Case Study

A leading private university in the US. The Institution’s faculty and researchers are engaged in offering world-class patient care and producing cutting edge research.

The university was looking for an efficient solution to better manage student relations from admission to graduation. There was no integration between various departments, such as human resources, finance and research. Most of the processes were manually run or dependent on the legacy system, leading to errors and downtime. The university wanted to maintain students’ records, including admission and application process, course registration, curriculum management, academic grades, scholarships, fee payment and recruitment in an easily manageable and accessible manner.

Initially, we conducted an in-depth analysis of the client’s business processes, IT system dependency and business objectives. Considering the number of students, its campuses abroad and the research collaboration projects in place, we decided to implement a cloud-based student lifecycle management (SLCM) system for the medical school.  We created a detailed implementation roadmap defining and mapping exact business processes in the cloud-based system. The system was implemented with HR and finance modules.

We delivered end-to-end solutions for admission and application, curriculum management, course registration, student financials, event planning, exams, assessments and grades, degree audit and graduation, academic advising, professors’ self-service, academic advisors’ self-service, student self-service and mobile services, and reporting.

These solutions were enabled with the aim of integrating and automating the existing business processes. We also developed a single-window portal that gave controlled access to students and faculties for interactions.

The system integrated and streamlined business processes across various university departments, making it easy for people to collaborate and share information. The system automated training requests by eliminating manual requests and approvals. It offered real-time access to data, thereby improving visibility and increasing efficiency in academic programs. The automated online portal that is part of the SLCM system allowed students to enroll, register, assess semester-wise progress and prepared them for self-evaluation. The system also provided easy to operate tools to help students identify and track their paths to graduation. It enhanced student-faculty relationships and established common monitoring and feedback processes. Since our cloud-based SLCM system offered multiple back-ups of data at scheduled intervals it ensured data integrity and prevented data loss.

The students in the university managed to explore new options for financial assistance and grants. The system linked the grants to student payables like tuition fees and hostel fees, so they only pay the amount owed to the institution, thereby helping them plan their expenses with accuracy.

With the SLCM system in place, students and the university staff can now engage in comprehensive self-service using their smartphones.

As a good financial management system built on a powerful architecture with many advanced security features, the SLCM provided role-based access to confidential financial data and prevented unauthorized access.

The SLCM system has led to higher staff productivity and simplification of HR processes. It has also improved the school’s budget management and the academic performance of students.

Odisha State Guest House, Department of Home, Government of Odisha

To automate and manage the various essential operations of the Odisha State Guest House in Bhubaneswar in an efficient and secure manner.

After an in-depth analysis of the client requirements, Gemini put in place a team of experts to design, configure and deploy an operational solution for managing the guest house. Using our software development experience and best practices, Gemini experts worked alongside government officials to develop and implement an automated software system to manage the guest house. Gemini has also offered continuous support to maintain the system.

The system comprises of 7 modules.

The system makes it possible to maintain and manage daily records in software rather than the old system of using pen and paper. Now, during the COVID-19 pandemic, the government staff do not have to worry about the touchpoint increase.

The system has automated the entire booking process from pre-booking to guest check-out, ​enabling smooth front office operations. Tasks such as guest bookings, room change requests and concierge services can now be done by the front office staff with just a few clicks. It has simplified the entire kitchen operations, including recipe management and costing, menu planning, generating kitchen order tickets, updating order status and inventory procurement.

The system has streamlined the day to day housekeeping activities such as the status of each room, setting up auto-posting remarks for the housekeeping department on a daily basis and establishing better communication between the front desk and housekeeping staff. It manages central stock inventory and tracks section-wise daily stock consumption to efficiently manage stock control and ordering. The system has an automated laundry management system from ordering, pick-up, processing and delivery to optimize efficiencies.

It helps in tracking real-time activities through a system of automated emails and SMS alerts to concerned departments and managers. The system has created analytics-based reports offering insights into various guest house operations from occupancy and housekeeping to inventory procurement and guest experience.

Forest & Environment Department, Government of Odisha

Bana Sathi Mobile App can track animals, especially elephants in group or single, when they try to enter human habitat. Public/ Forest Department officials can use the same app to send alerts to the Forest Control Room, thereby, spreading awareness among villagers. This app will act as a bridge between the Forest Department and locals thus helping to prevent possible human-wildlife conflict. The Forest officials can also use the app to check and curb illegal activities in the forest. In addition, the app will help increase greenery by providing information to public on saplings distribution by the Forest Department.