the other side of salesforce: faculty success
TRANSCRIPT
The Other Side of Salesforce:Faculty Success
Joanna Iturbe
Strategic Product
Manager
@joannaiturbe
Corlin Ambler
Manager, Faculty
Support Services
4 Areas of Emphasis
7 Certificate Programs
1,600 undergraduates and MBAs are engaged in mentoring with
over
900 professional and alumni mentorso
ver
Nationally recognized as a “Hot Spot” for entrepreneurial education and as a leader in Colleges with a Conscience
University | 4 Campuses
Boulder Campus
Leeds School of Business
CU and Leeds in Focus
Agenda
• Project Background
• Faculty Management ‘Then’ and ‘Now’
• Process Automation Examples
• Executive Experience
• New Hire Request
• Offer and Reappointment Letters
• Others
• ROI
• What’s Next?
• Q&A
A Brief History of Salesforce at Leeds
Phase 01: Career Advising, Recruitment, Global Initiatives, Student Management v1
Phase 02: Treks v1, Scholarship, Faculty Management, Student Management v2
Phase 03: Treks v2, Executive Experience, Employee Management, Student Management v3
Phase 04: Academic advising
Salesforce at Leeds
Adoption & Satisfaction*
100%: SFDC contains valuable info not previously
accessible
100%: Satisfied with SFDC and Leeds’ Implementation of itLevel of comfort directly correlates with # of supplemental, proactive
trainings from LTS.* Numbers from total respondents in August 2015 SFDC Adoption/Satisfaction Survey
What we are doing with Salesforce at Leeds…
Retention Actions
Email Marketing
Prospecting
New Hire Process
Tracking Student Activities
Faculty Activity Tracking
Student Organizations
Recruitment
Leeds Board Management
Career and Internship Tracking
Student Trips to Industry Advising
Executive Experience
New Student Welcome
Scholarship Management
From a root to a grove…
Faculty Management User-Friendly ERD
Faculty Management
Faculty Support Services
• MS Access Faculty Database
• Title, Rank, Promotion Dates
• MS Excel - Course Scheduling
• MS Access - Faculty Committee Database
Planning, Budget & Analysis Office
• Faculty Course Questionnaire (FCQ) Data
Faculty Affairs Office
• Faculty Report on Professional Activities (FRPA)
Human Resources & Accounting Offices
• MS Access – Summer Pay Database
“Then”
Faculty Management
One-Stop Shopping in Salesforce
• Initial New Hire Request
• New Hire Process
• Starts with HR – Faculty contact acts as trigger for building connections to faculty milestones and courses
• From New Hire to Position Data
• Start date, salary, rank
• From Position Data to Tracking
• Reappointments, tenure year, sabbatical year, post-tenure review
• Faculty Leave
• Tracking and resetting tenure clock
• Offer & Reappointment Letters
• Uploaded via Chatter
• Notes
• For special circumstances
“Now”
Course AssignmentsCourse Assignments
• Who taught what, when and where
• 2007-Current: Predicted and Actual based on course scheduling spreadsheets
Student Credit Hour & Course Evaluation ResponsesFaculty Course Questionnaire (FCQ) Responses
• Student satisfaction by course
• Course level, instructor group, CE/online, etc.
• 2007-Current
Leeds Committees and FRPALeeds Committees and FRPA (Faculty Report on Professional Activities)
• Significant reduction in human resource hours needed to produce annual reports
AACSB and Summer PayAACSB Reporting
• Student and Faculty data will come from Salesforce
Summer Pay
• Real-time alert to provide 100% compliance to University policy for 1/9th and 3/9th rules
Faculty & Staff New Hire Request
New Hire Request Process“Then”
New Hire Request Process“Then”
New Hire Request Process“Now”
Survey Logic = User-Friendly Experience
Faculty Offer & Reappointment Letters
Chatter
• Private group with members from HR,
Accounting/Procurement, Building Management,
Faculty Services, IT
• HR Uploads PDF of offer/reappointment letter
• Contains all info needed to prep for Day 1
• Can comment with notes/questions
Salesforce & The Executive Experience
The Executive Experience: How It WorksEE Request Submitted and
trigger emails sent
Student Responds to host ASAP to
confirm details VISIT
2 Business Days prior to Visit:
• Materials ready for pick-up
Pre-Visit email
sent
Post-Visit email
sent
What The Executive Experience
Provides for you:
- Gifts
- Parking Passes
- Optional pre- and post-visit communications
- Room Reservations
- Student Support
- Marketing/Welcome signs
EE request
submitted
What The Executive Experience
Provides for our guests:
- Gifts
- Clear communication prior and following visit
- Room Reservations
- On-site executive level customer service
- Sense of community
The Executive Experience: Year 1 In Review
• Hosts
• Requests per host
• Types of Engagement
• Frequency of Guest’s
• Companies of guests (current and past)
• Alumni status
• Gift History (mug, notebook, etc)
• Marketing Support
• Student Support requested and provided
• Parking Pass support
• Communication prior to, and after event
• Dates of Engagements
Process Automation: Examples
• Offer Letters
• New Hire Alerts
• Exit Alerts
• Summer Pay 1/9th and 3/9th Compliance
• Active Faculty Rosters
• Sabbatical Eligibility
• Promotion and Tenure Review
• Student Credit Hours
• FCQ Data
• Course Assignments
• FRPA (Faculty Report on Professional Activities Publication information)
Quantifying our Return on Investment (ROI)
• ~$150,000 saved in consulting fees by using Process Builder
• Not just $$$ spent and $$$ saved
• Increased efficiency
• 86% increase for new hire request signature completion
• Human Resources Hours Saved
• 95% reduction to compile data for annual faculty evaluations
• ~500 hours saved to-date by utilizing Process Builder
• Real-Time Alerts
• 100% compliance for potential policy violations for faculty summer pay
• Improved Data Quality
Looking ahead…
● Make accounting and procurement documents electronic and automate processes to submit
and approve them (e.g. travel reimbursement)
● Executive Experience 2.0
● Predictive Curriculum Planning
● Space Utilization
● Course Instructor Forecasting
● Criteria Compliance for AACSB Accreditation
● Summer Pay Faculty Affairs Approval Process Automation (DocuSign)
