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How one of Australia’s biggest higher education brands used automation to power up their student experience.

10x
Times Faster
Processing of student requests
920
transactions
Processed in the first year, 2nd highest volume in Australia
ZERO
Lost Transactions

Challenge

The admissions, enrolment, research, finance and HR faculties at one of Australia’s leading higher education institutions ran on legacy systems, many of which were paper based. This left staff and students drowning in paper and managing the inevitable problems resulting from double handling.

Students found it difficult to interact with the institution and spent too much time on admin rather than their studies. The administration teams tasked with managing student thesis submissions for various faculties had poor visibility of the end-to-end process. Paperwork would go missing, causing lengthy delays.

Although the institution fostered an innovative culture and embraced new learning models, the task of migrating infrastructure and internal processes to the cloud was seen as fraught with challenges and with no clear path to success.

With a new CIO, it was time for change. They needed results, and quickly. They wanted to deliver business outcomes more efficiently and economically, while preventing errors, loss of data and duplication. They needed a partner who could understand the problem and quickly execute an effective solution, while working closely with key stakeholders at every stage.

Which is where GrowthOps came in.

Students found it difficult to interact with the institution and spent too much time on admin rather than their studies.

SOLUTION

Many areas of the institution required urgent attention. But in keeping with our ‘beyond agile’ methodology, GrowthOps recommended a focused, quick start, fast cycle approach. That way we could deliver tangible value in a matter of weeks, building stakeholder confidence, and greatly reducing the organisation’s cost and risk exposure.

In consultation with the client, we turned our focus to the Graduate Research Unit. Here, GrowthOps encouraged the institution to take a strategy-first approach to problem solving, ensuring efforts were focused on a purpose with a clearly defined outcome. Right from day one, GrowthOps engaged real users to test and provide feedback on each feature and function being considered.

Working like this, GrowthOps quickly provided users with a new, automated graduate research management system that had everything they needed, where they needed it, and nothing they didn’t need.

Outcome

The new automation tools introduced by Growthops reduced the time spent by staff and students on administrative transactions by over 90%. Just as importantly, no transactions were lost.

A task that had taken 14 minutes to process was now completed in less than two, saving the institution hundreds of hours each year. This allowed staff to be more available for student enquiries and freed them up for more productive, beneficial activity.

The cloud solution GrowthOps implemented allowed relevant personnel to process and approve graduate student course completions from anywhere, at any time. Staff now enjoyed more control and flexibility, and students had renewed confidence that the institution was prioritising their needs.

It was quickly evident that the solution had achieved its agreed objective: delivering a 10x saving on staff and student effort required to process graduate research transactions. GrowthOps has continued to partner with the institution and has now delivered numerous projects in the same vein, enabling ongoing transformation and allowing them to keep pace with evolving student expectations.

The new automation tools introduced by GrowthOps reduced the time spent by staff and students on administrative transactions by over 90%.

The new online system is easy, accurate and saves a lot of time. Many congratulations to you and your colleagues for developing such an efficient system.

UK-based Professor/Examiner

Leading Higher Education Institution

Key Talent

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