Nintex Case Studies Streamlining Education Compliance Processes: A Case Study on Catholic Education Diocese of Parramatta

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	Streamlining Education Compliance Processes: A Case Study on Catholic Education Diocese of Parramatta Nintex

Streamlining Education Compliance Processes: A Case Study on Catholic Education Diocese of Parramatta

Nintex

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
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. Read More
About 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. Read More
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. Read More Log in to view content
Contents

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

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.

About 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.

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.

Impact #1	The 247Checklist solution has significantly improved the compliance process for CEDP. The solution allows staff to update compliance requirements centrally and push the changes out to all schools as they are released by BOSTES. Principals can distribute workload, assigning various parts of the audit for school staff to work on throughout the year for ongoing compliance. The solution eliminates the repetitive work of collecting and maintaining evidence. Staff can link directly to supporting documents, so principals and compliance officers can verify compliance. The solution is smart enough to show each staff member just the requirements that apply to his or her school, and generates email alerts when a compliance issue or deadline needs to be addressed. After principals sign off a school as compliant, the solution notifies the compliance team at the education office, and indicates whether any follow-up is required.

Impact #1

The 247Checklist solution has significantly improved the compliance process for CEDP. The solution allows staff to update compliance requirements centrally and push the changes out to all schools as they are released by BOSTES. Principals can distribute workload, assigning various parts of the audit for school staff to work on throughout the year for ongoing compliance. The solution eliminates the repetitive work of collecting and maintaining evidence. Staff can link directly to supporting documents, so principals and compliance officers can verify compliance. The solution is smart enough to show each staff member just the requirements that apply to his or her school, and generates email alerts when a compliance issue or deadline needs to be addressed. After principals sign off a school as compliant, the solution notifies the compliance team at the education office, and indicates whether any follow-up is required.

Benefit #1	Improved efficiency and greater oversight in compliance
Benefit #2	Elimination of the repetitive work of collecting and maintaining evidence
Benefit #3	Better reporting options, with accurate, measurable data on compliance status across all categories, by school or by network of schools

Benefit #1

Improved efficiency and greater oversight in compliance

Benefit #2

Elimination of the repetitive work of collecting and maintaining evidence

Benefit #3

Better reporting options, with accurate, measurable data on compliance status across all categories, by school or by network of schools

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Overview

Streamlining Education Compliance Processes: A Case Study on Catholic Education Diocese of Parramatta

Operational Impact

Quantitative Benefit