School Forms 101STREAMLINE YOUR SCHOOL

The Big Picture

Why we chose to be a part of the School Forms EAP

Shore’s Admissions Processing

Shore’s Current Environment • onBoard implementation with Admissions

• Since 2008, we have been using a combination of tools for Inquiry, Application, and Registration using Infosnap online forms which feed into Blackbaud’s Admissions Office

• onBoard will be ready for Academic Year 2015-16 so we are moving away from old process completely

• Pre-planning for end of year Registration update - we need a new way to collect student/family data

Success with onMessage and onRecord lead the way in the evolution away from paper-intensive processes to self-

managed online data delivery and collection

Shore’s Current Environment • onMessage and onRecord

• Using Event Registrations for a wide variety of events, Giving Forms, and Custom Forms have all been the preferred method of interacting with our constituents

• Delivering online Report Cards and Comments provided a seamless transition from the paper-intensive process making not only our parents happy but our Administrative Staff were thrilled as we transitioned from Registrar’s Office

Prior participation in EAPs

Shore’s Current Environment • Prior successful participation in EAP programs

• We knew we could provide valuable test-cases and be able to impact the direction of the product

• MyShore 2.0 was a mid-year all-in when we participated in the EAP for the APP platform. Our teachers, students, and parents all rallied around the new interface allowing us to provide a continuous stream of robust feedback to WH

Perfect Timing!

Time for Change!• Review, revise, improve

• Early in the Spring is a great time to look at processes with a fresh eye to determine what the new year requirements will be

• Piles of paper from the start of school this year are still growing….

• Jill needed to sink her teeth into something new!

The Meat of the Sandwich

Our process for building forms

Brain Dump

Legal Eagles

• Did it work the way they wanted?• Did it gather the info they needed?• How would we share supplemental

materials?• How would we communicate when

form was made active?• How would they keep track of who

had filled out the form?• How would they mine the data

received from the form?• How would they store the form after

it was completed?

An organized Marilyn is a happy Marilyn.We wanted a happy Marilyn.

We asked each office:

Once a form was “OK’ed”...

this button was my best friend.

“What do you think of this email?”?

Happy Marilyn.

The Cherry on Top

Bonus things that happened while creating lots of forms

View Form

Full Circle

Feedback from our Form Users & Managers

Shore Usability TestingHappy Parents

Myriam: “Dear Ben and Marilyn, At last. Thank you SO MUCH. This makes all our lives so much easier. Gifford and I will address this weekend. Many thanks,”

Daphne: Mom of rising 6th grader• It’s all about the communication!

• Email simplifying the process of completing all forms at once:• Master Field Trip form for Grade 6 students• Sports and Drama Selection process• Sports Risk Warning Statement

• It’s all about the coordination!• Division Head and Athletic Director speaking to parents and students

about the upcoming sports selection process• It’s all about the timing!

• Big win simplifying process during busy end of year!

Shore Usability TestingHappy Managers

Feedback from Marilyn• Overall, Marilyn feels that the process went much quicker. She had to chase less

people to get a response. However, it is very hard to find these stragglers once they leave campus. This could be an activation date issue – maybe earlier is better. However, it will be good to get the ability to more easily contact overdue recipients.

• She felt a little less on top of the stragglers than in previous years due to a lack of paper forms being handed to her. The physicality of the piece of paper or stacks of paper helped her keep better track of missing families. That is a workflow issue that we agree can be solved in other ways.

• “Parents are so used to us sending them information via MyShore that this was a very easy change. They are always on their computers, it was simple for them to just fill out the form when they got the email. They were also very happy that they could be allowed to resubmit a form. I was happy with how easy that was, too!”

The Next Steps

What SHOULD we do next?What are YOU doing?

More Forms...What SHOULD we do next?

• Shore Safari Family Camp• Shore Ski weekend• Independent Study• Acceptable Use Policy?• Employee Profile Updates?• Employee Exercise Room

Risk Release• Conflict of Interest form

(BOT) • Confidentiality Form for

Parent Volunteers (for Advancement)

What happens next year?

• Teach our form owners/managers to create their own forms• we created them

the first time• they will rollover

and tweak in subsequent years.

• Work with outside venues (such as camping trip sites) to accept our online forms?

Annual Registration

• Student User Profile Update• Demographics• Student Photo Release:

• Custom user-defined fields?

• New User Management field?

• Household Profile Update• Business• Education

• Siblings & Grandparents too!

What are YOU doing?