Online Postgraduate Admissions Project
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![Page 1: Online Postgraduate Admissions Project](https://reader035.fdocuments.in/reader035/viewer/2022062304/56813521550346895d9c85e1/html5/thumbnails/1.jpg)
Online Postgraduate Admissions Project
Kate Ward – Project Manager
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Work to date• Requirements gathering exercise • Statement of Requirements – agreed by User
Forum and Project Board• Technical options analysis• Securing funding for project and beyond• Tender process and selection of new system
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Key Findings
• Manual inputting of data
• Inflexibility of current online system
• Out of sync data
• Enquiries are tracked using local databases
• More focus on the applicant experience
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Reasons for Project• Current system does not meet all our
requirements• Improved applicant experience: meeting
‘customer’ expectations • Only one of our competitors not to offer
online admissions for all programmes• Applicant communications: improved
conversion rate, applicant-to-confirmed
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Reasons for Project continued
• Improved workflow: more efficient system for staff
• Reduction in data entry load for staff• Improved processes: more transparent
and easier to use• Remove duplication• Better integration with SITS• Management information
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High Level Requirements
• Support Flexible Application Definition • Support Online Applications from prospective
Postgraduate Students • Support Application Form Administration • Support seamless systems presentation for
users • Provide the ability to forward applications for
decision making/review online
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Tender Process
• 4 tender responses received November 2008. • A working group undertook a full review of their
documentation scored these • Opportunity for all to see the proposed systems
and feedback• Reference site visits.• Recommendation to award the contract to
Hobsons who propose to implement EMT Connect, EMT Answer and EMT Apply Yourself.
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Why have we chosen Hobsons?• System best met our requirements • Apply Yourself:
• Online application• Improved ‘workflow’ • Flexibility
• EMT Connect: ‘customer relationship management’ (CRM) tool• Improved communications with applicants • Automated communications: easier to manage
• Dynamic system: system regularly updated to respond to customer feedback
• Good customer support: good reputation for working closely with University partners
• Applicant support 24/7
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What will it look like?
Secure, flexible application forms branded to any institution
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What will it look like?
• Application status tools – dramatically reduce routine calls and emails
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What will it look like?
• Allows applicant to upload documents etc
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What will it look like?
• Online submission of references
• Serving key influencers better online by streamlining the reference process
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What will it look like?• Segment and target
participants individually or in groups
• Automatically send targeted emails to applicants-in-progress at key times and begin building a relationship
• Various communication mediums: email, web, mobile texts
• Measure the results of your marketing efforts
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What will it look like?• Monitor conversion rates at each stage of the enquiry/ application /enrolment life cycle.
• Set reminders and stay on top of incoming applications, recommendations, enquiries and more.
•Create ad hoc or templated customised reports quickly
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What will it look like?
• View a snapshot or details of each application component
• View comments from other staff
• View history, including events and communication
• Print application that is consistent with and mapped to your current forms
• Manage status and decisions
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What will it look like?
• Online decision delivery – fast and secure
• Direct link to your enrolment form - seamless transition from acceptance to enrolment
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Current Work
• Reconfirming requirements and mapping current processes
• Contract and service level agreement negotiations with Hobsons
• Setting up Project structure, terms of reference, planning
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When will we start using it?
• Apply Yourself product first, then EMT Connect (CRM)• Phased implementation: three phases • Implemented during 2010: all programmes online by
January 2011• Lots of work to do to prepare the University, e.g:
• Application form requirements• Reengineering Processes• Technical developments• SITS integration• User testing• Training
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What does this mean to you?
• Will be used by staff in Faculties and departments involved in postgraduate admissions
• Reduced reliance on paper e.g. application tracking• Quicker access to applicant information• Reduced data inputting• Automated communications with applicants e.g. to chase
missing information• Programme specific information incorporated into
application form• And lots more!
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How can I get involved?
• Consultation group – please express an interest…
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Who can I ask for more information?
• Kate Ward, Project Manager [email protected]
• Clare Streatfield, PG Recruitment and Admissions Manager [email protected]
• Hannah Waring, Business Analyst [email protected]
• Rachel Kelly, PG Recruitment and Admissions Officer [email protected]
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Any Questions?