Online Postgraduate Admissions Project

Kate Ward – Project Manager

Work to date• Requirements gathering exercise • Statement of Requirements – agreed by User

Forum and Project Board• Technical options analysis• Securing funding for project and beyond• Tender process and selection of new system

Key Findings

• Manual inputting of data

• Inflexibility of current online system

• Out of sync data

• Enquiries are tracked using local databases

• More focus on the applicant experience

Reasons for Project• Current system does not meet all our

requirements• Improved applicant experience: meeting

‘customer’ expectations • Only one of our competitors not to offer

online admissions for all programmes• Applicant communications: improved

conversion rate, applicant-to-confirmed

Reasons for Project continued

• Improved workflow: more efficient system for staff

• Reduction in data entry load for staff• Improved processes: more transparent

and easier to use• Remove duplication• Better integration with SITS• Management information

High Level Requirements

• Support Flexible Application Definition • Support Online Applications from prospective

Postgraduate Students • Support Application Form Administration • Support seamless systems presentation for

users • Provide the ability to forward applications for

decision making/review online

Tender Process

• 4 tender responses received November 2008. • A working group undertook a full review of their

documentation scored these • Opportunity for all to see the proposed systems

and feedback• Reference site visits.• Recommendation to award the contract to

Hobsons who propose to implement EMT Connect, EMT Answer and EMT Apply Yourself.

Why have we chosen Hobsons?• System best met our requirements • Apply Yourself:

• Online application• Improved ‘workflow’ • Flexibility

• EMT Connect: ‘customer relationship management’ (CRM) tool• Improved communications with applicants • Automated communications: easier to manage

• Dynamic system: system regularly updated to respond to customer feedback

• Good customer support: good reputation for working closely with University partners

• Applicant support 24/7

What will it look like?

Secure, flexible application forms branded to any institution

What will it look like?

• Application status tools – dramatically reduce routine calls and emails

What will it look like?

• Allows applicant to upload documents etc

What will it look like?

• Online submission of references

• Serving key influencers better online by streamlining the reference process

What will it look like?• Segment and target

participants individually or in groups

• Automatically send targeted emails to applicants-in-progress at key times and begin building a relationship

• Various communication mediums: email, web, mobile texts

• Measure the results of your marketing efforts

What will it look like?• Monitor conversion rates at each stage of the enquiry/ application /enrolment life cycle.

• Set reminders and stay on top of incoming applications, recommendations, enquiries and more.

•Create ad hoc or templated customised reports quickly

What will it look like?

• View a snapshot or details of each application component

• View comments from other staff

• View history, including events and communication

• Print application that is consistent with and mapped to your current forms

• Manage status and decisions

What will it look like?

• Online decision delivery – fast and secure

• Direct link to your enrolment form - seamless transition from acceptance to enrolment

Current Work

• Reconfirming requirements and mapping current processes

• Contract and service level agreement negotiations with Hobsons

• Setting up Project structure, terms of reference, planning

When will we start using it?

• Apply Yourself product first, then EMT Connect (CRM)• Phased implementation: three phases • Implemented during 2010: all programmes online by

January 2011• Lots of work to do to prepare the University, e.g:

• Application form requirements• Reengineering Processes• Technical developments• SITS integration• User testing• Training

What does this mean to you?

• Will be used by staff in Faculties and departments involved in postgraduate admissions

• Reduced reliance on paper e.g. application tracking• Quicker access to applicant information• Reduced data inputting• Automated communications with applicants e.g. to chase

missing information• Programme specific information incorporated into

application form• And lots more!

How can I get involved?

• Consultation group – please express an interest…

Who can I ask for more information?

• Kate Ward, Project Manager kate.ward@bristol.ac.uk

• Clare Streatfield, PG Recruitment and Admissions Manager clare.streatfield@bristol.ac.uk

• Hannah Waring, Business Analyst hannah.waring@bristol.ac.uk

• Rachel Kelly, PG Recruitment and Admissions Officer rachel.kelly@bristol.ac.uk

Any Questions?