developing a business process modelling solution for iba admission test

8/6/2019 Developing a Business Process Modelling Solution for IBA Admission Test

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BUSINESS

PROCESS

MODELING

Developing a Model

to Improve the BBAAdmission Processin

IBA

Group-04


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Business Process Model

DEVELOPING A MODEL TO IMPROVE THE BBAADMISSION PROCESS IN IBA

Prepared For:

M. R. I. Rowley

Lecturer

Management information System-K302

InstituteofBusiness Administration

Prepared by:

Group-04

Saleh Mohammad ZR 04

Nusrat Tamanna Prianka RQ 17

NayefAhmed ZR 25

Tanvir Alam ZR 37

Tasnuva Sultan RQ48

Rashed Al Ahmad Tarique ZR 61

Aumee Ahmed RQ 65

Institute of Business Administrations, University of Dhaka


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Table of Contents

EXECUTIVE SUMMARY............................................................................................................................................ 5

1.0 INTRODUCTION ......................................................................................................................................... 6

1.1 Purpose................................................................................................................................................. 6

1.2 Descriptionofclient............................................................................................................................... 6

1.3 Scope .................................................................................................................................................... 6

2.0 CURRENT SYSTEM ...................................................................................................................................... 7

2.1 Functional Capability ............................................................................................................................. 7

2.2 Process Model ....................................................................................................................................... 7

2.3 Performance Parameters..................................................................................................................... 12

2.3.1 Step-wise BreakdownofTime (REQUIRED FOR ONE APPLICANT) ..................................................... 12

2.3.2 Cost Calculation............................................................................................................................... 13

2.3.3 Quality ............................................................................................................................................ 13

2.4 RoleofSystem Component .................................................................................................................. 14

2.5 Relationshipofthe Components Roles to Performance Parameters (FOR ONE APPLICANT) ............. .... 16

3.0 ENVISIONED SYSTEM ............................................................................................................................... 18

3.1 Functional Capability ........................................................................................................................... 18

3.2 Envisioned System Process Model............................................................................................................... 18

3.3 Performance Parameters..................................................................................................................... 21

3.3.1 Step-wise BreakdownofTime (REQUIRED FOR ONE APPLICANT) ..................................................... 21

3.3.2 Cost Calculation (REQUIRED FOR ONE APPLICANT) .......................................................................... 21


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3.3.3 Quality ............................................................................................................................................ 21

3.4 Envisioned RoleofSystem Components............................................................................................... 22

3.5 RelationshipofComponents Roles to Performance Parameters ........................................................... 23

3.5.1 Step-wise BreakdownofTime ......................................................................................................... 23

3.5.2 Cost Calculation (REQUIRED FOR IBA) .............................................................................................. 24

4.0 EVALUATION OF ENVISIONED SYSTEM ............................................................................................................ 25

4.1 Barriers to Implementing the Optimized System ......................................................................................... 26

5.0 CONTRAST BETWEEN THE TWO SYSTEMS ................................................................................................ 27

6.0 CONCLUSION ........................................................................................................................................... 29

ANNEX ................................................................................................................................................................. 30


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EXECUTIVE SUMMARY

Having Instituteof Business Administration asour Client, we aim to modify thecurrent BBA Admission

Processinto a system which isless time-consuming, morecost-effective, andofsuperiorquality. In the

current Admission Process, the applicant purchases therequired Admission Form inreturnof BDT 550

from a Local Bank. Thefilled-upform is thendeposited to IBA, alongwith all thenecessary papers. The

IBA Staff check them and give the applicant a receipt. Following this, the IBA Teachers verify all the

papers. In the next phase, the verified Admission Forms are sent to the Computer Center and Admit

Cards areprinted. Finally, thequalifiedparticipantsvisit IBA during a pre-announcedperiod andcollect

theirrespective admit cards tosit for the admission test.

Ourenvisionedprocesswillstart with an applicant signingup to an IBA website. Afterloggingin, heor

she will provide his or her necessary information and scanned copies of necessary documents. The

applicant will get relevant information from the website about the admission process including date,

time, and the method and amount ofpayment. Then, the applicant willissue a pay orderinfavorofIBA.

Thestudent willsave theuniquepay ordernumber. Thestudent will againlogin to the IBA website and

enter the pay order number. Meanwhile, the bank will confirm the pay order number to the IBA

Authority. Ifthenumberprovided by the bank matcheswith thenumberprovided by the applicant, IBA

willissue an Admit IDfor the applicant and theseat planfor theexaminationwill bedone accordingly.

Theenvisionedsystem will bring theentireprocessfrom a timelength of17 minutes to39 seconds (for

IBA/Applicant) andfrom 4 hours and45 minutes to 51 Minutes (For an Applicant). In addition, thenew

system will alsocut down the admissioncost of IBA for an Applicant by BDT 12.505. In an Institutionin

which almost 5,000 applicants show up annually, such a cost-saving will undoubtedly add up to be a

colossalsaving amount for IBA as a whole.

Thisprocess hasitsownshortcomings;forexample, inaccessibility to the Internet by most ofthepeople

in this country. But if we do visualize a country heading in the field of IT, then this system will

undoubtedly prove to be anexcellent venture as a whole.


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1.0 INTRODUCTION

1.1 PurposeThe objective of this report is to assess the current BBA Admission Process of IBA and proposerequirementsforimproving thecurrent process.

1.2 DescriptionofclientThe Institute of Business Administration of the University of Dhaka, commonly known as IBA, is the

leading business school in Bangladesh. The institution offers a variety of courses including Bachelor of

Business Administration, MasterofBusiness Administration, Executive MBA, M. Phil, etc.

The BBA program of thisinstitute has attracted the best studentsof thecountry over the years. More

and more students are applying for the BBA program every year. Although the current system is

efficiently handling the admissionprocess, theincreasingnumberofapplicantsevery year means more

workloadon thecurrent staff. The IBA authority would like to improve theprocess insuch a way that

reduces theworkload andiscost effective.

1.3 ScopeThisstudy doesnot consider thewhole admissionprocessrequiredfor the BBA program. Thescopeis

limited to the activities that take place before the written examination for the BBA program. This

includes activitiesstartingfrom a student buying an admissionform till heorshereceives the admit cardfor thewritten test.

In addition to this, this study also does not consider the processes that occur after the written test.

Some of these processes include recording the information about the admitted students, money

transaction process with the accepted students, and many more. Only the BBA admission process is

assessedin thisstudy.

All theprocesses areevaluatedin termsoftime, cost andquality.


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2.0 CURRENT SYSTEM

2.1 Functional Capability

The functional capability of the Current System involves active presence of a Local Bank located in

Dhaka, IBA Staffs, IBA Teachers, and the Applicants themselves. The entire process starts with the

student purchasing the Admission Form from a Local BankofDhaka andendswith thecollectionofthe

Admit Card by the Student from the IBA Office.

2.2 Process Model

The current Process Model initiates in a branch ofAgrani Bank, a Local Bank, located in Dhaka. The

applicant purchases the required admission Form in return of BDT 550 from the Bank Counter. The

filled-upform is thendeposited to IBA, alongwith all thenecessary papers. Onreceiving thedocuments,

the IBA staffscheck them andgive the applicant a receipt. Following thisis theroleofthe IBA Teachers

whoverify all thepapers andgiverandom numbers toevery of the Applicants. In thenext phase, the

verified Admission Forms are sent to the Computer Center where the OMR Forms are scanned and

Admit Cards are printed maintaining the Serial of the Random Numbers. Finally, the qualified

participantsvisit IBA during a pre-announcedperiod andcollect their respective admit cards tosit for

the admission test.

Followingshownis a Flow-Chart ofthe Current IBA Admission Process.


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IBA Admission Process

Applicantbuys anAdmissionForm from aLocal Bank andfills it up

Applicant deposits the

Form to IBA, alongwithallothernecessarypapers

IBA staffsreceive the

form, check all thepapers, andgive theApplicant a Receipt

IBA Teacherscheck theForm andverify all the

Papers

IBA TeachersgenerateRandom Numbersfor

every applicant

The Checked Forms aresent to the Computer

Centerfor Record,where the OMR Forms

arescanned

Admit Cards aremadeaccording to the Serialof

the Random Numbers

The Qualified Studentcomes andcollects

his/herrespective AdmitCardfrom IBA

Role of IBA Staffs

Role of IBA

Role of IBA Staffs

Role of Com uter Center of IBA

Figure 1: IBA Admission Process (Current)

Collection of Entry Card

Role of Local Bank


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Details of the Above-Mentioned current IBA Admission Process, in relation to the Performance

Parameters, areshown asfollows:-

Output

Formssen

the IBA StTime:

1. Travelling Time. Since the Application Form is onlyavailable in the DU Branch of Agrani Bank,

therefore, students leaving far away from DU

(almost 68%of the Applicants) or away from Dhaka(almost 30%of the Applicants) have towaste major

portion of their valuable time travelling to the DU

Campus.

2. Waiting timein thequeueofthe Bank CounterCost:

1. Transportation Cost for all the Students travelling tothe Bank

1. Living ExpensesforstudentsresidingoutsideDhaka2. Printing Costsofthe Admission Forms3. Feescharged by the Bank

Quality: Not at all Satisfactory, because theenvironment oftheLocal Banksis absolutely not friendly

Time:

1. Travelling Time that iswastedin travellingfromtheAgraniBank to the IBA Office

2. Waiting timein thequeueinfront ofthe IBAOffice

Cost:

1. Transportation Cost while travellingfrom AgraniBank to the IBA Premise

2. Salariesofthe IBA Staffswho arein-chargeofcollecting the Forms.

Quality: Not that Satisfactory, because theDocuments the

might get lost in theprocess

Applicant purchasing an

Admission Form

Step 1

Applicant

reachingAgrani

Bank Branch in

DU

Step 2

Applicant deposits the

completed Admission Form

to IBA, alongwith all

Necessary Documents

Fillingupofthe

Admission Form

Output

Submissionof

Admission Form

Input

Input

Purpose

Performance

Performance

Purpose

Fi ure 2: Current Model in Terms of Performance Parameters


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Time:

1. IBA Teachers have touse theirvaluable timeinverifying the Forms and theDocuments

Cost:

1. Salariesofthe IBA TeachersQuality: Not that Satisfactory, because manualverification

isnevererror-free

Time:

1. Time for the IBA Staffs to check all the forms andthepapers manually

2. Timefor the IBA Staffs tosignon the Receipts3. Timefor the Applicants tocollect the Receipts

Cost:

1. Printing Costsofthe ReceiptsQuality: Not that Satisfactory, because manual checking is

nevererror-free

IBA Staffscheck all the Forms and

the Papers

Step 3

IBA Staffs

receiving the

Forms and the

Documents

Step 4

IBA Teacherscheck the

Admission Forms andverify

all thenecessary Documents

Receipts aregiven

to the Applicants

Output

Checked Admission

Forms andDocuments

sent to IBA Teachers

Input

Input

Purpose

Output

Performance

Performance

Purpose

Random

Numbers are

given toeveryApplicant


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OMR Forms arescanned and Admit

Cards are made according to the

Serialofthe Random Numbers

Step 5

Verified Forms

sent to the

Computer

CenterofIBA

Step 6

Qualified Applicantscome

andreceive theirrespective

Admit Cardsfrom IBA Office

Informationverified

applicants

Output

Sorted admit cardsInput

Input

Purpose

Output

Performance

Performance

Purpose

Students

receive

admit card

Time:

1. Travelling Timefor the Students to the IBAPremise

2. Waiting Timefor the Studentsin the Queueinfront ofthe IBA Office

3. Timespent by the IBA Staffs todistribute theAdmit Cards

Cost:

1. Travelling Expense to the IBA Premisefor theApplicantslivingfar away from DU Campusor

from theDhaka City

2. Living Expensesfor the ApplicantslivingoutsideDhaka

3. Salariesfor the IBA StaffsQuality: Satisfactory

Time:

1. Timespent by the IBA C.C. (Computer Center) Staffstoscan the OMR Forms

2. Timespent by the IBA Staffs tosort the Admit Cardsaccording to the Serialofthe Random Numbers

Cost:1. Scanningofthe OMR Forms2. Printingofthe Admit Cards

Quality: Not that Satisfactory, because the process might

involveerrors


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2.3.2 Cost Calculation

The average timespent by a student is4 hours and45 minutes. Ifwe assume that an IBA Faculty teaches

a student for a monthly feeofBDT 5000 and teaches4.50 hours a week, then thecost ofalmost 4 hours

and45 minutesis asfollows:-

Cost of the applicant = (5000/15)*4.5 = 1250 tk.

The timerequired toprocesseach form is 17 minutesfor IBA. Staffsfrom otherdepartments have an

averagesalary ofBDT 6000 and teachers have an averagesalary ofBDT 20,000per month.

Therefore, thecost forone applicant iscalculated below:-

Salary per minutefor an IBA faculty: 20000/ (8*20*60) = 2.0833 tk.

Cost per applicant for IBA Faculties = 2.0833*4 = 8.333 tk.

Salary per minutefor an IBA staff: 6000/(8*25*60) = 0.5 tk.

Cost per applicant for IBA staff = 0.5*13 = 6.5 tk.

Total cost per applicant = 6.5 tk. + 8.33 tk. = 14.83

2.3.3 Quality

Theoverallquality oftheexistingsystem isvery poor. Thereis absolutely noelectronicprocesspresent

in the current BBA Admission Process, except the OMR Scanning of the Admission Forms. Manually

checking andverifying all the 5000 Application Forms andDocuments (on Average) is almost impossibly

error-free. Waitingin thelongqueuesoftheAgraniBank and IBA Officeis hecticfor almost anyone and

everyone. Maintaining a certainstandardinevery of theprocesses and monitoring allofthe IBA Staffs

and Teachersrelated to thisprocess arelogically infeasible. In addition to all these, there areno added

incentivesfor any oftheemployeesofIBA towork harder and better.


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2.4 RoleofSystem Component

Thefollowingroles areplayed by theexistingsystem components:-

PEOPLE

IBA Staff:

An IBA Staffis a man/ womanwhoworksin the IBA office andplays thefollowingroles:-

y Receiving applicationformsfrom applicants alongwith allothernecessary papersy Givingreceipts to the applicants afterreceiving the applicationformsy Sending the applicationforms andotherpapers to IBA Teachersy Collecting the admit cardssent from the IBA Computer Centery Givingrespective applicants their admit cardswhen they come toreceive them

AgraniBank Teller:

AnAgraniBank Telleris a personwhoisstaffoftheAgraniBank andplays thefollowingroles:-

y Selling Admission Forms to applicantsIBA Teacher:

An IBA Teacheris a male/ female lecturer, guest lecturer, assistant professor, professorof the MBA or

BBA classesofIBA, andplays thefollowingrole:-

y Checking the applicationforms andothernecessary papersy Generatingrandom numbersforevery applicant

IBA C.C. Staff:

An IBA C.C. Staff is a man/ woman who works for the IBA Computer Centre and plays the following

roles:-

y Scanning OMR forms and admit cardsy Making admit cards according torandom serialnumbersy Sending admit cards to the IBA Office


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MACHINE/TOOLS

Hardware:

Computing

y Computery OMR Scanner

Software:

y Program Software togeneraterandom serialnumbersfor the Admit CardsDatabase

All the Informationfrom the OMR Formsisstoredin a Database.

Communication System

There is no professional communication network among the people involved, other than the mobile

phones.


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2.5 Relationship of the Components Roles to Performance

Parameters(FOR ONE APPLICANT)

PEOPLE HARDWARE SOFTWARE DATABASECOMMUNICATION

NETWORK

ROLESPERFORMANCE

PARAMETER (PP)ROLES PP ROLES PP ROLES PP ROLES PP

Purchasing of

Admission Form

Applicants 3 Hours

IBA N/A

Submission to IBA

Applicants45

Minutes

IBA N/A

Checking of forms

and papers by IBA

Staffs

Applicants15

Minutes

IBA3

Minutes

Verifying of forms

and papers by IBA

Teachers

Applicants N/A

IBA4

Minutes

(Continued in the Next Page )


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PEOPLE HARDWARE SOFTWARE DATABASECOMMUNICATI

ON NETWORK

ROLESPERFORMANCE

PARAMETER (PP)ROLES PP ROLES PP ROLES PP ROLES PP

Scanning

of OMR

Forms

and

preparati

on of

Admit

Cards

Applican

tsN/A

Comput

er and

OMR

Scanner

3

Minut

es

To

generat

e

rando

m

Serial

Numbe

rs

3

Secon

ds

To Store

Informati

on from

OMR

Forms

3

Secon

dsIBA

7

Minut

es

Distributi

on of

Admit

Cards to

the

Applicant

s

Applican

ts

45

Minut

es

IBA

3

Minut

es

Total

5

Hours

and 2

Minut

es

3

Minut

es

3

Secon

ds

3

Secon

ds


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3.0 ENVISIONED SYSTEM

3.1 Functional Capability

In theenvisionedsystem, a functionalwebsitewill beintroducedwhere the admissionrelated activities

will beperformed. Thesystem willproduce betterperformancein thefollowingparameters:-

y Time: Thenewsystem willsave timefor the applicants, the IBA Faculties, and the IBA Staff.y Cost: Thenewsystem will becost-effectivein thelongrun asit willdecrease thecostsincurred

by IBA due to the involvement of staffs from the departments of the institution. Also, it will

reduce thecost for the applicants.

y Quality: Theproposedsystem willincrease thequality ofservice as theeasy-buyingprocessofadmissionformswilllead to morerevenuefor IBA. An automatedsystem will alsoenable IBA toprovideprompt anduninterruptedservice.

Soin theend, thenewsystem willensureimprovementsin termsoftime, cost, andquality.

3.2 Envisioned SystemProcess Model

Thenewprocesswillstart with an applicant signingup to an IBA website. Afterloggingin, heorshewill

provide hisor hernecessary information andscannedcopiesofnecessary documents. The applicant will

get relevant information from the website about the admission process including date, time, and the

method and amount ofpayment. Then the applicant willissue a pay orderinfavorof IBA. Thestudentwillsave theuniquepay ordernumber. Thestudent will againlogin to the IBA website andenter thepay

ordernumber. Meanwhile, the bankconfirms thepay ordernumber to the IBA Authority. Ifthenumber

provided by the bank matcheswith thenumberprovided by the applicant, IBA issues an Admit IDfor the

applicant and theseat planfor theexaminationisdone accordingly.

Theenvisionedprocesscontainsfollowingsteps:-


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Details of the Above-Mentioned envisioned IBA Admission Process, in relation to the Performance

Parameters, areshown asfollows:-

The applicant receives a system generated Admit ID, which has to beprintedout toshowin theexam hall

Thedatabase matches thepay ordernumberfrom the bankwith thenumbersubmitted by thestudent. ifthereis a mismatch, the applicant receives an automatednotificationimmediately.

Enters thepay ordernumberin IBA website andfinalizes thesubmision

Submits therequired amount through pay orderinfavorofIBA

1. Receivesinformation about payment anddeadlines.2. Providespersonal and academicdetails

Applicant signsupin IBA website

Figure 3: Envisioned System Process Model


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Figure 4: Envisioned Model in Terms of Performance Parameters


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3.3 PerformanceParameters

Similar to thecurrent process, thedetailed breakdownoftheenvisionedprocessisgiven below:-

3.3.1 Step-wise Breakdown of Time (REQUIRED FOR ONE APPLICANT)

STEPS

FOR ONE APPLICANT

MINIMUM

TIMEAVERAGE TIME MAXIMUM TIME

1 10 minutes 20 minutes 30 minutes

2 20 minutes 30 minutes 50 minutes

3 30seconds 1 minute 5 minutes

Total30 minutes

30 sec51 minutes

1 hour 25

minutes

3.3.2 Cost Calculation (REQUIRED FOR ONE APPLICANT)

Therefore, an applicant spends 51 minuteson average tocomplete the activitiesstartingfrom signingup to the IBA

website toreceiving the admit ID.

Thiscost of51 minutesfor an applicant is

Cost of the applicant = (5000/(15*60))*51 = 283.333 tk.

3.3.3 Quality

Thequality oftheservicewillincrease asinvolvement ofpeoplewill be minimal andservicewill befast.


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3.4 Envisioned RoleofSystem Components

People:

y System administrator 1 employeey Personnelforentering thepay orderinformationreceivedfrom bank 4employee

Software:

y IBA websitey Regular browserinuserend

Database:

y SQLserverHardware:

y One terminal toenterpay orderinformationreceivedfrom bankCommunication network:

y Internet


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3.5 RelationshipofComponents RolestoPerformance

Parameters

3.5.1 Step-wise Breakdown of Time

PEOPLE HARDWARE SOFTWARE DATABASE COMMUNICATIO

NETWORK

Stages Roles PP Roles PP Roles PP Roles PP Roles PP

Signup Process

signup

info

Time:

1 sec

Create a

newuser

account

Time: 1 sec Storenew

user

account

Time: 1

sec

Communicate

data over

network

Tim

1 s

Form Fillup Takeformasinfo

and

display

Time:1 sec

Processform

Time: 1 sec Storeinfofrom form

inuser

account

Time: 1sec

Communicateinfo and

confirmation

overnetwork

Tim1 s

Pay Order

Recording

Entering

pay order

infofrom

bankinto

twodbase

fields

Time:

20sec

Takeinfo

and

display

Time:

1 sec

Process

payment

info

Time: 1 sec Store

payment

info

Time: 1

sec

Pay OrderMatching

Processpayment

info

Time:1 sec

Matchpayment

infofrom

bank and

from

applicant

Time: 1 sec Provideandstore

info

Time: 1sec

Notifyapplicants

Tim1 s

Admit Card

Generation

Process

info to

generate

admit

card

Time:

1 sec

Generate

admit card

with

randomize

dserial

number

Time: 1 sec Provide

andstore

info

Time: 1

sec

Notify

applicants

Tim

1 s

Total 20sec 5 sec 5 sec 5 sec 4s

From the above table, it isclear that we have brought down the time taken by peoplecomponent to 14days and

incorporatedothercomponent ofinformationsystems aswell, which will bringdown the total time takenstarting

from theset-upprocess to theoperationalprocess.


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3.5.2 Cost Calculation (REQUIRED FOR IBA)

Total timeneeded = 39 sec

Initialcost = 1,60,000 tk.

Maintenancecost per year = 10000 tk.

Cost persecond = 6000/(8*25*60*60) = .00833 tk.

Cost per applicant = .00833*39 + 10000/5000= 2.325 tk.

Value gained per applicant = 14.83 - 2.325 = 12.505


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4.0 EVALUATION OF ENVISIONED SYSTEM

The present admission process ispeople-based and lacks efficiency. Thepresent system is also time-

consuming and hecticfor the applicants, the IBA Faculties, and and the IBA Staff. Theenvisionedsystem,

however, greatly reduces thesedeficiencies andwill help IBA toperform thesame activities at a much

lowercost. Theenvisionedsystem will:-

y Reduce theinvolvement ofpeopley Save timefor IBA staffandfacultyy Reduceerrors that occurdue to humaninvolvementy Maintain a databaseofthe applicantseasily andefficientlyy Reduceworkloadon theemployeesofotherdepartments, thusenablingotherdepartments to

provide betterservice

y Reduce theoverallcost for both the applicants and IBACurrent Proposed

Expenses

Logistics 200000 50000

External StaffSalaries 20000

Invigilator and Verification Fees 150000 137500

WebsiteDevelopment 5000

Storagespacerent 5000

Database building 5000

Website hostingexpense 10000

Total Expenses 375000 207500

Thelogisticsexpenseswilldecrease as thereisnoneedforpaper based admissionforms. Therewill an

estimatedinvigilator andverificationsavingsof(150000 137500) tk. or 12500 tk. Thedevelopment of

thewebsite, database, and hostingcost ofthewebsiteis amortizedover 10 years. So, the amortization

amount is tk. 5000. Thepaperforms have to bestoredin a place, which can berentedfor tk. 5000.


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Year 1 Year 2 Year3 Year4 Year 5

Net Value

Addition to BBA

Program office

-400000 167500 104166.7 104166.7 104166.7 104166.7

Year 6 Year 7 Year8 Year 9 Year 10

104166.7 104166.7 104166.7 104166.7 104166.7

Cost savingfrom student's

perspective

Cost per

Student

total

Numberofstudentsfrom Dhaka 3500 800 2800000

Numberofstudentsfrom out of

Dhaka

1500 150 225000

3025000

4.1 Barriersto Implementingthe Optimized System

Most ofthepeopledonot have access tointernet inourcountry. This might discouragepeople to applying to IBA.

However, considering thefact that most of thepeoplewho apply to IBA arerelatively tech-savvy, thissystem will

not besodifficult toimplement.

Payment through bankpay order might beunfamiliarwith many applicants. However, thisis alsonot a huge

barrierfor theimplementationofthesystem.


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5.0 CONTRAST BETWEEN THE TWO SYSTEMS

There are many stepsin thecurrent process that will bereplaced by the Envisioned System andwill be modified

intosimpler andfastersteps. Thefollowing tablesummarizes the major modifications that theenvisionedsystem

will bring to thestepsofthecurrent system.

STEPS PEOPLE HARDWARE SOFTWARE DATABASE

COMMUNI-

CATION

NETWORK

Purchasing of

Admission

Form

Current X X X X

Envisioned X

In thecurrent system, the Applicants arerequired tovisit a Local Bankinorder tocollect

the Admission Forms. In theenvisionedsystem, they can access theform aftersigningup

in IBA website.

Submission

to IBA

Current X X X X

Envisioned X

In thecurrent system, the Applicantsneed to travelfrom theLocal Bank to the IBA Office

tosubmit thefilled-up IBA Admission Forms and thenecessary documents to the IBA

staff. Thisstepwill befully replaced by the IBA Website.


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Checking of

forms and

papers by IBA

Staffs

Current X X X X

Envisioned X X X X X

In thecurrent system, the IBA Staffcheck all thesubmitted Application Forms and

Documents. Thisstepwill befully replaced by the IBA Website.

Verifying of

forms and

papers by IBA

Teachers

Current X X X X

Envisioned N/A N/A N/A N/A N/A

In thecurrent system, the IBA Teachersverify all the Application Forms anddocuments

submitted to them by the IBA Staff. The IBA Teachers assignrandom numbers to the

Applicants. In theenvisionedsystem, paperswill be manually verifiedonly after the

applicant willpass the Admission Examination.

Scanning of

OMR Forms

Current X

Envisioned N/A N/A N/A N/A N/A

In thecurrent system, the OMR Forms aresent to the IBA Computer Center andscanned

using an OMR Machine. Since OMR isnot involvedin theenvisionedsystem, thisstepis

not present.


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Preparation

of Admit

Cards

Current X X X X

Envisioned X

In thecurrent system, the Admit Cards areprepared by IBA Staffusing the Serialof

Random Numbers. Theenvisionedsystem automatically generates the admit cards and

assignsserialnumberrandomly.

Distribution

of Admit

Cards to the

Applicants

Current X X X X

Envisioned X

In thecurrent system, the Admit Cards aredistributed among the Applicantsin the IBA

Premise. Theenvisionedsystem automatically mails the admit cards to therespective

applicants.

6.0 CONCLUSION

Theenvisionedsystem willrequire a littleinvestment beforeitsimplementation. Theproposedsystem reduces the

cost and increases the efficiency greatly. The system reduces heavy dependence on people and increases the

involvement of IT. The initial investment can berecaptured in just more than two years. Therefore, IBA should

implement thisproject considering thevalueit generatesforeveryone.


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ANNEX


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Discussion details

We shared our views about systems that could use Information Systems to actually save time and

money. A number of alternatives wereconsidered. After a detaileddiscussion, automation of the IBA

admission applicationprocesswasselected. After that wedecidedon thelist ofinformationneeded to

completeourreport:

y Stepsinprocessing theformy Patternofprocessinginotheruniversities around thecountry and theworldy Functionsofindividualsinvolvedin theprocessy Payment procedurey Numberofpeopleinvolvedineach processy FunctionsofMIS department ifanyy Type andfunctionofsoftwareused, ifanyy Drawbacks/ limitations, scopeofimprovement inexistingsystemy Timeduration andcost related toeach stepy Typesofcommunicationnetwork betweendifferent processy Criterionoffixing theprocessy Errorcheckingprocedurey Estimatedcost savingsover a year

Decision

Wedecided to meet with officialsin the BBA Program office thefollowingday, afterclass hours.

Signature

Saleh Mohammad (4) Nusrat Tamanna Prianka (17)

NayefAhmed (25) Tanvir Alam (37)

Tasnuva Sultan (48) Rashed Al Ahmad Tarique (61)

Aumee Ahmed (65)


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FORM-2 FIELD VISITS-1

Venue: BBA Program Office

Date: May 24, 2010

Start Time:03:30pm End time:05:30pm

Duration: 2 hrs

Details of Interview

Interviewee Interviewee 1 Interviewee 2 Interviewee 3

Name Sumon Bhai Haider Bhai Malek Bhai

Designation Office Staff, BBA

Program Office

Office Staff, BBA

Program Office

Office Staff, BBA

Program Office

Attendance

Name of the Group Member Percentage of Presence Role : Active /Passive

Saleh Mohammad 100% Active

Nusrat Tamanna Prianka 100% Active

NayefAhmed 100% Active

Tanvir Alam 100% Active

Tasnuva Sultan 100% Active

Rashed Al Ahmad Tarique 100% Active

Aumee Ahmed 100% Active


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Findings

General:

y Around 5000forms (4831 last year and4771 the year before)aresoldevery yeary Each form costs about Tk. 550 (samefor thepast two years)y Allforms aresold through Curzon Hall Branch ofAgrani Bank.y In thefewdays the majority oftheforms aresoldy A largeshare ofthe totalcost is topay forstaffsalary andrentingofpremisesfor the

exams

Outlineoftheprocess:

y Academic Committee meeting todecideon a datefor theexamination, thepricesoftheforms and the minimum requirementsofthestudentsfor application

y Distributionofcircularon majornationaldailiesy Sellingforms through Agrani Bank Curzon Hall Branch.y Collectionofformsy Verifying minimum qualificationrequirements (at thecollection booth). At first thereis

just a single booth. Thenumberofboothsisincreased throughout thecollectionperiod,dependingonprojectednumberofsubmissionson that day. A receipt isprovided to the

students.

y The forms are taken to the Program Office on the 2nd Floor where the pictures areattested and a random identificationnumberis assigned to the applicant

y The forms are sent to the IBA Computer Center. The information from the forms isenteredinto a database manually.

y The applications are sorted out according to the randomly assigned numbers in orderanddividedinto 100 memberlots.

y The Admit Cards for the entrance examination are distributed. The applicants collecttheircards by showing thereceiptsgiven to them


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Signature:




Aumee Ahmed (65)


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37

Signature:




Aumee Ahmed (65)


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FORM4 REPORT WRITING-1

Venue: IBA Computer Center, Homesofthe Group members

Start Time: May 30, 2010

End Time: June 1, 2010

Duration:3days

Attendance









Decision:

y Approach oftheoverallreport wasdiscussed anddecisionwas taken toelaborateeach stepintransportationprocess basedupon theextent ofhumaninvolvement ineach step.

Individualresearch work and analysisofspecificpart ofthereport was assigned toevery group member


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Problems encountered:

1. During writing it was felt that several filed visits should have done. we couldnt makeappointment in a very short notice and therefore had to contain with information from the

telephonecorrespondence

2. Understanding thedifferent applicant registrationsystemsindifferent placeswith every detailwas a bit confusingdue tolackofpriorknowledgein thisfield.

3. Informationon theinternet on this topicissparse4. Asweproceedfurtherwith thereport, wefound many loopholesin therequiredinformation.5. Compilingindividual analysispart also becamedifficult due to thisinformationrequirement6. Exact information about thecosts aresensitivesinceit involvesinternalfinancesofIBA.

Signature:




Aumee Ahmed (65)


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FORM-5 REVIEW MEETING-1

Venue: IBA Computer Center

Date: June 1, 2010

Duration:4 hours

Attendance:










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Description of the discussion:

y Newrecommendations have beenverified andfinalized.y The whole draft was revised several times by each group member and was declared for

submission

y Somecorrectionswere madeduring theeditingsessionofthereport with the agreement ofallgroup members.

y Finalformatting, revisionwasdone and thefinalversionofthereport wasprinted.

Signature:




Aumee Ahmed (65)