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Student Admission Process

Question:

Discuss about the Global Innovation and Knowledge Academy.

The business process is referred to set of activities, carried out by a university or external entity, assist a university to achieve business objectives. These activities are interrelated and have direct impact in the business. In various situations, a university is required to update its business processes. It is because without updating the business process, it is not possible to expand university’s business. The business process management is used for identifying the business processes and gaps within it. The business process management also provides solutions to update the whole process through eliminating the gaps. The changes that are made in a university’s business process, are proposed with the purpose of increasing the business profit.

The report consists of student admission process of an institutional university. The student fills the form and internal staff of the university examines the application. The report is developed with the purpose of analyzing the current student admission process as well as identifying various gaps in the process.

Student fills the online form to initiate the admission process. It is mandatory to fill the online form in order apply for the admission. The online applications, submitted by the student, are stored within the information system. The system has a data storing method/technique that collects and stores all the application data in one place. The staff members has access to this information. Access limits are different for different staff members. The system generate a PDF document after completion of student online form fill up. The student requires to download the the PDF file. These form contains various important information that student will require later to get admission. The student will send the downloaded PDF with his/her sign on it to the university. The certified copies of degrees that stunt has, academic transcripts, results of English test and CV or curriculum vitae are also required for getting admission. The student will send the mentioned documents along with the downloaded PDF.

The admission office receives all the documents that student has said. It is essential for the student to provide all the information and documents, required to verify the application. An officer is responsible for checking whether all the documents are attached with the application. The student receives a mail if the application is not complete. The mail contains information regarding the missing documents that needs to be posted. If the application is marked as complete, the admission office provide all the academic certified copies to an academic recognition agency. This academic recognition agency verifies all the degrees that student has claimed to be completed. The agency also provides an assessment and received certified copies of equivalence and validation to the admission office as per the local education standard. The agency accepts the documents only through posts. It is important that admission office sends the certified copies of the original documents. If the verification is successful and all the columns are verified, an officer of admission office checks the result of the English language test of the student. The officer checks the test result online. The system stores all the test result within the connected database. The officer rejects the application if validity of the English language test result cannot be verified. The system automatically sends an email to the student notifying the rejection of the application.

Identifying Internal and External Stakeholders of Business Process

If the documents provided by the student are validated, the admission office sends all the documents to the academic committee. The medium of transferring these documents to the corresponding academic committee is internal mail. This committee decides whether to allow the student to take admission. The committee analyses the CV and the academic certified copies to make its decision. A meeting held every two to three weeks, where the committee evaluates all the application submitted by the student. The admission office receives the outcome of the selection process. The students get the result of their application through email and selected students receives the confirmation letter.

First of all it is assumed that the student will provide accurate information within all the sections of the form. The University uses a central database that store all the information in one place. The system includes authentication and authorization levels within it. The student can ask for their application status. For this reason, the university must use a method to store the status of application. The student can ask for request various information from admission staff. A person is required to response to the student request. The system does not have the option of storing the documents as softcopies. All the staff member has individual internal mail id. The system has an administrator who maintains the system functionality. The system administrator will set the authorization level for each user. The system will send the email to the students automatically. The system holds the information of each student applied for admission for a very long time. The student is provided a unique number. Before the English language test, the student has to input the number into the system. This number differentiates one student from another.

Identifying Internal and External Stakeholder of Business Process: The external stakeholders of the business process are student and agency. The student fills the application form and initiate the admission process. The student also provide the academic documents that triggers the degree verification process. The academic recognition agency verifies all the academic data of the students and send the outcome of the verification to the admission office. These two stakeholders have huge impact on the business process. The internal stakeholders of this process are admission staff and academic committee staff. The admission staff handle most of the admission related tasks like receiving application, informing student and may more. The sole involvement of academic committee is accepting or rejecting students.

Identifying Communication Medium

Identifying Communication Medium: The main communication medium among the stakeholders of this process is post. The student post their admission request with documents admission office. The admission office post the documents to the academic recognition agency. The academic recognition agency post the results of student academic document verification to the admission office. The departments within the university uses the internal mailing system to communicate with each other. The admission officer sends the details of students to the academic committee through the internal mail. The committee send the list of accepted and rejected students through the mail.

The Main Activities of Business Processes: The most important activity is selection of the students. Verifying the academic transcripts are also important activity of the business process. Without the proper verification process fraud students can get admission within the university and good students will not deserved chance. The selection process goes through various verifications and analysis.


Information System: The information system that the university is using can store the data of the students. These data are collected at the time of online application form fill up. The documents that a student sends through post will be stored manually. The system does not contain the softcopy of academic transcripts during admission process. The system also responsible for string the results of the English language test. These data are crucial in terms of selecting a student. Admission information system access is not provided to the academic committee. That is why the admission officer sends the English language test result to the committee through mail. The system has a database installed in its core. The system has the privilege of accessing, updating and deleting data from the database. The system has various levels of authorization which determines who can access which function and data.

Website: The website is designed for communicating with the students. The students can easily access the website through proper internet connection and web browser. The website is connected to the information system. The interface of the website allows the student to fill the form and give the English language test. The website data stored in the database, connected to the system. The university uses two different servers to host website and information system.  

Redesign Process Framework: In place should help those client previously, picking those right best act at managing those usage from claiming BPR of University. It will be essential should define obviously a structure to University student admission process. The accuracy behind a system may be to assist professionals by distinguishing those topics that if make viewed as what is more entryway these topics would related in the student admission process. In this perspective, those schema ought to recognize constantly on perspectives one if think about whatever point applying a University admission process BPR usage one task. Therefore, a schema will be not a model of a benefits of the student admission business process. It will be instead a unequivocal situated from claiming plans that aides previously, keeping in touch with you must be clear in your reasoning regarding those business procedure in the connection for reengineering.

Main Activities of Business Processes

CIMOSA, a benefits of the business process-centered system to endeavor demonstrating recognizes three demonstrating levels:

  1. Those perquisites definition level: to speak to the voice of the users, i. E. What may be necessary Concerning illustration communicated done An point by point Also unambiguity possibility to get to user-oriented language;
  2. The design determination level: will formally characterize students alternately a greater amount results fulfilling the set for necessities and on dissect their properties Furthermore should select the “best” one;
  • The development description: will state previously, point of interest those usage result bringing under account specialized foul physical imperatives.

It may be clear, as stated by this arrangement and the nature about university admission process BPR that the business methodology structure we have is on the plan detail level. The utilization of the purported work-centered dissection structure (WCA). It comprises of six interfaced elements, the inward or outer clients of the benefits of the business process, those results (or services) produced by the business process, the steps in the benefits of the business process, the members in the benefits of the business process, those majority of the data the benefits of the business procedure utilization or generates. Furthermore, at last those technology benefits of the business methodology employments. Figure 1 indicates the joins the middle of these components.

Conclusion:

From the above study it can be concluded that the system is not capable of sharing data in organization level. The data, stored in the system, are only accessible by admission officers.  The student gets notification of result of their application regardless of whether they have accepted or rejected. In order to create a re-designed process, identifying the gaps in the current process is the most important part. The university should create a list of objective. Based on these objectives, the new process will be designed. The requirements of the university and prioritizing those requirements are also significant to re-design process. The feasibility analysis of the process will make the university stakeholders understand whether the process is feasible or not. The feasibility analysis must include financial, business and technical feasibility analysis. The new process will introduce many new things to the university like access to various departments and many more.  In order to make the most of this project and maintaining the support of the staff, a change management should be planned.

Garcia-Holgado, A., Garcia-Penalvo, F.J., Hernández-Garcia, Á. and Llorens-Largo, F., 2015, July. Analysis and improvement of knowledge management processes in organizations using the business process model notation. In Annual Conference of the Global Innovation and Knowledge Academy (pp. 93-101). Springer, Cham.

Harmon, P., 2015. The scope and evolution of business process management. In Handbook on business process management 1 (pp. 37-80). Springer, Berlin, Heidelberg.

Kadam, K.S. and Onkar, V.C., 2015. A review paper on student information supervision system. International Journal of Research In Science & Engineering, 1, pp.66-72.

Natek, S. and Zwilling, M., 2014. Student data mining solution–knowledge management system related to higher education institutions. Expert systems with applications, 41(14), pp.6400-6407.

Schulte, S., Janiesch, C., Venugopal, S., Weber, I. and Hoenisch, P., 2015. Elastic Business Process Management: State of the art and open challenges for BPM in the cloud. Future Generation Computer Systems, 46, pp.36-50.

Van Der Aalst, W.M., La Rosa, M. and Santoro, F.M., 2016. Business process management.

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