Using the Apprenticeship Recruitment Process to create reusable data

Presented by Jerry Lipman Managing Director Focus on Business Ltd

Agenda

• A little about Focus on Business • A short history of problems in sharing data • How this causes problems • The way forward…How to do more with Less • Examples • The Apprenticeship & Recruitment Process as

an example of creating reusable Learner data • Conclusions

FOB Profile

• Focus on Business is a Specialist Dynamics CRM and System Developer.

• We are a Microsoft Dynamics CRM and ISV Partner • We specialise in providing software solutions to the

Further Education sector. • We have been established since 1990 and have

implemented over 400 CRM systems in the UK • Focus on Business is recognised by Microsoft as a CRM

leader in the FE Sector

Sector Experience

All Businesses need to Share Data

• So What methods of sharing data have been used? Card Index Box Pros – All data in one place

No versioning Shared Resource

Cons – Limited to all working in one office Good handwriting a must! Worked OK though and appropriate for the time

Then Word based forms made it easier to capture and share more data…

…..NOT

This larger quantity of data meant we had to file these forms for sharing with our Work

Colleagues and Ofsted of course

• In many different files • And in many different places

Apprentice Employer Lead From Framework Level Date of Application

16-18 App 19+ App 25+ App Address 1 Address 2 Address 3 Town/City County Pcode Phone email Dopartmont czm.ukntyct Nymz

Samantha Vick Delphun unn Bill Bensen Team Leading 2 06/08/2014 1 London London Profossional StudiosJamis Dann Kuer Servucem.uks Bill Bensen Vehicle Maintenance 2 08/08/2014 1 London London onginooringDanny Wildin Up MiCS Bill Bensen Amenity Hert 2 12/08/2014 1 1 Causeway Estate Hetchim London London EC7 7NG 01449 744047 Horticulturoithan Cisare Greenfungers lindscipe & Desugn Bill Bensen Landscaping 2 01/08/2014 1 London London CB8 8TW 06736 449444 HorticulturoShani Stannard ildeburgh Gelf Club Bill Bensen Greenkeeping 2 01/08/2014 1 London London EC15 5PE 01724 424490 Horticulturoithan Mcphali The Bull Hetel Bill Bensen Prefessienal cem.ukekery 2 20/08/2014 1 London London HospitalityGraci Kneck Hidleugh Prumiry Scheel Bill Bensen Activity Leadership 2 04/09/2014 1 Statien Read Hidleegh London London EC7 3HQ 01473 422161 Sport Jyckiz KitchznzrJerdan Rebinsen Hidleugh Prumiry Scheel Bill Bensen Scheels Spert Apprenticeship 3 04/09/2014 1 Statien Read Hidleegh London London EC7 3HQ 01473 422161 Sport Jyckiz Kitchznzramy McCermack Green uslind Girdens Bill Bensen Landscaping 3 03/09/2014 1 Park Read irdleegh London London s7 7SP 01026 230444 Horticulturo Fizny zdmzndDeminic Simmens Green uslind Girdens Bill Bensen Landscaping 3 03/09/2014 1 Park Read irdleegh London London s7 7SP 01026 230444 Horticulturo Fizny zdmzndCarly Rawi Girden Cifé Bill Bensen Leadership 3 27/08/2014 1 London London HospitalityJeshaa Jinnir Girden Cifé Bill Bensen Leadership 3 27/08/2014 1 London London HospitalityJack Kimp NC Cimmicks ind Sens Bill Bensen Heavy Vehicle 3 20/08/2014 1 London London onginooringJeil McGewan Clicten Leusure cem.ukntre Bill Bensen Fitness Instructing 2 25/09/014 1 London London SportNathan Kirkbright Miurucem.uk Creuch Grewers Ltd Sally Perks Crep Preductien 2 26/08/2014 1 Merrymac Farm Mzdds Dzve London London PE14 9JU AgriculturoMark Last Dennungten Hill Firm Sally Perks Crep Preductien 2 03/09/2014 1 Denningten Hall Dennengtzn London London EC13 8AU 01724 634712 Agriculturo Rzbzrt RzwHarry Helmis ildhursy Firm Heuse Sally Perks Crep Preductien 2 03/09/2014 1 Aldhurst Farm Heuse St Miry ibbey London London EC16 4TB 06729 146130 Agriculturo Hyrry HzlmzsJesh Bick Kuer Servucem.uks Bill Bensen Vehicle Maintenance 2 08/09/2014 1 The Street Nzrfzlk London London M14 8SZ 06444 344049 onginooring Tryczy LucysTara Rewi Sindile Luvery Yird Bill Bensen Herse Care Management 3 09/09/2014 1 Sandale Banyards Green Lixfeeld London London EC13 8EU 01946 794376 oquino Tymmy RufflzsGiergi Threwir The Feur Herseshees Bill Bensen Kitchen Services 2 10/09/2014 1 Wickham Read Eye London London EC23 8HD Hospitality Tzm PyrkhurstCharlii Lagden The Bell it Six Bill Bensen Prefessienal cem.ukekery 2 11/09/2014 1 High Street Sixmzndhim London London EC17 1AF 01724 602331 Hospitality Jznythyn NichzlsznMichail Whitting eff Reid Revers Bill Bensen Light Vehicle Maintenance 2 15/09/2014 1 Unit 2 Meeres Yard Begsby C London London EC17 1HB 01724 604614 onginooring Pyul Dzyringivangilini Ceatis Greve Heuse Hetel Bill Bensen Heusekeeping 2 18/09/2014 1 39 Greve Read Wzzdbredge London London EC12 4LG 01394 342202 Hospitality Pyul ByrrzttLaki Cracknill Reguenil Tyres Bill Bensen Light Vehicle Maintenance 2 18/09/2014 1 4 Farthing Read epswech London London EC1 5AP 01473 740640 onginooring Dyvid RyyfizldScett Bartlitt Fynn Villey Gelf Club Bill Bensen Sperts turf 2 24/09/2014 1 Witnesham epswech London London EC6 9JA 01473 744267 Sport Jznny HzlmzsGimma Diviraax Sinctuiry Persennel Bill Bensen Business Admin 2 23/09/2014 1 Neptune Marina 27 Neptzne Qziy London London EC4 1QJ 01473 243403 Profossional Studio Kzlliz ThzrndykzWilliam Disniy Sinctuiry Persennel Bill Bensen Business Admin 2 23/09/2014 1 Neptune Marina 27 Neptzne Qziy London London EC4 1QJ 01473 243403 Profossional Studio Kzlliz ThzrndykzWilliam Ling Fluxten Mushreems Sally Perks Preductien Hert 2 01/09/2014 1 Flixten Bzngiy London London M35 1M 01946 742271 Horticulturo Dyvid MynnBraci Timpliman NB Burd & Sen Sally Perks Crep Preductien 2 24/09/2014 1 Elmsett Hall Farm zfftzn Rzid London London EC7 6PH 01473 644234 Agriculturo Dyvid Birdilliet andirweed JW Brewn ind Sens Sally Perks Mixed 2 23/09/2014 1 Peplar Farm Bzry StEdmznds London London EC28 8EA 01343 674234 Agriculturo Pztzr Brzwnisthir Hiarn uBC Sally Perks Hert 2 29/09/2014 1 Christchurch Park epswech London London EC4 2EE 01473 242434 Horticulturo Kytiz czm.ukupzBlaki Smith Hirksteid Hill Sally Perks Gamekeeping 2 23/09/2014 1 Harlstead epswech London London EC9 1DB 01473 694730 Gamo Kooping Sylly Mzrtznashliy Pinnir Urbin Ferestry Bill Bensen Landscaping 2 06/10/2014 1 The eld Sawmill imptzn Line London London EC31 1NS 01244 729091 Horticulturo Jill CynhymJasen Britten KR Brutten & Sen Sue Regers Agriculture 3 07/10/2014 1 Meadew View Wessznsett Rzid London London M20 4JW 06744 134434 AgriculturoHarry Gibsen Sumens Lindscipung Sue Regers Landscaping 2 07/10/2014 1 The eld Queens Head Lzw Thirstzn London London M15 2AF 01404 467674 Horticulturo Simzn CruickshynkJamii Wilsen Hill Firm Sue Regers Game & Wildlife Management 2 18/08/2014 1 Upper Hall Farm Wells Rzid London London M21 0PQ 06414 447349 markgraan@icleud.cem.uk Gamo Kooping Mylczm.uklm GrzznDaniil Thempsen 17 Birley Wiy Sue Regers Preductien Hert 2 06/10/2014 1 Tewnheuse Lane Wittesfeeld London London EC22 1NE 01349 241674 Horticulturo Dyvid HyrwzzdThemas Crani Prespect Gime Firm Sue Regers Game Keeping 2 12/09/2014 1 Prespect Heuse zrmesby St Mechiel London London M29 3LN 06460 147366 Gamo Kooping Dyvid CrynzCalam Shertland Chelmendeley estite Heughten Sue Regers Game Keeping 2 08/09/2014 1 Heughten Hall Kengs Lynn London London PE31 6UE 01444 424491 Gamo Kooping Rzbzrt HyllCenner Stiadman Teisels Girden servucem.uks Sue Regers Herticulture 2 02/10/2014 1 cem.ukmmen Farm Hegh Street London London M34 8NG 06474 462126 Horticulturo Jznythyn Mitchzllaaren Castanci Siltcirr Firms Ltd Janet Kirby Livesteck 2 21/08/2014 1 Bure Valley Lakes zzltzn London London M11 6NW 01263 446703 Agriculturo zlivzr Hyrrzldaaren Tayler Gressunghim Feeds Janet Kirby LBE 2 08/09/2014 1 Hinderclay Read Redgrive London London EC22 1SA Landbasod onginoo Pyul Hyzzlwzzdalix Mitcalf Sycimere Firm Janet Kirby Livesteck 2 05/09/2014 1 Aldburgh Hempnill Green London London M15 2NP 06949 343144 Agriculturo Gryhym Wrightashliy King PMC Hirvesters Janet Kirby LBE 2 12/09/2014 1 Helt Read Fikenhim Manchester Gt Manchester M21 8JH 01324 441111 julian.smith@pmcharvastars.cem.uk Landbasod onginoo Juliyn SmithBickii Claxten KR Brutten & Sen Janet Kirby Livesteck 2 21/08/2014 1 Meadewview Wessznsett Rzid Manchester Gt Manchester M20 4JW 06744 134434 Agriculturo Dyvid Brittznashliy Maskill Lynhurst Pugs Janet Kirby Livesteck 2 21/08/2014 1 Tanns Lane Nzrth Lzphim Manchester Gt Manchester EC22 2LZ 01379 644023 Agriculturo Dzrzk zyglzBarniy Garred Peter Wulluims Ltd Janet Kirby LBE 2 09/09/2014 1 Valleyside Ind Est Wymzndhim Manchester Gt Manchester M18 0NN 01943 602376 patarwilliamsltd@hetmail.cem.uk Landbasod onginoo Trzssy GlyvzsBithan Stannard Kellung estite LLP Janet Kirby Hersecare 2 29/09/2014 1 Kelling Estate Kelleng Manchester Gt Manchester M25 7EW 01263 712201 stay@kalling-astata.cem.uk oquino Victzriy hymzyBilly Niwsen Wulluim Merfeet Janet Kirby LBE 2 28/07/2014 1 Manchester Gt Manchester EC25 7SD 01362 420371 Landbasod onginoo MyndyJamis Hanceck Jimes Hincem.ukck Janet Kirby LBE 2 11/09/2014 1 Hall Farm Mitliske Manchester Gt Manchester M11 7AQ 01263 477639 paulhancem.ukck19@sky.cem.uk Landbasod onginoo Pyul Hynczm.ukckKillii Brewn Meduvet Therpe Janet Kirby Vet nursing 3 03/09/2014 1 40 St Williams Way Thzrpe St indrew Manchester Gt Manchester M7 0AP 01603 434494 Vot Nursing Clyirz Wytszniaan Millir Greens Firmung Janet Kirby LBE 2 19/09/2014 1 Mettlesham Farm Centre Hisse rzid Manchester Gt Manchester CB7 5UW 01343 720144 sq@spaarhaadgreup.cem.uk Landbasod onginoo Simzn QuinczJissica Knapp Wiylind Firms Janet Kirby Livesteck 2 09/09/2014 1 Little Melten Nzrwech Manchester Gt Manchester M9 3NP 069320 20639 cs@wfarms.cem.uk Agriculturo czm.uklin StznzKartis Wilsen Wiylind Firms Janet Kirby Livesteck 2 09/09/2014 1 Little Melten Nzrwech Manchester Gt Manchester M9 3NP 069320 20639 cs@wfarms.cem.uk Agriculturo czm.uklin StznzJack Weed Upsens Mewers Janet Kirby LBE 2 15/09/2014 1 Wheelers Farm Pliens Rzid Manchester Gt Manchester CM9 8DT 01621 492906 Landbasod onginoo Duncyn NinnisJesh Batis Hedgsens Ferge Janet Kirby LBE 2 23/09/2014 1 2 Wesley Read Terrengtzn St Clement Manchester Gt Manchester PE34 4NG 01443 424637 Landbasod onginoo Iyn HzdgsznLaara Smithsen Meduvet Citten Janet Kirby Vet nursing 3 25/09/2014 1 294 cem.uknstitutien Hill Cittzn Manchester Gt Manchester M6 7RF 01603 426310 catten.nerwich@madivat.cem.uk Vot Nursing Sym LzzksLaarin Cartis eldfueld Luvery Janet Kirby Hersecare 2 09/09/2014 1 Weed Street Citfeeld Manchester Gt Manchester M29 5DF 06764 636721 eldfialdlivary@hetmail.cem.uk oquino Vicky zdwyrdsLiwis Ball Birtrim Mewers Janet Kirby LBE 2 02/08/2014 1 Bluebell Read Nzrwech Manchester Gt Manchester M4 7LG 01603 444916 cliva@bartrammewars.cem.uk Landbasod onginoo Clivz yndrzwsLiam Warmir GSK Pugs Janet Kirby Livesteck 2 1 Heme Farm Sennzwe Pirk Manchester Gt Manchester M20 5PB 06796 334447 Agriculturo Guy KingRiis iagli Gringe Pugs Janet Kirby Livesteck 2 07/07/2014 1 86 The Street Gringe Firm Manchester Gt Manchester EC22 2LR 013796 647296 grangapigs@atikanat.cem.uk Agriculturo Richyrd NunnRyan Pirry JM & TM Perry Janet Kirby Livesteck 2 1 Kings Lynn Manchester Gt Manchester PE32 1RH AgriculturoSian Galliy Brid Firm Michunery Janet Kirby LBE 2 09/09/2014 1 Ladylane Ind Estate Hidleegh Manchester Gt Manchester Landbasod onginooringShani Leck RST urrugituen Janet Kirby LBE 2 03/09/2014 1 The Irricentre Sedge Fen Manchester Gt Manchester EC27 9LQ 01343 674264 Landbasod onginoo Nigzl SmithThemas Bryant Wiylind firms Janet Kirby Livesteck 2 1 Little Melten Nzrwech Manchester Gt Manchester M9 3NP 06932 020639 cs@wfarms.cem.uk Agriculturo czm.uklin StznzThemas Teemiy Gressunghim Feeds Janet Kirby LBE 2 01/09/2014 1 Leemsweed Farm Debich Manchester Gt Manchester EC13 6JW 01473 734249 catharina.chitteck@grassinghamfeeds.cem.uk Landbasod onginoo Cythy ChittzckTem Firris PMC Hirvesters Janet Kirby LBE 2 09/09/2014 1 Helt Read Fikenhim Manchester Gt Manchester M21 8JH 01324 441111 julian.smith@pmcharvastars.cem.uk Landbasod onginoo Juliyn SmithZac Hindirsen GSK Pugs Janet Kirby Livesteck 2 1 Heme Farm Sennzwe Pirk Manchester Gt Manchester M20 5PB 06796 334447 Agriculturo Guy KingShani Becking Dreve erchird Sue Regers Preductien Hert 2 01/08/2014 1 Thernham Read Thzrnhim Sheffield S. Yorks PE31 7NB 06424 441447 susan.hall31@hetmail.cem.uk Horticulturo Suz HyllLiwis Cransten Nerwuch cem.ukYMS Sue Regers Greunds 2 29/08/2014 1 3 Brigg Street Nzrwech Sheffield S. Yorks M2 1QN 01603 731276 Horticulturo Chris FrzzJerdan Rivitt Reyil Cremer Gelf Club Sue Regers Hert 2 15/09/2014 1 145 everstrand Read Crzmer Sheffield S. Yorks M27 0JH 06747 446446 cem.ukursamanagar@reyalcremargelfclub.cem.uHorticulturo Myrk Hzvzryn

Then technology came along and with it Nirvana…………Spreadsheets!

• Used by everyone • No need to file in folders and cabinets • Shared by many….

– But not all

• And not always

• However this worked so well many people decided to create their own version…

• And at that point you are back to

Current Situation

• Most organisations use a database of some sort • Popular ones include

– MIS – Home grown – CRM – WBL

• In most cases these have ended up as data repositories with no pro-active workflows or cross department sharing of information

• And almost certainly little or no regard for SLA’s or KPI’s • Modern Business dictates that you need updated systems that can

• improve efficiency • Cut costs • Work Pro-actively • Be available 24/7/365 • Provide Reports that can help you work smarter!

The Sector Challenge • We have no money!

We have heard that every day since 2008, some years worse than others … but the bottom line is that if you do not invest both money and effort in systems that permit sharing of key information that can increase your bottom line… that won’t change for the better. FE Colleges and Training Providers that do not invest in technology that will help them reach out to customers, improve their processes, make themselves more efficient and allow them to react faster and more proactively………. will not survive!

Show me the Money! • It is a fact that Organisations in the sector have to become

more commercial. • This doesn’t mean that you lose sight of your original

ethos….it is just how the world is now and the two can work hand in glove to improve your delivery.

• You have to provide training where funding is growing. • Apprenticeships are a key case in point. This is a growth area. • We will now show you how you can invest in systems that can

– Pay for themselves within 3 to 12 months. – Provide an ongoing, repeatable, return on Investment. – Evolve and Allow you to compete with Professional Recruitment

Agencies – Offer a dedicated branded solution that all your users and your

customers will like

Background

• Focus on Business has been providing CRM solutions to the sector since 2007.

• The first systems were paid for by the LSC and provided to 3 colleges FOC

• These were designed to address TQS and Train to Gain • They worked very well until the funding cuts! • In 2009 we started work on designing a system that cut

through the onerous admin for Training Providers of the Apprenticeship Process.

• In 2011 we launched our FERMs Apprenticeship & Recruitment system

• In 2012 we launched our JustApply Apprenticeship Recruitment Portal

The Apprenticeships & Recruitment Process

• Capturing Vacancies • Integrating into CRM • Posting vacancies to

• NAS • Your own website • UJM • Twitter • Facebook • NGtU

• JustApply Portal

Our Business Case for JustApply

1. The Apprenticeship Vacancy System (NAS) was “painful” for users to work with

2. Training Providers needed a system that cut down on the effort required to Upload Vacancies

3. They needed a webform to replace the paper NAS Vacancy Submission Form – so employers could post Vacancies directly onto the system

4. They needed their own Professional Recruitment portal that they could place in or alongside their website

5. They needed a system that allowed Candidates to apply directly, creating and updating their own profile and CV

• They needed to capture that data and reuse it!

Organisation Record

Identify key organisation details and the relationship they have with your college and each other

Organisation Record

Organisation Checklist, H&S

Track and schedule and create alerts for H&S, ONA, Insurances

Vacancy Submission WebForm

Provided to Employer instead of paper form - Captures data directly into CRM

Vacancy Details in CRM

Vacancies Listing in CRM

All vacancies stored and visible in CRM

Posting Vacancies

Post Vacancies to Multiple Job Boards with one click

JustApply Portal

Own Branded and within the Customer’s website

Vacancy Description

Candidate’s view of Vacancy on the JustApply Portal

After Applying

PDF CV is emailed with application

This can be own branded and saved or sent to the Employer directly via a workflow

JustApply Dashboard

Candidate Dashboard

What you have Just seen and the ROI

1. Vacancy captured by webform and posted directly into CRM. 2. Vacancy Posted to multiple Job Sites. 3. Applicant going to any job site clicking the URL and being sent

to JustApply Portal to register. 4. Able to register for multiple Vacancies and edit CV 5. PDF of CV sent to Training Provider and/or Employer 6. All applicants listed in CRM to be interviewed, filtered against

qualifications, location etc 7. Inbuilt Job Ready Process to assist in Pathway/Destination 8. Successful Applicants are notified by email 9. Unsuccessful Applicants receive an email too 10. Unsuccessful Candidates can be informed of new vacancies that

match their qualifications or offered a Traineeship or further training

What you have Just seen and the ROI

• All this has been achieved with little or no keying in of data by your team

• Your customers know their data better than you. Let them do it at every opportunity

• You can handle 4-5 times as many Vacancies and Applications using a system like JustApply

• Your return on investment is • 12 months on 100 vacancies with 10 applicants each • 10 months on 100 vacancies with 20 applicants each • 6 months on 300 vacancies with 20 applicants each • 5 months on 500 vacancies with 10 applicants each

• These figures make no allowance for increased business but by freeing up manpower and providing a more professional service this should be possible.

ROI Modeller

This ROI modeller can be provided to interested parties. You can model your own ROI and Business case

Conclusion

• The example shown explained a process that was designed to address one issue – Apprenticeships

• This same model can be used in all departments. • Use data that can be reused by other teams. • Present them with data that is relevant to their role. • Ensure that engagement with learners doesn’t stop after they enrol.

Communicate with them by email, text, social networking. Keep them warm and nurture an ongoing relationship

• Think of your relationship as one that will carry on • Todays Student may be tomorrow’s Employer or Manager • Use surveys and capture that in your CRM system to keep the customers warm

and nurture ongoing relationships • Make a case for your organisation to invest in systems that help you and your

colleagues to work better • It’s the 21st century – you won’t find many people that are not comfortable

with mobile technology, Social Networking etc. Use Processes where your customers can enter their own data

• Saves considerable costs • Improves Accuracy

• Sets you apart from your competitors

Employer Enquiry 1

Employer Enquiry 2 Connections are a powerful way of tracking entities that are related

Preferences and when and how to

contact a potential

customer can be captured

Organisations can have multiple

addresses.

Employer Enquiry 3

Show Information Requested and whether

it has been or still needs to be sent.

Employer Enquiry 4

Employer Enquiry 5

Time and date stamped notes can

be entered.

Employer Enquiry 6

Employer Enquiry 7

Defined data fields plus free text areas

permitting the capture of other

useful information.

Enquiry Qualification

Assigning Enquiries

Enquiries can be assigned by an

authorised user.

Organisation 1

Identify key organisation details and the relationship they have with your

college and each other

Organisation

Organisation Checklist, H&S

Track areas where compliance is

important and create compliance

relevant workflows

Campaigns

Campaigns can be created by or for

different departments

Campaign Detail

Capture detail, costs, income aspirations

and results

Enquiry (1) Student/Learner

Different Enquiry Types will hide and

show different fields/sections on the form.

Enquiry (2) Student/Learner

Show Information Requested and whether

it has been or still needs to be sent.

Enquiry (3) Student/Learner

Detail how the enquirer wishes to

be contacted

Run workflows to ensure Quality Standards are

maintained

View Enquiries

ClickDimensions – Maximise Marketing

Integration (Synchronisation) of MIS & CRM

(CRM) Enquiry

Information Provided

(MIS) Application

Sync data set sent to CRM

Matches to Contact in

CRM

Profile offers training

opportunities

Marketing to learners at

key points for further learning

Rules Based Control of Integration

Base Rules of MIS and CRM Integration

MIS is the Primary Database

Synchronisation set comes from MIS to CRM

Any changes made in CRM of a record that is owned by MIS is alerted to the MIS DBA

If change is agreed/validated it will be put into MIS and then will sync back to CRM

If not accepted CRM will sync back to the pre-changed record when next sync set is sent

If not accepted CRM will sync back to the pre-changed record

Capture Training Needs Analysis

Cover Training Needs Analysis

Satisfaction Surveys

Survey results can be captured

Case (complaint) Tracking

Log queries, complaints and problems, dynamically

create and search a Knowledge Base. Follow up using workflow automation

built according to SLA’s

Log and Create Auditable Actions/Tasks

Tracking Customer Interactions

A CRM tracked email in Outlook

View Open Activities and due dates

The area of the ribbon

used .

An email being

converted to a case

View Open and Closed Activities

View Open Activities and due

dates

Close and view all interactions

Standard Reports

Identify key reports utilising Excel and SQL

Reporting Services

Dashboards!

See Dashboards showing key information.

Drill down for view of

underlying data.

Reports

Identify key reports utilising Excel and SQL

Reporting Services

Other areas in FERMs – Call Logging

Integrated Course Applications