Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
I. NAME OF PROCEDURE:
Standard Operating Procedures and Policies (SOPs) for PSG IAS Lead Engagement and Admission
Process.
II. PRINCIPLE
The purpose of a Standard Operating Procedure (SOP) is to provide uniformity and guidance in the
process of PSG IAS Admission Management through CRM and other procedures in a consistent manner
in accordance with College guidelines. The purpose of the associated SOP Manual is to ensure accurate
knowledge transfer to existing and future team members, as well as to insure compliance with all
relevant accreditation and regulatory standards & state regulations.
III. RESOURCES
A. Process
o Student Counselling Process New & Revised SOP Draft Review
o New/Existing Lead Management thru NopaperForm New & Revised SOP Draft Review
o School Campaign New & Revised SOP Draft Review
o PSG IAS Marketing Website Content Management New & Revised SOP Draft Review
B. Other Procedures
IV. PROCEDURE
I. STUDENT COUNSELLING PROCESS
The assigned counselor should maintain a Calendy account (existing account in connect.psgias.ac.in -
https://calendly.com/digitalsupport-psgias/psgias-student-counselling) for scheduling a virtual
counselling session for prospective students who would like to enroll for the International blended
program and in need of further information regarding the course. An in-person office appointment can
also be facilitated based on the student preference.
The counselling session should be utilized to showcase the Brand PSG IAS and its Undergraduate &
Postgraduate cross-credit programs. The counselor should also co-ordinate with the corresponding
foreign co-coordinators/ambassadors for cross-credit program details and updation.
Existing PPT : LAN Backup_PSGIAS\PSG IAS_Counselling & School Outreach Resources
Number Volume Title Description of Content
I Binghamton_Watson_2+2 Cross- PPT that describe Binghamton University tie-up
Credit Program Presentation program structure and college facilities; For further
File name: SOP for PSG IAS Process
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POLICIES & PROCEDURES
Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
Number Volume Title Description of Content
information and review of this content, please reach
out to Jennifer Drake-Deese, Director of
Undergraduate Advising from Thomas J. Watson
College of Engineering and Applied Science,
Binghamton University,
[email protected] |
(607) 777-6203.
II PSGIAS CTP AWARENESS Presentation for School Campaign event to bring
SCHOOL CAMPAIGN awareness about the International Blended Program
for 10th,11th and 12th Students.
III PSGIAS_CTP_Awareness Presentation that gives detail review of cross credit
Campaign_Australia_07Feb'22 UG programs offered in partnered Universities in
Australia
IV PSGIAS_CTP_Awareness Presentation that gives detail review of cross credit
Campaign_GERMANY_06Feb'22 UG programs offered in partnered Universities in
GERMANY
V PSGIAS_CTP_Awareness Presentation that gives detail review of cross credit
Campaign_UK_07Feb'22 UG programs offered in partnered Universities in
United Kingdom
VI PSGIAS_CTP_Awareness Presentation that gives detail review of cross credit
Campaign_USA_07Feb'22 UG programs offered in partnered Universities in
United States of America
A table of contents containing an ordered list of all of the PPTs within the above listed sections must be
maintained and reviewed in liaison with the foreign co-coordinators or Admission Head every academic
year. All original training/review documentation, must be kept on shared LAN network.
II. NEW/EXISTING LEAD MANAGEMENT THROUGH NOPAPERFORM
The Leads for PSG IAS UG Program admission are generated through three main pipelines, primarily
through school campaign followed by sourcing of leads from third party publishers like CollegeDunia
and organic leads through college website PSGIAS.ORG. Paid Social media campaign can also be
included in the existing list upon successful implementation. The CRM repository is maintained by
NOPaperForm Team in Chennai (team headed by Gokul Ravichandran:
[email protected] )
and day to day lead engagement activities can be flagged through different Lead stages.
The following three approved Logins are
a) ADMIN Login (
[email protected]) : Various performance reports based on several factors like
third party publishers review and overall admission conversion rate and Lead sub-stages flow
can be viewed and downloaded through Admin Dashboard.
b) College Staff Login (
[email protected] (password: Gracy@bcc1): Allocation Logic can
File name: SOP for PSG IAS Process
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POLICIES & PROCEDURES
Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
be assigned and email/SMS/Whatsapp creative’s can be developed along with Lead Sub stage
updating can be performed using this Login.
c) Counselor Login (
[email protected]) : The counselor can assign the incoming Untouched
Leads to ‘n’ number of counsellors with set targets for the day/month and can also review their
performance through Counselor dashboard.
Please note that only pre application process has been implemented and Token Fees Configuration along
with Post application process has not been approved yet by the management.
Figure 1: Flowchart for Level- 1 admission process automated in CRM:
Not Implemented
Leads from College dunia/Shiskha Organic Leads from psgias.org PPC Social Media Campaign
CRM Cloud – Lead Engagement (3 Logins – Staff, Counsellor, Admin)
All incoming Leads are further categorized into Lead Sub-stages (Hot, Warm, Cold, Application Initiated, Token
Fees Paid, Enrolled) through 7 ways to Lead Engagement
Automated Email Sent to incoming Leads (Action Buttons : Apply Now/Counselling Appointment link via
Calendy/Testimonies)
Apply Now Button - Application Portal for ENGG/MBA Program Scheduling Online/Offline Counselling
Session
Finish Application Process Student can raise Query in Counsellor receives an Email Notification
and Pay Application Fees their Dashboard if any doubts with time and date of the meeting
(max three application per after/before application
candidate) Accepts Google Reschedule Event
Admin/College Staff login will Meet Timings
Upload Application to respond to tickets and update
existing psgias.net Portal closed/In-progress status Conduct Online/In- Manual Reschedule
by manual Upload of person Session mail sent from
Student Application Details counselor email
Review of Application by
Counseled Students
Admission Head
Log their Application
Manual Email Sent for
Offline Entrance Test/Offer
Letter Issued from
Admission Head Mail
File name: SOP for PSG IAS Process
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POLICIES & PROCEDURES
Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
Figure 2: Flow chart for development and implementation of new procedural standard operating procedures of Post
Application Process.
In CRM College Staff
Login
Student Log their
Action Button : Ad-hoc Admission Letter to Applicant with payment
Application Online through Gateway for token fees of 1 Lakhs (Eligibility criteria >70% in SSLC Exam.
Online Portal
Action Button : Admission Test Email (for Online Entrance Test with
Login Credentials if candidate is awaiting 12th Results and 10th marks is
less than 70%)
YES
Action Button : Remainder Mail to Upload 12th Mark sheet : After 12th
results announced, an automated mail should be sent from Admission
Head Mail ID to remind the students to upload their 12 th marks on the
student Portal.
Action Button : Unconditional Offer Letter : After 12th marks uploaded If Cut-off
in Portal, Check candidate having more than 140 cut-off in 12th, if yes, < 140
send Offer Letter with online Fees payment of 1 st Year.
In addition to above process, more engaging automated Email and SMS-DLT Templates must be
created through college staff/Admin/Counselor Login.
Go to Template Manager => Manage Communication Template => Create Template =>
Email/SMS/Whats app/Notification
(The College Staff can customize the pre defined Layouts from the CRM repository. The published
template will then be reviewed by NOPaperForm Team and they will “Enable” the template to the
existing automation)
Figure 3: Building Communication Templates in CRM for Effective Lead Engagement
File name: SOP for PSG IAS Process
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POLICIES & PROCEDURES
Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
III. SCHOOL CAMPAIGN
Figure 4: Screenshot of Uploaded List of Schools in CRM
The Existing School Database contains School Principal Name, Email ID and Contact Details were
uploaded into CRM as Raw Data using following Method (Marketing=> Upload Raw Data) as CSV
File.
File name: SOP for PSG IAS Process
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POLICIES & PROCEDURES
Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
Figure 5: Screenshot of Updating Existing School Database in CRM
The Existing uploaded Database can be updated using Marketing => Manage List. Automated Invitation
Mails for Career Awareness Program can be sent to all or individual list of Schools.
Figure 6: Screenshot of Existing School Invitation Mail Template built in CRM
Figure 7: Screenshot of Email Notification to Staff Email Account for new entry in Registration Form
The automated mail has an action button that hyperlinked to a Google form where the school can book
the event according to their feasible time and date. (https://forms.gle/cvZMnRgVBo8AMu4s6). The
college staff login account (Jogesh.bcc) will receive an email upon registration.
File name: SOP for PSG IAS Process
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POLICIES & PROCEDURES
Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
An automated Email confirmation has to be sent via CRM for an Online/ In-Person Career Awareness
Program to the School ID as below. The Zoom credentials Link has to be updated every registration
according to the requested schedule in the Email Template.
IV. PSG IAS MARKETING WEBSITE CONTENT MANAGEMENT
Drapcode team (External Vendor) will take care of updates and periodic maintenance of server, Web
Applications & mobile apps. Maintenance & customization support for marketing website is included
along with hosting services.
File name: SOP for PSG IAS Process
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POLICIES & PROCEDURES
Section: Process Management – PSG IAS
Author: R.Lois Gracy
Date: 17-10-2022
PSG IAS Web design content and review is located in LAN Backup_PSGIAS\PSGIAS.ORG Content.
V. OTHER PROCEDURES
A Mobile Application (Android version) is development for Prospective Student Engagement.
The OS version is currently is Work-In-Progress by the external Vendor. Test & Review is yet
to be completed.
To Link CRM to all three existing websites (psgias.net, psgias.org and psgias.ac.in) and
implement best features from old admission portal.
Website and domain mapping: Suggested mapping of psgias.org website to the main domain
psgias.ac.in; Proposal of Additional pages to be incorporated .ORG website.
To design Webpage for Online Student Registration for Lead generation through School
Campaign.
VI. SOP Historical Record
Rev# / Written/Revised Revision Description Supervisor Facility
Date By Review Director
Review
0. Written: R. Lois Gracy NA Jogesh/ Saravannan
17/2022 Arun
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