Onboarding workflow and wizard

Posted on: 26 February 2019 Tags: onboarding

Current process

UCAS receives a spreadsheet of providers from allocations, they use that sheet to determine which providers are new, or are new lead schools, and they begin their onboarding process – a welcome email and an onboarding call to talk them through web-link.

New process

Workflow co-designed with UCAS.

Google diagram

Prototype

Lead schools

If there’s a lead school change we will treat this as an update to an existing provider rather than a new provider. It means that:

we’ll need to onboard new users for that lead school onto DfE Sign in
that new school will have access to all the existing courses and locations
new lead schools do not need to start from scratch
the marketing name of the provider should not change

Changes to lead schools can happen mid cycle if a school does not get Good or better in an Ofsted inspection.

Setting expectations

Setting expecations for users means:

alerting them to the need for a separate Apply service
priming them for contact and details from UCAS
describing need for UCAS web-link
pointing out UCAS.com account

Onboarding wizard

We can use a wizard to confirm a provider’s:

marketing name
contact details for candidates
UCAS provider code
first training location (eg not Main Site)
UCAS apply preferences
other users who should have access to Publish

The following designs are an initial first draft.

It’s not clear whether we will have time to build an onboarding wizard, as MVP it may be appropriate to do much of this through support or support templates.