PCG Academia has signed a new agreement with the Fryderyk Chopin University of Music under which it will deliver and implement an Electronic Student File system and electronic student workflows based on the WEBCON platform. The project is carried out as part of the “Art of Accessibility” initiative, co-financed by the “Accessibility of Higher Education” program.

The new implementation represents another step in the development of digital administrative services at the University and continues the fruitful cooperation between PCG Academia and the Fryderyk Chopin University of Music. The earlier implementation of the WEBCON platform supporting administrative processes was received very positively by users, confirming the effectiveness and flexibility of the solution. Satisfaction with the system and its tangible impact on improving administrative work became a natural impulse to further expand the scope of digital transformation.

Electronic Student File based on WEBCON and integrated with USOS

The central element of the new implementation will be the Electronic Student File (eFile), which will support the management of student academic records and the storage of student-related documentation. The solution will enable the creation, processing, and archiving of documents, as well as ongoing verification of their completeness and compliance with applicable requirements.

The system will be integrated with the USOS system already operating at the University, from which student data and information about the course of studies will be obtained. This will ensure data consistency and eliminate the need to enter the same information multiple times across different systems.

Importantly, the Fryderyk Chopin University of Music is the third university in recent months using USOS that has decided to develop its Electronic Student File outside the USOS system itself by leveraging modern low-code technology. Similar decisions have recently been made by the State University of Applied Sciences in Oświęcim and the Medical University of Lublin. Instead of traditional programming directly within the dean’s office system, these universities are choosing a flexible process layer based on low-code platforms that integrate with USOS.

This approach can prove faster to implement, more cost-efficient, and significantly easier to maintain and develop in the future. It is particularly important in the context of upcoming legislative changes, including the planned introduction of the e-Diploma system by the National Information Processing Institute (OPI), which will require universities to adapt their administrative processes and IT systems. Low-code solutions enable institutions to respond to such changes much faster, without the need for lengthy development projects.

Positive impact on staff efficiency and student experience

The implemented electronic student workflows will allow students to handle many administrative matters remotely, without the need to visit the dean’s office in person. The digitalization of processes will increase the accessibility of university services, especially for people with disabilities and for students studying part-time or combining their studies with professional work. The “Art of Accessibility” project strongly reflects the idea of a modern, open, and student-friendly academic administration.

The foundation of the implemented solutions is the WEBCON platform—one of the leading low-code tools for modeling, automating, and optimizing business and administrative processes. The platform enables rapid design of electronic document workflows, flexible adaptation of systems to changing regulations, and full control over process execution. Thanks to WEBCON, universities gain a modern environment for delivering e-services, increasing administrative efficiency while improving the quality of student services.

About the Fryderyk Chopin University of Music

The Fryderyk Chopin University of Music is one of the oldest and most renowned artistic universities in Poland and Europe. The University educates outstanding musicians, composers, conductors, and educators, offering programs in instrumental and vocal performance, composition, conducting, jazz, church music, and artistic education. Its graduates achieve success on international concert stages and in prestigious competitions, while the University itself actively contributes to cultural life in Poland and worldwide.