Introduction to CRM-Applicants. Document Version: 1.50 Release Date: 05/07/18

Transcription

1 Introduction to CRM-Applicants Document Version: 1.50 Release Date: 05/07/18

2 INTRODUCTION TO CRM-APPLICANT MANAGEMENT CRM-Applicants tracks applications for your programmes & can hold details of any potential learner. Applicant records can be used to generate new learner records in PICS when someone starts on a programme, with data drawn down into PICS and the applicant record marked accordingly. Among many useful features you can use CRM-Applicants to: Record personal details of applicants, along with basic skills assessments, linked officers, employers etc. Track their status through the full application process. Record additional information about their application, training requirements, current and prerequisite qualifications. Enter details of interviews, meetings and other activities. Link to other PICS subsystems including Vacancy Manager, Course Manager, Surveys, User Defined Forms (these require purchase of additional licences). Generate reports. CRM has its own reports and the PICS AdHoc reporter will also report on applicant data. Learning to use a computer system takes time. This guide won t make you an instant expert but it should give you a good introduction to CRM-Applicants. With time, and especially by using the reports, you should be able to reinforce what you learn and add to that knowledge. The main topics covered in this guide are: 1. Accessing the system. 2. Setting up the system for use. 3. Entering applicant details, tracking progress 4. Transferring applicant data to PICS. 5. Producing reports. Further detail on both CRM Applicants and other related CRM facilities is in the PICS help file. Press the [F1] key in PICS to open it or use this link. PRIOR KNOWLEDGE FOR THIS TRAINING You should be familiar with your company s internal procedures for managing applicants. Data entry experience of PICS may be useful but not essential. 1

3 APPLICANT MANAGEMENT IN PICS CRM CONTENTS INTRODUCTION TO CRM-APPLICANT MANAGEMENT... 1 Prior Knowledge for this Training... 1 SECTION 1. INSTALLING & SETTING UP THE SYSTEM... 3 Installation & licencing... 3 Set up... 3 SECTION 2. MAINTAINING APPLICANT DATA... 5 MAIN FUNCTIONS... 5 Starting CRM-Applicants... 5 Applicant selection list... 5 Creating a new applicant record... 6 Supplementary applicant information... 6 Related CRM data for applicants Save and edit applicant details CRM-APPLICANTS TO PICS DATA TRANSFER SECTION 3. REPORTS Report Scheduler AdHoc reports and CRM-Applicants SECTION 4. REVIEW

4 SECTION 1. INSTALLING & SETTING UP THE SYSTEM INSTALLATION & LICENCING As CRM-Applicants is a subsystem for PICS you will need to purchase a licence to run the software. It is run from your main PICS installation and all relevant software and files should already be loaded. It requires either a PICS CRM Silver or Gold licence, or can also be bought separately. SET UP In PICS user accounts you need to give users the necessary access permissions. These are held in General - Applicant management' and CRM/Organisations Applicants. Some other CRM settings may also be relevant. The PICS help file section 'PICS administration - Password Maintenance' explains this but please contact the Pellcomp support desk if you need assistance. Next you need to make some configuration settings in PICS: Login to PICS as a supervisor and from the PICS main screen click 'Basedata Maintenance. From the Basedata menu bar run Main > PICS Configuration. There are two tabs with settings that affect CRM Applicants. These options need to be discussed with either the support team or the trainer. Remember to save the settings after making changes. Select the tab for Applicants. Select the tab for Imports then the sub tab for Applicants. 3

5 CRM-Applicants utilities & backup CRM-Applicants automatically has access to other relevant CRM data including: Organisations, such as employers, schools & colleges. Contacts, internal officers and external contacts. Appointments and other Activities. Applicant data can be backed up either through your own server backup for PICS data files (recommended) or through the PICS internal backup facility. Data entry case A setting can convert entry of name and address to Proper Case, meaning that the first letter of each word is capitalised. So if you enter FORE STREET or fore street they will be converted to Fore Street. From PICS main screen menu bar run Defaults > Customise. Select the Display/Data Options and in the section for Name and Address Input select Convert to Proper Case. 4

6 SECTION 2. MAINTAINING APPLICANT DATA MAIN FUNCTIONS Data capture is simple - you can enter as little or as much as you need. Basic details such as name, address, date of birth etc, are explained from page 6 - only a few fields are mandatory. All the remaining screens are optional, so you can make best use CRM-Applicants for your circumstances see the section starting on page 6 for details of these. STARTING CRM-APPLICANTS Login to PICS as usual and from the main screen click [CRM/Organisations]. In CRM click the button [Applicants]. (There is a system option to make Applicants the default view screen in CRM each time you start it.) Initially the main CRM applicant selection screen is displayed, Applicant Menu Basic details of selected applicant List of applicants Filters for applicant list similar to that below. APPLICANT SELECTION LIST Single -click on an applicant name in the list to select them and you can see their basic details. The menu on the left-hand side controls access to standard CRM facilities. We ll look at these later on. You have several ways to find an applicant in the list: Use the scroll bar, cursor keys or the page up/down keys to scroll through the list OR Single click on the name at the top of the list and type the surname of the learner you want to find. As you do so the cursor moves to the first record in the list which matches your entry. For example, if you want to find a learner called Sinclair, type [S] and the cursor moves to the first learner in the list starting with that letter. Following this quickly with [I] gives you the first one starting with SI and so on. Note this set of initial letters appears on the window bar at the top (next to the title PICS CRM ) - it 5

7 decays after a few seconds: if you press [S], go away and make a cup of tea, and then press [I], PICS takes you to the first learner whose name starts with I. Click in the Search box above the list, enter the name to look for and click the button. To remove this filter click X. Filter the list using the options at the bottom of the screen. To remove these filters click [Reset]. CREATING A NEW APPLICANT RECORD From the applicant selection screen, on the Home ribbon click [New]. (You may get a pre-entry screen to search for existing applicant records before creating a new one (this is an optional facility). If so enter details and click [Search]; a list of possible matches is shown. If none of these is the person concerned click [New], if they are shown you can click [Edit and Close] to open the record. If the pre-entry screen isn t enabled, or there is no match on existing records, you can enter basic details of the applicant. Surname and Forename are mandatory values. Complete as much as possible, as it can be copied into PICS later when the person starts on a programme. Some fields, e.g. ethnicity, have drop lists of standard values. The Employer button gives a list of your employer Organisations in CRM and these are maintained locally. Once you have completed the basic Details screen, you can either: - click [ Save & Close] to complete the new entry and return to the Applicant list page; or - click [ ]and continue to another page on the side menus to enter further details of this record. In this case do the latter - save the record and then on the Information side menu click Additional ; if you don't save the record first you will be prompted to do so before continuing. SUPPLEMENTARY APPLICANT INFORMATION CRM Applicants captures a lot of data and each company decides for themselves what is useful and relevant. Below is a summary of the main pages - further details are available in the help file. Note that some pages depend on having purchased additional licences. The menu for Information covers the many supplementary data items you can enter for your applicants 6

8 The basic principles of entering data to each screen are the same as for the Details screen. Some of the pick lists have default lists set for them whereas others are blank for you to define to meet your requirements. Move between the additional screens by clicking the menu tree options at the left hand side. Additional. Many of the fields here will be very useful for tracking the applicant through the application process. Fields include: Contact officers, former School/College, transport options, system export status (i.e. to PICS) and other significant optional data. ILR data. Data in this page will be transferred to the learners ILR if the applicant record is imported to PICS as a New Client (see page 12). Training Plan holds details of basic skills, Qualification Plan, planned start date and programme. For Apprentices also holds details of DAS cohort and intended costs. Much of this data will be transferred the learners ILR if the applicant record is imported to PICS as a New Client 7

9 Attributes only appears if you have the Vacancy Manager licence. See the separate training guide or PICS help file for details. Provider Notes only appears if you have defined your own data fields to hold information not catered for by the standard fields. These can be formatted to hold text, dates, numbers and picklists and are created in the main PICS application, through system base data. Details for this are available from the PICS help file. Please contact the support desk first, partly to check that there isn t a field hiding somewhere which you could use and also to confirm how to set up the fields. Reporting on these local fields is through the AdHoc reporter. Provisions. This screen allows you to record information about the SOC/SIC/Sector/Occupational Areas appropriate to the applicant. These values may be used when searching for Vacancies. Click on the [+] buttons to add a new SSA/SOC/SIC/Sector/Occ Area etc. Codes can be removed by clicking [Delete]. Prior Quals. This holds the same data as the Previous Qualifications tab in PICS-ILR screens - the details may also be transferred to PICS when the learner starts. Click [New] to add a new qualification. The title pick list is built from text entered directly to the field. Select an existing value or enter a new title. All the other fields are optional. Enter an achievement date, select a level and grade, proxy type etc. Enter text to the proxy and relaxation for fields. Click [ Save] to save and exit the item. 8

10 Status History. This is a significant user-defined value for tracking applications; it is also available as a filter in the main applicant list. You will need to define the status levels first, e.g. received, in progress, invited for interview, on hold, accepted. Note that PICS also allocates a status when a record is imported from CRM-Applicants. Please think carefully about the status structure you need before creating it; amending the structure later on may cause confusion. You can change descriptions but not the codes which identify them. Click [New] to add a status record. Use the [ ] buttons next to Status (mandatory) and Sub-Status (optional) to create the structure. The latter allows you to give more detail to the former. In this screen shot Status 04 Invited for interview has two sub-status values, Invite sent/accepted - it might also have invite rejected. The effective date defaults to the current date and time but can be amended. Click [ Save] to save and exit the item. As required, use the [Edit] and [Delete] button to update or remove entries. Notes and Documents. You can create a set of standard document types and link them to each applicant. There is also an option to import the actual document for the applicant. To create the document types: Click [Edit types] to open the maintenance table. Click [New] and enter a code and description, leave the status as Live. Click [OK] to save. Repeat as required then click [Exit] to leave the maintenance table. The types entered appear automatically against all applicant records. 9

11 To update a document type for the applicant: Double click the line for relevant type in the applicant s table. Update the values, status, effective date etc. Use the [ ] button to browse for the file for this applicant. Click [ Save] to save and exit the type. Prerequisite qualifications If an applicant is interested in a particular qualification, course or programme, they may need some background knowledge or skills in order to enrol. Any qualification can be defined in PICS Qualification Base Data to be used as prerequisite in CRM-Applicants and then linked to the applicant. If the Prerequisite qualification is part of a Qualification Plan then you can optionally link this plan to the applicant in the Additional page. Further details of Qualification set up (Base data, Plans) are available in the PICS help file - this is normally handled by the PICS administrator. To link the Prerequisite qualification to the applicant: Click the menu item for Prerequisites. You can add, edit and delete qualifications. To add an entry click [New]. This gives a list of the qualifications that you have defined as prerequisites in Qualification Base Data. Find and double-click on the required qualification to add it to the table. If the list is long you can sort it by code or description/title using the [View] button; or from the menu bar run 'Search-Filter' enter a value to find and press the <return> key. Enter details as required, e.g. expected and achieved dates and click [OK] to save. Fields such as Status, Location, Tutor are user defined pick lists. Status is used in reports Using the CRM-Applicants reports you can then identify, among other things, applicants who have achieved all their prerequisites, and are therefore ready to be enrolled onto their learning programme. Course Enrolments only appears if you have the separate licence for our Course Manager module. You can create courses, enrol applicants or learners onto them and record attendance. This page will show all courses on which an applicant is enrolled. For full details see the Course Manager guide on our website or the help file to summarise the use in this page: Click [New] and select the Course Type and Course (use the filters below the table if necessary to help find the required values). 10

12 Click [Select this course], check and update the enrol/start/end dates and click [ Save]. Additional Forms only appears if you have the User Defined Form builder licence. It shows your locally created forms. See the separate training guide or help file for details. Surveys only appears if you have the Survey Builder licence. It shows your locally created surveys. See the separate training guide or help file for details. RELATED CRM DATA FOR APPLICANTS The menu for Related items covers the many useful standard CRM facilities to which applicant records can be linked (Organisations, Contacts, Activities, Vacancy Applications, File Attachments etc) - please see the main PICS CRM guide, the Vacancy Manager guide, or the PICS help file for full details of these facilities. CRM Activities are particularly useful for recording phone calls, interviews, s and other contacts with the applicant. These are explained in section 3 of the CRM guide. SAVE AND EDIT APPLICANT DETAILS You have two save options: - Click [ Save & Close] from the Details tab or the button to return to the Applicant list page; or - Click [ ] to continue to another page on the side menus to enter further details of this record. To edit applicant details: In the Applicant list find the record required (see page 5) and double click to open it. 11

13 CRM-APPLICANTS TO PICS DATA TRANSFER Applicant personal data entered to CRM-Applicants can be drawn down into the main PICS screens when entering new learner/client details. First you need to ensure that you have set PICS to give the option to import data from CRM-Applicants (see page 3). Once the settings are made in PICS, when you enter a new client to PICS you can select the applicant to import. Note that entering a new main aim or form does not give this option, as the existing PICS details for the client will be used. From the client selection screen in PICS, click [New client]. At the initial details screen, click [Import Applicant]. This displays a screen that can show either all applicants in CRM-Applicants or just those for a particular programme - use the tick boxes to adjust the display. Basic details for the selected applicant are shown to help identification. EITHER: to import data for an applicant to PICS, select the required line in the table and click [Import Applicant]. OR to avoid importing any data from CRM- Applicants, just click [Cancel]. Options to control applicants shown in list, by programme etc Some of the imported details will then be shown in the New Client box (name, date of birth etc). Other information will be drawn down into the new client when you progress to the main entry screens (address etc). Continue with entering the new start as usual. When the new PICS record is saved, the system will apply a status flag to the Applicant record to show that it has been Transferred to PICS. 12

14 SECTION 3. REPORTS These are available in several places, either reporting directly on applicant records or via other data items to which they can be linked. REPORT SCHEDULER These reports are available to all PICS users to run manually; an additional licence is required to schedule them to run automatically. From the CRM Applicants page, select the Tools ribbon, click under the Reports button and select [Scheduled Reports]. Alternatively, from PICS main screen click [Schedulable Reports]. In the side menu see the title Applicants and reports available beneath it. There are 4 reports, explained in detail in the PICS help file (press F1): Status. Shows current applicant status and changes to it. Status Distance Travelled. Shows how applicants have moved between your Status values in the date range given. Days in Status. Show how long an applicant/learner/sales opportunity has been in a particular status in the date range given. Activities. Show CRM activities linked to applicants with a due or completed date in the date range, or all activities in the date range. Other reports in this facility can also be focussed to look at applicant data. These are also explained in detail in the PICS help file (press F1):: Course Manager. Three reports on courses that may be linked to applicants, Summary, Attendance & Timetable. Each can be focussed on Applicants (note the Course Manager is separately licensed). Activities > Last and Next Activities. Select the Entity for Applicant to report CRM activities linked to them. Opportunities > Summary. Select Output Type Applicant Count to count applicants associated with sales opportunities. Auto SMS/ is used to send texts or s. It has several reports linked to applicants, select the Recipient Applicant in each case: o Enrolment start. Contact applicants regarding their enrolments on courses (note the Course Manager is separately licensed). o Status Change. Contact applicants to identify a change in the status of their application. o Activities. Contact applicants to notify them of a CRM Activity to which they are linked. ADHOC REPORTS AND CRM-APPLICANTS For full details on using the AdHoc reporter please see the main AdHoc Reports guide. Below is an outline of the areas of AdHoc used specifically for CRM-Applicants. From the CRM Applicant page, select the Tools ribbon and click [AdHoc Reports]. Selection Criteria. In the Personal Details - General page you need to select the option CRM- Applicants and deselect Learners and Customers to report only on Applicant data. There is a tab with several sub tabs with specific criteria for Applicant data. Output. The tab Applicants holds most specific Applicant output values. In the Learner Details - Main page the following values relate also to Applicants: Name fields, title, address fields, mobile phone, telephone, , NI number, date of birth, sex, ethnicity (and description). The tab Provider Defined Notes relates to locally defined fields used by PICS and CRM- Applicants. 13

15 SECTION 4. REVIEW That concludes the training guide for CRM-Applicants. You have seen how to: Enter a new applicant and record basic personal and other information - page 6. Enter supplementary applicant details - page 6 Edit and save details - page 11. Import Applicant data to PICS - page 12. Run reports - page 13. We hope that you find the system simple to use but please take a short while to practice what you have learnt. If you require further assistance please contact Pellcomp. CRM-Applicants from 14