CRM Recruit Panel Discussion Erin Marker Temple University  erin.marker@temple.edu Sony Rodriguez  Montclair State University  rodriguezso@mail.montclair.edu Debbie Brosch Indiana University of Pennsylvania dbrosch@iup.edu Kat Lehman DeSales University Kat.Lehman@desales.edu

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CRM Recruit Panel Discussion In this presentation we will discuss the user experiences from Temple University, Montclair State University, Indiana University of Pennsylvania and DeSales University of implementing and utilizing CRM Recruit and our future plans for the product. We welcome questions and comments on your experience or plans with CRM Recruit throughout the presentation!

17 schools and colleges 8 campuses, including Rome and Tokyo Over 38,000 students (professional, graduate, undergraduate) Over 400 academic degree programs

CRM Recruit at Temple University Live since August 2015 Currently on Version 4.1 BRIM 2.2.0.2 BEP 2.0.1 6 Web Application Pools

TU Purchased Ellucian custom components AMCAS Import Checklist sync Items can be created in Banner or CRM Recruit and they stay in sync with applicable ADMR codes BDM (Xtender) Integration Documents captured in CRM Recruit are automatically added to the correct application in Xtender (not just the B-S-ADM application)

TU CRM Recruit Resources Staffing 3 full time staff members (2 solely dedicated to CRM) Ellucian Calls Once a week Customer Success status calls Once a week Action Line management calls Deploying New Applications 1 Office of Operations College/School representative (suggested) 1 enrollment (marketing) College/School representative (suggested)

College of Education Past & Present 2016 Cycle (CRM Recruit Pilot) Go Live of Application process in August 2015 on version 3.8 2017 Cycle Rebuilt from 3.8 to 4.1 (did not migrate) 2018 Cycle Rolled into Degree Application to reduce maintenance and collect payment Certificate (Non-degree) Go Live of Application process, Review process and Interview Process (Custom Luminis Portal pages) in the Summer 2016 on version 4.1 5 months of mid cycle changes (including development, testing and implementation) 4 months of changes (including development, testing and implementation) Go Live of Inquiry Process Graduate Degree

Lewis Katz School of Medicine Past & Present 2017 Cycle Go Live of Application process, Review process and Interview Process (Custom Luminis Portal pages) in June 2016 AMCAS data feed started (custom auto import daily) 3 months of changes (including development, testing and implementation) 2018 Cycle -Go Live June 2017 2 months of changes (including development, testing and implementation) MD program Go Live of Application process, Review process and Interview Process (Custom Luminis Portal pages) in September 2016 2018 Cycle - Go Live October 2017 1 month of changes (including development, testing and implementation) PostBaccalaureate programs (2 non-degree tracks)

2017 New Deployments School of Pharmacy Pharm D program 2018 Cycle -Go Live of Application Process in July 2017 School of Pharmacy Pharm D program 2018 Cycle -Go Live of Application and Review Process Mid Oct 2017 Non-Degree Continuing Studies program 2018 Fall Cycle - Go Live of Application Process Mid-November 2017 College of Science and Technology Chemistry program

CRM Recruit Volume (1.5 years Post Go Live) Contact Records:     Total 92,291 Person 28,252 Suspect 64,039 Applications 26,080 Complete Applications 15,195 Non-Complete Applications (Started, Submitted and Withdrawn) 10,885 Users (Staff/ Faculty) 223

Future Plans for CRM Recruit Short Term Goals Implement Application Process for Klein College of Media and Communication for 2019 Cycle Enhance Banner/CRM Recruit integration by utilizing tools like Automic (Appworx) Upgrade (target April 2018) Long Term Goals Deploying CRM Recruit Applications University wide With the CRM team and a College/School Office Operations representative and an Admissions/ Enrollment Management/ Communication Plan representative (suggested) Streamlining Support Issues

Montclair State University 16,000+ undergraduate, 4,000 graduate and professional students 5 Colleges/Schools: Math & Science, Humanities and Social Sciences, Business, Education & Human Services, Arts Systems include (all implemented on 2014 to meet Admissions Go-Live): Recruiter, TouchNet, Banner Document Management, Banner, Cognos, Self Service Banner, Luminus, DegreeWorks, and 20+ other products.

Where We Started Initial Implementation via “OneMontclair Project” Initiative. Full-time dedication to work on implementation. Go-Live: Recruiter 3.5 on-premise (March 2014) Jan 2014: Started Recruiter Knowledge Transfer March 2014: Recruiter Prod Go-Live with Prospect and Inquiry form (v3.5) May 2014: Event Management System (v3.7) Sept 2014: UG degree-seeking application (v3.7.1) Oct 2014: Grad application, Banner Admissions, Banner Document Management (v3.8) Transitioned to cloud services (Jan. 2015) Upgraded to 4.X environment (Summer 2016)

Present Currently on 4.8.1 Went live with 4 new application types for UG. Went live with Online notifications (Accept Decisions only) Leveraging quick account email function. In progress: Discussions with Genbile Software for Duplication add-on solution New reports out of Cognos (via data extract)

Future R.O.I analysis of communication efforts, WFE account management, source, etc. Time-to-completion analysis of app funnel. Telecounseling module. Email Module transition – status unknown

Indiana University of PA Enrollment approx. 12,500 ~10,000 Undergraduate ~2,000 Graduate Degree Programs 140+ Undergraduate 35 Master’s 13 Doctoral Academy of Culinary Arts Cook Honors College

Indiana University of PA Banner client and Self Service Banner - 2000 AXIOM for data uploads - 2000 CRM Recruit (on premise) - June 2016 Banner Document Management (BDM) Luminis Ellucian Mobile App (platform edition) Oracle Business Intelligence Enterprise Edition (OBIEE) Touchnet DegreeWorks

Current Recruiter Setup Graduate live June 2016 on v 4.2.1 All Reviews/Processing done in Recruiter Communication plans use workflows/email templates Custom Security Roles to lock down security GRE/GMAT test score uploads Push to Banner at Decision

Current Recruiter Setup Culinary live August 2016 All Reviews/Processing done in Recruiter Travel and Events Both Recruiter workflow email communication plans and some Salesforce Campaigns (Orientation, Visit Campus) Push to Banner at Decision Upgraded to v4.6 March 2017

Current Recruiter Setup Undergraduate live April 2017 Push to Banner within one business day of creation (inquiries and applicant). Fully dynamic checklist created in Recruiter that is mimicked in Banner on push to Banner. Processing done in Banner, checklists are maintained in both systems. Items Received flow back to Recruiter from Banner daily. Documents uploaded by applicant in Recruiter flow to Banner via BDM and satisfy checklist in Banner. American Language Institute live November 2017 All Reviews/Processing done in Recruiter, push at decision.

Current Recruiter Setup On Premise v 4.6 Four Web Front Ends Undergraduate Culinary Graduate American Language Institute TouchNet integration with 4 separate general ledger detail codes (one per online application type) BDM API

Future Plans Banner 9 Upgrade – 1st quarter 2018 CRM Recruiter 4.9 – 2nd quarter 2018 New communication plans Royall Application import AXIOM Elite – 3rd quarter 2018 Banner Communication Manager (BCM) – 2018

DeSales University is a medium-sized, private, four-year Catholic university with a Salesian mission administered by the Oblates of St. Francis de Sales. Students are from 25 states and 7 countries Member of Lehigh Valley Association of Independent Colleges with cross registration availability for Cedar Crest, Lafayette, Moravian, Muhlenberg, and Lehigh. Colleague client since at least 1992; added Recruit in 2015.

3 campuses Over 3,200 students (undergraduate, graduate, professional and adult students) 2 doctoral programs (DNP (4 concentrations) and DPT) 8 masters programs (MCJ (3 concentrations), MBA (14 concentrations), M.Ed. (13 concentrations), M.Ed.I.T, MSIS (5 concentrations), MSN (9 concentrations), MSPA, and several combination programs) 30 undergraduate majors.

CRM Recruit at DeSales University Live since August 2015 Currently on 3.9.1 4 distinct applications

Staffing 3 people in our IT applications section for all enterprise level programs System Administrator Database Administrator Technical Analyst (primary focus: CRM)

CRM Recruit History at DeSales University 2015 (August) Go Live on 3.7 2016 (August) Upgrade to 3.8 for Common App 2017 (August) Upgrade to 3.9.1 for Common App Traditional Undergraduate 2016 (March) Go Live on 3.7 2017 (June) Redesign on 3.8 ACCESS (adult education) Undergraduate 2016 (May) Go Live on 3.7 2017 (January) Redesign on 3.8 Accelerated BSN 2016 (November) Go Live on 3.8 with all but DPT and MBA 2017 (March) Go Live DPT and MBA Graduate

CRM Recruit Volume (2 years Post Go Live) Contact Records:     Total (active and qualified or new leads) 230,590 Person (active records) 86,583 Suspect (qualified and new) 144,007 Applications Total 14,507 Complete Applications 7,687 Non-Complete Applications (Started, Submitted and Withdrawn) 6,807 Users (Staff/ Faculty/Athletics) 162

Future Short Term Integration of Front Rush data for Athletics Review traditional undergraduate processes for migration purposes Update to 4.9 target date May Long Term API development for integration with Mongoose texting and other programs Ethos integration and implementation Streamlining application processes and customization of CRM emails across divisions (brand management and style guides) MPAS Program into Recruit

Open to the Floor Questions Comments

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