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Continuing Education Registrations Automated!

Continuing Education Registrations Automated!. Presentation Outline. History – Where We Were ( Michael ) Present – Where We Are Now ( Dave ) Present – What Are The Benefits ( Michael ) Future – Where We Are Going Next ( Dave ) Questions . History – Where We Were.

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Continuing Education Registrations Automated!

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  1. Continuing Education Registrations Automated!

  2. Presentation Outline • History – Where We Were (Michael) • Present – Where We Are Now (Dave) • Present – What Are The Benefits (Michael) • Future – Where We Are Going Next (Dave) • Questions

  3. History – Where We Were Old registration/ecommerce “system” was a complex series of procedures/process that worked, but were: • Manual / inefficient • non-secure (big problem when handling $) • repetitive (dual entry) • involved a myriad of databases • not customer (or internal user) friendly

  4. History – Where We Were To Buy or to Build?… That was the question • Looked at other systems available, including: • DESTINY SOLUTIONS-expensive and overly complex • UVIC – didn’t meet our specific needs • Quest and HR's ELM systems – not best solution/fit • Many others that were either too expensive or not a great fit

  5. History – Where We Were • Secured UW Provost funding for system that would include full e-commerce and  Customer Relationship Management. • Goal was to make it secure, efficient, seamless and simple for registrants (and administrators) – resulting in better customer service • Created a comprehensive wish list, then opted to simplify and build from core “must haves”, discovered other “requireds”, and agreed to add as needed – or as resources allowed.

  6. Present – Where We Are Now Secure registration system based on UW standards for E-Commerce applications • Submitted business case to UW eCommerce Committee (Finance/IST) • System is compliant with PCI Data Security Standard • BeanStream handles all online credit card information.

  7. Present – Where We Are Now Registration Process • Registrant – submits registration • CE Registration System – Stores registrant’s data and redirects to BeanStream • BeanStream – Approves or declines payment • BeanStream – Sends “Purchase Receipt” E-mail • CE Registration System – Sends “Enrolment Confirmation” E-mail

  8. Present – Where We Are Now CE Registration Admin System • Classroom, online, Pre-university • Student Bio/Demo Data • Class list information • E-mail communications • Certificates and Name cards • Finance, Reports • Activity logs

  9. Present – What Are The Benefits • Increased Efficiency • Increased Security • Improved Customer Service • Cost Savings • [Somewhat] Green

  10. Present – What Are The Benefits • Increased Efficiency • Validation checking on key registration fields • Credit card payments processed electronically • No duplicate data entry • No need to regularly merge multiple databases • Course confirmations can be sent much faster

  11. Present – What Are The Benefits • Increased Security • Now compliant with the PCI Data Security Standard • No longer printing credit card details • No longer retaining any credit card information

  12. Present – What Are The Benefits • Improved Customer Service • Cultivating relationships with our clients is important • The new system will allow staff to better meet the needs of our clientele • Providing useful information for telephone calls • Retaining meal preference information • Essentially interacting with clients and adding value instead of “pushing paper”

  13. Present – What Are The Benefits • Potential Cost Savings (Out-of-Pocket) • The merchant fee structure is significantly different using BeanStream • In general we save almost 1% in credit card fees / transaction • But we have increased monthly expenses (unless we can eliminate the POS terminal & phone line)

  14. Present – What Are The Benefits Somewhat “greener” • We no longer print a page for every single credit card transaction • We no longer print a POS terminal receipt for every single credit card transaction

  15. Future – Where We Are Going Next

  16. Future – Where We Are Going Next • Bug list - shrinking • Feature requests - growing • Daily check-ins with staff • Weekly meetings to prioritize and discuss ideas

  17. Future – Where We Are Going Next • Master console – giving more power to staff • Data consolidation – bringing our long-time CE friends into the new system. • Better WatIAM integration • Website integration – dynamic, searchable, catalog and schedule of classes

  18. Future – Where We Are Going Next • Personalized instructor and student accounts • Advanced eMail functionality – personalized marketing and history • Reaching out to campus

  19. Questions • What do you want to know?

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