The Essen University of Fine Arts (HBK) is a state-recognized private art university with locations on the Essen and Wuppertal campuses. At HBK Essen, people with artistic or creative aptitude can complete an art or design degree regardless of their origin and age. The diverse range of courses includes courses in fine arts or design courses such as Game Art and Design (B.A.) as well as the innovative Master’s degree program in Art and Cooperation (M.F.A.). The internationally oriented university relies heavily on the reflective use of the latest digital technologies.
The Challenge: Complex and Inefficient Processes
With regard to internal structures, administrative and teaching processes, the university aimed for a digital transformation early on in order to ensure the quality and efficiency of its processes. Thanks to INKUBIT, HBK Essen was able to successfully shape this transformation.
The solution: a tailor-made digital infrastructure
INKUBIT developed a tailor-made solution to meet the specific needs of HBK Essen. This solution included the implementation of Power BI, Microsoft Teams, Microsoft 365, and Dynamics 365. These tools formed the backbone of the university’s digital infrastructure.
Power BI: This powerful tool enables HBK Essen to efficiently manage and analyze its data. Power BI provides interactive visualizations and business intelligence capabilities that enable the college to make data-driven decisions. By analysing key performance indicators, HBK Essen has been able to continuously improve its processes.
Microsoft Teams: With the introduction of Microsoft Teams, as part of Microsoft 365, HBK Essen was able to significantly improve interdisciplinary collaboration. Teams allows employees to communicate, share files, and collaborate on projects in real-time, regardless of their location. This not only promoted productivity, but also the innovative strength of the university.
Microsoft 365: This suite of office tools supported HBK Essen in digitizing its daily workflows. Microsoft 365 includes applications such as Word, Excel, and PowerPoint that are integrated with the cloud, enabling real-time access and collaboration. This ensured that all employees had access to the necessary resources and were able to work efficiently.
Dynamics 365: As a central CRM system, Dynamics 365 helped HBK Essen to efficiently manage student and teacher data. Dynamics 365 makes it possible to bundle all interactions in one place and thus get a 360-degree view of the students. Automated processes and integrated data flows ensured smooth management and improved service.
Results: Significant increase in efficiency and cost reduction
The results of this digital transformation speak for themselves. HBK Essen was able to achieve significant improvements by optimizing its processes and implementing new technologies:
Unified platform through streamlined management and improved data management: The introduction of a unified platform made administration and data management much easier. This led to a better overview and more efficient processes.
Establishment of a self-service portal for students: The new self-service portal enabled students to access important documents independently. This significantly reduced the administrative effort.
Increase efficiency in data entry, updating, and analysis: By automating and standardizing data processes, HBK Essen was able to significantly increase its efficiency. This resulted in faster and more accurate data analysis that improved decision-making.
Development of internal training videos: In order to prepare employees for the new systems in the best possible way, INKUBIT developed internal training videos. These videos made it easier for employees to get up to speed and created the basis for effective use.
Continuous support during and after implementation: INKUBIT offered HBK Essen comprehensive support, both during the implementation phase and afterwards. This ensured that the new systems worked smoothly and that any problems were quickly resolved.
Overcoming bottlenecks and increasing overall productivity: The elimination of bottlenecks led to a significant increase in productivity. Employees were now able to concentrate on strategic tasks, and the administrative workload was significantly reduced.
Digital turnaround at HBK Essen
For our university, the quality of our courses is our top priority. Our aim was to ensure this course provision through standardised, efficient and transparent workflows. We hope that the introduction of the self-service portal will make self-administration much easier for our students in the long term. Employees also benefit from improved tools. INKUBIT provided us with a customized solution that was seamlessly integrated into our existing systems and helped us increase our productivity for the benefit of our students.
The partnership between HBK Essen and INKUBIT has shown how a targeted digital transformation can lead to significant improvements in efficiency, productivity and customer satisfaction, in this case student satisfaction. The implementation of Power BI, Microsoft Teams, Microsoft 365 and Dynamics 365 has not only streamlined internal processes, but also laid the foundation for future growth and innovation. This success story is an impressive example of how strategic visions can sustainably increase the competitiveness of an educational institution.