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Use caseUC0267

Match a new student's records to the right file

A transfer pack arrives from a school you don't run, and someone must decide which student file it belongs to. This app reads the pack, checks it against your records, and shows the exact line its answer rests on.

For the district records deskK-12 Education

Why it matters

Today's manual process, and the same job with the app

A district records clerk at a K-12 school system, working an intake queue of incoming transfer packs.

✕Today's manual process

1Open the pack and read what the sending school says about the student.
2Search the student system for anything that could be the same child.
3Weigh a partial match a name that's close, a birth date that's off, from memory.
4Get it wrong and one child's records land in another child's folder.
Every pack judged from memory

✓With the app

1The pack is read in seconds, every field pulled from its own wording.
2Every candidate is checked name and birth date compared as what they actually are.
3A conflict is caught the same three numbers, out of order, and it's held, not guessed.
4Nothing merges on a guess a real mismatch stops the pack for a person to look.
Every mismatch caught before it merges

See it work

One real case, read by the app, step by step

Owen's pack finds one candidate whose name matches exactly, but whose date of birth has two digits swapped.

Match a new student's records to the right fileReference appBuilt to be shaped to your process
  1. 1One candidate record the name matches exactly; the date of birth does not.
  2. 2It reads the date correctly 2012-03-07, not the candidate's 2012-07-03.
  3. 3The proof it cites the exact search-result line, quoted back as the reason.
  4. 4Held for a person needs-review: nothing merges, and nothing opens, until someone looks.

For engineers

How it is built, and how we measured it

All fourteen steps of the build are written up, from the business case to running it in your own environment.

Kit overview →
66 of 66packs sent to the right filemeasured in 06 Evals →
0 of 66packs merged into the wrong filemeasured in 06 Evals →
51 of 66packs got everything rightmeasured in 06 Evals →
2.99¢to check one packmeasured in 07 Unit cost →

The build, step by step

14 steps

Make it yours

What you see is a reference app. We shape it to how you work.

Every part of it is built to change, and none of it means starting over.

Your rulesYour district's own transfer procedure and confidence rules.
Your recordsThe transfer packs and student files your desk already keeps.
Your systemsYour student information system, connected read only.
Your screensThe fields, layout and wording your records desk already uses.

Want this for your team?

Talk to us

We can run this on your own student system, with your own procedure and forms, inside your environment.

Talk to us →
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