Air Ball to Alley Oop: The Freshman Parent Data Collection Process Emily Marshall Villanova University Associate Director, Advancement Services

Thank you for your cooperation General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered ….. Thank you for your cooperation

CPE Credits - We’ve gone electronic! To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website http://pabug.org/pennsylvania-banner-users-group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Lora Harper CPE - Coordinator http://pabug.org/contact-us/

Ranked #1 nationally for UG business schools by Bloomberg Businessweek Roman Catholic institution founded by the Order of Saint Augustine in 1842, located in Villanova, PA Ranked in the top 50 of the nation’s best colleges and universities by U.S. News & World Report in the 2017 “Best Colleges” rankings Ranked #1 nationally for UG business schools by Bloomberg Businessweek 2016 NCAA Men’s Basketball Champions First NATIONAL ranking, as opposed to regional ranking this year.

Kris Jenkins' 3-pointer at the buzzer!

About 7,000 Undergraduate Students enrolled By the Numbers 265,000+ Constituents About 120,000 Alumni About 13,000 Current Parents About 7,000 Undergraduate Students enrolled Approximately 1,600 Freshman, for a total of about 3,200 Freshman Parents. Why is the Freshman Parents group so important you might ask?

Villanova University Launches Historical $600 Million Comprehensive Capital Campaign: Began in 2008, Public Phase launched in 2013. Closes in 2018. Increased need to find new donors to make this possible. NEXT, Which sparked some fear in the Parents Program, a.k.a.

On Valuable Parent Data So what’s an Office to do to increase parent engagement and therefore parent dollars? On Valuable Parent Data

Increase Parent Program Staff From 1 to 3 staff members Increase Parent Events Essentially 2 years to build relationship with parents New Student Send Off Receptions 30+ Events around the country with incoming freshmen, their parents, past parents, young alumni and a University Advancement Staff Member Resource, Not just a Fundraiser “Burns Hall” Event at Parents Weekend Exclusive event held at the President’s house for those non-alumni parents rated at $250k+ Follow up solicitation too all invitees with specific asks based on rating Research and Ratings on these new prospects Allows for efficient and effective outreach Increase Parent Recognition and Involvement Parent Ambassadors Committee Combination of Gift Recognition ($5k minimum) and Volunteer Opportunities Parents Executive Committee Major Gift Prospects By JR year, parents are, for the most part, checked out. Either are involved, or are on their way out. So start with a non-fundraising related event, as to not intimidate or offend. Burns Hall – self-identify opportunity Red indicates data driven items. NEXT How were we going to meet the increasing needs for parent data?

ADVANCED ACCESS to parent data Prior to 2000, parent data was collected via a paper form and manually entered. Prior to 2010, parent data was collected via an ongoing process through a web form and was not complete until October. MORE DATA! Prior to 2010, we received @ 88% of incoming Freshman parent data each year. Improvement was a MUST! 88% was ok, but October was NOT acceptable for taking advantage of key engagement opportunities for parents. NEXT Keys to make this happen

Keys that made change possible: ADVANCED ACCESS Availability of parent data electronically from the Common Application with deadlines Early Action decisions distributed mid-December Regular decisions distributed mid-March Deposits due for Early Action and Regular Decision acceptances on May 1st. MORE DATA Applicants feel more compelled to supply parent info on application than being directed to website later after acceptance. TEAMWORK Group effort between departments Admissions, University Information Technology (UnIT) – Imaging/Nolij Programmers, Programming and Advancement Services. This process began in 2010 when it trickled down to UA that the Admissions Office now had the data electronically. Applicants feel more compelled at the time of application, and therefore, also fill it out more completely. Essentially we had in our possession all parent data submitted by May 1st. NEXT basic workflow process

Overall Workflow Process Freshmen Complete Common Application Online Initial Set Up/Behind the Scenes Processing May 1 Paid Deposits - Transfer All Parent Data to Warehouse Table in Normalized Format Transfer All Parent Data to NolijTransfer Daily Processing During Admissions Cycle NEXT first step of the process. Create New IDs; Review Those Suspended for Questionable ID Match Review: If Match ID, Update Info; If No Match, Create New ID

Workflow Process - Step 1 Freshmen Complete Common App Occupation, if yes, drop down for employer and position

Common App VU Questions NEXT flowchart for transferring data to warehouse table.

Workflow Process - Step 2 May 1 Paid Deposits - Transfer All Parent Data to Warehouse Table into Normalized Format Series of Jobs Run During the Admissions Cycle to Determine Incoming Students Common App Data Check for Deposit Paid/Waived Students SQR Populates Common App Parent Table Into Normalized Format PL/SQL to handle parent 1 father, parent 2 mother and vice versa; at same address or not. Populates Warehouse Table into Normalized Format Clean_Address software run on SPRADDR address record

Normalized into data warehouse: Workflow Process - Step 2 May 1 Paid Deposits - Transfer All Parent Data to Warehouse table for format review Normalized into data warehouse: Flat file Confirm file format prior to automation process Historical Reference NolijTransfer programming takes this data and puts it into NolijTransfer.

Workflow Process - Step 3 Transfer All Parent Data to NolijTransfer NolijTransfer programming – Secured services with a Nolij Programmer for initial programming from Warehouse Table to Nolij Transfer: Map data fields from the Common App > Banner Field > Warehouse Table fields, including criteria and conditions. Testing, testing, testing! Initially secured Nolij programmer to write transfer process $3,200. Now our programmers can make any tweaks. Go to live document? NEXT in NolijTransfer and Daily Process

Workflow Process - Step 4 Create New IDs; Review Suspended NolijTransfer (Perceptive) Data Transfer System Daily Process for Advancement Services Responsibility of Full Time Records Position Run the NolijTransfer job Picks up any Paid Deposit Students from previous day Create New IDs for Positive No Match Suspend Those for Review With Possible Match Weekly Audits Assigned Prospects, Employment, Married Spouses, Other Current Students Combined Mailing Name (only manually entered data) Daily process NEXT Review form

Workflow Process – Step 5 Review: If Match ID, Update Info; If No Match, Create New ID Go through form parts; if match updates info. NEXT data is in! What next?

Alley Oop! Parent Data is in Banner What’s Next? Files for External Ratings Company After Candidate’s Day (mid-April), Deposit due deadline of May 1, and June. Research Qualifies Results Enters Ratings into Banner Prospect Management Assignments to Gift Officers Special Events Invitations to New Student Receptions “Burns Hall” Event at Parents Weekend NEXT where are we now?

Last Campaign $19 million from parents ADVANCED ACCESS Previously parent data was collected via an ongoing process through a web form and was not complete until October. Now we have parent data by mid-June. MORE DATA! Previously we received @ 88% of incoming Freshman parent data each year. Now we receive @98% of incoming Freshman parent data each year. Last Campaign $19 million from parents Current Campaign $49 million from parents

Clean it up! Questions Comments

Please take time to complete our Conference and Session evaluations Please take time to complete our Conference and Session evaluations. YOUR INPUT MATTERS!!!