Enhancing Efficiency: Automating Eligibility Across 250 Schools

A leading U.S. sports organization required an overhaul of its athlete eligibility process. Tricension performed a complete application re-architecture and re-engineering. Transforming a manual, time-intensive process into an automated, streamlined process. The new system enhanced operational efficiency while adhering to strict compliance standards.

The Challenge

“Ensuring accurate, fast, and reliable processing without compromising the integrity of the data was crucial” 

The client’s primary challenge was to streamline and automate a complex eligibility verification system. They needed an efficient solution that could process up to 45,000 student applications annually, incorporating thorough checks across academic, athletic, and criminal background records.

Identifying Areas For Improvement 

The increasing number of student-athletes necessitated an efficient system for managing eligibility. Tricension’s team conducted a thorough analysis of the organization’s workflows, identifying key pain points:

• Eligibility checks were labor-intensive and prone to delays, taking 2-3 weeks to complete.
• Manual errors risked disqualifying eligible athletes or allowing ineligible ones to participate.
• System Fragmentation—disjointed academic, athletic, and criminal checks led to inefficiencies.

Our Solution: What Tricension Achieved 

• Unified Platform: Integration of various eligibility checks—academic records, athletic achievements, and criminal background verification—into a single, cohesive platform. 
• Automated Processes: Reduced processing time from weeks to just a few days.
• Real-time Updates: Administrators and student-athletes could now track application status in real time. 
• Reduced Error Rate: Standardizing data entry and validation processes significantly reduced the risk of mistakes. 
• Increased Accuracy: Algorithms rigorously cross-checked data, ensuring that only accurate information was used.

Tools & Technologies Used: 

• Microsoft Power Automate
• MuleSoft for Data Integration
• Angular/React for UI
• Microsoft Power BI
• Twilio for Communication

The Outcome

Reduced processing times by 40% 

Looking Ahead 

Tricension continues to support organizations in optimizing their operations through advanced technology solutions, ensuring they remain competitive.

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