Articles and cases

Automation of educational processes: the case of CISC network private schools


1 March 2021

Automation of educational processes: the case of CISC network private schools

Digitalization is moving into the educational and training sphere quite slowly. Yes, quarantine has shown that lessons can be held online, but certain organizational and administrative processes have been carried out in an outdated format for decades.

The recruiting process deserves special attention. After all, the quality of children’s education depends on its result. In an average school, there are 9 students per adult, while in the CISC network of private schools, the number of adults per child is twice bigger. This is because in addition to teachers, the school employs tutors and mentors. Additional workers are needed, because, in addition to classical knowledge, children develop mental skills that will definitely be needed in the future: for example, critical thinking or the ability to pitch their ideas.

CISC pupils

Recruiting automation in the most creative school of Ukraine 

In 2020, the CISC started using the recruiting module of the SMART HCM & LMS solution. 

The need to automate some of the HR processes became relevant when the CISC was opening 2 new schools. For an educational institution to start functioning, it is necessary to recruit at least 80 employees. Since the recruiting process in the CISC is very strict, the school organizes several stages of interviews, looks at how the candidate conducts lessons and interacts with children. 

Handling an avalanche of applications manually is time-consuming and unproductive, so part of the work was entrusted to the system. 

We have been working with SMART business for quite a long time already – more than 3 years. The company made a digital portal and diary for the school, therefore, based on the successful experience of collaboration, it was decided to start using SMART HCM & LMS. And frankly, this solution really improves the lives of recruiters

— Svitlana Skorodumova
HR Director of the CISC network

Having received a vacancy request from an internal customer, recruiters update the requirements for a future employee according to the position profile, and, importantly, the vacancy is published in a couple of clicks in all sources: on the official website of the school and on Ukrainian job sites, such as rabota.ua and work.ua, which are used most frequently, although there are also integrations with hh.ua and dou.ua.

Also, there is no need to go over dozens of websites to collect incoming CVs. All candidate responses are collected in SMART HCM & LMS, broken down by vacancies. If there is no direct integration between the job search platform (for example, thematic groups on Facebook) and the system, or if the candidate emails a CV directly to HR, the application still gets into the system via Microsoft Outlook.

The solution includes a display of all the stages that candidates go through. The first step is CV screening, then a phone call. If the experience of a teacher or mentor meets the CISC requirements, an offline or online meeting is scheduled: SMART HCM & LMS provides for the capability of making an appointment in Microsoft Teams.

If the first interview is successful, a meeting with the school management team and a test lesson with the children are held. All candidate selection stages are tracked. It is possible to analyze the time it took to find a new employee, which apparently is an important metric of the recruiting process.

Depending on the vacancy, the recruiter can transfer the candidate immediately to the next stage or return to the previous one.

We see the demand for high-quality education in Ukraine, therefore, the plans of the CISC include the expansion of the network of schools and further automation of business processes. Integration with the 1C ERP system is now being implemented, so that the HR department automatically receives information about the new employee.

Also, right now the school is testing an employee training module. Teachers, tutors and mentors of the CISC not only teach, but also constantly learn themselves. These are adaptation programs for newcomers, where we give new employees the opportunity to quickly familiarize themselves with the specifics of the educational and formation processes of the CISC, these are advanced training programs, the development of professional competencies, as well as personal qualities

— Svitlana Skorodumova
HR Director of the CISC network

* LMS – Learning management system.

Portal performance control with Application Insights

The school’s IT department uses Application Insights to keep the SMART HCM & LMS portal running smoothly. This platform makes it possible to analyze large volumes of operational data, interact with it and get valuable insights in a few seconds. IT specialists of the school have the ability to isolate anomalies in the portal’s operation and quickly identify problems using intelligent analytics and machine learning algorithms.

Application Insights’ interface

Thanks to Application Insights, the school management can see which employees are most actively involved in educational programs uploaded to the LMS part of SMART HCM & LMS, as well as receive general data about the portal traffic.

1 March 2021

Automation of educational processes: the case of CISC network private schools

Yes, quarantine has shown that lessons can be held online, but certain organizational and administrative processes have been carried out in an outdated format for decades.

Автор:
Igor Yartsev
Web Developer, SMART business

Automation of educational processes: the case of CISC network private schools

Digitalization is moving into the educational and training sphere quite slowly. Yes, quarantine has shown that lessons can be held online, but certain organizational and administrative processes have been carried out in an outdated format for decades.

The recruiting process deserves special attention. After all, the quality of children’s education depends on its result. In an average school, there are 9 students per adult, while in the CISC network of private schools, the number of adults per child is twice bigger. This is because in addition to teachers, the school employs tutors and mentors. Additional workers are needed, because, in addition to classical knowledge, children develop mental skills that will definitely be needed in the future: for example, critical thinking or the ability to pitch their ideas.

CISC pupils

Recruiting automation in the most creative school of Ukraine 

In 2020, the CISC started using the recruiting module of the SMART HCM & LMS solution. 

The need to automate some of the HR processes became relevant when the CISC was opening 2 new schools. For an educational institution to start functioning, it is necessary to recruit at least 80 employees. Since the recruiting process in the CISC is very strict, the school organizes several stages of interviews, looks at how the candidate conducts lessons and interacts with children. 

Handling an avalanche of applications manually is time-consuming and unproductive, so part of the work was entrusted to the system. 

We have been working with SMART business for quite a long time already – more than 3 years. The company made a digital portal and diary for the school, therefore, based on the successful experience of collaboration, it was decided to start using SMART HCM & LMS. And frankly, this solution really improves the lives of recruiters

— Svitlana Skorodumova
HR Director of the CISC network

Having received a vacancy request from an internal customer, recruiters update the requirements for a future employee according to the position profile, and, importantly, the vacancy is published in a couple of clicks in all sources: on the official website of the school and on Ukrainian job sites, such as rabota.ua and work.ua, which are used most frequently, although there are also integrations with hh.ua and dou.ua.

Also, there is no need to go over dozens of websites to collect incoming CVs. All candidate responses are collected in SMART HCM & LMS, broken down by vacancies. If there is no direct integration between the job search platform (for example, thematic groups on Facebook) and the system, or if the candidate emails a CV directly to HR, the application still gets into the system via Microsoft Outlook.

The solution includes a display of all the stages that candidates go through. The first step is CV screening, then a phone call. If the experience of a teacher or mentor meets the CISC requirements, an offline or online meeting is scheduled: SMART HCM & LMS provides for the capability of making an appointment in Microsoft Teams.

If the first interview is successful, a meeting with the school management team and a test lesson with the children are held. All candidate selection stages are tracked. It is possible to analyze the time it took to find a new employee, which apparently is an important metric of the recruiting process.

Depending on the vacancy, the recruiter can transfer the candidate immediately to the next stage or return to the previous one.

We see the demand for high-quality education in Ukraine, therefore, the plans of the CISC include the expansion of the network of schools and further automation of business processes. Integration with the 1C ERP system is now being implemented, so that the HR department automatically receives information about the new employee.

Also, right now the school is testing an employee training module. Teachers, tutors and mentors of the CISC not only teach, but also constantly learn themselves. These are adaptation programs for newcomers, where we give new employees the opportunity to quickly familiarize themselves with the specifics of the educational and formation processes of the CISC, these are advanced training programs, the development of professional competencies, as well as personal qualities

— Svitlana Skorodumova
HR Director of the CISC network

* LMS – Learning management system.

Portal performance control with Application Insights

The school’s IT department uses Application Insights to keep the SMART HCM & LMS portal running smoothly. This platform makes it possible to analyze large volumes of operational data, interact with it and get valuable insights in a few seconds. IT specialists of the school have the ability to isolate anomalies in the portal’s operation and quickly identify problems using intelligent analytics and machine learning algorithms.

Application Insights’ interface

Thanks to Application Insights, the school management can see which employees are most actively involved in educational programs uploaded to the LMS part of SMART HCM & LMS, as well as receive general data about the portal traffic.