Centralized Allotment Process for Higher Secondary Courses (hsCAPnic)

hsCAPDHSE,Kerala

Conventional Allotment Processing System –

Issues

Candidates are forced to purchase one application from each school in which he/ she wish to apply

Opening of admission by the schools starts in the same period

Confusion and anxiety to the candidates and to their parents

Knocking the doors of all schools to which application was given

Seats of deserving candidates are grabbed by candidates with influence

Same student applied in multiple schools – High non-joining rate

Lack of transparency in admission after 1st allotment

The reservation seats are not filled in transparent way

hsCAPDHSE,Kerala

hsCAPDHSE,Kerala

hsCAPnic

Centralized Allotment Processing System

for

Higher Secondary Admission

(Single Window System)

hsCAPDHSE,Kerala

Vision defined

The Higher Secondary admission process should be

Transparent

Eligible deserving candidates should get admission

Parents and students should be tension free in the

entire admission process

hsCAPDHSE,Kerala

Objectives defined

Socially and Economically backward students should

not be denied their opportunity

The percentage of admission should increase

The system should not show any personal favor for

anyone

Impact

hsCAPDHSE,Kerala

Ensured merit

Ensured Transparency

Single application for Appling in multiple schools

Simplified admission procedure

Savings in terms of money & time

Maximum number of seats filled

Number of SC/ST, OBC seat allotments increased

Online application submission by Student

Submission of printed form in any one of the schools

Data verification by the school (General Details, Marks/Grade, Options)

Publish the data on web for verification by candidates

Corrections, if any, done on-line from schools

School-wise, course combination-wise rank list preparation

Trial allotment, publish result, data corrections

Provisional Allotment and Actual Allotment

Publish the rank list, allotment list and related information on web

Allotment slip printing by candidate

Download list by schools

Admission, Higher option cancellation, non-joining update

Re-allotments, seat conversions and subsequent re-allotments etc

hsCAPDHSE,Kerala

hsCAPnic Processing Steps

Benefits to the Stakeholders

hsCAPDHSE,Kerala

hsCAPDHSE,Kerala

Benefits to Candidates

Only one Application for admission in any school in a district.

Application can be submitted in any school in the district.

Any number of options can be given in the single application

Help desk in higher secondary school

Free web access provision in the schools

Provision to verify the application details over web by the candidate

Provisional Allotment Result

Result printing with allotment advice

Verification of Rank details by the candidate

Category wise “Last Rank” which enable transparency in the system

Higher options cancellation, if satisfied with current allotment

Complete transparency on allotment

hsCAPDHSE,Kerala

Benefits to Parents

No need to knock the doors of different schools

No need to perform the ‘MAGIC’ of appearing interview in

multiple schools at the same point of time

No need to apply influence to get an admission

Cost savings in terms of application form for multiple

schools and traveling to different schools

Freedom from abstaining duty for multiple days to get an

admission

No more ‘pressure’ from PTA for school fund donations

hsCAPDHSE,Kerala

Benefits to Schools

Freedom from the marathon job of handling admission process

Freedom from calling Police to regulate the crowd

Simply to admit the candidates based on the allotment list

published in the portal

Freedom from being pressurized by influential persons

Freedom from threatening calls

Freedom from high non-joining and low admission

All higher secondary schools provided with broadband

connection as part of this project

hsCAPDHSE,Kerala

Time savings for a Student and Parent

Conventional system

On an average a student applies to 5 Schools

Time was spent for

Procuring the application from 5 schools

Filling the 5 applications

Submitting the application back in the schools

Interview in multiple schools, Admission

Average time spent 125 hours

Single Window System

Above processes for only one application

Average time spent less than 25 hours

Average time saving 100 hours per candidate

For 3 Lakh serious applicants (from 4.25 Lakh applicants), the

approximate time savings = 3,00,00,000 hours

3 crore man hours! Or 37.5 Lakh man days!

hsCAPDHSE,Kerala

Cost savings for a Student and Parent

Approximate cost savings on account of travel per one student = Rs. 500/-

Cost savings for 3,00,000 serious applicants = Rs. 15,00,00,000/-

Average number of days one parent spending for admission = 4 days

Considering a wage loss of Rs. 500 per day, total revenue loss

For 3,00,000 applicants’ parents for 4 days = Rs. 60,00,00,000/-

Approximately, the savings for the citizens is Rs. 75 crore.

hsCAPDHSE,Kerala

Taking the students details including grade from the existing SSLC Database(95% of applicants are from SSLC New Scheme)

Multilevel data verification to minimize data entry error

Application data published for verification by the student

The Admission data is to be used for

HS Roll

To find Subject wise Student – Teacher Ratio

HS Examination System

Best Practices

hsCAPDHSE,Kerala

Process Re-engineering

hsCAPDHSE,Kerala

Process re-engineering

Major front end process changes

One application to one school changed to one application to all schools in one district Printed form application changed to Online Application

Data entry by schools into the central database

Major back end process changes

School level allotment stopped

Allotment by a central team for all 14 districts

Result publishing by the central team

hsCAPDHSE,Kerala

Project Sustainability

School admission is a continuous process

It is a service from the Government to its citizen

Data Centre infrastructure is used for server collocation

Technology maintenance

• Open source solution on LAMP implemented

• NIC meets the technology requirements

• District wise resource of Master trainers created

Disaster Recovery Center

• Backup servers are available in the data centre with replication features.

• Daily DB backup and log backup are enabled

Project management team

• Department team is constituted for allotment

• NIC team is available for support

hsCAPDHSE,Kerala

Statistics

Total Number of Applications: District-wise

38482

32640

17623

2709524821

12001

37690 38450

32535

40062

9718

31051

15359

56676

42064

15666

9637

32712

59198

33040

3912339325

12321

2570727307

17487

32724

39030

0

10000

20000

30000

40000

50000

60000

70000

TVM KLM PTA ALP KTM IDK Eklm TCR PKD MLP KKD WYD KNR KSD

2008

2009

hsCAPDHSE,Kerala

Vacant Seats: Over the Years

78.39%

21.61%

Admitted

Vacant

19.16%

80.84%

Admitted

Vacant

90%

10%

Admitted

Vacant

95.5%

4.5%

Admitted

Vacant

97.80%

2.20%

Admitted

Vacant

Minimum number of vacant seats is an

indicator of the efficiency of the system

hsCAPDHSE,Kerala

OBC Student Strength: An Overview

38.46%40.98% 42.14%

54.44%58.22%

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

2005 2006 2007 2008 2009

OBC

students

SWS

hsCAPDHSE,Kerala

SC/ST Student Strength: An Overview

7.81% 8.14%9.31%

15% 15.18%

0.00%

2.00%

4.00%

6.00%

8.00%

10.00%

12.00%

14.00%

16.00%

2005 2006 2007 2008 2009

SC/ST

The rise in the percentage of the lower strata of the society indicates new

admission system is a step towards attaining social justice

SWS

Registration of Candidates

General Details

Mark/Grade Details

Preferences(Options)

Submission of online application by student

along with a printed copy

hsCAPDHSE,Kerala

Candidate’s Details

Data Verification by teachers

Publish the data on web for verification

by the candidates

Any data correction if required, done at

schools

hsCAPDHSE,Kerala

Rank List Preparation

Rank list is prepared for each

school, each course combinations

based on the grade, bonus points

and tie-breaking conditions

hsCAPDHSE,Kerala

Allotment Process

An iterative process to get the candidate his/her

best option based on the options, rank & Category

hsCAPDHSE,Kerala

• Trial allotment & data corrections, if required

• Allotment (Provisional)

• Actual Allotment

Publish Allotment List

• Public can view all details related to the

allotment - allotted school, course, rank, tie-

breaking details – and ensured the transparency.

• Allotment Slip can be printed on-line

hsCAPDHSE,Kerala

List for schools

• Download the rank list

• Download allotment list

hsCAPDHSE,Kerala

Admission

• Candidates can take admissions

(Permanent/Temporary)

• Higher Option Cancellation request by

candidates and on-line update by Schools

hsCAPDHSE,Kerala

Non-Joining Details

• Non-joining details update by Schools

hsCAPDHSE,Kerala

Re-allotments

• Re-allotments for filling the arising vacancies

• Special allotments to fill the SC/ST seats

• Seat Conversions

hsCAPDHSE,Kerala

thanks

hsCAPDHSE,Kerala