Spectra Training (part of Academies Australasia) is one of Australia’s largest Registered Training Organisations that delivers a range of training courses to hundreds of companies across Australia. With over 100 staff and offices in 5 Australian States, the company has been delivering effective training to thousands of organisations for 10+ years.
Challenge
Preparation of Excel spreadsheets detailing the status of training delivered each week to Spectra’s clients, was manual and labour intensive.
Existing procedures and information flows to Spectra clients could not be disrupted during the development and deployment of any alternate solution.
VetTrack – a 3rd party application being used was based on a little used database system.
Requirement
Automate and improve processing throughput, minimize data entry and increase service reliability.
Approach
Design a solution that met and exceeded Spectra’s project success criteria, after completing a business process assessment of the current situation and investigating alternative solutions. This included an interface to the VetTrak system that retrieves and stores a secure database server copy of all training activity daily. This was the foundation for a web-hosted, online service that enabled Spectra staff real-time access at any time of the day.
In addition, Spectra’s clients are also enabled with web-hosted online access, to complete training records by employee and course, which can be exported into Excel for their use.
Results
Efficient automated processing
Spectra management can view updated statistics at start of the business day
Manual data entry has been (almost) eliminated
Processing reports for clients takes seconds (previously hours) and delivery via email to Spectra clients is automated enhancing the value-added services Spectra delivery to their clients.