ADMINISTRATIVE OFFICE MANAGEMENT
CASE 4-1: COLLEGE REGISTRATION SYSTEMS
The fundamental answers to the questions asked in this case may be considered as follows:
- The systems structure, starting from the total system to the subsystem involved in this case, may be outlined in this way:
a. Total system: The college (1 mark)
- First-level subsystems (major systems) below the total system are:
- the various academic departments in the college (eg. Business Faculty)
- the administrative office subsystems, such as the registrars department
- Although not named in the case, other administrative office subsystems, such as the finance department, the admissions department, the personnel department, academic affairs department, library system and students affairs department could be cited.
- Centers such as Center for Foreign Languages, MIS department
(At least 8 major systems:
1 mark each x 8 = 8 marks)
- Second-level subsystems below the first-level subsystems (subsystems) in (b) are:
- the advisory systems within each academic department
- the input (computer operators) section as a subsystem of the college MIS department
- students records office in the registrars department
- the programs under each academic department (eg. Finance in Business Faculty)
- Recruitment in personnel department
- Payroll in finance
- Examination unit
- Accommodation/Hostel unit
- Records management
(At least one subsystem of the major systems as stated in (b): 1 mark each x 8 =8 marks)
- Many controls are built into the such a system. In this case, however, the controls pointed out should include the following:
- Approval of the adviser (lecturer) before the processing of registrations.
- Computer operators inspection of data input on the screen compared with the data appearing on the registration form.
- Computer report of final course enrollments compared with the total enrollment permitted.
- Computer development of waiting lists in courses for which enrollment has closed.
- Computer operators observance of proper methods of using the machine.
- Computer program features that determine, through logic in the program, whether the student has been successfully registered or not.
- Maintenance of course requirements for students following each type of major field of study and checking to determine if the prerequisites have been met for each course.
- Limits that are placed on the number of semester hours of credit for which a student may register for a semester.
Other controls may include:
- Students plan of study
- Registration procedure such as deadline to complete registration of courses.
- Academic regulations (excluding those stated above)
- College policies on admissions.
(Any 8 controls: 1 ½ marks each X 8 = 12 marks)
The registration system discussed in this case may be visualized in a form that parallels the basic systems model shown in Figure 4-5. Although there may be many other perceptions of such a model, the registration system may be viewed as shown in the diagram below.
FINANCIAL SYSTEM PERSONNEL SYSTEM
If OK, notify
ADVISEMENT SYSTEM INSTRUCTIONAL SYSTEM
Marking Scheme for the Registration System for Case 4-1
i. Title (i.e. Registration System) = 1 mark
ii. Each phase with details (2 marks each x 5) = 10 marks
iii. Systems outside the registration systems = 2 marks
iv. Correct display of diagram: phases, arrows = 2 marks
Total = 15 marks
3. Human beings and their relationships to others (students, staff, and instructors, to name three ) are closely interwoven with space, equipment, data to be processed, and college registration regulations. Even though the registration system is automated, its final effectiveness depends upon the overall efficiency, dedication, and knowledge levels of all personnel involved in the operations. In the real world, all four types of problems are frequently interwoven, which adds to the complexity of improving the system.
(Note: Students must discussed the inter-relatedness of the main elements in the college registration system and how people play an important role in achieving the objectives.)
(Total marks = 50 marks)
END OF MODEL ANSWER