Challenges

Initial situation

An established language academy with eight locations in Germany and Austria (Berlin, Munich, Hamburg, Stuttgart, Cologne, Düsseldorf, Leipzig, and Vienna) was seeking a comprehensive IT-supported solution for its complex course management. Fragmented Excel-based administrative processes, inefficient course fee billing, and a lack of real-time teacher scheduling were hampering the educational service provider's operational growth.

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Solution

Strategic approach

The transformation was achieved through a holistic consulting approach: In the first step, the specific requirements of the education sector were defined together with management and pain points in the existing process landscape were systematically identified. The developed target concept was documented in a detailed specification and encompassed all business areas – from finance and controlling to operational participant management.

The subsequent selection process focused on an integrated software solution that could handle course and instructor management as well as complex participant administration and automated course fee billing across all locations.

Quantified successes

The implemented solution achieved significant efficiency improvements in all critical business processes:

• 35% Reduction the manual effort in financial and course fee administration
• 90% Elimination of Excel-based course management
• 100% Real-time scheduling of all resources and participant information

Strategic success factors

The project's success was based on the consistent consideration of the industry-specific requirements of the education sector. Standardizing business processes across locations while maintaining local flexibility enabled a scalable solution for the multi-regional business model.

This case study illustrates how specialized ERP consulting generates sustainable business benefits and creates the basis for further growth, even in complex service environments, through methodical process analysis and targeted system integration.

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Key Points

• 35 % Reduction in Manual Work
  Streamlined financial and course fee administration, significantly cutting down manual effort across multiple locations. 

• 90 % Elimination of Excel-Based Course Management
  Replaced fragmented Excel workflows with a unified system, improving accuracy and reducing administrative friction.

• 100 % Real-Time Scheduling
  Delivered instant scheduling visibility for teachers, rooms, and participants—across all eight locations—to avoid conflicts and boost responsiveness. 

• Scalable, Multi-Site ERP Platform
  Standardised processes while preserving local flexibility, creating an education-specific ERP framework that supports ongoing growth across regions.

• Holistic, Methodical Approach Drives ROI
  Combined detailed process analysis with tailored system selection—resulting in sustainable, long-term operational improvement.