Keeping student enrollment from slipping down data silos

Keeping student enrollment from slipping down data silos

A single view of data helps universities personalize messages designed to recruit new students or send timely responses about financial aid information. On a competitive landscape, these actions can differentiate one university from another. It could also be the reason why a student decides to enroll in one institution over another. 

DeVry University focuses on high-quality, career-oriented education with an emphasis on technology, business, science, and the arts. As DeVry continued to grow, so did the amount of data used to attract and serve its students. The university was creating departmental data silos and found its response times were slowing down significantly when engaging with students. DeVry turned to Talend to modernize its data integration capabilities and optimize its data management strategies.

Consolidating technology and teams

Three of DeVry’s internal teams—data warehousing, data management, and identity management—support the same business departments, including recruiting, retention, marketing, and student services. The teams were performing similar functions for these departments but with different processes, technologies, and reporting structures. Using Talend, DeVry moved its data into the cloud and consolidated its information to better serve these business departments.  When there is an issue, instead of involving multiple resources from different teams, a single resource from one of the teams handles it, freeing up resources for more strategic work. The university also estimates it can respond to requests from the business departments 50 percent faster than before.

Simplifying financial aid disbursement notification, document digitization

Financial aid is an example of a key department function. Because students rely on financial aid to help fund their education, timely and personalized responses are needed in order for students to remain on top of their education finances.

Previously, the process to notify students of their financial aid disbursements via email or mail was a multi-step process.  Data needed to complete the disbursement notification process—student consent to receive email, student list, student email, disbursement report—was housed in many different systems. The team obtained the data from these systems, added the data to a master database, and separated those who did not want email. Many of the steps were handled manually, adding time and cost to the process.

Automating data processing

With Talend, these manual processes are now fully automated. Talend extracts data from the sources, applies business logic, and uploads two different reports to Salesforce, saving the university 15 to 20 hours per week and freeing resources for other work.

DeVry was also paying a vendor to scan its financial aid documents, create PDFs, and load them to a cloud imaging system for storage. With Talend, DeVry eliminated the need to outsource this process. Now, Talend extracts reports, generates PDFs, and uploads the PDFs to cloud via the cloud API. Talend handled the DeVry’s backlog of 20,000 multi-page documents and eliminated the need for an external vendor which is estimated to save the university 30 hours per week.

For an institution like DeVry University, the volumes of data it was managing had become siloed and resource intensive.  The university chose Talend because of its integrated platform approach, out-of-the-box connectors, flexibility, all-inclusive pricing, product release management, github support, and more. Within three months of implementation, Talend was already making a positive, direct impact on DeVry’s bottom line.

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