Project Context:
Challenge: A public charter school faces declining enrollment, impacting funding and growth. Needs a streamlined application process to increase applications, engagement, and retention.
Measurable Goals:
Increase application submissions by 10%.
Increase enrollment conversion rate by 5%.
Increase prospect engagement by 30% through targeted outreach.
Generate valuable data insights through user-centric landing pages.
Successful Results & Outcomes:
Achievements:
Increased application submissions by 12%.
Increased enrollment conversion rate by 7%.
Successful online application integration.
Improved information accessibility and user experience.
Increased efficiency and streamlined admissions process.
Positive stakeholder feedback.
Challenges & Lessons Learned:
Technical challenges: addressing compatibility issues and data transfer.
Balancing user needs with admissions requirements.
Importance of effective communication and user guidance.
Project Scope:
Deliverables:
Integrated online application portal
Updated website content (admissions information)
User guides and tutorials
Integration report
Milestones:
Needs assessment completed (application process analysis)
"Personas" project completed (stakeholder insights)
System selection completed
Integration development & testing completed
Content development & website launch completed
Staff training completed
Exclusions: Upgrading existing school systems.
Project Planning & Execution:
Methodology: Waterfall with Agile elements (iterative development, user feedback)
Team Structure:
Project Manager
Admissions Representative
Web Developer/IT Specialist
Content Creator/Editor
Communication Specialist
Risk Management:
Potential risks: technical challenges, content delays, application requirement changes.
Mitigation plan: backup plans, clear deadlines, flexibility to adapt.
Schedule & Budget:
Defined milestones with budget allocation for each phase.
Regular monitoring and adjustments as needed.
Communication Plan:
Stakeholders: School administration, admissions staff, IT, prospective students/families.
Channels: Meetings, email updates, website announcements, information sessions.
Communication schedule: Frequency and content tailored to each stakeholder group.
Emphasis on: Project updates, potential challenges, new application process, user feedback during development/testing.
Metrics & KPIs:
Application submissions
Website visits, page views, and time spent
Applicant satisfaction surveys
Application processing time
Conversions to enrollment, and initial attendance.
Impact & Benefits:
Increased accessibility for applicants.
Improved efficiency and potentially reduced costs.
Increased website traffic and potential applicant pool.
Positive first impression and brand image.
Conclusion & Recommendations:
Overall Reflection: Successful integration project offering a user-friendly, online application process and improved information accessibility.
Recommendations:
Regular website content reviews and updates.
Monitor user feedback and website analytics for improvement opportunities.
Explore future functionalities like online appointment scheduling or virtual tours.
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