iVAS Counseling Project:-

Specification:-

iVAS solution Pvt limited is a education institute providing training on Oracle products. The process
involves enquiry, enrollment, Inviting new students for the new batch, fee collection and preparation of
monthly and quarterly collection reports. Currently all the above mentioned processes are done
manually. Detailed steps involved are :

 A student walks in and fills up the enquiry form. The enquiry form contains the student details
like name, address, email address, mobile no, course preferred and preferred batch timings etc.
 Once the students fill the enquiry form, the counselors will counsel them by giving details of the
course and duration etc
 The result of the counseling
1. Student may get interested in the offered course and will be ready to take the demo
class immediately
2. Student is interested but may not ready to take up the demo class immediately due to
various reasons.
 If the student is ready to take the demo class and he is satisfied with the demo class he will get
registered by either paying nominal amount or full fee payment
 If it is part payment the counselors has to follow-up with the student on the date specified by
the student when he is registering.
 If the student is not interested to attend the demo class immediately then counselors will follow
– up with the student whenever there is a demo of the course for which the student is
interested. To do this the counselors are filling the enquiry form course wise
 Once a student is registered for the course he/she is interested, then in the enquiry form filed
by the student will be marked as registered
 The counselors are also responsible for preparing monthly / quarterly collection report.
 Validity of an enquiry form is 3 months
 Whenever there is a follow up with students the feedback from the student will get updated.

Difficulties Faced in the current system and the solution from the proposed system

 Sometimes the cycle is not getting completed i.e. Marking of enquiry form if the student is
registered – proposed system starts from the enquiry form entry and ends at counselor’s
feedback for closing the loop. Hence one can’t miss the steps in between.
 Following up with the students for fee, this is person dependent not process dependent –
Proposed system will give reminder if the fee collection is not done on due date.
 Following up with students who attended the demo is manual- With the help of proposed
system, once the enquiry form is updated, its easy to do a follow ups for those who attended the
demo and got registered.
 Preparation of reports is time consuming- Proposed system will generate different combination
of report which will be more comfortable to understand and user friendly.