The Hague University of Applied Sciences: from spreadsheet to Salesforce
The challenge
Managing exchange contracts was very time-consuming. All data was in an oversized and complicated spreadsheet. Automatic process management and manageable sharing of information were not an option, and keeping stakeholders (management, faculties, partner universities) informed was very difficult. There was no data traffic between different applications. IT support was difficult to get. Processing management information was a repetitive, manual task. All this prevented the International Exchange team from doing their real job of attracting international exchange students. It was high time for a proper contract management system.
The solution
HHS was already using Salesforce for various purposes, such as alumni management. After talking to a TwoPurpose Salesforce consultant, the International Exchange team decided to start using Salesforce for their work process as well. Since they would also become the primary users, they were fully involved in the implementation project. Due to the flexible nature of Salesforce, all needs and requirements could be met. First of all, all existing contract information in the spreadsheet was thoroughly cleaned up before it was imported into Salesforce.Â
The result
International exchange contracts are now available to authorised persons in real-time. Processes are managed, deadlines are met and notifications are sent about upcoming deadlines. Exceptional situations are proactively reported. Management information is readily available in different views. Custom dashboards give each user an overview of his/her KPIs. Technical application management is not required. Process owners can manage information access, redefine processes and reports, and create additional fields. This means that they can continuously adapt the contract management system without having to involve other people. But most importantly, they now have time to go out and find new partner universities and engage in exchanges that are so important to The Hague University of Applied Sciences.
