Project Europa:
The UT Dallas CRM Project
Project Overview
The University of Texas at Dallas has embarked on a digital transformation to implement an enterprise-wide Constituent Relationship Management (CRM) system to enhance the UT Dallas experience with a 360-degree view for students, faculty, and staff. This CRM strategy will support the whole student lifecycle, from the moment future students are identified as prospects, become Comets, and persist through graduation, allowing UT Dallas to provide higher quality opportunities for engagement.
Guided by the Phase 0 CRM Selection Steering Committee with the assistance of consultants Kennedy & Company, UT Dallas has partnered with Attain Partners to implement a Salesforce CRM, which will best address the needs of the University. The CRM will be integrated with many existing solutions across UT Dallas to centralize and streamline constituent engagement across the University, including Oracle PeopleSoft Campus Solutions system (“Galaxy”), Blackboard LMS, and Raiser’s Edge. The CRM will enable UT Dallas to gain a deeper understanding of our constituents, leading to enhanced outreach and an exceptional experience for all individuals and organizations interacting with the University.
Salesforce Demos
As part of the university-wide CRM implementation, the CRM Executive Steering Committee is hosting a series of virtual Salesforce Education Cloud Demos. These sessions, led by our Salesforce partners, aim to showcase the general features and capabilities of Salesforce. These demos will provide an overview of various functionalities and demonstrate how they can enhance admissions and student success operations, improve the UTD experience for students and alumni, and support the daily work of faculty and staff.
| Date | Demo Recording |
|---|---|
| July 22, 2024 | Salesforce Demo: Student Success |
| June 17, 2024 | Salesforce Demo: Undergraduate and Graduate Admissions |
News & Updates
Phase 2 (Implementation) has launched. The Executive Steering Committee and Project Teams are actively working with Attain Partners on project sprints focused on Admissions and Enrollment.
Upcoming Meetings
| Date | Meeting |
|---|---|
| August 26, 2024 | Executive Steering Committee Meeting |
Project Timeline
Phase 2: Implementation, Integration & Data Migration
Status: In Progress
Phase 2 consists of the configuration, implementation, and integration of the CRM based on the information gathered during Phase 1. Phase 2 began July 1, 2024 with the Phase 2 Kickoff Meeting held by Attain Partners.
Phase 2 Timeline
Past Meetings
| Date | Meeting | Agenda |
|---|---|---|
| August 8, 2024 | Executive Steering Committee Meeting | Meeting Agenda: August 8, 2024 |
| July 11, 2024 | Executive Steering Committee Meeting | Meeting Agenda: July 11, 2024 |
Committee & Project Teams
CRM Executive Steering Committee
The Executive Steering Committee serves as the primary advisory group for the CRM Implementation project, providing strategic direction and high-level decision-making support.
| Member | Title | Unit |
|---|---|---|
| Dr. Serenity Rose King | Co-Lead, Associate Vice President for Institutional Success and Decision Support | Office of Institutional Success and Decision Support (OISDS) |
| Dr. Dawn Owens | Co-Lead, Faculty Advisor and JSOM Clinical Associate Professor, Academic Senate Member | Naveen Jindal School of Management (JSOM) |
| Dr. Wray Weldon | Co-Lead, Assistant Vice President, Institutional Success Tech and DMO | Office of Institutional Success and Decision Support (OISDS) |
| Dr. Raul Hinojosa Jr. | CRM Change Manager, Senior Director for Policy and Process Improvement | Office of Institutional Success and Decision Support (OISDS) |
| KatyBelle Edwards | CRM Implementation Project Manager | Office of Institutional Success and Decision Support (OISDS) |
| Dr. Courtney Brecheen | Senior Associate Dean of Undergraduate Education | Office of Undergraduate Education (OUE) |
| Dr. Poras Balsara | Professor of Electrical & Computer Engineering and Associate Dean for Academic Affairs | Erik Jonsson School of Engineering and Computer Science (ECS) ) |
| Eric Van Leeuwen | Assistant Dean of Graduate Education | Office of Graduate Education |
| Ingrid London | Assistant Provost for Admission and Enrollment | Office of Admission and Enrollment |
| Jennifer McDowell | University Registrar | Office of the Registrar |
| Ryan Meyers | Senior Director, Academic and Administrative Systems Development | Office of Information Technology (OIT) |
| Shivani Narain | Executive IT Leader and Sr. Director, Identity Governance and Digital Transformation Support Services | Office of Information Technology (OIT) |
| Dr. Amanda Smith | Associate VP for Student Affairs and Dean of Students | Division of Student Affairs |
| Dr. Chad Thomas | Senior Associate VP of Student Affairs | Division of Student Affairs |
| Ryan White | Assistant Vice President for Residential Life | Division of Student Affairs |
| Juncheng (Jessie) Wu | Director of Data Warehouse | Office of Institutional Success and Decision Support |
CRM Technical Steering Committee
The Technical Steering Committee oversees the technical processes of the CRM implementation, supporting complex challenges, integration, and data migration.
| Member | Title | Unit |
|---|---|---|
| Dr. Wray Weldon | Assistant Vice President, Institutional Success Tech and DMO | Office of Institutional Success and Decision Support (OISDS) |
| Scott Simpson | UTD EIR Accessibility Coordinator | Office of Information Technology |
| Shivani Narain | Executive IT Leader and Sr. Director, Identity Governance and Digital Transformation Support Services | Office of Information Technology |
| Ryan Meyers | Senior Director, Academic & Administrative Systems Development | Office of Information Technology |
| Dr. Gregory Newman | Assistant Dean of IT Operations | Erik Jonsson School of Engineering and Computer Science (ECS) |
| JJ Visconti | Manager of Information Technology | Office of Enrollment Operations |
| Dr. Mohammad (Mo) Naseri | Associate Professor of Instruction, Operations Management, Director of Digital Services and Analytics | Naveen Jindal School of Management (JSOM) |
| Kelley Atwood | Director, Data Services | Development and Alumni Relations |
| Dr. Darren Crone | Assistant Provost, Distance Learning Coordinator | Educational Technology Services |
| Franklin Foxworthy | Director of Financial Aid - Technology | Office of Financial Aid |
| Dee Lambert | Director of Administration and Operations | Office of Facilities & Economic Development |
| Josh Hammers | Director of Assessment | Director of Assessment |
| Nate Howe | Chief Information Security Officer | Office of Information Technology |
| R. Gabe Cavazos | Assistant Vice President for Research Data and Information Systems | Office of Research and Innovation |
CRM Implementation Communications Steering Committee
The Communications Steering Committee advises on communications processes and technologies that will be integrated into the CRM.
| Member | Title | Unit |
|---|---|---|
| Ingrid London | Assistant Provost for Admission and Enrollment | Office of Admission and Enrollment |
| Dr. Courtney Brecheen | Senior Associate Dean of Undergraduate Education | Office of Undergraduate Education |
| Eric Van Leeuwen | Assistant Dean of Graduate Education | Office of Graduate Education |
| Kent Best | Associate Vice President for Marketing | Office of Communications |
| Joe Wilson | Director of Web Service | Office of Communications |
| Ryan White | Assistant Vice President for Residential Life | University Housing |
| Shanon Patrick | Associate Vice President | Development and Alumni Relations |
| Dr. Laura Imaoka | Associate Professor of Instruction | Bass School of Arts, Humanities, and Technology |
| Chris McAlpine | Director of Student Support and Outreach | Office of Undergraduate Education |
| Jenni Huffenberger | Senior Director of Marketing | Division of Student Affairs |
| Irene Marroquin | Director | Bass School of Arts, Humanities, and Technology |
CRM Implementation Prospective Students - Undergraduate Project Team
The Prospective Students - Undergraduate Project Team advises on various undergraduate prospective student processes and technologies to enhance the undergraduate student experience.
| Member | Title | Unit |
|---|---|---|
| Ingrid London | Assistant Provost for Admission and Enrollment | Office of Admission and Enrollment |
| Carla Arellano | Director of Recruitment | Office of Admission and Enrollment |
| Aaron Beaudrie | Director of Recruitment | Naveen Jindal School of Management (JSOM) |
| Lupita Camarillo | Director of Undergraduate Advising | School of Natural Sciences and Mathematics |
| Corina Cantua | Director of Advising | Naveen Jindal School of Management (JSOM) |
| Morgan Eddy | Manager of Information Technology | Office of Admission and Enrollment |
| Franklin Foxworthy | Director of Financial Aid – Technology | Financial Aid Office |
| Wendi Kavanaugh | Associate Director, National Merit Scholars Program | Hobson Wildenthal Honors College |
| Robert (Erin) Leeper | Senior Web Developer | Office of Institutional Success and Decision Support |
| Jennifer McDowell | University Registrar | Office of the Registrar |
| Muhammad McIntee-Masud | Manager of Information Technology | Office of Institutional Success and Decision Support |
| Jamie Polizzi | Manager of Information Technology | Office of Admission and Enrollment |
| David Rude | Senior Director - Enrollment Technology | Office of Admission and Enrollment |
| Andrea Tapia | Enterprise Systems Developer II | Office of Admission and Enrollment |
| JJ Visconti | Manager of Information Technology | Office of Enrollment Operations |
CRM Implementation Prospective Students - Graduate Project Team
The Prospective Students - Graduate Project Team advises on various graduate prospective student processes and technologies to enhance the graduate student experience.
| Member | Title | Unit |
|---|---|---|
| Eric Van Leeuwen | Assistant Dean of Graduate Education | Office of Graduate Education |
| Ingrid London | Assistant Provost for Admission and Enrollment | Office of Admission and Enrollment |
| Shaunte Alvarez-Minor | Director | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Carla Arellano | Director of Recruitment | Office of Admission and Enrollment |
| Dr. Poras Balsara | Vice Deam & Professor | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Aaron Beaudrie | Director of Recruitment | Naveen Jindal School of Management (JSOM) |
| Leonidas Bleris | Professor | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Rhonda Bush | Assistant Dean, Executive Education | Naveen Jindal School of Management (JSOM) |
| Angie Bustamante | Academic Support Coordinator | School of Behavioral and Brain Sciences |
| Lupita Camarillo | Director of Undergraduate Advising | School of Natural Sciences and Mathematics |
| Corina Cantua | Director of Advising | Naveen Jindal School of Management (JSOM) |
| Benjamin Carrion Schaefer | Assistant Dean & Associate Professor | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Jorge Cobb | Associate Professor | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Melanie Davis | Sr. Academic Support Coordinator | School of Behavioral and Brain Sciences |
| Judy Du | Sr. Graduate Program Admin | School of Economic, Political and Policy Sciences (EPPS) |
| Morgan Eddy | Manager of Information Technology | Office of Admission and Enrollment |
| Kelly Erb | Academic Support Coordinator | Bass School of Arts Humanities & Technology |
| Franklin Foxworthy | Director of Financial Aid - Technology | Financial Aid Office |
| Lev Gelb | Associate Professor | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Debra Goss | Graduate Program Administrator | School of Natural Sciences and Mathematics |
| Pia Jakobsson | Assistant Dean | Bass School of Arts Humanities & Technology |
| Wendi Kavanaugh | Associate Director, National Merit Scholars Program | Hobson Wildenthal Honors College |
| Kamran Kiasaleh | Professor | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Dr. Dohyeong Kim | Associate Dean of Graduate Education | School of Economic, Political and Policy Sciences (EPPS) |
| Sarah Ku | Director, Immigration | International Students and Scholars Office |
| Robert (Erin) Leeper | Senior Web Developer | Office of Institutional Success and Decision Support |
| Chona Lucas | Sr. Academic Support Coordinator | School of Behavioral and Brain Sciences |
| Jennifer McDowell | University Registrar | Office of the Registrar |
| Muhammad McIntee-Masud | Manager of Information Technology | Office of Institutional Success and Decision Support |
| Whitney Mira | Academic Support Coordinator | School of Natural Sciences and Mathematics |
| Eric Moden | Degree Plan Evaluator III | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Dr. Kaaz (Syed) Naqvi | Associate Professor of Instruction, Graduate Academic Advisor | Interdisciplinary Studies |
| Dr. Dawn Owens | Faculty Advisor and JSOM Clinical Associate Professor, Academic Senate Member | Naveen Jindal School of Management (JSOM) |
| Jamie Polizzi | Manager of Information Technology | Office of Admission and Enrollment |
| Dong Qian | Professor | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Brenda Rains | Sr. Academic Support Coordinator | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Jamie Rhoads-Coley | Program Coordinator | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Andrew Rhodes | Degree Plan Evaluator III | Erik Jonsson School of Engineering and Computer Science (ECS) |
| David Rude | Senior Director - Enrollment Technology | Office of Admission and Enrollment |
| Katherine Schweers | Sr. Academic Support Coordinator | Bass School of Arts Humanities & Technology |
| Lisa Shatz | Assistant Dean MBA Projgrams | Naveen Jindal School of Management (JSOM) |
| Dr. Gaurav Shekhar | Assistant Professor of Instruction | Naveen Jindal School of Management (JSOM) |
| Andrea Tapia | Enterprise Systems Developer II | Office of Admission and Enrollment |
| Danielle Timmons | Academic Support Coordinator | School of Behavioral and Brain Sciences |
| JJ Visconti | Manager of Information Technology | Office of Enrollment Operations |
CRM Student Success Project Team
The Student Success Project Team advises on integrating student success processes and technologies into the CRM.
| Member | Title | Unit |
|---|---|---|
| Dr. Courtney Brecheen | Senior Associate Dean of Undergraduate Education | Office of Undergraduate Education |
| Dr. John Jackson | Associate Dean of Undergraduate Advising | Office of Undergraduate Education |
| Dr. JD Thomas | Assistant Dean | Office of Undergraduate Education |
| Dean Ellen Safley | Dean, Eugene McDermott Library | University Library |
| Eric Van Leeuwen | Assistant Dean of Graduate Education | Office of Graduate Education |
| Dr. Ruth Schemmer | Director for Graduate Student Success | Office of Graduate Education |
| Dr. Stephen Crynes | Assistant Dean for Student Success | Erik Jonsson School of Engineering and Computer Science (ECS) |
| Dr. Mohammad (Mo) Naseri | Associate Professor of Instruction, Operations Management, Director of Digital Services and Analytics | Naveen Jindal School of Management (JSOM) |
| Cheryl Friesenhahn | Senior Director of Financial Services | Office of Budget and Finance |
| Sandy Beisel | Director of Academic Records | Office of the Registrar |
| Rob Clarke | Senior Director of Financial Aid | Office of Financial Aid |
| Sarah Ku | Director | International Students and Scholars Office |
| Bethany AuHoy | Director | Career Center |
| Dr. Dan Long | Associate Dean of Students for Student Success and Transition Initiatives | Dean of Students Office |
| Dr. Amanda Smith | Associate VP for Student Affairs and Dean of Students | Dean of Students Office |
| Dr. Holly Kosiewicz | Researcher and Assistant Professor of Instruction | School of Economic, Political & Policy Sciences |
| Robert (Erin) Leeper | Senior Web Developer | Office of Institutional Success and Decision Support |
| Muhammad McIntee-Masud | Manager of Information Technology | Office of Institutional Success and Decision Support |
CRM Implementation Alumni & Development Project Team
The Alumni & Development Project Team advises on processes to enhance the UT Dallas alumni and community experience.
| Member | Title | Unit |
|---|---|---|
| Kyle Edgington | Vice President | Development and Alumni Relations |
| Shanon Patrick | Associate Vice President | Development and Alumni Relations |
| Jill Arredondo | Assistant Vice President, Alumni and Annual Giving Programming | Development and Alumni Relations |
| Kelley Atwood | Director, Data Services | Development and Alumni Relations |
| Paula Austell | Director, Endowment Services | Development and Alumni Relations |
| Heather Zimmerman | Director of Administrative Operations | Callier Center for Communication Disorders |
| Camilla Cristiani | Associate Director | Center for Vital Longevity |
| Rachel Berglund | Associate Director | Center for Children and Families |
| Dr. Lisa Jimenez | Associate Dean, Administration | School of Behavioral and Brain Sciences |
FAQ/Terminology
What is a CRM? Why use an enterprise-wide CRM across UT Dallas?
Constituent Relationship Management (CRM) is a comprehensive system designed to manage all interactions with current and prospective stakeholders. The primary objective is to enhance relationships and drive institutional growth. Implementing CRM technology at the University helps maintain strong connections with prospects, students, alumni, and other key stakeholders, streamlining administrative processes, and improving overall effectiveness.
The CRM also provides a 360-degree view of the university experience, effectively tracking student interactions across admissions and enrollment, student success, alumni and development, and marketing communications.
How was Salesforce selected?
Guided by the Phase 0 CRM Selection Steering Committee with the assistance of consultants Kennedy & Company, UT Dallas selected Attain Partners to help implement a Salesforce CRM, which will best address the needs of the University.
Who are Attain Partners, and how are they involved?
Attain Partners, a certified Salesforce Higher Education Partner and the 2022 Salesforce Education Consulting Partner of the Year, brings nearly two decades of experience in leading hundreds of successful Salesforce implementations for higher education institutions. As an early contributor to the Salesforce Higher Education Data Architecture (HEDA) and an expert in Education Cloud, Attain Partners is well-equipped to handle complex CRM projects. Attain Partners' team, which includes former higher education professionals, excels in comprehensive Salesforce knowledge, data migration and integration, change management, and user adoption.
How long will the implementation take?
Attain Partners estimates completing this Phase 2 in 57 weeks following the schedule represented below.
As part of Phase 2, Attain Partners will start implementing undergraduate and graduate admissions in parallel. The connected tasks would allow undergraduate admissions to go live sooner, with graduate admissions coming online approximately four weeks later.
In addition, UT Dallas Student Success professionals will have the opportunity to participate in further discovery sessions early in 2025. Specific user stories and requirements will be developed and refined prior to build.
The Marketing Cloud Phases are aligned with the Recruiting & Admissions and Student Success phases respectively.
Contact
If you have any questions or comments regarding the CRM project, please email us.