Online Postgraduate Admissions Project

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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 kate.ward_at_bristol.ac.uk
  
• Clare Streatfield, PG Recruitment and Admissions
  Manager clare.streatfield_at_bristol.ac.uk
• Hannah Waring, Business Analyst
  hannah.waring_at_bristol.ac.uk
• Rachel Kelly, PG Recruitment and Admissions
  Officer rachel.kelly_at_bristol.ac.uk

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Any Questions?