Improving and digitizing the (administrative) PhD process by using a new PhD candidate monitoring system, with implementation within all faculties of the university.

After extensive process workshops, the current (paper) processes and desired improvements were mapped out. These were compared with reference processes and, where necessary, improvements were identified in the system that were needed to support the process.

The implementation of the PhD candidate monitoring system was carried out according to the proven 5D method of Green Rock Consulting. In addition to functional and technical improvements in the system, attention was also paid to setting up the management organization and the actual implementation within the faculties.

This has led to a greatly improved and largely digitally supported PhD process. The project has resulted in:

• A significant reduction in (administrative) manual work for various parties involved, which has reduced the chance of errors.
• Reduction of lead times through signaling and automatic guidance by the system.
• Building the PhD dossier in one place and reducing the use of paper dossiers.
• Increasing insight into the (progress of) PhD registrations and trajectories.

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