Thunderbird Youth Challenge: The Application Process
Background: Thunderbird Youth Academy runs a voluntary 5 ½-month residential program followed by a year-long mentorship for youth. The immersive military training environment focuses on discipline, consistency, and structure.
Challenge: The challenge was to convert the traditional paper application process into a fully online workflow. This involved legal background checks, medical history verification, recruiter reviews, an orientation period, one-on-one interviews, and an admissions director approval process. Additionally, accepted applicants needed access to a portal to submit over 20 documents and forms before the onboarding process on Day 1 of the new cycle.
Solution: PixelMongers developed a comprehensive solution utilizing WordPress, Gravity Forms, Gravity Flow, and Gravity View/Kit. The process seamlessly integrates the front end with the backend workflow.
Workflow Overview
Online Application:
- Prospective applicants apply online. Each applicant’s submission initiates an online workflow process for Thunderbird staff review.
Review Cycle:
- Submissions move through a review cycle, with each department appending notes and required documentation as applicant’s program eligibility is assessed.
- Legal background and medical history reviews are completed during this phase.
Admissions Portal:
- Once an applicant is accepted into the program, the applicant’s workflow is triggered and they are able to access the applicant admissions portal.
- The portal contains their workflow inbox which lists tasks that must completed for onboarding. This process includes submitting and uploading 20+ required documents.
- As applicants complete each set of tasks, staff workflows are triggered. Assigned staff members are notified of pending review and approval tasks in their own workflow inboxes.
TYA Staff Review:
- Each task within an applicants inbox has its own workflow that enables staff review and approval processes, and provides real-time updates to applicants on the status of each submission.
- If a task is not considered complete, applicants are able to correct and resubmit that task until staff approval is complete.
Results
Results:
- Efficiency Gains:
- Automation significantly reduced administrative tasks previously done manually.
- Thunderbird staff is able to focus more effort into enhancing recruitment efforts.
- Improved User Experience:
- Applicants experience a seamless, user-friendly online application process.
- Eligible applicants have an accessible portal to submit necessary documentation.
- Cycle-to-Cycle Enhancements:
- The system supports continuous improvement, with ongoing efforts to digitize more tasks and better optimize document collection.
With our backend workflow system in WordPress, all aspects of the cadet application process are meticulously tracked. Applications and documents are centralized, eliminating the risk of being lost in individual staff members' email inboxes or accidentally deleted. Most importantly, there's assurance that every submission is diligently followed up on, ensuring nothing is overlooked.
Inbox Example
Conclusion and Ongoing Commitments
PixelMongers successfully transformed Thunderbird Youth Academy’s application process, enhancing efficiency and user experience. The streamlined workflow ensures a smoother transition for applicants from initial submission to onboarding, allowing Thunderbird staff to concentrate on strategic recruitment initiatives. The continued commitment to digitization promises ongoing improvements for future cycles.