BPM & Workflow System Case Study:
K12 Online Student Registration and Parent Portal
JobRouter workflow system
CHALLENGE: Replacing a manual and paper-based process
A K-12 School District wanted to replace their labor-intensive paper-based process for annual student registration and parental approvals update with an online workflow system.
The existing paper-based process was taking 4 staff members more than 3 months to complete each year and involved manually re-keying data from paper forms - with the added risk of introducing errors.
The process was so lengthy that teachers were often unable to schedule fields trips until well into the semester because parent permissions were not fully up-to-date.
SOLUTION: JobRouter Parent Portal for K-12 Schools
SOLUTION: Months of Work Eliminated
After investigating their options, the School District chose the JobRouter BPM Suite for their new online Student Registration and Annual Consent portal. The new solution has eliminated piles of paperwork and months of manually re-keying data.
SOLUTION: Parents Love the New Process
New Student Registrations are submitted by parents using an online application form and the Annual Consent & Update process is handled through a secure Parent Portal. Parents now log into a secure web portal to review and update information for each of their children who are registered in the district. The secure portal interfaces with the student information system (SIS).
Only information relevant to their own children is visible to parents who update the records or enter new information such as emergency contacts, health information, and permissions. The new process is now completed online by parents in just a few weeks in the late summer and at the beginning of the school year and updated through the course of the year by parents as needed. Parents can log into the portal anytime 24/7.
SOLUTION: Staff Love the New Student Registration and Parent Portal Workflow System
Any change made by a parent in the parent portal is highlighted in yellow for quick identification by school staff who are immediately notified by the workflow system that a change has been made. Authorized teachers can also log on to view relevant student information without having to ask for help.
Intelligent routing and granular access controls means that staff, teachers, and the office of the school nurse only have access to the information that they are authorized to see and which is relevant. That helps to keep confidential information secure, and puts the most important information at the fingertips of the those who need it.
Now that annual updates are completed so quickly, staff have more time to focus strategic activities - and teachers can schedule fields trips sooner!