Highlights
Automation of business processes, elimination of paperwork and faster access to key business data reduced the administration workload by 65%.
On average, PHECC is saving over 30 person-hours per week, around 600 person-hours per year, resulting on annual savings of almost €32,000.
The investment was paid back within 12 months since software implementation thanks to increased team productivity, time savings and elimination of unnecessary paperwork.
About Pre-hospital Emergency care council
The Pre-Hospital Emergency Care Council (PHECC) is an independent statutory agency with responsibility for standards, education and training in the field of pre-hospital emergency care. Its core mission is to protect the public through the promotion of excellence in pre-hospital emergency care.
The Challenge
PHECC Examinations Department is responsible for organising and running exams for candidates who want to acquire NQEMT Qualifications (Emergency Medical Technician, Paramedic and Advanced Paramedic). Organisation keeps track of all the candidates’ data and exam history, collects and processes exam results and works with PHECC Registrations Department.
The Examinations Department has identified a number of problems with software tools and data sources they used for their daily work:
- Manual data-entry and validation of candidates’ information (exam registration process)
- Time consuming registration of candidates with independent training centres for MCQ Examinations
- Inefficient processing of exam results
- Error-prone validation of candidates’ exam attempts (based on pre-defined rules set)
- Maintaining separate databases for candidates, examiners, and exams feedback
- Time-consuming, creation of quarterly and annual reports required by the management team to review and monitor the current trends
PHECC’s Examinations Team found that using inadequate tools to organise and manage exams, candidate, and examiner data was taking too long and was too much work to provide good service to candidates who want to get the National Qualification in Emergency Medical Technology.
The amount of manual data entry and updates needed to keep the important business data up to date, the cost of administration work, and the negative impact of a lot of work on staff performance made PHECC’s Senior Management look for other solutions.
The Solution
In the first phase of the project, GRIP created comprehensive documentation of Examinations Department’s internal processes and workflows. This provided a solid foundation and understanding of how the team operates internally and communicates with external stakeholders. It also identified opportunities to optimise processes before writing a single line of code.
Based on this understanding, GRIP designed a software solution focused on automating business processes and eliminating significant number of tasks and activities that had to be done manually, including:
- Complete elimination of candidates’ manual data-entry and processing
- Validation and verification of required training completion criteria
- Communication with candidates
- Exams registration and exam results processing
The Results
PHECC’s custom Examinations Software developed by GRIP has had a significant impact on the department, reducing weekly administration workload by 65%. This equates to 30 hours saved per week, which can now be redirected to more important tasks.
The software has eliminated unnecessary paperwork, optimised and streamlined the candidates’ exam registration process, and automated exam results processing. Additionally, the Examinations Team can now easily and quickly produce statistical reports related to exams and results.
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What People Say
I would highly recommend GRIP Software Solutions to any other awarding body or training provider. GRIP has a great team of staff dedicated to supporting our needs and adapting to our changes. They provide an excellent turnaround time. Their personal yet professional approach is second to none.
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