PHECC Examinations Department is responsible for organising examinations for Candidates who are seeking to obtain PHECC’s NQEMT Qualifications (EMT, Paramedic, Advance Paramedic), maintaining complete Candidates data and their examinations history, collecting and processing exam results and cooperating with PHECC's Registrations Department.

PHECC’s Examinations Department has identified a number of challenges related with software tools & data sources used to support department's daily operations:

• Manual entry and validation of candidates’ data (exam registration process)
• Manual registration of candidates with independent training centre for MCQ Examinations
• Manual creation of candidates taking an OSCE/SWA exams, separately for each RI
• Manual exam results recording
• Manual validation of Candidates’ exam attempts (based on pre-defined rules set)
• Separate databases for Candidates, Examiners and Exams Feedback
• Manual generation of quarterly and annual stats and KPIs related to exams and exam results
  • these time-consuming reports are required by the management team to review and monitor the current trends

The Examinations Team determined that the administration work related to organising and managing examinations, candidates & examiners data using inadequate tools was taking too much time and effort to provide a high-quality service to Candidates aiming to obtain National Qualification in Emergency Medical Technology.

The volume of manual data inputs & updates required to keep the critical business data up to date, the costs associated with administration work, the negative impact of high volume of work on staff performance prompted the PHECC's Senior Management to look for alternative solutions.

During the first phase of the project GRIP created a complete documentation of PHECC Examinations Department's internal processes & workflows. This provided a solid foundation and understanding of how the Team is operating internally and communicating with external stakeholders as well as an opportunity to optimise processes before a single line of code has been written.

During this phase GRIP designed a software focusing on automation of optimised business processes. GRIP was able to automate a significant amount of tasks and activities that had to be done manually including complete elimination of Candidates' data entry, validation and verification of required training completion criteria, communication with Candidates, exams registration and exam results processing.

Moreover, the software provides the team with a comprehensive set of Reports that are available instantly, with a single click of a button; previously they were collated manually using multiple sources of data - a very time consuming and exhausting work.