VEWA as seminar administration for students and employees of the Osnabrück University of Applied Sciences

Osnabrück University of Applied Sciences offers its 14.000 students and 1.300 employees a variety of seminars. These seminars are done entirely through the software family GRÜN VEWA managed and administered. The booking workflow for students and employees was made via the online solution GRÜN eVEWA, which our digital agency giftGRÜN integrated into the new booking platform eventHOS.

The Osnabrück University of Applied Sciences

The Osnabrück University of Applied Sciences is the largest and most powerful university for applied sciences in Lower Saxony. With 14.000 students and 1.300 employees, the university offers around 100 bachelor, master and advanced training courses. The university has done pioneering work in many areas of academic education - for example in the establishment of new courses - and has thus also earned the reputation of an innovative and progressive university.

In addition to the lectures in the individual subjects, the Osnabrück University of Applied Sciences offers additional seminars for students, teachers and employees. These include, for example, preparatory courses, excursions or additional and further training courses.

starting position

For a long time, seminars at Osnabrück University of Applied Sciences were administered using various individual solutions. These individual solutions were individually created and supported by a developer. Due to the rapid growth, the different requirements of the organizational units and the enormous importance of professional data protection, the individual solutions reached their limits. This is why the Osnabrück University of Applied Sciences decided to introduce a new, professional seminar management system. After researching the market and an extensive invitation to tender, the university decided in favor of the seminar management GRÜN VEWA.

The seminar administration at the Osnabrück University of Applied Sciences

All seminars are created by the administration of the Osnabrück University of Applied Sciences. Basic information such as the date of the event, the seminar location, speakers, the fee, the duration or the maximum number of participants are set. A status defines the target groups for which the seminars can be booked.

There are several target groups at the Osnabrück University of Applied Sciences, as it is divided into different organizational units. Organizational units that use the software are, for example, the further education facility of the Osnabrück University of Applied Sciences (Professional School), the learning center, personnel development and the Faculty of Agricultural Sciences and Landscape Architecture. Each organizational unit has different target groups and applications. The Professional School offers scientific advanced training seminars for external parties, while Personnel Development manages a range of specialist and interdisciplinary training courses for employees from various university-internal departments.

The seminars are laid out in outlines. The advantage: Students, lecturers and employees can view available seminars in all organizational units and book events depending on their status. With a classic client system that is often used in different organizational units, all seminar participants would have had to re-register with each organizational unit.

New booking platform eventHOS

If the seminars are set in VEWA, they are saved via the VEWA connector on eventHOS, the new booking website of Osnabrück University of Applied Sciences. On eventHOS, students, teachers and employees can view all seminars and find suitable seminars using a search with detailed filters.

Seminars can be booked online at eventHOS. The seminars that external participants without university identification can also book are displayed on the homepage. The booking of the seminars is therefore dependent on the status of the person making the booking, even for internal seminars. For example, students cannot book HR development seminars. For example, mechanical engineering students cannot book seminars at the Learning Center, which is reserved for business psychology students. This is where the status information stored in VEWA comes into play. Students and lecturers can use the login button on eventHOS to register with a university ID via a “Single Sign On”. Further seminars are offered in this closed area.

For registration in the seminar area for participants with university identification and for online bookings in both areas, the Online seminar management GRÜN eVEWA for use.

The eventHOS booking website was created by giftGRÜN, the digital agency of GRÜN Software Group, with the Enterprise CMS TYPO3 created.

Extensive automation of seminar registrations

After registering via eVEWA, the seminar participants must continue to be managed in VEWA. Individual workflows were implemented for the Osnabrück University of Applied Sciences, which enable a high degree of automation.

When participants register for a seminar, they land directly on the participant list and automatically receive an invoice. In the organizational units that offer internal events, participants are initially placed on a waiting list. Admission to the seminar is based on known and transparent selection criteria that are controlled by VEWA.

There are also seminars in which the participants are determined by driving off. For example, in personnel development, where all those who have registered should have the same chance of participating. For this purpose, a lottery procedure was implemented in VEWA, which draws the participants by random generator and then sends corresponding messages to the participants and people on the waiting list or the rejection list.

Further expansion of the seminar administration GRÜN VEWA

The Osnabrück University of Applied Sciences is planning to expand the seminar administration and would like to map more complex conferences via VEWA in the future. A performance-related billing should be implemented here so that multi-day conferences with additional options such as a conference dinner or material can also be billed.

"With the introduction of VEWA, the data of participants can be managed securely in accordance with data protection law. Thanks to the self-service options provided by eVEWA, participants can now edit their event data independently."

- Philipp Schickl
Managing Director of the Professional School of the Osnabrück University of Applied Sciences

Philip Schickl
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