The Role Encompass Plays in Streamlining Back-end Processes
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This document discusses how Encompass, a web-based platform, helps streamline backend processes and increase engagement for alumni volunteer programs. It captures volunteer data more effectively, improves workflows and communication abilities. Encompass allows volunteers to select interest areas and specific opportunities, and receives pre-populated personal data. It also pushes relevant news and events to volunteers based on their interests. This helps train volunteers better and develop targeted content. Charts show how Encompass increased volunteer donation participation and totals for admissions, career and event programs from 2009 to 2010.
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The Role Encompass Plays in Streamlining Back-end Processes
- 1. The Role Encompass Plays in Streamlining Back-end Processes to Increase Engagement Timothy State ’93 Associate V.P. for Alumni Programs Will Pittinos ’06 Web Content Manager
- 2. Project Overview Streamline paper process Capture data more effectively Improve workflow Improve ability to communicate to volunteers Improve ability of volunteers to participate
- 3. 1,500 Volunteer to 0 Staff Challenge Admissions CareerEvents
- 4. Encompassing the Bigger Challenge Admissions • Student Callers • College Fairs Career • Mentors • Mock Interviews • Speed Networking Events • Reunions • Event Hosts/Sponsors • Regional Volunteers
- 5. The Solution Contact and Giving Information Interest Codes Communications and Event Management Interest Codes
- 6. Data Collection •Multi-tab form. •Log-in required.
- 7. Defining Roles Interest-based focus areas. Checkbox drives a role.
- 8. Specific Opportunities Specific opportunities appear based on the interests checked on the previous tab. Future tabs appear to collect the information we need, based on the specific opportunities that are selected. Appear for Career, but not Admissions
- 10. News and Event Categories
- 11. Pushing Out Relevant News •Intro from staff with an overview of the program. •News stories relating to the area of focus. •Volunteer opportunities posted as events can also be listed •Cross-promote other programs in
- 13. Developing Content Pull information from Training Guides Ask Volunteers to write about their experiences Posting a volunteer opportunity as an event is also a news story Share relevant information about your institution Admissions volunteers like to know how many applications, and how that compares Reunion volunteers want to know about menus Career Advancement volunteers need reminders what it’s like to be a jobless 21-year-old and where they are developmentally
- 14. Volunteer Donation Participation 0% 10% 20% 30% 40% 50% 60% Admissions Career Event 2009 2010
Editor's Notes
- Segment volunteer data by interest in order to communicate with them effectively to move them to higher levels of engagement.Find a way to encourage volunteering and collecting volunteer informationEliminate the multitude of volunteer forms and surveysNo staff person
- Not all are engagedNot all can step forward when we need them to step forwardHow do we track? How do we maintain? How do we train? How do we improve? How do we grow this base?
- Marrying Jenzebar with iModulesAlign our coding functionsUse each system for the power it providesJenzebar for integrating giving information and contact informationiModules for communications, event managementShared coding allows us to integrate the two systems more easily
- Streamlining the data processRole-based volunteer formInterest based for user, triggers different rolesCollects data management
- Improving our WorkflowOnce roles are assigned, we push role-based e-mail marketing to our alumni
- Improving our ability to communicate and the ability of our volunteers to participateHelp us push relevant information to the volunteers of interest
- Career Advancement Volunteer NewsAdmissions Volunteer NewsAlumni Board News
- Pull from what already existsTap into Volunteer Resource GuidesPosting volunteer opportunities as events are also news stories