ASM553 Flowchart Individual Assignment PDF

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Download ASM553 Flowchart Individual Assignment PDF

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ADMINISTRATIVE OPERATION SYSTEMS (ASM553)

INDIVIDUAL ASSIGNMENT: FLOWCHART PROCESS FOR PTPTN APPLICATION

PREPARED FOR: MADAM NOR MASLIA BINTI RASLI SAMUDIN

PREPARED BY: NUR SYAFINA BINTI MOHAMAD NAZRI (2020627522)

CLASS: BA232 3A

DATE OF SUBMISSION: 5 NOVEMBER 2021

1.0 INTRODUCTION National Higher Education Fund Corporation or also known as Perbadanan Tabung Pendidikan Tinggi Nasional (PTPTN) is responsible for providing education loans to students that will pursue studies in Malaysia. This agency is under the Ministry of Higher Education. November 1, 1997, PTPTN operates at Wisma Chase Perdana Building, Off Jalan Semantan, Damansara Heights, Kuala Lumpur. PTPTN's vision is to be the leader of the country's higher education fund while its mission is to manage savings and loan funds effectively based on excellent governance, integrity, and strategy. PTPTN's motto is "Your Opportunity for Success". PTPTN's objective is to open opportunities for a better future through the benefits and added value gained from higher education. The flowchart that has been chosen is the horizontal flow process chart as it was useful for illustrating a work process that involves multicopy forms. The flowchart below shows the step of the process on how to apply for a PTPTN loan for students. There are six steps where a student must follow to apply for the loan successfully.

2.0 FLOWCHART PROCESS FOR PTPTN ONLINE APPLICATION FOR STUDENTS.

Start

Opens SSPN-i account and bank account

Purchases a PTPTN Pin

Re-apply

Applies for PTPTN loan

Application process

Reject Results Approve Prints out the PTPTN offer letter

Fill up “PTPTN Education Loan Offer Cancellation and Rejection Form” Results

Eligible to re-apply

Not eligible to re-apply

End

End

3.0 WHO’S RESPONSIBLE FOR EACH STEP AND FLOW OF INFORMATION ACTIVITIES.

Step 1 – Open an SSPN-i account and bank account Students need to open an SSPN-i account first at any chosen bank which is Agrobank, Maybank, Bank Islam, Bank Rakyat, or PTPTN branch to obtain an SSPN-i account number. Students also had to make sure the open a bank account followed by the choosing bank by the university. For example, UiTM student should open one Bank Islam account as UiTM has choose Bank Islam to carry out processes involving PTPTN loan.

Step 2 – Buy PTPTN PIN number. After that, students need to buy a PTPTN PIN number at any BSN counter branch with a unit value of RM5.00 only. This PIN number must be kept by the student for use when applying online. The validity period of this PIN number is for 6 months from the date of purchase of the student.

Step 3 – Applies for PTPTN loan. Next, students can apply the application online through the official website of PTPTN (https://www.ptptn.gov.my/ionline/#/login). Students need to fill in the password and PTPTN pin number. Once students log in, students are asked to complete personal information, parents, and educational background. Among the important information such as bank pin number and SSPN-i, and parents' EPF number. Students need to make sure the information is filled in correctly before submitting it. This is because, if the information provided is incorrect, the student is no longer allowed to change the information already filled in the form submitted. After completing the form, students need to ensure that the application has been submitted.

Step 4 – Application process. The application process will be processed by PTPTN according to the date that has been set. Students can check the date that has been set through the official website of PTPTN. PTPTN application will be processed within 6 working days from the PTPTN closing date. The dates set vary according to the respective universities. For example, the PTPTN UiTM application date is open from 01 October 2021 to 31 October 2021. Applications that are made in October, the approval results will be known in November 2021, subject to change if any.

Step 5 – Results. PTPTN will send an email to students whose applications have been approved. Students are required to complete the offer document included in the email. There are two situations why student application will be rejected. Students fulfil requirements to apply but make mistakes while fill in the form and student who does not fulfil the requirement to apply for PTPTN loan. Student who makes a mistake, they are required to fill the PTPTN Education Loan Offer Cancellation and Rejection Form. It can be downloaded from the PTPTN website and submitted to any nearby PTPTN office. After that, students need to purchase a new pin number from Bank Simpanan Nasional (BSN) and re-apply within the next application date. While student who does not fulfil the requirements, they are not eligible to re-apply for a PTPTN loan.

Step 6 – Prints out PTPTN offer letter. Students whose application have been approved have print the PTPTN document form in the email in 2 copies using 80gsm A4 paper. In the form, the important thing is the signature of the grade A officer's witness and the signature of the PTPTN witness and a copy of the university's offer letter. On a certain date, PTPTN officers will come to collect the document form. Witness signatures of grade A officers will be available during the document submission process. For forms that may have date errors, students are asked to correct the date. Lastly, officers will check the name in the system first and then the document submission process is complete. After that, students must wait approximately a week after submission of documents before the money is credited to their bank account.

4.0 DOES THE WORKFLOW PROCESS FACILITATE WORK EFFECTIVENESS?

The workflow process for online PTPTN loan application is effective because students can save time. This is because students no longer need to go to the PTPTN office to complete the application process. Students can also access PTPTN's official website at any time if they have a good internet connection and electronic devices such as laptops and telephones. Other than that, students can ask questions directly through the careline line: 032193 3000 provided on the official website of PTPTN. Students can also chat with one of the PTPTN staff through PTPTN Live Chat. Operating hours for careline and live chat line are from Monday to Friday on 9.00 am to 5.00 pm, except public holidays. This will make it easier for students to contact PTPTN to obtain the required information without having to go to the inquiry counter at any PTPTN branch. In addition, PTPTN also provides manuals that students can download from their official website. Therefore, students can read and understand the guide first to help them to fill out the form online later.

5.0 ARE THERE ANY WEAKNESSES OF THE WORK PROCESS FLOW? There are some weaknesses that I found during the PTPTN application process made online from my observation and experience, First, students must have a stable internet connection to ensure that no problems will occur during the application process. Students who live far from urban areas may face unstable internet connection problems. This will make it difficult for them to access PTPTN's official website, let alone complete the application. Students may also need to re-apply for a PTPTN loan as they are in a hurry to complete the details while they still have a stable internet connection at the time. Other than that, this process will take longer time for students. Due to an error when filling in the form, students need to fill in the "PTPTN Education Loan Offer Cancellation and Rejection Form" and send the form to the PTPTN branch to be confirmed by PTPTN that the student will be eligible or not to apply for the second time. If student is eligible, only then they can re-apply. After that, students must repeat all the steps for their second application. The date that has been set by PTPTN may be missed due to some processes where students must wait to proceed to the next step....