Community Colleges ensures consistency with Nintex Promapp.

The shift from a paper-based QMS to cloud-based BPM software saves time, helps manage risk and encourages continuous improvement.

After an inspection in 2012 rated them as ‘confident’ and a category 2 provider, CEO Doug Reid and Systems Manager Sue Brookes knew they needed a better way of recording improvement processes.

As an education provider, Community Colleges are subject to the New Zealand Qualifications Authority (NZQA) inspections that measure their educational performance and their ability to assess and improve themselves. These inspections, called external evaluation and review (EER), determine their ranking as a tertiary education provider.

After an inspection in 2012 rated them as ‘confident’ and a category 2 provider, CEO Doug Reid and Systems Manager Sue Brookes knew they needed a better way of recording improvement processes.

‘We were doing all the things that NZQA required, but we weren’t able to demonstrate it. We needed a system that didn’t require our managers to spend hours writing reports. That was important – our students are our most important part – and we want our staff to spend as much time as possible with them.’

'We were doing all the things that NZQA required, but we weren’t able to demonstrate it. We needed a system that didn’t require our managers to spend hours writing reports.’
Sue Brookes
Systems Manager, Community Colleges

Nintex Promapp – a perfect fit.

Before Nintex Promapp, Community Colleges used a paper-based quality management system (QMS) which was time consuming. Making sure everyone was on the same page was difficult, and often different sites would have a slightly different way of doing things.

‘We were quite relaxed about that, but evaluators don’t like variations. Now that everything’s centralized, it shows we’re consistent across the organization.’

What they needed was a system that prompted staff, but didn’t require lots of effort. Sue says Nintex Promapp’s risk add-on was ‘absolutely perfect’ for that and the improvement add-on gave them a place to capture information when they needed to investigate something.

Now the staff have easy access to everything:

  • the latest forms, policies and processes. And because the QMS used the same structure and language, they didn’t have to start from scratch
  • converting everything into Nintex Promapp was straight forward.


Doug says the system gives everyone a big picture view of where the company is headed – and how they fit into that.

'We’ve structured it around our organizational targets and goals so everyone doing any task can see where it fits. It makes it transparent. Nintex Promapp is a useful tool to help us make that link between what we’re doing and where we’re going.'
Doug Reid
CEO, Community Colleges

Reaping the rewards.

In their latest EER, Community Colleges was ranked as category 1 and ‘highly confident’ – the highest level. This is a good feeling for the organization’s ‘skite value’ as Doug calls it, but also makes things practically easier.

‘It makes it that much easier, because we now have proof that we know what we’re talking about. Nintex Promapp contributed to that – we’re very impressed.’

They are seeing more consistency across the organization – staff who thought they were doing things right, but weren’t, have been brought up to speed. And it’s now easier for the different departments and locations to understand how their work impacts others.

For example, two business areas, education and youth support, have some crossover. Nintex Promapp shows how those interactions work together, creating more efficient systems.

Sue also says they have recommended Nintex Promapp to other organizations, and have identified other businesses that use Nintex Promapp – which has brought more benefits.

'A couple of the organizations we engage with regularly – NZQA, TEC – they use Nintex Promapp too, so we can embed processes in our tenders and applications and know that they will be understood.'
Sue Brookes
Systems Manager, Community Colleges

Nintex Promapp –  a way of life.

Today Nintex Promapp has become an integral part of the way Community Colleges operate. Doug says they were very careful with the roll-out and they are still getting good feedback from the staff.

The confidence and security of a consistent, well-defined process is proving to be a real motivator for staff engagement.

'A new process went up last Friday, the notification when out, and by Monday afternoon there were comments and suggestions on it. It shows the staff are engaged.'
Sue Brookes
Systems Manager, Community Colleges

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