Creative Solutions Using Microsoft CRM Final Presentation

Team Ramrod

Identify and Define The Problem

Identify The ProblemLow enrollment in the ICT programs.

There seems to be a lack of interest in ICT related courses from the student body at UW-Stout.

UW-Stout's course descriptions are severely out-dated and underutilized.

Lack of marketing the ICT program and its courses

Define The ProblemLow enrollment within the ICT program due to a

lack of marketing of ICT courses to potential and future students.

Students are not aware of what the classes entail due to the fact that the course descriptions are somewhat outdated as well as not very easily accessible.

The problem is getting more students enrolled within the ICT program and its courses to fill up seats.

Enhanced System BenefitsAn enhanced system would help students more

accurately plan classes based upon more accurate up to date information.

The main system would provide means for filling up seats.  

Enhanced System Opportunities

A enhanced system would help attract students as well as help advisors more accurately provide potential students course information.

Hardware, Software, Database, Telecommunications, Personnel,

and Procedure Improvements & Requirements

New or redesigned database structure to enhance the way information is stored and accessed.

Additional faculty may be needed to ensure information is processed in timely manner.

Potential Costs (Variable and Fixed)

Costs for development of the new system as well as training new users on the new system.

Potential costs would be variable and cannot be fully determined at this time.

Associated Risks Additional time and research will be utilized to

redesign the system.

Sustainability of the new system for the future is an associated risk.

Analyze The Problem

The new process and system revision will ensure more students are enrolling into ICT programs. 

Analyze the Problem

• Step 1:

• Recruitment of students into ICT programs is done through the following:

• Word of mouth by Evan Sveum or Dr. Anderson

• Presentations by ICT program director Dr. Anderson that are held at various technical colleges throughout Wisconsin and Minnesota

• Direct access to the UW-Stout website

• Campus visitation 

Current Process

Step 2:

• Potential students are then able to ask questions directly from Evan Sveum or Dr. Anderson.

• Potential students are also able to request more information from the UW-Stout website, where the proper recruiter will reply.

Step 3:

• Potential students are able to enroll in the ICT course of their choice once the correct information they are seeking is presented to them

Current Process

• There is a lack of marketing mediums that could be used to more efficiently recruit potential students.

Current Process Issues

• Implement a functional CRM solution that would better market and track potential students.

• More focus needs to be placed upon the marketing aspect to more successfully reach and obtain potential students into the ICT program.

Proposed Process Solutions

Identify Possible Solutions

Possible Solution #1•Configure CRM to store the information

entered from https://wiscstout.askadmissions.net/emtinterestpage.aspx?ip=ugprospect.

•This information would then auto generate a response email, phone call or a scheduled visitation invite.

Possible Solution #2•Configure CRM to send and invitation to

graduates that have been working in the field to fill out an online form to track their status and experiences.

•This form would be linked the CRM database where this information would be stored.

•This information would be great data to help inform and better market the statistics of how the ICT program can lead to a promising careers.

Possible Solution #2 Continued•This data could be presented on UW-Stout

website or used in information videos or adds to get students interested in the ICT field.

•Personal success stories could also be used from the form to market the ICT program.

Possible Solution #3•Implement and use of multimedia and

social networking sites such as Facebook, Twitter, Google+ and Youtube, LinkedIn to easily promote ICT programs and courses.

• If a page, post or video is liked, Microsoft CRM would then track this status and store\distribute more information as needed.

Possible Solution #3 Continued

•This method would benefit the ICT community locally and also help to encourage and promote future students with the ability to understand the future job opportunities in the Information Technology Field.

Solution Selection

•Option #3 would be our choice of selection. 

Option #3 Workflow

Option #3 Workflow Continued

Implementing the Solution Hardware Acquisition:

Cloud Services provided by Power Objects Software Acquisition:

Microsoft Dynamics CRM 2011 integrated with Webfortis Parrot User Preparation:

Use of software manuals, documentations. Will need server/software maintenance and troubleshooting technicians.

Personnel (Hiring & Training): No extra faculty will be hired at this point.

Site Preparation: Site is currently operational.

Data Preparation: Data will need to be set up. New leads and contacts will be stored within the CRM database.

Installation: Webfortis Parrot software has been downloaded and uploaded to the CRM.

Testing: Will be completed using the Parrot software to interact and post to UW Stout Facebook page.

Start-Up: Will be directed to Evan Sveum.

User Acceptance: Will be signed and/or approved by Evan Sveum upon completion of implementation stage.

Evaluate the Solution What was the problem?

Low enrollment within ICT program due to lack of marketing. Students are not aware of the classes. The problem is getting course to fill up seats.

What was the solution? Integrate the UW Stout Facebook page into CRM. Present students can like/comment and receive feedback which

creates easier way to communicate and provide the best the best options.

Does the solution solve the problem? How do you know? Overtime we will be able to tell by measure the year on year growth

of enrollment via Facebook and CRM. More Facebook likes, comments, or request of additional material.