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Case Study

Document Creation, Management, and Storage Solution for East-West Center

Customer:East-West Center

Industry: Education 

Business Pain: East-West Center manages 20 or more programs yearly where the participants for each Award program can include upwards of 50 or more participants.  Each participant may require specialized handling due to VISA requirements, travel and lodging requirements, and handling request during the Awards process.  As a manual process, the Awards process was very time consuming and prone to delays as part of addressing each candidate specific needs.  Involvement of other parties within East-West Center was handled primarily by email with no status or tracking to the overall process or metrics on how many were processed for any given program.

How we fixed it :

TekStream implemented a new Awards Processing application based on Oracle’s Content and Experience Cloud, Oracle’s Process Cloud Service, and HelloSign’s HelloSign API to provide a consolidate environment facilitating the creation, management, and storage of Award Process forms and associated documents.  The provided solution enables the Awards Process team to perform the following tasks and reviews through automation:

  • Create new Award Programs
  • Initiate Award Process workflows
  • Capture Award Program information from participants via online forms
  • Automatically route completed forms to Awards team for validation and redirect as needed
  • Ensure visibility to tasks and status by program and participant
  • Provide export of Award data for inclusion in the Participation Award Database

The Award Process application has enabled a marked improvement in tracking, time to completion, and accuracy for the many Awards being scheduled and processed by East-West Center.  Average processing time for a single participant has gone from 1 week to a day across all the Award programs.

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