Admissions Best

Practices: Turning Data

into Relationships

Kapil Bajaj, MCTP & Jill Harman, M.Ed.

Ohio University Heritage College of Osteopathic Medicine

AACOM/AODME

Ft. Lauderdale, FL

April 23, 2015

WE WOULD LIKE TO SHARE…

• Before & After (process)

• Selecting the Solution

• Implementation

• Lessons Learned

BEFORE

• Download apps from AACOMAS

– OsteoAdmit: Manually change for each

out-of-state applicant (75%)

– Paper file created for each AACOMAS

applicant (4000 files/year)

• Review each file and determine eligibility for secondary

application

• Email links to downloadable applications to each eligible

candidate via OsteoAdmit (different for in-state vs. out-of-

state)

BEFORE

• Students print and complete secondary

applications (handwritten) and send via mail

– One & half to two weeks for receiving a completed

application

• Date stamp each application,

add to their file, review for eligibility

for interview

AFTER

• Download weekly batch files from

AACOMAS

• Upload in Salesforce/EnrollmentRx

• Available for review by Admissions staff

– Views/reports with built-in eligibility criteria

• “Push the button”

– Triggers a workflow

– Invitation email sent to student

– Portal credentials created and sent to student

AFTER

• Student Portal

– Guided application process

with customized messaging (widgets)

– Students complete the secondary application, attach

documents, and pay fees, online!!

– Turn around time(As quick as 2 hours)

• Self-service

– Track progress

– Check status

Checklist

Admissions Staff View

POSITIVE IMPACT

• Decreased volume of phone calls

• Quality/value of phone calls received

• Standardized app across all programs

– Customized checklists

• Dashboard

SAMPLE DASHBOARD REPORTS

SAMPLE DASHBOARD REPORTS

SAMPLE DASHBOARD REPORTS

SELECTING THE SOLUTION

• Surveyed other DO schools regarding CRM solutions

• Completed needs analysis with Admissions, CORE,

and Communication offices

• Collaborated with various university units (i.e.

undergrad admissions, college of business)

• Developed RFP according to OU and OH state protocol

SELECTING THE SOLUTION

• Evaluated proposals and invited vendors to demo their

CRM solutions

• Completed reference checks for our front runner

(Enrollment Rx)

• Involved appropriate college and university offices

(HCOM CFO, OU legal affairs, college and university

OIT) in discussions of budget and contract

• Completed successful pilot with Enrollment Rx

DEMO INSTRUCTIONS

IMPLEMENTATION• Two day, on-campus business process review

• Portal development and data model for

admissions

• Portal Development

– Look and feel

– Home tab, profile, widgets

– Communication plan, email templates

– Workflows

IMPLEMENTATION• Data model

– Standardized common information and process

across seven areas

• AACOMAS App

• Secondary App

• Summer Scholars

• SURF

• Biosheet

• Deposits

• Letters of Recommendation

IMPLEMENTATION• Focus group from University of Dayton

• Integration

– AACOMAS and CashNET

• Iterative Development Model– Build

– Test…….Improve

– Test…….Improve

– Test…….Improve

• Training & GO LIVE

IMPLEMENTATION• Created web-to-lead form (Qualtrics)

LESSONS LEARNED

• Collaboration and buy-in essential

• Allow sufficient time for internally reviewing business

processes

• Be prepared for “gotchas” and be ready to adapt to new

ways of thinking

LESSONS LEARNED

• Accept that you won’t be able to account for every

possible scenario, but be clear on what you want as an

outcome

• Choose the right implementation partner

RECAP• Rethink existing business processes & operations

• Take advantage of new ways to communicate with

prospects

• Think long-term relationships with students and build

community

• Marketing campaigns and follow-ups

• Automate workflow & communication

Admissions Best

Practices: Turning Data

into Relationships

THANK YOU