University loads scholarships, awards, and more into Ellucian Banner accurately and quickly

Industry : Government and Education

Function : Operations

Company Profile

Comprehensive public research university located in Virginia that offers 200 degree programs in a wide range of fields and is committed to promoting academic excellence, research and innovation, and community engagement.

Scope Highlights

  • 3000 annual requests
  • Ellucian Banner ERP
  • Google Sheets document management platform
  • MS Excel and Outlook
  • Automated process enhancement
  • RPA (robotic process automation)

Challenge

The university’s processing team handles up to 500 monthly requests to create new indexes for scholarships, awards, and other fiscal line items. Team members received requests by email and entered index data into multiple screens in their account management platform (Ellucian Banner). This highly repetitive and time-consuming process often experienced data entry errors requiring rework. Leadership sought a solution to eliminate the need for manual processing and improve data accuracy and compliance.

Solution

The solution uses a dispatching process that makes an API call to Google sheets to retrieve an Excel list of new indexes to be created. The data is validated and loaded to the queue, where a performer subprocess picks it up. This subprocess navigates the platform and uses the index data and configurable business logic to update all the necessary forms. Once completed, the solution updates the Google sheet with the processing status and alerts the team on indexes requiring follow-up.

Results

2 FTE saved

Up to 80% faster processing

Improved compliance and data quality