Request a New Chatbot

Owned by
Bamba, Aicha
Last updated: Nov 29, 2023
3 min read

To request installation of new bot on your department's website, please review the information below first. Complete this form: Ivy.ai Chatbot Installation Request. The information provided in this form will help ITS facilitate the planning, prioritization, implementation, and support for this request and identify your department's needs.

1. Department's Needs and Ivy.ai Chatbot Overview Checklist:

1. Department's Needs and Ivy.ai Chatbot Overview Checklist:

Department Goals

This checklist should be reviewed and discussed in a meeting with a department that is requesting a Chatbot for their office:

  •  

    Use Case Scenario.
    Ultimate goal of Chatbot experience for staff, students etc...
    Functionalities and basic abilities the Chatbot should have?
    Chatbot dynamic: Simple answers until human intervention or direct responses to questions, prefixed topics revealed before search(workflow).
    Types of questions department would like Chatbot to address.

    How Chatbot should meet customer expectations?
    Shared Brain feature.
    Ivy responsibility and department responsibilities.
    Chatbot branding/customization.
    Demo or showcase of Chatbots on other university sites.
    Existing PeopleSoft questions (shared across all bots).

1. Why do I have a hold? What is my hold for? 

2. What is my balance? 

3. What is my GPA? (term/cumulative) 

4. When can I register?  When is my registration appointment? 

5. Where is my class located? 

6. Who is my advisor? 

7. What position am I on the waitlist? 

8. Did you get my FAFSA? 

9. Why hasn’t my loan been applied to my account?   

10. Why hasn’t TAP been applied to my account?



Integration Interest

  •  

    Does the department have any interest in a particular integration?



Identify Website to Crawl and Discuss Knowledge sources

  •  

    Identify all information and content that the Department wants Chatbot to crawl on their website. Discuss all the knowledge sources available.



Identify Functional Team

  •  

    Key players responsible for monitoring and improving the Chatbot.



Features Interest

  •  

    Additional Features Interests: Live Chat, Chatbot for IVR, Financial Aid Content Pack, Channels (SMS, Social Media, Email, etc.), Multi Language support etc...



QuantumVoice/IVR:

  • What it is: Integrate Ivy with your phone system. While waiting to speak with a real person a caller can ask the chatbot a question over the phone.

  • How it helps: QuantumVoice will help deflect calls and reduce call queues for your students.

QuantumMail: 

  • What it is: QuantumMail is a web browser extension that integrates with both Outlook and Gmail inboxes (both team and individual inboxes can utilize the extension). The extension will scan emails and suggest responses based on the email's content.

  • How it helps: The extension should both reduce the time spent drafting emails and help standardize communication.

QuantumSMS:

  • What it is: Engage students or prospects directly on their phones with SMS text blasts and campaigns. With campaigns you can connect students or prospects with either a real person or the chatbot to get their questions answered via texting.

  • How it helps: Better engagement and communication since students usually have a better response rate if you text them instead of sending an email.

Financial Aid Content Pack:

  • Daily FSA Updates: Inject your Ivy bot with daily-refreshed content from government sources. Within minutes, your bot can deftly manage rising FAFSA inquiries.

  • Financial Literacy Boost: Financial Literacy is crucial for student success. Supercharge your bot with Fin Lit content from trusted agencies.



Expected Launch Date

  •  

     When does the department plan or want to implement the Chatbot?







2. Meet with Ivy.ai team and request a quote:

2. Meet with Ivy.ai team and request a quote:





3. Chatbot Purchase Chargeback Process:

3. Chatbot Purchase Chargeback Process:





4. Project Initiation:

4. Project Initiation:





5. Implementation/Project Timeline (4-6 Weeks):

5. Implementation/Project Timeline (4-6 Weeks):

Bot Building/Kickoff Form

  •  

    • ITS/Project Lead completes Ivy.ai's Bot Building/Kickoff, and/or Integration form.



Kickoff Meeting

  •  

    • Kickoff meeting with Ivy team, Department team, and ITS Staff.

  •  

    • Meeting will be recorded.



Bot Creation

  •  

    • Ivy begins process of building the bot.



Implementation Check-In Meeting

  •  

    • A quick 15 minute check-in to review Ivy team progress with bot building, and talk more about the introductory workflow. This time can be used to address any questions that may not have yet surfaced.



Admin System Training

  •  

    • Admin training is scheduled once bot has been built.

  •  

    • Meeting will be recorded.



Integration Request Fulfillment

  •  

    • Designated ITS personnel will work to fulfill integration request.



Live Chat Training

  •  

    • Live Chat training is scheduled.

  •  

    • Meeting will be recorded.



Bot Installation on Website

  •  

    • Bot will be installed on designated website.



Schedule Testing Sessions 1 & 2

  •  

    • Testing Check-In sessions 1 & 2 is scheduled separately.

  •  

    • Meeting will be recorded.



Bot goes Live

  •  

    • Bot goes live, when integration is complete and department team is confident.



Signoff

  •  

    • Meeting with Ivy Success Partner