2

Flow Chart College admissions process

By –Pramesh Anuragi

Sudhanshu ParmarAkshay PatidarNiTIE Mumbai

• It is a clear graphic representation of flow of process from beginning to end, regardless of whether that process is an algorithm or a manufacturing procedure

• It is one of the Seven quality tools that is used for process improvement

There are 3 major form of process flow chart

•Macro : High level overview

•Micro : Operational level

•Hyper-micro : Design level

Symbols used:-

Start/End

Process/Step

Decision

Connector

Drawing Flowcharts

• Describe the process to be charted in a one-line statement

• Start with the 'trigger' event that initiates the process• Note each successive action in concise terms, avoiding

ambiguous descriptions• When the flowchart branches into a complex number

of options, choose the • Most important alternative and continue• Make cross references to supporting information• Continue describing each event, action, or decision as

it occurs in sequence, until the process is concluded (a 'target' point)

Notification

Application & registration

Shortlist Candidates

Notification for GD/PI

GD/PI

Result & Waitlist

Registration & Document Verification

Orientation & Classes

Fees Paid

No

Yes

Macro Flow Process Chart

3 Trouble Spots

Shortlist CandidatesGD-PIFees Payment

GD-PI

Waiting for document verification

Document Verification

All documents

okay

Group assigned for GD

Went for GD to respective classes

Return to venue & wait for PI Went for PI

Rejected

No

Yes

GD/PI over

Student reporting to venue

Micro Flow Process Chart

Problems & possible solutions

• There was too much waiting in the process that could be removed by proper planning & scheduling of GD-PI

• GD & PI can occur simultaneously that will decrease the movement and waiting time of student

• Group could be assigned before for GD that would have resulted in save in time

Fees Payment

Receipt of admission confirmation mail

Made draft of respective fees amount

Courier draft to College with required documents

Inform College officials via mail regarding draft

Fees Received by the college

Received mail for fees payment instructions

Micro Flow Process Chart

Problems & possible solutions

• Instruction regarding the Payment of fees was not enough clear

• There was not appropriate SPOC regarding program queries

• No confirmation mail received for receipt of fees

• There was no alternate payment option available

Shortlist Candidates

Receipt of applications

Completed 4 yrs. UG program

Rejected

Degree Aggregate>6

Gate/Cat Score>Cut off

Candidate shortlisted

Yes

NoYes

Yes

No

No

Micro Flow Process Chart

Problems & possible solutions

• The number of shortlisting candidates were lesser

• They have not checked whether the candidate paid fees or not that resulted in shortlisting some candidates that were not eligible

• Shortlisting criteria was not clear to students

Learnings in Flow Charting

• Flow chart gives us the holistic view of the broad process, which facilitates the better understanding of the whole process

• It helps in identifying the potholes in the process

• It helps in finding the improvement opportunities of the process

• It help in eliminating unnecessary tasks