Multi-point Integrations to Streamline New Enrollments
Presentation from Salesforce.org Higher Ed Summit 2018 by: Brian Degon, Director of Business Systems, and Lindsay Bohigian, Marketing Specialist. Students enrolling in part-time graduate programs often enter the university in a non-traditional manner by starting to take course prior submitting an admissions application. While this is a widely accepted practice, many universities use the admissions application as the initial "point of entry" into the university's student information system. To better serve this population, WPI has used Salesforce with integrated 3rd party tools to provide a smooth transition from inquiry to student. Students submit their registration request via a web form, which in turn transports the data securely to a custom salesforce object. Verification of the new record triggers an outbound message that delivers the record’s payload to a third-party ETL tool, which in turn submits that data to be ingested by the SIS. The newly created (or matched) student record and any relevant academic records (like course enrollments or in-progress admissions applications) are then exported to the existing salesforce contact record. Original form submissions are stored in the custom Salesforce object for future reference, also serving as their officially submitted enrollment agreement. Watch a recording of this presentation: https://youtu.be/KHL2IEllihs
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Multi-point Integrations to Streamline New Enrollments
- 1. Multi-point Integrations to Streamline New Enrollments Brian Degon, Director of Business Systems Lindsay Bohigian, Marketing Specialist
- 2. Agenda • Welcome to Worcester Polytechnic Institute! • Inquiry process (old vs. new) • Registration process (old vs. new) • How it’s done – Live Demo • Outcomes
- 3. Worcester Polytechnic Institute Worcester, MA 40+ project centers on 6 continents
- 4. Academic & Corporate Engagement 509 Degree seeking part-time online students 164 Online courses delivered 2,216 Course enrollments
- 5. WPI’s Online Programs Biotechnology Biomedical Engineering Construction Project Management Cybersecurity Data Science Electrical & Computer Engineering Environmental Engineering Fire Protection Engineering Mechanical Engineering Power System Engineering Robotics Engineering System Dynamics Systems Engineering Systems Thinking
- 6. Meet our team! Brian Prospective Student (for today!) Heidi Operations Coordinator Lindsay Marketing Specialist Amanda Senior Manager, Online Programs Lori Student Success Specialist
- 8. The Old Way (aka lather, rinse, repeat) � 𝑛𝑛=1 6 Get all inquiries who’s most recent communication was n-1 Online Program Manager sends email via Outlook Program Manager give list of email sent to student Student worker logs email as sent in MS Access Wait two weeks
- 9. The New Way Inquiry submits form Lead generated in SF (usually < 1min) Convert Lead Wait for alerts Create Program Interest Record and Review Contact Then… Add to Drip
- 10. Pardot Email Touchpoint Engagement Workflow
- 11. The Old Way Prospect is Qualified and Ready to Register Recruiter sends prospect to Registration Form Prospect Fills Out Blank Form Every Morning Operations Exports CSV Operations Moves CSV to special “ingestion” directory Tool (AXIOM) ingests file and creates or updates person record Operations verifies suspense AXIOM creates student record in SIS SIS student record exported to SF as dupe contact Re-parent contact record Merge accounts (if needed) Merge contact manual automated
- 12. The New Way Prospect is Qualified & Ready to Register Recruiter initiates business logic for creation of Pre-Reg Record Pre-Reg record gives pre-fill link to send to prospect Prospect reviews and completes form and submits Reg Record created on contact record related list ETL exports to AXIOM Operations verifies suspense AXIOM creates student record in SIS w/ SFID SIS student record UPDATES existing SF contact ETL Syncs new SIS record with existing SF record Tool (AXIOM) ingests file and creates or updates person record manual automated
- 13. Live Demo Brian will take screen caps in case of tech problems • Start on PI • Create Pre-Reg • Click pre-fill • Submit FA form • Show created Reg Record (highlight enrollment agreement) • Send to Axiom…then into ETL screen caps
- 15. ETL from SF → AXIOM
- 16. ETL Banner → SF
- 17. Outcomes Our top takeaways • Improved student experience • Registration record lives on contact • Historical accuracy of enrollment agreement • No more dupes • Time saving of internal staff • Heidi • Amanda • Consistency • Error proofing • Analytics
- 18. Thank you!