Enrollment Management CRM Platform

The vendor is required to provide CRM tools to a single CRM tool for enrollment management for all campuses and schools to be completed before June 2026.
- Functional requirements
•    Prospect management: ability to track and manage prospective students from initial inquiry through application. 
•    Application management: streamlined processes for handling applications, including online forms, document uploads, and status tracking. 
•    Admissions management: tools for managing admissions decisions, including automated communication, decision letters, and waitlist management. 
•    Financial aid management: integration with financial aid systems for award processing, disbursement, and tracking. 
•    Student lifecycle management: capability to support student records throughout their relationship with agency, including applicant portal, communications, event management, portal, workflow, student services, and advancement. 
•    Initial implementation will focus only enrollment management aspects, however there may be future desire to scale the tool for functionality such as student success and advancement and the solution needs to be scalable for these potential future needs. 
•    Reporting and analytics: comprehensive reporting tools to generate insights on recruitment, admissions, and financial aid metrics. 
•    Communication tools: built-in email marketing, SMS, and messaging capabilities for outreach and engagement that supports conditional content, merge fields, and dynamic recipient lists in real-time. 
•    Customization and workflow automation: flexibility to customize workflows and automate repetitive tasks without requiring it technical support or developers. 
•    Real-time document management: the system must allow uploading, indexing, and reading of PDF’s and other documents directly within the CRM record, with no need for external storage or APIs.
•    Built-in event management: event registration, attendance tracking, and post-event communications must be natively integrated into the CRM and analytics.
- Integration capabilities
•    Single solution: current state, agency institutions are utilizing various CRM platforms. 
•    Agency is looking to consolidate all parties into a consistent solution. 
•    Solution must provide application management, event management, communications, and reporting per instance – not rely on external integrations or separate data structures. 
•    SIS integration: seamless integration with agency student information systems (SIS), which is workday. 
•    LMS integration: compatibility with learning management systems (LMS), which is canvas. 
•    Payment gateway integration: secure payment processing for tuition, fees, and other charges. 
•    Third-party applications: ability to integrate with third-party applications for additional functionality.
- Security measures 
•    Data encryption: end-to-end encryption for data storage and transmission. 
•    Access controls: role-based access controls to ensure data security and privacy. 
•    Audit trails: detailed audit logs for tracking user activities and changes to data. 
•    Compliance: adherence to relevant data protection regulations such as FERPA, GDPR, and PCI DSS.
- Scalability and performance
•    Scalability: ability to handle increasing numbers of users and data without performance degradation. 
•    Performance optimization: efficient system architecture to ensure quick response times and smooth operations.
- Support services 
•    Training programs: custom training sessions for administrators, staff, and students. 
•    Ongoing updates and maintenance: regular software updates and maintenance to ensure optimal performance and security.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 04, 2025