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Case Study

How CINEC Campus replaced 5+ legacy systems with UniCloud360 — in 6 months

CINEC Campus, one of Sri Lanka's largest private higher education institutions, was running its operations across a patchwork of standalone software, Excel sheets, and manual processes. What they needed was consolidation. What they got was transformation.

Client CINEC Campus, Sri Lanka
Industry Private Higher Education
Deployment Full institution, 6 months
7,000+
Active Students
200+
Courses Managed
6 mo
Time to Go Live
~40%
Cost Reduction
5+
Systems Replaced
100%
Institution-wide
The Challenge

Five systems. No single source of truth. A growing institution hitting its limits.

By 2023, CINEC Campus was managing over 7,000 active students, 200+ programmes, and a faculty of hundreds — all on a combination of ageing standalone software, shared Excel workbooks, and WhatsApp-based coordination. The cracks were showing.

The Finance team spent two days every month manually reconciling payments from three separate collection points. The Registrar's office maintained student records in one system, examination marks in another, and attendance in a third — with no automatic synchronisation. When the Counselling team captured a new inquiry at an exhibition, that data had to be manually re-entered into the registration system later.

"We had five different login screens, five different data sets, and a team spending enormous time just keeping them consistent. We needed one platform."

Gamindu Hemachandra — Chief Academic Officer & Executive Director, CINEC Campus

The Solution

A full-institution rollout across all six platform modules

Rather than a phased module-by-module adoption, CINEC and UniCloud360 agreed on a comprehensive go-live — all portals simultaneously — after a structured 6-month implementation programme.

1
Student Information System
Single source of truth for 7,000+ student profiles — no more duplicate records across departments.
2
Admissions CRM
Counselling team increased inquiry-to-registration conversion by capturing and following up on every lead in one system.
3
Fee Management
Month-end reconciliation time dropped from 2 days to under 2 hours. Multi-currency enabled for international students.
4
Exam Management
Results published to student portals within hours of moderation — previously took up to 3 weeks via paper slips.
5
Academic Portal
Lecturers manage timetables, attendance, and assessments in one portal — email chains and paper mark-sheets eliminated.
6
IT Administration
IT team provisions new users in minutes with RBAC — previously required manual coordination across three systems.
The Journey

Six months from contract to full go-live

1
Month 1–2
Discovery & Configuration
Workshop sessions with each department head (Registrar, Finance, IT, Counselling)
Existing data mapping and migration planning from legacy systems
Custom configuration of fee schemes, grade scales, and course catalogue
2
Month 3–4
Parallel Running & Training
Pilot deployment with one school/faculty (300 students)
Staff training programme — role-specific workshops for all 6 portals
Integration testing with existing payment gateway and banking portal
3
Month 5–6
Full Rollout & Go-live
Phased migration of all 7,000+ student records with zero data loss
Full institution go-live — all portals activated simultaneously
Legacy system decommissioned — zero parallel running costs post go-live
The Results

Measurable impact across every department

~40% reduction in operating costs
By eliminating five separate software licences, vendor maintenance contracts, and manual reconciliation labour.
Month-end reconciliation: 2 days → 2 hours
Finance team automation via the Fee Management module.
6 months from contract to full go-live
Including data migration, staff training, and configuration across all 7,000+ student records.
Zero paper mark slips post-launch
Results now published digitally to student portals within hours of moderation sign-off.
Could Your Institution Achieve the Same?

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We will map your current systems against the UniCloud360 platform and give you an honest assessment of fit, timeline, and cost.

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