Process reengineering for an educational institution

PHASE 1

PREPARATION FOR THE TAKE-OFF OF THE CHANGE PROCESS.

1. Strategic objective.

Achieve greater fluidity in the enrollment processes in the Faculty of Economic and Social Sciences.

2. Mandate for change.

The decision is motivated because other institutions present a better process.

A change must be made because the registration process is not very operational and functional.

3. Customer process.

Annexed.

4. Establishment of roles.

Teaching Secretary: They will be responsible for planning and coordinating the reengineering process.

Villaluz: They will be in charge of carrying out the new methodology.

Student Center: They will be in charge of promoting participation by the student community.

5. Macro plan.

Vision and strategy of the organization:

A more fluid and simple process, in order to achieve full operability.

Fundamental objective level:

At present the objectives of the organization are being met by 60%.

Process reengineering:

Reengineering must be applied in order to fulfill 100% of the organization's objectives.

PHASE 2

PROCESS MAP.

	Problems present at every step	Performance level information	Source of information
STEP 3 Gather and submit the necessary requirements.	ü Excessive amount of collections.	ü 2 hours 15 minutes to gather the funds.	Student Center.
STEP 4 The information is verified by the assessors.	ü Lack of advisers.	ü 2 hours, according to the number of high school graduates.	Student Center.
STEP 5 Enter data into the university system.	ü Breach of schedule (by employees).	ü 4 hours depending on the number of high school graduates.	Student Center.

	Homework	Results
STEP 3 Gather and submit the necessary requirements.	ü Simplify the amount of collections.	ü Reduces the time used to collect the requirements.
STEP 4 The information is verified by the assessors.	ü Training of new advisers.	ü Streamline the counseling process.
STEP 5 Enter data into the university system.	ü Modify policies and regulations.	ü Compliance with the schedule by employees.

Classification of activities according to their value / value.

STEP 3 Questions about the activity	VALUE
Definite	Suspected
Would the consumer notice a loss of value if the step of: Gathering and delivering the necessary requirements is eliminated?	YES	NO
Would the service be definitely incomplete if this step is not performed?	YES	NO
Yes, we were to complete the service very urgently, would we skip this step?	YES	NO
Yes, we owned the business and we can save a lot of money by eliminating this step, would we?	YES	NO
If this step is a review or inspection, is the error rate significant?	YES	NO

STEP 4 Questions about the activity	VALUE
Definite	Suspected
Would the consumer notice a loss of value if the step of: The information is verified by the advisors is eliminated?	YES	NO
Would the service be definitely incomplete if this step is not performed?	YES	NO
Yes, we were to complete the service very urgently, would we skip this step?	YES	NO
Yes, we owned the business and we can save a lot of money by eliminating this step, would we?	YES	NO
If this step is a review or inspection, is the error rate significant?	YES	NO

STEP 5 Questions about the activity	VALUE
Definite	Suspected
Would the consumer notice a loss of value if the step of: Entering data in the university system is eliminated?	YES	NO
Would the service be definitely incomplete if this step is not performed?	YES	NO
Yes, we were to complete the service very urgently, would we skip this step?	YES	NO
Yes, we owned the business and we can save a lot of money by eliminating this step, would we?	YES	NO
If this step is a review or inspection, is the error rate significant?	YES	NO

Comparative analysis of value, time and cost.

Scale 1 to 5, higher more important.

HE PASSED	one	two	3	4	5	6
Weather	two	3	5	4	5	3
cost	one	3	5	5	5	one
Value	two	3	5	4	5	two
Value / time factor	one	one	one	one	one	0.66
Value / cost factor	two	one	one	0.8	one	two

Fragmentation and flexibility analysis.

Step 3. The student meets the necessary requirements for enrollment, library solvency, payment at the bank, withdrawal of the current status sheet, purchase of instructions and withdrawal of vouchers for subjects approved in the previous semester.

No. of hands change: 5.

Flexibility: Medium.

Step 4. The student waits to be advised and to verify his curricular plan.

No. of hands change: 2.

Flexibility: Medium.

Step 5. The student enters his curriculum plan in the database of the university.

No. of hands change: 2

Flexibility: Medium.

	Sub. product step 1	Sub. product step 2	Sub. product step 3	Sub. product step 4	Sub. product step 5	Sub. product step 6
Weather	10 minutes. approx.	20 min. approx.	2 hours 15 min. approx.	2 hours approx.	4 hours approx.	15 min. approx.
Fragmentation	one	one	5	two	two	one
Flexibility	Low	Low	Half	Half	Half	Low
Variety of input	two	one	4	one	3	two

PHASE 3

Determination of the current performance of the process.

Quantification of problems.

1. Availability of personnel.

2. There are no process control formats.

3. Excess of collections.

BENCHMARKING.

DIFFERENTIAL IDENTIFICATION AND QUANTIFICATION	OBJECTIVES	STRATEGY
Not enough staff are available for the counseling process.	1.1 Achieve a better distribution of personnel.	1.1.1. Hire more consultants to streamline the process.
The registration process must be supervised, for greater fluency.	2.1.Use of controls within the process.	2.1.1. Design a process control system.
3. Excess of collections.	3.1. Minimize the amount of collections.	3.1.1. Implement new registration system in the system.

PHASE 4

HIERARCHICALLY IDENTIFY THE CLIENT'S NEEDS.

ATTRIBUTES	IMPORTANCE	COMPLIANCE
SPEED	5	NOT FULFILLED
FINISH	two	IS FULFILLED
WARRANTY	3	IS FULFILLED
FUNCTIONABILITY	two	NOT FULFILLED