UC Santa Cruz Informati on Tec hnol ogy Services
Project Title: Section and Implementation of a Candidate Tracking System for Graduate Students
Prepared By: Project Boy
Situation/Pr oble m/Opp ortu nit y: Currently active candidate for graduate school are maintained in a Filemaker Pro 5.5 database.
Most of the information we need is currently available in the Filemaker Pro database but there is no integration with AIS, FIS or
any other campus system. Also, the Filemaker Pro database is not accessible from any location and requires a new database
upgrade (rewrite) in order to upgrade and utilize the newer features. The graduate recruiting and admissions counselors need
more modern tool s and advanced features like web-accessibility, mass email, e-brochures, on-line applications materials and
document storage and download.
Purpose Statement (Goals):
The purpose of this project is to analyze, select and implement a new candidate tracking system for graduate admissions.
Deli verables (Objectives):
Solution selection according to design criteria, specifications and requirements
Solution prototyping and testing
Software implementation including database population
Interface and integration development and testing.
Technical and User Training. Support structure, staffing and rollout.
Improve records availability and accessibility of information, collateral, forms and documents
Reduce system downtime, related wait time and systems response times.
Increase the communit y of users of the information by providing ubiquitous availability and stability.
Improve outreach campaigns through better tools and automation
Reduce response time to potential candidate inquiries.
Establish selection committee and selection process. Define Requirements
Select vendors and finalists through RFP, demonstrations and reviews
• Select and implement solution. Train users and technical staff. Establish support processes.
Go Live with new system!
People – project team members from client community and ITS.
Time – implementation within 6 months.
Dollars – hardware, software, training and services not to exceed $100,000
Other – third party software evaluation, site visits, Dataquest reports – not to exceed $25,000.
Risks and Dependencies:
Current solution in place for over 10 years and it is intuitive to current users.
Cost justification in ease of use, quality of information, speed of accessibility, ease of support and maintenance is
difficult to quantify in a way management can see improvements in utilization of systems investments.
Selection committee, governance committee approvals create long delays resulting in extending implementation
schedule. Long implementations tend to lose enthusiasm.
To Be Completed by Appropriate Manager
Project Manage r