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Team Members

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Business Use Case

  • Arizona State University (ASU), a public research institute known for its innovation and excellent academics uses Forms and Google Sheets to manage course enrollment, but now wants to begin using Salesforce to manage course enrollment, as there has been an increase in demand for expanded course offerings.

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Current challenges & Future Expectations

  • Current process challenges
    • Currently the email is sent for course confirmation, cancellations, and for creating student profile manually
    • Data quality issues - which mostly are printing issues or spelling mistakes in the certificates mailed due to human error
    • Manual work uploading , verifying and assigning courses to the students
    • Multiple systems involved
    • Communication between the systems
  • Expectations from Salesforce Solution
    • Offer same efficiency and automation and Reduce manual work for enrollment correspondents even with increase in number of courses
    • Better and auto communication to the students and better experience with enrollment process
    • Insights in to Key performance metrics for key stakeholders

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Business Process Map - Current

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Business Process Map - Future

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Object Mapping

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Our Solution: ASU Student Enrollment App

  • Org Structure & Object relation
  • User Permission - Who can access what
    • VP, Education - can view reports and dashboards, have read access to enrollments and student objects
    • Enrollment correspondent - Have special permission to upload and delete course Details, instructors and prerequisites in the system
    • Instructors - can view student details and access to reports and dashboards
    • Marketing Manager - can create campaigns, can access teams reports and dashboards
    • Student - End user - can only access student portal

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Sprint 1: Deliverables (What we built.)

  • Student Portal for user to enroll in a course
  • End to End Student Enrollment
    • Does course have a Prerequisite?
    • Is the course full?
  • Email communication to students during each steps - success enrollment, waitlist, 2 weeks reminder
  • Report and Dashboards for VP
  • Users & permission sets
  • Objects with scope to expand with requirements

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Known Issues / Plan for Sprint 2

  • Reports for Marketing with real time campaign metrics/insights
  • Course details are editable in the student portal screen. Expected is read only but the reason we couldn't do is not able to figure it out on how to make fields readonly
  • Some validations are not in place on student portal
  • Complete prerequisite verification flow if student is existing
  • Perspective students( eg: students who visited portal and not enrolled, who have enquired about a course with ASU) as Opportunities
  • Send survey and generate certificate to the students who successfully completed the course
  • Emails to check with registered students if not logged in to portal for more than 2 days
  • Automate Student enrollment cancellation and Refund process
  • Create a case and assign to enrollment helpdesk(to contact student) if student encounters any issue during enrollment
  • Automate Prerequisite Verification process
  • Ability for student to register from the portal(experience cloud)

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Demo

  • ASU Student Enrollment App Demo

  • VP Dashboard Demo

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Insights we are looking for / challenges we face

  • Knowledge limitation on best practices

  • Not having enough practice to think of the org as a whole which would help plan out our solutions so that each components are connected more efficiently

  • Time Constraints

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THANK YOU