Data Entry for Creating Centralized Repository of Student Career Scores for a University in USA

Solution.

To ensure that accurate data is keyed in; our data entry operators used double keying method.

Technology / Software.

Adobe PDF, Microsoft Excel

Challenges.

• Student’s career scores is a sensitive aspect and hence; extra weightage was to be given to the accuracy of data.
• Utmost Confidentiality was to be maintained as the slightest of leak in the student data could create huge issues for the university.
• Workload – Entered 4,271,710 records with a turnaround time of just 24 hours for every batch of records that was received.

Benefits.

• Save staff valuable time by producing data in a visually appealing single page summary.
• Class profiles allow professors and trustees to “get to know their groups” which informs planning, differentiation and analysis at a click of a button.

Value Addition.

All the files in MS Excel enabled the university staff to export data in form of MIS to populate. It would be advantageous if the person who would set them up had some excel skills, but even a basic knowledge of excel could suffice.

The Solution.

Client opted for data entry professionals from a team of experienced and focused online data entry specialists, proficient at understanding and interpreting academic terminologies.

For Keying in student scores and career codes data from PDF images with use of double keying method, the process in detail was defined, discussed and implemented as:

• Input data: Receipt of pdf documents and Excel template through FTP server.
• Document review: PDF documents reviewed thoroughly from readability perspective. In case, if the text was not clear or page was partially scanned, it was brought to the notice of the client.
• Keying: The data was keyed in Excel template through double keying process at 100% accuracy. The Excel template already was populated with formulas in relevant fields to track incorrect entries – if any.
• Multilayered – Quality control process: Dedicated team of quality controllers to check the keyed data against the pdf documents to ensure all the fields with formula were cross-checked to find out errors. This is then followed with ratification of errors immediately as per the source document.
• Audit: A random audit of 10% of files was done by the auditor, and upon identifying any error the entire batch to be checked and then to be dispatched.
• Dispatch: The audited files were dispatched to the client by the Project Manager with detailed work status report.