Success Story: From chaos to control – The course administrator's digital journey with Ortrac
Background
Som kursadministratör vid en medicinsk fakultet hade Anna länge ansvar för att samordna kursplaner, studentlistor, scheman och utvärderingar. Hennes arbetsdagar präglades av en ständig ström av mejl, uppdateringar i Excel och pappersformulär som cirkulerade mellan lärare, studenter och administratörer.
Att hålla koll på vem som lämnat in vad, uppdatera scheman i tid och samla in utvärderingar var både tidskrävande och stressande.
”Jag lade mer tid på att jaga information än på att faktiskt stötta lärarna och studenterna.”
– Anna, kursadministratör
Challenges with previous ways of working
Time-consuming communication: Important information was easily lost in email threads.
Versioning issues: Multiple versions of the same Excel list made it difficult to know which one was current.
Limited overview: No central place to track progression, submissions, or feedback.
Paper dependency: Printed documents and manual signatures slowed down the workflow.
The solution – Ortrac as the hub for administration
When the faculty implemented the Ortrac platform, Anna's workflow fundamentally changed.
Through Ortrac, she was able to manage all course-related processes digitally, in one place:
Student and teacher management: Automatic lists synced with the university's records.
Communication: Messages and notifications directly in the platform, without email chaos.
Document management: Syllabuses, grades, and submissions stored securely and version-controlled.
Evaluations: Automated surveys and reports provided quick feedback to teachers.
Overview: Dashboard with real-time status of course progress and participant activity.
Results
After a year with Ortrac, Anna saw clear improvements in both work efficiency and quality:
Before OrtracAfter Ortrac
10+ hours/week for manual follow-up < 2 hours thanks to automatic reminders
5–6 versions of Excel lists in circulationA central, updated database
100+ emails per course period80% reduction in email flow
Difficult to track progressionFull transparency via dashboard
Paper archiveEverything digital and searchable