Creating a tailor made process-driven workflow
A large UK university used two different manual systems to generate its student awards. This meant there was often a slow turnaround for the graduate to actually receive their certificate. No tracking systems on despatch compounded the issue as little to no information meant student queries were difficult to resolve.
We tailored and built a process-driven workflow that automatically merged data and pdfs via unique identifiers. We added further safeguards into the workflow and established a despatch tracking system that provided a shipment number.
The university’s certificate production process is now fully automated. It has reduced despatch times from weeks to days and tracking information shared at point of despatch, allows students to self-manage delivery. The certificate packs themselves are now much more professionally produced, which has heightened the university’s integrity.
SMOOTHER EXAM PROCESS
University College London (UCL) is a world leading university based in the heart of London. This global reputation equates to a lot of students; 47,884 (2020/21) * to be exact, and this impressive student body has often led to a hectic final exam period, with the assessment team having to arrange 2,156 different papers for a main exam session (2019). This is why UCL approached Stephen Austin.
With such a huge volume of exams, UCL needed a streamlined workflow that could still reliably assure them that students got the right papers, at the right time. They weren’t just looking for a printer, they were looking for a solution provider who could understand every step of the journey. With several touchpoints and timetables being released in late February and exams starting in early May, there was a high margin for error.
To solve this issue, Stephen Austin created a bespoke workflow that was automated where possible to create efficiency and enhance accuracy. This meant that from the point that the exam file was uploaded, UCL did not see or interact with the question paper again until they were setting up with invigilators on the day of the exam, thus reducing the number of manual checks needed, creating huge efficiency savings as well as reducing the risk of any human error. These efficiencies gave the team more time to spend on other parts of the project.
For UCL, the most remarkable part of this project was the fact that this process was tailored and evolved specifically for their unique needs.
The evolution continued throughout the implementation stage; whilst everything was in motion, variables not identified during the due diligence stage were addressed, and the process was further refined to tackle additional potential risks and assure that when Stephen Austin said, “you are not getting the wrong paper” it was true.
Most importantly for us, the feedback was exemplary:
“Stephen Austin are more than printers!
Working with Stephen Austin gave us a complete process re-fresh resulting in huge amounts of savings in resource and errors. They listen, respond and worked with us to find an end to end process right through from printing to delivery of exam papers straight into our exam halls.
Our biggest benefit is giving Stephen Austin the work to fulfil the individual personalised examination packs for students who require examination adjustments – this part alone has saved the team c30% of resource effort than what it was before – complete game changer!”
The system will continue to evolve to meet UCL’s changing needs, and Stephen Austin will continue to work collaboratively to improve and streamline this progressive and innovative workflow.