Aston University Students' Advice Centre
Jill Wilson, Manager, says:
"My estimate is that WROSeS will reduce our admin running costs by 50% in the next year"
Aston University Students' Advice Centre has three full time staff who provide information, advice and representation mainly on academic matters, immigration issues, money and housing problems.
In 2005 the manager recocognised that the days of operating a paper-based system were numbered as the amount of time needed to administer the system was constantly growing. As with all centres, the requirement to retain files for 6 years meant the business of handling clients' cases resulted in the creation of, often bulky, paper case files with the additional onerous routine of printing and attaching documents and emails then photocopying, storing current cases and accessing archived cases.
In spite of the ever increasing workload in administrating the paper based system, the team were reluctant to move to electronic means. Many available electronic case management solutions appeared to have limitations and some had unfavourable reputations.
Then WROSeS came on the market and the team decided the time had come to change.
"It took only 2-3 days to get to grips with the processes" explained Jill Wilson "It is a question of changing the mindset of what you do. A scanner is fundamental and for the first time we were scanning, then handing paper evidence back to our clients, and destroying any copies instead of storing them.
Our efficiency is now dependant on keyboard skills. Instead of spending time finding files in different storage points I can sit at my desk and do my job"
WROSeS generates reports that originally had to be compiled by hand, another bonus in saving time.
