A higher education institution streamlined the processing of overseas exchange program applications by automating document evaluation, applying a dynamic rules engine, and orchestrating inter-departmental workflows - significantly reducing turnaround time and manual workload.

Processing applications involved verifying diverse supporting documents such as passports, transcripts, and medical records - often submitted in inconsistent formats from around the world. The process required coordination across academic and administrative departments, resulting in long lead times, repeated follow-ups, and risks of human error, especially during peak periods.

We implemented an AI-powered automation solution to streamline the end-to-end processing of exchange program applications. Using Generative AI and intelligent document processing, the solution extracts relevant information from supporting documents, summarizes key content, and applies configurable business rules to pre-process applications. Rather than making decisions, the AI acts as a digital assistant - presenting structured information for staff to review, validate, and make final selections. Human-in-the-loop workflows ensure accuracy, transparency, and compliance, while automation orchestrates inter-departmental routing, reminders, and exception handling.