Skovagerskolen has brought student data, transportation and communication together in FLEXpilot
Skovagerskolen needed a more flexible and manageable solution for planning student transportation, absence, resources and communication. In collaboration with itpilot, the school developed FLEXpilot – a customised solution that brings key workflows together in one place and makes it easier for the administration to plan accurately in an everyday environment involving many individual requirements.
From manual coordination to a better overview
Skovagerskolen is a special needs school in Jelling, Vejle Municipality, for children with general learning difficulties and special needs. The school provides both education and a social educational after-school programme for children with significant mental and physical disabilities.
As part of the school’s daily operations, transportation must be arranged for approximately 100 students, with departures both in the morning and afternoon. This requires extensive coordination, as many students have individual needs, different schedules, changing addresses, absences, holidays and specific requirements that must all be taken into account when planning transportation.
Previously, this work was handled in an older system involving many manual processes. This made transportation planning administratively demanding and increased the risk of errors, as the administration had to keep track of routes, student information, enquiries from parents and changes in the students’ daily routines.
Skovagerskolen therefore needed a solution that could provide a better overview, save time, reduce errors and make route planning easier to manage in practice.
A customised solution developed around the school’s workflows
In collaboration with Skovagerskolen, itpilot developed FLEXpilot – a solution built around the school’s specific needs and day-to-day workflows.
FLEXpilot brings resource planning, transportation planning, student data, absence registration and communication together in a single system. This gives the administration a complete overview and makes it easier to plan transportation correctly, even when changes occur during the week.
The solution is primarily used by the school’s administration, but parents, guardians, drivers and other relevant users also use the system actively. As a result, much of the information and many of the changes that previously required manual coordination can now be handled directly in FLEXpilot.
Route planning that accommodates individual needs
One of the key features of FLEXpilot is its flexible route planning. Students at Skovagerskolen can have very different requirements that need to be taken into consideration when transportation is planned.
For example, a student may have different departure times throughout the week, be associated with several addresses or have specific needs related to transportation. A student may need to be picked up first on a route, or may need to be driven by a driver they already know.
FLEXpilot makes it possible to register this type of information and use it actively in the planning process. This means that the administration can plan routes based on both practical considerations and the individual needs of each student.
For Skovagerskolen, this flexibility is essential. Route planning is not simply about finding the most efficient route, but also about ensuring that transportation is safe, reassuring and appropriate for each individual student.
Student records, absence and resources in one place
FLEXpilot enables Skovagerskolen to bring together relevant information about each student within the system. Each student has a profile containing information such as parents or guardians, addresses, class, schedules, after-school care and any special requirements.
Having this information in one place makes it easier for the administration to gain a quick and accurate overview. It also makes route planning more precise, as the system can take the relevant information for each individual student into account.
The system also supports the registration of illness, holidays and other absences. Parents and guardians can register relevant changes themselves, and the administration can use this information in its ongoing planning. This saves time and reduces the need for manual follow-up.
FLEXpilot can also manage class lists and schedules, which form part of the school’s overall resource planning. FLEXpilot therefore supports not only transportation planning, but also the day-to-day coordination of students, staff and activities.
Better communication between the school, parents and drivers
In addition to planning and student data, FLEXpilot also brings together key aspects of communication between the school, parents and drivers.
Parents and guardians can communicate with the school administration through the system, and the administration can send relevant messages in return. This provides a better overview of the dialogue and reduces the need to manage information across phone calls, email and other channels.
Drivers can also access relevant route plans directly in the system. This makes it easier to ensure that the necessary information is available to the people who need it in practice.
By bringing communication together in FLEXpilot, Skovagerskolen has a more structured workflow in which messages, changes and planning are better connected.
Secure access to sensitive information
Because FLEXpilot handles information about students, addresses, absences, parents, guardians and special needs, security has been a central part of the solution from the outset.
The system is integrated with ADFS and MitID, enabling users to log in securely. User roles and user groups have also been implemented, ensuring that each user only has access to the data and functions relevant to them.
In addition, FLEXpilot includes an activity log that records changes made within the system. This provides greater traceability and supports more secure handling of information.
At itpilot, we take a structured approach to information security, operations, data protection and documented controls. This is supported, among other things, by our ISAE 3402 and ISAE 3000 assurance reports, which are prepared by an independent auditor.
For Skovagerskolen, this means that FLEXpilot has not only been developed with a focus on functionality and usability, but also with a documented approach to security, access management and the handling of sensitive information.
A solution that creates value in everyday operations
With FLEXpilot, Skovagerskolen now has a tool that makes it easier to manage a complex planning task in its day-to-day operations.
The solution helps save time, reduce errors and provide a better overview by bringing student data, absences, route planning and communication together in a single system.
For Skovagerskolen, this means that planning can be based to a greater extent on up-to-date information – and that changes in students’ daily routines can be handled more easily as they arise.
Do you need a solution that fits your workflows?
At itpilot, we develop customised digital solutions based on your day-to-day operations, users and needs. These may include solutions for planning, administration, communication, data management, integrations or other processes where manual workflows create unnecessary time consumption and increase the risk of errors.
Contact us for a no-obligation conversation about how we can help you develop a solution that fits your organisation. Call us on +45 87 25 07 87 or complete the contact form.
