| Quality Management

Process modelling exercise

Handle applications for University
Programs
Name: Date: 06/10/2016

1. Description of the process

Those interested in attending a particular programme should submit their

applications either by delivering the paper form directly at the helpdesk of
the the Secretariat, by email or submitting the a web-form.

In the Secretariat, one of the officers checks if the applicant provided all of
the required data correctly. If the form contains errors or inaccuracies, the
applicant is notified and must re-submit his application.

If the form is correct, a receipt is given to the applicant as a proof that his
application was submitted (if the form has been delivered directly to the
Secretariat), or an e-mail is sent (for submissions via web).

Next, the Secretariat registers the application in the information system.

When the applications deadline is met, the Secretariat sends a copy of all
the received applications to the Programme Director.

For each application, the Director may refuse the application if the student
doesnt fulfils the technical and scientific requirements to attend the
program.

Otherwise, the applications are sent the Scientific Committee of the

program for further appreciation.

The scientific Committee analyses the set of valid applications and

prepares a serialized list of the applicants. This list is then sent by the
Director to the Secretariat.

The Secretariat shall notify the applicants by e-mail or telephone. In the

case of the rejected applications, besides the e-mail with the notification, a
letter formalizing the decision is also sent.

The accepted candidates have one week to confirm the intention to attend
the course and pay the first fee. This payment can be done either by going

2. Swimlane model

Process name:

Swimlane model

Actors
Candidate

Secretary

Tasks
Submission
and
Verification
of the
Application

Inscription

Director

Evaluation
Scientific
comitee

Author

Date

Version

Process name:

Swimlane model

Actors
Candidate

Secretary

Tasks
Submit
Applicati
on

Check
The
Applicati
on

The
Applicatio
n has
errors?

Y
N

Director
Scientific
comitee

Author

Date

Version

Notify the
Applicant
Give the
receipt to
the
Applicant

Registe
r in the
System

3. Flowchart model

Process name:

Flowchart model

Thank you !