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Case Studies

National University Expedites Transcript Processing with Advanced Forms Processing Solution

Business Challenge

A national university with a large student body regularly receives a high number of transfer applications from students. These applications are paper-based and contain transcripts that differ widely in layout, depending on the university. The information from the transcripts, such as grades, course descriptions, and semesters, had to be manually inputted into a management system. However, the sheer volume of transcripts made this a slow and difficult task. In order to reduce costs and streamline application processing, the university decided to look for document automation software that was capable of recognizing and processing the different transcripts.

Solution

After evaluating several products, the university chose SoftWorks AI’s Trapeze for Forms Processing to process up to 2 million pages per year. Trapeze is powered by a highly accurate OCR engine, allowing for high recognition rates. It also comes with advanced learning capabilities that enable it to adjust to different layouts and formats, and continually improve its recognition.

Results

The university used SoftWorks AI’s Trapeze for Forms Processing to automate its application processing. Trapeze was able to accurately recognize the information on the transcripts despite the fact that they were formatted in several different layouts. After recognition, the software exported the data into the management system. With Trapeze in place, the transfer applications were processed at a much quicker rate, allowing the university to respond to applicants in a timelier manner. The university was able to reduce its costs related to manual data entry and gain a real competitive advantage through automation.

Benefits

Objective Benefits Achieved
Increase revenue and maintain competitive advantage by responding to students quickly Increased productivity led to faster processing of transcripts, which allowed the university to admit students as quickly as possible. In the client’s business, admitting students quickly facilitates increased enrollment.
Repurpose full-time employees to save on costs Trapeze automated and accelerated the processing of transcripts, allowing for the elimination of two full-time positions. This saved over $100,000 on costs annually.
Reduce overall onboarding time for new students Trapeze’s advanced data extraction solution accelerated the entire admissions process, reducing onboarding time per student from 5 weeks to just 3 days.
Reduce time spent coding student transcripts In lieu of manual data entry, Trapeze reduced coding time from 1 hour to 5 minutes.
Implement automation solution capable of recognizing semi-structured forms with varying layouts Trapeze’€™s learning capability allowed it to accurately recognize the information from the transcripts regardless of layout.
Integrate automation software with management system The software worked seamlessly with the management system, exporting the data following recognition.
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