Digital Transformation of an Educational Consultancy Boosts Productivity by 80%

Overview

Our client is an education consultancy serving students in their career goals for over two decades. They not only empower students to secure admission into the top engineering and medical colleges of USA/Canada but also enable them to achieve their international education dreams. Over the years they have successfully helped over 15000 students fulfil their dream in securing undergraduate and graduate admission in some of the top-tier colleges internationally. They offer the full spectrum of services from psychometric evaluation, aptitude counselling to preparation, evaluation, visa interview guidance, and language training. The client is connected with over 400 universities and understands the unique admission criteria. Aascent InfoSolutions partnered with the client to streamline their workflow, aggregate their data, and make an intuitive application process from start to finish.

Use Case

Though highly effective and successful, the business faced scalability challenges owing to an over-reliance on manual processes. Each step of the student journey from recording the initial application to scheduling reminders for documents, LORs, SOPs, essays, and application deadlines was scheduled by staff members manually. The client wanted to leverage automation to streamline the admission and visa application process, improve efficiency, enhance data traceability, and provide a superior student experience.

These were some of the challenges faced by the client:

Manual processes
The admissions workflow was largely manual, involving hard files and extensive paperwork, and over-reliance on staff. This was time-consuming and prone to errors.
Information management
Managing large amounts of university and student data including classification, verification, and evaluation was unmanageable in the long-term. It was also difficult to establish traceability and extract meaningful insights from this unstructured data.

Scalability
The counselors handle nearly 1000 registrations annually with intensive deadlines and follow-ups putting immense pressure on the team.
Communication and Scheduling
Ensuring timely communication with students and maintaining proof of contact was cumbersome, with different types of notifications and reminders required.
Mock Interviews and Seminars
A key pillar in this process was organizing a series of mock interviews and seminars for pre-admission and post-admission. This required significant effort and coordination.

Our Solution

Workflow automation and data integration

We implemented a robust, bespoke software solution to automate the entire workflow from student profiling to university selection, application processes, and visa preparation.

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Centralized Data Management

A centralized source of data enabled easy retrieval of information, ensuring traceability of fees, documents, and communication. The system scheduled automated reminders and notifications for all the deadlines.

Enhanced Communication System

We developed an automated notification system for reminders and follow-ups to ensure that the students received timely reminders for their application process and upcoming events.

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Streamlined Application Process

The application process became heavily automated including verification of recommendation letters, SOPs etc. We also developed tools for efficient document vetting and financial verification.

Mock Interviews and Seminars

The software scheduled and automated the process for organizing mock interviews and seminars, including video recording and multiple mock sessions conducted by founders for thorough preparation.

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Comprehensive Reporting

We also created robust reporting and analytics tools to monitor the progress of applications, seminar scheduling, and counselor-student interactions. This included tracking student acceptance rates and financial transactions. This data was invaluable in predicting future trends and making the admissions counselling process more accurate and incisive.

Mobile and Web Applications

Developed mobile-compatible web applications and kiosks for student inquiries and data entry, enhancing accessibility and convenience for students and staff.

Technology Stack

Engagement Benefits

Automated Workflows

Our team designed a workflow that automated a majority of the tasks and processes reducing manual effort, increasing efficiency, and productivity.

Improved Data Traceability

A centralized repository of data enabled easy access to historical data and improved traceability of applications, fees, and communications.

Enhanced Student Experience

Automated reminders and notifications ensured students received timely updates, leading to a more organized and stress-free application process.

Streamlined Mock Interviews and Seminars

Automated scheduling and comprehensive preparation tools for mock interviews and seminars improved student readiness for visa interviews and university life.

Robust Reporting and Analytics

Data stored in the software enabled detailed reporting and analytics with valuable insights into application processes, helping refine strategies and improve success rates.

Digital Transformation

Transitioning to a digital platform enabled the client to handle increasing volumes of applications more efficiently and maintain their reputation as a top educational consultancy.

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"Partnering with Aascent InfoSolutions has been revolutionary for our processes. The automated workflow solution has significantly reduced overheads, time, and effort needed for our admissions process. The centralized data management has improved our traceability and retrieval processes, ensuring no detail is overlooked. I would highly recommend Aascent InfoSolutions team for their robust and customized solution. Our product is unrivalled in the market and we have now shifted the focus from administration and routine tasks to scaling our operations and offering next level services”

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