizations that they are assigned to work with using simple and advanced search. Student recruiters can create saved searches for searches they perform frequently, and export lists of organizations for use outside of the system. The merge selected organizations features allows them to merge two records, in cases where duplicate records have accidentally been created. While most organizations will be likely be created by importing a list, student recruiters can easily create a new organization record as necessary.

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Slide 10 - Manage Organization: Layout for Admissions Coordinator

Slide notesThe layout for organization, which is the renamed account object delivered by Oracle Sales Cloud out of the box, has been extended to support the needs of higher education and student recruiting activities.

Specifically, organization type, proprietorship, and school type have been added to support effective territory assignment and reporting,

External school codes have been added to support your institution’s institutional research and external reporting requirements,

And, support for multiple addresses and phones has been provided, to enable your institution to manage multiple addresses for external organizations that have more than a single site.

The custom organization layout extends the out of the box object record, while still allowing your institution to take full advantage of Oracle Sales Cloud features like creation of inquiries for prospective students affiliated with that organization, use of activities, notes, and social collaboration.

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Slide 11 - Manage Constituents

Slide notesThe constituent search and list view performs very much like the organization search and list view that we recently highlighted. From this page, student recruiters can easily find existing constituent records, merge any that are duplicates, and export a list. The advanced search feature can be used in situations where the simple search returns too many records to easily review.

If they constituent record they are looking for does not existing in the system, student recruiters can use the create constituent action to create it.

As with organizations, constituents can also be created by importing a list.

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Slide 12 - Manage Constituents: Layout for Admissions Coordinator

Slide notesThe layout for constituent, which is the renamed contact object delivered by Oracle Sales Cloud out of the box, has been extended and organized to support the information needs of student recruiting and higher education.

Extended biographic data includes important fields like preferred name, gender, support for multiple addresses and phones, and social media contact points.

Newly added demographic data supports your institutions ability to strategically recruit students based on their demographics, as well as institutional reporting requirements.

Organizational constituents – that is, constituents that represent an external organization that your institution partners with on student recruiting – can and should be directly associated to that organization. The affiliation of a prospective student constituent to an organization should be achieved through an inquiry record, as that represents the unique, point in time recruiting opportunity and there’s potential for that prospective student constituent to be affiliated to more than a single external organization over time.

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Slide 13 - Manage Inquiries

Slide notesThe inquiry search and list view performs similarly to others you have seen. The ability to take bulk action, most importantly assigning and qualifying multiple inquiries at the same time is a an important added feature. To optimize use of bulk actions, use advanced search to create a targeted list of inquiries that meet the specific criteria for which you want to take action on. As with organizations and constituents, inquiries can also be created by importing a list.

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Slide 14 - Manage Inquiries: Layout for Admissions Coordinator

Slide notesThe layout for inquiry, which is the renamed lead object delivered by Oracle Sales Cloud out of the box, has been extended and organized to capture important information about the prospective student’s academic interest, financial aid interest, other key information about potential admit level and admit period needed to inform recruiting and outreach activities. The inquiry record represents a specific recruiting opportunity for that prospective student, and is most often distinguished by the academic level, admit period, and admit level.

A prospective student can have multiple inquiry records, as needed, to support the institutions operational processes and reporting requirements. It’s important that the Admissions Coordinator provide guidance to student recruiting staff about when to create more than one inquiry for a prospective student constituent.

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Slide 15 - Manage Inquiries: Previous Schools Custom Child Object

Slide notesA custom child object called previous schools has been added to the inquiry layout. Previous schools allows student recruiters to record the prospective student’s previous academic history at the time the inquiry record is created. This information is helpful when considering whether a prospective student’s inquiry has high probability of resulting in an offer of admissions and matriculation.

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Slide 16 - Manage Calendars and Activities

Slide notesThe My Calendar and Activities features allows a student recruiter to manage their calendar events, tasks, and activities from a single place in Oracle Sales Cloud for Higher Education. A student recruiter can manage their own calendar, as well as view and create events and activities for the recruiting team they are assigned to.

The calendar function integrates with Outlook and Google calendars, allowing student recruiters to easily access their scheduled activities natively in whatever email and calendar product they regularly use.

Student recruiters can use the activities page to view all pending activities and tasks, as well as create new ones. Filer options available through advanced search, allows student recruiters to refine their list based on their organizations priorities and focus on the most important work.

Finally, the export function can be used when student recruiters want to take their task list with them or need to work offline.

The calendar and activities function in Oracle Sales Cloud for Higher Education enables student recruiters to prioritize their work and plan their day. Events and activities created from organization or inquiry records are aggregated here to provide a holistic view upcoming work. New events and activities can be created here or from within the organization or inquiry record that they are associated to.

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Slide 17 - Oracle Sales Cloud for Higher Education

Slide notesOracle Sales Cloud provides powerful out of the box tools like territory management, integration to Oracle Social Network, and analytics that admissions offices need to enable strategic student recruiting. Oracle Sales Cloud for Higher Education decreases implementation costs and enables adoption of these powerful features, while also delivering a data model and functionality specific to higher education. Oracle Sales Cloud for Higher Education is part of the Oracle Student Cloud. For institutions seeking an incremental approach to cloud adoption, Oracle Student Cloud for Higher Education represents an excellent first step.

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Slide 197 - Summary of Capabilities

Slide notesTo summarize the features and capabilities we’ve covered today, Oracle Sales Cloud for Higher Education powers your individualized recruiting efforts by enabling you to:

Manage student recruiters by assigning them to recruiting teams and territories, so that you can optimize use of their valuable time and monitor recruiting activities and outcomes more effectively.

Manage external organizations, which includes tracking contacts, interactions, and prospective students, as well as organizing onsite recruiting activities.

Manage biographic and demographic data for constituents, including prospective students, parents and organizational contacts, maintaining a single record for each individual.

Manage prospective student inquiries that represent a unique recruiting opportunity that is tied to a prospective student’s point in time academic history, interests, and admit potential.

Finally, Oracle Sales Cloud for Higher Education decreases the costs and barriers to adopting Oracle Sales Cloud’s powerful set of features to support your institutions strategic recruiting efforts.

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Slide 198 - Additional Information

Slide notesOracle Sales Cloud for Higher Education’s feature set is optimally focused on supporting recruiters in partnering with organizational representatives from external organizations on recruiting activities, as well as conducting personalized outreach to prospective students for whom your institution has decided to devote individual recruiter time and effort.

Marketing to prospective students earlier in the recruiting cycle – commonly referred to as ‘suspects’ – can be accomplished through integration to Eloqua, which is part of the Oracle Marketing Cloud.

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Slide 199 - Functional Architecture

Slide notesOracle Sales Cloud for Higher Education is part of a broader suite of cloud solutions that make up the Oracle Student Cloud. This suite includes Oracle Student Management, that will also be available in Oracle’s Release 12, as well as Student Engagement and Advancement, which are already available to the market.

For existing Oracle Campus Solutions customers, Oracle Sales Cloud for Higher Education represents an excellent first step toward incremental student systems modernization and migration to the cloud.

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Slide 200 - Technical Architecture

Slide notesThere are a number of other Oracle products that integrate to and extend the features of Oracle Sales Cloud for Higher Education. Oracle Student Engagement, part of the Oracle Marketing Cloud, can be integrated to your solution to support outreach and communications with students throughout the student life-cycle. The Oracle Social Network integrates seamlessly with Oracle Sales Cloud for Higher Education to support back-office collaboration among your student recruiting staff.

Customers will benefit as well by integrating Oracle Sales Cloud for Higher Education to their existing Student Information System. For Oracle PeopleSoft Campus Solutions and future Oracle Student Management customers, Oracle is planning to deliver this integration; for institutions using other SIS solutions this integration can be developed using Oracle’s Integration Cloud Services (ICS) technology.

Oracle Sales Cloud for Higher Education’s feature set can be extended and adapted to your institution’s needs through use of the Application Composer and Page Composer, as well as by making changes to look-up values and mapping rules using the setup and maintenance features.

Dashboards and analytic infolets in Oracle Sales Cloud are powered by Oracle Transactional Business Intelligence, which offers a powerful set of analytical tools for transforming your recruiting data into information for action.

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Slide 201 - Implementation Advice

Slide notesIn this implementation advice section we will go through what you need to consider before enabling these features in your business, and what you need to know to set them up. This information is intended to provide you with a conceptual overview, so that you can more effectively follow the detailed setup instructions provided in the Oracle Sales Cloud Getting Started with Higher Education Guide.

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Slide 202 - Feature Impact Guidelines

Slide notesMost of the features delivered in Oracle Sales Cloud for Higher Education require additional setup steps that need to be included in your institution’s implementation project plan.

The following slides provide guidance, both on operational considerations and specific setup and configuration tasks, to jumpstart your institution’s implementation. Including a slide that covers roles and users setup detailing how to create job roles for higher education student recruiting'

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Slide 203 - Implementation Decision Points

Slide notesBefore getting started on the tactical aspects of your institution’s implementation, there are several operational strategies that should be considered and defined.

To effectively manage your recruiters, you should consider who, in addition to staff in your admissions office, will represent your institution. Other populations you may want to consider include academic advisers, alumni, and currently enrollment students who assist you with outreach activities. Once you’ve identified who will be on your recruiting team and what role to assign them to, you’ll want to consider how best to deploy them to territories, teams, as well as to high profile prospective students that you intend to invest more time in recruiting.

When considering your approach to managing prospective student inquiries, the primary thing to consider will be what circumstances warrant creating more than one inquiry for a prospective student. A common scenario that would result in more than one inquiry record would be when a prospective student that is being recruited for Freshman entry decides to attend a local Community College and is then recruited for Transfer entry at a later point in time. There may be other situations, for instance when a student is interested in more than a single program of interest at the same, that warrant creating more than one inquiry. Because an inquiry represents a unique recruiting opportunity, the decision of when to create multiple inquiry records for a single prospective student will impact both how your student recruiters interact with that student, as well as metrics on recruiting, offers, acceptance, and yield.

Finally, because Oracle Sales Cloud offers a powerful feature set beyond what has specifically be configured for Higher Education, along with extensibility tools, and integration options to additional Oracle products, it’s imperative that your institution consider it’s individual requirements for supporting student recruiting and potential additional configuration, data sourcing, and product implementation that should be included as part of your implementation.

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Slide 204 - Setup Summary

Slide notesThe following setup activities must be included in your institutions implementation:

Setup Roles and Users

Configure page layouts

Configure standard lookups

Configure programs of interest

Configure addresses

Import organizations, constituents, and inquiries

The following slides provide additional details about each of these activities. As a reminder, these slides provide a conceptual map to the work your institution will need to do. You should refer to Oracle Sales Cloud Getting Started with Higher Education guide for detailed setup and configuration instructions.

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Slide 205 - Roles and Users Setup Detail

Slide notesThe following tasks need to be completed to setup roles and users in your instance of Oracle Sales Cloud for Higher Education.

Create the higher education job roles of: Higher Education Admissions Coordinator, and Higher Education Student Recruiter using security console.

These higher education job roles inherit the job roles of the Sales Manager and Sales representative that are delivered out of the box.

Create higher education resource roles, using the Manage Resource Roles in Setup and Maintenance. Resource roles indicate the role a resource plays as an individual or within a team.

Create users and assign them to resource roles – when creating a new user, you must assign them to a resource role in order for them to have the appropriate access to data and features in the system.

Enable Oracle Social Network access for new roles, if your institution is implementing Oracle Social Network as part of your implementation

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Slide 206 - Page Layout Setup Detail

Slide notesThe custom page layouts for Organization, Constituent, and Inquiry are available through Application Composer. To work in Application Composer, you must first activate a Sandbox, which can be done through the Manage Sandbox link located in the menu under your user name in the Application Header.

Once in Application Composer, navigate to the object that you are working with, and create duplicate of the Higher Education layout. This duplicate allows you to make additional changes needed for your institution without impacting the layout that was delivered out of the box. Once you’ve created the duplicate layout, assign the higher education role access, and publish your sandbox. Your customized higher education layout should now be available to those roles in the system.

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Slide 207 - Configure Security Policy for Previous Schools Custom Object

Slide notesAfter you have configured your custom layout for inquiry to include the previous schools custom child object, you will need to configure the security policy for previous schools so that your admissions coordinator and student recruiters roles have the appropriate permissions to create, view, edit and delete.

To setup the security policy for previous schools activate a sandbox and then navigate to application composer. Select the sales application and expand the sales lead object under standard objects. You will find the previous schools custom child object under the sales lead object folder. Open the previous schools object folder, select security, and then select the checkboxes appropriate to the permissions you want to establish.

You will need to publish your sandbox to activate these settings.

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Slide 208 - Standard Lookups Setup Detail

Slide notesLookups for a number of fields must be configured with the lookup values identified in the Getting Started with Higher Education Implementation guide for the delivered product to work as defined. Additionally, there are a number of fields whose lookup values should be configured based on your institution’s specific needs.

Lookup values are defined using the Setup and Maintenance tool that is available in the drop down menu under your user login name.

To setup standard lookups, search for manage standard lookups, find lookup types beginning in ORA_AHE (these have been delivered for Higher Education), and setup following the detailed instructions in the getting started guide.

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Slide 209 - Programs of Interest Setup Detail

Slide notesOracle Sales Cloud for Higher Education uses the out of the box product group features for programs of interest.

To configure programs of interest, you must first create a root product. This root product serves as the highest level in your program hierarchy, and will not be shown to users via the user interface.

To setup a root product navigate to Setup and Maintenance, search for and open Manage Product Groups, select create to create a Root product, enter a name without spaces – this could be the name of your institution or something like HigherEducation, select allow duplicate children, select Root Catalog, and save.

Once you have setup your root product, you can then begin configuring your program of interest hierarchy. For instance, under the root product, you might decide to have undergraduate and graduate on the next layer down because most prospective students would only be interested in one or other. From there, the next layer could be your institution’s individual schools and colleges, then departments, then academic programs.

There are multiple logical ways that you can nest your programs of interest. Your institution should carefully consider how to most effectively represent your academic levels and programs before starting this configuration task.

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Slide 210 - Addresses Setup Detail

Slide notesGeography is a primary driver for territory assignment, and as such addresses are critical meta data for driving your student recruiting activities.

There are two important address configurations that must be setup for the product to work as intended.

Address information is demographic data, and as such should be managed on the constituent record. Even though this address is copied to the Inquiry record upon creation, any subsequent modifications should be made on the constituent record. For this reason, the address section on the inquiry record should be hidden. This can be done using Customize pages, which is found under the administration heading in the menu below your user name. As with application composer, you need to be in a sandbox to customize pages. Additional details can be found in the Oracle Sales Cloud Getting Started with Higher Education Guide.

Most institutions will want to manage multiple addresses for constituents and organizations. To support this requirements, multiple addresses need to be set to ‘show’ using Application Composer. After activating a sandbox, navigate to application composer, find the standard object you are enabling multiple addresses for and select pages. Edit the duplicate details layout you created to show multiple addresses.

After you have activated your new layout, both the standard address format section and multiple address format section will show on the constituent and organization profile subtab. To remove the standard address format, follow the same instructions that were used to remove address from the inquiry record.

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Slide 211 - Import Organizations, Constituents, and Inquiries

Slide notesSome of your organization, constituent, and inquiry records will be created by importing lists of data. Data templates that you can populate can be created for each of these object types.

Generate import/export artifacts from application composer

Edit import mapping using manage file import mapping under setup and maintenance

Copy, modify, and download import templates as csv files

Populate templates with data

Import csv files with your data into the application

Refer to the Oracle Sales Cloud Getting Started with Higher Education for detailed steps and instructions.

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Slide 212 - Business Process Information

Slide notesThe features covered in this training support two business processes.

The first is create recruiting targets and assign recruiters, which has five sub-processes, including:

Manage recruiting external organizations

Manage recruiting territories

Manage recruiters

Manage recruiter territory assignment

Assign prospect ad applicant to territories

The second is recruit prospective students.

These two business process are among the primary processes that enable strategic student recruiting in higher education.

'This concludes this presentation, thank you for listening. You can easily pause and rewind any of these slides if you require additional time to take in the detail.'

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