Go Live Without Going Crazy: The Dos and Don’ts of Implementing Two-way Data Communication Between TargetX and Your SIS Managing the CRM Track

1. #TargetXSummit
Go Live Without Going Crazy:
The Dos and Don’ts of Implementing Two-way Data
Communication Between TargetX and Your SIS
Jason Faulk - Longwood University
Shannon Nusbaum - Longwood University
Bianca Butler - Axiom

2. Using your mobile device, please go to
Kahoot.it and enter the PIN number:
894887

3. Who we are...
Shannon Nusbaum
Associate Director of Admissions
Jason Faulk
Dean of Admissions
Bianca Butler
Integration Specialist

4. Longwood University
● Located in Farmville, VA
● Small(ish) Public Co-ed University
● ~5,000 undergraduate students
● Admissions staff of 19 full time staff
and 4 student workers
● Average 6,000 applications per
cycle.

5. #TargetXSummit
What we will discuss...
● The problem
● The solution and our process
● Axiom’s viewpoint and process
● The outcome
● Plans for the future
● Questions

6. The problem...
● We went from this: ● To this:

7. The problem
● Manually extracting data and importing from one system to another
● Pulling lists and hand entering information
● Delay in processing time, slowed things down

8. #TargetXSummit
The solution...
Take One:
● Purchased axiom license in June 2017
● Provided with workbook - little guidance
● Winged it - No clear plan of action
● September 2017 - communication from axiom that we would need to start
over
● In full swing of starting our first cycle with TargetX - Put a hold on things.
● Finally brought Axiom to campus in December 2017 to work through
everything

9. The solution
● Completed and submitted initial workbook to Axiom January 2018
● Initial sources completed and placed into test May 2018
● Testing June/July 2018
● July 2018 notified Axiom had undergone an overhaul of staff - No longer had
an official account manager or implementation specialist…
● Let’s try this again...

10. Take two...
● September 2018 we were set up with Bianca. Rockstar implementation
specialist!!
● Re-evaluation and a plan of action
● Many, many working sessions
● Finally, February 2019 set on continuing success.

11. Axiom’s Viewpoint
In order to have a
successful integration
you’re going to have a lot
on your
PLATE

12. Prepare
Leverage
Arrange
Test
Eexecute

13. Axiom’s Viewpoint- Prepare
● Think about the processes you want to automate
● Complete a data mapping mapping form to identify your business processes

14. Axiom’s Viewpoint- Leverage
● Ensure that all internal parties are involved
○ (i.e. Admissions, Financial aid , Registrars, IT, etc)
● Know who your technical resources are
○ Success manager ‘
○ Integration Specialist
● Include you TargetX representatives

15. Axiom’s Viewpoint- Arrange
● Know when your database refreshes and upgrades are scheduled to happen
● Create a timeline

16. Axiom’s Viewpoint- Testing
● Establish a testing team and schedule
● Identify test cases
● Use planning resources as a guide

17. Axiom’s Viewpoint- Execute
● Ensure steps taken in test environment are replicated in production
● Slowly integrate new business process
● Review data in TargetX or SIS

18. The Outcome
● Long journey, but worth it
● Throwing the timeline out of the window and having it done correctly
● Processing workload

19. Plans for the future
● Continue to improve and streamline
● Deposit process
● Adding smartsheet two-way for day to day smaller processes

20. Questions?

21. Thank You
Shannon@longwood.edu
Jason@longwood.edu
BButler@ssdel.com