University of Applied Sciences Berlin

Digital university administration 2.0

The digital world of forms. University Administration 2.0.

University administration means forms. Yesterday on paper, today digital and tomorrow automated and integrated with IT systems, available at any time and via any device.

Challenge

Forms play an important role in universities as a point of contact to students or employees. Standard processes in university administration are often already digital in the context of campus management. Outside of the standard processes, however, there are a large number of form processes, most of which are manual. Forms were often created decentrally in the departments in order to organize certain administrative tasks.

In addition, today's generation of students are digital natives and expect to be able to initiate processes at any time and via any device.

In summary:

  • mprove the user experience through streamlined, pre-filled forms with context-sensitive user guidance that can be offered on all devices via responsive interfaces
  • Covering typical university administration processes outside of campus management and ERP systems
  • Integration into heterogeneous backend systems
  • Introduction of a procedure model for business process modelling and workflow implementation as a basis for the optimisation of university administration processes

Implementation

Initially, the technical infrastructure for Adobe Experience Manager Forms was installed and the smooth data exchange with the campus management system of HIS and the ERP system MACH was ensured via points of contact.

Subsequently, the number of dynamic forms was continuously increased together with the departments. To this end, key processes were identified that have a larger number of participants and are to be mapped in electronic workflows. In the case of complex processes, a prototype was implemented after the process modelling, which was then tested and further optimised. By means of a prior simulation, weak points can be detected early on and eliminated before the start of productive operation.

With AEM Forms, process endpoints can be flexibly designed so that electronic form processes can be triggered directly in the self-service portal or on any website.

Results

  • Improved user experience through streamlined, pre-filled forms with context-sensitive user guidance, which are offered via responsive interfaces on all end devices
  • Typical university administration processes outside the campus management and ERP system are now covered digitally
  • Decentralized creation of eForms in the departments and increased convenience for employees through uniform logic and design
  • Administration processes without media discontinuity and largely paperless
  • Use of the digital signature

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