Ryan Loiacono

Mathew Kaiser
Jack Bever

Lab 1 DMAIC

Fig.1 SIPOC Diagram Detailing Orientation and Enrollment at Kansas State University

Problem Statement: Create a continually improving system or process to obtain and distribute
all necessary and useful information between incoming student and the university by reducing
the number of avenues for inputting information.

Define:
1. Problem Statement: Create a continually improving system or process to obtain and distribute
all necessary and useful information between incoming student and the university by reducing
the number of avenues for inputting information.
2. The key stakeholders are identified into two main groups consisting of new students and the
University. Within the University, there are multiple interest groups within each department. In
whole, we will assume the University is one entity as a collection of different information users.
The suppliers of input informations will be considered separate entities distributing information
through the incoming student.
3. Evidence we have found is mostly objective. We, as KSU students, have dealt with the
University enrollment process, and how the information collected in this process is then used
during our time attending KSU. Although this may be objective based on a small population
sample, the expected value to be gained by analyzing the system would be both quantifiable
and qualitative. The expected decrease in time for the average enrollment, and ease of
information exchange will be quantifiable metrics that should save time for both students and
university staff. Qualitatively, the process should be easier to follow and should take less time
than before.
4. We have not verified that the scope of the project is either too large or too small. One
argument that it is not too small, is that it involves thousands of students and multiple
documents per student. Another argument is that it could be too small because it does not
include current university students. We believe that the project is feasible because it will add to
the first impression of the university to incoming students, and that the easier flow of information
will assist faculty and students for time beyond orientation and enrollment.
5. The SIPOC diagram has been completed. (See Fig.1 SIPOC Diagram Detailing Orientation
and Enrollment at Kansas State University)
6. Barriers that have been ignored have been weighted heavily. Without much access to the
universitys process and protocol, we have assumed a basic model of our experiences and
experiences of incoming freshman this year. We lack quantifiable data such as throughput time
and the exact information needed to enroll a student. We also lack the knowledge of how the
different information banks of the university interact with each other. Using the concepts we
have learned in prior courses, especially IMSE courses, we are able to assume our commonly
used improvement principles will lead to a better system for the university.

7. Our data for the measure step is our flow/SIPOC diagram. This will allow us to measure the
number of steps where users input information. This way we will be able to find a way to
combine different process steps that could reduce the number of places information is input.

MEASURE:
What are the KPIV?
Key process input variables are those documents or sources of information. In our model these
include the incoming student, the students medical record, the students computer access, and the
students high school academic records.

What are the KPOV?

Key process output variables include a schedule, an identification card, and potentially a student
parking pass. These output variables will accumulate to the output of an enrolled student.

How do they relate to possible customer CTQs?

If a student does not have internet access then the process will be slowed down.

1. Work-in-process: Waiting for high school transcript, getting medical records, waiting for
acceptance email from K-state.
Waiting Times: High School transcript - 2 weeks
Medical records - 1 week
Acceptance email response - 1 month
Queue lengths: Create-ID - 30 minutes
Math Placement Exam - 1 hour
Financial Aid reports - 3 hours
Enrolling on site - 5 hours
2. KIPVs: Students medical records, students high school academic records, orientation and
enrollment sign ups, K-State admissions application, academic placement exams, creating a student
account, and financial aid information.
KOPVs: school schedule, student ID, and potentially a parking pass
These output variables are important to the customers satisfaction largely because this is the first
time the student interacts with K-State as a student, or part of the organization. First-impressions are
very valuable, and making their enrollment quick and easy to understand will help make that first

impression a good one. With many of the students being overwhelmed by coming to school, keeping
the process simple and easy to use will help the students make a smooth transition into the
university.
3. Measurement Systems Capabilities: The measurement system we have will cover everything an
incoming freshman would need to be ready for school. The only major drawback would be if they did
not have access to a computer or internet to fill out the required application. However, it could still be
done, it would just have to be done when they got here and that would slow down the process.
4. Assumptions: In this lab we assumed everyone was a United States incoming freshman with no
unique needs.
5. Requests:
Explain where that data came from:
The data came from real world experience, all of us were incoming freshman from the United States
of America.
How did we decide what data to collect?
We collected all the basic data that we experienced as an incoming freshman.
How valid is the measurement system?
The measurement system we used is relatively valid given the time restraints on this lab.
Did we collect enough data to provide a reasonable picture of process performance?
Yes, one should be able to look at this report and get a basic picture of everything that is required
from an incoming freshman at K-State.

Current Process and What-If Scenarios:

The current process of enrollment is convoluted additionally due to the construction of the Kansas
State University campus. The current process has multiple different locations across campus that
incoming students will have to travel to. Many of the non-necessary steps in the process were
skipped entirely, not due to lack of interest, but lack of information. Persons unfamiliar with the
campus simply missed out on valuable opportunities at K-State due to the lack of encouraging
coordination of the event. Orientation in the past had been students sequentially following a line of

events, this past year (Summer of 2016) had students move from building to building. This lead to
individuals losing interested in the non-essential part of orientation.
1. What if one does not receive an email that states they need a medical form?
2. What if the student applies late and does not have time to get all the forms
transferred over?
3. What if K-State gets hacked and they lose all the forms?
4. What if the student cant show up for enrollment date?

Recommendations:
What if during the application step all students gave all their information including, health forms,
transcript, License plate number, created an E-ID, financial records, and took the math placement
exam. This would condense the process so that when they got accept there were less action items
to complete.

a. Photo submission center

b. License plate input center for parking passes
Including this all into one form, the first step, would cut down on wait time for requesting other forms
that were not shown as needed initially. K-State could also ask on the form if the student will be
present for enrollment and include the dates of enrollment. If the student cannot make it they could
get their advisor information to them ahead of time and they could contact their advisor and plan a
schedule. Then the student could enroll at home instead of having to enroll when they get here and
possibly not get into classes they need. To help expedite the process, getting information to the
incoming student as soon as possible is critical. We suggest having a revised small packet or
pamphlet that would walk the incoming student and parent through the process starting from just
after the application process, to the first day of school. The packet would include critical dates, a list
of required information, a panel of commonly asked questions, and a comprehensive and clear flow
chart that details the process in aggregate. It would also include contact information for any other
questions or conflicts that would need to be resolved.