The institution:

In the heart of Vienna, the Lycée Français hosts a diverse student body, totaling about 1850 students across two separate campuses. As an international institution, the school also promotes open-mindedness, respect for cultural diversity, and intercultural understanding, thereby preparing its students to become global citizens.
Pascale Argentais, who has been working at the lycée français since May 2018, initially joined the team in charge of stewardship before taking over family billing in 2020. Her deep understanding of the establishment’s requirements and her commitment to the needs of the families have been crucial in managing daily operations and the operational challenges faced by the school.

Organizational and financial challenges:

The Lycée Français de Vienne faces several major challenges. The accuracy of the amounts of rights observed and their continuous alignment with the main accounting software require constant and rigorous maintenance of the student database. In addition, the institution must manage a complex range of deductions such as exemptions and scholarships, which are subject to changes during the school year.

“Our main challenge is to be able to justify at any time the amounts of observed rights recorded in our main accounting software.”

This dynamic makes billing particularly complex and subject to frequent adjustments. Moreover, the school must ensure that changes in students’ regime choices (external or half-board) are immediately taken into account in the billing cycles, while providing families with real-time updates on their financial situation.

Eduka’s effective solutions :

To address these challenges, the school has integrated several modules of the Eduka suite which have provided concrete and effective solutions. The admissions and school structure modules have allowed for an unprecedented accuracy in tracking the number of students to be billed from the start of the school year. The modification alerts, a key feature of Eduka, allow Pascale Argentais and her team to be immediately informed of critical changes, thus ensuring maximum responsiveness in billing management. The deduction recalculating system has greatly facilitated the alignment of billing with deduction adjustments. Moreover, the Eduka cafeteria module has offered flexible and responsive management of changes in students’ dietary regimes. Finally, the parent portal has revolutionized communication between the institution and families by providing immediate access to all necessary administrative and financial information.

Impact and results observed :

The adoption of Eduka has transformed the administrative and financial management of the Lycée Français de Vienna. Families express great satisfaction with the improvements made, particularly in terms of transparency and access to information. Easier access to invoices and receipts has significantly reduced disputes. The tool has succeeded in simplifying and centralizing the management of multiple aspects of school life in a single interface, thereby reducing the risks of errors and data loss.

“Having all the information in a single software (schooling, cafeteria, travel, infirmary) simplifies our processes and minimizes the risks of data quality loss.”

Appreciation of Eduka support :

The Eduka technical support, led by Anne-Laure, has played a crucial role in the school’s transition to this new platform. The expertise, availability, and efficiency of the support have been greatly appreciated by Pascale and her team. This constant support has not only allowed for a smooth transition but has also provided ongoing training and development opportunities to maximize the effectiveness of using Eduka within the institution. The professionalism and responsiveness of the Eduka support have been essential in overcoming the initial challenges and ensuring a successful and beneficial integration for all stakeholders.

The finance module used by the Lycée Français de Vienne :

Unleash the full potential of your school’s financial management with Eduka’s Finance module