Education

A glimpse into the South African Education Challenges

The education sector seems to be the least interested in embracing the trend of automating various processes in order to eradicate tedious, repetitive tasks.

We still see teachers following the same old-fashioned approach that involves using a pen and paper for attendance management, grading, or progress report card generation. For tracking student progress, teachers must conduct meetings with parents regularly. Apart from that, teachers must invest a lot of their time and effort to plan and prepare strategies to make the learning environment optimal.

Performing all of these correctly, while ensuring career success for students, can be a challenging endeavor for teachers. Not only teachers but also administrators are loaded with several responsibilities and duties that are cumbersome, repetitive, and time-consuming.

School administrators are responsible for managing administrative support systems and the smooth running of the educational activities. Scheduling academic board meetings, managing student enrollment, planning educational events, processing invoices, taking care of student recruitment activities leaves administrators always busy at work. Besides, during seasonal peaks, they can be overburdened with various other roles too.

So, what could be the right solution for this? Well, since the educational sector is flooded with tedious tasks, implementing automation tools like robotic process automation (RPA) for education can be ideal.

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The Benefits of using RPA in the Education sector?

RPA, the latest automation trend, is indeed a catalyst for innovation and revolution in the education section. The advantages that the education sector can grab from this opportunity are the following:

The RPA tool can take up repetitive, high-volume tasks and execute the work at a faster pace and lower rate. This will help the educational institutions to improve their bottom line.

With RPA handling most mundane tasks, employees who were assigned to perform those activities will get more leisure time. As a result of this, the employees can focus on to utilize their precious time for more productive and strategic work. The educational institutions can seamlessly handle massive amount of work and get it done without missing the deadlines. This indicates that, with RPA, the institutions can increase their productivity, which will help them maximize their returns.

One of the most incredible features of RPA is to be able to perform a particular, predetermined job round the clock without any mistakes. Work done with negligible errors will require no rework. Performance excellence can help the institutions to improve their overall work execution, helping them make more profits.

Truly, RPA is changing the meaning of how businesses carried out their operations until now. And now that we have seen the power and potential of RPA for education too. However, the adoption rate of RPA in the education sector is lesser compared to the other sectors. Probably, one of the reasons is lack of knowledge and expertise on how RPA operates. Educators and school administration should be provided the required training on the concepts of RPA and its working. Perhaps, this could be the first step to enhance the confidence of educational institutions to adopt this amazing technology and not miss out on this trend.

Areas where RPA can be implemented in the Education sector

The student enrolment process is one of the most time-intensive jobs that the educational institutions

Enrolment Process
Must still carry out. The process involves several paper-intensive tasks that are not only cumbersome but also error-prone. Reading student application form, validating student documents, checking their eligibility for the applied course manually is tiresome, indeed!
Meetup Schedules
The tool can simply check the form, analyze it, validate the documents, assess the eligibility criteria, and decide whether a student should be registered or not.


Planning and preparing for committee board meetings, faculty meetings, and parent-teacher meetings are another tedious job that cannot be ignored. Meetings organizers must check up on the attendee’s s schedule. Depending on their availability, the organizer must then plan for a meeting. Once planned, the organizer must draft emails separately to every attendee, passing on the message on the date, time, and location of the meeting. If there are any changes in the schedule of any one of the attendees, then the organizer must repeat the entire procedure all over again.

RPA, on the other hand, can entirely automate the meeting scheduling process without human involvement. By checking every attendee’s work schedule, it can automatically draft emails to the concerned people, notifying them about the meeting. Besides, the tool can compose emails to parents with their kid’s progress reports and schedule a meeting, if the need is so. 

Attendance Tracking
Attendance tracking is a repetitive yet crucial task that educational institutions must perform daily. 


And if you think that the institutions must only care about student’s attendance, then you are highly mistaken. Keeping accurate time reviews of faculties and school administration is important to offer fair compensation. It is important to keep track of the time that is being productively utilized by educational stakeholders, which isn’t possible by manual time registration.

By implementing the right attendance tracking system, the institutions can collect the information on the time logged in for work. The RPA tool will be trained well with relevant information on how to determine the right compensation for every employee in exchange for all the work they did for the institution.

Progress Reports

In addition to assessing student’s examination papers, educators are expected to prepare progress reports of every student. Indeed, that’s a lot of dull work to do. RPA can be a great help here.

Once the scores are electronically stored, the RPA tool will extract the data from the database, enter the details in the progress card, and send the reports to parents. Educators, on the other hand, will not be required to carry out this monotonous job, which means that they can then be able to take care of other productive work.

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Basic Considerations for Automation

The way to begin an automation roadmap is to conduct a process scan and opportunity assessment to identify processes and activities with the highest potential return on automation investment. Activities appropriate for RPA generally have certain characteristics.

It must be a highly manual, repetitive and high-volume process.

It must be a rule-based process.

It must have a low exception rate (low variation between processes)

The inputs must be electronic or machine readable.

The processes and their underlying applications must be stable.

The processes are already being performed by large teams.
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