Air Ball to Alley Oop: The
Freshman Parent Data
Collection Process
Emily Marshall
Villanova University
Associate Director, Advancement Services
2016
17th Annual PABUG Conference
General Announcements:
• Please turn off all cell phones/pagers
• If you must leave the session early,
please do so as discreetly as possible
• Please avoid side conversations
during the session
• Questions will be answered …..
Thank you for your cooperation
2016
17th Annual PABUG Conference
CPE Credits - We’ve gone electronic!
To receive CPE credits for this session (if
eligible), complete the CPE Attendance Form
on the PABUG Annual Conference website
http://pabug.org/pennsylvania-banner-usersgroup-annual-conference/cpe-credits/
or via the PABUG conference app.
For additional questions please contact
Lora Harper CPE - Coordinator
http://pabug.org/contact-us/
2016
17th Annual PABUG Conference
• Roman Catholic institution founded by the Order of
Saint Augustine in 1842, located in Villanova, PA
• Ranked in the top 50 of the nation’s best colleges
and universities by U.S. News & World Report in the
2017 “Best Colleges” rankings
• Ranked #1 nationally for UG business schools by
Bloomberg Businessweek
• 2016 NCAA Men’s Basketball Champions
2016
17th Annual PABUG Conference
Kris Jenkins' 3-pointer at the buzzer!
2016
17th Annual PABUG Conference
By the Numbers
•
•
•
•
•
2016
265,000+ Constituents
About 120,000 Alumni
About 13,000 Current Parents
About 7,000 Undergraduate Students enrolled
Approximately 1,600 Freshman, for a total of about 3,200
Freshman Parents.
17th Annual PABUG Conference
Villanova University Launches Historical
$600 Million Comprehensive Capital Campaign:
2016
17th Annual PABUG Conference
On Valuable Parent Data
2016
17th Annual PABUG Conference
•
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Increase Parent Program Staff
– From 1 to 3 staff members
Increase Parent Events
– Essentially 2 years to build relationship with parents
– New Student Send Off Receptions
• 30+ Events around the country with incoming freshmen, their parents, past parents, young alumni and a University Advancement
Staff Member
• Resource, Not just a Fundraiser
– “Burns Hall” Event at Parents Weekend
• Exclusive event held at the President’s house for those non-alumni parents rated at $250k+
• Follow up solicitation too all invitees with specific asks based on rating
– Research and Ratings on these new prospects
• Allows for efficient and effective outreach
•
Increase Parent Recognition and Involvement
– Parent Ambassadors Committee
• Combination of Gift Recognition ($5k minimum) and Volunteer Opportunities
– Parents Executive Committee
• Major Gift Prospects
2016
17th Annual PABUG Conference
• ADVANCED ACCESS to parent data
– Prior to 2000, parent data was collected via a paper form and
manually entered.
– Prior to 2010, parent data was collected via an ongoing process
through a web form and was not complete until October.
• MORE DATA!
– Prior to 2010, we received @ 88% of incoming Freshman parent data
each year.
• Improvement was a MUST!
2016
17th Annual PABUG Conference
Keys that made change possible:
• ADVANCED ACCESS
– Availability of parent data electronically from the Common
Application with deadlines
• Early Action decisions distributed mid-December
• Regular decisions distributed mid-March
• Deposits due for Early Action and Regular Decision acceptances
on May 1st.
• MORE DATA
– Applicants feel more compelled to supply parent info on
application than being directed to website later after acceptance.
• TEAMWORK
– Group effort between departments
• Admissions, University Information Technology (UnIT) –
Imaging/Nolij Programmers, Programming and Advancement
Services.
2016
17th Annual PABUG Conference
Overall Workflow Process
Freshmen Complete Common Application Online
Initial Set
Up/Behind
the Scenes
Processing
May 1 Paid Deposits - Transfer All Parent Data to Warehouse Table in
Normalized Format
Transfer All Parent Data to NolijTransfer
Daily
Processing
During
Admissions
Cycle
2016
Create New IDs; Review Those Suspended for Questionable ID Match
Review: If Match ID, Update Info; If No Match, Create New ID
17th Annual PABUG Conference
Workflow Process - Step 1
Freshmen Complete Common App
2016
17th Annual PABUG Conference
Common App VU Questions
2016
17th Annual PABUG Conference
Workflow Process - Step 2
May 1 Paid Deposits - Transfer All Parent Data to Warehouse Table into Normalized
Format
2016
Series of Jobs Run
During the Admissions
Cycle to Determine
Incoming Students
Common App Data
Check for Deposit
Paid/Waived Students
SQR Populates Common
App Parent Table Into
Normalized Format
Clean_Address software
run on SPRADDR address
record
Populates Warehouse
Table into Normalized
Format
PL/SQL to handle parent
1 father, parent 2
mother and vice versa;
at same address or not.
17th Annual PABUG Conference
Workflow Process - Step 2
May 1 Paid Deposits - Transfer All Parent Data to Warehouse table for format review
Normalized into data warehouse:
• Flat file
• Confirm file format prior to automation process
• Historical Reference
2016
17th Annual PABUG Conference
Workflow Process - Step 3
Transfer All Parent Data to NolijTransfer
NolijTransfer programming – Secured services with a Nolij Programmer for
initial programming from Warehouse Table to Nolij Transfer:
• Map data fields from the Common App > Banner Field > Warehouse Table
fields, including criteria and conditions.
• Testing, testing, testing!
2016
17th Annual PABUG Conference
Workflow Process - Step 4
Create New IDs; Review Suspended
NolijTransfer (Perceptive) Data Transfer System
• Daily Process for Advancement Services
– Responsibility of Full Time Records Position
– Run the NolijTransfer job
• Picks up any Paid Deposit Students from previous day
– Create New IDs for Positive No Match
– Suspend Those for Review With Possible Match
• Weekly Audits
– Assigned Prospects, Employment, Married Spouses, Other Current
Students
– Combined Mailing Name (only manually entered data)
2016
17th Annual PABUG Conference
Workflow Process – Step 5
Review: If Match ID, Update Info; If No Match, Create New ID
2016
17th Annual PABUG Conference
Alley Oop! Parent Data is in Banner
What’s Next?
• Files for External Ratings Company
– After Candidate’s Day (mid-April), Deposit due deadline of May 1, and
June.
• Research
– Qualifies Results
– Enters Ratings into Banner
• Prospect Management
– Assignments to Gift Officers
• Special Events
– Invitations to New Student Receptions
– “Burns Hall” Event at Parents Weekend
2016
17th Annual PABUG Conference
• ADVANCED ACCESS
– Previously parent data was collected via an ongoing process through a web
form and was not complete until October.
– Now we have parent data by mid-June.
• MORE DATA!
– Previously we received @ 88% of incoming Freshman parent data each
year.
– Now we receive @98% of incoming Freshman parent data each year.
• Last Campaign $19 million from parents
• Current Campaign $49 million from parents
2016
17th Annual PABUG Conference
Clean it up!
• Questions
• Comments
2016
17th Annual PABUG Conference
Please take time to complete our
Conference and Session
evaluations.
YOUR INPUT MATTERS!!!
2016
17th Annual PABUG Conference