Submitted by- Anshu Verma

Radhika Agarwal

Raksha Srivastava

B.Tech, Banasthali Vidyapith, Rajasthan.

A flowchart is a type of diagram that represents an algorithm, workflow or process, showing the steps as boxes of various kinds, and their order by connecting them with arrows. This diagrammatic representation illustrates a solution model to a given problem.

. The two most common types of boxes in a flowchart are:

A processing step usually called activity, and denoted as a rectangular box. A decision usually denoted as a diamond.

This technique allows the user to locate the responsibility for performing an action or making a decision correctly, showing the responsibility of each organizational unit for different parts of a single process.

There are varieties of symbols that are involved in designing a flowchart. Some of the most commonly and frequently used ones are discussed here:

Start and end symbols / Terminators

Represented as circles, ovals or rounded (fillet) rectangles, usually containing the word "Start" or "End", or another phrase signaling the start or end of a process such as “Begin” or “Stop”.

INTRODUCTION TO FLOWCHARTS

SYMBOLS USED IN A FLOWCHART

Process / rectangle

Flowchart is used to illustrate a process, action or an operation. These are represented by rectangles; and the text in the rectangle mostly includes a verb. Examples include 'Edit video', 'Try Again', 'Choose your Plan', etc.

Arrows

An arrow coming from one symbol and ending at another symbol represents that control passes to the symbol the arrow points to. The line for the arrow can be solid or dashed.

Subroutines

Represented as rectangles with double-struck vertical edges; these are used to show complex processing steps which may be detailed in a separate flowchart. One subroutine may have multiple distinct entry points or exit flows.

Input/output

It is represented as parallelogram. It shows operations which have no effect other than preparing a value for a subsequent conditional or decision step.

Conditional or decision

Represented as a diamond (rhombus) showing where a decision is necessary, commonly a Yes/No question or True/False test. The conditional symbol is peculiar in that it has two arrows coming out of it, usually from the bottom point and right point.

Junction symbol

Generally represented with a black blob, showing where multiple control flows converge in a single exit flow. A junction symbol will have more than one arrow coming into it, but only one going out.

Connectors

Connectors are usually used, in case there is lack of space. This symbol shows continuation of the flow chart from one page to another or from one process to another. The connection is provided by indicating a letter at the points of connection.

Apart from the symbols mentioned here there are many more symbols(Storage, Document, Sort, Extract, Delay, etc.) that are used to develop a flowchart, but these are however not so generally used. We have tried to use the here discussed symbols to the very much extent possible.

The types of flowcharts range from simple to complex depending on their functionality and the requirement of the user and organization who demand its designing. But the developing of flowchart in general follows the criteria as specified by the three major types and structures of flowchart. These are described as follows:

SEQUENCE:

A series of actions are performed in sequence. It gives a simple step wise flow of data or the way a task must be carried

out. It generally includes terminators, process, input/output boxes and arrows

to show the flow.

TYPES OF FLOWCHARTS

SELECTION:

One of two possible actions is taken, depending on a condition. It makes use of a new symbol, the diamond, which indicates a yes/no

question. If the answer to the question is yes, the flow follows one path. If the answer is no, the flow follows another path.

It helps us in determining the action that has to be performed depending on the prevailing circumstances.

YesNo

ITERATION:

An iteration structure represents part of the program that repeats. This type of structure is commonly known as a loop.

A loop tests a condition, and if the condition exists, it performs an action. Then it tests the condition again. If the condition still exists, the action is repeated. This continues until the condition no longer exists.

Levels of flowchart help us determine the amount of data flow that is represented by a specific type of flowchart.

What are the levels of flowchart? Macro Level - The big picture view of the major steps in a process.

Mini Level - It focuses only on a part of micro level.

Micro Level - The small picture view of the steps in a process. It provides the very minor steps, documenting every action and decision.

An Illustration:Given below is a flowchart distinguishing the use of various levels of flowchart for the process Plan of the Day (POD).

LEVELS OF FLOWCHART

Difference Between Micro Flow chart and Macro Flow chart:

Macro Flow Chart Micro Flow Chart

Macro flowchart shows less information.Macro flowchart is easy to design.Macro flowchart is difficult to study and understand.

They show major steps of process.

Micro flowchart shows more information.

Micro flowchart is difficult to design.Micro flowchart is easy to study and understand.

They show all details necessary to capture exactly how a process is done.

MACRO FLOWCHART OF COLLEGE ADMISSIONS PROCESS

START

SHORT LISTING AND ISSUING OF

ADMIT CARD

ENTRANCE EXAMINATION

INTERVIEW AND MEDICAL

CHECKUP

DOCUMENT VERIFICATION

BRANCH AND HOSTEL ALLOTMENT

FEE SUBMISSION ALONG WITH DECLARATION FORM FILLING

JOIN CLASSES

END

FORM FILLING

RESULT

COUNSELLING

START

ADVERTISEMENT: news papers, banners,

radio, TV.

WEBSITE

RECOMMENDATION: relatives, students of

university

FORM FILLING: personal details

centre and branch preference.

OFLINE

ONLINE

SHORT LISTING: on the basis of reservation and

certain criteria(s)

YES

NO

ENTRANCE EXAMINATION

Drop out

RESULT FAIL

Drop out

PASS

CALL LETTER SENT

Qualified or not?

REPORTING FOR

COUNSELLING

INTERVIEW

NO

YES

DOCUMENT VERIFICATION

DROP OUT

MEDICAL CHECKUP UNFIT

DROP OUT

BRANCH ALLOTMENT

FIT

HOSTEL ALLOTMENT

HOSTELERS

ENDDAY SCHOLARS

FEE SUBMISSION

JOIN CLASSES

DECLARATION FORM

FILLING AND PROVISIONAL ADMISSION

LETTER

MICRO FLOWCHART OF COLLEGE ADMISSIONS PROCESS PROCESSPROCESS

MICRO FLOWCHART OF RESULT PROCESS

RESULT

OFFLINE ONLINE

UNSURITY ABOUT RESULT DATE:

DELAY/DATE EXTENSION

EVALUATION: on the basis of

RESERVATION SYSTEM

QUALIFICATION

ENTRANCE EXAM SCORE

BOARDS MERIT

NRI/ NATIONA

CATEGORWARD OF

STAFF MEMBERS

MODE OF EVALUATION

AUTOMATED

COSTLY

MANUA

TIME CONSUMIN

Result

Result is an integral part of the admission process. Without result the admission process is incomplete. A lot of attention has to be paid while declaring a result.

The result is declared by two means: Online and Offline. The problem definitions regarding result process are:

a) There are two modes of evaluation: manual and automated. The manual evaluation is very time consuming as it requires a lot of concentration by the evaluator. There are chances of mistake(s) being made by him/her. This makes the manual evaluation process very risky.

The second mode of evaluation is automated which requires the use of machines like an OMR machine. The cost of buying and maintenance of this machine is very high. This makes this process very costly.

b) The final result is generated on two bases: Reservation and Qualification.

There are many criteria on which reservation is provided: 1) Caste basis. 2) Nationality. 3) Wards of any staff member.

These reservations always prevent from the selection of the brighter minds into the college.

Evaluation on the basis of qualification comprises of two methods: boards result and entrance examination’s marks.

MICRO FLOWCHART FOR FORM-FILLING PROCESS

FORM-FILLING

OFFLINEONLINE

WRONG ENTRIES: request for corrections.

LENGTHY FORMS:

unnecessary fields

QUERIES: what and how to fill.

SUBMISSION

FORM RECIEVED OR NOT?

NO

RE-FILLING

YE

ACCEPTED OR NOT?

NOYES

Form-Filling

The Form-Filing process is the very initial step of the admission process. It can be done by the applicant in two ways: Online and Offline. The problem definitions regarding this process are as follows:

a) A lot of queries arise regarding what to fill and how to fill in the application form. It takes a lot of time to respond to the queries and resolve them on time. Usually, it leads to the failure in resolving those queries.

b) The forms are very lengthy and comprise of many unnecessary and irrelevant questions and fields which makes it very time consuming and the evaluation of the form is also very difficult.

c) Applicants generally make wrong entries due to lack of experience and finally they end up calling the institute and request for corrections. This also makes it very time taking and frustrating for both the students and the institute staff.

d) After the submission of the form the main problem that arises is whether the form is received or not? If not then the applicant has to fill the form all over again. This way they have to go through the lengthy process again which increases the work load of admission staff as well.

e) Even after the successful submission of the form there may arise one more problem which is related to acceptance of the form. If yes then it is fine and if not then the admission process for that particular candidate stops there itself.

MICRO FLOWCHART FOR THE COUNSELLING PROCESS

COUNSELLING

INTERVIEW

QUALIFIED OR NOT? NO DROP OUT

YES

DOCUMENT VERIFICATION

NO PROPER DOCUMENTS

DOCUMENTS NOT AVAILABLE AT THE TIME OF SUBMISSION: e.g. - migration, transfer certificate, attested mark sheets.

MEDICAL CHECKUP

Experts and equipments required

Time and cost

constraint

BRANCH ALLOTMENTDemand for the

prosperous branch

Limited SeatsDesired branch not allotted

Counseling

Those who qualify the entrance examination are called for the counseling process. It starts with the interview process.

During the interview, the applicants are asked about their personal life, aims and objectives. This is basically focused on gathering the information about the nature and behavior of the student.

Those who qualify that, goes for the document verification and if the documents are found appropriate then the move forward for the medical checkup where it is checked whether the student is physically sound or not then finally they proceed to the branch allotment section where their respective branches are provided to them on the basis of their preferences, overall performance and the availability of seats.

Students with fake documents and those with poor physique are not allowed to take admission.

Lessons Learnt By Our Team

1. Analyzing the college admission process, we as a team got acquainted with the deep rooted problem and its causes that lie hidden in the long procedures.

2. Delay in one process delays the other and simultaneously causing chaos and confusion.

3. The staff and the faculty involved ought to have a healthy interaction so as to reduce complexity and redundancy.

4. Furthermore, most importantly we learned to work as a team, as unity with cooperation giving each member liberty to express.

5. We learned to manage the time and plan things well so that we could be concise and accurately complete our presentation.