CHAPTER II

MANUAL ENROLLMENT SYSTEM

[1.1] Manual systems put pressure on people to be correct in all details of their work at all
times, the problem being that people aren’t perfect, however much each of us wishes we
were. With manual systems the level of service is dependent on individuals and this puts a
requirement on management to run training continuously for staff to keep them motivated and to
ensure they are following the correct procedures. It can be all to easy to accidentally switch details
and end up with inconsistency in data entry or in hand written orders. This has the effect of not
only causing problems with customer service but also making information unable be used for
reporting or finding trends with data discovery. Reporting and checking that data is robust can be
timely and expensive. This is often an area where significant money can be saved by automation.

It takes more effort and physical space to keep track of paper documents, to find information and
to keep details secure. When mistakes are made or changes or corrections are needed, often a
manual transaction must be completely redone rather than just updated. With manual or partially
automated systems information often has to be written down and copied or entered more than
once. Systemisation can reduce the amount of duplication of data entry.

Another impact of manual systems is on Customer service. Customer queries can be difficult to
respond to as information is stored in different places and may even require that you find the right
person before being able to respond. This is no good if they are out to lunch or only work part
time.

1. Inconsistency in data entry, room for errors, miskeying information.

2. Large ongoing staff training cost.
3. System is dependent on good individuals.
4. Reduction in sharing information and customer services.
5. Time consuming and costly to produce reports.
6. Lack of security.
7. Duplication of data entry.

Which raises the question if systemisation has such benefits, why aren’t all business running fully
integrated systems. There is always the obvious balance of cost vs benefit, as an organisation
grows and adds people and functions the benefits of systems increases. Often when an
organisation is growing it’s the time that they need to put in a new system, however this is also the
time that there is significant pressure on existing resources and it’s the hardest time to make a
change.
 [1.2]Many industries have switched from analog to digital in order to save space and
increase efficiency. Think about how much easier it is to find the song you want to hear now that
you no longer have to go through a CD collection, input the disk into another device, and read the
jewel case to find the right song. You simply search for the song within your own digital library
or elsewhere online and it pops up and plays. You also don’t have to risk opening the CD case to
find that the disk has gone missing, or worse, a different CD in its place. This discovery could
mean the entire organization of your CD collection has been compromised. School systems and
offices are now feeling a similar relief when it comes to the registration information and necessary
documentation of their staff and clients.

With an online registration solution, the common errors that come with manual registration are
prevented entirely. Within a school system, the standard process of registering a child for their
education has been that the parent personally fills out the forms, which are handed over to school
staff in order to be manually entered into the student information system (SIS) and then filed
accordingly, as well as distributed throughout the staff appropriately. A similar process also occurs
when new employees are hired and have to submit the same information to the human resources
department. SRC Solutions has reinvented the standard by going digital. Here are the 5 most
common errors of manual registration that can be automatically corrected and prevented by
utilizing a digital system. The examples given below regarding new student enrollment can also
be applied to a new hire situation between the HR department and a new employee.

1. Prevent incomplete data while increasing parent confidence.

Digital solutions actually make parents feel more involved and confident about their student’s
registration, while simultaneously preventing them from making mistakes and disrupting the
whole process. Normally, a parent is handed a hefty paper packet which asks all the necessary
questions a school must ask in order to keep track and take care of a student. When parents fill this
kind of information out on paper, it is very easy for blanks to go unfilled, either because the parent
is resistant to answer or because human error permits them to skip over a question. When filling
out the information online, products such as Registration Gateway make sure the parent cannot
move to the next set of questions without answering absolutely everything the school considers
necessary. It also prevents them from entering data in an unacceptable format. This ensures that
the data flowing into the SIS is clean and complete.

2. Prevent illegible data while saving time for staff.

Everybody’s handwriting is different, and what is legible to one person is not always legible to the
next. The next step in the traditional registration process after parents fill out the paper forms, is
handing over that packet to a registrar or secretary to be manually entered into the SIS. Even if
your paper registration packet is only 10 pages long, and you only have 500 students in one school,
you’re still depending on your staff to manually enter 5,000 pages of information, and decipher
 500 different kinds of handwriting. The average manual data entry error rate for humans is 1
percent, meaning that 1 out of every 100 entries is erroneous, explained Ugerboek
Software. Registration Gateway eliminates this step of the process entirely. The data flows directly
from the parent portal in Registration Gateway, and, after being approved by the school, transfers
directly into the SIS. This means no more translating parents’ handwriting, and no misspellings in
the data as a result. It also saves hours and hours of time and redundant effort for the staff.

3. Better control and regulate the student data.

St. Street. Str. (555)123-4567. 555-123-4567. 5551234567. There are many different modes that
data can be relayed when you hand a client a pen instead of offering them options to choose from.
With a digital registration process, the input of data is regulated according to the administrator’s
preference. The data relating to each individual student can be managed on a grand scale to make
sure that the data is logged and stored in the most consistent manner possible. This prevents
problems you might not expect, such as issues with mailing addresses, contact information, and
student transportation information. For example, you may think you notified every parent of a
child who lives on Main St. about a situation on their children’s bus route. But if one student has
their data logged differently (ex. Main Street), their parents may fail to be informed. Registration
Gateway from SRC Solutions, Inc. is completely tailorable to any individual school district’s needs
and preferences.

4. Paper is vulnerable – make your data safer.

Paper is an incredibly vulnerable substance. It can burn, it can be torn, it can turn to mush during
a flood, and it can be stolen or misplaced. In cases of fire or flood, school systems that rely on
paper files are left without a back-up plan; the data is simply destroyed. Forest Brook High School
in Houston, Texas, recently fell under fire for failing to provide student records that proved former
students had been enrolled in their school, reported KHOU.com. When investigated by the Texas
Education Agency, the school was also found to have student enrollment files that were completely
illegible and some students even had two completely different transcripts with varying
information. The TEA noted that one of the issues behind the inaccurate, poorly maintained
records is the recent floods that have swept through the city, which may have destroyed many of
the missing documents. Natural disasters do happen, but the threat of being handled by man is
much more common issue and can even be more detrimental to school security. Storing these files
electronically not only ensures safety in case of tragedies or computer malfunctions, but it also
protects them from the eyes and hands that shouldn’t be handling them, as well as making sure
they are constantly in the correct place and easily accessible. To give you an idea of how much
time and money searching for misplaced paper documents can cost an organization, the average
office spends about 8 hours performing paper management. Business offices with about 1,000
employees waste approximately $48,000 per week due to the inability to locate and deliver needed
information, according to the National Association of Professional Organizers. Password
 protection and data encryption makes every student’s information available to the parents and the
appropriate members of the staff, but secures it against privacy invasion. This also prevents
infractions upon the Family Educational Rights and Privacy Act (FERPA), which mandates that
schools must keep a complete, organized file for every child and protect it against privacy
breaches.

5. Ensure that parents submit all the necessary documentation and eliminate appointments
with parents (or bring it down to the bare minimum)

Many documents have to be submitted to enroll a child for school before they can actually attend
school and be sorted into the correct classes. Birth certificates, social security cards, proof of
residence, vaccination and allergy records, and other documentation are the parent’s responsibility
to provide for the school. Neglecting to bring one of the documents to the scheduled registration
appointment means they have to schedule another time to come in and complete the process. With
online solutions like Registration Gateway, each of these documents can be scanned by the parents
on their own time, and then automatically distributed to the appropriate departments within the
school. While some schools do still require an actual appointment with the parents at the end of
their digital registration process, this step could theoretically be eliminated. If this is not the case
for a certain school, the online registration process can ease the ability to make appointments
between parents and administrators, as well as provide a way for the documentation to be submitted
before the appointment date, or at the very least prepare the parents to bring all the right documents
in at that time.

[1.4]
Challenges with Manual Enrollment

1. 1. Challenges with Manual Enrollment Presented by, SCHOLASTIC RECORDS Plot

#47, 4th floor, Daga Layout, Gandhi Nagar, Nagpur - 440010 Ph: +91-7122243156
Email: info@pinnove.com Website : www.scholasticrecords.com
2. 2. Student Information Systems have come a long way in helping traditional educational
institutions get better in handling processes by simplifying them with technology. Student
admission and enrollment process is one of the trickiest of process for an educational
institution. The larger the institution, the bigger the problem. The complexity also
increases because of popularity, student/school proportion in an area, and such reasons.
3. 3. Some of the factors that complicate this process are: 1. Time sensitive nature 2. Need
for co-ordination 3. Keeping it cost effective 4. Error Prone 5. Extremely Slow 6. Tiring
7. Eco-unfriendly 8. Accountability 9. Vendors
4. 4. 1.Time sensitive nature – As it requires lot of time to handle the applications received
from the manual admission process and generate the results within the time constraints. 2.
Need for co-ordination - Involves a lot of coordination between the individuals as well as
teams to keep the proper process of the manual admission. 3. Keeping it cost effective –
admission process is traditionally very laborious process as it requires resources to
maintain and handle the large amount of admission applications. It is a challenge to keep
manual process also cost-effective. 4. Error Prone – The process, being manual, is
 inherently error prone. Mistakes at this stage cause significant impact to the long term of
schools’ success, especially if a deserving student is missed for some reason. Needless to
say, students’ also miss the chance to be among the elite that institution offers.
5. 5. 5. Extremely Slow – Being manual process, the various layers of checks and data
feeding involved, the process needs several resources deployed to be efficient.
Unfortunately, this means more time in coordination and higher costs. 6. Tiring –
Admissions usually happen in summers. Often students and parents have to stand in long
queues in summer heat. Staff members also have to be on the field to manage queues and
help prospective students and their care givers. 7. Eco-unfriendly - Lot of paper-work is
required, resources to store and archive the papers which is not cost-effective as well as
eco-unfriendly. 8. Accountability – Manual admissions process does break inevitably as
the institution grows and workload increases. It is also difficult to hold people
responsible, thereby making it difficult to improve the system. 9. Vendors - Third party
vendors might get involved in planning logistics. This adds to coordination which is
usually not cheap.
6. 6. To overcome the above problems and to cut down the cost, what educational institutes
should prefer is to transform from the manual process to the automated system and adopt
the technologies which can be cost effective as well as beneficial for the institutes. There
are solutions available now that adopt latest technologies, processes and cloud based
infrastructure to keep the process simple, light and gets the job done.

REFERENCE:

[1.1] https://www.linkedin.com/pulse/what-7-disadvantages-manual-system-richard-breitmeyer

[1.2] https://registrationgateway.com/blog-post/5-common-errors-manual-registration/

[1.3] http://schoolofficepro.com/paper_based_enrollment_problems_and_solutions.pdf

[1.4] https://www.slideshare.net/PinnoveMarketing/challenges-with-manual-enrollment
LAN-BASED ENROLLMENT SYSTEM

[2.3]
Transcript of CavSci LAN Based Enrollment System
Introduction
we are now at the modern age wherein we make use of technology to make our jobs easier. Well,
actually, most of us use it very well. Also, Students primarily enroll themselves to school. CavSci
is using the manual way of enrolling students. Based on our experiences, the manual way really
eats up time, energy, effort and money. The researcher thought of a way in making it easier and
more convenient by making it a Computerized one.
Background of the Study
An enrollment system is the system that a school or program uses to enroll students or participants.
It can be manual, computerized or a combination of both. There are many different types of
enrollment system depending on the amount enrolled and the type of institution. Most of the
schools use the manual way of enrolling the students. The traditional way consumes a lot of time,
energy and effort. LAN (Local Area Network) Based Computerized Enrollment System is another
type of enrollment system. Wherein a person can just encode his/her information and the encoded
information will be saved in a system. When this system is implemented to the school, it is
expected to save time and energy.
Statement of the Problem
The main problem of the study is to introduce LAN (Local Area Network) Based Computerized
Enrollment System in Cavite National Science High School
It pursues to supply answers to the following questions:
1. Will it make the enrollment system of Cavite National Science High School easier and faster?
2. Will it be more convenient to use the LAN Based Computerized Enrollment system than the
traditional one?
3. Will it be economical to use the computerized system than the traditional one?
Hypothesis
Once the enrollment system was implemented, the following were hypothesized.
1. The LAN (Local Area Network) Based Enrollment System will make the enrollment system of
Cavite National Science High School easier and faster.
2. It is more convenient to use the LAN Based Computerized Enrollment System than the
traditional one.
3. It is more economical to use the computerized system than the traditional one.
Significance of the Study
Nowadays, doing things with the help of technology makes things faster. For example, the
enrollment system of schools. Most of the schools use the manual way. Wherein, enrolling students
consume time, energy and money. Making it LAN (Local Area Network) Based Computerized
Enrollment System, enrolling is expected to be easier and faster. Computerized enrollment system
will lessen the efforts of the school personnel and the student himself/ herself. This program will
inform other people on how to use this program and how the program works.
Scope and Limitation
The advantage of using LAN (Local Area Network) Based Enrollment System is that it does not
need internet connection to run the program. It just need an area wherein there is a computer
installed with this program. The Computer Laboratory is one of the examples of where this
enrollment system can be installed. Also, LAN (Local Area Network) Based Enrollment System
will just run at a certain area. One cannot use it on a wide range area.

REFERENCE:

[2.1]
https://prezi.com/huwrofinmxst/lan-based-enrollment-system-with-sms-notification-for-
spark/

[2.2]https://www.bartleby.com/essay/Lan-Based-Computerized-Enrollment-System-

P3Y7ZZ4K6ZYA

[2.3] https://prezi.com/pvdzt6dr7spv/cavsci-lan-based-enrollment-system/

[2.4]

MANUAL SCHEDULING SYSTEM

[3.1]
Precise scheduling is an essential element of successful deployment of field service
workers to achieve customer satisfaction and support business goals. As a field service company
takes in more clients, their journey in choosing between manual and automatic scheduling software
also commence.
A lot of considerations has to be taken into account to ensure that a proper scheduling approach
can get the right workers to the right place at the right time, with the right tools to fix the issues,
the first time.

Likewise, a scheduling solution must enable the overall management to cope up with the change
in dispatching process, as well as to challenges that may arise such as work order volume, the
number of technicians available, and sudden change of service priority.

To help you make choices, here are my perspectives on the key advantages and disparages between
the manual and automatic scheduling software in field service.

Manual Scheduling
Pros

Image from Pexels

A lot of small-scale field service businesses still sticks to manual scheduling, simply because it
suits up to their day-to-day needs. Low operations volatility and slow business rhythm are the main
reason why many still choose to schedule their field service crews manually instead of relying on
any automated software.

Certainly, if a start-up company only has handful of technicians in the field, and only makes a few
rounds into their client’s base, it is very reasonable to just use a manual approach to schedule
technicians- as any unnecessary technology-based tools will only incur additional costs such as
installation fees, hardware maintenance, and the recurring cost that comes with software updates
and monthly cloud subscription fee (if the system is not installed on premise).

In this set-up, papers and pen make everything work. The paper is typically ruled into squares with
technician’s names down the left-hand side and time slots across the top. All data needed for the
particular job- tools, client’s location, etc. are all highlighted in each cell of the matrix. Though
crude in form, it somehow allows the dispatcher to organise the work order and gives the technician
prior knowledge about the job before he leaves for the visit.

The pen-and-paper approach could also be upgraded in the form of spreadsheets like Excel. But
either way, the process is still manual and the decision-making process of which technician gets
which jobs is still done by the dispatcher as they come in- thus allowing more control of scheduling
activity. Like I have mentioned earlier, this approach is much more effective when there are only
a few jobs that technicians have to attend per day, and there is a slim chance of change in job
priority, sequence, or scope during the day.

Cons
It is when volume, job complexity or unpredictability that manual scheduling process starts to fail.
For instance, a sudden change in job priority during the day is somehow too difficult to change,
let alone recreate, given the number of dependencies, geographic distances, and demands of each
individual piece of work that has to be catered.

Moreover, as the company grows, its need for additional technician also increases, in which a
single dispatcher will not be able to manage effectively any longer. On average, a single dispatcher
can only handle 15 to 20 technician during the day using a manual scheduling system- and the
worst is that the dispatcher has a little or no time to do tasks other than scheduling.

Decision-making process also gets more difficult as the complexity of the process increases. In
B2B environment, the service level agreement can make the decision-making process more
complex as corporate clients are demanding high first-time fix rate and are more decisive to switch
service provider.

Lastly, the time it takes for a newly-hired dispatcher to completely understand the field service
environment and carry out the job fully and effectively is also very lengthy and costly with manual
scheduling. Since the decisions made are not recorded in any enterprise system, the knowledge
sharing only relies on some petty human interactions between the dispatcher and the technicians.
All of these pain-points, along with its varying costs, can all be reduced once a company decides
to move away from manual scheduling and dispatching.

Automated Scheduling
Pros
Image from Pixabay

Some companies cannot afford the time and effort it takes to manually drag and drop job orders in
their scheduling system. To use the same manual approach in scheduling in a growing and thriving
business might only result in missed opportunities and disparities in service provided before and
after the company has to experience incremental growth.

A lot of automated scheduling solutions are offered in the market these days, and many companies
have turned to these solutions to make their scheduling more efficient and streamlined. These more
advanced scheduling solutions run in a highly precise algorithm to process not only scheduling
task but other field service operations as well.

More often, automated scheduling is integrated to other core operations such as spare
parts/inventory management, skills management, shift management, resource availability and
other dynamics that are all changing real-time- thus, allowing up-to-date scheduling using all the
latest data and field intelligence on hand.

It enables the whole field service team to be agile in adjusting to fluctuating service demands. It
also gives the manager, the executives, and even the customer access to latest information which
are available through smartphones. Hence, enabling better internal decision-making process, and
allows the customer to anticipate the expected arrival time of technicians- totally changing the way
how customers and clients exchange information real-time.

Cons
Some of the disadvantages of using automated scheduling software are the cost, dependability, and
credibility. The cost of a standalone scheduling software can vary greatly. A SaaS (service as a
software) program offers low-cost monthly subscription fee, but as the years pass by, you might
realise that it is better to install the software on premise, which on the other hand requires a large
upfront payment.
Dependability and credibility are another issue in some of the scheduling software services today.
Many have been made up by programmers who have little or no idea about the different field
service processes. So it is a vital task to carefully choose a field service scheduling software that
has an intuitive user interface, yet has the capacity to manage all the scheduling processes that are
unique in your organisation.

Conclusion
The disparity between manual and automated scheduling is huge in a number of ways. To deal
with the ever-demanding field service market, it is advisable to invest as early as possible in a field
service software that includes an automated scheduling solution to keep your workers on board
seamlessly and efficiently. Although it sounds too much investment for a start-up field service
business, there is no doubt that an automated field service scheduling solution is a long-term asset
that will enable your field technicians to do their jobs more efficiently, and exceed your customer
expectations faster and with higher quality.

[3.3]Payroll management can be a headache no matter what the size of your company.
Recently, Kessler International published a survey which revealed almost 80 percent of all service
industry and retail employees have ‘stolen time’ in one way or another. ‘Stealing time’ typically
means the employees are misreporting hours, having colleagues clock them in or out, or are staying
on the clock when they are not working. While you can track your employees’ time and attendance
manually or via an automated system, both have their benefits and their drawbacks. Read on to see
which system best meets your needs.

Pros and Cons of Automated Systems vs. Manual Attendance Systems

1. Accuracy: With an automated system, there is no human error. When you manually track
your employees’ time, your employees typically report their hours after they've worked
them. This will often increase the likelihood of inaccurate reporting. An employee may not
intend to misrepresent his hours, he may just forget what his actual in and out times were.
Or, if an employee has illegible handwriting, it could make it difficult for payroll to
determine actual hours worked. With manual reporting, your company is basically relying
on the honor system. This system can be abused, which can lead to time theft.

2. Increased Productivity: Companies who use a manual payroll process spend several hours
each pay period collecting time cards, re-entering an illegible data by hand, faxing,
phoning, and processing payroll. When you employ an automated time and attendance
system, the payroll process takes just minutes each period.

3. Savings: With an automated system, you’ll save payroll processing hours and eliminate
time theft which means your bottom line will improve.
 4. Regulatory Compliance: An automated time and attendance system will not guarantee
you’ll be compliant with all employment laws, the data that’s collected through the system
can ensure you have the information at your fingertips you’ll need to comply with all labor
regulations. With an automated timekeeping system, you’ll have the ability to pull up
reports quickly. This will provide you with all of the information you’ll need if you’re ever
subject to an audit from the Department of Labor.

HR Solutions

While automating your time and attendance will help save you time and money, there are some
drawbacks. You will have to shop around to choose a system that best fits all of your needs. Every
system is different, finding one with all the features that you need is important.

Additionally, you and your employees will need to buy-in to the new system. It can take time to
get used to new processes, and some employees may be resistant to change.

However, once employees see how simple and easy it is to use the new system, and how much
more information they have at their fingertips compared to a manual system, they’ll be happy to
get on board.

An automated timekeeping solution is simple to use and simple to set up. They are user-
friendly and will make your day-to-day tasks easier than a manual system ever did.

REFERENCES:

[3.1] http://www.theservicemanager.com/manual-vs-automatic-scheduling-pros-and-cons/

[3.2] http://www.theservicemanager.com/tag/pros-and-cons-of-manual-scheduling/

[3.3] https://blog.synerion.com/manual-automated-attendance-systems-pros-cons

[3.4]https://www.termpaperwarehouse.com/essay-on/Manual-Vs-Electronic-Scheduling-

Processes/226232