Case Study Contract Management in the Education Sector Serving Multiple Organisations

Educa examines technological developments and links them to quality improvements in compulsory education (primary and lower secondary level), vocational education and training, grammar schools and technical secondary schools (upper secondary level).

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First Phase Key Improvements

%

Reduction of Copy-paste Mistakes

%

Time Saved

Automated Templates

Background

Educa examines technological developments and links them to quality improvements in compulsory education (primary and lower secondary level), vocational education and training, grammar schools and technical secondary schools (upper secondary level).
It lays the foundations for the Swiss digital education area space throughout the entire country.

We follow developments in digital transformation as they apply to the Swiss education space. Combining the constant strive for quality with application of state-of-the-art technology is at the core of our corporate mission. That same ambition shapes the choices within our digital workspace.

Challenges

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Educa needed a way to quickly automate multi-document packs for suppliers, manage approvals, etc.
System had to be cloud-enabled so to create universal contracting across all cantons.
Needed to be able to grow with the team as their technology and complexity demands increased.
Needed a secure environment.

Onboarding

Internal training for users.
Educa immediately began to use Legito as the company’s overall document lifecycle management tool.
Legito’s ongoing development, enhancements, and feature releases allowed the use case to expand to eSignatures and Approvals.

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Template Automation

Over 10 different template suites have been created.
Most popular contains over 20 different documents.
Ensures universal and universally current contracting language across all documents.

Workflow Automation

Multiple workflows in use depending on document and supplier.
Workflows in use to streamline document review and approval process across organization.
Workflows are also used for uploaded documents – where Legito functions as document management software.

DocuSign Integration

Integration with DocuSign has been deployed at Educa.
Individual document processes are handled via Docusign Integration.
Significant savings in time and hassle have been realized through this integration alone.

Results

Savings in time across contract processing.
Better control over contract content and thus compliance using Legito’s control over unauthorised edits in the templates.
Contracts managed in accordance with Educare internal procedures with centralized data management and monitoring.