Streamlining Education Compliance Processes: A Case Study on Catholic Education Diocese of Parramatta
Technology Category
- Cybersecurity & Privacy - Security Compliance
- Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries
- Buildings
- Education
Applicable Functions
- Product Research & Development
- Quality Assurance
Use Cases
- Leasing Finance Automation
- Personnel Tracking & Monitoring
Services
- System Integration
About The Customer
The Catholic Education Diocese of Parramatta (CEDP) is a non-profit organization that oversees 78 Catholic schools, four early learning centers, and a total student population of over 43,000 in the Diocese of Parramatta, Australia. The organization is responsible for ensuring that all its schools meet the compliance requirements laid down by the New South Wales Board of Studies, Teaching, and Educational Standards (BOSTES). Noncompliant schools can face provisional registration and even possible deregistration. The organization was seeking a solution to streamline the compliance audit process, reduce the workload on staff, and improve accuracy.
The Challenge
The Catholic Education Diocese of Parramatta (CEDP), a non-profit organization, was grappling with the challenge of streamlining the education-compliance full audit process that its school staff underwent every five years, as well as an annual self-monitoring process across its 78 schools. The workload associated with responding to this audit placed significant pressure on teaching staff, administrators, and principals. The process was time-consuming, requiring manual filling out of spreadsheets and emailing them to the education office. Additionally, compliance requirements were ambiguous and often interpreted differently. With 78 Catholic schools in the Diocese, four early learning centers, and a total student population of over 43,000, managing schools and delivering student outcomes was complex and expensive. CEDP needed a solution to reduce staff stress levels, save time, and improve accuracy.
The Solution
CEDP partnered with IT firm Devworkz to create an automated compliance management solution called 247Checklist. This solution was based on Microsoft SharePoint 2013, Nintex Workflow Enterprise, and proprietary technologies Appbuilder and Uihiro. The 247Checklist information is held in lists and libraries in a central site that supports master data sources and many relational data models. Data views and school and individual access are based on SharePoint security groups and Active Directory, surfaced through Appbuilder components. The solution uses Uihiro to enhance the SharePoint UI with graphical icons, pop-up hover-overs, and a responsive design capability that deals with all common browsers and view ports. 247Checklist runs complex, automated workflows behind the scenes to generate each school’s audit every year. The solution handles the complex business logic of linking information from various systems and matching them to the right person, school, and location to provide notifications and alerts.
Operational Impact
Quantitative Benefit
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