Software automation specialist Endpoint Automation Services (EAS), is celebrating success as it achieves significant efficiencies for the University of Liverpool.

EAS implemented a robust RPA process for the leading university to manage new applications, making eligibility assessments up to 55% faster than when simply relying on manual processes undertaken by an admissions officer. The admissions team are now able to make at least 400 more decisions each week.

With student applications for postgraduate programmes following a defined assessment process, the admissions department was identified as the ideal department to trial automation to assess where the university could benefit from digitalisation to increase efficiency.

The university decided on support from RPA specialists for the project and began working with EAS to create a bot which could help make the admissions process more streamlined. The EAS-designed and built bot had to be able to integrate with Ellucian systems, the recognised higher education student system, used by the university to track a student from the admission application, registration through to course completion and beyond. The integration was important as it also meant no new systems would be necessary to allow the bot to work with the Ellucian system.

The bot's introduction has led to immediate results for the admissions team. At peak periods the team has been able to process over 400 extra decisions every week. They can also deal with applications from China 55% faster, and 35% faster from India. Seeing this increase in decisions it has now introduced bots for applications from Pakistan, Ghana and Nigeria.

Furthermore, there are now also plans for bots to be used on other administrative functions which are largely process driven and the university can see a role for RPA in helping to enhance communications with students and applicants.

Jude King, the University's Associate Director, Admissions, Enquiries and Fulfilment, said:

"As a centralised admissions team we are responsible for assessing applications following set criteria. This includes the review of documentation such as academic achievements; certificates; references; personal statements; and when dealing with international students the confirmation of English language ability. Having made the assessment we are able to make decisions on the suitability of the applicant based on academic criteria. By its nature time-consuming and resource challenging at peak periods, but rules-based which made the process an ideal RPA pilot

"EAS's project manager discussed needs with our five strong team to design the bot. We provided detailed process maps, suggestions on potential areas for automation and we even produced a short video to show how we work. A close working relationship with the team was quickly built. EAS understood that we were non-technical and supported us in learning about automation and how it could work for us. This meant we were also able to include some future proofing by thinking about potential future enhancements."

Jude was clear with her team at an early stage that the project was not about replacing roles as the main reason for its introduction was to help manage the 23% increase in applications since 2018. She continued:

"The bot would ease the workload pressures which were affecting the team's motivation and morale. With less pressure to meet deadlines, there would be an opportunity to reduce administrative workload and give staff more time to focus on ‘added value' work, enable more involvement in projects and chance for professional development.

"Our automation journey has been one which has shown a strong return on investment for the university. Over the last 18 months EAS has been highly supportive in helping us transform our approach to application processing which has also saved time and resources while significantly increasing productivity and helping us provide a first class student experience."

Russell Lawrie adds:

"We are exceptionally pleased with the results achieved for the University of Liverpool, delivering efficiencies by supporting them with advanced technology, in-depth knowledge and a best-in-class service to secure substantial benefits for both them and their current and potential students.

"Through sharing the news of real-life project and their successes, we hope that we can raise widescale awareness of what can be achieved by harnessing the latest in Robotic Process Automation (RPA) solutions to deliver substantial back office cost savings for education settings, enabling us to support even more public sector organisations."

EAS specialises in producing Robotic Process Automation (RPA) solutions, and with a background in complex IT and cloud automation, offer automated processing. Since establishing the business in 2015, EAS has achieved to date over £4 million in cost savings for its clients, through the development and deployment of software robots to replace manual, repetitive processes and freeing up valuable employee time to focus on more complex tasks.

For more information on EAS visit: www.easuk.co.uk