PRO/II Process Engineering: Comprehensive Process Simulation
Frustrated with your application management process? (Part II)
Transcript of Frustrated with your application management process? (Part II)
WIZEHIVE / JULY 21, 2015
FRUSTRATED with yourAPPLICATION MANAGEMENT PROCESS?
PART TWO: REVIEW PORTALS
Nate BuckwalterDirector of Sales
WizeHive, Inc.
ABOUT NATE
Application management specialist with 3+ years experience in the application capture, review, and administration space helping foundations, associations, state and local governments of all sizes specializing in grant, scholarship, fellowship, and accreditation processes.
Contact Nate [email protected] 215-268-6913 or 1-877-767-9493
Sam SalleyImplementation Specialist
WizeHive, Inc.
ABOUT SAM
Sam is a seasoned veteran member of the WizeHive Implementation Team managing customer accounts of all shapes and sizes. During her time at WizeHive, she has supported customers in the build of their online application & review management system, and successfully taken over 65+ organizations live.
Contact Sam [email protected]
TODAY’S AGENDA
1. Introductions
2. Accreditation 101
3. Why manage online?
4. What to look for in an online system
5. Hindsight is 20/20
6. Question & Answer Session
WizeHive Overview →
1. WizeHive Overview
2. Implementation Methodology
3. Getting Started
4. Private vs Public Portals
5. Advanced Features
6. Things You Should Know: Sam’s Top 3
7. Question & Answer Session
Nate Buckwalter, [email protected]
Samantha Salley, [email protected]
WIZEHIVE OVERVIEW
wizehive
zengine
WizeHive is the web's leading platform for the intake and management of applications for grants, scholarships, fellowships, awards, contests and competitions. The result is the elimination of paper and time spent copying, collating, mailing, and organizing all of that information. In addition, its collaboration and decision making tools provide a simplified way to help them make better, faster decisions.
Zengine is a cloud-based platform that empowers a non-technical person to quickly build custom business applications, while also allowing developers to extend the application by adding integrations and complex functionality. Zengine can be used to track customers, job candidates, projects or more and replaces paper processes, outgrown spreadsheets, or generic software products.
IMPLEMENTATION METHODOLOGY
Getting Started →
Our Support TeamSeven Steps to Success →
Seven Steps to Success1. Kickoff / requirements call2. Documenting the requirements3. Obtaining approval on requirements4. Building the solution; training5. Testing your program6. Making changes to your program7. Go-live with your program
GETTING STARTED
Hi, it’s nice to meet you! →Planning, planning, planningLet’s buildLet’s get to know your process
- Careful definition of requirements- Understanding of all stages of the
management process
No two review programs are the same- We take a fresh approach to each solution,
coupled with our experience running application processes for 500+ organizations
- Your software should fit you, not the other way around
GETTING STARTED
Hi, it’s nice to meet you! Planning, planning, planning →Let’s buildThe more planning, the better
- Thorough planning ensures a smooth process when it comes time to run your program
- Very helpful for multi-round reviews- Timing is everything
Requirements definition- As a part of our implementation
methodology, we take time to define your program’s requirements and the features we’ll need to utilize to build the perfect solution
GETTING STARTED
Hi, it’s nice to meet you! Planning, planning, planning Let’s build →A few different approaches
- We build and train how to use- We teach + we build + you build- We teach + you build
Streamline and automate- Less training and setup time each year- Easier for reviewers of all ages and levels of
technology literacy- Accessible for reviewers
Private vs. Public →
PRIVATE VS PUBLIC PORTALS
Private portals →Public portals
Private portals
- For programs where the judging and review process is done in private, login and password credentials are provided to reviewers so they may conduct their reviews
- Reviewers login to see only the applications they have been assigned
- Save drafts to complete reviews in multiple sittings
Public portals- For programs where the judging and review
process is done publically, no credentials needed to conduct reviews
- Perfect for displaying finalists or programs that include an open voting period
PRIVATE VS PUBLIC PORTALS
PRINT / SAVE PDF
APPLICANT NAME / ID
ADD / EDIT REVIEW
VIEW SUPPORTING DOCUMENTS
APPLICANT INFORMATION
PRIVATE VS PUBLIC PORTALS
Public portals- For programs where the judging and review
process is done publically, no credentials needed to conduct reviews
- Perfect for displaying finalists or programs that include an open voting period
Advanced Features →
Private portals Public portals →
ADVANCED FEATURES
Assignments & notifications →Making blind reviewsConditional fieldsFile viewingCalculations & reports
Assignment types- Individual Assignments- Automated Assignments- Batch Assignments
Automated assignments and notifications- Through workflow actions and triggers,
applications can be assigned to reviewers- Folders, categories, stages- Automated reminders to reviewers
Assignments Grid- Color coded for easy reference- Up to date status check
ADVANCED FEATURES
Blind reviews- Sometimes good to have reviewers make
reviews in blind fashion- Hide first name, last name, or any data from
reviewer
Assignments & notificationsMaking blind reviews →Conditional fieldsFile viewingCalculations & reports
ADVANCED FEATURES
Conditional Fields- Usually associated with application forms,
but great for review portals, too- Dynamically show or hide fields based on
responses to certain fields- Example: Reviewers representing a
certain board or with a specific title see a different set of questions than others
Assignments & notificationsMaking blind reviewsConditional fields →File viewingCalculations & reports
ADVANCED FEATURES
File Viewer- No need to print applications and
associated files- Comprehensive file viewer in portal- File attachments: Documents, Audio, Video
Assignments & notificationsMaking blind reviewsConditional fieldsFile viewing →Calculations & reports
ADVANCED FEATURES
Assignments & notificationsMaking blind reviewsConditional fieldsFile viewingCalculations & reports →
Scoring Calculations- If you have multiple scores and they add up
or average on the form, you’ll pick the average or total. This is the average or total score given by all judges.
- Normally, average is selected. If you select average, the score will appear as stars next to the applicant's name on the custom form tab.
- If you select total, the total score will appear next to the applicant's name.
THINGS YOU SHOULD KNOW: SAM’S TOP 3
Before you start →Timelines that make senseKnow your teamNail down your process before you start
- Begin thinking about how you’d like your process flow to work
- How many stages / rounds of review
THINGS YOU SHOULD KNOW: SAM’S TOP 3
Before you startTimelines that make sense →Know your teamDefine timelines that actually work
- Leave yourself enough time to regroup in between stages
- Don’t end one stage at 11:59pm Monday night and start stage two at 12:01am on Tuesday… space things out
THINGS YOU SHOULD KNOW: SAM’S TOP 3
Before you start Timelines that make senseKnow your team →Who are your reviewers?
- It may sound simple, but having your reviewers lined up as soon as possible will be key to your success
- Plenty of time for notification, explanation of new process
Question & Answer →
TODAY’S AGENDA
1. WizeHive Overview
2. Implementation Methodology
3. Defining Your Review Process
4. Private vs Public Portals
5. Advanced Features
6. Things You Should Know: Sam’s Top 3
7. Question & Answer Session
Nate Buckwalter, [email protected]
Samantha Salley, [email protected]