OneData Helps Enroll-U Automate Academic Data Processing with AI on AWS
Discover how OneData partnered with Enroll-U to streamline academic data updates using AI-powered document processing, reducing manual data entry and making it easier to maintain college, program, and fee information.
| Industry | Education Technology · Academic Marketplace |
| AI Services | Amazon Textract · Amazon Bedrock · Amazon Nova Lite |
| AWS Services | Step Functions · EC2 · MySQL |
| Region | National & International Reach |
| Partner | OneData Software Solutions |
Benefits
75 Minutes → 10 Minutes
Document turnaround time
98%
Reported validation metric for fees, currencies, and dates
1000+ Documents/Month
Reported document processing capacity
Under $200/Month
AWS workflow operating cost
Overview
Choosing the right college involves more than finding a preferred institution. Students also need to explore degree programs, compare costs, and understand the options available to them.
Enroll-U helps students explore educational opportunities through its academic marketplace. To keep this information useful, the platform needs up-to-date details about institutions, programs, tuition fees, academic periods, and other requirements.
However, collecting and updating this information can be time-consuming when educational institutions send their details in different document formats. Enroll-U partnered with OneData Software Solutions to address this challenge through an AI-powered document processing solution on AWS.
The solution automates the extraction, standardization, and validation of academic information, helping reduce manual data entry while retaining human oversight before updates are saved to the production database.
About Enroll-U
Enroll-U is an educational marketplace with national and international reach, connecting students with approximately 5,000 educational institutions and 16,000 academic programs.
The platform helps students explore educational options based on their interests and needs. Maintaining current information about colleges, academic programs, and associated costs is essential to supporting students as they compare their options.
About Enroll-U
Enroll-U is an educational marketplace with national and international reach, connecting students with approximately 5,000 educational institutions and 16,000 academic programs.
The platform helps students explore educational options based on their interests and needs. Maintaining current information about colleges, academic programs, and associated costs is essential to supporting students as they compare their options.
Challenge | Managing academic updates manually
Educational institutions share their academic information in different formats, including PDFs, scanned brochures, Word documents, Excel spreadsheets, and text messages.
Before the new solution, Enroll-U relied on two team members to manually review these documents, extract the relevant details, and enter the information into its database. Updates could arrive at any time, with no fixed schedule, making the process difficult to manage efficiently.
Each document could contain multiple details, such as institution names, campuses, academic programs, tuition fees, enrollment costs, scholarships, and admission requirements. The team had to identify the relevant information and enter it into the correct fields while ensuring the data remained consistent.
Manual processing created several challenges:
- Time-consuming data entry: Team members had to read documents and enter information program by program.
- Different document formats: Information arrived in varied layouts and structures, making a consistent process difficult.
- Risk of errors: Manual transcription could introduce incorrect values or inconsistencies, particularly in academic and financial details.
- Growing workload: Processing large volumes of documents made it harder to maintain academic information efficiently.
Enroll-U needed a way to reduce the effort involved in processing these documents without losing control over the accuracy of the information published in its marketplace.
Opportunity | Turning documents into structured academic data
Enroll-U saw an opportunity to simplify academic data updates by automating the way information was extracted and organized.
Instead of requiring team members to manually read every document and enter each detail, an AI-powered solution could identify the relevant information, convert it into a consistent structure, and highlight records that needed attention.
For example, when a college sends a document containing updated tuition fees, program details, and admission requirements, the system can extract those details and organize them into the appropriate fields. An operator can then review the extracted information against the original document before approving the update.
This approach allows Enroll-U to reduce repetitive data-entry work while keeping people involved in important data-quality decisions.
Solution | Automating academic document processing with AI
OneData partnered with Enroll-U to build a cloud-native document processing solution that automates the journey from document upload to reviewed academic data.
The process begins when an operator uploads a document received from an educational institution. The system identifies the document type and extracts the available text and information. AI then organizes the extracted content into a consistent format, covering details such as institutions, campuses, academic programs, fees, academic periods, scholarships, and requirements.
Before the information can be saved to the production database, the system checks for missing fields, invalid values, and inconsistencies. The extracted information is then presented in a review interface, where operators can compare it with the original document, correct details when needed, and approve, reject, or request reprocessing.
Once approved, the academic data is transferred to Enroll-U’s existing MySQL database, following its established data structure and validation rules.
Two key AWS services support the core process:
Amazon Textract — Extracting information from documents
Amazon Textract helps read text and relevant information from documents, including scanned files and images. For example, when a college sends a scanned brochure containing tuition fees and program details, Textract helps convert the document’s contents into information the system can process.
Amazon Bedrock — Organizing academic information with AI
Amazon Bedrock provides access to AI models that help transform extracted content into a consistent academic data structure. For example, information presented differently across two college documents can be organized into the appropriate fields, making it easier to review and compare the details.
AWS Step Functions coordinates the processing stages, helping the system move information through extraction, organization, and validation in the correct order.
By combining document extraction, AI-based standardization, automated checks, and human review, OneData helped Enroll-U replace much of its manual data-entry workflow with a more structured and efficient process.
Outcome | Making academic data updates more efficient
With AI-powered document processing in place, Enroll-U can move away from manually extracting and entering every academic detail toward a more structured workflow. The system extracts information from incoming documents, organizes it into consistent records, and applies validation checks before operators review and approve the data.
The project metrics provided highlight the reported impact:
Faster document processing
Turnaround time decreased from 75 minutes to 2 minutes per document. Based on these figures, this represents approximately a 97.3% reduction in elapsed processing time.
Greater document processing capacity
The reported capacity of more than 100 documents per month supports a more efficient approach to handling academic updates.
Automated data validation
A reported 98% validation metric covers fees, currencies, and dates checked through automated rules and confidence scoring.
Lower reported operating costs
The AWS workflow costs less than $200 per month, compared with an estimated $70,000 per year for the previous manual operation.
Reduced repetitive work
Automated extraction and data standardization reduce the need for staff to manually transfer information from documents into the system.
Human oversight maintained
Operators can review, correct, and approve extracted information before it is transferred to Enroll-U's production database.
Together, these capabilities help Enroll-U streamline academic data updates, improve consistency, and establish a more scalable approach to managing information across its educational marketplace.
By combining AI-powered document processing with AWS services and human review, OneData helped Enroll-U build a more efficient foundation for maintaining academic information as the platform continues to grow.
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