Future State - Check Out

CHECK OUT CLEARANCE - Future State Auto tag reference no

Student Central/ THM Customer Service Center

On-line (e-CO form)

Student Return key Auto reply on screen and email to student

Business rule: Warden able to amend details in eCO form and update refund and deduction details

Able to retrieve e-CO form by student ID and ref no

Retrieve e-CO from CRM

Design eCO form

Unit inspection with student

Update CMS on check out date

Update CRM on refund and deduction into e-CO form

PT

10 min

PT

30 min – 1 hr

PT

10 min

PT

5 min

LT

30 min

LT

1 – 2 hr

LT

1 wd

LT

5 min

FTQ

100%

FTQ

100%

FTQ

100%

FTQ

100%

Total

With deduction

PT

1 hr – 2 hr

LT (PT + WT) FTQ

Without deduction 1 hr 55 min – 2 hr 55 min

1 wd 1 hr 35 2 wd 1 hr 35 min – 2 wd 2 hr 35 min – 1 wd 2 hr 35 min min 95%

100%

System track tenancy expiry date and send reminder e-mail to students 2 months prior to tenancy expiry date

System send e-mail to notify wardens when e-CO is submitted

With deduction

Without deduction

Auto tracking – a summary of students with tenancy expiry date (from CMS) to be sent/ alert warden 2 months prior to tenancy expiry date

Business rule: If check out date is on that day, then no e-mail notification to be sent to warden

HOD to verify and approve

System send form to Accounts Dept

PT

5 min

LT

1 wd

FTQ

95%

Business rule: “Need approval “ check box 1. if checked – system route to HOD for approval 2. if unchecked – system route to Accounts for processing

STUDENT CENTRAL/ TAYLOR’S HOSTEL MANAGEMENT – CUSTOMER SERVICE CENTER Check Out Clearance Process

Taylor’s Hostel Management Customer Service Center

Student

Start Update check out date and other relevant details into CMS

Receive room key from student

1

Fill up e-COF from CRM 2

Update refund and deduction into CRM according to Check Out Inspection Form

Retrieve e-COF from CRM

3

Return room key to THM CSC Arrange for unit inspection with student

With deduction

Inspect room/ unit together with student

Record condition of items in the unit/ room (good/ faulty and remarks) into Check Out Inspection Form manually

Requirements and Business Rules: 1

Without deduction

4 Head of Department to verify and approve e-COF in CRM

System route e-COF to Finance Department for CMS refund & deduction details entry and preparation of cheque

Refund Process

End

1. System to tag reference number for each e-COF sent. 2. Student should receive auto reply on screen and e-mail once the e-COF is submitted. 3. System send e-mail notification to wardens once e-COF is submitted. 4. If check out date is on that day, then no e-mail notification to be sent to wardens.

2

Wardens should be able to search the e-COF by student ID or reference no (tagged by system).

3

Wardens are allowed to amend details and update refund & deduction details in the e-COF.

4

For check out cases involving deductions (fine): Wardens should checked the “Need Approval” check box and system should route the e-COF to Head of Department for approval. For check out cases not involving deductions (fine): “Need Approval” check box is unchecked, therefore system should route the e-Check Out Form to Finance Dept for cheque preparation.

Note 1 Monitoring of tenancy expiry date:

System to track tenancy expiry date (from CMS)and send reminder e-mail to students 2 months prior to the tenancy expiry date. Thereafter, a summary of students with tenancy expiry date to be sent/ alert wardens.

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Abbreviations: COF : Check Out Form CMS : Campus Management System THM : Taylor’s Hostel Management CSC : Customer Service Center