The education sector is riding the wave of digital transformation by leveraging new-age technologies such as Robotic Process Automation that help them reimagine their business performance and ROI. The advancement is being fuelled by RPA tools that require limited implementation time and operate on the UI level like a human, without API instrumentation or any security bypass.
RPA for the Education Industry
The traditional education ecosystem has always involved multiple stakeholders and is flooded with tedious tasks. Substantial manual labor and paperwork can be eliminated from school administration processes using automation in the education sector. This allows the staff to focus on the other critical aspects for better productivity and fewer errors.
Benefits others in the industry have reaped
Over 40% savings on operating costs
→
Automation of up to 35% academic/non-academic tasks
→
25% reduced dependency on teachers and support staff
→
30% improvement in student attendance
→
15% improvement in academic result
→
Use Cases of RPA in Education
- Teacher/staff log-in/log-out – Attendance reports, comp-off adjustment, sick/unpaid leaves, overtime benefits calculation.
- Warning Notifications – Alerts to frequent latecomers, seek explanations, evaluate their records, and initiate suitable actions by keeping them in the loop.
- Leave applications and approvals – Let faculty members apply for leaves digitally; approve/reject leave requests with reasons communicated to them.
- Teacher substitution - Allot faculty as per their availability by mapping class timings, sections, and teacher details. Automate repetitive work to boost staff productivity.
- Event queries - Chatbots can respond to general queries from staff, students, and website visitors. This reduces the number of queries over the phone and in-person.
- Admission/enrolment – Bots read registration details of individuals, check eligibility against the preset criteria, and validate information to shortlist candidates.
- Sponsorship management – Keep sponsors informed on upcoming events and send them regular reminders to honor their commitment.
- Infrastructure/facility management – Cost, risk, quality, and maintenance reporting for school premises. Complete asset documentation with space and occupancy data.
- Vendor management – Compare quotes and optimize material procurement. Send auto-alerts and POs to suppliers for stationery, uniform, sports equipment, etc.
- Meetings – Schedule parent-institute meetings and send reminders, details, call-for-action, agenda, and meeting minutes.
- Hiring faculty – Candidate sourcing from job portals, requesting resumes/cover letters, pre-screening, scheduling interviews, and answering candidates’ FAQs with chatbots.
- Offer letter administration - Extract data, fill the offer letter template, and email it to the candidate. Track the acknowledged document and extract critical data from it.
- Paperless onboarding – Automation in education gives access to data repository and tools for new hires. Process onboarding documents (read, signed, manage, copies sent to others, etc.).
- Alerts on new hires and exits – Keep employees, students, and guardians informed about the joining and exit of faculties along with other important details.
- Communications - RPA monitors incoming emails and other electronic communication, segregates them by keywords, assigns them to concerned individuals, and answers queries.
- Admission & Monthly fees – Set up a flexible and personalized fee schedule, automate collections, send payment notifications, and auto-generate & share fee receipts.
- Fee structure and breakup – Define fee groups, adjust relaxations & penalty amounts, and decide on optional fees by mapping students with their respective activities.
- Automate payroll - Calculate earnings based on payroll data, taxes, leaves, salary advances, etc. Generate paychecks and enable direct deposits.
- Cash control reconciliation - Automation in education can reconcile the accounts ledger between the institute’s ledger and the bank statement to save time of the finance team.
- Monitoring student/teacher performance - Compile year-on-year academic performance reports and identify the areas that need improvement with empirical data.
- Performance vis-à-vis competitors – Gather competitor data, guardian/student sentiment, and other vital indicators, and carry out a reality check analysis.
- Scholastic year Planned vs Achieved targets – Collate data to identify deviations from initially planned events, timelines, academic results, revenue, etc.
- Regularity compliance – Stay on top of regional and national regulations concerning educational institutions and ensure total compliance.
- CSR activity management – Allocate funds and track spending on community causes. Visualize the results of past efforts and facilitate communication with beneficiaries.
- IT operations – Bots interact with incident management systems or emails for creating and unlocking accounts, resetting passwords, rebooting systems, installing updates, etc.
- Data migration - RPA in education helps manage and migrate data between school information systems and external databases.
- Placements/internships - RPA can handle job postings, drives, interviews conducted by employers, and aggregate revenant data from job portals and notify the students.
- Attendance management – Use RFID chips to auto-mark students when they enter the premises. For online classes, use attendance sheets with timestamps for self-reporting.
- Assignment management – RPA can manage content across email groups, social media, SMS, and other channels. Share supporting material and facilitate real-time discussions.
- Review and grading – Bots can facilitate auto-distribution and grading of assignments, track progress, and catch mistakes in real-time.
- Notifications to parents/guardians – Keep parents informed on the conduct of the child, and upcoming events or changes. Remind them of pending actions from the past.
- Tracking course progress – Set empirical goals for faculty and students and track their progress automatically with KPIs. Send alerts and warnings for missed targets.
- Library management - Track items owned and issued, returns, and fines. Enable catalog updates & notifications for item availability, and automate check-in/check-out process.
- Timetable updates – Plan timetables well in advance and avoid event clashes. Book calendars and send timely reminders to stakeholders for upcoming events.
- Exams planning and scheduling - Run existing tests on each student repository, author new tests, manage test attendance, and compile & share detailed test reports.
- Remote proctoring – Use face detection and monitor streaming, track screen activities, and initiate live chats with candidates.
- Exam hall seating arrangement – Algorithm-based seating arrangement report eliminates seat fragmentation.
- Session monitoring with video surveillance – Bots can track students and detect suspicious activities using multi-camera video surveillance systems.
- On-screen evaluation – Auto-scan answer sheets, calculate scores, generate results, and send out scanned copies of evaluated answer sheets.
- Result card – Bots can analyze matches and help in player/team selection. The report can be emailed to all stakeholders.
- Student counseling – Identify individual strengths, determine critical factors through analysis, and map those with career opportunities using an intelligent data model.
- Subject-specific guidance – Identity subjects and areas that need improvement, and devise a roadmap for improvement with time-bound goals and progress-tracking tools.
- Student activity monitoring – Analyze the time students devote to individual subjects/topics and help them optimize their study-schedule.
- Sports – Bots can analyze matches and help in player/team selection. RPA can schedule outings/monthly events and verify the availability of concerned people.
- Recognitions – Let smart robots handle the entire workflow from automating the voting process and sending out notifications to compiling the winners’ list in the desired order.
Use Cases of RPA in Education
Staff Attendance
- Teacher/staff log-in/log-out – Attendance reports, comp-off adjustment, sick/unpaid leaves, overtime benefits calculation.
- Warning Notifications – Alerts to frequent latecomers, seek explanations, evaluate their records, and initiate suitable actions by keeping them in the loop.
- Leave applications and approvals – Let faculty members apply for leaves digitally; approve/reject leave requests and communicate the reasons.
- Teacher substitution - Allot faculty as per their availability by mapping class timings, sections, and teacher details. Automate repetitive work to boost staff productivity.
Event Planning
- Event queries - Chatbots can respond to general queries from staff, students, and website visitors. This reduces the number of queries over the phone and in-person.
- Admission/enrolment – Bots read registration details of individuals, check eligibility against the preset criteria, and validate information to shortlist candidates.
- Sponsorship management – Keep sponsors informed on upcoming events and send them regular reminders to honor their commitment.
- Infrastructure/facility management – Cost, risk, quality, and maintenance reporting for school premises. Complete asset documentation with space and occupancy data.
- Vendor management – Compare quotes and optimize material procurement. Send auto-alerts and POs to suppliers for stationery, uniform, sports equipment, etc.
- Meetings – Schedule parent-institute meetings and send reminders, details, call-for-action, agenda, and meeting minutes.
Human Resources
- Hiring faculty – Candidate sourcing from job portals, requesting resumes/cover letters, pre-screening, scheduling interviews, and answering candidates’ FAQs with chatbots.
- Offer letter administration - Extract data, fill the offer letter template, and email it to the candidate. Track the acknowledged document and extract critical data from it.
- Paperless onboarding – Automation in education gives access to data repository and tools for new hires. Process onboarding documents (read, signed, manage, copies sent to others, etc.).
- Alerts on new hires and exits – Keep employees, students, and guardians informed about the joining and exit of faculties along with other important details.
- Communications - RPA monitors incoming emails and other electronic communication, segregates them by keywords, assigns them to concerned individuals, and answers queries.
Finance
- Admission & Monthly fees – Set up a flexible and personalized fee schedule, automate collections, send payment notifications, and auto-generate & share fee receipts.
- Fee structure and breakup – Define fee groups, adjust relaxations & penalty amounts, and decide on optional fees by mapping students with their respective activities.
- Automate payroll - Calculate earnings based on payroll data, taxes, leaves, salary advances, etc. Generate paychecks and enable direct deposits.
- Cash control reconciliation - Automation in education can reconcile the accounts ledger between the institute’s ledger and the bank statement to save time of the finance team.
Quality Control
- Monitoring student/teacher performance - Compile year-on-year academic performance reports and identify the areas that need improvement with empirical data.
- Performance vis-à-vis competitors – Gather competitor data, guardian/student sentiment, and other vital indicators, and carry out a reality check analysis.
- Scholastic year Planned vs Achieved targets – Collate data to identify deviations from initially planned events, timelines, academic results, revenue, etc.
- Regularity compliance – Stay on top of regional and national regulations concerning educational institutions and ensure total compliance.
Others
- CSR activity management – Allocate funds and track spending on community causes. Visualize the results of past efforts and facilitate communication with beneficiaries.
- IT operations – Bots interact with incident management systems or emails for creating and unlocking accounts, resetting passwords, rebooting systems, installing updates, etc.
- Data migration - RPA in education helps manage and migrate data between school information systems and external databases.
- Placements/internships - RPA can handle job postings, drives, interviews conducted by employers, and aggregate revenant data from job portals and notify the students.
Classroom and Online
- Attendance management – Use RFID chips to auto-mark students when they enter the premises. For online classes, use attendance sheets with timestamps for self-reporting.
- Assignment management – RPA can manage content across email groups, social media, SMS, and other channels. Share supporting material and facilitate real-time discussions.
- Review and grading – Bots can facilitate auto-distribution and grading of assignments, track progress, and catch mistakes in real-time.
- Notifications to parents/guardians – Keep parents informed on the conduct of the child, and upcoming events or changes. Remind them of pending actions from the past.
- Tracking course progress – Set empirical goals for faculty and students and track their progress automatically with KPIs. Send alerts and warnings for missed targets.
- Library management - Track items owned and issued, returns, and fines. Enable catalog updates & notifications for item availability, and automate check-in/check-out process.
- Timetable updates – Plan timetables well in advance and avoid event clashes. Book calendars and send timely reminders to stakeholders for upcoming events.
Assessment
- Exams planning and scheduling - Run existing tests on each student repository, author new tests, manage test attendance, and compile & share detailed test reports.
- Remote proctoring – Use face detection and monitor streaming, track screen activities, and initiate live chats with candidates.
- Exam hall seating arrangement – Algorithm-based seating arrangement report eliminates seat fragmentation.
- Session monitoring with video surveillance – Bots can track students and detect suspicious activities using multi-camera video surveillance systems.
- On-screen evaluation – Auto-scan answer sheets, calculate scores, generate results, and send out scanned copies of evaluated answer sheets.
- Result card – Bots aggregate scores on academic/ non-academic areas by interacting with multiple systems. The report can be emailed to all stakeholders.
Emotional and Social Intelligence
- Student counseling – Identify individual strengths, determine critical factors through analysis, and map those with career opportunities using an intelligent data model.
- Subject-specific guidance – Identity subjects and areas that need improvement, and devise a roadmap for improvement with time-bound goals and progress-tracking tools.
- Student activity monitoring – Analyze the time students devote to individual subjects/topics and help them optimize their study-schedule.
Co-Currricular
- Sports – Bots can analyze matches for detailed reports and help in player selection. RPA can schedule outings/monthly events and verify the availability of concerned people.
- Recognitions – Let smart robots handle the entire workflow from automating the voting process and sending out notifications to compiling the winners’ list in the desired order.
Why choose Nalashaa for your RPA adventure?
At Nalashaa, we help the education industry stay competitive by automating Academic, non-academic, and all other functional processes. Regardless of the nature of the systems you use for your daily operations, we orchestrate the process flows for optimum outcomes. Concerns about your existing infrastructure are eliminated since automation in the education sector operates on top of it to be at work 24X7 and execute tasks at superhuman speed.
