BUSINESS PROCESS MODELING

Developing a Model to Improve the BBA Admission Process in IBA

Group-04

Business Process Model

DEVELOPING A MODEL TO IMPROVE THE BBA ADMISSION PROCESS IN IBA

Prepared For: M. R. I. Rowley Lecturer Management information System-K302 Institute of Business Administration

Prepared by: Group-04

Saleh Mohammad ZR 04 Nusrat Tamanna Prianka RQ 17 Nayef Ahmed Tanvir Alam ZR 25 ZR 37

Tasnuva Sultan RQ 48 Rashed Al Ahmad Tarique ZR 61

Aumee Ahmed RQ 65

Institute of Business Administrations, University of Dhaka

Table of Contents
EXECUTIVE SUMMARY............................................................................................................................................ 5 1.0 1.1 1.2 1.3 2.0 2.1 2.2 2.3 2.3.1 2.3.2 2.3.3 2.4 2.5 3.0 3.1 INTRODUCTION ......................................................................................................................................... 6 Purpose ................................................................................................................................................. 6 Description of client............................................................................................................................... 6 Scope .................................................................................................................................................... 6 CURRENT SYSTEM...................................................................................................................................... 7 Functional Capability ............................................................................................................................. 7 Process Model ....................................................................................................................................... 7 Performance Parameters ..................................................................................................................... 12 Step-wise Breakdown of Time (REQUIRED FOR ONE APPLICANT) ..................................................... 12 Cost Calculation............................................................................................................................... 13 Quality ............................................................................................................................................ 13 Role of System Component.................................................................................................................. 14 Relationship of the Components Roles to Performance Parameters (FOR ONE APPLICANT) ................. 16 ENVISIONED SYSTEM ............................................................................................................................... 18 Functional Capability ........................................................................................................................... 18

3.2 Envisioned System Process Model............................................................................................................... 18 3.3 3.3.1 3.3.2 Performance Parameters ..................................................................................................................... 21 Step-wise Breakdown of Time (REQUIRED FOR ONE APPLICANT) ..................................................... 21 Cost Calculation (REQUIRED FOR ONE APPLICANT) .......................................................................... 21

3.3.3 3.4 3.5 3.5.1 3.5.2

Quality ............................................................................................................................................ 21 Envisioned Role of System Components............................................................................................... 22 Relationship of Components Roles to Performance Parameters ........................................................... 23 Step-wise Breakdown of Time ......................................................................................................... 23 Cost Calculation (REQUIRED FOR IBA) .............................................................................................. 24

4.0 EVALUATION OF ENVISIONED SYSTEM ............................................................................................................ 25 4.1 Barriers to Implementing the Optimized System ......................................................................................... 26 5.0 6.0 CONTRAST BETWEEN THE TWO SYSTEMS ................................................................................................ 27 CONCLUSION ........................................................................................................................................... 29

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

EXECUTIVE SUMMARY
Having Institute of Business Administration as our Client, we aim to modify the current BBA Admission Process into a system which is less time-consuming, more cost-effective, and of superior quality. In the current Admission Process, the applicant purchases the required Admission Form in return of BDT 550 from a Local Bank. The filled-up form is then deposited to IBA, along with all the necessary 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 are printed. Finally, the qualified participants visit IBA during a pre-announced period and collect their respective admit cards to sit for the admission test.

Our envisioned process will start with an applicant signing up to an IBA website. After logging in, he or 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 of payment. Then, the applicant will issue a pay order in favor of IBA. The student will save the unique pay order number. The student will again login to the IBA website and enter the pay order number. Meanwhile, the bank will confirm the pay order number to the IBA Authority. If the number provided by the bank matches with the number provided by the applicant, IBA will issue an Admit ID for the applicant and the seat plan for the examination will be done accordingly.

The envisioned system will bring the entire process from a time length of 17 minutes to 39 seconds (for IBA/Applicant) and from 4 hours and 45 minutes to 51 Minutes (For an Applicant). In addition, the new system will also cut down the admission cost of IBA for an Applicant by BDT 12.505. In an Institution in which almost 5,000 applicants show up annually, such a cost-saving will undoubtedly add up to be a colossal saving amount for IBA as a whole.

This process has its own shortcomings; for example, inaccessibility to the Internet by most of the people in this country. But if we do visualize a country heading in the field of IT, then this system will undoubtedly prove to be an excellent venture as a whole.

1.0 INTRODUCTION
1.1 Purpose
The objective of this report is to assess the current BBA Admission Process of IBA and propose requirements for improving the current process.

1.2 Description of client

The 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, Master of Business Administration, Executive MBA, M. Phil, etc. The BBA program of this institute has attracted the best students of the country over the years. More and more students are applying for the BBA program every year. Although the current system is efficiently handling the admission process, the increasing number of applicants every year means more workload on the current staff. The IBA authority would like to improve the process in such a way that reduces the workload and is cost effective.

1.3 Scope
This study does not consider the whole admission process required for the BBA program. The scope is limited to the activities that take place before the written examination for the BBA program. This includes activities starting from a student buying an admission form till he or she receives the admit card for the written 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 assessed in this study. All the processes are evaluated in terms of time, cost and quality.

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 Bank of Dhaka and ends with the collection of the Admit Card by the Student from the IBA Office.

2.2 Process Model

The current Process Model initiates in a branch of Agrani 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-up form is then deposited to IBA, along with all the necessary papers. On receiving the documents, the IBA staffs check them and give the applicant a receipt. Following this is the role of the IBA Teachers who verify all the papers and give random numbers to every of the Applicants. In the next 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 participants visit IBA during a pre-announced period and collect their respective admit cards to sit for the admission test. Following shown is a Flow-Chart of the Current IBA Admission Process.

IBA Admission Process

Applicant buys an Admission Form from a Local Bank and fills it up

Role of Local Bank

Applicant deposits the Form to IBA, along with all other necessary papers

IBA staffs receive the form, check all the papers, and give the Applicant a Receipt

Role of IBA Staffs

Role of IBA

IBA Teachers check the Form and verify all the Papers

IBA Teachers generate Random Numbers for every applicant

Role of Computer Center of IBA

The Checked Forms are sent to the Computer Center for Record, where the OMR Forms are scanned

Role of IBA Staffs

Admit Cards are made according to the Serial of the Random Numbers

Collection of Entry Card

The Qualified Student comes and collects his/her respective Admit Card from IBA

Figure 1: IBA Admission Process (Current)

Details of the Above-Mentioned current IBA Admission Process, in relation to the Performance Parameters, are shown as follows: -

Figure 2: Current Model in Terms of Performance Parameters

Applicant purchasing an Admission Form

Purpose

Applicant reaching Agrani Bank Branch in DU

Filling up of the Admission Form

Step 1
Output

Applicant deposits the completed Admission Form to IBA, along with all Necessary Documents

Input

Purpose

Performance

Submission of Admission Form

Time: 1.

2. Cost: 1. 1. 2. 3.

Travelling Time. Since the Application Form is only available 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 to waste major portion of their valuable time travelling to the DU Campus. Waiting time in the queue of the Bank Counter

Input

Step 2
Output

Forms sent to the IBA Staffs

Performance

Transportation Cost for all the Students travelling to the Bank Living Expenses for students residing outside Dhaka Printing Costs of the Admission Forms Fees charged by the Bank

Time: 1. 2.

Travelling Time that is wasted in travelling from the Agrani Bank to the IBA Office Waiting time in the queue in front of the IBA Office

Quality: Not at all Satisfactory, because the environment of the Local Banks is absolutely not friendly

Cost: 1. 2.

Transportation Cost while travelling from Agrani Bank to the IBA Premise Salaries of the IBA Staffs who are in-charge of collecting the Forms.

Quality: Not that Satisfactory, because the Documents the might get lost in the process

IBA Staffs check all the Forms and the Papers

Purpose

IBA Staffs receiving the Forms and the Documents

Receipts are given to the Applicants

IBA Teachers check the Admission Forms and verify all the necessary Documents

Step 3
Output

Input

Performance

Checked Admission Forms and Documents sent to IBA Teachers

Purpose

Random Numbers are given to every Applicant

Time: 1. 2. 3. Cost: 1.

Time for the IBA Staffs to check all the forms and the papers manually Time for the IBA Staffs to sign on the Receipts Time for the Applicants to collect the Receipts

Step 4
Input Output

Printing Costs of the Receipts Performance

Quality: Not that Satisfactory, because manual checking is never error-free Time: 1.

IBA Teachers have to use their valuable time in verifying the Forms and the Documents

Cost: 1.

Salaries of the IBA Teachers

Quality: Not that Satisfactory, because manual verification is never error-free

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OMR Forms are scanned and Admit Cards are made according to the Serial of the Random Numbers

Verified Forms sent to the Computer Center of IBA

Purpose

Information verified applicants

Qualified Applicants come and receive their respective Admit Cards from IBA Office

Step 5
Output

Input

Sorted admit cards Performance

Purpose

Students receive admit cards

Time: 1. 2.

Time spent by the IBA C.C. (Computer Center) Staffs to scan the OMR Forms Time spent by the IBA Staffs to sort the Admit Cards according to the Serial of the Random Numbers

Step 6
Input Output

Cost: 1. 2.

Scanning of the OMR Forms Printing of the Admit Cards Performance Time: 1. 2. 3.

Quality: Not that Satisfactory, because the process might involve errors

Travelling Time for the Students to the IBA Premise Waiting Time for the Students in the Queue in front of the IBA Office Time spent by the IBA Staffs to distribute the Admit Cards

Cost: 1.

2. 3.

Travelling Expense to the IBA Premise for the Applicants living far away from DU Campus or from the Dhaka City Living Expenses for the Applicants living outside of Dhaka Salaries for the IBA Staffs

Quality: Satisfactory 11

2.3

Performance Parameters

From the Primary Study done on the Current IBA Admission Process, we have some up with three Broad Performance Parameters. The detailed breakdown of each of the Performance Parameters is shown below: -

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

MINIMUM TIME STEPS (FOR ONE APPLICANT) AVERAGE TIME (FOR ONE APPLICANT) MAXIMUM TIME (FOR ONE APPLICANT)

IBA

APPLICANT

IBA

APPLICANT

IBA

APPLICANT

N/A

30 Minutes

N/A

3 Hours

N/A

1 Day

N/A

15 Minutes

N/A

45 Minutes

N/A

3 Hours

2 Minutes

2 Minutes

3 Minutes

15 Minutes

5 Minutes

1 Hour

2 Minutes

N/A

4 Minutes

N/A

7 Minutes

N/A

12 5 5 Minutes N/A 7 Minutes N/A Minutes N/A

1 Minute

5 Minutes

3 Minutes

45 Minutes

5 Minutes

1 Day

10 Total Minutes

52 Minutes

17 Minutes

4 Hours and 45 Minutes

29 Minutes

2 Days and 4 Hours

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2.3.2 Cost Calculation

The average time spent by a student is 4 hours and 45 minutes. If we assume that an IBA Faculty teaches a student for a monthly fee of BDT 5000 and teaches 4.50 hours a week, then the cost of almost 4 hours and 45 minutes is as follows: -

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

The time required to process each form is 17 minutes for IBA. Staffs from other departments have an average salary of BDT 6000 and teachers have an average salary of BDT 20,000 per month. Therefore, the cost for one applicant is calculated below: Salary per minute for an IBA faculty: 20000/ (8*20*60) = 2.0833 tk.

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

Salary per minute for 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
The overall quality of the existing system is very poor. There is absolutely no electronic process present in the current BBA Admission Process, except the OMR Scanning of the Admission Forms. Manually checking and verifying all the 5000 Application Forms and Documents (on Average) is almost impossibly error-free. Waiting in the long queues of the Agrani Bank and IBA Office is hectic for almost anyone and everyone. Maintaining a certain standard in every of the processes and monitoring all of the IBA Staffs and Teachers related to this process are logically infeasible. In addition to all these, there are no added incentives for any of the employees of IBA to work harder and better.

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2.4 Role of System Component

The following roles are played by the existing system components: -

PEOPLE IBA Staff: An IBA Staff is a man/ woman who works in the IBA office and plays the following roles: y Receiving application forms from applicants along with all other necessary papers y Giving receipts to the applicants after receiving the application forms y Sending the application forms and other papers to IBA Teachers y Collecting the admit cards sent from the IBA Computer Center y Giving respective applicants their admit cards when they come to receive them Agrani Bank Teller: An Agrani Bank Teller is a person who is staff of the Agrani Bank and plays the following roles: y Selling Admission Forms to applicants IBA Teacher: An IBA Teacher is a male/ female lecturer, guest lecturer, assistant professor, professor of the MBA or BBA classes of IBA, and plays the following role: y Checking the application forms and other necessary papers y Generating random numbers for every applicant IBA C.C. Staff: An IBA roles:y y y C.C. Staff is a man/ woman who works for the IBA Computer Centre and plays the following Scanning OMR forms and admit cards Making admit cards according to random serial numbers Sending admit cards to the IBA Office

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MACHINE/TOOLS Hardware: Computing y Computer y OMR Scanner Software: y Program Software to generate random serial numbers for the Admit Cards Database All the Information from the OMR Forms is stored in 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)

COMMUNICATION PEOPLE HARDWARE SOFTWARE DATABASE NETWORK

ROLES

PERFORMANCE PARAMETER (PP)

ROLES

PP

ROLES

PP

ROLES

PP

ROLES

PP

Applicants Purchasing Admission Form IBA of

3 Hours

N/A

45 Applicants Minutes Submission to IBA IBA N/A

15 Applicants Checking of forms and papers by IBA Staffs IBA Minutes 3 Minutes

Applicants Verifying of forms and papers by IBA Teachers

N/A

4 IBA Minutes

(Continued in the Next Page

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PEOPLE

HARDWARE

SOFTWARE

DATABASE

COMMUNICATI ON NETWORK

ROLES

PERFORMANCE PARAMETER (PP)

ROLES

PP

ROLES

PP

ROLES

PP

ROLES

PP

Scanning of OMR

Applican ts

N/A Comput 3 er 7 and Minut es Scanner

To generat To Store e 3 rando Secon m ds Serial Numbe rs OMR Forms ds on from Secon Informati 3

Forms and preparati on Admit Cards of IBA

OMR

Minut es

Distributi on Admit Cards the Applicant s to of

45 Applican Minut ts es

3 IBA Minut es

5 Hours Total and 2 Minut es 3 Minut es 3 Secon ds 3 Secon ds

17

3.0 ENVISIONED SYSTEM

3.1 Functional Capability
In the envisioned system, a functional website will be introduced where the admission related activities will be performed. The system will produce better performance in the following parameters: y y Time: The new system will save time for the applicants, the IBA Faculties, and the IBA Staff. Cost: The new system will be cost-effective in the long run as it will decrease the costs incurred by IBA due to the involvement of staffs from the departments of the institution. Also, it will reduce the cost for the applicants. Quality: The proposed system will increase the quality of service as the easy-buying process of admission forms will lead to more revenue for IBA. An automated system will also enable IBA to provide prompt and uninterrupted service.

So in the end, the new system will ensure improvements in terms of time, cost, and quality.

3.2 Envisioned System Process Model

The new process will start with an applicant signing up to an IBA website. After logging in, he or 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 of payment. Then the applicant will issue a pay order in favor of IBA. The student will save the unique pay order number. The student will again login to the IBA website and enter the pay order number. Meanwhile, the bank confirms the pay order number to the IBA Authority. If the number provided by the bank matches with the number provided by the applicant, IBA issues an Admit ID for the applicant and the seat plan for the examination is done accordingly. The envisioned process contains following steps: -

18

Applicant signs up in IBA website

1. Receives information about payment and deadlines. 2. Provides personal and academic details

Submits the required amount through pay order in favor of IBA

Enters the pay order number in IBA website and finalizes the submision

The database matches the pay order number from the bank with the number submitted by the student. if there is a mismatch, the applicant receives an automated notification immediately.

The applicant receives a system generated Admit ID, which has to be printed out to show in the exam hall

Figure 3: Envisioned System Process Model

Details of the Above-Mentioned envisioned IBA Admission Process, in relation to the Performance Parameters, are shown as follows: -

19

Figure 4: Envisioned Model in Terms of Performance Parameters

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3.3

Performance Parameters

Similar to the current process, the detailed breakdown of the envisioned process is given below: -

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

FOR ONE APPLICANT STEPS MINIMUM AVERAGE TIME TIME MAXIMUM TIME

10 minutes

20 minutes

30 minutes

20 minutes

30 minutes

50 minutes

30 seconds

1 minute

5 minutes

30 minutes Total 30 sec 51 minutes

1 hour 25 minutes

3.3.2 Cost Calculation (REQUIRED FOR ONE APPLICANT)

Therefore, an applicant spends 51 minutes on average to complete the activities starting from signing up to the IBA website to receiving the admit ID. This cost of 51 minutes for an applicant is

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

3.3.3 Quality
The quality of the service will increase as involvement of people will be minimal and service will be fast.

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3.4
People: y y

Envisioned Role of System Components

System administrator 1 employee Personnel for entering the pay order information received from bank 4 employee

Software: y y IBA website Regular browser in user end

Database: y SQL server

Hardware: y One terminal to enter pay order information received from bank

Communication network: y Internet

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3.5

Relationship of Components Roles to Performance

Parameters
3.5.1 Step-wise Breakdown of Time
PEOPLE HARDWARE SOFTWARE DATABASE COMMUNICATION NETWORK

Stages

Roles

PP

Roles

PP

Roles

PP

Roles

PP

Roles

PP

Signup

Process sign up info

Time: 1 sec

Create a new user account

Time: 1 sec

Store new user account

Time: 1 sec

Communicate data over network

Time: 1 sec

Form Fill up

Take form as info and display

Time: 1 sec

Process form

Time: 1 sec

Store info from form in user account

Time: 1 sec

Communicate info and confirmation over network

Time: 1 sec

Pay Order Recording

Entering pay order info from bank into two dbase fields

Time: 20 sec

Take info and display

Time: 1 sec

Process payment info

Time: 1 sec

Store payment info

Time: 1 sec

Pay Order Matching

Process payment info

Time: 1 sec

Match payment info from bank and from applicant

Time: 1 sec

Provide and store info

Time: 1 sec

Notify applicants

Time: 1 sec

Admit Card Generation

Process info to generate admit card

Time: 1 sec

Generate admit card with randomize d serial number

Time: 1 sec

Provide and store info

Time: 1 sec

Notify applicants

Time: 1 sec

Total

20 sec

5 sec

5 sec

5 sec

4 sec

From the above table, it is clear that we have brought down the time taken by people component to 14 days and incorporated other component of information systems as well, which will bring down the total time taken starting from the set-up process to the operational process.

23

3.5.2 Cost Calculation (REQUIRED FOR IBA)

Total time needed = 39 sec Initial cost = 1,60,000 tk. Maintenance cost per year = 10000 tk. Cost per second = 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 is people-based and lacks efficiency. The present system is also timeconsuming and hectic for the applicants, the IBA Faculties, and and the IBA Staff. The envisioned system, however, greatly reduces these deficiencies and will help IBA to perform the same activities at a much lower cost. The envisioned system will: y y y y y y Reduce the involvement of people Save time for IBA staff and faculty Reduce errors that occur due to human involvement Maintain a database of the applicants easily and efficiently Reduce workload on the employees of other departments, thus enabling other departments to provide better service Reduce the overall cost for both the applicants and IBA Current Expenses Logistics External Staff Salaries Invigilator and Verification Fees Website Development Storage space rent Database building Website hosting expense Total Expenses 200000 20000 150000 5000 5000 10000 207500 Proposed 50000 137500 5000

375000

The logistics expenses will decrease as there is no need for paper based admission forms. There will an estimated invigilator and verification savings of (150000 137500) tk. or 12500 tk. The development of the website, database, and hosting cost of the website is amortized over 10 years. So, the amortization amount is tk. 5000. The paper forms have to be stored in a place, which can be rented for tk. 5000.

25

Net Value Addition to BBA Program office

-400000

Year 1 167500

Year 2 104166.7

Year 3 104166.7

Year 4 104166.7

Year 5 104166.7

Year 6 104166.7

Year 7 104166.7

Year 8 104166.7

Year 9 104166.7

Year 10 104166.7

Cost saving from student's perspective Number of students from Dhaka Number of students from out of Dhaka

Cost per Student 3500 1500

total 800 2800000 150 225000 3025000

4.1 Barriers to Implementing the Optimized System

Most of the people do not have access to internet in our country. This might discourage people to applying to IBA. However, considering the fact that most of the people who apply to IBA are relatively tech-savvy, this system will not be so difficult to implement. Payment through bank pay order might be unfamiliar with many applicants. However, this is also not a huge barrier for the implementation of the system.

26

5.0 CONTRAST BETWEEN THE TWO SYSTEMS

There are many steps in the current process that will be replaced by the Envisioned System and will be modified into simpler and faster steps. The following table summarizes the major modifications that the envisioned system will bring to the steps of the current system.

COMMUNISTEPS PEOPLE HARDWARE SOFTWARE DATABASE CATION NETWORK

Current

Envisioned
Purchasing of Admission Form

In the current system, the Applicants are required to visit a Local Bank in order to collect the Admission Forms. In the envisioned system, they can access the form after signing up in IBA website.

Current

Envisioned
Submission to IBA

In the current system, the Applicants need to travel from the Local Bank to the IBA Office to submit the filled-up IBA Admission Forms and the necessary documents to the IBA staff. This step will be fully replaced by the IBA Website.

27

Current

Checking of forms and papers by IBA Staffs

Envisioned

In the current system, the IBA Staff check all the submitted Application Forms and Documents. This step will be fully replaced by the IBA Website.

Current

Envisioned
Verifying of forms and papers by IBA Teachers

N/A

N/A

N/A

N/A

N/A

In the current system, the IBA Teachers verify all the Application Forms and documents submitted to them by the IBA Staff. The IBA Teachers assign random numbers to the Applicants. In the envisioned system, papers will be manually verified only after the applicant will pass the Admission Examination.

Current

Envisioned

N/A

N/A

N/A

N/A

N/A

Scanning of OMR Forms

In the current system, the OMR Forms are sent to the IBA Computer Center and scanned using an OMR Machine. Since OMR is not involved in the envisioned system, this step is not present.

28

Current

Envisioned
Preparation of Admit Cards

In the current system, the Admit Cards are prepared by IBA Staff using the Serial of Random Numbers. The envisioned system automatically generates the admit cards and assigns serial number randomly.

Current
Distribution of Admit Cards to the Applicants

Envisioned

In the current system, the Admit Cards are distributed among the Applicants in the IBA Premise. The envisioned system automatically mails the admit cards to the respective applicants.

6.0 CONCLUSION
The envisioned system will require a little investment before its implementation. The proposed system 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 be recaptured in just more than two years. Therefore, IBA should implement this project considering the value it generates for everyone.

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ANNEX

30

FORM-1

STRATEGY MEETING-1

Venue: IBA Library Date: May 16, 2010 Start Time: 12:30pm Duration: 1 hour End time: 01:30p

Attendance Name of the Group Member Saleh Mohammad Nusrat Tamanna Prianka Nayef Ahmed Tanvir Alam Tasnuva Sultan Rashed Al Ahmad Tarique Aumee Ahmed Percentage of Presence 100% 100% 100% 100% 100% 100% 100% Role : Active /Passive Active Active Active Active Active Active Active

31

Discussion details We shared our views about systems that could use Information Systems to actually save time and money. A number of alternatives were considered. After a detailed discussion, automation of the IBA admission application process was selected. After that we decided on the list of information needed to complete our report: y y y y y y y y y y y y y Steps in processing the form Pattern of processing in other universities around the country and the world Functions of individuals involved in the process Payment procedure Number of people involved in each process Functions of MIS department if any Type and function of software used, if any Drawbacks/ limitations, scope of improvement in existing system Time duration and cost related to each step Types of communication network between different process Criterion of fixing the process Error checking procedure Estimated cost savings over a year

Decision We decided to meet with officials in the BBA Program office the following day, after class hours. Signature Saleh Mohammad (4) Nusrat Tamanna Prianka (17)

Nayef Ahmed (25)

Tanvir Alam (37)

Tasnuva Sultan (48)

Rashed Al Ahmad Tarique (61)

Aumee Ahmed (65)

32

FORM-2

FIELD VISITS-1

Venue: BBA Program Office Date: May 24, 2010 Start Time: 03:30pm Duration: 2 hrs Details of Interview Interviewee Name Designation Interviewee 1 Sumon Bhai Office Staff, Program Office Interviewee 2 Haider Bhai BBA Office Staff, Program Office Interviewee 3 Malek Bhai BBA Office Staff, BBA Program Office End time: 05:30 pm

Attendance Name of the Group Member Saleh Mohammad Nusrat Tamanna Prianka Nayef Ahmed Tanvir Alam Tasnuva Sultan Rashed Al Ahmad Tarique Aumee Ahmed Percentage of Presence 100% 100% 100% 100% 100% 100% 100% Role : Active /Passive Active Active Active Active Active Active Active

33

Findings General: y y y y y Around 5000 forms (4831 last year and 4771 the year before)are sold every year Each form costs about Tk. 550 (same for the past two years) All forms are sold through Curzon Hall Branch of Agrani Bank. In the few days the majority of the forms are sold A large share of the total cost is to pay for staff salary and renting of premises for the exams

Outline of the process: y Academic Committee meeting to decide on a date for the examination, the prices of the forms and the minimum requirements of the students for application Distribution of circular on major national dailies Selling forms through Agrani Bank Curzon Hall Branch. Collection of forms Verifying minimum qualification requirements (at the collection booth). At first there is just a single booth. The number of booths is increased throughout the collection period, depending on projected number of submissions on that day. A receipt is provided to the students. The forms are taken to the Program Office on the 2nd Floor where the pictures are attested and a random identification number is assigned to the applicant The forms are sent to the IBA Computer Center. The information from the forms is entered into a database manually. The applications are sorted out according to the randomly assigned numbers in order and divided into 100 member lots. The Admit Cards for the entrance examination are distributed. The applicants collect their cards by showing the receipts given to them

y y y y

34

Signature:

Saleh Mohammad (4)

Nusrat Tamanna Prianka (17)

Nayef Ahmed (25)

Tanvir Alam (37)

Tasnuva Sultan (48)

Rashed Al Ahmad Tarique (61)

Aumee Ahmed (65)

35

FORM-3

ANALYSIS MEETING-1

Venue: IBA Library Date: May 18, 2008 Start Time: 12:30pm Duration: 2 hrs Attendance Name of the Group Member Saleh Mohammad Nusrat Tamanna Prianka Nayef Ahmed Tanvir Alam Tasnuva Sultan Rashed Al Ahmad Tarique Aumee Ahmed Percentage of Presence 100% 100% 100% 100% 100% 100% 100% Role : Active /Passive Active Active Active Active Active Active Active End time: 02:30pm

Description of the discussion We discussed our findings from the program office. We discussed the possibility of gaining help of top management of the institution to get to know the overall process and information system. We also discussed the possibility of contacting with some officials to find out the material costs and other installation costs necessary to upgrade the entire system. An outline is also made as to how and when these people will be contacted. Decision Decision was made that we shall divide into two groups. One will find out the current system process and other group will be trying to find necessary contact and study the information process that is done in the other countries.

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Signature:

Saleh Mohammad (4)

Nusrat Tamanna Prianka (17)

Nayef Ahmed (25)

Tanvir Alam (37)

Tasnuva Sultan (48)

Rashed Al Ahmad Tarique (61)

Aumee Ahmed (65)

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FORM 4

REPORT WRITING-1

Venue: IBA Computer Center, Homes of the Group members Start Time: May 30, 2010 End Time: June 1, 2010 Duration: 3 days Attendance Name of the Group Member Saleh Mohammad Nusrat Tamanna Prianka Nayef Ahmed Tanvir Alam Tasnuva Sultan Rashed Al Ahmad Tarique Aumee Ahmed Percentage of Presence 100% 100% 100% 100% 100% 100% 100% Role : Active /Passive Active Active Active Active Active Active Active

Decision: y Approach of the overall report was discussed and decision was taken to elaborate each step in transportation process based upon the extent of human involvement in each step.

Individual research work and analysis of specific part of the report was assigned to every group member

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Problems encountered: 1. During writing it was felt that several filed visits should have done. we couldn t make appointment in a very short notice and therefore had to contain with information from the telephone correspondence 2. Understanding the different applicant registration systems in different places with every detail was a bit confusing due to lack of prior knowledge in this field. 3. Information on the internet on this topic is sparse 4. As we proceed further with the report, we found many loopholes in the required information. 5. Compiling individual analysis part also became difficult due to this information requirement 6. Exact information about the costs are sensitive since it involves internal finances of IBA.

Signature:

Saleh Mohammad (4)

Nusrat Tamanna Prianka (17)

Nayef Ahmed (25)

Tanvir Alam (37)

Tasnuva Sultan (48)

Rashed Al Ahmad Tarique (61)

Aumee Ahmed (65)

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FORM-5

REVIEW MEETING-1

Venue: IBA Computer Center Date: June 1, 2010 Duration: 4 hours Attendance: Name of the Group Member Saleh Mohammad Nusrat Tamanna Prianka Nayef Ahmed Tanvir Alam Tasnuva Sultan Rashed Al Ahmad Tarique Aumee Ahmed Percentage of Presence 100% 100% 100% 100% 100% 100% 100% Role : Active /Passive Active Active Active Active Active Active Active

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Description of the discussion: y y New recommendations have been verified and finalized. The whole draft was revised several times by each group member and was declared for submission Some corrections were made during the editing session of the report with the agreement of all group members. Final formatting, revision was done and the final version of the report was printed.

Signature:

Saleh Mohammad (4)

Nusrat Tamanna Prianka (17)

Nayef Ahmed (25)

Tanvir Alam (37)

Tasnuva Sultan (48)

Rashed Al Ahmad Tarique (61)

Aumee Ahmed (65)

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