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 Establishing the Lehigh brand Establishing the team with members from both

Lehigh & PCI

Topics of Discussion

• Mission statement• Objectives• Overview• Project plan • Data processing & the team• Utilizing the data• Next time…

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.

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.

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?

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

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

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

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

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

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

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

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.

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

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

Project Plan, cont.

• Final Pages PCI - Final directory pages to Lehigh for sign-

off Lehigh - Sign-off on final pages returned to

PCI

Project Plan, cont.

• 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

Next time…

• 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

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

Summary, cont.

Our best resource throughout this project?

DEDICATED STAFF!!!

PDF Files, Banner Forms

Alumni Directory

Show Extended Search

Existing Home

Existing Home Directory

Telephone Numbers

Email

Inactivate the Address

Roll Address from DH to HO

Roll Phone Type and Address Type

Roll email

Validation (ATVPRCD)