JAYE Malta

Phase 1: Initial setup and implementation

Phase 1 focused on reaching the following main objectives:

• Consolidation of data which provides a 360-degree view of all JAYE programmes, its participants and any necessary consent received.
• Programme tracking and possibility to track the status of each student team in a specific programme.
• Automation of student registrations
• Set up of processes which were originally manual, such as calculating event actuals vs budgets, adding students registered to the related programme event through the click of a button or updating statuses of students at the end of a programme.
• Digitalising event planning and financial budgets.
• Reporting including lost enrolments, event expenses and team progress.

Upon go-live of this phase, JAYE moved from using a manual system that included several excel sheets, dossiers and printing forms to a digital and almost-paperless process. Further to this, the solution implemented provided the client with a dynamic but scalable system allowing them to easily extend their reach and increase their programmes in the future, whilst ensuring that the data being held is GDPR complaint.

Phase 2: Automated communication

The second phase of the project focused on the automation of student communication via emails. Prior to the adoption of automated emails, JAYE manually sent emails to each student, student team or
teacher, to inform them of progress. In addition, there was no automated follow up communication congratulating the team when they reached a new milestone in the programme.

Deloitte Digital implemented the automation of approximately 14 different email template communications for JAYE’s two main programmes, namely the ‘Company Programme’ and the ‘Start Up Programme’, where most communications are mass send-outs. Therefore, over the scholastic year of the programmes approximately 650 emails were sent out automatically. Through the adoption of automated emails via Salesforce, JAYE are now able to track email communications sent against a programme or a contact (student or teacher) record.

Phase 3: Digitalising submissions

The third phase of the project related to the improvement of the students’ experience with JAYE, by allowing them to submit data and programme deliverables via the web portal. Aside from the direct integration points within the website feeding directly into Salesforce, the phase also included the adoption of another tool, FormSite – allowing JAYE to quickly build forms, embed them within the website as well as integrate them with the Salesforce backend.

Within this phase, Deloitte Digital created the web forms needed for each deliverable of the programmes. The forms were integrated with Salesforce and any automated acknowledgments or automations related to the submission where built.

Phase 4: Gamification

The final phase of the project related to gamification. Gamification allows JAYE to engage better with students and creates a competitive edge to the programme. It allows JAYE to motivate students and make programmes more engaging.

Following a requirements gathering session with JAYE, Deloitte Digital built a solution which allows the full control over the gamification map and the features presented to students. The implementation ensures that every element on the webpage can be fully customised to satisfy the programme’s requirements without the need for JAYE staff to have any coding or development experience. Any changes to data input on Salesforce will easily and swiftly update the gamification page.

The gamification map also tracks and shows students where they are on the map or leader board, who is ahead or in tie and what milestones or submissions need to be completed before moving to the next phase.

Final enhancements

As JAYE started using the system, enhancements to improve their day-to-day operations were necessary. Among other enhancements, the key improvement was the adoption of a ‘Student Withdrawal’ process, which was not previously tracked.

Using an integration between the Salesforce platform and the website, Deloitte implemented an automation which, on submission, immediately sent an email acknowledgment to the student, informed JAYE staff of the new withdrawal and updated any related Salesforce records. This automation saves JAYE the time required to manually update records and remove a student. With this process in place, JAYE are now able to understand why a student withdrew and at what point in the programme this took place.

Overall benefits

Aside from the obvious benefits achieved through this digital transformation, the key benefits achieved throughout this project are summarised below:

JAYE Malta is now able to allocate the resources previously required for the day-to-day operations to further development and implementation of its programmes, thereby improving the quality of delivery as well as increasing capacity and reach across Malta. The team is also able to focus on more value-added activities to the organisation rather than day-to-day operations.

• Automation and digitisation have facilitated and streamlined all communications and submissions with all JAYE’s stakeholders and student cohorts.
• There has been an increase in student engagement throughout the programmes.
• JAYE has aligned its processes to be more GDPR compliant in particular through the centralisation of data and facilitating the management of it.
• JAYE Malta was easily able to shift to the online delivery of its programmes during the COVID-19 pandemic.
• JAYE Malta now has a consolidated CRM tool that can track participating school records, programme implementation, operations, sponsors and collaborators whilst allowing for impact measurement, reporting and budget control. All vital to AML, compliance and transparency which are necessary for a well-run NGO.