Improve Efficiency through process automation in Education

Talks of innovation and process excellence have been popular in recent years. You often hear of process automation in industrialised countries enhancing quality, improving workflows, and increasing efficiency. Although automation is hugely in demand in industries like chemicals, power, and manufacturing, it has also weaved its way into the education system. Robotic process automation or RPA technology is indeed taking root in education, transforming repetitive, compliance-based tasks. It has become essential both inside and outside the classroom – anywhere where manual processes can be improved efficiently through technology.    


Incorporating process automation in education systems

The education system, just like any other business, deals with people, information, finances, and accounting. RPA automation enables sleeker processes for admission, attendance, grades, admin work, and finances. Furthermore, the use of cloud-based applications makes communication easier for collaboration and data security. Let’s delve into the processes in the education system that can benefit best from process automation.

Registration and Enrolment Process

The traditional manual method of enrolment involves filling out forms and submitting the required documents. These documents are validated for authenticity before filing and moving to the next step. The tasks can be taxing for the admission team during enrolment if done manually from end-to-end.

Fortunately, robotic process automation offers quick solutions to streamline this process making the registration and enrolment process efficient which results in a timely response of staff and accurate delivery of information. RPA automation enables admission staff to check a student’s available data, validate it, and use it for shortlisting, if necessary. Managing inquiries and follow-ups can also be handled efficiently through RPA technology.


Attendance management

Checking students’ attendance is a staple in the class structure. Teachers and professors go through student rosters to track attendance that aid in monitoring their performance. However, this can be time-consuming, especially when handling a big class.

Process automation reduces the hassle of calling out an entire class list. School systems can choose to roll out RPA automation in marking attendance via a mobile app, biometric identification, or Radio Frequency Identification (RFID). These methods reduce teacher workload and save time. Moreover, the data captured in any of these tools are stored securely for analytics purposes. It can be used to determine attendance trends of a course and even the entire institution.


Scheduling activities and updates

An educational institution primarily operates on schedules and timetables. School staff members create, update, and hold events and meetings almost daily. They manage these appointments and ensure that there are no conflicts with other engagements. Consequently, even if this task is part of a staff’s daily routine, the hours spent on building these schedules can take a toll on a limited workforce.

Thankfully, RPA technology can create schedule trackers and automatically consolidates these schedules to prevent conflicts and eliminate miscommunication. Parent-teacher conference notifications can be sent via email or mobile messaging to decrease the chance of missed appointments. Furthermore, process automation takes up this task from school staff to give them back their time to focus on other core activities.


Finance, Admin, and Human Resources

Other than student-facing staff such as your teachers and admin staff, schools also need to have an efficient back office operation to ensure overall efficiency in the business process. Processes such as payroll, accounts payable-receivable, employee onboarding, and vendor management can also benefit largely with process automation.

Have an efficient alternative to handling administrative tasks like tracking payments, supervising payrolls, and maintaining records through automation. This will also enable smooth transitions in case a new person jumps onboard and keeps relevant staff informed by having a single platform where visibility of the status of each process is transparent and accessible to the people involved.




Stepping stone to robotic process automation

Education systems may initially be overwhelmed with the idea of process automation and letting go of traditional and mundane processes. However, overlooking the potential of RPA technology can hold back schools and universities from taking their operations to the next level.


Transform the way your institution works in the modern era and adopt robotic process automation today. Let Digital Transformation Solutions (DTS) show you how to reduce your staff’s workload and allow educators more time for teaching and creative decision-making. Contact us today and see how process automation can bridge the gaps that your education institution faces, so you can focus on shaping the future generation.


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