Recommendations for the Process
Improvement-ADDOE
Vishwa Mohan Singh
Institutional activities
Admission
Fee Collection
Student Support
Assignment
Examination & Certification
Programme Reconciliation
Just sufficient, just in time,
just for me model of
teaching-learning
CURRENT REQUIREMENT
CURRENT REQUIREMENT
All educational systems must transform their objectives,
curricula, pedagogies, and assessments to help all students
attain the sophisticated outcomes requisite for a prosperous,
attractive lifestyle based on effective contributions in work
and citizenship.
Preparing todays students for a societal context fifteen to
thirty years hence
CURRENT REQUIREMENT
Expand the use of computers and related
technologies (IT skills)
Increase the use of mediated interaction
Develop analytical and reflective skills
Root knowledge in real life experiences and
application in real situations
Collective problem resolution via mediated
interaction.
Infuse the spirit of Think globally and act locally
PAST
Education of children and youth
Admission of restricted numbers
Age & status of students
University as on autonomous self
sufficient institution
Goals of education more general
and all- round education.
Financing of education- a state
responsibility Public utility.
Teaching a Sacred Ceremony
Academic exclusiveness with regard
to Teaching and Research
PRESENT
-> Education of adults: Life long learning
-> Education of very large numbers
-> Older persons and senior citizens are students
today
-> An institution cooperating with industry
-> More specific and specialized to meet professional
requirements
-> Individual should pay for it.
Industry to sponsor finance because they profit
from it.
-> Education is a commodity student is a customer.
Universities are evaluated whether input of
money corresponds with output of graduates
-> Competition with other providers such as
Corporate houses and publishing houses etc.
CHANGING SCENARIO
CHALLENGES
ODL System has to:
INNOVATE
To cater to:
Industry, Economy & Societal needs
Unreached target groups
EXPLORE
Newer areas to avoid more of the same
In domains unreached
For target groups left unserved
CHALLENGES
INVEST IN TECHNOLOGY
Of technologies to reach out to diverse and dispersed
learners
Improve quality of interactivity
Increase learner participation in education endeavor
Transformational change in the process of registration,
learner support and evaluation
CHALLENGES
INTRODUCE INNOVATIVE METHODS OF EVALUATION
Major component of continuous assessment through
workbooks, research based project work, application
oriented assignments, competency/skill/practical testing
etc.
Less weightage on terminal evaluation
Candidate comes online
amityelearning.com or through
counselor or Staff.
Browses the website and decides to
register for a program
Clicks Online
Registration and fills
the registration form
Candidate gets form
no./ Login credentials/
for further process
Data stores in to
temp folder for
follow up.
Data verified by
ADDOE, checks broad
eligibility .
Confirms by mail for
further processing.
Pay registration fee
Candidate sends application form
along with the attested documents
ADDOE confirms
student about their final
eligibility and directs
payment of fees.
Regret Mail
A
c
c
e
p
t
s
R
e
j
e
c
t
s
Registration Process
Regret Mail, No
Admission
Rejected
Case
Registration mail to
students
Candidate makes
payment
(online/ offline)
Reminder
sent
If still does not pay, case
is closed after the
academic year
D
o
e
s
n
o
t
p
a
y
Welcome Mail, with SEN & Login
access having academic
calendar/syllabus sent to the
student
Start accessing the
course
Attends LVC
Submits Assignment
Appear for Exams
Get results
Application form along
with the docs, sent to
HQ for issue of
enrolment no.
Successful student
enrolment no.
communicated
For
Compliance
Students
meet
criteria
Case dropped
D
o
n
o
t
m
e
e
t
Enrolment/ Conduct of session
Generation of e-admit
card & Access key
LVC Schedule
Project Dissertation
& Viva
Marks Compilation Declaration of result
Convocation
Basic Requirements 1/2
Improvement in the quality of service (as well as product) to the students.
All processes should run efficiently as well as effectively. Detailed study
with process mapping for ADDOE to identify the loopholes and eradicate
them to make process better.
Reduction in the process cycle timings. For ex- At present it takes long
time (approx.15-20 days) for final confirmation to student for confirmation
of his admission. It should be reduced to the minimum possible value.
Cost saving will automatically be done if all processes run on time and
efficiently. Just in time approach of Six Sigma saves money, time and
human efforts as well. Strict follow of Academic Calendar required.
Basic Requirements 2/2
Common procedure should be followed by all departments for all
procedures to fasten the process. For ex-At present we are taking
admission for Online and Correspondence students but their
procedure is quite different. After the creation of ADDOE it
becomes a necessity for a common faster process for admission.
Same is applicable for Student Support process, examination
process and other processes as well.
Global standards can be met only after improving the processes and
system better to meet the delightness of the students. Quality
checks required at all processes for continuous improvement
Basic Recommendations 1/2
Collective admission approach For all/By all(for all courses in both modes by all
agents)
Single CRM for all data bases with previous record of students interaction(missing
at present in Support, direct reply from employees id not correct).
Why giving 3 or 4 email ids to students as it creates confusion
Automated Fee Reminder to eradicate human error, remind students, decrease
pressure.
E-magazine for students/employees
-Latest updates in market, job scenario, new inventions, finance sector, IT sector,
daily/weekly quizzes
Advance entry system
N+ N reconciliation to be done
Proper Live query sessions
Scholarship for more broad categories to benefit more students
Employee benefit programme
NEW PEDAGOGICAL MODELS- M- Learning Mobile app for students info like fees,
assignments status, exam status ,course status , hypertexts etc.
Basic Recommendations 2/2
Proper feedback from the students and strict actions on them
Report to be drawn from facebook for likes/student interaction
Creation of Hierarchy for complaints to save time of top management/more cases
resolution.
Process flow page on website / moodle to decrease no. of queries
Creation of International Career Services- of the country -for the country approach
Content Enrichment still to be done
Launch of video conferencing Counselling sessions (non-academic)
Creation of Virtual Labs
Launch of Online discussion forums/Podcasts (digital audio files) one topic of
discussion
Monitored self Test for Student Evaluation for glimpse of exam (may be on-
demand)
Motivational videos to students on regular basis to keep interest ,motivate
Improving Management Effectiveness
through Reporting
Benefits of Effective Reporting
Increased Communication
More Accurate Information
More accurate Planning and Forecasting
Timely Decision
Increased productivity
Performance Measurement
Quality Management
Lower Time cycle period
Timely Evaluation and Control
Reports-Admission Process
Leads Analysis-
Collection,
Distribution,
Allocation,
Action,
Follow ups- fresh cases interested but registration fee not paid and those have
paid registration fees but docs/ fees pending
Closure
Admission Analysis-
Mode wise,
Country/State wise,
Course wise,
revenue wise,
Rejected Cases- Reason, Substitutes in ADDOE, Other options(ex- in Regular mode)
Reports-Post Admission Process
Forms status Received vs sent to HQ Admission deptt.
Pending docs-email sent to student for pending docs
Enrolment Mail sent to students at one place- proper record
and report of the same.
Course Allocation to the students
Reports-Fee Collection
Daily- weekly- monthly and semester wise fees report
To check the volume and functioning of payment gateway.
Demand draft vs Online Payment- those who pay with DD may
be given info about online payment to avoid delay in DD
clearance, DD mistakes , handling etc.
Fixed dates for fee reminder emails
Reports-Support 1/3
Proper track of cases- for all support ids
No direct interaction on staff mail id should be through official mail id
Assignment Mailer
Fixed timings
At least thrice ( with link for more info on website)
Reminder to students whose assignments are not submitted
Feedback mailer and action on the responses
Fixed timing(after the exams like in Jan and July)
At least thrice to all present students database
Collection of data after 15 days/one month
Analysis
Action
Follow up
Reports-Support 2/3
Examination Mailer
Fixed timings
At least thrice ( with link for more info on website)
One month in advance to avoid last minute run for admit card generation, fees
submission etc.
Result Analysis -
appeared vs passed
Year wise comparison
Course wise comparison
Focus should be more to increase the number of students that appear for the exams,
since this is the main area of concern in case of distance education
Programme Reconciliation
Special email support to all N+ N cases and those with high number of pending
assignments/exams
Proper report for N+N cases and their exact status.
Status of the old cases- escalated cases but still open
Reports-Support 3/3
Convocation Data
Collection of info from Accounts Team / Self
Verification
Timely information
Conduction
Analysis
Follow up email to students with complete info for degree collection process
Registration for Alumni Cell (Placement Cell also if feasible)
Testimonials recordings
Quality Checks
Content quality-Content Enrichment*
Extensive use of
Hypermedia - nonlinear medium of information which includes graphics,
audio, video, plain text and hyperlinks
Hypertexts text with references (hyperlinks) to other text
Assignment quality
Examination Papers before uploading
Incoming/Outgoing calls in Customer Care
Reply to students in form of admission mails/support mails
Steps to reduce attrition and drop out ratio of students**
Monthly audit of at-least a single process and follow up of last audit
Customized Training to staff at regular intervals
Daily mailer to all staff for some productive thinking/ tool ,motivation etc.
Content Enrichment*
Subject wise/topic wise Case studies relevant to the present
context on global online learners.
Live updates on the subjects which are relevant for learners to
know them eg. New theories, concepts etc.
Articles/Publications which are relevant and that will aid
learners in their subject knowledge.
Link of relevant videos on real scenarios, pertinent
advertisements etc.
Additional reference reading material, in form of e-books,
journals etc or as deem appropriate by the SMEs.
Research Methodology**
Objective- To find the students reaction for content, book, process ,relevance to
their work profile, quality of classes, support and examinations
Process-Descriptive-Ex Post Facto Research i.e. no control on variables so report
for what has happened or what is happening
Fundamental research as mathematical tools used to find info for addition to
existing processes of ADDOE.
Quantitative as quantitative measurements done for all questions
Empirical research as relies on experience of students-the most powerful support
for testing students feedback.
Research Approach-Quantitative inferential approach as inferred that data of
sample is characteristics of entire student base.
Process --Ranking done for the evaluating parameters
i.e.1 being the lowest 5 being the highest rank for any attribute.
Sample size Mail sent to XX (exact no.) students (N+N category)
Conclusion
Learner Support should be student driven
NOT
Technology driven/ System driven !
