Client: University of Niagara Falls, Canada (UNFC)

Industry: Higher Education

Overview

The University of Niagara Falls, Canada (UNFC) faced inefficiencies in the manual distribution and acceptance of Letters of Acceptance (LOAs), which are crucial for student onboarding. BTB Consulting developed a proof-of-concept (POC) to automate the end-to-end LOA process, demonstrating the feasibility and scalability of an innovative solution.

Challenges

• Time-Consuming Processes: Manual workflows delayed communication and onboarding timelines.
• Risk of Errors: Manual data entry led to inconsistencies and duplication.
• Lack of Integration: Disconnected systems required additional reconciliation efforts.
• Limited Transparency: No real-time tracking for LOA status.
• High Administrative Burden: Admissions staff spent significant time on repetitive tasks.

   

Objectives

The POC aimed to:

• Streamline the LOA Process: Automate workflows, from document generation to system updates.
• Enhance Efficiency: Reduce manual interventions and processing times.
• Improve Data Accuracy: Eliminate errors by integrating with systems like Ellucian Colleague.
• Provide Real-Time Tracking: Enable transparency and acknowledgment of LOA statuses.
• Demonstrate Scalability: Validate the solution for broader implementation across the university.

   

Solution

BTB Consulting developed a robust automated workflow with the following features:

• End-to-End Automation:
• Automatically detect and process new LOA documents stored in shared directories.
• Generate standardized LOAs as PDFs and distribute them securely.
• Data Integration:
• Seamless synchronization with the Ellucian Colleague system for accuracy and consistency.
• Email Automation:
• Predefined templates ensured consistent communication with admissions officers and students.
• Real-Time Monitoring:
• Notifications for email delivery and system acknowledgments enhanced transparency.
• Enhanced User Experience:
• Students accessed their LOAs through a secure portal, reducing delays and enhancing trust.
• Workflow
• Detect new LOA documents in shared folders.
• Parse and extract data using Optical Character Recognition (OCR).
• Convert .docx files to PDF and split into individual student documents.
• Notify admissions officers for review and approval.
• Distribute LOAs to students and log delivery confirmations.

   

Results

• Efficiency: Processing time reduced to less than one minute per LOA.
• Accuracy: 100% error-free automation ensured data integrity.
• Transparency: Real-time tracking and automated notifications improved oversight.
• Scalability: The solution demonstrated potential for expansion across departments.
• Sustainability: Eliminated paper-based workflows, supporting a digital-first approach.

   

Advantages

• Operational Efficiency: Automated repetitive tasks, reducing administrative burdens.
• Improved Accuracy: Minimized errors with standardized templates and seamless integrations.
• User Experience: Faster LOA turnaround times for students and efficient communication.
• Compliance and Security: Adhered to data protection standards, ensuring secure handling of sensitive information.

   

Why Choose BTB Consulting?

This case exemplifies BTB Consulting’s expertise in transforming manual processes into efficient, scalable, and secure digital workflows. Our commitment to innovation and operational excellence ensures measurable results for our clients.