Frustrated with your application management process? (Part II)
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From some vantage points, the review process can be the most challenging of the application management process. There's usually a very short timeframe in which you are responsible for assigning applications to the appropriate reviewer and collecting their feedback. Sometimes there are even multiple stages or the need to assign and capture reviews in a blind fashion. Needless to say this can be frustrating.
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Frustrated with your application management process? (Part II)
- 1. WIZEHIVE / JULY 21, 2015 FRUSTRATED with your APPLICATION MANAGEMENT PROCESS? PART TWO: REVIEW PORTALS
- 2. Nate Buckwalter Director of Sales WizeHive, Inc. ABOUT NATE Application management specialist with 3+ years experience in the application capture, review, and administration space helping foundations, associations, state and local governments of all sizes specializing in grant, scholarship, fellowship, and accreditation processes. Contact Nate nate@wizehive.com 215-268-6913 or 1-877-767-9493
- 3. Sam Salley Implementation Specialist WizeHive, Inc. ABOUT SAM Sam is a seasoned veteran member of the WizeHive Implementation Team managing customer accounts of all shapes and sizes. During her time at WizeHive, she has supported customers in the build of their online application & review management system, and successfully taken over 65+ organizations live. Contact Sam samantha@wizehive.com
- 4. TODAY’S AGENDA 1. Introductions 2. Accreditation 101 3. Why manage online? 4. What to look for in an online system 5. Hindsight is 20/20 6. Question & Answer Session WizeHive Overview → 1. WizeHive Overview 2. Implementation Methodology 3. Getting Started 4. Private vs Public Portals 5. Advanced Features 6. Things You Should Know: Sam’s Top 3 7. Question & Answer Session Nate Buckwalter, WizeHive nate@wizehive.com Samantha Salley, WizeHive samantha@wizehive.com
- 5. WIZEHIVE OVERVIEW wizehive zengine WizeHive is the web's leading platform for the intake and management of applications for grants, scholarships, fellowships, awards, contests and competitions. The result is the elimination of paper and time spent copying, collating, mailing, and organizing all of that information. In addition, its collaboration and decision making tools provide a simplified way to help them make better, faster decisions. Zengine is a cloud-based platform that empowers a non- technical person to quickly build custom business applications, while also allowing developers to extend the application by adding integrations and complex functionality. Zengine can be used to track customers, job candidates, projects or more and replaces paper processes, outgrown spreadsheets, or generic software products.
- 9. IMPLEMENTATION METHODOLOGY Our Support Team → Seven Steps to Success
- 10. IMPLEMENTATION METHODOLOGY Getting Started → Our Support Team Seven Steps to Success → Seven Steps to Success 1. Kickoff / requirements call 2. Documenting the requirements 3. Obtaining approval on requirements 4. Building the solution; training 5. Testing your program 6. Making changes to your program 7. Go-live with your program
- 11. STEP ONE
- 12. GETTING STARTED Hi, it’s nice to meet you! → Planning, planning, planning Let’s buildLet’s get to know your process - Careful definition of requirements - Understanding of all stages of the management process No two review programs are the same - We take a fresh approach to each solution, coupled with our experience running application processes for 500+ organizations - Your software should fit you, not the other way around
- 13. STEP TWO
- 14. GETTING STARTED Hi, it’s nice to meet you! Planning, planning, planning → Let’s buildThe more planning, the better - Thorough planning ensures a smooth process when it comes time to run your program - Very helpful for multi-round reviews - Timing is everything Requirements definition - As a part of our implementation methodology, we take time to define your program’s requirements and the features we’ll need to utilize to build the perfect solution
- 15. STEP THREE
- 16. GETTING STARTED Hi, it’s nice to meet you! Planning, planning, planning Let’s build →A few different approaches - We build and train how to use - We teach + we build + you build - We teach + you build Streamline and automate - Less training and setup time each year - Easier for reviewers of all ages and levels of technology literacy - Accessible for reviewers Private vs. Public →
- 17. PRIVATE VS PUBLIC PORTALS Private portals → Public portals Private portals - For programs where the judging and review process is done in private, login and password credentials are provided to reviewers so they may conduct their reviews - Reviewers login to see only the applications they have been assigned - Save drafts to complete reviews in multiple sittings Public portals - For programs where the judging and review process is done publically, no credentials needed to conduct reviews - Perfect for displaying finalists or programs that include an open voting period
- 18. PRIVATE VS PUBLIC PORTALS
- 19. PRIVATE VS PUBLIC PORTALS
- 20. PRIVATE VS PUBLIC PORTALS PRINT / SAVE PDF APPLICANT NAME / ID ADD / EDIT REVIEW VIEW SUPPORTING DOCUMENTS APPLICANT INFORMATION
- 21. PRIVATE VS PUBLIC PORTALS
- 22. PRIVATE VS PUBLIC PORTALS REVIEWER INSTRUCTIONS PDF
- 23. PRIVATE VS PUBLIC PORTALS
- 24. PRIVATE VS PUBLIC PORTALS
- 25. PRIVATE VS PUBLIC PORTALS Public portals - For programs where the judging and review process is done publically, no credentials needed to conduct reviews - Perfect for displaying finalists or programs that include an open voting period Advanced Features → Private portals Public portals →
- 26. PRIVATE VS PUBLIC PORTALS ARCHITECTURAL DESIGN AWARDS Western Red Cedar construction.com
- 27. PRIVATE VS PUBLIC PORTALS
- 28. PRIVATE VS PUBLIC PORTALS
- 29. PRIVATE VS PUBLIC PORTALS
- 30. PRIVATE VS PUBLIC PORTALS
- 31. PRIVATE VS PUBLIC PORTALS
- 32. ADVANCED FEATURES Assignments & notifications → Making blind reviews Conditional fields File viewing Calculations & reports Assignment types - Individual Assignments - Automated Assignments - Batch Assignments Automated assignments and notifications - Through workflow actions and triggers, applications can be assigned to reviewers - Folders, categories, stages - Automated reminders to reviewers Assignments Grid - Color coded for easy reference - Up to date status check
- 33. ADVANCED FEATURES GREEN = COMPLETED YELLOW = DRAFT RED = NOT STARTED
- 34. ADVANCED FEATURES Blind reviews - Sometimes good to have reviewers make reviews in blind fashion - Hide first name, last name, or any data from reviewer Assignments & notifications Making blind reviews → Conditional fields File viewing Calculations & reports
- 35. ADVANCED FEATURES Conditional Fields - Usually associated with application forms, but great for review portals, too - Dynamically show or hide fields based on responses to certain fields - Example: Reviewers representing a certain board or with a specific title see a different set of questions than others Assignments & notifications Making blind reviews Conditional fields → File viewing Calculations & reports
- 36. ADVANCED FEATURES File Viewer - No need to print applications and associated files - Comprehensive file viewer in portal - File attachments: Documents, Audio, Video Assignments & notifications Making blind reviews Conditional fields File viewing → Calculations & reports
- 37. ADVANCED FEATURES Assignments & notifications Making blind reviews Conditional fields File viewing Calculations & reports → Scoring Calculations - If you have multiple scores and they add up or average on the form, you’ll pick the average or total. This is the average or total score given by all judges. - Normally, average is selected. If you select average, the score will appear as stars next to the applicant's name on the custom form tab. - If you select total, the total score will appear next to the applicant's name.
- 39. THINGS YOU SHOULD KNOW: SAM’S TOP 3 Before you start → Timelines that make sense Know your teamNail down your process before you start - Begin thinking about how you’d like your process flow to work - How many stages / rounds of review
- 40. THINGS YOU SHOULD KNOW: SAM’S TOP 3 Before you start Timelines that make sense → Know your teamDefine timelines that actually work - Leave yourself enough time to regroup in between stages - Don’t end one stage at 11:59pm Monday night and start stage two at 12:01am on Tuesday… space things out
- 41. THINGS YOU SHOULD KNOW: SAM’S TOP 3 Before you start Timelines that make sense Know your team →Who are your reviewers? - It may sound simple, but having your reviewers lined up as soon as possible will be key to your success - Plenty of time for notification, explanation of new process Question & Answer →
- 43. QUESTION & ANSWER Nate Buckwalter, WizeHive nate@wizehive.com Samantha Salley, WizeHive samantha@wizehive.com
- 44. TODAY’S AGENDA 1. WizeHive Overview 2. Implementation Methodology 3. Defining Your Review Process 4. Private vs Public Portals 5. Advanced Features 6. Things You Should Know: Sam’s Top 3 7. Question & Answer Session Nate Buckwalter, WizeHive nate@wizehive.com Samantha Salley, WizeHive samantha@wizehive.com
- 45. WIZEHIVE / JULY 14, 2015 FRUSTRATED with your APPLICATION MANAGEMENT PROCESS? PART TWO: APPLICATION FORMS