Frustrated with your application management process? (Part II)

WIZEHIVE / JULY 21, 2015

FRUSTRATED with yourAPPLICATION MANAGEMENT PROCESS?

PART TWO: REVIEW PORTALS

Nate BuckwalterDirector of Sales

WizeHive, Inc.

ABOUT NATE

Application management specialist with 3+ years experience in the application capture, review, and administration space helping foundations, associations, state and local governments of all sizes specializing in grant, scholarship, fellowship, and accreditation processes.

Contact Nate [email protected] 215-268-6913 or 1-877-767-9493

Sam SalleyImplementation Specialist

WizeHive, Inc.

ABOUT SAM

Sam is a seasoned veteran member of the WizeHive Implementation Team managing customer accounts of all shapes and sizes. During her time at WizeHive, she has supported customers in the build of their online application & review management system, and successfully taken over 65+ organizations live.

Contact Sam [email protected]

TODAY’S AGENDA

1. Introductions

2. Accreditation 101

3. Why manage online?

4. What to look for in an online system

5. Hindsight is 20/20

6. Question & Answer Session

WizeHive Overview →

1. WizeHive Overview

2. Implementation Methodology

3. Getting Started

4. Private vs Public Portals

5. Advanced Features

6. Things You Should Know: Sam’s Top 3


Nate Buckwalter, [email protected]

Samantha Salley, [email protected]

WIZEHIVE OVERVIEW

wizehive

zengine

WizeHive is the web's leading platform for the intake and management of applications for grants, scholarships, fellowships, awards, contests and competitions. The result is the elimination of paper and time spent copying, collating, mailing, and organizing all of that information. In addition, its collaboration and decision making tools provide a simplified way to help them make better, faster decisions.

Zengine is a cloud-based platform that empowers a non-technical person to quickly build custom business applications, while also allowing developers to extend the application by adding integrations and complex functionality. Zengine can be used to track customers, job candidates, projects or more and replaces paper processes, outgrown spreadsheets, or generic software products.

WIZEHIVE OVERVIEW

2,680,000+entries collected

WIZEHIVE OVERVIEW

3,890,000+files uploaded

WIZEHIVE OVERVIEW

11,100,000+reviews processed

IMPLEMENTATION METHODOLOGY

Our Support Team →Seven Steps to Success

IMPLEMENTATION METHODOLOGY

Getting Started →

Our Support TeamSeven Steps to Success →

Seven Steps to Success1. Kickoff / requirements call2. Documenting the requirements3. Obtaining approval on requirements4. Building the solution; training5. Testing your program6. Making changes to your program7. Go-live with your program

STEP ONE

GETTING STARTED

Hi, it’s nice to meet you! →Planning, planning, planningLet’s buildLet’s get to know your process

- Careful definition of requirements- Understanding of all stages of the

management process

No two review programs are the same- We take a fresh approach to each solution,

coupled with our experience running application processes for 500+ organizations

- Your software should fit you, not the other way around

STEP TWO

GETTING STARTED

Hi, it’s nice to meet you! Planning, planning, planning →Let’s buildThe more planning, the better

- Thorough planning ensures a smooth process when it comes time to run your program

- Very helpful for multi-round reviews- Timing is everything

Requirements definition- As a part of our implementation

methodology, we take time to define your program’s requirements and the features we’ll need to utilize to build the perfect solution

STEP THREE

GETTING STARTED

Hi, it’s nice to meet you! Planning, planning, planning Let’s build →A few different approaches

- We build and train how to use- We teach + we build + you build- We teach + you build

Streamline and automate- Less training and setup time each year- Easier for reviewers of all ages and levels of

technology literacy- Accessible for reviewers

Private vs. Public →

PRIVATE VS PUBLIC PORTALS

Private portals →Public portals

Private portals

- For programs where the judging and review process is done in private, login and password credentials are provided to reviewers so they may conduct their reviews

- Reviewers login to see only the applications they have been assigned

- Save drafts to complete reviews in multiple sittings

Public portals- For programs where the judging and review

process is done publically, no credentials needed to conduct reviews

- Perfect for displaying finalists or programs that include an open voting period




PRINT / SAVE PDF

APPLICANT NAME / ID

ADD / EDIT REVIEW

VIEW SUPPORTING DOCUMENTS

APPLICANT INFORMATION



REVIEWER INSTRUCTIONSPDF




Public portals- For programs where the judging and review

process is done publically, no credentials needed to conduct reviews

- Perfect for displaying finalists or programs that include an open voting period

Advanced Features →

Private portals Public portals →


ARCHITECTURAL DESIGN AWARDS

Western Red Cedarconstruction.com






ADVANCED FEATURES

Assignments & notifications →Making blind reviewsConditional fieldsFile viewingCalculations & reports

Assignment types- Individual Assignments- Automated Assignments- Batch Assignments

Automated assignments and notifications- Through workflow actions and triggers,

applications can be assigned to reviewers- Folders, categories, stages- Automated reminders to reviewers

Assignments Grid- Color coded for easy reference- Up to date status check

ADVANCED FEATURES

GREEN = COMPLETED

YELLOW = DRAFT

RED = NOT STARTED

ADVANCED FEATURES

Blind reviews- Sometimes good to have reviewers make

reviews in blind fashion- Hide first name, last name, or any data from

reviewer

Assignments & notificationsMaking blind reviews →Conditional fieldsFile viewingCalculations & reports

ADVANCED FEATURES

Conditional Fields- Usually associated with application forms,

but great for review portals, too- Dynamically show or hide fields based on

responses to certain fields- Example: Reviewers representing a

certain board or with a specific title see a different set of questions than others

Assignments & notificationsMaking blind reviewsConditional fields →File viewingCalculations & reports

ADVANCED FEATURES

File Viewer- No need to print applications and

associated files- Comprehensive file viewer in portal- File attachments: Documents, Audio, Video

Assignments & notificationsMaking blind reviewsConditional fieldsFile viewing →Calculations & reports

ADVANCED FEATURES

Assignments & notificationsMaking blind reviewsConditional fieldsFile viewingCalculations & reports →

Scoring Calculations- If you have multiple scores and they add up

or average on the form, you’ll pick the average or total. This is the average or total score given by all judges.

- Normally, average is selected. If you select average, the score will appear as stars next to the applicant's name on the custom form tab.

- If you select total, the total score will appear next to the applicant's name.

ADVANCED FEATURES

THINGS YOU SHOULD KNOW: SAM’S TOP 3

Before you start →Timelines that make senseKnow your teamNail down your process before you start

- Begin thinking about how you’d like your process flow to work

- How many stages / rounds of review


Before you startTimelines that make sense →Know your teamDefine timelines that actually work

- Leave yourself enough time to regroup in between stages

- Don’t end one stage at 11:59pm Monday night and start stage two at 12:01am on Tuesday… space things out


Before you start Timelines that make senseKnow your team →Who are your reviewers?

- It may sound simple, but having your reviewers lined up as soon as possible will be key to your success

- Plenty of time for notification, explanation of new process

Question & Answer →

QUESTION & ANSWER

QUESTION & ANSWER



TODAY’S AGENDA

1. WizeHive Overview

2. Implementation Methodology

3. Defining Your Review Process

4. Private vs Public Portals

5. Advanced Features

6. Things You Should Know: Sam’s Top 3




WIZEHIVE / JULY 14, 2015

FRUSTRATED with yourAPPLICATION MANAGEMENT PROCESS?

PART TWO: APPLICATION FORMS

Frustrated with your application management process? (Part II)

Software