What St Patrick’s College, Maynooth do?
St Patrick’s College, Maynooth opened its doors as an educational institution in 1795 and, over the intervening two centuries, it has established for itself an impressive reputation for scholarship and learning.
The college and seminary are often referred to as Maynooth College. Today, as a Pontifical University, the College specialises in the study of theology and philosophy and related areas.
How did St Patrick’s College, Maynooth want to improve their operations?
Fidelma Madden, Bursar at St. Patrick’s College recalls, “We were processing more and more information every year so we knew we had to completely overhaul how information was being managed, not just to keep up with the information flow at the time but also the increased volumes in the future.” The College’s administration and supporting departments such as finance, admissions, HR, maintenance, and the President’s Office were all stakeholders in the project.
The areas that need to be addressed included:
- Integration with the existing student information management system
- Student information and records management, as well as the management of student admissions processing at the start of each academic year and all related student correspondence and documentation
- Student annual course registration management
- Core College contact and correspondence management
- Student fees/grants management
- AP invoice approval processing
- General document management
What solution was implemented?
“We chose M-Files because we love how powerful and flexible it’s metadata based structure is” according to Fidelma. “It meant that we could get rid of all the frustrating shared drives and folders that we were using and have one central repository for not only our documents but the data objects that they relate to such as students and staff”.
Working with Convergent, an M-Files vault was configured specifically for the College to supported and automate many of their core processes. Documents and information were now instantly searchable and because of M-Files unique metadata structure it was possible to see the context of each document by seeing instantly what it related to.
Specifically, the solution enabled St. Patrick’s College to:
- Standardise how information and documentation was created, captured and stored without the requirement for folders or file naming
- Instantly search all document content and view any related data objects
- Instantly search for students and view all related documentation
- Have full transparency, traceability and control over document and information creation
- Automate their core business processes and workflows
- Greater compliance capabilities
What was interesting or challenging about the project?
Fidelma added that “Although the transition to M-Files has been a considerable change, we already plan to extend M-Files into other management areas of the college over the coming months because it has made such positive difference so far”.
Nik Healy of Convergent, who managed the project said “We are very proud to be supporting such an historic and traditional Irish institution to completely modernise how they operate so that they can secure their future”.