Lead Profile [2009]

 

 

 

Module Description

The Lead Profile consists of 6 tabs (List of Leads, Detailed Information, Print Preview, DRN Correction Viewer, Transactions and Staff Tasks.) The first point of entry for a Lead is recording their personal contact information under either Lead Card or Lead Profile (info saved on a Lead Card may also be accessed in a Lead Profile). Lead follow-up efforts are documented on the students Lead Profile as transactions.  Also at this time more information is recorded on the Lead Profile Detailed Info tab about the student as it is obtained during the recruitment process.

 

The Staff Task tab provides a list of task that the recruiter or Admissions Rep needs to follow up on.

 

Lead Profile:

 

If the recruiter or Admissions Rep wants to initially record more detailed information they can create a Lead Profile instead of a Lead Card.  The Lead Card opens in ADD mode and is ready for quick entry. 

 

The required fields are bolded and marked with an * asterisk.  You may document as much detailed information as you would like, but the required fields must be completed in order to save the lead profile.

 

When a lead is moved to admissions the student’s Lead Profile becomes inactive.

 

Transactions:

 

Required Transactions must be posted in order and have the correct status before posting the next transaction.  

 

Appointment

Status: Showed or No Showed

Application

Status: Accepted for Enrollment

Enrollment

Status: Move to Admissions

 

An Enrollment transaction must be posted with a status of Move to Admissions before a lead can be moved to admissions.

 

Do not use the following characters in the entry of data: “ “ (  ) or the Tab Key i.e.,. Smith, Bob “Rocky” or Smith, Bob (Rocky) and Smith, Bob (tabbed space) Rocky. 

 

NA (Non-Applicable) can be used for the required fields and has been set as the default value for the address.  If you know the leads address just type over the NA. 

 

 

 

 

Field

Description

Key

Refers to the number sequentially assigned for each entry

Key Source

 

Active Record

Refers to the status of the Lead Profile

Name (LN,FN, MI)

Name of the lead (last, first, middle initial)

Social Security Number

The Lead’s Social Security Number

Gender

The lead’s sex type (female or male)

Address, City, State, Zip code, Country

The Lead’s Address, City, State, Zip code, Country

Foreign Postal Code

Postal code of country if different than United States

Residence of State

Yes-Lead is a resident of the State in Current Address. No- Lead is not a resident of the State in current address

As Of

The date the lead became a residence of the state

Permanent Contact Number, Fax Number, Mobile Number, Work number

The Lead’s primary phone number, fax number, mobile phone number and work phone number

Is it OK to text?

Yes- indicates the Lead allows receiving a text from school. No- indicates the Lead doesn’t want to receive texts from school.

Emergency Contact Person and No.

Refers to the Name and phone number of the person to contact in the event of an emergency regarding the Lead.

Impairment

Listing of any impairments the Lead may have

Email Address

The Lead’s email address

Birth Date

The Lead’s Date of Birth

Marital Status

Refers to whether the Lead is married or not

Is Lead Hispanic/Latino?

Yes- Lead is of some or all Hispanic/Latino ethnicity. No- Lead is not from any Hispanic/Latino Ethnicity.

Language

Primary Language spoken by the Lead

Is Lead from one of the following Races?

Select the Race(s) of the Lead (multiple Yes answers allowed)

Want Aid?

Yes- the Lead is interested in Title IV Aid. No- Lead is not interested in Title IV Aid

Last Grade Completed

Refers to the last grade level completed by the Lead prior to enrolling into your school

Highest Degree Achieved?

Highest Degree Achieved by the Lead prior to enrolling into your school

Month/Year Achieved?

The Date the Lead Achieved their Highest Level of Education prior to enrolling at your school.

Course of Study

The course of study the lead is interested in taking when they initially call the school

Estimated Start Date

The start date the lead is interested in starting their training for the course of study chosen

Intended Session

This is the session type the lead wishes to attend defined in the TRX #3007 Type Flag Definitions

Inquiry Method

This is the leads inquiry method which brought the lead to the school.  The dropdown choices are defined in the control TRX # 2004 Kinds of Inquiry

Inquiry Date

The date the lead inquired or contacted the school for information about training

Staff

The staff the lead is assigned to.  The dropdown choices are defined by assigning the staff member to the recruitment or admissions department in TRX # 1041 Employees.  (employee profile)

Media Used

The media which brought the lead to the school as defined in the control TRX # 2003 Advertising Media Usage

Comments

Note comments that would be potentially helpful for the staff member or school to remember

Referred By

Type of Outside Agency who referred the Lead to the School. Options here are defined under Trx 1002, 2006 & 2007.

Company

Company Name of referral source.

Insurance

If Lead is being referred to school and an insurance co. is involved in payments of tuition, select this option. Options here are defined under Trx 1002, 2006 & 2007

Adjuster

Name of Insurance adjuster working with Lead

Letter of Authorization

Type of Authorization Letter provided by third party for payment

Mode of Payment

Refers to how the payments will be submitted to school

Last Updated By

RGM generated field used to note the last staff member who updated the lead card/profile

Last Updated On

RGM generated field used to note the last date the lead card/profile was updated

 

 

Loading the Student Data from the “Get From ISIR Button”

 

 

After clicking ADD and prior to entering data into the fields, you may click GET FROM ISIR button at the top right. If the prospective student already has an ISIR received in RGM, this will allow their personal data to be copied from the ISIR directly into the Lead Profile.

Click GET FROM ISIR/Select the Award Year/Click on the selected prospective student/click Select

Once the data from the ISIR is populated into the profile, enter the remaining data and click SAVE

 

Lead Profile-DRN/Correction Viewer Tab

 

 

The DRN Correction Viewer Tab allows you to view the corrections made to a Lead’s ISIR as well as enter a DRN number for a Lead to be automatically sent to request their ISIR.

 

Field

Description

Date

Date the DRN was entered or other ISIR changes were made

ISIR ID

Refers to the ID# of the ISIR

DRN

Refers to the Four digit DRN number assigned to the Lead to request their ISIR

AY

Award Year of the ISIR

FLD#

Field number on the ISIR

FLD Val

Value entered in the selected field on the ISIR

Sent

Status of RGM sending the ISIR correction/DRN #

ACC

Yes or No if the ISIR correction was accepted

ED Stat

Status of receiving the ISIR back from ED with correction made.

 

Lead Profile-Transactions Tab

 

 

The transactions Tab allows you to track transactions as they occur in the Recruitment process. Transactions to display here are first set-up under Trx 2005- Kinds of Recruitment Transactions. Transactions posted here may also be tracked under Recruitment Reports- Lead List. Follow-up Tasks can be added under this Tab and printed under the Staff Tasks Tab.

 

 Adding a Transaction Record:

1.If there are existing record(s) to display the screen will list all transactionentered and maintained in the system. To add or create a record, click the ADD button on the toolbar. To MODIFY an existing transaction, click the MODIFY button on the toolbar.

NOTE: The NEW LEAD transaction is automatically generated by the system when the Lead Card/Profile is saved and cannot be deleted or modified.

2.Choose from one of the following transactions available in the Transactions dropdown menu:

NOTE:  Required transactions are marked with an asterisk.  Required fields are defined in TRX # 2005 Kinds of Transactions.  See the help files for TRX # 2005 Kinds of Transactions for more detailed information.

3.When all necessary entries have been made, save the created record by clicking the SAVE button on the toolbar. If you want to cancel the process, just click the CANCEL button and the system will bring you back to View Mode. 

 

TRANSACTION FIELD DESCRIPTIONS

Fields that are common to all transactions are only listed once

Phone Call Fields

Descriptions

Call Date, Time & Duration

Enter the date, time and call duration in minutes

Staff

Choose the staff member assigned to the transaction

Comments

The comment box is for the transaction comments and follow up task comments 

Status

Successful:  if you were able to talk to the lead then it is successful. If you were not able to talk to the lead, left a message, etc, it is unsuccessful and if you were able to schedule an appointment then post a status of Scheduled Appointment.  After saving an appointment transaction will automatically open in add mode for the appointment to be posted.

Email Fields

Descriptions

Email Date

The date the email was sent

Postal Mail Fields

Descriptions

Postal Mail Date

The date the postal mail was mailed

Appointment Fields

Descriptions

Appt Date, Time & Duration

The date & time of the appointment and expected appointment duration in minutes.  The system will not allow you to over book

Appointment With

The staff member the appointment is with

Application Fields

Descriptions

Application Date

The date the application was received

Application Received Prior To Appointment/School Visit

If the application was received prior to the appointment/school visit check this box (Ex. application forms and fees sent via mail prior to visiting the school).

Enrollment Fields

Descriptions

Enrollment Date

The date the enrollment agreement was completed.

Enrollment Accepted Prior To Appointment/School Visit

If the enrollment was received prior to the appointment/school visit check this box (Ex. application and enrollment forms sent via mail prior to visiting the school).

Orientation Fields

Descriptions

Orientation Date

The date of the student’s scheduled orientation.

Payment Fields

Descriptions

Date Paid

The date the school received the money from the lead/student.

Amount

The amount the school received from the lead/student.

Receipt #

The receipt number issued

ISIR Request with DRN Fields

Descriptions

Date

The date the DRN request was made

DRN #

The DRN #

Award Year

The award year

ISIR ID

The ISIR ID

Other Fields

Descriptions

Date

The date of the Other transaction

 

CREATING A FOLLOW-UP TASK RECORD

1.If there are existing record(s) to display, the screen will list all Follow-Up Tasks entered and maintained in the system. To add or create a record, click the ADD button on the toolbar. To MODIFY an existing transaction, click the MODIFY button on the toolbar.

2.Choose from one of the following transactions available in the Follow-Up Task dropdown menu:

3.When all necessary entries have been made, save the created record by clicking the SAVE button on the toolbar. If you want to cancel the process, just click the CANCEL button and the system will bring you back to View Mode.

 

          Lead Profile- Staff Tasks Tab                     

You can view your Follow-up Tasks from the Staff Task tab.  If you have permission to view other staff member’s tasks then choose the staff member’s name from the Staff dropdown menu.  Appointments are also listed as well as any reassigned leads assigned to the Recruiter or Admissions Rep.  Click the lead, task or appointment and update the status as needed.