Admission Process Automation App for College of New York

Business Requirements

Delays of Manual
Systems
Problems of
Miscommunication
Ambiguity Amongst
Students

What was the Problem?

The client is a reputed College institute established in New York with various branches and academic courses. The college had a stringent admission process where the students were enrolled in the college based on the merit and previous courses completed by them. The problem was that to ascertain whether the student had completed all the courses required to opt in for their desired course, there was a set hierarchy with multiple roles and the whole process was handled manually. Thus, the turnaround time of the whole process was high and due to the manual process, many instances of miscommunications were witnessed.

Process
Automation
Prerequisite Course
List Integration
Student Data
Integration and
Comparison

And What was the Need?

The client required a system that would help them smoothen the student eligibility determination process by automating the manual admission process. The goal was to integrate all the prerequisite courses required for the Students to qualify and also provide Admission Officer, Academic and Registrar the authority to update the system if there were no common courses found. The goal of the system was to reduce the turnaround time of eligibility study of the students and to reduce the instances of miscommunication to minimum.

What Zealous Proposed?

Robust Mobile
Application

For all time access to the Admission officer and effective communication, a mobile application with various prerequisite course lists pre-uploaded was proposed to the client.

Integration with
Existing system

All the courses were to be fetched from other system for Admission officer. Thus, instead of manual feed, we proposed integration of the existing system.

Automated Transfer
Credit Evaluation

After the course mapping was completed, the students will be provided with real-time updates of their eligibility in terms of TCE i.e. Transfer Credit Evaluation.

The Journey

Client meetings

Our business analyst along with project manager conducted various meetings with client to understand their requirements.
Documentation

After various client meetings, a scope document with detailed requirement list was prepared for the client.
App Development

Based on the scope document, the entire Mobile Application was developed for the client.
System Integration

After the whole Mobile App was developed, the app was integrated with the existing system to populate app with course list data.
App Testing

After the whole system was established, the app was tested before it was deployed for the users.

A Tough Fight

Process Automation Requires Brilliant Human Mind Power

Since there was the requirement of process automation and there also was a requirement of restricted access to the Admission Officer in the system, the biggest challenge was the mapping of the courses that were submitted by students but were not listed in the system. And since there was a set hierarchy, the Admission Officer had restricted access and he cannot update the course list.

To solve the problem, our developers suggested that the Admission Officer will be able to map all the courses that were listed, but if there occurred an incident where few of the courses listed by Students were not available in the system, then in such incidents the Admission Officer cannot update the list but can intimate the higher authorities i.e. the Academics head and the Registrar and they then will be have the authority to map the list of courses manually and update the platform.

From Flaws to Features

Credit Evaluation
Based on the list provided by the students, they will be rewarded with the credit points in shortest possible time.
Real-time Updates
As soon as the mapping is done, the academic user will be updated of the mapping or the missing course list.
Mapping Rights
When occurred incidents where the courses were not listed, the users with higher access can update the system.
Export TCE
If all the courses are matched, the academic users will be able to export the TCE details.
Instant Notification
Notification will be sent to academic users, once their request is approved/ rejected.
Students Approval
Once all the courses are matched with the course. The student request will be marked as approved.