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Client Case Study #1: Digital Transition – Going Paper-less

The goals of the project were:

  • To allow the organisation to go paper-less and streamline their data processing.
  • Give the organisation the capacity and capability to deliver online and blended courses to over 2500 students while still ensuring exceptional outcomes.
  • To create efficiency and streamline the business workflows to ensure data optimisation.

Scope and deliverables:

The scope of the project included the following:

  • Implement EDUonGO and Circulate Workflow
  • Integrate with the client’s student management system
  • Upload +10 qualifications into the LMS
  • Convert assessment to be digital to allow students to go paperless.
  • Improve data processing time and increase accuracy.

 Overview of the project stages:

To ensure success the project was divided into the following stages:

  • Scoping: Conducted a needs analysis, requirements scoping and finalisation
  • Project Kick-off: Project launch, finalised solution and project plans
  • System Contextualisation: set up and contextualise the software and applications to meet client requirements.
  • Content Upload: Upload
  • User Testing: Client project team test the software and solution
  • Super User Training: Trained the different user profiles, including – curriculum teams, trainers, student support and data admin team
  • Final Contextualisation: Made final adjustments to the software based on feedback
  • System Roadshow: Provided 2 roadshows to showcase the system to the broader organisation
  • Go Live: executed on a staggered launch of the courses, to minimize the potential issues. All courses achieved their go live dates with minimal issues.

 Services included to complete project:

To successfully deliver on the above, Circulus needed to provide the following services to ensure a quality product at the end of the day:

  • Project managers
  • Graphic designers
  • Software development team
  • E-learning developers
  • Quality Assurance
  • All courses launched on time with minimal disruption and issues.
  • Data processing times improved to be completed within 12 hours
  • Data errors reduced dramatically
  • Printing costs reduced
  • All students submitted assessments and access resources online
  • All staff were trained and understood the system prior to launch.
  • Daily support was provided to the client on critical launch days to ensure smooth running.