With reference to students’ admission process at Kisii University College,

KISII UNIVERSITY COLLEGE

FACULTY OF COMMERCE

DEPARTMENT OF BUSINESS AND MANAGEMENT

JANUARY-APRIL 2012 SEMESTER

BBAM 472: TOTAL QUALITY MANAGEMENT

GROUP EIGHT

With reference to students’ admission process at Kisii University College,

(i)                  Discuss the existing process and represent this on a flow chart

(ii)                 Identify the non-quality situations in the process, suggest any improvements and     represent the improved process on a flow chart

Name                                                                                 Reg. no.

1.      NGENO KIPKIRUI ALPHINE                                           C11/60232/08

2.      LANGAT WELDON KIBET                                               C1160218/08

3.      MAJWA COLLINS ODHIAMBO                                        C11/60224/08

4.      CHEPKWONY KIPYEGON ERICK                                   C12/60259/08

5.      OKOMBO ESTHER ADHIAMBO                                      C12/60261/08

6.      OSORO MOSES MUSINGI                                                C12/60293/08

7.      CHIRCHIR PETER KIPROTICH                                       C12/60275/08

8.     KIGEN LORNA JEMUGE                                                  C12/60327/08

STUDENTS’ ADMISSION PROCESS EXISTING AT THE KISII UNIVERSITY COLLEGE

                             INTRODUCTION

 Despite the rising population in the University College, the registration process remains to be dawdling, despite the university’s expansion by creating its respective campuses like Nyamira campus, Town campus, Down-town campus, and  the registration process in the university college remains one and the same; i.e. the manual registration system, which breeds loads of inconveniencies.

Registration is the act of making official record while process is a series of things that are done in order to achieve a particular result.

The current process causes inconveniences to students due to its sluggish nature and its user-unfriendliness.

The process is tedious and unnecessarily lengthened to employ more people who cannot define their areas and limits of duty.

             

Every student is expected to register for the offered courses in regards to their field of study.  The student fills his or her particulars in the registration form availed by the office of the Assistant Registrar Academic Affairs.

The student goes to the finance office where his or her fee balance is availed and thus goes to settle the balance with the institution’s bank where he or she returns the bank slip to the cashier’s office for recording.                       

The student goes back to the registration forms as filled in quadruplet to the respective offices to be filed after signing the nominal role form.

The student proceeds to register for the courses after two weeks which is also done manually alongside queuing and thereafter the student is deemed fully registered. 

This process has always required a pool of resources including human, financial, technical, time and energy resources.

The purpose of this study is to establish whether Kisii University College management is contented with the manner in which registration of students who are being admitted at alarming rate without considering the available resources which raises quality concern.

The study advocates for computerized registration process as a merited alternative to be adopted as an effectively efficient registration process.

                 

 FLOW CHART REPRESENTATION OF CURRENT REGISTRATION PROCESS

HALLS DESK

FINANCE DESK

 

ADMISSION DESK

MEDICAL DESK

NOMINAL ROLL DESK

                                                                                     

 

 

1.      Admission Desk- verification of student’s documents.

Ø  Original letter of offer

Ø  Admission list

Ø  KCSE Results slip

Ø  Academic transcripts (in-service students)

Ø  National ID/Birth Certificate/Passport

2.      Medical Desk-medical examination and reports.

Ø  Remarks

Ø  Officer’s name

3.       Finance Desk-fees payable.

Ø  Tuition HELB loan per semester

Ø  Direct payment

Ø  Other fees

Ø  Total fees

Ø  Receipt no.

4.      Halls Desk- student must surrender the triplicate at the Halls Desk after signing the nominal roll.

Ø  Resident

Ø  Non-resident

5.      Nominal Roll Desk-to be considered registered, a student must sign the nominal roll. Must surrender signed declaration forms for Rules and Regulations for undergraduate programmes and a student code of conduct and discipline respectively before signing nominal roll.

The non-quality situations in the current process

1.      Confirmation of fee balance

It has been a challenge for the students to confirm their fee balances since one has to come to school first to confirm from finance office his or her amount due which is a waste of time and resources. The online system will allow one to confirm their fee balances wherever they are. 

2.      Long queues

Due to the laid down bureaucratic structures, one has to follow long queues from one attendant to the other ranging from halls, finance, medical to nominal roll desk. These queues are tiresome and hectic. Online registration will reduce the structures thus eliminating queuing.

3.      Fee payment points

The institution currently operates with one commercial bank (National Bank) which does not have well distributed branches country wide. This brings delays and inconveniences to students due to long queues and congestions during opening days. We recommend the institution to operate with other banks to ease congestion and long queues.

4.      Time taken for registration

Due to the long procedures one has to take to complete the registration process, one takes almost a whole day which is time wastage which could be spared for other tasks. Online registration allows many students to be served at ago and thus time saving.

5.      Biasness

Room allocation to students is a very critical aspect of the admission process and normally causes a lot of havoc since there are a lot of movements from one point to another and therefore favor, corruption and biasness take roots. Online allocation and securing of rooms eliminate biasness in the allocation of rooms.

6.      Requires a lot of resources

The manpower employed and the materials for registration are burdensome to the administration. Online registration reduces manpower and paperwork hence proper utilization of available resources

ONLINE REGISTRATION/COMPUTERIZED SYSTEM

Online academic registration system (OARS) is automated version where each student has to open an account. On the dashboard, a student is able to select the preferred courses which are automatically indicated on the personal invoice. After printing this invoice the student is required to forward it to the accounts department for acquisition of full registration. If the invoice has a correction to be made it is then that the student has to see the registrar for amendments because the system does not allow any online corrections.

However, Kisii University College needs to come up with an understanding of what is needed and expected in securing an affordable, efficient state of the art information technology system and resources in accordance with the expectations and requirements of the institution. This will form the basis of reviewing and upgrading the current system used in the registration processes.

The theories and practices to be considered are as detailed below:

a)      Usability – this relates to the system being able to be used to meet the intended objective with much better results.

b)     User Acceptance – The users of the system should be trained to accept, understand and adopt the new system.

c)Utility – The system to be procured /acquired should be able to be utilized optimally given the available resources.

d)     Quality Assurance – The quality of the new system to be invested in should meet the quality standards prevailing in the market, versus the cost-effectiveness principle.

e)Terms and Conditions – The applicable term and conditions with regard to the system/software being acquired should be understood clearly to avoid conflicts arising at any point during the period before and after implementation. This will also avoid unplanned and unnecessary costs.

FLOW CHART REPRESENTATION OF THE RECOMMENDED REGISTRATION PROCESS

COURSE REGISTRATION FORM

ROOM ALLOCATION

ADMISSION FORM

STUDENTS’ DATA BASE

                                                                 

          Log in                                Fill                                      secure                 Secure

          Reg. no.                                                                      Room                                                                                       

 Shared data on finance                                                                             fill     validate                              

COMMERCIAL BANKS

REGISTRATION REPORT

 

(

-

-Fees payment                                                                                -Room allocated

                                                                                                       -Exam card  

                                                                                                       -Reg. confirmation report                                         

After the university has given an offer to the student, it now creates students account in the data base. This enables the student to register online. The student must enter his/her data into the system's database, by means of the data-entry screen designed for this purpose.

After completing the data entry process by the student, the system updates the student account and issues a registration report as a proof of registration. The student signs on the two copies of the report, one to the registry and own copy, hence, it's used from now on as a statement from the student that the data entered to the system was correct.

During the admission day or before the student goes to the bank to pay fees, this payment is reflected in the institution database through the shared data between the bank and the institution. This allows the student to log in for registration after which he goes on securing the room and registering for the courses relevant to the students’ category.

But, what goes inside is a complex, yet critical set of operations depicted in the diagram above, which shows the Sequence Diagram of the Online-Registration Process. The Sequence Diagram shows system objects and how they interact with each other and the order in which these interactions occur.

We therefore recommend that the university college employs automated online registration system. They can do this by employing professional to run the system or outsource an already existing system. This will make the registration process more accurate, resource efficiently effectively and extremely reliable.