Toulouse Business School builds its information system with alcuin

Toulouse Business School builds its information system with alcuin


The prestigious Toulouse Business School has completed its installation of alcuin’s solution for the management of its institutions offering initial and continuing education. The tool’s adaptability to the highly diversified context played a key role in the success of a project that was completed on time and on budget.

Adaptability. If there is one quality that counted more than any other in the successful implementation of alcuin’s training management solution at Toulouse Business School (TBS), this is it. Toulouse Business School is characterized by a wide variety of training options through its Grande Ecole and Bachelors programs, its different MSc, MBA and specialized Masters degrees, and its Executive Education programs, which it offers to an equally diverse population of students, executives and corporations. Further, the school has three different campuses, in Toulouse (with two sites), Barcelona and Casablanca, plus an outpost in Paris. ”We wanted to replace several tools that were becoming obsolete with a single, integrated solution that could manage all our training processes at our different sites, regardless of the program: from the construction of academic courses to the award of diplomas, by way of classroom scheduling, student enrollment and admissions, tracking of their tuition, and billing. Adaptability to our processes and any future reforms (educational, regulatory or institutional) governed our choice of solution”, confirms Georges Forn, TBS Information Systems Director. Use of the tool by several other business schools with similar profiles further reassured TBS in its choice.

A successful big bang, on time and on budget

The project was launched in May 2012, with the goal of switching the management of all initial training courses to the new solution, all at once, for the start of the academic year in September 2013. Rollout for continuing education programs was staggered between January and May 2014, in accordance with the sessions’ calendar. Thanks to meticulous preparatory work in the summer of 2013, which entailed running multiple test scenarios to confirm the system’s operations, the modules dedicated to initial training were moved into production without a hitch. The users took ownership of the tool without being trained, strictly speaking, relying on practical documentation prepared by the project sponsor’s support team. ”The project was completed on time and on budget”, boasts the IS Director. Used each day by some 70 teaching assistants and other planners, the tool is particularly appreciated for its visual and functional integration with the workstations’ Windows environment. ”The import/export options to and from Microsoft Office tools have simplified the day-to-day work of the teaching teams using the solution”, underscores Georges Forn. The solution’s modern technical architecture also enables it to interface with other components of the school’s information system, such as accounts, payroll and directories. The next step? ”To install new functionalities that will, for example, allow us to make the enrollment sequence completely paperless and to offer online self-service functions to students and teachers”, explains Georges Forn. With alcuin, the digital transformation of Toulouse Business School is at the top of its class.

Florence LACOSTE, TBS Vice-principal – Grande Ecole Program

“Cockpit* is a simple, practical management tool. It allows us to manage all our activities, from student enrollment to the award of degrees. The integration of planning in particular was a real asset, both in terms of the time saved by the teams in charge of that function and also the quality of service offered to our students. Given the reliability of the information at our disposal at any time, we can move forward in personalizing the courses that are available to our students. Cockpit is particularly well suited to our management needs, making it a key asset to the program.”

* Cockpit is the name given to alcuin’s campus solution by TBS.

“The planning functionality has saved time and improved the quality of service offered to our students.”

Factors in the project’s success

Management invested in the project: the steering committee comprised the secretary general and the deans of schools and programs, alongside the IS director In-depth preparatory work conducted on the business end to provide a detailed definition of all the processes to be implemented The tool’s great configuration capacity, which allowed those processes to be implemented

About Toulouse Business School

Founded in 1903 by the Toulouse Chamber of Commerce and Industry, Toulouse Business School now has three campuses (in Toulouse, Barcelona and Casablanca) and an outpost in Paris. TBS is organized into six programs (Grande Ecole, Bachelors, Specialized Masters, MBAs, Executive Education and CPA for continuing education). Its mission: To train tomorrow’s managers and global business leaders, wherever they come from and whatever their future responsibilities; and to produce knowledge in the major disciplines of management via the TBS Research Centre.

The courses essentially focus on HR, marketing, finance, chartered accounting, consulting and audits, but also on culture, humanitarianism, entrepreneurship, and more. A key player in the Midi Pyrénées region, Toulouse Business School is also working with partner companies and schools to develop its academic programs in aeronautics (Aerospace MBA, MS Logistics, international trade and purchasing, MS Management of Air Transport, etc.).

Toulouse Business School is one of the rare schools with the “triple crown” of international accreditations: EQUIS, AMBA and AACSB.

Thanks to its openness to the world, TBS has signed more than 150 exchange agreements with universities on every continent. Nearly 80 nationalities are represented on its different campuses.

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