VEWA as seminar management for 16.000 students and employees of the Osnabrück University of Applied Sciences

Osnabrück University of Applied Sciences offers its 15.000 students and 1.300 employees a variety of seminars. These seminars are entirely about the software family GRÜN VEWA managed. Via the seminar management GRÜN VEWA, the seminars are created and the seminar participation is managed. 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 15.000 students and 1.000 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 all students, teachers and administrators. These include, for example, preparatory courses, excursions or additional and further training courses.

starting position

At the Osnabrück University of Applied Sciences, seminars have long been 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 four organizational units and the enormous importance of professional data protection, the individual solutions reached their limits. The Osnabrück University of Applied Sciences therefore decided to introduce a new, professional seminar management system. After researching the market and an extensive invitation to tender, the university decided on the Seminar administration GRÜN VEWA.

The seminar administration at the Osnabrück University of Applied Sciences

All seminars are created by the administrators 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. The seminar is also informed via a status which target group can book this seminar.

There are several target groups at the Osnabrück University of Applied Sciences, as it is divided into four organizational units. As an organizational unit there is the Professional School, the Learning Center, Personnel Development and the Faculty of Agriculture. Each organizational unit has different target groups and applications. The Professional School offers scientific advanced training seminars for external parties, while Personnel Development manages the technical and interdisciplinary training of all administrators in the various areas.

The seminars are laid out in outlines. The advantage: All students, teachers and administrators can view seminars available in all organizational units and book them depending on the status of the event. With a classic client system, which 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 the Osnabrück University of Applied Sciences. At eventHOS, students, teachers and administrators 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 ID 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 booking 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, all participants end up 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 is to be implemented here so that multi-day conferences with optional additional options such as a conference dinner or material can also be billed.

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

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

Philipp Schickl
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