Bridging Data Gaps – Transformation of a Large North American University

How one university streamlined its data systems, improved operational efficiency, and future-proofed its data for continued growth.

Background:

A leading North American university, home to tens of thousands of students, faculty, and alumni, faced a growing challenge: data fragmentation. Years of expanding IT systems led to gaps and inconsistencies across student, alumni, HR, and billing data—disrupting operations and slowing the institution’s ability to scale.

A university-wide audit revealed the scope of the issue:

• 📚 7 core systems analyzed across departments like students, programs, alumni, HR, and billing

• 🔁 9–21% duplicate records detected across key data sets

• ⚠️ 70% of records impacted by inconsistent key attributes

• ❌ Missing records in the main data repository that existed in other systems

  
  

These gaps caused inefficiencies across marketing, finance, and administrative operations, ultimately affecting customer experience and revenue potential.

The Challenge:

The university’s decentralized data landscape introduced major hurdles:

• ❗ Duplications and inconsistencies across core systems

• ⛓️ Lack of integration between platforms leads to gaps in the source of truth

• 🔄 Disconnected workflows are impacting cross-departmental coordination

• 📉 Operational inefficiencies in student services, marketing campaigns, and financial planning

Solution: Routine Powers Clean, Consistent Customer Data

To overcome these systemic issues, the university partnered with Discover Alpha, implementing a scalable, multi-phase data quality transformation using Routine.

🧹 Full-Scale Data Cleanup and Consolidation

• Deduplication and standardization across student, HR, alumni, and billing records

• Instant clean-up using Routine’s built-in algorithms

• Consolidation of records to create a unified customer view

🔄 Process and System Enhancements

• Revised data entry protocols and governance workflows

• Established data flow rules between systems to reduce downstream mismatches

• Implemented integration protocols for improved sync across platforms

📈 Continuous Monitoring and Scaling

• Routine’s AI engine deployed for real-time monitoring of quality issues

• Expanded discovery and clean-up efforts to 13 more systems, ensuring full ecosystem coverage

Results:

✅ Reduction in Duplicate Records

A leaner, more accurate database eliminated redundant records across key systems, improving data integrity and system performance.

🧾 Improved Consistency Across 70% of Records

Enhanced reporting, better cross-functional decision-making, and more personalized communication.

📉 Increased Operational Efficiency

Finance and marketing teams reported smoother workflows, fewer escalations, and better outcomes.

🔮 Future-Proofed Systems

With cleaner data and process reforms, the university created a resilient foundation to support digital growth and system expansion.

Conclusion:

This transformation proved that higher education institutions can’t afford to let legacy data structures hold back their future. By partnering with Routine, the university bridged critical data gaps, improved operational workflows, and laid the foundation for smarter, data-driven decision-making across the board.

🎓 Want to streamline your university’s data operations? 📅 Schedule a Demo with us and start future-proofing your systems today.