SMART
CAMPUS
ROLE PLAY: PROBLEM OF HOSTEL REGISTRATION/MANAGEMENT PROCESS
INTRODUCTION
UITM'S HOSTEL
UiTM is a short name for University Teknologi Mara.
There are several colleges available for the placement of
students in UiTM Puncak Alam Campus.
Which are Kolej Dahlia, Kolej Rafflesia, Kolej Angsana, Kolej
Casuarina, Kolej Zamrud and Kolej Baiduri.
Each college consists of 4 to 8 blocks and consists of 8 to 10
levels.
The function of residential college in UiTM was to Provide
Placement Facilities, Provide Food Facilities, Organize Student
Development Programs, and Provide Student Facility Services
in College.
CURRENT SYSTEM
Student Portal system is frequently down as
The student has to apply and check the
there are so many students registering for
result of the college application through
college simultaneously.
the Student Portal instead of the College
Non-resident students are not allowed to
Website.
apply for college at the same time as other
After getting the offer, the student has to
students who are currently staying at the
prepare a college registration form, a copy
college.
of the matrix card, and a letter of
There is no reject button in Student Portal for
agreement, which can be seen as a waste
the student who has made the college appeal
of paper.
registration.
Start
FLOW Start
Student apply Receive
for college student
registration application
Student
Will student No Request for screening
get the college appeal college
offer? application
Student
Receive
Staff
Yes
Staff Yes
Pay for the Yes Will student student
approve Staff will check
again students
application
college fees get the college
offer?
application data
Print pre-
register slip
Staff reject if Student can
No not exceed apply for
qualification second time
Register at the
college
End
End
STUDENT PROCESS EXPLANATION
1. Student Application
Student needs to fill out the online form through the Student Portal.
2. Will Student Get The
College Offer?
If the students are success to get the college offer, they may proceed
with the next step. However, students who are fail to obtain the college
offer may request for appeal college application. Student may proceed
to the next step if they success to obtain the college offer. But if it is not,
that will be the end of it.
3. Pay The Fees
After accepting the college offer, payment for college fees is due before
student register at the college. Failure to pay the fees will result in student
are not able to register during the registration day.
4. Print Pre-register Slip
Student are required to print the registration form, Aku Janji form,
payment slip and photocopy of the matrix card.
5. Register At The College
Upon arriving at the college, student need to hand in the registration form,
Aku Janji form, a copy of matrix card and payment slip at the registration
counter. Staff will then give the key room to the student.
STAFF PROCESS EXPLANATION
1. Receive Student Application
Staff will receive all the students application through the Student Portal
name through students
2. Student Screening
Staff will verify the student's identification and check if their college merit
allowed them to apply for college application or not
3. Staff Will Approve Their Application
If student's application is complete and their requirements have exceeded the
qualification stated, they will receive college offer within one month
4. Staff Will Reject Student Application If Not
Exceed Qualification
Student are allowed to apply for second time if they want to stay at college
EXAMPLE OF FORM (INPUT)
College Registration Form
This is an example of the form to
apply for the college. The students
need to fill up the form of their
personal details and parents or
guidance information. The students
also need to sign the "Aku Janji"
section in the form as a proof that
their details are right
EXAMPLE OF REPORT (OUTPUT)
Data of the students'
information based in
the form
These data are extracted from
the registration form that they
have filled in into Excel. Their
information then will be look
on the student's household
income as well as their college
merit. These two data are
important to look upon to
choose the students who are
eligible to stay in college
EXAMPLE OF REPORT (OUTPUT)
College Registration
Result
Once the staff have completed
choosing the students, they will put
the results in the server. The
students then can check their
college registration whether they
are successful or fail to get the
college. Referring to the picture
here, one of the students is
successful to stay in college
PROBLEM STATEMENT
Student Staff
1.Documents are misfiled
1. Time consuming
It is because they have received many hard copy
Students need to make queue at the
registration form during the college registration; thus,
Cafeteria to hand in the registration form
the chances of misfiled records is high when handling it.
and get their room key.
2. Increase in the staff cost
2. No social distancing More staff are needed to manage the records because
During queue, social distancing might be of the significant number of records that need to
challenging to implement as many students manage and control.
doing registration on the same day.
3. Inadequate space
It is because the massive amount of documents they
received during the registration that requires them to
make ample space for placing the records to reduce the
risk of records being damaged, lost and duplicated.
THANK YOU
PUTERI NUR AINA BINTI ASMADY (2019601706)
NUR SYAFIKA BINTI MOHD YUSOP (2019488986)
NURUL AINA BINTI AB HALIM (2019814402)
NURUL AINUR NELISSA BINTI KAMARUDIN (2019660656)
NUR NAJIHA BINTI ABDUL MANAN (2019848676)
