(Note: This is a reply to Mr. G.'s thread in USeP-IC Web Forum - Assignment 2: Relative to your answer in Assignment 1 .... what's your take on the design of the enrollment system?)
Evaluation about the current enrollment system about the university has always been an integrated part in our class discussions. Like what I've shared in my assignment 1, the administration has tried many kinds of implementations that I have experienced since I began my college days in our university. And as there were trials-and-errors made, I could not say that there is a certain enrollment system that I have mastered with all familiarity. Until now, I must admit that it occurs to me when every time I gone through a step in the enrollment process to ask myself, or somebody else, if not to look at the enrollment process diagrams posted in strategic locations of the university, on what's the next step to take. Although I already have the idea that I have to undergo the steps in the payment of fees, advising, encoding, and posting of accounts, there are cases that even when there is a correct flow of steps a student enrollee can jump into another step or proceed with the next. It seems that the essence of putting the chronological set of steps is lost because one step could be done before or after the other (except the major processes like payment and posting of accounts). Well, what I'm trying to say here, is that there is numerous steps to be taken before a student is officially enrolled. Why not redesign the system in a way that we can have shorter number of hours to spend for the enrollment process?
As we can see in the picture below, there are many activities involved in the current enrollment process. Normally, if we take it on an average day, a student will finish enrolling in a day if he/she has complete requirements at hand and the lines in each process has minimal enrollees being entertained. Nevertheless, it takes more than 3-4 hours (so far) just to accomplish it. So if we are going to calculate it, there would be more time saved and other tasks to do for the day if a person would not mind spending his/her whole day just to enroll some subjects, right? Anyway, there can be ways to cut short on many steps for the enrollment process. And we will going to find it out now...
Hmm..it could be noticed that aside from the tuition that has to be paid, there are other school fees such as the local council fees, university publication fee, and etc. Why not join it altogether so that there could only be one station where the students can pay all types of payment? It would save time and effort especially that falling in lines
cause major delays.
How about individual scholarship renewals integrated in each college along side with advising, pre-enrollment registration, or encoding? So students won't have to fall in line in the crowded room.
I was thinking...the encoding part also causes major delay in the procedure. There is also several printouts that has to be processed and validated by various stations - why not group them together...
The cashier, student accounts, and registrar are the major final steps in the enrollment procedure. Maybe we could find better ways when students don't have to fall in line anymore with these three different stations.
I must say, that in this type of procedure I am imagining about, needs thorough study and analysis especially on the part of the developers. In the general view, the enrollment procedure needs well-designed and centralized integration in terms of cutting short its steps to ease burden among thousands of students and the faculty advisers, as well as the encoders and those who manage the enrollment procedure. We could have a single station that could collect all payments, trace our balances, and manage the financial aspects involve in the enrollment process; we could have one station that would take care the advising part, such as checking our number of units taken and allowed to take, the requisite subjects, and the like, and it could be an information system where the student can encode him/herself based on the allowable course subjects and number of units to take. After which, the student can now proceed to the registrar for the final posting of accounts so he/she is now officially enrolled. With this, the time, resources and effort spent on long queues will be saved and major delays will be avoided.
Disclaimer: The image is taken from Dolorosa Mancera's EDraw version of USEP's Enrollment Procedure
As we can see in the picture below, there are many activities involved in the current enrollment process. Normally, if we take it on an average day, a student will finish enrolling in a day if he/she has complete requirements at hand and the lines in each process has minimal enrollees being entertained. Nevertheless, it takes more than 3-4 hours (so far) just to accomplish it. So if we are going to calculate it, there would be more time saved and other tasks to do for the day if a person would not mind spending his/her whole day just to enroll some subjects, right? Anyway, there can be ways to cut short on many steps for the enrollment process. And we will going to find it out now...
Hmm..it could be noticed that aside from the tuition that has to be paid, there are other school fees such as the local council fees, university publication fee, and etc. Why not join it altogether so that there could only be one station where the students can pay all types of payment? It would save time and effort especially that falling in lines
cause major delays.
How about individual scholarship renewals integrated in each college along side with advising, pre-enrollment registration, or encoding? So students won't have to fall in line in the crowded room.
I was thinking...the encoding part also causes major delay in the procedure. There is also several printouts that has to be processed and validated by various stations - why not group them together...
The cashier, student accounts, and registrar are the major final steps in the enrollment procedure. Maybe we could find better ways when students don't have to fall in line anymore with these three different stations.
I must say, that in this type of procedure I am imagining about, needs thorough study and analysis especially on the part of the developers. In the general view, the enrollment procedure needs well-designed and centralized integration in terms of cutting short its steps to ease burden among thousands of students and the faculty advisers, as well as the encoders and those who manage the enrollment procedure. We could have a single station that could collect all payments, trace our balances, and manage the financial aspects involve in the enrollment process; we could have one station that would take care the advising part, such as checking our number of units taken and allowed to take, the requisite subjects, and the like, and it could be an information system where the student can encode him/herself based on the allowable course subjects and number of units to take. After which, the student can now proceed to the registrar for the final posting of accounts so he/she is now officially enrolled. With this, the time, resources and effort spent on long queues will be saved and major delays will be avoided.
Disclaimer: The image is taken from Dolorosa Mancera's EDraw version of USEP's Enrollment Procedure
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