As Forsythes Training Managing Director Chad White explains: “Registered Training can be a very labour intensive with heavy paper processes.
We have strict privacy protocols, contracts and reporting via Government portals, we need to manage student information, communication, reporting, resources, trainers, delivery platforms, venues and general business administration. Our business processes were ‘piecemeal’ digital all implemented and developed over the past 20 years with no systems talking to each other.
We had information on students, in outdated SQL/Access database, network folders, hard copy filing, and duplication of data in our student management system, content management system, finance, and spreadsheet management systems. We also had a separate venue management process that did not integrate any student or course data. These legacy systems also caused us to have a large IT overhead cost to maintain our business. Registered training has huge compliance requirements to be met.
The amount of information we must collect,
some sensitive, creates a considerable process to onboard students in a course. We wanted to make this experience as easy as possible for our students as well as provide our internal team with greater visibility of process and information.
“We had to not only eliminate the paper, but also make it easier for our staff to manage our information as well as make the student onboarding a better experience for our end users,” said Chad
With Cypher IQ Digital, Forsythes Training worked through the implementation in stages. “We needed to carry on with our day-to-day business tasks and update and implement these Digital Transformation projects, so we decided to attack the Project in smaller parts,” said Chad.
Cypher IQ Digital provided the workflow mapping and design, facilitated project management, and provided the software development expertise to build what was needed. Chad says: “It’s easy to get caught up in technology products available to the market. Cypher IQ Digital simply put that aside and focused on what was needed to deliver a complete end to end digital automated solution.”
As a result, Forsythes Training now has a complete end to end online Enrollment Process. A process that ensures data integration of invoices and payments to the financial system, SMS and email notification of forms and training messages, student information now integrates with the student management system, and venue and training man-agement can all be accessed and managed online.
Forsythes Training is now able to access data to report on enrollment processes and perform bulk upload of information into the Government portals.
“The Cypher IQ Digital system has allowed us to free up administration time, provide a better customer experience, and reduce costs associated with IT and business management.”
“From a process perspective, everything is immediate. We can access student information, enrollment stages, and course and venue detail quickly. As a Managing Director, I have complete visibility over the number of inquiries, enrollments and enrollment stages, which makes it easy for me to manage the business from anywhere.”
“We spend less time in data entry, filing of each enrollment. Our enrollment and billing is up to date and automatic. Our venue management is more manageable, and we even have the facility for our trainers to send SMS updates to students on the course and training needs from their phones.”
The integration of enrollment data into Forsythes Training Student Management System has stopped the duplication of data entry. This has made a big difference in workflows and enrollment management across the organisation, and the integration of data to the website has enabled quicker and easier updates of course offerings online.
Rolling out the additions and changes in smaller projects helped Forsythes Training stay on top of day-to-day work while ensuring the software created delivered everything that was needed. Forsythes Training aims to evolve and increase its service offering continually.
The Cypher IQ Digital technology will enable the organisation to continue to grow without expanding the admin team or adding additional admin and IT costs.
