Analysing Business Processes: A University Admission Process Model

This report evaluates a university's current business processes, focusing on the student admission process. The current system involves students submitting online application forms, storing application information and English language test results, but it lacks support for soft copies of academic transcripts. Communication between university staff and external agencies relies on postal services. The admission process is initiated upon application, but the system lacks soft copy storage and relies on automated email notifications. The analysis identifies internal stakeholders (admission staff, academic committee) and external stakeholders (students, academic recognition agency). Communication primarily occurs via postal services and internal mail. Key activities include student selection and academic transcript verification. The university's information system stores student data from online applications and English test results, but it does not provide access to the academic committee, necessitating document transfer via mail. The report concludes by highlighting the need for a redesigned process framework to improve efficiency and accuracy.

Running head: BUSINESS PROCESS MODELLING
Business Process Management
Name of the Student
Student ID
Unit Code
Unit Name
Assessment Number
Due Date
% Weighting
I hold a copy of this assignment that can be produced if the original is lost/damaged. To
the best of my belief, no part of this assignment has been copied from any other student’s work
or from any other source except where due acknowledgement is made in the text. No part has
been written for me/us by any other person, except where such collaboration has been authorised
by the lecturer concerned.
Signatures and date.

BUSINESS PROCESS MODELLING
Executive Summary
The report reflects the evaluation of the currents business process of a University. The student
submit the application form online and this application information is stored in the system. The
system also stores the result of the English Language test. The system does not support the
softcopies of the academic transcripts. The staff of the University and Agency shares required
documents among them through posts. The student can resubmit the documents if any issue
occurs. Once a student apply for admission, the admission process initiates. The system does not
have the option of storing the documents as softcopies. The system will send the email to the
students automatically.
1

BUSINESS PROCESS MODELLING
Table of Contents
1. Introduction:................................................................................................................................3
2. Business Background and Assumptions:.....................................................................................3
2.1 Business Background:...........................................................................................................3
2.2 Assumptions:.........................................................................................................................5
3. Addressing the Task Requirements:............................................................................................5
4. Conclusion:..................................................................................................................................8
Bibliography:.................................................................................................................................10
Appendices:...................................................................................................................................11
Appendix One: Main Business Process.....................................................................................11
Appendix Two: Request Admission Sub Process.....................................................................12
Appendix Three: Verify Documents Sub Process.....................................................................12
Appendix Four: Student Selection.............................................................................................12
2

BUSINESS PROCESS MODELLING
1. Introduction:
The business process is referred to set of activities, carried out by a university or external
entity, assist a university to achieve business objectives. These activities are interrelated and
have direct impact in the business. In various situations, a university is required to update its
business processes. It is because without updating the business process, it is not possible to
expand university’s business. The business process management is used for identifying the
business processes and gaps within it. The business process management also provides solutions
to update the whole process through eliminating the gaps. The changes that are made in a
university’s business process, are proposed with the purpose of increasing the business profit.
The report consists of student admission process of an institutional university. The
student fills the form and internal staff of the university examines the application. The report is
developed with the purpose of analyzing the current student admission process as well as
identifying various gaps in the process.
2. Business Background and Assumptions:
2.1 Business Background:
Student fills the online form to initiate the admission process. It is mandatory to fill the
online form in order apply for the admission. The online applications, submitted by the student,
are stored within the information system. The system has a data storing method/technique that
collects and stores all the application data in one place. The staff members has access to this
information. Access limits are different for different staff members. The system generate a PDF
document after completion of student online form fill up. The student requires to download the
the PDF file. These form contains various important information that student will require later to
3

BUSINESS PROCESS MODELLING
get admission. The student will send the downloaded PDF with his/her sign on it to the
university. The certified copies of degrees that stunt has, academic transcripts, results of English
test and CV or curriculum vitae are also required for getting admission. The student will send the
mentioned documents along with the downloaded PDF.
The admission office receives all the documents that student has said. It is essential for
the student to provide all the information and documents, required to verify the application. An
officer is responsible for checking whether all the documents are attached with the application.
The student receives a mail if the application is not complete. The mail contains information
regarding the missing documents that needs to be posted. If the application is marked as
complete, the admission office provide all the academic certified copies to an academic
recognition agency. This academic recognition agency verifies all the degrees that student has
claimed to be completed. The agency also provides an assessment and received certified copies
of equivalence and validation to the admission office as per the local education standard. The
agency accepts the documents only through posts. It is important that admission office sends the
certified copies of the original documents. If the verification is successful and all the columns are
verified, an officer of admission office checks the result of the English language test of the
student. The officer checks the test result online. The system stores all the test result within the
connected database. The officer rejects the application if validity of the English language test
result cannot be verified. The system automatically sends an email to the student notifying the
rejection of the application.
If the documents provided by the student are validated, the admission office sends all the
documents to the academic committee. The medium of transferring these documents to the
corresponding academic committee is internal mail. This committee decides whether to allow the
4

BUSINESS PROCESS MODELLING
student to take admission. The committee analyses the CV and the academic certified copies to
make its decision. A meeting held every two to three weeks, where the committee evaluates all
the application submitted by the student. The admission office receives the outcome of the
selection process. The students get the result of their application through email and selected
students receives the confirmation letter.
2.2 Assumptions:
First of all it is assumed that the student will provide accurate information within all the
sections of the form. The University uses a central database that store all the information in one
place. The system includes authentication and authorization levels within it. The student can ask
for their application status. For this reason, the university must use a method to store the status of
application. The student can ask for request various information from admission staff. A person
is required to response to the student request. The system does not have the option of storing the
documents as softcopies. All the staff member has individual internal mail id. The system has an
administrator who maintains the system functionality. The system administrator will set the
authorization level for each user. The system will send the email to the students automatically.
The system holds the information of each student applied for admission for a very long time. The
student is provided a unique number. Before the English language test, the student has to input
the number into the system. This number differentiates one student from another.
3. Addressing the Task Requirements:
Identifying Internal and External Stakeholder of Business Process: The external
stakeholders of the business process are student and agency. The student fills the application
form and initiate the admission process. The student also provide the academic documents that
triggers the degree verification process. The academic recognition agency verifies all the
5

BUSINESS PROCESS MODELLING
academic data of the students and send the outcome of the verification to the admission office.
These two stakeholders have huge impact on the business process. The internal stakeholders of
this process are admission staff and academic committee staff. The admission staff handle most
of the admission related tasks like receiving application, informing student and may more. The
sole involvement of academic committee is accepting or rejecting students.
Identifying Communication Medium: The main communication medium among the
stakeholders of this process is post. The student post their admission request with documents
admission office. The admission office post the documents to the academic recognition agency.
The academic recognition agency post the results of student academic document verification to
the admission office. The departments within the university uses the internal mailing system to
communicate with each other. The admission officer sends the details of students to the
academic committee through the internal mail. The committee send the list of accepted and
rejected students through the mail.
The Main Activities of Business Processes: The most important activity is selection of
the students. Verifying the academic transcripts are also important activity of the business
process. Without the proper verification process fraud students can get admission within the
university and good students will not deserved chance. The selection process goes through
various verifications and analysis.
Information System: The information system that the university is using can store the
data of the students. These data are collected at the time of online application form fill up. The
documents that a student sends through post will be stored manually. The system does not
contain the softcopy of academic transcripts during admission process. The system also
responsible for string the results of the English language test. These data are crucial in terms of
6

BUSINESS PROCESS MODELLING
selecting a student. Admission information system access is not provided to the academic
committee. That is why the admission officer sends the English language test result to the
committee through mail. The system has a database installed in its core. The system has the
privilege of accessing, updating and deleting data from the database. The system has various
levels of authorization which determines who can access which function and data.
Website: The website is designed for communicating with the students. The students can
easily access the website through proper internet connection and web browser. The website is
connected to the information system. The interface of the website allows the student to fill the
form and give the English language test. The website data stored in the database, connected to
the system. The university uses two different servers to host website and information system.
Redesign Process Framework: In place should help those client previously, picking
those right best act at managing those usage from claiming BPR of University. It will be
essential should define obviously a structure to University student admission process. The
accuracy behind a system may be to assist professionals by distinguishing those topics that if
make viewed as what is more entryway these topics would related in the student admission
process. In this perspective, those schema ought to recognize constantly on perspectives one if
think about whatever point applying a University admission process BPR usage one task.
Therefore, a schema will be not a model of a benefits of the student admission business process.
It will be instead a unequivocal situated from claiming plans that aides previously, keeping in
touch with you must be clear in your reasoning regarding those business procedure in the
connection for reengineering.
CIMOSA, a benefits of the business process-centered system to endeavor demonstrating
recognizes three demonstrating levels:
7

BUSINESS PROCESS MODELLING
i. Those perquisites definition level: to speak to the voice of the users, i. E. What
may be necessary Concerning illustration communicated done An point by point
Also unambiguity possibility to get to user-oriented language;
ii. The design determination level: will formally characterize students alternately a
greater amount results fulfilling the set for necessities and on dissect their
properties Furthermore should select the “best” one;
iii. The development description: will state previously, point of interest those usage
result bringing under account specialized foul physical imperatives.
It may be clear, as stated by this arrangement and the nature about university admission
process BPR that the business methodology structure we have is on the plan detail level. The
utilization of the purported work-centered dissection structure (WCA). It comprises of six
interfaced elements, the inward or outer clients of the benefits of the business process, those
results (or services) produced by the business process, the steps in the benefits of the business
process, the members in the benefits of the business process, those majority of the data the
benefits of the business procedure utilization or generates. Furthermore, at last those technology
benefits of the business methodology employments. Figure 1 indicates the joins the middle of
these components.
4. Conclusion:
From the above study it can be concluded that the system is not capable of sharing data in
organization level. The data, stored in the system, are only accessible by admission officers. The
student gets notification of result of their application regardless of whether they have accepted or
rejected. In order to create a re-designed process, identifying the gaps in the current process is
the most important part. The university should create a list of objective. Based on these
8

BUSINESS PROCESS MODELLING
objectives, the new process will be designed. The requirements of the university and prioritizing
those requirements are also significant to re-design process. The feasibility analysis of the
process will make the university stakeholders understand whether the process is feasible or not.
The feasibility analysis must include financial, business and technical feasibility analysis. The
new process will introduce many new things to the university like access to various departments
and many more. In order to make the most of this project and maintaining the support of the
staff, a change management should be planned.
9

BUSINESS PROCESS MODELLING
Bibliography:
Garcia-Holgado, A., Garcia-Penalvo, F.J., Hernández-Garcia, Á. and Llorens-Largo, F., 2015,
July. Analysis and improvement of knowledge management processes in organizations using the
business process model notation. In Annual Conference of the Global Innovation and Knowledge
Academy (pp. 93-101). Springer, Cham.
Harmon, P., 2015. The scope and evolution of business process management. In Handbook on
business process management 1 (pp. 37-80). Springer, Berlin, Heidelberg.
Kadam, K.S. and Onkar, V.C., 2015. A review paper on student information supervision system.
International Journal of Research In Science & Engineering, 1, pp.66-72.
Natek, S. and Zwilling, M., 2014. Student data mining solution–knowledge management system
related to higher education institutions. Expert systems with applications, 41(14), pp.6400-6407.
Schulte, S., Janiesch, C., Venugopal, S., Weber, I. and Hoenisch, P., 2015. Elastic Business
Process Management: State of the art and open challenges for BPM in the cloud. Future
Generation Computer Systems, 46, pp.36-50.
Van Der Aalst, W.M., La Rosa, M. and Santoro, F.M., 2016. Business process management.
1
0

BUSINESS PROCESS MODELLING
Appendices:
Appendix One: Main Business Process
1
1

BUSINESS PROCESS MODELLING
Appendix Two: Request Admission Sub Process
Appendix Three: Verify Documents Sub Process
Appendix Four: Student Selection
1
2