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17
Marfinal paper
Techniques and Tools Applied:
The techniques that we adapt in making our research problem are:
First, will be the Design failure mode and effects analysis (DFMEA) - the purpose of DFMEA is to identify in which failure can occur, to estimate the effect and seriousness of the failure, and to recommend corrective design actions. Our basis is our own experience and what we see from the other students paying for their fee. The design also discusses the effect of the failure on the customer, such as dissatisfaction of the students/parents when they pay for their fee. It takes them a long time to wait for their turn to pay their fee, which is not convenient for the institution’s customers.
Next will be, the Affinity Diagram/ KJ Method which is a technique for gathering and organizing a large number of ideas, opinions, and facts relating to a broad problem or subject area.
Then lastly, we used the Flowchart Method to come up with decisions made by the employees themselves in improving the quality of the payment process/ procedure.
Affinity Diagram of the Poor Payment Process/ System
Poor Payment Process/ System
Machine
Outdated computer system
Slow computer recovery
Manpower
Insufficient number of cashiers
Inefficiently trained cashiers
Method
Ineffective system in line formations.
Few cashier windows are only available
Material
Insufficient information on payment slip
Payers
Saving slots for their friends or classmates
Wrong
prioritizati-on.
On this technique a group of six to eight people meet to consider a broad discussion about the problem that they encounter, like the topic, payment process. The researchers want to enhance the payment process, because the students encounter problems especially during the enrollment period. The researchers grouped similar concepts or ideas to know the root causes of the problem. The researchers tried to come-up with a good solution so the students can be satisfied, when they are paying their fee. The researchers need broaden their ideas so the researchers suggested and recommended best strategies or maybe solution for our accounting department on the issue about the payment process. The researchers need to give them feed backs about what students wanted or expected to happen.
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17
Marfinal paper
Cashier 3
Cashier 4
BEED Major in General Education
BEED Major in Special Education
BSED Major in:
English
Mathematics
General Science
BSED Major in:
Filipino
Music, Arts, and Physical Education
Sports and Recreation Management
BS Nursing
Education Building (EB)- Ground Floor
Institute of Education (IE)
Cashier 1
Cashier 2
Cashier 3
Cashier 4
BEED Major in General Education
BEED Major in Special Education
BSED Major in:
English
Mathematics
General Science
BSED Major in:
Filipino
Music, Arts, and Physical Education
Sports and Recreation Management
BS Nursing
Administration Building – Ground Floor
Institute of Nursing (IN), Institute of Law (IL), and other payments
Cashier 1
Cashier 2
Cashier 3
BS Nursing
BS Law
Other Payments
Schedule of Payment According to Year Level:
Day 1 - 1st Year Level
Day 2 - 2nd Year Level
Day 3 - 3rd Year Level
Day 4 - 4th Year Level
Day 5 – Irregular Student
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17
Marfinal paper
Current Payment Process:
Cash Payment:
1) The payer should secure a payment slip from the attendant.
2) The payer should fill-up the slip with the required information such as; student no., date, last name, first name, middle name, amount, cash breakdown, etc.)
3) Fall in line and wait for you turn.
4) Present the slip to the attending cashier.
5) Make the necessary payments.
Check Payment:
1) Secure a payment slip from the attendee in front of the cashier.
2) Fill- up the payment slip.
3) Write the necessary information at the back of the check such as:
- Student Name
- Student Number
- Institute and Course
- Address
- Issuer of Check
- Relationship to the Student
- Telephone Number (Issuer and Student)
III. ROOT CAUSES OF THE PROBLEM:
1. Machine
- Slow recovery of computers when the system has been down.
2. Material
- Insufficient information on payment slip filled-up by the payer.
3. Method
- Few cashier windows are only available to accommodate students.
- The system in forming the lines are ineffective.
4. Manpower
- Insufficient number of cashier placed in cashier windows to accommodate payers.
- Inefficiently trained cashiers.
5. Payers/ Customers
- Payers keep saving slots for their friends or classmates.
- Payers who are accompanied by their parents are prioritized even they are not in line yet.
IV. RECOMMENDATION AND BENEFITS:
The proposed Quality Improvement Plan focused on the following cited areas of the Payment Process of the University.
o All cashier windows should be maximized and opened for the convenience of the payers.
o There should be certain cashier windows open for every institute and for every course.
o Cashiers, attendants, and other personnel who will be in- charge in the payment process during the enrollment should be trained and instructed thoroughly.
o There should be additional number of attendants that will assist the payers in securing the payment slip and going to their assigned cashier windows, to avoid confusion in the part of the payers.
o Strict distribution of numbers in a first-come-first-serve basis. In this way, saving of slots will be prevented.
o There should be a fair treatment to every payer, even those students accompanied by their parents should fall in line and should get a number.
o Complaining parents should be sent to the Head Cashier’s Office to be guided by the payment rules and policies implemented by the university.
o There should be an implemented payment schedule for every year level.
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17
Marfinal paper
I. TITLE:
Proposed Quality Improvement Plan in the Payment Process of Far Eastern University- Manila During Enrollment Period
BACKGROUND:
Far Eastern University (FEU) in the City of Manila, West Sampaloc, University Belt area is the 6th oldest university in the Philippines and the 4th oldest private, non-sectarian, private university in the Philippines. Created by the merger of Far Eastern College and the Institute of Accounts, Business and Finance, FEU became a university in 1934 under the guidance of first president Nicanor Reyes, Sr. It soon became the leading proprietary, for-profit university in the Philippines. FEU’s campus is noted for a number of historical buildings preserved from the first half of the 20th century.
A payment system is a system for the transfer of money. What makes it a “system” is that it employs cash-substitutes; traditional payment systems are negotiable instruments such as drafts (e.g., checks),credit cards and other charge cards, documentary credit (such as L/C) and electronic funds transfers. Some payment systems include credit mechanisms, but that is essentially a different aspect of payment. Payment systems are used in lieu of tendering cash in domestic and international transactions and consist of a major service provided by banks and other financial institutions. In the US, they are regulated by different state statutes (UCC) and Federal regulations.
Additional forms of payment systems (including physical or electronic infrastructure and associated procedures and protocols) are used to settle financial transactions in Automated teller machinenetworks, Stored-value card networks, bond markets, currency markets, and futures, derivatives, oroptions markets, or to transfer funds between financial institutions. Due to the backing of modern fiat currencies with government bonds, payment systems are a core part of modern monetary systems.
Also, Electronic Payment is a subset of an e-commerce transaction to include electronic payment for buying and selling goods or services offered through the Internet.
VISION – MISSION STATEMENT:
Far Eastern University aims to be a private university choice of Asia.
Committed to the highest moral and cultural standards, it strives to produce principled and competent graduates.
It nurtures the service oriented community which seeks to contribute to the advancement of global society.
II. PROBLEM STATEMENT:
Along with the university’s 6 Institutes namely; Institute of Arts and Sciences (IAS), Institute of Accounts, Business, and Finance (IABF), Institute of Education (IE), Institute of Nursing (IN), Institute of Architecture and Fine Arts (IARFA), and Institute of Law (IL), we can see that there are a lot of students enrolled in the university which was once called as the “Largest University in Asia”, with an approximate of a hundred thousand, or more student-population. The students may encounter problems with the systems or processes implemented by the university due to their number. Students may encounter delays in enrollment, payment, and they may also encounter queries about the university’s facilities, such as, the library, the electronic library, the maintenance, the reservations for equipment, the security, and so on. Thus, as one of the oldest and most established university in Manila, FEU must do some improvement on its processes and systems to add up on the quality its students get as of now.
As students of FEU- Manila, and as a team, we also encounter these problems. And the team created a quality improvement proposal about FEU- Manila’s payment process, not only to comply with our requirement in one of our courses, but to also alleviate ourselves and other students from delays and queries while undergoing university processes and systems.
The following are the problems encountered when paying during the enrollment:
· The lines are too long, and the duration of the whole payment process takes too long to finish.
· Delays in the payment process that makes it time- consuming to the payers.
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17
Marfinal paper
Flow Chart of the Proposed Payment Procedures/ Process:
Interview with the cashiers
Opening and maximizing
the use of the university’s
unused cashier windows.
Suggestions about improving
the payment process
Opening a cashier window
and assigning certain courses
for each window.
Giving out numbers per window to
avoid saving slots
for other people.
Scheduling the payment in- line
with the enrollment dates per year
level.
Flowcharts best are best developed by the employees, accounting department, and payers. The researchers are often used to provide objectivity to ask questions about the problems encountered when paying their fees. The researchers guided the discussion through questions eliciting suggestions on how to improve the payment process/ procedures.
Flowcharts help the people involved in the process to understand it better. As an example, the Accounting Department suggested ways on improving payment process/ procedures based on their own perception and identify quality problems as well.
IV. IMPLEMENTATION PLAN
ACTIVITY
UNIT/ PERSON RESPONSIBLE
TARGET DATE
ESTIMATED BUDGET
- Training cashiers and attendants for strict rule implementations.
- Making of numbers distributed to payers.
- Opening of cashier windows.
- Implementation of enrollment schedule.
- Accounting Department Head
- Accounting Department
- Administration
- Academic Council
- 4th week of April, 2010
- 1st week of May, 2010
- 3rd week of May, 2010
- 2nd week of May
No Budget
Php 2, 000. 00
No Budget
No Budget
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17
FebOutline of TQM Paper
Group 5 Mendoza Section’s (Quality Improvemrnt Proposal)
I. Title
Enhanced Payment System
II. Background
Far Eastern University (FEU) (PSE: FEU) in the City of Manila, West Sampaloc, University Belt area is a nonsectarian, private university in the Philippines. Created by the merger of Far Eastern College and the Institute of Accounts, Business and Finance, FEU became a university in 1934 under the guidance of first president Nicanor Reyes, Sr. It soon became the leading proprietary, for-profit university in the Philippines. FEU’s campus is noted for a number of historical buildings preserved from the first half of the 20th century.
Far Eastern University was founded in 1934 when the Far Eastern College and the Institute of Accounts, Business and Finance (IABF) merged.Far Eastern College, founded in 1919, had been a liberal arts college in Quiapo; the IABF had been established (originally under the name Institute of Accountancy) by Nicanor Reyes, Sr., head of the Department of Economics of the University of the Philippines, with a number of other prominent educators in 1928.IABF had been originally predominately used by night students, and the new university, which was supported by the tuition provided by its students rather than government grants, soon demonstrated that a private university was financially sustainable in the Philippines.
Though many small businesses think that having the latest and greatest in payment processing security technology will make the secure and compliant, this is not necessarily the case - especially if there is a high turnover rate for the employees that are trained in the technology, said one industry expert.
III. Problem Statement
IV. Root causes of the Problem
There are some situation that the cashiers are not consistent to their work, so some of the students and parents are having problem when it comes in paying their fees in school especially when the deadline come for the tuition fee.
V. Recommendation and Benefits
School Payment a network of cooperative payment solutions built specifically to simplify the way today’s public and independent schools take payments for anything. Whether you are a school (public or independent), school vendor, or administrative service provider wanting to add eCommerce into your own solution, The School Payment Network offers the best solution. the network works similar to an ATM network in that all members carrying the School Payment Network symbol offer their customers a much broader service and reach than they could with a stand alone solution. Even if you’re a vendor with your own payment solution, joining the School Payment Network will offer your company significant benefits
SchoolPaymentSolutions.com is an online payment portal especially designed to allow parents to make quick and easy online payments to their children’s school accounts. The system currently allows parents to manage their children’s lunch accounts, but will also allow them to manage other school accounts (such as lab fees or book fees) in the very near future.
VI. Implementation Plan
FEATURES AND CAPABILITIES:
Recurring Billing: ability to schedule and generate recurring transactions based on selected data. Charge the same amount every period or change the recurring amount for a selected period.
Online Catalog: create a listing for services and products.
Transaction History: buyers can browse their own transactions and administrators can view a full range of reports regarding transaction activity.
Security Levels: different administrators can have different levels of security authorization. For example, one may only enter new transactions, while another may have complete access to customer records, audit information etc.
Multiple Attributes: each product or service can be associated with multiple attributes such as department, budget codes etc for tracking and reporting functionality.
Customized Interface: allows you to use your organization logo, colors, slogan and much more to create the look and feel that matches your identity.
Payment Options: accept & process debit/credit card payments with real-time authorization, e-check and PCI compliant and number encryption.
Connectivity: easy import and export capabilities to other systems.
Communication: create customized email confirmations.Activity Unit/Person Responsible Target Date Estimated Budget
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7
FebGroup 5 TQM Members K0533 MENDOZA SECTION
Leader: Mendoza, Francis Lorenzo
Assistant Leader/Technical Person: Yalong, Clarissa
Secretary: Francisco, Miriam
Treasurer: Sangalang, Ma. Roselle Shyane
Members:
Cagomoc, Christine Joy
De Guzman, Richard
Roxas, Juzzel Mae
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1
7
FebWhy Online Payment Processing Is Important
By: Fred Andrews, Thu Jul 2nd, 2009
There are numerous merchant processing services to choose from affording business owners the luxury of being able to accept credit card payments for the products or services they have on offer. And the good news is that research has shown it is not only profits that increase when payment is made in this way - there are many other benefits to be reaped too. Here are details of just a few of them.
Your business will reach a whole new dimension as far as its audience is concerned when you accept payment by credit card. These days, many people have taken to using credit cards as their chosen method of payment due to several reasons. It may be that they are collecting reward points or simply that they have overspent this month and need to rely on purchasing with credit as opposed to cash. Whatever the reason, it means your customer base will grow.
The size of an order placed using a credit card tends to be bigger than a cash or check spend and this is because the customer doesn’t see the cash disappearing from their pocket or bank balance which encourages them to be more indulgent.
It is estimated that as far as Internet purchases go, over 90% are settled by credit card. This in effect means you could literally lose 90% of your business due to not accepting credit cards as a means of payment.
It’s Convenient, Competitive and Impulsive
Allowing your customers to use a credit card is very convenient for them and they have become to almost expect this option as a way to pay for their shopping instead of carrying cash or checks around with them.
Do your competitors and rivals in business accept credit cards? If so, you need to keep up with the Joneses and offer your customers a service equal to what is available to them elsewhere.
When your customers pay by cash or check they immediately see the money leave their pockets or banks, yet by using a credit card, they are more likely to spend more on impulse buying because they know they can settle the total over a few months instead of having to pay straight away. After all, their impulse buying adds to your profits!
Merchant Accounts - Easily Accessible and Not Too Expensive
It’s becoming more and more straightforward and easy to open a credit card processing account. All you have to do is approach your financial establishment or even a private party and you will find all manner of options open to you, one or more of which is sure to meet your business needs.
If you are just starting out in business, private parties and on line company account suppliers are ideal as they don’t perform credit checks and there are no volume requirements set as part of the deal. You are also given the option of choosing a fee structure best suited to your particular business.
Merchant accounts opened through banks or some of the other financial establishments will carry out credit checks and may insist that you have a banking account with them. Nonetheless, the fees incurred when using such financial establishments may be negotiable and more often than not tend to be lower than the fees associated with private party and on line companies.
From the points made above it is evident that the acceptance of credit card payments has many advantages, so if you own a business it will be well worth your while to open a credit card processing account and watch the profits come rolling in.
About the Author:
To learn more about how you and your business can benefit from online payment processing, please visit our web site at the link above.
website:payment system
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7
FebSCHEDULE for our TQM Paper
(Starting February 10, 2010)
1. We will secure a permit to interview if it’s necessary.
2. We will ask questions to our respondents which are the students, the cashier and the head of accounting department
3. We will do an additional research about our topic to gather information so that we will be ready for any problem that we will encounter.
4. We will semi and finalize the data’s we gathered and create the paper according to the said format
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7
FebACH Payment Processing from Banks?
By: Tina Brandon, Sat Jan 23rd, 2010
Clients frequently ask if they should use ACH payment processing if the service is available through their business bank. After all, if a business bank offers ACH payments, is there any reason to use third party ACH payment processing company? Banks will sometimes provide ACH payment processing to larger clients. But ACH payment processing is not a product banks promote to clients. And most business banks do not provide ACH payment processing services to small to mid size companies.
website:payment system
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7
FebFAR EASTERN UNIVERSITY MANILA’S CURRENT PAYMENT PROCESS
Current Payment Process:
1) The payer should secure a payment slip from the attendee.
2) The payer should fill-up the slip with the required information. (e.g. student no., date, last name, first name, middle name, amount, cash breakdown, etc.)
3) Fall in line in front of the cashier and wait until you are entertained.
4) When your turn comes, show the payment slip and make the necessary payments.
website:feu website
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7
FebGroup 5 Mendoza Section Schedule for TQM Paper
Our SCHEDULE:
1. We will ask questions to our respondents which are the students, the cashier and the head of accounting department.
2. We will research about our topic to know many information so that we will be ready for any problem that we will encounter.
3. We will semi and finalize the datas we gathered.
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7
FebPayment process impression
The payment process in my own perception is this the way on how to pay your fees like example of this is the tuition fee.if there is payment process you need to follow the instructions,so that you are immediately pay for your fees. Because there are lot of times the payers are didn’t follow the instruction so they too slow in processing their payment. They make the payment process to become responsible each payers on paying their fees. And to handle all of them by the cashiers who in charge for that payers.
we us a group has a confident to resolve the problem about the payment process by conducting all the issues we encounter with our own experience and adding the questions from some students. on this we study better the problem and we search or gather lot of information to solve it..
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4
FebThe People and Questions we ask for the problem in Payment Process
Time 8:20 am during our class hour
Accounting Department
Questions to ask:
1. Are you aware of the problems that are encountered by the students that are encountered by the students and other payers during paying in the University especially during enrollment times.
2. Is there any specific required time in serving the payers especially those students.
Students
Questions to ask:
- What are the problem that you encounter during the enrollment period.
- When do you usually pay your tuition fee?
- Where do you usually pay your tuition fee?
- How long does it usually takes to pay your tuition fee?
- Do you think there is a delay in the process cause by the cashier or the system itself?
- How the cashiers treat you?
- Are you satisfied on this kind of payment process?
Cashiers
Questions to ask:
1. Is there any specific required time in serving the payers especially those students?
2. How do you deal with your payers?
3. How long are you serving the University as a Cashier?
4. Are you satisfied with the existing payment process?
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4
Feb"
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Don’t wait for love. Feel it.
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Don’t wait for opportunity. Create it.
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