There are four main steps to begin our CRM process:
- Examine financial data and identify trends on campus in both use and spending
- Interview stakeholders, conduct a needs assessment survey, and create a report either in favor of or opposed to continuing on to the next steps.
- Conduct a detailed requirements gathering process which includes all stakeholders, and the UO community
- Write an RFP, invite vendors for demos, procurement, followed by deployment
We are currently on step 4. If you are interested in receiving updates, please send an email to ghale@uoregon.edu.
Following the successful RFP process, we will begin the implementation process consisting of three phases:
Phase 1: Foundation Building
The focus in Phase 1 will be to build a foundation to leverage the power of the campus-wide CRM and support the long-term goal of a creating a full-view of constituents.
Phase 2: Expanding Functionality
During Phase 2 the goal will be to extend the functionality of the foundation built in Phase 1 by onboarding different units and bringing additional data into the system.
Phase 3: Extending Services
The focus during Phase 3 will be to extend the system to support additional relationships across campus and enhance career management.
Milestones:
Initiate | ||
| Project Manager Identified | 12/9/16 | · Garron Hale |
| Project Sponsor Identified | 12/9/16 | · Chris Krabiel; Jessie Minton |
| Steering Committee Identified | 12/20/17 | · Formed Enterprise Software Committee |
| Project Site Established | 5/25/17 | · Project Site: software.uoregon.edu/crm |
| Project Charter Finalized | 12/9/16 | · Project Charter – Chris delivered |
| Stakeholders Identified | 5/8/17 | · Stakeholders named in report |
Plan | ||
| Project Team Identified | 5/9/17 | · Shandon Bates, Jim Bouse; Jessie approved |
| Project Management Plan Finalized | 5/9/17 | · Project Management Plan in place |
Execute / Monitor and Control | ||
| Financial Data Analysis | 12/16-2/17 | · Examine all software $ spent in fy15/16 |
| Existing CRMs Identified | 2/17/17 | · Process of Enterprise Software Committee |
| Needs Assesment Started | 2/17 | · Delivered report to Chris |
| Needs Assessment Interviews | 1/17/17 | · Started interviews with key stakeholders |
| Needs Assessment Survey | 4/19/17–5/1/17 | · 20 respondants |
| Needs Report Delivered | 5/5/17 | · Given to Chris and Jessie |
| IT Dirs Briefing | 4/11/17 | · 15 minutes given to Enterprise Software and CRM |
| Requirements Gathering | 5/5/17 – 7/27/17 | · Phase started -> ended |
| Requirements Interviews | 5/8/17 | · Started meeting with stakeholders again |
| 3 Vendor Demonstrations | 4/6/17 | · SF:4/6/17, ST:4/10/17, TL:4/18/17 |
| Work Group RFP draft | 6/5/17 | · Completeed and sent to PCS |
| Procurement Committee 1stmeeting | 8/14/17 | · CC 185, 2/3 attended |
| CRM RFP submitted to PCS | 7/27/17 | · Second draft sent 8/15/17 |
| CRM Website created | 8/17/17 | · Created 5/25/17, approved 8/17/17 |
| CRM Executive Summary | 8/17/17 | · Approved |
| CRM presentation to SPAC | Sept 11, 2017 | · Slideshow |
| SPAC approves CRM RFP | 10/10/17 | · Approved |
| CRM RFP public comments | 10/16/17 – 10/27/17 | · Change requests incorporated |
| CRM RFP Stakeholder Feedback Meeting | 4/23/18 | · |
| CRM RFP approval from VPFA | · | |
| CRM RFP available to vendors | · | |
| CRM RFP vendor submission closed | · | |
| Procurement Committee scores | · | |
| Data Governance discussions | · | |
| Procurement Committee names demo vendors -finalists | · | |
| Vendor demos | · | |
| PCS scores costs | · | |
| Community feedback period | · | |
| CRM RFP phase closes | · | |
| Vendor Selected | · | |
| CRM negotiations with PCS | · | |
| Contract signed | · | |
| Trainers selected, learn | · | |
| Admins selected, learn | · | |
| Trainers host training sessions | · | |
| CRM website with training, tools, troubleshooting, contacts | · | |
| Data Governance in place | · | |
| Unit rollout timeline in place | · | |
| Phase 1: Foundation Building | · | |
| First units access CRM | · | |
| Phase 2: Expanding Functionality | · | |
| Second units access CRM | · | |
| Phase 3: Extending Services | · | |
| Access for additional relationships | · | |
Close | ||
| Project Closure Form Approved | · Project Closure Form | |
| “Lessons Learned” Identified | · Post-Project Review Form | |
CRM Initiative
CRM Background
CRM Roadmap
CRM Project Team
CRM Responses