Langara College greymatter Implementation Project
Frequency Foundry developed and implemented a strategic full lifecycle student relationship management software program for Langara College called greymatter. The Foundry performed analysis, design, development, deployment, and operation phase activities required to implement greymatter. Senior management oversight and strategic direction for this project was provided by an executive steering committee.
Langara College, through the international education (IE) team, recruits and attracts students from around the globe utilizing representatives in major countries. The IE team is dedicated to helping international students find personal and academic success through strong student support and academic guidance.
The Foundry began this project by implementing the base technical infrastructure allowing for the installation of its core greymatter product. Langara was given a trial of the core components of the product to determine what customizations and configurations were required. Langara and the Foundry collaborated their knowledge to determine a priority order of the requirements. Foundry’s development team completed the build through the sprint process which is a sequence plan template for software.
greymatter is Langara’s full lifecycle CRM platform for international education, offering marketing, recruitment, enrolment management and event management within a single platform and offering full integration with Banner ERP and Office 365 Active Directory.
Key objectives for greymatter for Microsoft Dynamics 365:
-Implement a scalable licensing model to accommodate seasonal / temporary users
-Support prospect management, new student entry and transition, student enrolment and retention (including advising and front counter services for credit and non-credit courses), as well as facilitate relationships with other constituents such as alumni and stakeholders
-Implement best practices in contact management, marketing and other aspects of strategic enrolment management and retention
-Provide a quality platform for reporting and analysis
-Full student lifecycle tracking and engagement – prospect to alumni
-Reduce manual process by utilizing automated communication emails
Langara College experienced miscommunication within its international education team. It was needing a more comprehensive and cohesive way of interacting with students and capturing information to be stored securely. The IE department had outgrown current systems and technology. Langara was in need of a tool that would integrate with its current ERP system to allow for better communication with students and easier access to data related to student enrolment.
greymatter for Microsoft Dynamics 365 was the proposed solution to Langara’s communication and data access needs. Frequency Foundry and Langara College identified the key scope areas for this project to include: support prospect management, new student entry and transition, student enrolment and retention, as well as facilitation of relationships with alumni and stakeholders.
Another area of focus was to implement best practices in contact management, marketing and other aspects of strategic enrolment management and retention, as well as to provide a quality platform for reporting and analysis.
The solution was needed particularly to support recruitment initiatives and support new applicants moving through the admission process. Langara had no prior system to support prospect tracking and effective new applicant communication.
-Reduction in manual process and resources needed to create and run campaigns
-Automated admissions notification workflow
-Analytics on segments, campaigns and programs
-Visibility of student success and progress which enabled appropriate action to be taken at an opportune time
-Customized student web portal for service request submission, tracking and editing
-Increased event attendance after using the greymatter app to register students
-Utilization of the “ask a question” service request feature, helping to track prospective students
-Utilization of quick campaigns to send communications to select groups of students for event registration invites or academic reminders and requirements
-Ability to identify which students had been a part of a communication campaign and tracked within their record
According to Langara College, the most beneficial piece of the greymatter implementation has been the admission notification workflow which automatically sends information by email to students and agents as the applicant moves through the various stages of admission. It was a one-time setup and the system has performed seamlessly with minimal intervention or maintenance from the Langara team.
Prior to the greymatter implementation, several members of the Langara team would be required to spend approximately two to three weeks, three times per year setting up admission templates for upcoming terms. Since the greymatter implementation, this time commitment has been eliminated and therefore much time saved, allowing the admissions staff to focus on processing applications, rather than programming communication templates.
Langara also used greymatter to program a workflow to automate the assignment of students to their advisors. The many hours trying to manually sort through enrolment reports on Excel spreadsheets and determining the students belonging to each advisor are now freed to directly support students. Furthermore, the automatic issuing of letters of acceptance, a newly launched feature for Langara, is saving countless hours and improving student satisfaction.
The ability to access and manipulate data more easily without the need to make requests from IT or institutional research has allowed the department to make more informed and timely decisions. This has been tremendously impactful for management as they work to manage international student enrolment. Langara estimates the time savings allotted from automation and improved business processes is likely equivalent to the need for one additional admissions staff member. By saving time on manual processes and leveraging greymatter’s powerful analytics, Langara staff are now able to focus their time and energy on building and enhancing lasting student relationships.
For more information, please visit http://frequencyfoundry.ca/solutions/greymatter-for-higher-education/