Enterprise Education Cloud Implementation System

The Vendor is required to provide Salesforce implementation partners to support the consolidation of our current multi-org Salesforce ecosystem into a single, fully functioning Education website This project includes strategy, migration, re-architecture, integration, and change management to support a modern, unified digital experience for prospective students, current students, faculty, and staff.
- Goals
• Agency seeks a partner to guide us through a full architecture redesign and consolidation plan toward a single Education Cloud org.
• Develop a target-state architecture aligned with Salesforce best practices.
• Build a roadmap for full consolidation – with possible phasing if necessary.
• Address all orgs (Main, Graduate School, and Education Cloud)
• Outline the decommissioning of redundant or legacy systems
- Recommendations based on our current environment and architecture, with specific focus on considerations such as multi-licensing, organizational structure, and scalability
- Provide guidance on best practices, potential risks, and optimization opportunities within our existing setup.
- Must provide the necessary data mapping templates and execute the secure import of these records, outlining their validation process to ensure these records map correctly to the new Household architecture and remain strictly segregated from Higher Education data.
- Recruitment & Territory Management: Comprehensive prospect management, counselor assignment, travel planning, event tracking, and communication workflows.
- Application Management: Processing, evaluation, committee review, and workflow automation for multiple application types, including:
• Undergraduate applications
• International applications
• Agency Online programs
• Several special-population application pathways
• Graduate School applications
- Marketing & Communications: Automated multichannel campaigns for recruitment, nudges, inquiries, and applicant engagement.
- Visitor Center & Campus Experiences: Students and families can register for campus tours and events through Salesforce, with integrated tracking and follow-up communications.
- Student Applicant Community: A branded Experience Cloud site where applicants can view their admission status, submit required documents, track outstanding items, and access curated content.
- Counselor Portal: High school counselors can submit materials, track student progress, and communicate with admissions staff through a dedicated Experience Cloud portal.
- Student Success & Retention Capabilities
o Student Success Portal: A central Experience Cloud site for current students to access advising information, success resources, and service requests.
o Advisor Tools: Staff can set up availability, manage student caseloads, schedule appointments, and track interventions.
o Automated Alerts & Early Notifications: Rule-based alerts that flag academic or behavioral concerns and route them to appropriate advisors.
o Custom LWC Integrations: Lightning Web Components surface real-time student data from Banner, enhancing advisor decision-making and reducing tool-swapping.
o Analytics & Dashboards: CRMA (Tableau CRM) dashboards provide advanced reporting on recruitment pipelines, admissions performance, advising activity, and retention trends
o Technical Architecture & Integrations
- The Salesforce ecosystem integrates deeply with agency enterprise systems. Major integrations include:
o Banner (SIS): Student, academic, and financial data exchanged via Informatica and custom APIs.
o Informatica: Primary ETL for data flows into and out of Salesforce.
o TargetX: Recruitment and admissions components including forms, events, and yield workflows.
o Marketing Cloud: Used for EM communications, Advancement communications, and Grad School campaigns (via MC Connect).
o Data Cloud: Utilized for unification, segmentation, and activation (future state expansion planned).
o Experience Cloud: Multiple communities (applicants, students, counselors).
o CRMA: BI layer for analytics and dashboards.
o SSO: Authentication via university identity management.
- Application Portal: Experience Cloud site based on a customized version of the EASY Application. Allows applications to apply to over 400 graduate programs with differing requirements and deadlines across programs.
- Application Management: Processing, evaluation, and departmental reviews across 170 different departments.