How to handle sudden increase in traffic for online admission systems using ePravesh®

Modern College of Arts, Science & Commerce is one of the reputed institutes of Pune region, in India. It is a group of institutes under Progressive Education Society. Established in 1970’s , due to the reputation and quality of education there is always rush amongst the students for getting the admission in various courses offered by the institute. Students from various regions of State of Maharashtra try to apply to this institute.

WHAT? – What was the initiative?

Due to its reputation students not only from the Pune Region but also from the entire state are interested in getting the admission to this college. Like any other traditional admission process, which involved students visit to institute to get the admission form and then to submit it along with the demand draft of the form fees. This is very awkward for the students from the different parts of the state as it involves the time and money for travel for visiting to institute.

Because of the overwhelming response from the students over the years, college wanted to simplify admission processes and wanted to remove dependency of admission committee with the help of technology usage. College was looking to automate and simplify the entire process which involves the Online Form Submission, Shortlisting of students, Communication with the students & parents about the Merit list, Waiting List, Second Merit lists etc. Drafts, Incomplete application forms, short listing of suitable candidates for counseling process etc.

WHAT? – What the College wanted?

The College wanted to reduce down the workload on the Admission Committee but at the same time wanted to have a robust system that could help to have the reliable admission process that will be userfriendly even to the students who are applying for the admission. College was also thinking that admission process simplification would result in better service to prospective students & their parents. Also college would be benefited in the accreditation process like NAAC Accreditation that weighs high in terms of ICT implementation to be done.

HOW? – How they got what they wanted?

Since managing of IT infrastructure was not core activity of the institute, they decided to manage admission process with the help of ePravesh® (Designed and developed by Splashgain Technology Solutions Pvt. Ltd.) which is a platform for online admissions. With the usage of ePravesh® platform for the admission process, entire situation changed for the institute. There was more than 100% year-on -year (Y-O-Y) rise in the receiving the number of applications. Due to usage of technology that was not just capable of handling the administrative tasks but also the marketing the institute in the social media space, the institute received more number of applications for the course compared to previous year.

Seamless Online Admission Process

There was concurrent access of hundreds of students simultaneously to submit online admission form. Due to cloud computing approach of ePravesh®, system was able to scale up dynamically and handle increase in traffic so there was no error of server crash, system shut down or access denial etc. All students were able to submit online admission forms without any error. There was also instant live chat (Cloud Based solution widget) support to students submitting the form. So, during form submission the number of errors reduced substantially. Institute never had to invest in costly hardware, servers or software licenses and the cloud computing provided them the power to manage the whole demand during the admission process in most professional way.

Better Reach

Usage of Technology helped the Institute not only to receive the applications from Pune and the state of Maharashtra but also managed to get the applications from sates like Kerala, Punjab, West Bengal, Karnataka etc. Due to easy access of internet to the students and parents community the entire process becomes very easy even for the out stationed students. More no of applications certainly increased the cut-off for the merit list and better student quality could lead to good placements for the institute, one of the important performance parameters for the institute perceived by the students and parents.

WHAT? – What they got?

The Admission Platform provided the solution to both the institute as well as the students. Simplified online admission procedure helped majorly in reducing the paper work. Savings of administration cost – lesser budgets for print and media expenditure. Reduction in turn-around time of student application and confirmation. Reduction in errors of application data analysis . Easy to target students from around the globe. Reduction in resources required for the admission process. Ease of communication over email, SMS with prospective students. Attracting more number of applications for the course with the reusable resources such as institute brochures forms. Institute leveraging / creating on brand using tools such as online advertisement, advance features including blogs, discussion forums etc.

 ““….We received excellent feedback from the parents and students community, support staff regarding ePravesh which has simplified admission process .We have received excellent feedback from the Admission Section of our college due to this solution their work has been simplified and readily available reports were handy to take care of day to day activities and functioning during the admission period. …..” ”

Prof. Mr. Deshmukh
Vice Principle Modern College