Structured Processed Analysis
Kean University's strategic implementation of Slate, a data management system, has transformed the admissions process and elevated the university status among the collegiate market. By prioritizing the customer experience and embracing innovative technology, Kean has separated itself from competitors. This transformation has streamlined interdepartmental communications, redefined the student ambassador role, reduced costs, improved data accuracy, and attracted more prospective students. Kean's success with Slate highlights the importance of investing in innovative technology and prioritizing the customer experience to gain a competitive edge in today's market. (see appendix page 1 for slate.org image)
According to the textbook, a structured business process refers to standardized procedures that are involved in day-to-day operations. ( Kroenke, Boyle, p.299) Within Kean University’s registration office, the primary responsibility for student ambassadors is to aid prospective students in the Kean enrollment process. As a result, this section will focus on outlining the structured process of enrollment and registration. (see image of enrollment process in the appendix on page 1.)
The current process for enrolling and recruiting students at Kean University appears to be highly effective. The collaborating departments involved in assisting prospective students express satisfaction with the process and note that it has improved significantly from previous years when communication breakdowns led to delays in documentation and information. With this process, enrolling students has become easier for all involved
In terms of our business Kean admissions, the registration process for students is supported by KeanWISE and the information system used for applications is www.slate.org. The 5 components of IS are hardware, software, data, procedures, and people. Kean University employs computer hardware as a fundamental resource in supporting the college ambassadors' job responsibilities, which include communication, content creation, data management, and training and development. The hardware components employed by the university are well-suited to meet the needs of the ambassadors, and there is no immediate need to upgrade the system. The current system provides the ambassadors with access to the necessary tools to execute their duties proficiently.
The CPU is the portion of a computer that selects instructions, processes them, performs arithmetic and logical comparisons, in storing the results of operations in memory. (118)
Hardware used by the Kean ambassadors. The 16” Dell monitor contains, 1280 X 1024 Resolution, 0.264MM Pixel, Pitch, 300 CD/M2, Brightness 800:1 Contrast, Ratio 100 - 240V and 50/60HZ. The OptiPlex 7010 contains 6 USB ports, 1 Processor: 3.2GHz core_i5, RAM: 16GB DDR#, 1 Hard Drive: 2TBHDD.
Software is a crucial component that enables computers to carry out tasks efficiently and effectively. It is a collection of programs, data, and instructions used to operate computers and perform specific tasks. In the context of managing college admissions, Kean University utilizes various software programs such as Microsoft Windows 10, Keanwise, and Slate. The college ambassadors responsible for college admissions use these programs to perform their tasks effectively. Microsoft Windows version is the operating system utilized by Kean University. Kean University utilizes two different types of application software, KeanWise and Slate, to facilitate communication and data management. KeanWise serves as a central hub for all admissions-related information, while Slate is used to manage prospective students' documents. Both software systems are highly effective and provide personnel with access to crucial information on students and prospective students.
Kean University is committed to delivering excellent customer service in its enrollment process. Kean's Student Ambassadors are trained to use Slate data management software to collect vital information about prospective students, such as their interests and enrollment progression. By filtering the student profile, the Student Ambassador can gain valuable insight into how to provide quality customer service when reaching out to the prospective student.The implementation of Slate systems has revolutionized interdepartmental communications at Kean, enabling the Student Ambassador to play a crucial role in the enrollment process. This way, prospective students have a point of contact to help them navigate the unfamiliar bureaucracy of collegiate education enrollment. Kean University utilizes the competitive advantage model in its admissions process, employing various strategies to maintain an edge over its competitors.
Kean admission professionals and prospective Students use Slate data management system dashboard, Keanwise, Microsoft Office, and Google applications for evaluating and registering prospective students.
Hardware, software, and data are the basic tools and equipment used in managing technology. Virtualization, which is the process of running multiple operating systems on a single host operating system, is one method of managing technology. Virtualization is a critical procedure for the admission section There are three types of virtualizations: PC, server, and desktop. Kean University uses server virtualization to enable admission personnel to access necessary applications from any device with an operating system. This approach provides flexibility and accessibility, allowing personnel to work from different locations.
Kean Admissions utilizes web-based and native applications but does not use open-source software. Web-based applications, like Keanwise, can be accessed via a web browser and offer students and staff access to resources and data. Kean also offers a native application, Get Mobile, for students with an iOS operating system. This application allows access to certain account information.
Overall, Kean University uses virtualization and various software applications to manage technology effectively. This approach allows for flexibility and accessibility, providing personnel and students with access to necessary resources from a variety of devices and locations.
Some of the problems with the existing systems are as follows. 1.) Kean admission does have information silos. For example when prospective transfer students enroll into Kean University, issues may arise when submitting a transcript. Transcripts are not shared between universities via a CRM(customer relationship management) system. Therefore, students must upload a university or high school certified transcript through Slate or personally hand in the certified transcript to the admissions or registrar department. The keanwise system will have a transcription file but the admission department will not see a transcript in Slate. therefore , causing a delay in enrollment processing. 2.) In addition, there are potential issues that could disrupt the process, such as network outages. Since the process heavily relies on the Kean University portal and the Slate database management system, any network interruption could compromise the system. 3.) Another issue that may arise during the follow-up process is the lack of response from prospective students when the student ambassadors call. Additionally, students may not be available or may delay uploading necessary documents, causing the ambassador to repeatedly follow up with the prospective student. These issues represent bottlenecks in the process that can slow it down.
CRM is a common information system for three departments – Marketing, Sales, and Customer Service. Now, if Marketing offers a promotion, that information is readily available to the customer service representative. ERP ( enterprise resource planning system) is a type of system where companies can see information from all parts of the organization to quickly solve problems and generate income statements and balance sheets instantly. EAI (enterprise application integration) is a system where Instead of companies losing investment by buying a new CRM or ERP system, some companies choose to keep their old systems and find new ways to share the data between them to reduce silos. Some Major ERP vendors are SAP, Oracle, Microsoft, workday, salesforce, and much more. Kean admissions use Microsoft as well as workday.
An inter-enterprise Information System supports one or more inter-enterprise processes. (Kroenke, Boyle, p. 329)These systems typically involve thousands of users, and solutions to problems require cooperation among different, usually independently owned, organizations. Kean currently uses Slate, an information system which would be classified as an enterprise system. This information system is used by kean administrators, counselors, and personnel to help organize, sort, and transfer any admissions data. The Cloud refers to computer resources available through the Internet. The Cloud can be seen as “an elastic leasing of pooled computer resources over the Internet.” Essentially, companies outsource parts or all their information systems to Cloud companies like Amazon, Apple, Microsoft, and Google. The Cloud is important because many companies operate at very large volumes, they create economies of scale, which results in much lower costs per unit. Because billions of people use Gmail, the cost to add all Kean staff and students is tiny and Cloud providers have much lower costs than traditional IT departments.
Cloud based services are defined as an infrastructure or system that are made accessible through the internet. Kean utilizes KeanWISE, Slate, Google Office, and Microsoft Office as a cloud based service for its information system. These systems are used to access, store, and share data among other users via the internet. These systems would be considered software as a service (SaaS). Meaning, vendors offer the service and applications through the internet. These services can, at times, require subscriptions. These SaaS deal with operating systems, applications, people, and procedures. It can be accessed from any computer and can facilitate collaborative working. These infrastructure allow for the Admissions office to run smoothly when assisting students and staff.
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