As-Is Document

Module: Project Name: Alumni Office

Sub-Module: Alumni Office Product Name:

Prepared by
Purpose Alumni Working
Document ID

Version Revision Date Revision Description Revised By Reviewed By

1 Draft Version

Signoff
Business Process Owners
Name Project Role Date Signature

IIMA Project Team

Name Project Role Date Signature

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Yash Functional Team

Name Project Role Date Signature

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Contents
1. SUMMARY ……………………………………………………………………………………………………………………………………………………………………………4
2. REUNION ……………………………………………………………………………………………………………………………………………………………………………5
3. UPLOADING …………………………………………………………………………………………………………………………………………………………………………8
4. VERIFICATION AND APPROVAL …………………………………………………………………………………………………………………………………………………11
5. WIMWIAN MAGAZINE………………………………………………………………………………………………………………………………………………………………14
6. DATA UPDATION ……………………………………………………………………………………………………………………………………………………………………17
7. TECHNICAL SUPPORT ……………………………………………………………………………………………………………………………………………………………… 18
8. OFFICE SUPPORT ………………………………………………………………………………………………………………………………………………………………………20
9. SPECIAL INTREST GROUP (SIG) ………………………………………………………………………………………………………………………………………………………22
10. CONVOCATION ………………………………………………………………………………………………………………………………………………………………………….24

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

SUMMARY

1 Reunion Support (refer Reunion Word file below)

2 Uploading of passing out batches & EEP Participants at Alumni Portal & preparing Alumni-Icard (refer Uploading Word file below)
3 Manual approval & Verification of users at IIMA
Alumni Portal (refer Veri-Appro Word file below)
4 WIMWIAN magazine (refer WIMWIAN Word file below)
5 Data updation Exercises & Alumni database management (refer DataUpdation Word file below)
6 Technical Support to Alums (refer Technical Support Word file below)
7 Bulk Mails (refer Technical Support Word file below)
8 Office Support (refer OfficeSupp Word file below)
9 SIG Work (refer SIG Worksheet)
10 Convocation Support (refer convocation worksheet)

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

REUNION

Sr Sub Process (Click on the link to open screenshots)

1 All the bookings related to Reunion. (Rooms, CRs, Srs, auditoriums, grounds, etc) This booking is done a year prior. For example for December 2020 reunion
the booking for the rooms all
2 Before two months of Reunion bulk mail to reunion attending batch about their details @Alumni database
3 Updating the details @database for those who responds
4 Getting the Faculty List, Convocation Speech, Preparing Schedule for each reunion.
5 Preparation of Reunion Brochure
6 Preparation of Reunion kits before one week of every Reunion
7 Preparation, Printing of Reunion Banners & finally fitting @IMDC reception
8 Arranging different department services for Reunion
E.g. Electrical, Security, Housekeeping, Mess
9 Preparation of Reunion I-cards for the attending Alums
10 Coordinating with the vendor related to printing of ID-card
11 Dispatch of ID Cards
12 Arranging breakfast & high tea for Reunion
13 Preparation of one page profile of every Reunion attending Alum
14 Based on inputs from Alums updation of their respective data @Alumni database
15 Preparation of Director & Dean's message
16 Preparing welcome kit for the Alumni, programme schedule, participants list, coordinator’s list etc. for the reunion. {Welcome kit includes Deans letter, scribbling pad,
pen, Institute's map, CIIE brochure, Folder (Check list available in Reunion folder).
If the reunion is managed by event manager Alumni office will have to provide the above items to the event manager}.
17 Sending Director’s invitation for Silver Jubilee Reunion to the alumni, faculty, officers and HOD, RA and supporting staff.
18 Preparing booklet (Should include the convocation speech, photographs,reunion photographs if any etc…..)
19 Registration process at the time reunion which includes distribution of registration form, welcome kit etc..

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Reunion (8 to 10 Reunions)

Primary: Manager-Victor Pereira

Secondary: Clerical Assistant-

Ashmita Ayyappan

Support: Web Administrator-

Dhyanesh Vyas

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Uploading
Uploading of passing out PGP, PGPX, FABM, FPM batches data at Alumni Portal & Alumni I-Card preparation

Sr Sub-Process
1 Getting tentative passing list from PGP, PGPX, FABM, FPM Offices
2 Preparing this tentative data as per Alumni office data structure
Separate First name, Last name, DOB
3 To verify First name, Last name & to upload passport photo for Alumni I-Card Activation/configuration of Preparation of PHP, MySQL based Online Record Verification (ORV) module
Screenshot 1, Screenshot 2
4 According Course/Program assigning of Program code & Alumni code for every record
5 Uploading of Separated data to ORV module
6 Sending bulk mail to PGP, PGPX, FABM, FPM tentative passing out participants
7 According to change request received from passing out students execution of change/update in students data
E.g. Swapping of First name / Last name, Spelling correction
8 Downloading final data, photos & providing the same to Alumni I-Card Printer
9 Preparing final data for uploading @ IIMA Alumni Portal
10 Program wise uploading of data via csv @ IIMA Alumni Portal
11 Sending bulk Signup/Registration mail to uploaded participants with full procedure guidelines
12 Distribution of Alumni I-Card to Convating batches before they leave the campus

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Uploading of Single EEP participants

Sr Sub-Process
1 Helping participant to pay Alumni fee as per Alumni status guidelines
http://alumni.iima.ac.in/pdf/ALUMNI-Status-I-Card-policy-1-Apr-2012.pdf
2 After EEP Alumni pays fees informing same to Accounts department to credit the fees in Alumni Account
3 According the EEP program generation of Alumni code
4 Preparing the data & uploading @ IIMA Alumni Portal
5 Informing EEP Alumni about Signup-Registration process      
 
Uploading of EEP participants in batches (E.g. In company L&T)

Sr Sub-Process
1 Getting full list from EEP office about in company program
2 Alumni code allotment to the full list & dataset preparation for uploading
3 Uploading of participants
4 Informing them about Signup-Registration process via Bulk mail

Uploading of EEP participants from batches (E.g. EEP-EPBF)

Sr Sub-Process
1 Getting list from EEP office about a EEP program
2 From the list those participants who pays fees their data is processed by allotting them sequential Alumni Code
3 After EEP Alumni pays fees informing same to Accounts department to credit the fees in Alumni Account
4 Uploading of participants who paid fees
5 Informing them about Signup-Registration process

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Uploading (Portal and Database)

Primary: Head- Anurag Choudhury

(For Approval)

Secondary: Web Administrator- Dhyanesh

Vyas

(After getting approval the changes has to

be done )

Support: Manager- Victor Pereira and

Clerical assistant-Ashmita Ayyappan

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

VERIFICATION AND APPROVAL

S Verification
r Type Verification Details Verification Strategy
Verification
of
"Verification
Pending
Users" at Before Alumni office colloborated with
1 Almaconnect Almaconnect some users existed @ Almaconnect          

From this users whose email id didn't matched with

@Alumni database were tagged as "Verification
    Pending Users"          
Those who provide this
documents we map their
request with core Alumni
From time to time we send them message to database respective
provide proper Proof of identity as IIMA Alum such record
as scanned IIMA certificate / Alumni I-Card / Note: this exercise is
    Transcripts currently going on        
We map their request
Some of them donot provide certificate but reply with core Alumni
from their IIMA Email id stating below Email id database respective
    belongs to me record        
               
Before 2020 those who
provided scanned
certificates we were
Some participants whose record is not available adding their details
2 New record with us asks us to add their name as Alum @Alumni database        

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Onwards we will send

We ask for Proof of identity as IIMA Alum such as their details to Program
scanned IIMA certificate / Alumni I-Card / office for further
    Transcripts verification of their record        
               
New Email id
of existing Email id of Alum X is no more working or not As & when
3 user available   approaches      
Before 2020 if the Alum
provided Certificate we
He now uses new gmail id and requests us to were adding it to Alumni
    update his new gmail id @ his record @ database database        

Onwards we will verify his

email id with his Batch
Representative. If Batch
Representative approves
We ask for Proof of identity as IIMA Alum such as then only we will add his
scanned IIMA certificate / Alumni I-Card / email id @his respective
    Transcripts record.        

Manual Approval of users @IIMA Alumni Portal

Sr Sub-Process
1 The email used for registration @Alumni Portal is matched with the email that we have on record for an alum If it does not matches user is listed @Manual Approvals
2 From time to time we send them message to provide proper Proof of identity as IIMA Alum such as scanned IIMA certificate / Alumni I-Card / Transcripts        
3 Those who provide this documents we Approve them @Manual Approvals        
4 After Approval we map them with their respective record @Alumni database          
5 After Approval/mapping sending them related guideline mail        

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

WIMWIAN MAGAZINE
For Hard Copy

Sr Sub-Process
1 Research and suggest the tentative cover theme and framework for each issue
2 Commissioning features and stories from alumni community by liaising with the alumni on a regular basis, sending out briefs which can include word count, deadline etc.
3 Reading, writing/rewriting and researching features and articles, editing, proofreading and subbing copy to ensure it is ready to go to press
4 Attending relevant events, conferences, talks and generating content fit for magazine
5 Ensuring all campus calendar events are reviewed for content opportunities
6 Interview and coordinate with subject matter experts to generate content
7 Decide the design for cover page in each issue with a strong creative outlook
8 Compiling the final content of each issue and sharing-coordinating with the designer for final draft
9 Supporting the designer to achieve the best results till the final draft goes for print
10 Coordinating/following up with advertisement agency, designers, publishers etc. to ensure that the magazine gets generated within strict deadlines
11 Overall responsibility of raising the profile of the magazine
12 Data set preparation, label generation & printing for Wimwian magazine hard copy
13 Dispatch of WIMWIAN magazine to all Alums who have opted for hardcopies
14 Dispatching of alumnus magazine to Board of Governors, Society members and alumni.
15 Distributing the Alumnus Magazine internally to Faculty, Manager, Officer, Supervisor and RA (Permanent).
16 Verifying and Dispatching magazine via India post and magazine via Airmail.
17 Verifying foreign labels before dispatching the magazine via Airmail.

For web-version of magazine (wimwian@iima.ac.in)

1 Plan, outline, research, and upload engaging content for including campus events, relevant YouTube links, podcasts etc.  
2 Ongoing review, upload and creation of new content to ensure the website is accurate and up to date  
3 Perform keyword research and backlink analysis  
4 Produce actionable insights and regular reports using Google Analytics, Webmaster Tools and other SEO tools  
5 Ensure that all web content meets established institutional standards, brand guidelines, web policies, web content accessibility guidelines, and best practice for search engine  
optimization (SEO)

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

  Technical Support for every WIMWIAN web-version

1 Archival of the present running issue
2 Creating WordPress Category & Subcategories for the coming Issue
3 Content uploading for each Category created
4 Assigning uploaded content to WordPress pages
5 Assigning content to different widget
6 WordPress Widget, Plugin management
7 Management of Wordpress Carousel
   

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

WIMWIAN- ALUMNUS MAGAZINE

Primary: Editorial Associate- Aarohi

Chauhan
(Design and content and all the
coordination )

Secondary: Web Administrator- Dhyanesh

Vyas

(uploading the E-version and email the

same to all the Alums)

Support: Clerical Assistant-Ashmita

Ayyappan

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

DATA UPDATION
Reunion Data Updation Drive

1 Before two months of reunion sending bulk mail to reunion arriving batch about their details in Alumni database
2 Updation exercise for those who replies the bulk mail
3 Before one week of reunion preparing of One-page printed profile of every reunion attending Alum
4 On arrival of Alums contacting them @reception desk & verifying their details one to one personally with their One-page printed profile
5 According to the changes suggested by Alums updating back the same @Alumni database

Batch Wise Data Updation Drive

1 Contacting Batch coordinators with list of Alums with Invalid Email and or Invalid communication address details
2 Based on response from batch coordinators updation of latest details @Alumni database
3 After updation informing Alums about the changes performed via an email

Chapter Wise Data Updation Drive

1 Contacting coordinators with list of Alums with Invalid Email and or Invalid communication address details
2 Based on response from batch coordinators updation of latest details @Alumni database  
3 After updation informing Alums about the changes performed via an email  

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

TECHNICAL SUPPORT

1 Providing support to Alums regarding their Alumni Portal related queries

2 Password reset at Alumni Portal
3 IIMA Email id password reset
4 Solving Profile Login problem
5 Help to Alums to update their profile
6 On behalf of Alum updating of Alum's profile
7 Creation of New Alumni codes for New/Missing Alums
8 Data Extraction & different report generation work
9 Providing data related to alumni to different office (Director Office, PGP ABM Office, GPCA, Dean A&ER’s Office etc….) on demand.
 
  Creation of PHP, MySQL based Modules, Portals
1 on request of S-AERC developed Alumni blogging system https://wimwian.iima.ac.in/alumniblog/
2 Creation of PHP, MySQL based Module for the details verification of Passing out candidates & any other modules as per requirement
3 Development of SIG Portal

Bulk Mails
 As per the audience of the mail Filtration & preparation of dataset
 Removing Invalid mail records from dataset
 As per the bulk mail content html coding
 Testing of bulk mail & finally sending the bulk mail

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Alumni I-Card

 When the Alumni request for the ID card we send them a payment gateway link to pay the Alumni Membership fees. Once the payment is done we share them the ID card form link, which
they have to fill on the portal.
 Checking & processing Alumni I-Card requests @Online Alumni I-Card Form https://web.iima.ac.in/alumni/aluicard.php
 Based on details submitted either Approving or sending message or rejecting application. If the form matching the details in our database then if will be approved and send for the ID card
process and if not then we ask the alums for clarification.
 Once the ID card is prepared and ready to dispatch we send an address confirmation email to them.
 Sending bulk mail through mail merge to alumni for confirming their address before dispatching the ID-card.
Preparing Label and Dispatching of I-card.

  

Primary Contact Person: Web Secondary Contact Person: Clerical

Administrator- Dhyanesh Vyas assistant- Ashmita Ayyappan

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

OFFICE SUPPORT

o Processing the bills by verifying the details and get it approved by the Manager and it to the Accounts department.
o Coordinating with chapter and batch coordinator for report related to chapter as well as batch activities and forwarding the same to Alumnus editorial.
o Updating chapter coordinator’s list, typing articles provided by the editorial associate.
o Overall management (Young Alumni Achievers Award
o Booking Rooms for the Awardees. Mail to Reservation
o Coordinate for Transportation facilities for Awardees
o Follow-up with awardees and organizing of event on the orientation day
o Coordinating with Stores Department (for moments (Ordering and Requisition)), Communications office (press conference and Video interview), transport section (Pick up and
Drop), Housekeeping office, Samovar and other departments in terms of work related to Young Alumni Achievers Award Function.
o Preparing programme schedule for the function.
o All correspondence related to the award function with the Awardees
o All other works related to the Award function
o Creating Sub-code for each paid participant in the Accounting Software (Fees received through Payment Gateway, Cheque, NEFT, IMPS, Wire Transfer etc.)
o Entering the details of the each and every transaction in the Accounting Software i.e. IDPS
o Generating Invoice for each and every paid participant and maintaining an Office copy for the same
o To keep Accounts office informed about the transfer of the fees, invoicing and other reports
o Facilitating them for better networking
o Getting the Faculty List, Convocation Speech, Preparing Schedule for each reunion.
o Corresponding with in company participants related to Alumni Membership.
o Other Alumni: ExEd Programmes, AFP, e-Learning Programmes
o Preparing annual, chapter and reunion report for board meetings
o Day to day correspondence via email on queries related to Alumnus I-card, The WIMWIAN Magazine, sign up in alumni website, room booking, education verification, transcripts,
duplicate certificates etc….
o Attending phone calls related to various queries from alumni and other departments.
o Preparing chapter report as per the details published in The WIMWIAN Magazine.
o Collecting Alumni Membership Fee from AFP participants and coordinating with Accounts Section.
o Coordinating with different departments before convocation for the list of students.
o Booking facilities for study circle organized by Ahmedabad chapter.
o Providing assistance for various surveys and rankings to other departments
o Providing assistance for updating database.

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

SPECIAL INTREST GROUP (SIG)

1 Creation of Groups
2 Assist the faculty, alumni, students and staff in providing support for SIG activities
3 Coordinate with relevant stakeholders
4 Plan and execute conferences, workshops, events etc
5 Manage communications about SIG activities
6 Coordination with the accounts department for events
7 Maintain database and mailing lists of SIG members
8 Keep the SIG database updated
9 Arranging the responses from the alumni into different SIGs

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Special Interest Group

Primary: Head- Anurag Choudhury

Secondary: Clerical Assistant-Ashmita

Ayyappan

Support: Manager- Victor Pereira and

Web Administrator Dhyanesh Vyas

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

CONVOCATION SUPPORT

o Updating List of Invitees (Collecting the list of invitees for the convocation- majority of the list details we get from CAO and HR Office.)
o Follow up for Invitation cards and E-invitation cards and Convo email Draft- Director Office will provide us the same
o Sending Invitation (by email and post) (before 20 days of Convocation)
o In every year 50 years’ batch will be attending the convocation so the entire coordination for that will be done by alumni office.
o Arranging the boarding and Lodging of the 50 years Batch
o Arrange photo session for the batch (50 years)
o Seating arrangements at LKP during the convocation and various other places when they are here in the campus
o Coordinating with the program offices
o Booking Rooms for the Alumnus
o Coordinate for transportation, housekeeping. Etc. for the alumnus
o Distribution of the Invitation and dinner cards
o Robbing of the gown of the 50 years’ batch
o Follow up for the Donor's list from Development office
o Forwarding the response on the E-Invitation to Director's office
o Keeping a track of the confirmed invitees

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 As-Is Document
Module: Project Name: Alumni Office
Sub-Module: Alumni Office Product Name:

Convocation

Primary: Manager- Victor Pereira

Secondary: Clerical Assistant-Ashmita

Ayyappan

Support: Head- Anurag Choudhury and

Web Administrator Dhyanesh Vyas

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