CRM- for grant program directors to track data :: PIP System (SUNY Orange)

CRM- for grant program directors to track data Print All

Initiative Title	CRM- for grant program directors to track data
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	Grant programs need a mechanism to track data such as initiatives for each grant year, their goals, student outcomes, student demographics, and other grant contract required data. Currently info is done in silos (on sticky notes, spreadsheets etc). In order to have consistency, track info from year to year, and share info college wide software is needed to assess and analyze programs this software is necessary. New grant applications ask for this type of info as a whole college and individually from program to program as well as grant awards require this type of info when doing reporting from a programmatic point of view. This software will allow info to be saved and accessible when people change positions and different levels within the college could know the program status if someone is on leave or no longer with us. There are 4 different CRM software companies that seem to fit our needs. If funding was made available, we would go through the purchasing process, watch demos, and gather more data before choosing the best option for us. It appears that the 4 main software's can be pair with Banner and Power Bi. It appears the cost per year would be about $25,000. This will allow the college to assess programs and analyze initiatives to ensure that we continue to make positive progress in different funded programs.
Consequences of this initiative not being funded	If we do not implement software and a consistent process for program information, we could be in jeopardy of not being in compliance or possibly not funded for certain grant opportunities.
Department Goals	Implement program management software with all grant program directors/coordinators
Programs
Locations
Estimated Completion Date	09/07/2026
Will this initiative span multiple budget years?	Yes
Importance	High
Funding Source	Operating Budget
Created	12/16/2025 2:55 pm
Updated	12/16/2025 2:57 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STRATEGIC PLAN 2025-2028 Priority 1: Student Support & Success Objective #2: Enhance student support services to provide inclusive and equitable campus experiences that promote success, connection, well-being and personal growth.	This software will allow to grow the grant culture to increase student support via grant funding increasing our compliance
STRATEGIC PLAN 2025-2028 Priority 2: Pathways & Partnerships Objective #1: Strengthen the SUNY Orange Experience by aligning and integrating credit and non-credit programs, services, and supports.	The more grant funding we are able to obtain to support the student experience the more data and reporting is required so in order to stay organized and on task software is needed.
STRATEGIC PLAN 2025-2028 Priority 3: Academic & Professional Excellence Objective #2: Foster a positive and inclusive campus culture by strengthening internal communication, collaboration, and a shared purpose and belonging.	The more grant funding we are able to obtain to support departmental needs will enhance the positive campus experience.
STRATEGIC PLAN 2025-2028 Priority 4: Systems & Spaces Objective #1: Optimize systems and streamline internal processes to reduce administrative barriers, improve efficiency, and enhance the SUNY Orange experience.	This software will help to accomplish this priority from a grant perspective.
STRATEGIC PLAN 2025-2028 Priority 4: Systems & Spaces Objective #2: Invest in technology that enhances learning, improves student access to resources, and increases institutional data-driven decision-making.

Action Steps

Action Step	Responsible Party	Order
Research types of software	Grants team seeking IT approval	1

Expected Outcomes

Outcome	Order
Find the best software for our needs	1

Assessment Methods

Method	Description	Other Method	Responsible Party
Institutional Data	Review both program and student data that is collected at the institutional level. Data can include program enrollment, retention, transfer, student GPA, etc.		Grant program directors and the grants team

Resources

INITIAL YEAR COST:	$25,000.00
RECURRING COST:	$25,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
CRM Software	$25000.00 / 25000.00 (1st year)	Workforce Development, Strategy & Innovation, VP Office
TOTAL:	$25,000.00 / $25,000.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Prioritization

This initiative is not ready for prioritization.

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Assessment

Date	Department Name	Status	Cost to Date	Funding Source
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