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Registration for Under Graduated Student
Admission and Records office R.u.
Thailand

The Problem

RamkhamhaengUniversity is an open university providing unlimited registration. There are nine undergraduate faculties with the highest number of undergraduates registering in Thailand (approximately 350,000 – 400,000 students). On the 39th anniversary of the university in November 2010, the number of graduates was about 800,000 students. The number of students enrolling for each regular semester is about 200,000. In each academic year, there are five opportunities to register: the first semester, the retake for the first semester, the second semester, the summer semester and the retake for the second and the summer semester. The registration period for each semester is five days with 20,000 – 50,000 students enrolling daily.
The old registration system was called the OMR (Optical Mark Reader) system. Each registration period took seven days requiring 500 personnel and students spent about two hours in completing registration. The steps for registration were:
Step 1: Students received registration and payment forms from the faculty of enrollment and filled in information using 2B black lead pencils.
Step 2: If subjects overlapped, students had to request taking overlapping examinations. If the students expected to graduate in the semester of registration, the dean had to sign the registration form.
Step 3: Students paid fees at the Treasury Department and received a temporary slip to take to the place of registration and were given two receipts: a pink student copy and a blue copy for the Admissions and Records Office.
Step 4: Students filled in the subjects for which they were registering in addition to the number and registration book number and filled in other information on the registration form.
Step 5: Completed forms were submitted to an official to verify the information on the pink and blue receipts.
Step 6: Students kept the pink receipt copy to be used at the time of
examination.
Problems found after registration:
1. The names of the registered subjects written on the registration forms did not always match the ones on the receipts.
2. The students wrote correct student identification numbers on the registration forms but filled in spaces with incorrect numbers.
3. The students wrote correct subject codes on the registration forms but filled in spaces incorrectly.
4. The students filled in the subject codes correctly but sometimes subjects had been cancelled.
5. The students miscalculated the amount owed for fees on the registration forms.
6. Each semester, university personnel had to work overtime to verify the information on the 40,000 – 70,000 incorrect registration forms.
7. The students would have to be called to correct information.
8. Some students did not have examination seats because the information was corrected after the examination data had been set.
9. The officials sorted out the blue receipts by faculties and by student identification number to aid students who had lost their pink copies. This was done by copying onto a new pink copy the information found on the corresponding blue copy. Such procedures are burdensome because approximately 200,000 students register each semester.

Solution and Key Benefits

 What is the initiative about? (the solution)
Due to the problems of incorrect information, the time spent to correct errors and the high likelihood of student errors, the Registration System Development Team involving the Admission and Records Office, the Treasury Department and the Computer Institute conducted an analysis and instituted a less time consuming and cheaper process. The innovative system is called “the Bar Code System: Code 39.” This system can handle 5-digit subject codes and 10-digit student identification numbers.
Deleterious consequences of the old system were:
1. The process was inconvenient and complicated. Too many forms were required and each step needed to be verified by officials.
2. Students made many errors and information had to be corrected throughout the semester.
3. Approximately 500 personnel from all faculties, offices and institutes were on duty during the registration period for each semester.
4. There was no inspection system for payment of registration fees, a state of affairs leading to inconsistencies between fees collected and subjects for which students registered.
5. An entire 5-storey building had to be utilized for registration and storage of registration documents.
6. All officials in responsible offices were needed to verify information after registration to be used in making examination preparations.
7. The system of verifying registration information sometimes malfunctioned and so information was not immediately verified. Only after OMR inspection could full verification be conducted. This increased the post-registration work load.
In contrast, the innovative Bar Code System development provides the following benefits:
1. It provides a “One Stop Service” system.
2. The use of bar codes allows for on-line processing. Within one minute after student registration data are fed into the computer, student status, the subject code under which registration is taking place in that particular semester and scholarship data can be verified in addition to fees being calculated.
3. The total amount of the registration fees from each registration counter can be checked and a daily report of the total amount can be immediately made.
4. The overlapping of student data can be reduced by 100 percent.
5. Registration information can be used to make arrangements for examination preparation as soon as the registration period is completed.
6. Students can register for other subjects at designated dates, times and places.
7. The number of officials required can be reduced from 500 to 112 and the system can daily handle the registration of 20,000 – 50,000 students.
8. Registration officials are highly satisfied.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
After a thoroughgoing consideration of how to reduce the complexities of the registration processes, the Registration System Development Committee focused on the concept of a One Stop Service system. In order to provide convenient, quick, accurate and effective service, the committee devised the Bar Code System. The following office, department and institute were responsible for various aspects of this innovation as follows:
1. The Registration and Records Office placed all subjects open for registration in a registration data base, set up all academic requirements in compliance with university rules and regulations such as the number of units allowed for the regular semesters and the summer semester, the conditions under which students can apply for graduation in which they must indicate the semester in which they intend to graduate, and stated the amount of fees required to maintain student status and for registration. In addition, it provided necessary information concerning students who were exempt from having to pay educational fees as recipients of academic or athletic scholarships, as well as for those who received low income scholarships. All of this information is provided in a form usable in a bar code registration system.
2. The Treasury Department was concerned with the types and formats of financial documents, receipts and reports on student fee payments in addition to the making of daily reports on total registration monies received. It reached an agreement with the Ministry of Finance allowing for substitution of digitalized receipts for printed ones for all fees paid by students.
3. The Computer Institute has provided the software and hardware required for the development of the Bar Code System for registration in accordance with the stipulations of the Registration and Records Department and the Treasury Department. A network system had to be set up to allow the conveyance of data between the Registration Building and the Computer Institute Building for purposes of on-line processing. The specifications of all the computer equipment needed for the system had to be determined and arrangements made to provide it.
After theRegistration System Development Committee considered forms, studied documents so as to ascertain details, took appropriate operational steps, allocated the budget required for the new system, investigated how other agencies used bar code systems, and obtained information from bar code experts, it was confident that the new system would greatly improve the system of registration. The responsibility for this innovation is shared by the aforementioned university organizations and they are open for discussion with anyone who can provide new ideas to improve the work that has already been done.

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
The strategies used to implement the initiative were as follows:
1. Fifty-six desk computers, printers, and bar code readers were set up to provide registration services.
2. A program was developed and applied so as to reduce operational steps for the sake of speed and convenience.
3. Changes were made in the format of student registration documents so as to allow preparation in advance of actual registration.
4. Steps in the registration process were reduced and a “One Stop Service” system was developed.
5. There was a reduction in service time with only one minute required to register each student.
6. The calculation of registration fees and other fees can be immediately verified for accuracy.
7. A registration book is provided for all students.
8. Now all subjects are coded in bar code system format.
9. Student identification numbers are made through using the bar code system for all student ID cards.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
The significant part in this development was the application of new technology to the practical task of providing suitable services for a great number of students (200,000 students over a five-day period per semester). It was conceived as a veritable “super-service” system in views of its convenience, speed, accuracy and efficiency. All the steps in documentation are reduced to only two steps. When the students arrive at the registration counters, the steps are as follows:
1. Students hand over pre-prepared registration books (filled in the proper space are the subjects for which registration is desired in bar code fashion, the total credits for which registration is being made, and ID card numbers)
2. After the officials take the registration book, they will record the information given by the students using bar code readers and on this basis the computer program will calculate the amount for fees and instantly print the receipt for the students.
Following steps as indicated below, students can check the accuracy of the registration information from the printed receipts. If a correction is needed, it can be done immediately at the same counter without written request in respect to the following:
a. For a change in subjects
b. To add more subjects
c. To add a request for graduation etc.

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
Important obstacles to using this system and the methods used to handle them are as follows:
1. Special budget requests had to be made to the university for setting up the information network and for purchasing of computers, printers and bar code readers.
2. Budgetary allocations were required for making innovative changes in the building used for registration. However, in the long run the university will break even.Because of this reason, budgetary allocations for this purpose were approved.
3. In order to prepare for placing all subjects from all faculties in bar code format, cooperation was required from all faculties so as to obtain the necessary information in book format. This was a complex procedure since the interdisciplinary system used at this university allows for students to register at any faculty they desire.
4. Workshop training for operational officials was necessary in order to prepare them for the new registration procedures. The Computer Institute was responsible for preparing the documents and equipment needed for the new system and the steps to be taken by users, including the data recorders and cashiers, to the end of all involved being able to execute their duties efficaciously. Confidence had to be instilled that all concerned would have the knowledge and understanding to follow correct procedures.
5. There is an ongoing need for technical support officials to be available to provide technical support at the registration site because RamkhamhaengUniversity is the first university to use the bar code system in the registration process. There has not been sufficient experience to make a full evaluation of this system in terms of its strengths and weaknesses or in respect to obstacles to its application.
6. It has been necessary to provide orientation for all the offices and institutes in respect to this innovative registration policy and program.
7. It is necessary to provide a public relation campaign introducing the new system to students so they can be prepared. A good public relation campaign is necessary because the new system will involve hundreds of thousands of students and there will surely be some questions and concerns regarding registration steps.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
Resources used in carrying out this innovation involves
1. Budget: A budget was allocated for preparing the registration site by renovating the ground floor of a building and installing air-conditioners for working officials, and for constructing counters for computers, printers and bar code readers (two computers per counter with two officials). Bids were tendered by the Computer Institute for computer main servers and networks for on-line processing at the registration site.
2. Operating Technology:
2.1. A user’s manual was developed explaining the operational steps.
2.2. A special working schedule is set by the university for the officials at the registration counters in which their workday commences at 8.00 a.m. with no lunch break. There are two shifts of officials on duty and the working hours are extended until 6.30 p.m. for the convenience of working students.
2.3. Designated are equal numbers of students for registration on each day and students who fail to register on assigned dates must pay an extra 30 baht fee.
2.4. A bank is asked to collect monies as deposits at the registration site in order to avoid risks.
3. Human Resources:
3.1. To provide coordinators to handle all the problems encountered by both officials and students.
3.2. It is necessary to arrange for public relations officials to be available at the registration site in order to explain “the dos and don’ts” for the sake of reducing misunderstanding and avoiding errors.
3.3. It is necessary to arrange for officials to sell registration books and subject code books in cases in which they have been lost by students.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
In developing a registration system originating with the time-consuming filling in of spaces on registration sheets into a Code 39 Bar Code System using modern technology required the development of a system which supports 5-digit subject codes with the first two digits representing consonants and the remaining three to five digits representing numerals (for example, “TH101”). After the first use of the bar code system in the registration process, the Registration and Records Office, the Treasury Department and the Computer Institute discussed solutions for problems encountered and how to rectify errors. The upshot was that the time required for the registration of each student was reduced from five minutes to one minute. Work efficiency has been improved because officials are now working in air-conditioned rooms. Moreover, the officials are highly satisfied with the new bar code system because the chain of responsibility is clearly identified, and registration is conducted quickly, conveniently and verifiably. The officials of the Registration and Records Office are responsible for recording registration data, the officials of the Treasury Department are responsible for money, and the officials of the Computer Institute take care of the software and hardware used in the registration system and arrange for bank officials to collect monies just when registration is completed. The students are also highly satisfied with this One Stop Service system.
Because of this success, the Registration and Records Department and Computer Institute always remember the word “service” and the equal sharing of responsibilities as assigned by the university. As such, the university fully provides the financial support required for the OneStopServiceCenter at the Registration and RecordsBuilding in providing daily services as follows:
a. The printing of a substitute document for a receipt
b. Checking the individual grades of students
c. Providing student certificates
d. Printing receipts for registration made by email
e. Printing individual examination schedules
f. Providing Faculty transfer services
g. Providing copies of student records
The Registration and Records Office has continuously used technology to provide and to develop services for students.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
The effects and lessons learned from the development of the new registration system are part and parcel of the great success the university has achieved in terms of its visions and values. The university willingly invested money in the new system even though no other universities in Thailand had applied the Bar Code System to their registration systems. The impact of the new system is as follows:
1. There are no more overlaps between data and registration. The program can instantly check all relevant information.
2. No incorrect information is now given regarding openings for subjects in particular semester. This information can be immediately checked.
3. Students whose student status has expired cannot register. The program can promptly check and provide correct information concerning present student status. If student status has lapsed for only one or two semesters, the program will calculate the fee required to maintain student status plus the registration fee and so students do not have to return to pay fees.
4. Blue receipts are eliminated and so officials do not have to waste time sorting receipts for students by faculties in view of the fact that the necessary information can now be immediately checked electronically.
5. Rules and regulations governing registration can be obtained at the registration site, thereby allowing clear communications with students.
Apart from overcoming the just mentioned problems, working officials can accurately project future plans and better achieve set objectives. The data concerning registered students are accurate and can be used to plan the allocation of examination seats without having to check again for accuracy. Thus, students can obtain examination details regarding their subjects, types of questions, number of questions, examination rooms, rows and seats, etc. and in turn accordingly attend to announcements of examination results which are ensured to be accurate.
The other salient consequence of the Bar Code Registration System for undergraduate students is the precision in which monetary data can be computed. Because students have to pay when they register, all fees, including registration fees, can be instantly and exactly computed electronically. This also benefits the Treasury Department in allowing for making full and accurate financial reports to the university in a timely fashion.

Contact Information

Institution Name:   Admission and Records office R.u.
Institution Type:   Government Agency  
Contact Person:   Ms.Sunanta Techama
Title:   Head of Section for Seheduling and Registration  
Telephone/ Fax:   +(66)2 310 8610
Institution's / Project's Website:   +(66)2 310 8600
E-mail:   tsunantha@hotmail.com  
Address:   Admission and Records office, Ramkhamhaeng University, Huamark, Bang Kapi, Ramkhamhaeng Rd.
Postal Code:   10240
City:   -
State/Province:   Bangkok
Country:   Thailand

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