COURSE REGISTRATION SYSTEM: THE WAY MOVING FORWARD

Abstract

Background and problem statement: The course registration process plays a pivotal role in ensuring a smooth flow for the registration journey. However, traditional registration systems often suffer from various limitations, leading to frustrations, inefficiencies, hindered registration progress, and delayed getting the response, invitation letter, ticket, and receipt. Where multiple personnel are required to manage different tasks. Current State Value Stream Mapping (VSM): Pre-CRS 1.0: Consist of 18 processes, with a processing time of 310mins & waiting time of 11985mins, and process efficiency of 2.25%, Non-Value-Added: Total Non-Value Added of 39, which includes motion, waiting, extra processing, overproduction & non-utilized talent, Value-Added: registration input, invitation letter, receipt, on-day registration with certificate. Post-CRS 1.0: Consists of only 6 processes, with process time of 42.3 minutes, waiting time of 21 minutes, and process efficiency of 66.75%. Kaizen Burst & Root Cause Analysis: Implement 7 in 1 module within CRS 1.0 (Registration, E-Invitation Letter, E-Receipts, Analytics, Accounting, OnDay Registration system & E-Feedback with E-Certs). When using automation modules, 1 single data from a participant is used from the beginning till the end, moderated by only 1 CRS 1.0 manager with no extra burden. Ishikawa Diagram identified issues where multiple personnel used to manoeuvre this registration system, extra processing of forms, delay in receiving invitation letters, postage costs, analysis resulting in errors or mismatch calculation, and overproduction of papers. Countermeasures & Action Plan: All 7 modules were included in the CRS 1.0 Google with autocrats, linked with the registration Google form & feedback Google form, For registration, once payment is validated, participants will receive the E-ticket, E-receipt and e-letter immediately, the same data will be used on Course Day registration using QR code scanner for fast registration, finally once E-feedback form is submitted, the participants will receive the E-Certs immediately. Sustainability: Successfully used & launched in a total of 6 courses (50 participants/course) & 3 conferences (involving 200-500 participants). The system can be easily replicated to MOH facilities with a secure domain with extra features by using MyGovUC 2.0 account.