Girikon entered a contract with a Private K-12 Education College. The College focusses to introduce Catholic faith in the lives of their students, staff, and parent body besides focusing on their international development, education, and exchange programs. Girikon was engaged for creating and implementing an Alumni Tracking & Alumni Event Management Solution, by leveraging Salesforce Education Data Architecture (EDA) and Sales cloud, which could be used for managing different college campus alumni events on a single Salesforce platform. The K-12 institution used the solution for event processing and alumni management including alumni affiliation for different programs/campuses and their enrolments to different programs during different tenures. The client preferred to partner with Girikon (as their consulting partner) over a large-sized tier one consultancy due to their medium-sized yet a team of highly experienced professionals with a track record of high-quality delivery outcomes and competitive rates.

The Problem

The Education Institution (the Client) was dealing with an inefficient manual process for tracking and maintaining Alumni’s accounts, contacts, leads, and opportunities including product and finance related data. The pain points identified during the discovery phase of the project are as follows:

  • Inability to track and maintain the Alumni enquiry pipeline
  • Inability to track the Student’s (Alumni) journey and trace their participation status during college alumni events
  • Limited Integration and communication tools such as Emails, Spreadsheet etc.
  • Manual Entry of Details (business Alumni Contact) using Spreadsheets
  • Lack of proper system to define the Academic Achievements of Alumni
  • No system to store information regarding an Alumni’s association with external organisation
  • No system in place to track the Programs Enrolled by the students
The solution

Girikon’s team of Salesforce Consultants and Subject Matter Experts developed a standard CRM solution utilizing the Education Data Architecture (EDA). The solution helped in managing multiple educational programs, complete alumni profiles, and educational details along with details pertaining to accolades and achievements achieved during their stay. The solution can be used to record a variety of the constituent’s profile and make use of flags and codes for identifying the constituents. Besides this, the solution has automated the process of filling an application including student registration and gathering of personal, educational, medical and alumni association details of students, parents, and guardians in a simple and hassle-free way.

Developed using multiple technologies, the solution combines Salesforce architecture along with the ‘out of the box’ functionality of EDA besides being customized to fulfil the institutions specific needs while ensuring data integrity.

The following modules were integrated in the solution to get desired results:

  • Lead Management
  • Accounts Management (Academic Program, Business Organization, Educational Institution, Household Account)
  • Contact Management (Alumni, Students and Others, Automatic Relationship, Attribute, Social Media Profiles)
  • Affiliation Management (Account Name, Affiliation Type)
  • Program & Program Enrolment
  • Courses, Course Offerings, and Course Connections
  • Campaign Management (Event, Correspondence Tracking)

K-12 Education Cloud Case Study

Implementation of Education Data Architecture Model – Managing multiple Alumni events for multiple campuses and applications on a single Salesforce platform.

  • Streamline Enquiry/Lead generation and nurturing process
  • Standardize Student’s Journey
  • 360 view of the alumni and related information on a single platform
  • Streamline newsletter distribution to the alumni and prospects
  • Define the relationship between current and former constituents
  • Record the academic achievements of the student
  • Track the programs enrolled
  • Capturing enquiries from various lead sources
  • Track and manage enquiry pipeline
  • Easier way to track past and present student information
  • Pre-defined template based on events or generic
  • Effective Campaign management

Complete management of alumni data and enrolment including application criteria validation such as language, location, multiple educational programs, application review checkpoints, scholarships, references, alumni event management and relationship management.

Data Management

Efficient ETL process set-up, implementation and management, diverse sources including Flat files like CSV, txt file etc.

The Outcome

Alumni and event management became possible from a single login system using the Education Data Architecture (EDA) framework and Salesforce Sales cloud. The College’s administration team is now able to track, edit alumni evaluation criteria, etc. from single interface. The user experience was enhanced as they can now get a 360-degree view of Alumni/students. By monitoring and tracking status of alumni events through single and simple views, the Marketing team was able to achieve the following project objectives:

  • Fast track on boarding of the business to the Salesforce Platform – Get business teams up and running in a few short weeks
  • Greenfield implementation of best practices on how to best leverage the Salesforce platform to support the College’s business and processes
  • Focused and user-centric training sessions with hands-on examples, allowing smooth transition of your teams to the Salesforce platform and guaranteeing high adoption rates
  • Implementation of best practice delivery models to ensure better usability and data quality
  • Creation of standard Data load templates to upload details about campaigns and campaign members

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