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Charter School Automates Complex Summer School Enrollment Process, Improving Efficiency and Visibility

Charter School Automates Complex Summer School Enrollment Process

South Bronx Charter Schools leverages Optimum’s process optimization and automation expertise to streamline complex, annual summer school enrollment workflows.

About the Client

South Bronx Charter Schools, part of a network of public, open-enrollment charter schools, are dedicated to educating scholars through a rigorous classical curriculum, preparing K-8th grade scholars to excel in college preparatory high schools and beyond. Their students are among the highest performing in New York State.

Business Challenges

South Bronx Charter Schools needed to optimize and automate complex and manual processes to increase efficiency and reduce operational time and costs. The Summer Learning Academy (SLA) program, offered to both incoming and returning students, involves complex vetting and enrollment processes. This complexity arises from strict time-frames, various academic and attendance parameters, and the dynamic movement of student data from multiple sources. The data required consolidation and aggregation, which only a few personnel could manage, making the process time-consuming and inefficient.

Optimum’s Involvement

Optimum was engaged to map, optimize, and automate the entire student summer camp vetting and enrollment process. Our approach involved:

  • Workflow Mapping and Optimization: We mapped the client’s workflows, optimized them for future enhancements, and compiled student data from disparate systems.
  • Automation Implementation: Utilizing Office 365 and Nintex solutions, we enabled automated enrollment and vetting processes. This included defining and documenting approval workflows, notifications, student metrics, data flows, and systems of origin.
  • Automated Document Generation: Timelines were developed to trigger automated document generation, alerts, and notifications. Data thresholds were set to flag students for list assignments.
  • Template Automation: We assessed templates for auto-generated letters and emails, streamlining their integration into workflow automation.
  • Technology Utilization: SharePoint Online (Office 365) and Nintex’s Workflow Automation Platform were employed to automate the summer camp evaluation and enrollment process across all grades and schools within the client’s network.

Project Outcomes and Benefits

The implementation resulted in a streamlined and automated student selection and enrollment process, including automated vetting and assignment, approval workflows, notifications, and automated letter generation to students’ families. 

Key benefits included:

  • Increased Efficiency: Significant reduction in email-based collaboration and manual review/approval processes.
  • Real-Time Data: Enabled near-real-time viewing of student performance data, list allocation, and camp enrollment status.
  • Operational Cost Savings: Reduced operational time and cost associated with the annual enrollment process.

Optimum’s process optimization and automation solutions have empowered South Bronx Charter Schools to handle their complex summer school enrollment process with greater efficiency and effectiveness, ensuring a seamless experience for students and staff alike.

About Optimum: Your Partner in Process Automation

Optimum is a nationally recognized IT consulting firm dedicated to streamlining and automating business processes for organizations of all sizes. Our services result in simplified communication, error reduction, time and cost savings, and improved compliance and accuracy.

With expertise in strategic planning, process optimization, and innovative technologies, we empower clients to achieve clarity and productivity, lower operational and labor costs, ensure compliance, and drive business automation and transformation. Optimum offers a comprehensive suite of IT services, including custom software design and development, systems integration, business intelligence and analytics, work management and collaboration solutions, IT project management and business analysis, and staff augmentation.

Reach out today for a complimentary discovery session, and let’s explore the best process automation solution for your needs!

Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com 

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