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Campus and Visitor Relations: EMS


Campus and Visitor Relations (CAVR), an office within University Relations at the University of Wisconsin–Madison requested help in designing a new event management system (EMS). The new system was intended to standardize the workflow of its campus and community request programs, streamline the request process, more efficiently communicate with clients and allow for automation. Stakeholders expressed a few areas of concern with the current system, including reliance on multi-platform databases, a lack of uniformity with how data is stored and collected, limited reporting functionality, manual processes, no cloud storage and data security.

At the beginning of the project, I collaborated with colleagues to brainstorm high level priorities and determine key functionalities for the new EMS. Following brainstorming sessions, a series of goals were established and prioritized:

  1. Data storage for three request programs
  2. Automated email communications
  3. Customizable reports
  4. Login portal for clients and campus stakeholders
  5. Cloud-based solution
  6. Administrator permission levels

Research: selecting a platform

To ensure that the new system would succeed in meeting goals and requirements established by CAVR, I researched and tested a number of CRM and EMS solutions. After careful consideration and stakeholder feedback, I recommended an online software as a service (SaaS) registration platform.

Project mapping: establishing a workflow

After meeting with stakeholders and sifting through previous online request forms, email communications and confirmation documents, I compiled a detailed deliverable which highlighted new user workflows, API mapping, email communication templates, form collection fields and automated triggers. This document served as a foundation for building the new system.

Content migration: transferring content between systems

For each of CAVR’s online forms, it was determined that most of the fields would be repurposed and migrated into the new EMS form builder. Therefore, I used the current online forms as a basis for representing wireframes.

Creation: building the platform

To get a sense of each program’s unique online forms, I created an outline which detailed form fields, field types, category labeling and page organization. After creating the forms, I compiled email templates and used form field identification numbers to automatically map content into the templates. This process would be used to help automate email communications for administrators. Then I created a series of stages/statuses intended to signal triggered workflows.

Finally, I made multiple revisions based on stakeholder feedback.