Consultancy
Gain control
Grafisch Lyceum Utrecht aimed to improve its examination process in preparation for the new academic year. The school identified opportunities to better evaluate and streamline its examinations. Due to the growth in student numbers and the increasing complexity of its educational offering, there was a need for greater control over the process. An external party was engaged to map out the process and implement improvements.
The existing examination processes were fragmented and lacked transparency. Different departments used their own ways of working, leading to inefficiencies and risks of errors. The school wanted more uniformity and clearer insight into how examinations were carried out. There was also a need for well-defined roles and better support for staff in performing their responsibilities within the examination process.
The new examination process
BPM Consult began with a thorough analysis of the existing examination process. Together with staff from Grafisch Lyceum Utrecht, the steps were mapped out. Particular attention was paid to bottlenecks, duplication and areas of ambiguity. Interviews and working sessions provided a clear picture of the current situation. This formed the basis for designing an improved and streamlined process.
Based on this analysis, BPM Consult designed a new examination process with clearly defined roles, responsibilities and process steps. The new way of working was captured visually in a process model. This model was discussed and refined in interactive sessions with those involved. It was then implemented and supported with practical tools, such as checklists and templates for examination plans.
Results
Grafisch Lyceum Utrecht now has a uniform and transparent examination process. Staff have a clearer understanding of what is expected of them and can work together more efficiently. The risk of errors has been reduced and the quality of examinations has improved. The school has greater control over the process and is better able to manage the quality and timeliness of exams.
“The new process gives us clarity and peace of mind,” said one of the staff members involved at Grafisch Lyceum Utrecht. “We now know exactly who does what and when. That not only makes the work easier, but also more enjoyable.” The collaboration with BPM Consult was experienced as pleasant and professional. The approach aligned well with the school’s culture and delivered immediately applicable results.
Embedding
To ensure the new process is sustainably embedded, BPM Consult worked with the school to develop a safeguarding plan. This included training staff, documenting agreements and setting up a periodic evaluation cycle. This approach keeps the process up to date and allows it to be adapted to future developments. The school remains the owner of the process and is able to implement improvements independently.
The programme with BPM Consult has helped Grafisch Lyceum Utrecht to structurally improve its examination process. The school looks to the future with confidence and intends to apply the insights gained to other processes as well. The collaboration has not only resulted in a better process, but has also increased awareness of the importance of process-oriented working within education.
