Transforming a Workflow into a Automated System

Overview

Thousands of applications were received annually by a large university, but its admissions process was solely dependent on paper-based forms, manual data entry, physical document submissions, and in-person approvals. The operational load increased dramatically, resulting in inefficiencies, delays, and a bad experience for both administrative personnel and applicants.

Using Microsoft Power Apps, Power Automate, SharePoint, and cutting-edge AI capabilities, Lentera Technologies intervened to completely revamp the admissions process. A safe, completely automated, end-to-end digital admission ecosystem that reduced manual labor, increased transparency, and sped up decision-making was the end result.

Background & Challenges
1. Heavy Dependence on Manual Processing:

Several teams managing spreadsheets, physical files, and unstructured data were needed to process thousands of applications. As a result:

  • Forms lost or misplaced
  • Documents missing
  • Data entry failures by humans
  • Slow cycles for verification
2. No Centralized Data Visibility: Admissions, department heads, finance, and administrative offices all operated independently. Confusion and delays resulted from the need to phone or email several units in order to track an application.

3. No Real-Time Status Updates: There was no method for applicants to find out if their applications were received, validated, or accepted. Both staff and students experienced stress and an excessive number of inquiry calls as a result.

4. High Administration: Temporary employees, longer workdays, and continuous manual coordination were necessary during peak entrance times. A system that would modernize, standardize, and expedite the entire process was required by the organization.
Lentera’s Digital Automation Approach

Lentera Technologies designed a fully digital workflow that aligned with the institution’s structure and multi-stage approval process. The solution included:

Solution Components
1. A Complete Admission Portal Built with Power Apps:

Applicants could register and submit forms online using the new portal.

  • Upload scanned copies of your ID, certifications, and grades.
  • Monitor the status of your application
  • Get updates automatically
  • Pay any required fees.
2. Intelligent Document Verification: Lentera used AI-driven validation to automate:
  • OCR-based reading of documents.
  • Verification of eligibility.
  • Identification of duplicate applications.
  • Routing of verification according to program or course.
3. Centralized SharePoint Repository: A well-organized SharePoint architecture was developed for:
  • Access is controlled based on user roles to maintain strict security.
  • A dedicated folder is automatically created for each applicant.
  • Version control is applied to track and manage revised submissions.
  • Comprehensive audit logs are maintained to support compliance requirements.
  • All documents are securely stored to ensure complete safekeeping.

    4. Executive Dashboards and Reporting:
  • Real-time information on the overall number of applications received was made available by Power BI dashboards.
  • They showed each application’s current verification status.
  • Decision-makers were made aware of program-specific demand trends.
  • The dashboards displayed the distribution of staff workload by department.
  • They also monitored daily performance metrics and approval turnaround times.
Final Thoughts

This case study illustrates how even the most intricate administrative procedures may be modernized through intelligent automation, low-code applications, and integrated digital workflows. With safe, scalable Microsoft-based solutions, Lentera Technologies continues to assist organizations and businesses in streamlining operations. For advice or assistance with implementation, email support@lenteratech.com.

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