Institut Lacetània improves its processes

How many times have you had to manage internship agreements, teacher contracts or student field trips? If you are a member of the educational community, probably more than you can remember. The fact is that educational document management can become a slow, repetitive and error-prone process. That’s where the digitization of the sector comes in. Institut Lacetània is an example of a successful educational institution that went from inefficient document management to an organized daily operation committed to its students and sustainability.

We tell you all about its digital transformation.

Institut Lacetània, 60 years of education

Institut Lacetània is a public secondary school located in Manresa, Barcelona. With almost 60 years of history, among its offer are studies of Compulsory Secondary Education (ESO), Baccalaureate, intermediate and higher vocational training courses, specialization courses of Vocational Training and training programs that facilitate the employability of students who have not passed the ESO.

A few years ago, the institute began a process of implementing a quality management system in the area of teaching and learning, obtaining the ISO 9001 quality certification in July 2002, becoming the first center in Catalonia to obtain it. Since then, it has successfully passed successive audits up to the present day.

The challenge: manual, slow and bureaucratic management

As in any educational institution, Institut Lacetània annually manages more than 500 training agreements for its students in companies, which had to be signed by hand by three or four people, generating three copies of each agreement. After that, they were signed digitally, but their internal circuit to carry it out was not efficient. For this reason, they started looking for a tool that would allow them to digitize it.

After testing different solutions, they saw that Viafirma was the one that best suited their requirements.

After using it for the last two years, we can say that it is the ideal system for us and that it more than meets our needs and expectations.

Although they did not experience any technical difficulties, some people did have certain doubts about using a new and different system. To solve this, they held training sessions to show how it works and started the implementation progressively: first with a few people to see the difficulties that could arise, and then they extended it to the rest, already with that previous experience. For them, “the result was excellent and now the system is fully implemented”.

More efficiency, more peace of mind for students and collaborating companies.

When asked about the results observed since the implementation, those responsible for the Institut Lacetània are clear. Since the incorporation of Viafirma in their workflows and processes, they have noticed significant improvements in both efficiency and sustainability:

• Elimination of paper in the signing of agreements. The use of paper in documents has been completely replaced, which has meant an incalculable improvement in terms of sustainability and reduction of space, storage and time.
• Ease of document management. Confidential documentation is managed in a centralized, secure and much more agile way, simplifying administrative tasks and incorporating the traceability of all signatures.
• Agility in the signature process. Bottlenecks and unnecessary travel have been left behind.
• Almost immediate availability of signed agreements. Once the signing process is fully completed, the documents are available to everyone involved – student, school and collaborating company – almost instantly.

Even so, we know that in the market there are many options to digitize the signature of the documentation you manage. For that reason, Viafirma not only cares about offering great results, but also approaches you as a customer and offers you a personalized service, designed exclusively to meet your needs.

• Excellent attention and technical support. Viafirma’s team stands out for its close and decisive support, with agile response times and a professional treatment that generates confidence.
• Excellent quality-price ratio. We offer a robust solution at a competitive cost.
• Management of multiple issuers. Viafirma allows several people to issue documents without restrictions.
• Ease of use. The platform is intuitive and accessible, which has facilitated its adoption by the Institut Lacetània team.

May the next academic year catch you with the right tools

As you have seen, internship agreements are an essential step in any educational institution or public sector. But the right tools and a well-targeted strategy can make all the difference. We know this well, having helped many entities in the education sector such as the Conservatory of Orihuela or the Carlos V Language Academy.

Are you considering a similar transformation? Do not run out of time for the next course. Incorporate Viafirma’s digital solutions and make the experience of your students, practice tutors and collaborating companies much more fluid. What are you waiting for? With us, a process that can be slow will be completed in a matter of a couple of minutes.