University of Ballarat Automatically Increases Alumni Membership from 5,000 to 100,000 and Improves Donor Management with Faster Report Generation
 
Oracle 1-800-633-0738
Find an Oracle Specialized Partner
Oracle Customer Programs
 
 

University of Ballarat Automatically Increases Alumni Membership from 5,000 to 100,000 and Improves Donor Management with Faster Report Generation

Originally established as the School of Mines in 1870, the University of Ballarat (UB) is Australia's only regional, multisector university. It offers secondary schooling, TAFE, higher education, and research opportunities and has six campuses in Victoria, Australia and a range of partner institutes across Australia, Hong Kong, and Malaysia, with approximately 25,000 domestic and international students. UB deployed PeopleSoft Contributor Relations to improve donor and alumni management, enable staff to identify alumni, track donations, and generate reports from a centralized online system.

 
Managing Donor and Alumni Records

A word from University of Ballarat

  • “The University of Ballarat recently launched its new online alumni and donor management system, based on PeopleSoft Contributor Relations, and we are already seeing the benefits. The university has gained online access for alumni, while the foundation can now process donations, issue receipts, and produce donation reports from a centralized online system.” – Professor David Battersby, Vice Chancellor, University of Ballarat

UB has more than 100,000 alumni and graduates close to 3,000 students per year. Graduates were required to manually complete an application form to apply for membership. Many graduates believed they would automatically join the alumni program and didn’t realize that they had to apply for membership.

“To put this into perspective, before we implemented PeopleSoft Contributor Relations, around 5,000 graduates were registered as alumni members—but we estimate there should have been more than 100,000!” said Michelle Nunn, project manager, University of Ballarat. “We needed a system that automatically transferred graduates into the alumni program.”

UB also sought to improve its donor management system. As part of the university’s financial donation reporting requirements, it provides its governing body with quarterly prospect management reports on recent donations and donations-to-date. In the past, these reports were manually compiled from multiple spreadsheets, and were difficult to complete accurately.

“Because we lacked a single source of data for the foundation, it was difficult to report on donations and accurately analyze our donations over time. We also wanted to identify fundraising projects with high and low donation rates, and track the results of fundraising campaigns,” said Nunn.

In September 2011, UB engaged Oracle Partner ASG Group Limited to deploy PeopleSoft Contributor Relations 9.0 to complement its existing PeopleSoft Campus Solutions 9.0 applications, including PeopleSoft Campus Self Service, PeopleSoft Financials, and PeopleSoft Student Administration.

“The university recently launched its new online alumni and donor management system based on PeopleSoft Contributor Relations, and we are already seeing the benefits,” said Professor David Battersby, vice chancellor, University of Ballarat. “Alumni members now have online access to update their contact details, giving alumni the opportunity to stay in touch with their fellow graduates, no matter where they are located throughout the world. The University of Ballarat Foundation has also gained the ability to process donations, issue receipts, and produce donation reports from a centralized online system.”

 
Integrated Database Reduces Time, Effort to Manage Donations

 
Comprehensive Database Identifies Key Donors, Peak Donation Times

 
Improved User Facilities Increase Alumni Online Participation

 
Cross-Platform Integration Promotes Alumni Access to Campus Services

 
Better Integration for Alumni Worldwide

 
 

 
 

Challenges

  • Consolidate donor and alumni data into a single administration system, instead of capturing information manually on spreadsheets
  • Identify top donors, repeat donors, and project-specific donations to the university
  • Reduce time and effort needed to produce financial donation reports
  • Enable graduating students and alumni to update contact information online
  • Include all UB graduates in the UB alumni program automatically
  • Enable online registration and payment for services, such as the alumni library program

Solutions

  • Updated reports on monthly donations and donations-to-date instantly
  • Reduced the time and cost of managing the alumni program by generating a single receipt for donations rather than three different receipts
  • Produced reports on top donors and repeat donors from a centralized source for the first time, enabling better management of key donors
  • Improved tracking of responses to general and project-specific fundraising campaigns, allowing for more tailored fundraising
  • Reduced the need for manual spreadsheets to collect and manage data for alumni and donor information
  • Ensured the accuracy of alumni contact information, by providing graduating students with the ability to update their contact information online, and storing these details in a centralized system
  • Raised membership of UB alumni association from 5,000 to 100,000 and tracked 250 new logins in six weeks by automatically granting membership to all graduates
  • Created a complete and comprehensive profile of the alumni and prevented information loss due to mismatches or data integrations by directly linking historical and academic records of the alumni to the system
  • Encouraged more alumni to join the library by integrating the system with library management software, which allows alumni to register and pay for membership online
  • Provided more accurate information about the university’s alumni program and members to alumni chapters upon request
  • Ensured all alumni members have the ability to update their details online, regardless of location

Why Oracle

UB adopted the PeopleSoft Campus Solutions suite in 2007 and began implementing key modules including PeopleSoft Campus Self Service, PeopleSoft Financials, and PeopleSoft Student Administration. UB anticipated that PeopleSoft Contributor Relations would seamlessly integrate with the PeopleSoft Campus Solutions suite while meeting its need for donor and alumni management.

As part of the implementation process, UB sought support from Oracle in providing contact details for PeopleSoft Contributor Relations clients in the U.S. Nunn and the university’s Alumni/Foundation Officer arranged to view live implementations of PeopleSoft Contributor Relations at Moody Bible Institute, Illinois, and George Fox University, Oregon.

“Seeing PeopleSoft Contributor Relations’ capabilities in a live setting convinced me that it was the right solution for UB’s needs,” said Nunn. “These two universities were using PeopleSoft to achieve much more than we’d planned for. I saw that it was easily capable of handling our current requirements and taking us into the future. We really appreciated the valuable input from both universities.”

Implementation Process

UB decided to add PeopleSoft Contributor Relations to its PeopleSoft Campus Solutions suite in mid-2011. Oracle Partner ASG Group Limited, in conjunction with the University of Ballarat Project Team, commenced testing and configuration in late 2011, and the project went live in mid-2012.

“The installation was absolutely clean and seamless,” said Nunn. “We implemented the software during a normal maintenance window, which caused no downtime for the university. The implementation was so stable that students were finding and using some of the features before we announced them.”

Partner

ASG Group Limited implemented PeopleSoft Contributor Relations as part of its alumni and donor management project. This was the first PeopleSoft Contributor Relations implementation undertaken in Australia. UB chose ASG Group for its strong PeopleSoft knowledge base; the company had extensive experience with PeopleSoft Campus Solutions, Financials, Global Payroll, Human Resources, Recruiting Solutions, and Time and Labor, and had successfully upgraded several key clients to the latest PeopleSoft releases.

In addition to providing UB with PeopleSoft Contributor Relations, ASG Group upgraded the university’s PeopleSoft Financials and PeopleSoft Campus Solutions implementations.

“ASG Group Limited impressed us by seamlessly implementing PeopleSoft Contributor Relations—the first implementation in the Asia-Pacific region,” said Nunn.

“The successful implementation of Contributor Relations has been a credit to the collective professionalism, solid approach, and hard work from all involved,” said Michael Simkovic, general manager, ASG Group Limited.