We understand that Schools are complex environments, with lots of policies and complex processes. There are hundreds of administration processes, resulting in thousands of tasks that underpin your school’s operations. You might currently be using a combination of disparate systems, paper forms, spreadsheets, word docs, emails and calendar reminders to manage these. Is there is a smarter, simpler, more efficient way?
Introducing CHALK Process Automation Platform
CHALK is the simplest and most effective way of ensuring that the right information is shared with the right people, at the right time and in the most effective way possible.
KNOW what you need to know, DO what you need to do,
Correctly, Efficiently, Promptly
Automation
Compliance
Risk Management
Supplier Management
Policy Management
HR
Document Management
Learning
CHALK is a cloud-based software automation platform that your school can use to organise, standardise and automate your administration processes.
- Forget complicated spreadsheets and Outlook reminders – manage your policies & procedures in once central place
- Create automated workflows and create rules to automate tasks and assign owners to tasks
- Track task completion and schedule automated pre-set email reminders of when tasks need to be completed
- Minimise human error – improve quality and accuracy of completed tasks
- Increase compliance and use of your school’s Policies and Procedures
- Simplify risk mitigation within policies
- Achieve greater efficiency and reduce administration overheads
KNOW what you need to know, DO what you need to do,
Correctly, Efficiently, Promptly
How many administration tasks are repetitive?
What are the problems you associate with manual administration tasks? – Delays in approvals, time wasted chasing updates from the teaching staff? Quality issues? Errors in data entry?
CHALK Process Automation Platform provides:
- a platform to organise, standardise and automate the administration processes required to keep your school running – which are not covered by your SIS or LMS
- Automated processes to minimise administration time, collate forms, generate real-time reports, and meet compliance requirements
- A transparent, people-centred model that gives senior management access to current and historical information provided by each team member
It free’s up time for your admin team, who can now deal with the exception only!
It ensures that all tasks are completed to the same high standard – regardless of who completes them
Collectively, your staff already know all the processes and tasks that are required to operate your school. The problem is that this knowledge is predominantly in people’s heads, in disconnected policies or procedures, or in undocumented systems that assume that the person using them knows exactly what is required. CHALK provides a structured framework to:
- Codify and structure the processes and actions that are required to operate your school,
- Convert actions into tasks, at the time the tasks should be completed,
- Provide intuitive tools for your administrators to manage the completion of these tasks
- Alert and assist people who complete these tasks,
- Record and file the details required when tasks are completed.
Using this framework not only allows your school to create an online Operations Manual, it also means staff do not need to know:
- The administrative tasks they are responsible for, or when tasks must be completed – because CHALK will send an email alert to the person responsible at the time the task should be actioned
- How to complete a task – because CHALK will create a task completion record for them, including the details and supports required to accurately and efficiently complete the task
- What should happen once they complete the task – because CHALK will automatically route the task through to the next step
- Where to store the results of the completed task – becasue CHALK will automatically provide the fields and processes to upload and store completed task details
CHALK uses 3 types of actions to generate tasks:
- Personal Actions
A staff member chooses a personal action relevant to their role at the school. The resulting task generates and links the required form to that staff member, which is then completed and processed based on the pre-specified rules. Examples include:
- Staff qualifications updates
- Leave requests
- Emergency and other contacts
- Scheduled Actions
Scheduled Actions are time-driven. Actions can be used to generate scheduled tasks and activities on a yearly, monthly, weekly or daily basis, or on a predefined date. The scheduled actions can create:
- Single tasks, which are then completed by the nominated person. Examples include:
- Any contract that has a known end date (eg Insurances)
- Routine reporting documents, such as Board reports
- Activities allow multiple duplicate tasks to be created and distributed to relevant staff. The person managing the activity can then track and verify completed task through CHALK. Examples include:
- Staff new Policy Acknowledgements
- Annual Child Safety Code of Conduct
- Event-driven Actions
Event-driven Actions create tasks based on a predefined event. When the event occurs, multiple tasks can be created, distributed, and completed. Examples include:
- Staff movement events (eg Recruitment, On-boarding, Off-boarding)
- Incident management and reporting (Injury, Fire, Vehicle Accident etc)
- Activity, Camps and Excursion management
CHALK’s Actions and Task Management model is focused around people. All actions are linked to people who are accountable for task completion. Senior management can see and assign actions to different staff at any time, so no critical responses are ever missed.
All tasks and activities are linked to the people required to complete them. Lists of Acknowledgements, Incomplete, and Completed tasks can be created for any selected staff member.
Finally, when people leave, CHALK will present you with all of the things that person was responsible for, and force you to allocate them to someone else.
CHALK provides an audit trail where:
- Completed and incomplete tasks are linked to the Actions from which they were generated
- Actions are linked to Policies that have been established in order to mitigate risk
When completing tasks, staff have an opportunity to identify problems or issues related to the task. This information, together with a review of tasks completed, provides the school with evidence to assess how well their policies are performing in order to mitigate risk.
What Our Clients Say
"The policy and process management modules of CHALK have already saved our administration team significant time and reduced our reliance on ineffective paper forms and manual processes. At the same time, we have improved the quality of our internal processes and increased compliance and adherence to our school’s policies and procedures." Read More >