21d • Business & Strategy 🧠
Client Processing 1,200 Transcripts Annually (Automation Recovered 900 Hours) 🔥
University admissions. 1,200 transcripts annually. Manual entry consuming 900 hours.
Built automated processor. Eliminated transcription.
THE CLIENT'S MANUAL PROCESS:
Every transcript requiring manual processing. Coordinator downloads PDF attachment from email. Opens admissions system. Types student name, student ID, email address manually. Enters institution details - name, address, registrar information.
Opens course entry screen. Types each course individually - course code, course name, credit hours, letter grade, semester completed. 15-30 courses per transcript average. Every course manually transcribed from PDF.
Sums credits attempted and earned manually. Verifies GPA calculation against transcript. Notes academic honors if present.
Determines transcript type - official or unofficial. Checks for registrar signature presence. Flags verification requirement if official transcript with student ID.
45 minutes per transcript. 1,200 transcripts annually. 900 hours total consumed.
Audit revealed problems - 178 course entry errors from typing mistakes. 89 GPA calculation mistakes from manual math. 234 missing academic honors notation from overlooked entries. 67 transcripts incorrectly marked verified. 123 flagged for verification never processed.
THE AUTOMATION SOLUTION:
7-node workflow with verification routing:
```
Gmail Trigger → Get Email → Prepare Binary →
PDF Vector Extract → Analyze Transcript → Log Database →
Verification Router → [Check] OR [Unverified]
```
Monitors inbox. Transcript arrives. Triggers processing.
EXTRACTION:
Student - name, ID, DOB, email
Institution - name, address, registrar information
Degree - program, major, minor, enrollment/graduation dates
Courses - complete list with codes, names, credits, grades, semesters
Academic - credits attempted/earned, GPA values, honors
Metadata - transcript type, date, registrar signature
ANALYSIS:
Total courses processed
Completion rate (earned/attempted percentage)
GPA categorization (Exceptional/Excellent/Good/Fair)
Academic standing (Dean's List/Good Standing/Probation)
Grade distribution summary
Verification requirement (official + student ID)
DEPLOYMENT METRICS:
12 months operation. 1,200 transcripts processed.
Manual entry eliminated. Zero hours transcribing. Zero course errors. Zero GPA mistakes. Zero missed honors.
Accuracy - 100% match between transcript documents and admissions system records.
Verification consistency - 100%. All official transcripts with student IDs evaluated systematically.
Time recovered - 900 hours annually. Reallocated to direct applicant counseling and support.
How many hours transcribing annually?
7
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Client Processing 1,200 Transcripts Annually (Automation Recovered 900 Hours) 🔥
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