th Annual PABUG Conference SmartCall for Admissions Sherri Wolgemuth Recruiting & Admissions Data Systems Administrator and ACS Supervisor Rachel Shenk Coordinator of Telecounseling and Homeschool Recruitment Admissions Lin Taylor Programmer/Analyst Information Services

th Annual PABUG Conference General Announcements : Please silence your cell phone 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

th Annual PABUG Conference To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Kim Fremont CPE - Coordinator / / CPE Credits - We’ve gone electronic!

th Annual PABUG Conference FALL 2016 Enrollment Goals: Inquiry Goal 28,000 Application Goal 2,700 Acceptance Goal 2,000 Enrollment Goal 675

th Annual PABUG Conference Our Decision to Use SmartCall We had been using the RuffaloCody System – They were no longer going to be supporting the phoning software Didn’t want to reinvent the wheel when there was already an Ellucian product that was working for Development offices. Tasked Ellucian to customize SC for Admissions.

th Annual PABUG Conference We didn’t want to lose capabilities we had, such as auto dialing, tracking of changes, reports etc. We were in need for Computer upgrades in our call center and it made sense to make this change.

th Annual PABUG Conference Equipment We use NINJA PRO, a TAPI compliant SIP client to connect SmartCall to our VOIP Phone System PC’s are Windows 7, 32 bit, GHZ with 4GB Memory

th Annual PABUG Conference About Our Call Center 6 calling stations 9 student Telecounselors Each student calls 5 or 10 hrs/week, totaling 70 calling hours/week Calling times are 3:00 pm - 9:00 pm M-Fr, and 11:00am – 4:00 pm Sat

th Annual PABUG Conference Phoning Statistics Total CallsTotal Time (Minutes) 10/19/15 – 10/24/ /26/15 – 10/31/ /2/15 – 11/7/ /9/15 – 11/14/

th Annual PABUG Conference SmartCall Manager & Caller Manages SmartCall Processes – Reporting – System Maintenance – Assigning & Preparing Lists – Other functionalities SmartCall Caller

th Annual PABUG Conference SmartCall Manager – Reporting

th Annual PABUG Conference SmartCall Manager – Caller Action Time

th Annual PABUG Conference SmartCall - Reports

th Annual PABUG Conference SmartCall - Reports

th Annual PABUG Conference SmartCall Manager – System Maintenance Refresh the system before each calling shift or after making adjustments to specific prospects

th Annual PABUG Conference SmartCall Manager - List Prep After uploading a list, list prep allows the manager to rebuild the list prior to a calling shift Applies time “zone profiles” – Allows calls to be made at appropriate times

th Annual PABUG Conference SmartCall Manager – Assigning Lists

th Annual PABUG Conference SmartCall Manager - Operators

th Annual PABUG Conference SmartCall Manager – Adjusting Prospect Records

th Annual PABUG Conference SmartCall Manager - Surveys & Scripts

th Annual PABUG Conference SmartCall Manager – Information Screens

th Annual PABUG Conference SmartCall Manager - Objections

th Annual PABUG Conference SmartCall Caller

th Annual PABUG Conference SmartCall custom packages Custom Apex app that allows managers to create segments. Either the pre-defined “Qualify16” or a popsel or a list of ids, stored as a CSV.

th Annual PABUG Conference SmartCall custom packages Custom Apex app that allows a manager to enter a Banner ID and displays all calling activity for that ID.

th Annual PABUG Conference SmartCall custom PL/SQL packages smartcall_segment – puts segments of recruits/prospects into SmartCall from Banner. smartcall_refresh – runs nightly, checking the prospects in the active segments, looking for status changes in Banner and updating SmartCall. smartcall_upload – moves changes from SmartCall into Banner. create SPACMNT records for comments the callers have recorded creates a Change Report for all other updates creates a Comment Report for comments the callers have recorded, one for each counselor. all reports are ed smartcall_report – creates a Mailings Report for prospects who request information.

th Annual PABUG Conference Data modifications EmployerID  School code Employername  High School Name SpouseEmployerCity  legacy connection MailName  Parent JointName  Parent JointName2  Application Status Childsort_Name1  Recruiter UserDefinedField1  County Etc…

th Annual PABUG Conference Custom Tables SC_CODE - answer codes used for the senior survey SC_PROSPECT - one record per prospect SC_SEGMENT - one record per segment

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

th Annual PABUG Conference Open to the Floor Questions Comments