Vendor Questions Answers Document 05262023 FINAL_Responses.docx

Vendor Questions & Answers for RFP# SDSU05172023 - SDSU Admissions & Enrollment CRM Implementation & Support May 26, 2023

Vendor A:

1. There is a statement in the RFP regarding requirements (see below) that we hope to have clarified.

5.2.3.2 A specific point-by-point response, in the order listed, to each requirement in the RFP. The response should identify each requirement being addressed as enumerated in the RFP.

We do not see any specific requirements in the RFP to respond directly to.

The requirements in the RFP we are requesting you directly respond to are in section 3 and in section 7. We’d ask that you numerate your response with the details you want to provide on how you’ll meet and/or satisfy the requests detailed in those two sections, related to scope of work and the cost proposal, with the information correlated together. As an example: 1. Building out of portals and applications; 1a. Cost of building out of portals and applications. 2. Audit of current CRM use and Strategy; 2.b Cost of Audit and current CRM use and strategy.

Vendor B:

1. What is the desired completion date for the implementation of SLATE?

February or March 2024.

2. Are there applications that are anticipated to go “Live” in SLATE by the fall? If so, what applications for what programs?

No, applications will start to transition to Slate in February/March 2024 or after.

3. The scope of work vaguely describes “building out portals, applications, request for information forms, communications and lead nurturing efforts, training of staff and other aspects.”

0. How many separate portals does SDSU envision needing for this initial Slate implementation? What is the purpose of each portal?

Potentially three portals with Slate to serve undergraduate students, graduate students, and undergraduate and graduate international students.

0. How many separate applications will be required? What is the timeline for each application?

Undergraduate Admissions Application – February/March 2024 Graduate Admissions Application – timeline TBD

0. Is SDSU willing to adapt its existing application(s) to use inherent Slate functionality and meet best practices?

Yes, to the extent possible while still meeting South Dakota Board of Regents requirements for application layout and data.

0. How many requests for information forms (RFIs) does SDSU envision needing for this initial Slate implementation?

Approximately 6.

0. Does SDSU have existing student communications that will be moved into Slate, or will content for new communications need to be created?

A mix of both. SDSU has significant existing student communication and new communications will be created as we transition to Slate as well.

0. What lead nurturing efforts does SDSU currently manage in its existing CRM system?

Communication plans and campaigns nurturing prospects to inquiries, inquiries to applicants, applicants to admits, and admits to enrolled students.

4. Has there been a prioritized list of what needs to be ready in SLATE by specific times?

This will be developed working with the identified implementation partner.

5. What office or division will be responsible for administering SLATE at SDSU?

Undergraduate Admissions, Graduate Admissions, International Admissions, Continuing and Distance Education and Information Technology.

6. How many staff and their areas of expertise will be dedicated to this project from SDSU?

Approximately 6 staff members from the areas noted above.

7. What is the current CRM that data will be transferred from, and how long have you had that system?

Anthology Radius. Approximately 5 years.

8. What was determined to be most problematic about the system that you want SLATE to improve?

Ease of use by end users, features of communication plans and campaigns, connectivity to digital marketing initiatives, dashboards and data reporting.

9. What aspects of the international student process will need to be developed in this Slate instance?

Application, communication plans and campaigns, RFI forms,

10. How much documentation on SDSU’s existing CRM processes will be available for the Slate implementation project?

The implementation partner will have access to all existing SDSU CRM processes developed, including manager and user processes, data management, communication plans, campaigns, and components, and more.

Vendor C:

1. Has a budget been identified for this work?

No specific budget has been identified at this time and will be developed as we see proposals and work through with the selected implementation partner.

2. Does the institution intend to implement undergraduate, graduate and international admissions simultaneously or in sequence? Are you open to suggestions on this front?

In part these will be implemented simultaneously, but we are open to suggestions within the timeframe of having all implemented by July 1, 2024.

3. What is the desired timeframe for this work? 6-18 months is noted in the proposal, but are there hard dates based on sunsetting of other systems?

It is desired to have the system implemented and in use by July 1, 2024, with additional components able to be brought on board after that timeline as determined is necessary by the institution and implementation partner.

4. What is SDSU's current CRM and SIS?

Anthology Radius and Ellucian Banner

5. Does the institution intend to use Slate Payments or integrate with a third-party provider?

Undetermined at this time and decision would be supported by information provided by implementation partner.

6. Does the institution intend to build processes in-house for ingestion of data to the SIS or leverage a middleware solution? If a middleware solution, has the product been identified?

In-house.

7. Who are the team members we will be most closely engaged with during the implementation?

Managers from UG Admissions, Grad Admissions, INTL Admissions, Continuing and Distance Education and Information Technology.

8. Does SDSU intend to manage branding of the database or will you rely on your implementation partner for branding services? Your database will come with standard Slate branding.

Undetermined at this time and decision would be supported by information provided by implementation partner.

9. Does SDSU intend to import historical data as a part of the Phase I implementation? If so, how many years?

Yes; 3 years or more.

10. Does SDSU intend to leverage this system for current students as well?

Not at this time.

Vendor D:

1. Does SDSU currently partner with a vendor for CRM consultation/implementation?

Not at this time.

2. Does SDSU have a particular budget/budget range planned for this project?

No specific budget has been identified at this time and will be developed as we see proposals and work through with the selected implementation partner.

3. What kind of admissions CRM is currently used at SDSU?

Anthology Radius

4. How many instances of Slate will SDSU be purchasing?

One instance.

5. What is the approximate application volume for the following prospective student populations: undergraduates, graduate students, and international students?

Approximately 13,000 applications annually.

6. How many different admission applications does SDSU use (e.g., CommonApp, institutional app, other)?

Two – institutional application and CAS application(s).

7. Do admissions staff and other application evaluators (e.g., faculty) currently read applications online? To what extent is paper used in application review?

Admissions staff is currently reviewing and processing applications electronically; faculty and others are reading applications using Perceptive Content processes and via paper but would ideally be brought into the Slate system.

8. What is the back-end Student Information System (SIS) at SDSU (e.g., Jenzabar, Colleague, Banner, PeopleSoft)?

Banner

9. What system does SDSU use for financial aid business processes (e.g., PowerFAIDS)?

Banner Financial Aid

10. What other software (e.g., document imaging) is used at SDSU that will need possible integration with Slate?

Perceptive Content.

11. For this engagement, will SDSU be responsible for data integrations, or is that expected to be part of the project scope?

SDSU will be responsible with support from the implementation partner.

12. Which SDSU offices are included in the main user audiences (e.g., enrollment management/admissions, financial aid, athletics)?

Enrollment Management/Admissions (UG, GRAD, INTL, CDE), various academic units with recruitment/outreach staff, etc.

13. What are the institutional staff roles that SDSU expects to most frequently collaborate with the selected vendor on this project?

Managers from UG Admissions, Grad Admissions, INTL Admissions, Continuing and Distance Education and Information Technology.

Vendor E:

1. Given the statement that cost will be evaluated independent from the technical proposal, does the cost proposal have to be a separate document from the technical proposal?

These do not have to be separate documents, but the cost proposal should be created in a way providing a menu of options for SDSU to select from based on an identified budget as proposals are reviewed.

2. How many different application types for the applications build out?

Undergraduate Admissions Application – February/March 2024 Graduate Admissions Application – timeline TBD

3. How many portals and RFI forms?

Potentially three portals with Slate to serve undergraduate students, graduate students, and undergraduate and graduate international students.

Approximately 6 RFI forms.

4. Assuming different communication plans for undergraduate, graduate and international recruitment, are there other communities we should be aware of?

Continuing and Distance Education.

5. Are there any future plans that we should be aware of to implement Slate for student success or advancement?

Not at this time.

6. Should integration with an SIS/ERP be included in this response? If so what SIS/ERP is utilized?

Data integration will be primarily managed by SDSU with support from our implementation partner. SIS utilized is Banner.

7. Do you intend to integrate with any third-party systems (i.e Parchment, FrontRush, etc.)?

Yes. Specific systems and applications to be determined as business processes are developed in Slate.

Vendor F:

1. Does the RFP Scope of Work include Technolutions Slate CRM implementation for undergraduate, graduate, international, and Continuing and Distance Education students?

Yes.

2. Will South Dakota State University dedicate staff to regularly participate in the CRM implementation guided by the awarded vendor or is the intent to have the awarded vendor complete the Slate build out primarily independently?

SDSU will have a dedicated team assigned to the project and working alongside the implementation partner.

3. Can you explain your requirements for the prospective student input survey? Are you looking for this to be an interactive component built into the Slate CRM to gather feedback or bulk email surveys?

This would be a survey of our student audience to determine where opportunities exist to improve communication plans and campaigns, outreach, and use of technology available in our CRM.

4. Does South Dakota State University require the awarded vendor to develop the content of communications or mainly the structure?

Mainly structure, with some support to content creation.

5. Is integration with other enterprise systems required? What student information system (SIS), document management system, and financial aid system does South Dakota State University use?

Yes, alongside support from SDSU staff. Banner (SIS), Perceptive Content (document management), and Banner Financial Aid (financial aid).

6. Is legacy data conversion required. If so, from what system?

Yes, from Anthology Radius.

Vendor G:

1. When would you like to launch your application for each population:

0. Undergraduate – Feb/March 2024

0. Graduate – TBD

0. International – would align with launch of UG and Grad applications as INTL application wouldn’t be separate.

2. Who will be part of the SDSU implementation team?

Managers from UG Admissions, Grad Admissions, INTL Admissions, Continuing and Distance Education and Information Technology.

Vendor H:

1. I wanted to know if they plan on using one consultant or many, and what types?

One consultant is preferred.

2. Are they looking for a functional resource as staff Aug, or are they looking for a company to do everything, both functional and technical.

Functional and Technical

3. Is there just one company to be awarded or multiple?

One company, if it is determined that a single company can serve both functional and technical areas. If determined that the best path is separate companies, that is an option.