Workflow Software

The Academy of Music in Bydgoszcz is an internationally recognized university attracting students from around the world to pursue artistic education across multiple disciplines. Its unique educational model, shaped by the specifics of training musicians, creates non-standard administrative and financial processes that differ significantly from typical academic institutions.

The Academy operated across multiple systems that were not designed to work together, creating fragmented workflows and limited visibility into core processes.

Due to the unique structure of its operations, standard off-the-shelf solutions were not sufficient. Business and accounting processes required a level of flexibility and customization that existing tools could not provide.

As a result, data had to be collected and processed manually, which was time-consuming and made reporting slow and often impractical for decision-making.

To improve efficiency and control, the Academy needed a system that could:

• structure and standardize business and accounting workflows
• integrate multiple existing systems into a unified environment
• centralize access to data across departments
• automate document and information flows
• enable reliable and timely reporting

The goal was to transform fragmented processes into a consistent and manageable system.

A dedicated workflow platform was developed based on an Enterprise Service Bus (ESB) architecture, enabling seamless integration between previously disconnected systems. The implementation began with a detailed business analysis and requirements definition, followed by the design of optimized information and document flows. Existing systems were integrated into a unified structure, while missing components were developed to complete the overall platform.

This approach allowed the Academy to retain existing tools while introducing a consistent and structured workflow layer across the organization.

The platform is built using integration-focused technologies:

• .NET Core for backend services and workflow logic
• PostgreSQL for data storage
• Angular for the user interface
• Docker for containerization and deployment
• Jasper Server for reporting and BI

The platform connects multiple systems into a single, coordinated workflow environment.

Information flows are standardized and automated, reducing the need for manual intervention and improving consistency across processes.

Data from different sources is consolidated, making it accessible for reporting and analysis.

As workflows are executed within the system, information is updated in real time, providing a reliable and up-to-date view of operations.

The introduction of structured workflows improved how business and accounting processes are managed across the organization.

Automation reduced manual effort, while integration between systems improved consistency and reduced errors.

Teams can now access and process information more efficiently, supporting smoother day-to-day operations.

The platform delivered measurable improvements across key areas:

• Centralized data across systems, eliminating fragmentation
• Automated workflows, reducing manual work and errors
• Faster and more reliable reporting, supporting decision-making
• Improved process transparency, enabling better control
• Increased operational efficiency, across departments

Why would a music university choose a custom workflow platform over off-the-shelf accounting software?

Because non-standard administrative and financial processes need flexibility that standard tools may not provide. At the Academy of Music in Bydgoszcz, processes shaped by the specifics of training musicians meant off-the-shelf solutions were not sufficient. In this project, InTechHouse started with detailed business analysis and requirements definition, then designed optimized information and document flows before building the platform.

Can an Enterprise Service Bus integrate existing university systems without replacing them?

Yes, an Enterprise Service Bus (ESB) connects previously disconnected systems into one coordinated workflow environment while existing tools stay in place. Missing components can be built to complete the platform. In this project, InTechHouse used an ESB architecture so the Academy of Music in Bydgoszcz could retain its existing tools, with .NET Core handling backend services and workflow logic and PostgreSQL storing the data.

How does a workflow platform speed up financial reporting at an academic institution?

A workflow platform speeds up reporting by consolidating data from different sources and updating it in real time as workflows run. Before the project, the Academy of Music in Bydgoszcz collected and processed data manually, which made reporting slow. In this project, InTechHouse added Jasper Server for reporting and BI, giving the Academy faster and more reliable reporting and centralized data across systems.