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Registration for Under Graduated Student
Admission and Records office RU.
Thailand

The Problem

At present, students are given five opportunities to register each academic year. There are five registration periods. Between 25,000 and 40,000 students register each day of a given registration period. Previously, in registering students, the university used the Mark Sense system over a period of one week. The workforce for this system was taken from the personnel of three departments of the university. Thus, personnel came from the faculty (seven faculties), the Finance Department, and the Admissions and Records Office.
Students spent from 45 minutes to two hours in completing a five-step registration process. The process commenced with students requesting registration forms in addition to payment forms issued by the faculty in which they were to enroll. Students accordingly filled in pertinent information using a black lead pencil. If any subjects happened to overlap, the students had to write out a request to take overlapping examinations. If the student expected to graduate in the semester of their registration, it was necessary to have the registration form signed by the dean or the dean’s representative of the faculty in which the student was enrolled and then to pay necessary fees at a previously designated site. When the students paid, they would be given a temporary slip to take to the building where registration took place and were given two receipts: a pink student copy and a blue copy for the Admissions and Records Office. It was necessary for the information the students wrote on the two receipts to match. This information included the names of the subjects for which they were registering in addition to the number and registration book number on the registration form. Thereupon, the completed forms were submitted to an official in order to verify the correctness of the information.
In this system, problems can easily arise stemming from the information provided by the students not being the same on the registration form and the corresponding receipts. Students have been known to pencil in incorrect information. This led to mistakes in calculating money owed which may have been unnoticed on the day of registration. Therefore, steps were taken to verify whether accurate information was given on the registration form by comparing the information provided by the students with lists of subjects in the curriculum and corresponding credits as found online. A huge expenditure of manpower was required to verify this information and to ensure students corrected it prior to examinations. Some students had to have their examination seat specially inserted into pertinent data because such information had already been published. Since students need to present a receipt as evidence that they are entitled to take examinations, it is necessary for officials to establish which faculty and what is the student code number of students who have lost the pink copies of their receipts. This was done by copying onto a new pink copy the information found on the corresponding blue copy. Such procedures are burdensome in view of the fact that approximately 200,000 students register in each semester.

Solution and Key Benefits

 What is the initiative about? (the solution)
The innovation has fundamentally improved the system of registration through using a Bar Code system instead of the Mark Reader system. The Bar Code system encodes information by line symbols. Such a system is appropriate for cases where there are frequent and multiple handlings of exactly duplicated information at more or less the same time. The upshot has been that the new registration system exhibits an excellent performance record. It has shown its effectiveness by virtue of having solved all the problems found in the old system.
However, it has been found necessary to investigate and document whether these new operations are congruent with university regulations. It became necessary to develop new forms conducive to meeting student and official needs. The effective use of technology allows for accurate and speedy execution of the tasks at hand. Information can be instantly ascertained, there are fewer steps in the process and the amount of time required for each step has decreased. Thus, the time required for the entire operation has greatly decreased.
The use of bar codes allows for on-line processing. Inasmuch as the database is complete, the moment the computer receives the information regarding a student’s registration, the computer can verify the student’s status, the subject code under which registration is taking place, and calculate accurately how much should be paid. The information can be used in designating examination seats instantly once the registration process has been completed. Students can use proxies for registration purposes. The proxy simply takes the previously prepared documents and submits them to officials on the day and at the time and place designated. They can receive a receipt for registration within one minute. It is obvious that the time required for processing is greatly diminished, efficiency can be enhanced and there is correspondingly less expenditure of manpower.
The questionnaire used to measure student satisfaction with this new registration system found that students evinced satisfaction in regard to the speed with which the service was provided, the truncating of the steps required in process, the location at which this service was provided and the personnel providing the services at an overall level of 90 percent.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
The registration of undergraduate students has to be conducted within the framework of university policy. As such, it is incumbent upon the university to solve any attendant problems, especially problems pertaining to the information provided by students and the university pertinent to the registration process. As has been seen, mistakes affect examination setting in addition to affecting the issuance of examination results. Errors in calculating what must be paid for registering in given courses requires time and effort to correct. It is time consuming to ensure accuracy in all respects. This is a highly repetitive job that must be completed in a definite period of time in order to meet the obligations of the university.
As a consequence, the university has appointed a committee charged with designing improvements in the registration system to the end of ensuring the process is fast, more convenient, accurate and efficient. Meetings of concerned personnel were held in view of the following considerations.
The Admissions and Records Office is responsible for providing all registration information pertaining to students registering. It is necessary for this Office to provide information on rules, regulations, and conditions governing registration. Such information includes data specifying the number of permissible credits per regular semester and, in the summer term, in addition to the conditions obtaining for those who are soon to graduate. Students who anticipate graduation must notify this Office when they expect to graduate and to pay feeds for maintenance of student status. There are also students who have not paid the registration fee in view of having received scholarship aid. There are scholarships for those with low incomes, those with outstanding academic performance, athletes, and those who have been the victims of disasters.
The Computer Institute has designed a system in which details such as these can be presented online as they are needed by officials concerned with registration. The Financial Department is concerned with validating receipts, ascertaining the details of financial documents, auditing, and making arrangements with the Ministry of Finance regarding the innovation described above wherein receipts for registration fees can be printed from computer records.
All concerned departments considered the forms, studied the documents to ascertain details and the operational steps in the new registration process. Also validated was the budget allocation required for investment in the project. Investigation was made of various agencies which were using a bar code system. Such undertakings have accordingly allowed for importing guidelines and methods in order to enhance performance. Knowledge transfer and the sharing of opinions in the course of meetings were found to be conductive to executing the operation as envisaged.

(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 main purpose in using the bar code system for registration is to render the process more efficient and more convenient for both students and officials. The use of technology makes the performance more accurate and faster. The information can be instantly verified whenever required. The steps and time utilized in carrying out operations are reduced. This type of registration system requires operational documents as follows:
1. A registration book with a clear plastic sheet inside where the bar code can
be inserted.
2. A bar code book for subjects with specific bar codes for all subjects in all faculties for mutual use for all departments of the university.
3. A Student Identification (ID) card with a bar code for the student’s code at the back.
These three documents must be prepared in advance by students. The student ID card must be inserted with the student code face up in the plastic receptacle on the left side at the bottom of the book. The bar code of the subjects to be registered must be cut from the book of subject bar codes and inserted in the plastic receptacle of the registration book commencing with numbers 1, 2, 3 … and so on. Students expecting to graduate in a given semester, must check x in the box (•) in front of the phrase “request for graduation” and then submit the full prepared registration book to officials at the site of registration. The registration fees payment must be paid in the exact amount. When an official records the information and receives payment, he or she will give the receipt together with the registration book to the registering student such that they can be used at the next period of registration. The service is completed for each student within one minute. This method ensures conformity between the information provided regarding the subjects and the corresponding financial information. The information can be instantly verified. The reduction in the number of steps required and documentation required for students makes the process more convenient and faster. Currently, services can be provided to 25,000 to 40,000 students at 56 counters.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
Significant is the fact that the registration system has been streamlined and rendered much more accurate. Problems in and obstacles to registration with the old system (the Mark Sense system) were studied. The number of steps was accordingly reduced, as was the time required for the process. The operational process was improved by reducing the five steps of the old system to be the two steps of the new one. Students can instantly receive the registration receipt at a counter. Early on in implementing the innovation, problems were analyzed to determine why they had occurred. As a consequence mistakes in carrying out the steps in the process were eliminated. Detailed instructions were explicitly provided for those participating in the operations of the system.
By using a computerized system in registration, this program could be used in conjunction with other processes. Complete data specifying rules and conditions for registration were found online. Such data can be accessed and registration fees calculated in an accurate and fast manner. Information regarding registration can be accessed in the course of the registration process itself. In cases in which students have already registered and would like to add more subjects or would like to change subjects or desire to take more than the normal number of credits in order to graduate can be readily accommodated by filing special forms. Counters are designated for each type of registration such as counters where registration fees are paid by cash or by VISA ELECTRON. Special counters are designated for students receiving scholarship or students who have difficulties in providing the necessary information. Students can select the counter in accordance with their needs. Advisors are provided who can check the correctness of information and render the process more convenient in providing information concerned ID lists and subject bar code problems, as well as correcting mistakes in the execution of the steps required for the registration process.

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
Important obstacles in using this system were having an adequate budget for the project. Special budget requests were made so that a computerized system could be developed. The university is now cognizant that such investment will be repaid in the long run. Accordingly, a budget has been allocated to fund the operation in various aspects. These aspects include improving the sites where registration fees are received and installing a computer network for the new registration system requiring additional equipment. In addition, additional computers are provided for furthering the development of the system. As such 80 computer sets were leased. These sets were consisted in a micro computer, receipt printer, and bar code reader. The site used for registration was provided with a roof so that students would be protected from rain and the sun. Other departments were requested to provide budgetary allotments for the new computerized registration system. Using new computerized techniques, registration books were made. In addition, operational officials received orientation in the new system to ensure an accurate understanding of all new procedures in an effort to eliminate all sources of error and uniform execution of procedures. Having sufficient budget in this matter helps to eliminate the problems of the old system. The university therefore allocated budget taken from its annual income and the budget of the following year such that funding would be sufficient for the project.

(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 involved the budget, techniques, methods, and human resources. At the beginning, budget was allocated for preparing sites by improving the first floor of the classroom building to be the locus of registration with air-conditioning in the rooms for those involved. Counters were installed upon which were placed computers, bar code readers, and printers. The layout provided space for two staff members at each counter. One staff member was charged with the task of reading the information and the other with taking the registration fees. There were bids tendered for computers to be uses in the operation. An online system was installed such that links were formed with the Computer Institute and the building which was the site of registration.
Personnel involved in the registration process were trained so as to ensure they had the necessary skills and knowledge. Administrators issued orders and provided guidelines for personnel operating the computers. Service is provided beginning at 08:00 hours without a lunch break. Personnel work in two alternate shifts. Service outside the regular hours is also provided. Personnel provided registration services until 18.30 hours. Coordinators take care of mistakes whether committed by the personnel or students. Public relations officers are provided at the point of operation to provide guidelines and reduce errors.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
In no more than 500 words, describe how the innovation is being sustained (for example in terms of financial, social and economic, cultural, environmental, institutional and regulatory sustainability)? Describe whether the innovation is being replicated or disseminated throughout the public service at the national and/or international levels and/or how it could be replicated.
The use of the bar code system in registration created a lot of problems at an early stage of operations because the system was new. The study tours for other departments were conducted so as to familiarize personnel with all facets of the innovation. Salient was the problem of obtaining sufficient budget to install a network system of registration with computer and ancillary equipment and improving the site of registration and training personnel.
Training was provided for personnel in the period prior to and after registration. Computer files were created detailing information concerning subjects offered, updating registration information, summarizing information regarding registration, and dropping or adding subjects. Computerized services were added to provide evidence of registration for those students who had lost their receipts. Budgetary allotments had to be prepared for all of these purposes.
Actual implementation in the early days of the innovation was riddled with errors and miscalculations. All of this resulted from the system not being compete in the beginning and from personnel being inexperienced in the use of computers. Additionally, locations for registration were inconvenient and oversight was often inappropriate in view of unfamiliar methods and the elimination of old documents and subsequent substitution by new ones. Pertinent rules and regulations had to be changed in order to be in accordance with the new system of work.
After each registration period, a summary of performance was made in order to inform administrators and concerned agencies regarding what features of the system were problematical and how to enhance the efficiency of operations. The operational time for providing registration services has been reduced from not more than 5 minutes per person to not more that 1 minute per person. This achievement has brought attention from many organizations, locally and internationally, who have come to RU to study the methods in order to adapt what they believe is appropriate to the needs of their own organizations.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
The decision of the university to use the barcode system for registration has allowed enhanced efficiency and accuracy in ascertaining pertinent information regarding seating arrangements for examinations. This has resulted in greatly accelerated speed with which students are able to ascertain details of the examinations he or she will be taking. This includes details as to the type of examination, the number of items in the examination, the examination room, and the row and seat to be occupied by the examinee. As seen above, this arrangement is highly conducive to issuing accurate examination results, especially since the registration database can be used to verify student status and whether imminent graduation is anticipated. Such information can be used in advance to determine whether a student has completed requirements for completing a curriculum, validating certificates and preparing for issuing a degree.

Another important consequence of using the bar code system in the registration of undergraduate students is the accuracy of the financial information in view of the fact that students have to pay at the same time as they register. This accuracy is ensured because the system is designed as an information system. New technology has been adopted in order to better serve students by making registration more convenient, quick and accessible. As seen above, this system has proved highly satisfactory to both students and personnel alike.

Contact Information

Institution Name:   Admission and Records office RU.
Institution Type:   Government Agency  
Contact Person:   Ms.Sunanta Techama
Title:   Head of Section for Scheduling and Registration  
Telephone/ Fax:   +662 310 8610
Institution's / Project's Website:   +662 310 8600
E-mail:   tsunantha@hotmail.com  
Address:   Admission and Records office, Ramkhamhaeng University
Postal Code:   10240
City:  
State/Province:   Bangkok
Country:   Thailand

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