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Introduction

PABUG 2002 Alumni Directory and SCT Banner Presenters: Gerald A. Lennon Willa Johnson Ostrosky Lehigh University. Introduction. Managing an Alumni Directory (The Who, What, When) Who will do what by when Establishing deadlines Establishing data entry standards

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Introduction

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Presentation Transcript

  1. PABUG 2002Alumni Directory and SCT BannerPresenters: Gerald A. Lennon Willa Johnson Ostrosky Lehigh University

  2. Introduction • Managing an Alumni Directory (The Who, What, When) • Who will do what by when • Establishing deadlines • Establishing data entry standards • Establishing the Lehigh brand • Establishing the team with members from both Lehigh & PCI

  3. Topics of Discussion • Mission statement • Objectives • Overview • Project plan • Data processing & the team • Utilizing the data • Next time…

  4. Mission Statement To provide the most accurate and comprehensive directory possible. We are committed to create an online community to serve Lehigh’s alumni better.

  5. Objectives • As a team we have dedicated ourselves to three objectives: • We will be accurate. • We will be on time. • We will exceed all expectations.

  6. Overview • What data to include in the directory • What data do we want to gather or verify (lost alumni, deceased, bad email addresses, prospect information, affinity groups, interests/hobbies, reunion interest) • What information are others gathering?

  7. Data Processing • How does data get back into Banner • Automatic entry via interface – Attitudinal responses • Manual entry - Personal information • Combination/review process - Addresses • What resources are needed • Two teams - Different skill sets • Sufficient work stations

  8. Data Processing, cont. • What reports are needed • Controls - Verify number of Banner records updated with each upload • Data entry • Error • Statistics – PCI’s & Lehigh’s

  9. Data Processing, cont. • What does the team need? • Flexibility, fun & food!! • Moral builders - Gifts, t-shirts, snacks • Recognition • Organization of staff and surveys • Support from supervisors/team leaders

  10. Utilizing the Data • Who needs what information, when and how? It’s more than a directory! • Research - Comparing self-reported financial data to our capacity ratings • Planned giving - Who has Lehigh in will; who wants planned giving information • Career services - Mentoring interests & company connections

  11. Project Plan • Project Kick-off Preparation • Lehigh - Mark-up rough drafts of survey, letters (for email and regular mail), and scripts (for telemarketing) • Lehigh - Approval of data to be extracted and reports to be printed • Lehigh - Extract validation tables • Lehigh & PCI -Testing of extract file • Lehigh - Extract data file for first mailing

  12. Project Plan, cont. • Preparation • PCI - Data Enhancement • Third party lost alumni searches • Electronically verifies email addresses • Supplies bad email addresses back to Lehigh • Lehigh - Approval of the online update site • Lehigh - Approval of survey & email letter • PCI - Email to all good email addresses

  13. Project Plan, cont. • First Survey Mailing • Lehigh - Remove bad email addresses from Banner. • PCI - Begin search for lost alumni • Lehigh - New data file corrections from first survey mailing for telemarketing. (return mail) • Lehigh & PCI - Approval of layouts for returning data, reports, and the size of each batch returned

  14. Project Plan, cont. • Telemarketing • PCI - Phoning begins • PCI - Start of weekly data returns to Lehigh • Lehigh - Updates to Banner one batch/day • Lehigh - Manual updates begin • PCI - Postcard mailing for inbound phoning • Lehigh - New data file for second survey mailing; add new graduates and updates.

  15. Project Plan, cont. • Second Survey Mailings • Lehigh - Approval of survey • PCI - Mailing postcard reminders • PCI & Lehigh - Weekly electronic data returns continue • Lehigh - Approval of images, videos and audio files • Lehigh - Sample files for CD with general formatting guidelines • Lehigh - New data file for book production • Lehigh - Sample pages returned to PCI

  16. Project Plan, cont. • Proofing the Directory • PCI - Page and CD proofs returned to Lehigh • PCI - Final data returns to Lehigh • Lehigh - Automatic updates to Banner continue • Lehigh - Manual updates continue • Lehigh - Corrected page and CD proofs returned to PCI • Lehigh - Approval of cover and introductory material • Lehigh - Final extract file to PCI

  17. Project Plan, cont. • Final Pages • PCI - Final directory pages to Lehigh for sign-off • Lehigh - Sign-off on final pages returned to PCI

  18. Fulfillment PCI - Print directories PCI - Mailing of directories Softbound Hardbound CD-ROM editions Lehigh - Final updates to Banner Lehigh - Manual updates continue Lehigh - Prepare launch of online community Project Plan, cont.

  19. Include technical & functional personnel in survey design Review validation tables ATVSICC (Standard Industrial Code) ATVDOTT (Occupations) Have lost alums as separate file Have data returns start sooner Specific team rewards for specific goals Next time…

  20. Summary • Our alums reached out to Lehigh with overwhelming response to this project • Goals have been reached • Expectations were exceeded • Management is delighted with results • Significantly higher directory sales than average for PCI

  21. Summary, cont. Our best resource throughout this project? DEDICATED STAFF!!!

  22. PDF Files, Banner FormsAlumni Directory

  23. Show Extended Search

  24. Existing Home

  25. Existing Home Directory

  26. Telephone Numbers

  27. Email

  28. Inactivate the Address

  29. Roll Address from DH to HO

  30. Roll Phone Type and Address Type

  31. Roll email

  32. Validation (ATVPRCD)

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