Student Records Management Automation
The Challenge
Mohan Babu University faced significant challenges in managing and processing student records, with a manual and time-consuming process across multiple platforms. The key challenges included:
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Student Record Retrieval:
Full-Time Employees (FTEs) manually accessed the Salesforce application to fetch student records and updated a Master file with the status “N” (new) for each student record. -
LRS Application Login:
For each new student record, FTEs logged into the LRS application and searched for student details using Name, Date of Birth (DOB), and Postal Code, which was repetitive and inefficient. -
Record Handling:
- If a student record existed, FTEs downloaded files, created organized subfolders, and saved them in a shared directory.
- If no record was found, FTEs manually took a screenshot of the search result and stored it in the appropriate directory.
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File Organization:
Manual creation of subfolders (Application Pack, Contract Pack, Functional Skills, Completion) was time-consuming, error-prone, and added to the overall inefficiency of the process.
The entire process was resource-intensive, repetitive, and prone to delays, negatively impacting productivity and data accuracy.
Business Applications: PLR Website, Salesforce App
RPA Tool: Microsoft Power Automate
Our Solution
To address these challenges, we implemented an RPA-based solution to streamline the student records management process, automating the retrieval, updating, and file organization tasks:
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Retrieve Student Records:
The bot automatically accesses the Salesforce application and fetches student records.
It updates the Master file with the fetched records, assigning a status of “N” (new) for each student. -
Login to LRS Application:
For each student with the status “N,” the bot logs into the LRS application and searches for the student using their Name, DOB, and Postal Code. -
Record Handling:
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If the student record is found:
The bot downloads the application file and saves it in a shared directory under a folder named after the student.
It automatically creates organized subfolders within the student’s folder, including:- Application Pack
- Contract Pack
- Functional Skills
- Completion
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If no student record is found:
The bot captures a screenshot of the search result and saves it in the same shared directory under the respective student’s folder.
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If the student record is found:
Benefits Realized
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Automated Workflow:
The process of record retrieval, updating, and file organization was automated, eliminating manual intervention. -
Improved Accuracy:
Automation reduced errors in data updates, file handling, and directory organization, ensuring consistent and accurate records. -
Time Savings:
The automation led to faster student record processing and organization, significantly improving turnaround time. -
Cost Savings:
40% FTE Redeployment was achieved, allowing staff to focus on higher-value tasks. -
Structured File Management:
The bot ensured consistent and well-organized subfolders for file storage, maintaining an orderly directory structure. -
Scalable Solution:
The solution can easily scale to handle increased record volumes with minimal adjustments, supporting growth.