The Challenge
UNCG faced significant challenges in managing their orientation process with an outdated admissions-based CRM. Designed primarily for applications and enrollment, the system was ill-equipped to handle the specific needs of orientation programs.
Key Challenges:
- Lack of Orientation-Specific Tools: The admissions-based CRM couldn’t handle complex orientation tasks, such as pre-advising workflows, event management, and personalized student surveys.
- Inefficient Workflows: Advisors and staff spent up to 30 hours per cycle on manual data consolidation, using spreadsheets to match student data with advisor schedules.
- Data Silos: Disjointed data systems led to difficulties in sharing real-time information between admissions, orientation, and advising teams.
- Student Frustration: Transfer students often missed key advising appointments, arriving at orientation without a clear path, resulting in dissatisfaction and inefficiency.
The Solution
To address these challenges, UNCG partnered with VisualZen to implement a tailored orientation solution.
Key Features Implemented:
- Custom Advising Workflow:
- A student inventory system integrated into VZO collects academic and personal data.
- Built-in ranking tools automatically process survey results and AP scores, presenting advisors with prioritized student profiles.
- Event Management Tools:
- Real-time check-in and attendance tracking with QR codes replaced manual processes, significantly reducing wait times and post-event consolidation.
- Enhanced visibility into orientation sessions and attendance data.
- Centralized Communication:
- Task lists and integrated notifications streamlined communication between transfer students and advisors, ensuring advising appointments were scheduled and tracked.
- Tailored Advisor Experience:
- Custom features provided advisors with organized data, allowing them to focus on student guidance rather than administrative tasks.
Implementation Approach:
- Collaborative customization with VisualZen’s support team ensured that the system met UNCG’s unique requirements.
- Iterative improvements based on feedback from advisors and staff ensured continuous optimization.
“We implemented a ranking system through VZO this past cycle. When students put in their AP scores and complete the survey, it helps rank them and spits out better information for advisors. The custom features we built really helped the advising team by saving time and letting them focus on advising instead of manual tasks.”
- Katie Tucker, Assistant Director at University of North Carolina at Greensboro
The Results
The implementation of VZO significantly improved orientation processes at UNCG, leading to measurable efficiency gains and a better overall experience for students and staff.
Key Outcomes:
- Improved Advisor Efficiency:
- Reduced manual work by up to 30 hours per cycle, allowing staff to focus on strategic priorities.
- Streamlined Check-In:
- Real-time QR code-based check-ins eliminated paper-based tracking, saving time and reducing errors.
- Enhanced Student Success:
- Improved pre-advising workflows enabled advisors to build personalized schedules more effectively.
- Seamless Collaboration:
- Integration between VZO and advising systems reduced data silos, ensuring all stakeholders had access to up-to-date information.
- Staff Empowerment:
- Staff reported a significant reduction in burnout due to the automation of repetitive tasks.
