Overview
A mid-sized urban university to implement a scalable and automated solution for processing high school and college transcripts, as well as evaluating transfer credits with seamless integration into the university’s Student Information System (SIS) and CRM platforms. This project involved end-to-end automation, significantly improving data extraction, validation, and transfer credit processing. The solution reduced manual effort, increased efficiency, and enhanced the student experience.
The Challenge
The university sought to:
- Automate Transcript Processing – Reduce manual data entry from high school and college transcripts by extracting, validating, and mapping data into the university’s Salesforce system.
- Automate Transfer Credit Evaluation – Implement an automated solution that validates coursework against the university’s articulation database and integrates with Ellucian Banner, ensuring accuracy and consistency in credit evaluations.
Our Approach
HiEd Success adopted a structured approach to meet the institution’s objectives:
- Needs Assessment & Strategy Development – Collaborated with the university’s Enrollment and Registrar’s Offices to assess current processes, pain points, and future goals.
- Technology Evaluation & Integration – Designed a custom automation solution leveraging advanced data extraction and validation technologies with integration capabilities for Ellucian Banner and Salesforce CRM.
- Process Automation – Automated transcript processing and credit evaluation, incorporating OCR (Optical Character Recognition) for data extraction and machine learning algorithms for validation.
- End-to-End Testing & Deployment – Conducted thorough testing, ensured data accuracy, and provided a seamless implementation plan with minimal disruption.
- Training & Support – Delivered customized training and ongoing support to university staff for smooth adoption.
Key Features
- Automated Transcript Processing:
- Extracted and validated data from high school and college transcripts using AI-powered OCR.
- Output data mapped directly to Salesforce CRM for faster enrollment processing.
- Automated Transfer Credit Evaluation:
- Integrated with the university’s articulation database and Ellucian Banner for seamless credit evaluation.
- Reduced processing time from days to minutes while improving accuracy.
- Scalable and Secure Infrastructure: Ensured data privacy, compliance with institutional standards, and compatibility with existing systems.
Results & Impact
- Efficiency Gains: Reduced manual transcript processing time by 80%, allowing staff to focus on student engagement and support.
- Improved Accuracy: Enhanced data validation reduced errors in credit evaluations by 90%.
- Enhanced Student Experience: Faster credit evaluations improved the admissions process, positively impacting the student experience and satisfaction.
- Cost Savings: The university realized significant savings by minimizing manual work and optimizing staffing resources.
Why HiEd Success?
HiEd Success specializes in business process automation and data integration solutions tailored for higher education. We leverage our expertise in Ellucian Banner, Salesforce CRM, and OCR technologies to deliver scalable solutions that enhance operational efficiency.