Education Cloud implementation to decrease workforce capacity and improve education quality  

Background

Due to COVID-19, the university implemented remote learning, resulting in a higher number of students. With the growing number of students, IT department realized that the current software they are using is not scalable enough.   

Project Team

The project was carried out together with US implementation partner Tondro. The RA team provided Implementation team: 

Challenges

The Client used a custom-built legacy system to track Student Success. For Student Recruitment and Admissions, the university used spreadsheets, which were recreated at the beginning of each year.  
Student Success Management is implemented on top of a custom-built heavy legacy system which faced scalability issues such as:  

Solutions

*License Costs are not included and may vary

The Client decided to migrate the entire solution to Salesforce. The Routine Automation team gathered requirements for Student Recruitment and Admission processes as well as for the Student Success Management app. To maintain facility operations project was divided into several phases that implement or replaced legacy modules.  

The Routine Automation team implemented Student Recruitment and Admission processes on top of Salesforce Education Cloud as Phase #1. Data collected in spreadsheets was cleaned up and migrated to Salesforce. To manage applications Learner Portal was configured and customized. The lighting Scheduler was configured to allow scheduling interviews with applicants.  

As the parallel Phase #2 MVP of Student Success Management was implemented on top of Salesforce. This allowed managing, personalizing, and tracking learning programs, and the academic progress of students, and have the ability to assign learning programs. The RA team helped with the configuration and migration of existing learning programs, campus resources, and etc., as well as the security model for different user roles. 

In Phase #2.1 Model Behavior Management was configured to monitor student behavior and identify at-risk students. For students, Student Hub was implemented with the help of Experience Cloud. This allows students to track their progress, and request support on different topics related to learning programs as well as any campus-related issue. Case Management was configured to allow students to solve their problems in the student hub.  

During Phase #3 the RA team integrates Salesforce with the billing and accounting system to automate and simplifies the billing and invoicing process, reducing manual data entry, and ensuring accurate and timely financial transactions. Middleware (Jitterbit) was used to organize data exchange between the systems.  

Results