scholarship management 102: all about the workflow slides

Scholarship Management 102

All About The WorkflowEfficiently Managing Your Application Process

Hannah CameronContent Marketing SpecialistFluidReview

Shannon McCluskeyMarketing SpecialistFluidReview

Rafal Deren

[email protected] [email protected] I added a bit more detail to the points before this so that people who only look at the slide deck get the key points... but I'm not sure what we're going to talk about here

Hannah Camerom

Key metrics to report on is what I am thinking. We will show off our reporting tool ( unless we think it's not applicable and we completly leave it out for another topic) but I thought we would highlight what you should be reporting on Number of applicants, numbers per stage, insight into who we are awarding ensuring they are the best candidates, easily share data with board members and other departments.

Rafal Deren

Are we showing the tool during these slides? or should we have slides that expand on these points?

Hannah Camerom

_Marked as resolved_

Hannah Camerom

_Re-opened_Yes but further down we go into the tool and show them how they can achive all of these within an online platform

Hannah Camerom

Slide 17. VS going in and out of the tool, just one segment where we go through all of those items in FR

@getfluidreview#FluidProcess

● Let’s hear from the Admins - Survey Results

● How Can You Improve Your Process?

● What an Online Platform Looks Like!

● The Summit Foundation Shares Their Application Process

● Q&A

Total Time: 30 mins and 10 mins for Q&A

#FluidProcess

Today’s Agenda

Collecting and Managing Scholarship Applications

Common Administrative Pain Points

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Administrative Survey 2016

The survey asked scholarship providers what they

thought of their current application processes, how

they currently collected applications and what their

biggest challenges were.

● Over 460 responses were collected

#FluidProcess

48%Organizing Applications

What are the biggest challenges you face in your application process?

#FluidProcess

43%Managing Paper


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40%Reporting


#FluidProcess

Of organizations are still using paper based processes25%

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Of organizations have a partially online, partially paper based application process

48%


How can we overcome these challenges?

#FluidProcess#FluidProcess

1. Centralize your application process online

BetterOutdated Ideal

Paper, mail & fax Online forms & email

Online application portal


● Ensure an accessible online application experience

● Simplify the administration process with the ability to collect

applications, manage the review process and communicate with

applicants, reviewers and recipients through a single solution

1. Centralize your application process online


2. Right Tools for the Task

● Your process should fit to your needs, you shouldn’t have to adjust

your process to fit to it

● Use tools that were designed for the task, and your applicant,

reviewer, and admins will have a better experience and save time


3. Automate administrative tasks

Automations and triggers can help your process run itself...

If x + y then z


Today, almost every part of an application process can be automated:

○ Application sorting and organization

○ Applicant notifications and follow-up

○ Letters of reference

○ Reviewer assignments

○ And more..

3. Automate administrative tasks


4. Identify your key metrics

● Determine what’s most important to track (# of applicants, quality of

applications, etc)

● Archive and compare data from year to year

● Create a reporting structure that makes it easy to collaborate and

share


5. Test your processTake on the role of...

Applicants Reviewers


● Test internally and externally

● Examine your process from the perspective of all stakeholders:

applicants, reviewers and administrators

● Troubleshoot issues before going live

5. Test your process


Let’s Build a Workflow

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Summary

Centralize your Process Online1

Right Tools for the Task2

Automate Redundant Tasks3

Identify Key Metrics4

An improved workflow process =

Happy Admins

Less Administrative Workload

More Insight and Control Into Your Process

Testing Your Process5

FluidReview Case Study

Established in 1984, The Summit Foundation is a community foundation dedicated to improving the quality of life for residents and guests of Summit County and Neighboring Communities.

The Summit Foundation

• An outdated process

• Expensive costs for parents

• Heavy administrative workloads

• No reporting or insight into their process

Challenges

• Implemented FluidReview to manage the application process

• Started reporting on key metrics

• Admins have gained insight into the entire process

• Less administrative workloads

Solution

The Summit Foundation

“Talk about saving trees — it was amazing the piles and piles of paper students were sending and

reviewers were going through. It was so much easier to review. It just worked for everybody, paper

piles are really old fashioned.”

“If you just think of the nature of how it was before, sorting through the stack of paper and entering

that by hand would have taken days. Now we save a ton of time and don’t need to worry about

human error as we did with manually entering stacks of paper to a spreadsheet”

So what’s next?

Book a free 15 minute consultation call with our experts to learn how to begin simplifying your

scholarship application process with FluidReview!ymonkey.com

Join us for Scholarship Management 103:

Awarding the Best ApplicantsHow to Simplify your Review Process

July 26th, 2016 @ 2 PM Eastern Time

Q&A

Submit your questions in the chat box, orreach out on Twitter with #FluidProcess

Thank You!

scholarship management 102: all about the workflow slides

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