TRS Pain Points Analysis Dashboard

Critical Pain Points

Stakeholder Groups Affected

2-4

Weeks Average Processing

87%

Potential Efficiency Gain

🔍 System Overview

Top System Limitations

Cannot Re-evaluate Courses HIGH IMPACT

Once evaluated in TRS, courses cannot be edited or re-routed. All changes require email workarounds.

Character Limits HIGH IMPACT

Course titles get cut off, requiring manual abbreviations and causing confusion.

No Student Visibility HIGH IMPACT

Students cannot track status after submission - creates "black hole" effect.

Process Inefficiencies

Manual Excel Tracking MEDIUM IMPACT

Incorrect routing tracked outside system in spreadsheets, prone to version control issues.

Email Workarounds HIGH IMPACT

Multiple scenarios require email processes instead of system handling.

No Integration HIGH IMPACT

TRS doesn't connect with Banner, Terra Dotta, or other critical systems.

🚨 Critical Issues by Category

🔴 System Breaking Issues

Inflexible Re-evaluation: Cannot modify evaluations after submission

1-to-1 Philosophy: No accommodation for individual student needs

Character Limits: Technical constraints break functionality

VPN Requirement: Creates access barriers for users

🟡 High-Impact Inefficiencies

Manual Tracking: Excel-based incorrect routing tracker

No Visibility: Students can't track submission status

Fragmented Data: Information scattered across multiple systems

Volume Overload: Peak periods overwhelm evaluators

🔵 Operational Challenges

Inconsistent Standards: 80% rule applied differently by departments

Knowledge Loss: No systematic knowledge retention

Quality Control: No automated consistency checking

📋 Process Flow & Pain Points

Student Submission

Student identifies courses and submits via TRS

⚠️ Issues: Character limits, file restrictions, no duplicate checking

Admin Routing

AIP routes to appropriate department

⚠️ Issues: Manual process, frequent mis-routing, no smart routing

Faculty Evaluation

Faculty reviews and assigns equivalency

⚠️ Issues: High volume, no consistency tools, can't see past decisions

Incorrect Routing

Course sent to wrong department

⚠️ Issues: Tracked in Excel, manual re-routing, no prevention

DARS Entry

Equivalency entered into degree audit

⚠️ Issues: Manual entry, no validation, delay in updates

Post-Return Processing

Transcript processing and credit posting

⚠️ Issues: 2-4 month delays, missing evaluations, manual matching

👥 Stakeholder Impact Analysis

🎓

Students

8 Major Pain Points

No status visibility
Character limits
Vague rejection reasons
No mobile access

👨‍🏫

Faculty

6 Major Pain Points

Volume overload
No consistency tools
Can't see past decisions
Weekly reminders

💼

Administrators

9 Major Pain Points

Manual routing
Excel tracking
Email workarounds
No bulk operations

📚

Advisors

4 Major Pain Points

No visibility into status
Can't help students plan
No bulk tools
Limited reporting

Impact by Numbers

Time Waste:

13+ hours/week per educator on admin tasks

Processing Delays:

2-4 weeks evaluation, 2-4 months transcripts

Efficiency Loss:

87% potential efficiency gain unrealized

💡 Recommended Solutions

1. Implement Modern Workflow System

Replace TRS with a flexible, API-driven platform that allows editing, re-routing, and exception handling within the system.

2. Create Student Self-Service Portal

Provide real-time status tracking, clear feedback, and mobile access for students to manage their submissions.

3. Automate Routing & Evaluation

Use AI/ML for intelligent routing, consistency checking, and evaluation suggestions to reduce manual work.

4. Integrate with Existing Systems

Connect with Banner, Terra Dotta, DARS, and other systems to eliminate manual data entry and reduce errors.

5. Implement Knowledge Management

Create searchable database of past decisions, standardized criteria, and automated training resources.

Expected Outcomes

80%

Reduction in processing time

95%

Evaluation accuracy

90%

Fewer email workarounds

4.5+

Student satisfaction (5-point)

💰 Hidden Cost Analysis

Current System Costs

Manual processing: ~$500K/year in staff time
Error correction: ~$150K/year
Student dissatisfaction: Enrollment impact
Faculty frustration: Reduced participation
Knowledge loss: Training costs

Potential Savings

Automation: Save $400K/year
Error reduction: Save $120K/year
Increased participation: +$2M revenue
Better retention: +$500K
ROI: 20:1 within 24 months

📊 TRS System Analysis Dashboard