SAD 2: Assignment 1

Assuming you were tapped by the university president to evaluate the new enrollment system implemented this semester, enumerate your observations/comments and suggest possible areas and ways where improvements can be made.

I would agree to Ms. Kate Karen Rasonable’s post that this semester was not the first time we had experience enrolling using the new enrolment process since it was already implemented a year ago. Last year, there are big tarpaulins placed in some area of the university and one was laid on the engineering building lobby. I managed to grasp those tarpaulins before so the images presented by Ms. Reasonable were familiar. The images presented by Ms. Rasonable and Mr. Plariza are somewhat similar. But for this assignment, I’ll refer to Mr. Plariza’s posted image as a reference since it was taken for this semester’s enrollment. However, I have constructed a diagram that looks exactly the same on the image posted by Mr. Plariza for us to have a clear view of the enrollment process.

Here is a clear view of the enrollment process of the university. With the help of Edraw, I manage to create a flow diagram that’s almost similar with the image given by Mr. Plariza. I have used a work flow diagram shapes to illustrate properly the enrollment procedures.

Enrollment System for SY 2010-2011

Given the job to evaluate the new enrollment system implemented this year, the new enrollment process is quite better than those previous enrolment processes. I have stayed in this university for more than four years so I have experienced different processes implemented every enrollment days. That’s why I conclude that they have improved well the enrollment process but it was not perfect at all. There are still long queues and delays.
Diagrams are scattered on some areas of the university to assist those new and old enrollees. After observing the given diagram, I am a bit confused with the big arrow sign and the long arrow that points to nothing. The step-by-step procedure was illustrated well except of those arrows that I mentioned. If we try to look at the long straight arrow, the moment we are done with step 4 what will we do next. The arrow from step 4 is pointing to nothing wherein it should be pointing to the next step. Two arrows points to the same step number and different process where made but the two arrows came from the long arrow and leads us to the next step. And on the use of actors, it should be on similar size.

The diagram presented can be understood well but I would suggest that the university should construct a more detailed and clear representation of every processes of the university specifically the enrollment system. Clarity and good representation of the images is necessary.

After the diagram, lets proceed with the new enrollment system I mean literally the system used. On my first few years on the university, I really don’t care of the system used by the university. What matters for me is on how I will be officially enrolled. Long queues and crowded people in other words it’s inconvenient and not that organized. One of the unforgettable and very inconvenient and unorganized enrolment periods that I have encounter was when the university outsourced a new enrollment system. I haven’t seen the real system, maybe its good but based on what I have go through on that time, I would not give a thumbs up. But on the new enrollment system which is actually implemented last year, though we still encounter long queues but it’s more convenient and organized. I am proud to say that the university really had a great job on putting our skilled professor to be the developer of our own enrolment system. Why look for a good developer outside wherein the university has it already. Observing the latest enrollment system through my experience was the best way. As a student of the university, the new procedure on enrolling myself is quite better than before. They have organized the student well to avoid crowded and inefficient queues. The services per step are more convenient and swift. But the depressing part of having this new enrollment system is aside from long queues was some student spend more than a day maybe two to four days before they will be officially enrolled.

As tapped by the university president, here are some of my suggestions that I guess would improve the enrollment system.

First, the university should construct specific and clear diagrams. Avoid unnecessary arrows and make sure that it illustrates well every process. Clarity and appropriate images are necessary. Second, add more personnel to handle step 2, wherein those scholars need to proceed to OSS to reapply there scholarship. And with step two, though I am not a scholar, students spend too much time before they could validate their scholarship. Third, there should be one adviser every year level. This semester was tough. There is only one adviser who handles two or three year level. This is the reason why I spend more than two days to be officially enrolled. Next, there should be an additional window for the cashier. As what I have observed there are only two cashiers so adding one or two will minimize the queue. And lastly, on the last step I prefer that the university will implement one registrar per college. There are only three registrars who cater the entire student from various departments. So having a one registrar per college is a way of minimizing the queue and it will be more organized. Adding personnel on some phase will be costly for the university but it’s for the convenience of their student. The system used was already satisfactory for me since we only encounter fewer bugs. I guess.  But I would suggest that the university will maintain a good and secured system to avoid loss of data. I am really looking forward for a more effective and convenient enrollment system for the university.