Module :

Initiated date :

Sl.No Aspects

(Sub parts of a module)

Canvassing process

Canvassing enquiries
recording

CASE 1 :
 OR

CASE 2 :
Enquiries other than
canvassing

Follow up process
Admission Process
Concession
recording

Admission fee collection

Refund
 Inter course transfer

Hostel to Day scholar / Day

scholar to Hosteller
conversion

Exit

Note
1. All the policies which needs to be confirmed with management to be highlighted in different font colour
2. Teams are expected to consider the previous project/client X2nX solutions & deliverables (Formats. DERs, Se
3. TL, CRL & PC needs to ensure that all the columns provided in the X2nX solutions are properly filled by the te
4. Expected impact metrics can be 15 to 20 in count & teams are expected to provide measureable impact metr
5. Please ensure that PS comments & PS response are provided along with date
6. X2nX solution needs to be discussed & confirmed with concerned department employees & make necessary
7. If client is requested for any "out of scope" then teams are expected to redirect the client to HO
8. X2nX solution needs to be discussed with the client within 7 days of HO finalisation
9. While discussing the X2nX solution, scope needs to be discussed with management in order to ensure that al
10. "What if analysis"&"expected output" column can be added by the TL based on the PD decision
11. WIP X2NX solution need to be shared with HO on daily basis along with task status as draft copy
Admission and Exit (for arts)

X2nX solution (Arts)

(Proposed process in detail to be captured here)

Invitation to enquiries will be done through Canvassing i.e., by visiting +2 schools and houses
of students
Staff will be assigned as committees and each committee has to visit colleges as specified by
Principal
Each committee will be given with unique name
Pamphlet will be issued to students and ask them to fill their details
Note : counterfoil contains fields to fill student details at the time of canvassing (i.e., name of
student , father name...etc), Fields relating to followup (followed up date, followed up date
...etc)
After details were filled by the students , counterfoils will be collected by the staff

If they don’t want to maintain student names

(i.e., if they want to maintain count of students enquired through canvassing ) :

Option 1 (through google form and sheets) :

Employees who are participating in canvassing should have E mail IDs
Google form namely canvassing enquiry count form link will be shared with each employee

Canvassing enquiry count form consist of questions such as name of committee, date of
canvassing , place of canvassing, no. of enquiries made….etc
At the end of the day, Each committee has to count canvassing enquiries with the help of Pre
numbered serial numbers and fill the canvassing enquiry count form.
Committee leader is the responsible person to make this work done

One responsible person has to monitor all committies to enter the count of enquiries made
Count given by all committies will be automatically reflected in Enquiry - Admission
Dashboard in google sheet (i.e., Enquiry - Admission register) linked with Google form

Option 2 (through e mail or whats app) :

At the end of the day, Each committee has to count canvassing enquiries with the help of Pre
numbered serial numbers and send the number of enquiries made on that day to computer
operator along with (From s.no to To s.no) through whatsapp or mail
Committee leader is the responsible person to make this work done

Computer operator has to update the count of enquiries send by team on next day in
Canvassing enquiry input sheet in Enquiry - Admission register (google sheet or excel)

Count given by all committies will be automatically reflected in Enquiry - Admission

Dashboard in google sheet or excel

If they don’t want to maintain student names :

Option 1 (updating through Excel/google sheet by computer operator) :

Counterfoils collected by staff should be submitted to computer operator and she has to
update all the details in Enquiry - Admission register input sheet.
Committee leader is the responsible person to make this data updated by computer operator
in Enquiry - Admission register

Enquiry - Admission Dashboard showing count of students will be generated based on the
based on the details provided in input sheet

Option 2 (updating through spreadheet by committee staff) :

Employees who are participating in canvassing should have E mail IDs
Employees who has smartphones has to install google sheets app from google play store
and login with their mail ID
One google sheet will be created for each committee and named with that committee name
and will be shared with respective employees in that committee
Each committee has to update the student details collected by them in the google sheet shared
with them

All google sheets will be cumulated at one sheet namely Enquiry - Admission register inputs
sheet and Enquiry - Admission Dashboard will be generated automatically based on details
cumullated in input sheet

Alternative :
Instead of creating one each google sheet for each committee we can create multiple
sheets (i.e.,each sheet for each committee) in Enquiry - Admission register itself and
named them with committee names and each sheet access should be given to employees
belongs to that committe only
otherwise, other committee employees can edit the data

Option 3 (updating through google forms ) :

Employees who are participating in canvassing should have E mail IDs
Google form namely canvassing enquiry form link will be shared with each employee

Canvassing enquiry form consist of questions such as name of committee, date of canvassing ,
student name, father name and all other details….etc
They can update 3 students details for one submission
At the end of the day, Each committee has to update the details of all students through
Canvassing enquiry form
Committee leader is the responsible person to assign this work among employees and make
this work done
One responsible person has to monitor all committies to enter the names of all students

Count of enquiries will be automatically reflected in Enquiry - Admission Dashboard in google

sheet (i.e., Enquiry - Admission register) linked with Canvassing enquiry form

Enquiry forms with prenumbered serial numbers will be issued to students to fill their details
whenever she visits college/ made normal enquiry about college

All enquiry forms filled by students will be sent to Computer operator and she has to update in
Enquiry inputs sheet in Enquiry - Admission register (google sheet / excel file)

If they want to maintain names, computer operator has to enter full details otherwise count is
enough
count of normal enquiries also will be reflected in Enquiry - Admission Dashboard
automatically whenever all student details updated in Inputs sheet

If names are not maintaining in Enquiry - Admission register :

Follow up fields will be provided in counterfoil (for canvassing students) and Enquiry forms
(for normal enquiries), whenever staff was assigned to make followup on enquiries they have
to update the status, on that counterfoil / enquiry form
At the day end, they have to intimate to computer operator regarding followups made on that
day and count of students interested , not interested separately for canvassing and normal
enquiry students

Computer operator has to update the same count in Enquiry - Admission register inputs
sheet
Alternative :
If Enquiry - Admission register is maintaining on Google sheets, Staff themselves can
enter count of followups made on that day, count of students interested, not interested
through Google sheets app
Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register

If names are maintaining in Enquiry - Admission register :

Option 1 :
If names are maintaining in Enquiry - Admission register,after follow up respective person has
to send counter foils and enquiry forms to computer operator
Computer operator will search name by clicking (ctrl+F) and update the followup status
and student interested or not
Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register
Option 2 :

Computer operator has to take printout of Enquiry - Admission register inputs sheet printout
(consist of names and mobile numbers of all students) and submit it to principal mam

Whenever Principal mam assigns staff to make follow up, respective staff has to fill the
fields in printout and submit it to computer operator at the end of the day

Computer operator has to update the same in Enquiry - Admission register inputs sheet
Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register

Application forms (with pre-printed s.no) will be issued to students and ask them to fill the
details
Fields relating to enquiry will be provided at bottom of application form. It consist of questions
like source of info about college…etc
Student has to fill this field mandatorily
Finally, all application forms will be sent to computer operator.

Computer operator has to check enquiry field in each application form, if student fills that he
came through canvassing enquiry/normal enquiry then same has to be updated in Enquiry -
Admission register input sheet by searching the student's name (through Ctrl+F)

Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register

If student came through other modes of info (i.e., other than canvassing and normal enquiries),
that name (if student names are maintianing) otherwise count should be updated in separate
sheet namely non enquiry admission list in Enquiry - Admission register

Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register
Finally, application forms should be given to responsible person (i.e., person who has to
student names in application forms )
If student was eligible for concession, she has to fill concession requisition and approval
form along with application form+
Then, approval of concession should be taken from Director, Principal and other authorised
persons
Whenever authorised persons signed on concession requisition letter, then both application
form and concession form should be submitted to computer operator

Computer operator will enter all the admission related details in Enquiry - Admission register

Then, computer operator has to send application forms along with concession requisition
letters (if there) to person responsible for updating the student database in ERP

Alternative (if student names are maintaining) :

As of now, Direct excel upload is not there in ERP to update student database. If its
possible to give direct excel upload in ERP, data entered by computer operator in
Enquiry and admission tracker can be converted into excel upload format so that work
will be minimised

NOTE :
If application form has locked at computer operator, then other staff might have no
reference to store Original certificates collected from students ,so that we can introduce
application form as duplicate so that main application form will be sent to computer
operator and second copy will be used for certificate filing purpose

At the time of joining, some amount of fees (i.e., admission fees) will be collected from each
student, but ERP receipt cannot be issued to them because their database cannot be updated
as and when (eventhough they are updating as and when,chance of errors will be there)

So, they can issue Fee token to each student and fill it in Manual fee reconciliation register
and inform students to collect ERP receipt after some days
Whenever, student database updated in ERP, they can generate ERP receipt (along with
duplicate) and one will be issued to student , another will be retained with them

if student want to quit from college after admission, if they want to fill the refund they have to
raise refund requisition and approval letter
Along with refund requisition and approval letter, original application form, concession
requisition and approval form also should be submitted to Authorised persons such as
Director, principal…etc

If Director / Principal agreed to refund, then have to sign on Refund requisition and approval
form with the reference of concession requisition and approval form, application form

Then student should can submit it to cashier and collect refund amount
Cashier has to update the same in ERP and then in refund requisition and approval form
 If student want to shift from one course to another course, they have to fill Inter course
transfer requisiton form and approval form and it should be submitted to Director/
principal along with application form and concession requisition and approval form

After getting approval from Director/principal, then it should be submitted to Cashier, so that
she can update the same in ERP

If student want to convert from Hosteller to Day scholar / Day scholar to Hosteller, they have to
Hosteller / Day scholar conversion form and take approval from Principal (need to be
clarified by PKC HO)
Finally, submit it to cashier, so that she can update the same in ERP

If student want to quit from college , he has to raise TC requistion form along with no due form
Then, approval should be taken from authorised persons such as Principal/director
Finally it should be submitted to concerned person who will issue the TC and other certificates

s to be confirmed with management to be highlighted in different font colour

ider the previous project/client X2nX solutions & deliverables (Formats. DERs, Seals, registers etc.) for reference
re that all the columns provided in the X2nX solutions are properly filled by the team
n be 15 to 20 in count & teams are expected to provide measureable impact metrics (Majority)
ments & PS response are provided along with date
 iscussed & confirmed with concerned department employees & make necessary modifications (if required)
y "out of scope" then teams are expected to redirect the client to HO
iscussed with the client within 7 days of HO finalisation
solution, scope needs to be discussed with management in order to ensure that all the points are covered in the solution
ted output" column can be added by the TL based on the PD decision
o be shared with HO on daily basis along with task status as draft copy
 JSA group of instit

X2nX Solutio

Process/ Project deliverables Document management

Policy (along with coding) system (DMS)

(Define
whether it is (Registers/formats/ seals (Filing System)
policy or along with Coding)
process)

Process

Process
Policy

Process Counterfoils in application form

Process

Policy
canvassing enquiry count form (google
Policy form)

Process

Process

Process
 Enquiry - Admission register (google sheet)
Enquiry - Admission Dashboard (Dashboard
Process in Enquiry - Admission register)

Policy

Enquiry - Admission register (google

sheet/excel)
Process Canvassing enquiry input sheet (sheet in
Enquiry - Admission register)

Enquiry - Admission Dashboard (Dashboard

Process in Enquiry - Admission register)

Enquiry - Admission register input (sheet in

Process Enquiry - Admission register)
Enquiry - Admission register (Excel/google
Process sheet)

Enquiry - Admission Dashboard (Dashboard

Process in Enquiry - Admission register)

Policy
Policy Google sheets app

Process

Process

Enquiry - Admission Dashboard (Dashboard

in Enquiry - Admission register)
Process Enquiry - Admission register input
(sheet in Enquiry - Admission register)
Policy
canvassing enquiry form
Policy (google form)

Process
Process

Process

Process

Enquiry - Admission register (google sheet)

Enquiry - Admission Dashboard (Dashboard
Process in Enquiry - Admission register)

Policy Enquiry forms (with prenumbered s.nos)

Process

Process

Process

Process

Process

Enquiry - Admission register inputs sheet

Policy (sheet in Enquiry - Admission register)
Process Google sheets app

Process

Process Counter foils and Enquiry forms

Process

Process

Process

Process

Process
Process

Policy Application forms (with pre-printed s.nos)

Process

Process

Process

Process

Process

Process

Process
Policy Concession requisition and approval form

Process

Process

Process

Process

Process

Application form (as duplicate )

Process

Fee token
Policy Manual fee reconciliation register

Process ERP receipt (along with duplicate)

Policy Refund requisition and approval letter

Process

Process

Process
Process
 Inter course transfer requisition and
Policy approval form

Process

Policy Hosteller/ Day scholar conversion form

Process

TC requisition form
Policy No due form
Process
Process

tc.) for reference

(if required)

covered in the solution

 JSA group of institutions

X2nX Solution

Closure date :

Software requirements DER Contents Impact metric

(Any requirements from software for (KPIs which are (Impact parameters can be
solution can be confirmed & provided forming part of DER can mentioned here)
here) provided)
 Quantitative/ IVT Check points Responsible person
Qualitative

(Person responsible for

(Whether impact is (Check points, which are to be form part of IVT) performing the
measureable or not) process/activity)

Quantitative
 FR/108PM/004/S/APR-18/I

Department Head :

Discussed with client on :

Problem solving comments - Problem solving response -

Date Date

(review comments) (review response)

 Module :

Initiated date :

Sl.No Aspects

(Sub parts of a module)

Enquiries

Follow up process
 Admission Process

Concession
recording
 Admission fee collection

Refund

Hostel to Day scholar / Day

scholar to Hosteller
conversion

Exit
Note
1. All the policies which needs to be confirmed with management to be highlighted in different font colour
2. Teams are expected to consider the previous project/client X2nX solutions & deliverables (Formats. DERs, Se
3. TL, CRL & PC needs to ensure that all the columns provided in the X2nX solutions are properly filled by the te
4. Expected impact metrics can be 15 to 20 in count & teams are expected to provide measureable impact metr
5. Please ensure that PS comments & PS response are provided along with date
6. X2nX solution needs to be discussed & confirmed with concerned department employees & make necessary
7. If client is requested for any "out of scope" then teams are expected to redirect the client to HO
8. X2nX solution needs to be discussed with the client within 7 days of HO finalisation
9. While discussing the X2nX solution, scope needs to be discussed with management in order to ensure that al
10. "What if analysis"&"expected output" column can be added by the TL based on the PD decision
11. WIP X2NX solution need to be shared with HO on daily basis along with task status as draft copy
Admission and Exit (for agri and siddha)

X2nX solution (Agri and siddha)

(Proposed process in detail to be captured here)

Enquiry forms with prenumbered serial numbers will be issued to students to fill their details
whenever they visits college/ made normal enquiry about college

All enquiry forms filled by students will be sent to Computer operator and she has to update in
Enquiry inputs sheet in Enquiry - Admission register (Google sheet / excel file)

If they want to maintain names, computer operator has to enter full details otherwise count is
enough
count of enquiries will be reflected in Enquiry - Admission Dashboard automatically
whenever all student details updated in Inputs sheet

If names are not maintaining in Enquiry - Admission register :

Follow up fields will be provided in Enquiry forms , whenever staff was assigned to make
followup on enquiries they have to update the status, on that enquiry form
At the day end, they have to intimate to computer operator regarding count of followups made
on that day and count of students interested , not interested

Computer operator has to update the same count in Enquiry - Admission register inputs
sheet

Alternative :
If Enquiry - Admission register is maintaining on Google sheets, Staff themselves can
enter count of followups made on that day, count of students interested, not interested
through google sheets app
Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register

If names are maintaining in Enquiry - Admission register :

Option 1 :
If names are maintaining in Enquiry - Admission register,after follow up respective person has
to send enquiry forms to computer operator
Computer operator will search name by clicking (ctrl+F) and update the followup status
and student interested or not
Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register
Option 2 :

Computer operator has to take printout of Enquiry - Admission register inputs sheet printout
(consist of names and mobile numbers of all students) and submit it to Director sir

Whenever Director sir (for agri)/ Principal sir (for siddha) assigns staff to make follow
up, respective staff has to fill the fields in printout and submit it to computer operator at
the end of the day
Computer operator has to update the same in Enquiry - Admission register inputs sheet
Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register

Application forms (with preprinted s.no) will be issued to students and ask them to fill the
details
Fields relating to enquiry will be provided at bottom of application form. It consist of questions
like source of info about college…etc
Student has to fill this field mandatorily
Finally, all application forms will be sent to computer operator.
Computer operator has to check enquiry field in each application form, if student fills that he
came through enquiry , then same has to be updated in Enquiry - Admission register input
sheet by searching the student's name (through Ctrl+F)
Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register

If student came through other modes of info (that is directly to admission), that name (if
student names are maintaining) otherwise count should be updated in separate sheet namely
non enquiry admission list in Enquiry - Admission register

Enquiry - Admission Dashboard will be generated automatically based on the inputs given in
Enquiry - Admission register
Finally, application forms should be given to responsible person (i.e., person who has to
student names in application forms )

If student was eligible for concession, she has to fill concession requisition and approval
form along with application form
Then, approval of concession should be taken from Director / chairman and other authorised
persons
Whenever authorised persons signed on concession requisition letter, then both application
form and concession form should be submitted to computer operator

Computer operator will enter all the admission related details in Enquiry - Admission register
Then, computer operator has to send application forms along with concession requisition
letters (if there) to person responsible for updating the student database in ERP

Alternative (if student names are maintaining) : :

As of now, Direct excel upload is not there in ERP to update student database. If its
possible to give direct excel upload in ERP, data entered by computer operator in
Enquiry and admission tracker can be converted into excel upload format so that work
will be minimised

NOTE :
If application form has locked at computer operator, then other staff might have no
reference to store Original certificates collected from students ,so that we can introduce
application form as duplicate so that main application form will be sent to computer
operator and second copy will be used for certificate filing purpose

At the time of joining, some amount of fees (i.e., admission fees) will be collected from each
student, but ERP receipt cannot be issued to them because their database cannot be updated
as and when (eventhough they are updating as and when,chance of errors will be there)

So, they can issue Fee token to each student and fill it in Manual fee reconcilation register
and inform students to collect ERP receipt after some days
Whenever, student database updated in ERP, they can generate ERP receipt (along with
duplicate) and one will be issued to student , another will be retained with them

if student want to quit from college after admission, if they want to fill the refund they have to
raise refund requisition and approval letter
Along with refund requisition and approval letter, original application form, concession
requisition and approval form also should be submitted to Authorised persons such as
Director, principal…etc

If Director / Principal agreed to refund, then have to sign on Refund requisition and approval
form with the reference of concession requisition and approval form, application form

Then student should can submit it to cashier and collect refund amount
Cashier has to update the same in ERP and then in refund requisition and approval form

If student want to convert from Hosteller to Day scholar / Day scholar to Hosteller, they have to
Hosteller / Day scholar conversion form and take approval from Principal(for siddha) /
Director (for agri) (need to be clarified by PKC HO)
Finally, submit it to cashier, so that she can update the same in ERP

If student want to quit from college , he has to raise TC requistion form along with no due form
Then, approval should be taken from authorised persons such as Principal/director
Finally it should be submitted to concerned person who will issue the TC and other certificates
 d

s to be confirmed with management to be highlighted in different font colour

ider the previous project/client X2nX solutions & deliverables (Formats. DERs, Seals, registers etc.) for reference
re that all the columns provided in the X2nX solutions are properly filled by the team
n be 15 to 20 in count & teams are expected to provide measureable impact metrics (Majority)
ments & PS response are provided along with date
iscussed & confirmed with concerned department employees & make necessary modifications (if required)
y "out of scope" then teams are expected to redirect the client to HO
iscussed with the client within 7 days of HO finalisation
solution, scope needs to be discussed with management in order to ensure that all the points are covered in the solution
ted output" column can be added by the TL based on the PD decision
o be shared with HO on daily basis along with task status as draft copy
 JSA group of instit

X2nX Solutio

Process/ Project deliverables Document management

Policy (along with coding) system (DMS)

(Define
whether it is (Registers/formats/ seals (Filing System)
policy or along with Coding)
process)

Policy Enquiry forms (with prenumbered s.nos)

Process

Process

Process

Process

Process

Enquiry - Admission register inputs sheet

Policy (sheet in Enquiry - Admission register)

Process Google sheets app

Process
Process Counter foils and Enquiry forms

Process

Process

Process

Process

Process
Process

Policy Application forms (with preprinted s.nos)

Process

Process

Process

Process

Process

Process

Process

Policy Concession requisition and approval form

Process

Process

Process
Process

Process

Application form (as duplicate)

Process

Fee token
Policy Manual fee reconcilation register

Process ERP receipt (along with duplicate)

Policy Refund requisition and approval letter

Process

Process

Process
Process

Policy Hosteller/ Dayscholar conversion form

Process

TC requisition form
Policy No due form
Process
Process
tc.) for reference

(if required)

covered in the solution

 JSA group of institutions

X2nX Solution

Closure date :

Software requirements DER Contents Impact metric

(Any requirements from software for (KPIs which are (Impact parameters can be
solution can be confirmed & provided forming part of DER can mentioned here)
here) provided)
 Quantitative/ IVT Check points Responsible person
Qualitative

(Person responsible for

(Whether impact is (Check points, which are to be form part of IVT) performing the
measureable or not) process/activity)
 FR/108PM/004/S/APR-18/I

Department Head :

Discussed with client on :

Problem solving comments - Problem solving response -

Date Date

(review comments) (review response)