Post on 14-Jan-2015
description
SYSTEMS
ELIFNAZ ATAC
BERK KUTLUCAN
MERVE KALKAVAN
DEFINE A CHALLENGE- DREAMS/THINGS I WISH WOULD EXIST…
- GRIPES/THINGS THAT COULD BE BETTER…
- I wish there were a better communication between the actors playing roles in the registration, so that the process would run faster and be less problematic.
HMW How might we improve these relationships and solve the communication problem?
- The process runs too slow. I wish that it was shortened to 5 minutes.
HMW How might we shorten the process?
CREATING A PROJECT PLAN
End Goals
Readable, interactive guideline
A toolOrganization scheme
INDICATORS OF SUCCESS- Shortened registration process
- Increased communication skills between actors
- Positive feedback
CONSTRAINTS
School Budget Limited time for preparation Limited staff
Limited communication on the campus
Novice usersNature of
registration office
BRIEF
Limited communication between the actors of the registration system causes the process to run too slow. Our objective is to shorten this process by designing a guideline and an organization scheme.
OUR CHALLENGE QUESTION
HOW MIGHT WE shorten the registration process by improving the communication between the actors of the registration system?
PREPARE RESEARCH
SOURCES OF INSPIRATION
NEWCOMERS
• 18-19 yr old students, curious about their new school, without college experience
MENTORS
• Students who are probably older than newcomers and experienced about the school’s system
REGISTRATION STAFF
• Experts of the registration system, working specifically for this process
INTERVIEW – QUESTION GUIDE
MENTOR
- What were your observations for this year’s registration process?
- How was the communication system working before and during the registration process?
- Were there any meetings to inform you about your responsibilities?
- If there were, do you think they were helpful?
- Do you remember any specific things that you encountered during the registration process?
REGISTRAR OFFICE STAFF
- Can you please inform us about the current registration process?
- What is the ideal registration process to you and what are the positivities and the negativities of the current system?
- What is the exact relation between the newcomers and the registrar office staff during this period?
- If you were a student, how would you want to register?
- Is the registration office the head of this program or are there any other actors organizing and controlling the whole process?
NEWCOMERS
- What do you remember about the registration process?
- Are there any memories you remember belonging to that period that you want to share?
- Do you think the process can run faster?
- Did you observe any kind of systematic problems during the registration process?
- How do you imagine an ideal registration process?
MANAGER OF THE NEWCOMER ADVISING CENTER
- Can you inform us about the registration system and the process?
- Are there any seminars or other types of arrangements to inform mentors and the other staff that will work for the registration?
- What can be the factor that slows down the registration process?
FIELDWORK
TEAM MEMBERS ROLES
Merve Interviewer
Berk Interviewer, designing the
paper prototype
Elifnaz Interviewer, designing the
organization scheme
INTERVIEWEES, LOCATIONS, DATES- Gokcen Baruh (Manager of the Newcomer Advising
Center), at the newcomer office, October 10th 2013 at 15:30.
- Esra Edin (Registrar Office Staff), at the Registrar Office. October 24th 2013 at 11:00.
- Gizem Hayal (Mentor), at the student center, October 24th 2013, 14:30.
- Piril Ozgit (Newcomer), at the student center, October 22nd 2013, 11:30.
AFTER THE INTERVIEWS
Research Participants
Newcomers
Mentors
Registration Staff
Manager of the
Newcomer Advising Center
ESRA EDIN/REGISTRAR OFFICE
Process runs perfectly. Ability to finish in 20 mins.
Parents are given a briefing paper. Everyone
follows this plan
Every division is gathered in the sports hall so without
leaving you can finish everything
To avoid the crowd, seating areas are
provided
If all the families came to school, the hall would be
very crowded so she prefers parents won’t get
involved
She’d like a process in which she wouldn’t come to school
and got registered while sitting at home
but that’s impossible because of YOK’s
regulations
There’s a division of labor. Everyone has his
own job
With the mentors chosen, they hold a meeting to inform them about the
general process
INTERPRETATIONS- Making the process run as fast as possible makes it less problematic and this is seen as the main issue. Being fast makes the process seem perfect.
- The only problem that we can encounter is caused by the families not by the school. People forget their documents and this causes them to start again from the beginning. Everyone should have completed their documents on arrival.
- The reason why they give a briefing paper when they enter the hall is that people need to be leaded in a place that they don’t know what to do and where to go.
- Seating areas make the hall seem much more friendly.
- Families are one of the main issues. Their curiosity and their seriousness about the subject causes them to ask lots of questions and this slows the process.
- People want to be able to do everything from home but this is prevented by YOK.
- Division of labor makes everything much more easier. No one has heavy jobs to do. Even though this process is related to the Registrar’s Office, the chancellery is still involved because it’s on the top of everything.
- The mentors are chosen in a simple way but to avoid conflict, they’re all informed before the registration day because if they don’t inform them, mentors might have problems knowing what to do.
STORIESSurprising Story – She’d like to be able to register without coming to school but YOK forbids this and wants every new student to register in person
Interaction with her environment – She’s really involved in this process so she is very well-informed. Comfortable while talking
Motivations – A process which is problem-free an fast. Satisfaction of the parents and the newcomers motivate her
Frustrations – Parents are protectionist and they don’t let their children to anything because they think they couldn’t accomplish the things as they do
Next Conversation – The fact that YOK wants everyone to register in person is interesting. We could ask more questions about this.
GOKCEN BARUH/ HER OFFICE
Process runs perfectly
No problems encountered
Families are the main issue because they’re asking lots of
questions
Students are individuals for her
so she thinks that the necessary things can
be done by them
INTERPRETATIONS- Perfectly means, fast, non-problematic for everyone and these are the main needs.
- Most of the parents are not wanted that’s because they’re causing conflict.
- Becoming an university student makes people to feel like they
are grown ups. Families won’t be involved in their lives for the rest of their lives and as the beginning of a new life, things necessary in the registration process can only be done by
students. They don’t need their parents to help them.
PIRIL OZGIT/STD. CENTER
There are numerous computers but still,
there’s a line
People involved are well informed
Parents have lots of questions to ask
In general, there was no line because
everyone was coordinated
Sports hall was crowded
Had a problem with the payment so they
had to leave the campus to solve it
She’d prefer a process that didn’t require coming to the school
INTERPRETATIONS- Even though there are lots of computers, they’re still not enough and people don’t want to wait for even a couple of minutes.
- People wants the people working in the process to be well informed because they have questions to ask and problems to solve.
- Parents are curious they prolong the process by asking lots of questions so this causes the other people to wait.
- People would like to have a plan in front of them and they like to be coordinated so it becomes much more easier to follow the process.
- When newcomers and parents enter the sports hall, they’re quite anxious of the crowd. They want to be done as quickly as possible.
- Even though the process runs okay, a little problem causes the newcomer and the parents to get mad because they’re anxious about the process and they don’t want to encounter any problems while the registration.
- This is a period that everyone prefers to sit while doing their jobs and probably every student and every parent would like to be able to register without even coming to school because it’s much more easier.
STORIES
Surprising Story – They had a problem with the payment and the accounting desk said them to go to the bank. Her father got angry and elevated his voice
Interaction with her Environment – She had friends also registering so she didn’t feel like a stranger
Motivations – She wanted her parents to be satisfied and wanted everything to go perfectly
Frustrations – The crowd in the sports hall caused her to be anxious
Next Conversation – Questions about the involvement of the families
NO NAME/STD. CENTER
Sports hall was crowded so it caused a line
He forgot to bring some documents
so the process was a bit longer for him
His parents was with him but they didn’t
get involved. They let him do everything
Everyone was coordinated so
there was no problem. People was
well informed
He’d prefer a process in which he’d
be already registered after
he’s accepted to the university.
INTERPRETATIONS- Waiting even a couple of minutes is seen as a little problem. Nowadays everyone got used to do everything quickly so the newcomers want everything to be done quickly as possible. They are excitable and curious.
- It is normal for some students to forget some of their documents but even though they’re to blame, they prefer to blame the school and say “They should have another way.”
- Some of the students might want their parents to be with them but some of the parents prefer to leave everything to their children. They might want their children to be able to complete everything without them because now they’re in college.
- If someone wants to ask questions and this is possible while you’re in a new atmosphere, everyone would like to be able to get helpful answers from the people who are involved.
- People don’t want to do anything even though they have to. They prefer the school to be know about them. This might increase their feeling of belonging to somewhere.
STORIES
Surprising Story – He only wanted his parents to come with him because he needed someone to get him to the school. His parents let him do everything
Interaction with his Environment – His parents let him do everything so he was feeling like a grown up and this caused him to do everything without any problems
Motivations – The process being fast
Frustrations – Carrying lots of documents while getting things done
Next Conversation – Involvement of the families and the process he’d like to see
GIZEM HAYAL/STD. CENTER
School sends every student an e-mail
asking “Do you want to be a mentor?”
No meetings to inform the mentors was held. They only did a small gathering
She thought every mentor working in the
process is helpful
Didn’t encounter any problems that shocked
her
Process can be shorter according to her but she couldn’t think
anything to get rid of the current problems
She saw some parents which got
involved in the process more than
they had to
INTERPRETATIONS- Every student in the university is eligible to be a mentor. Without an interview, everyone can be a mentor. This might cause some irresponsible students to get involved.
- No meeting is held. Only a little gathering is seen enough.
- Even though there is no general meeting, the mentors are informed enough. This might be because of the fact that the mentors don’t have any heavy work to do.
- Technological problems and the crowd cause the process to run slower.
- Parents are much too involved in the process. Their curiosity and fever causes them to ask lots of questions and this lengthens the time they will spend in the sports hall.
STORIES
Surprising Story – She said they didn’t do any meetings but Esra Edin told they did it to inform the mentors
Interaction with her Environment – She was relaxed and didn’t get too much excited about this process because she wasn’t the one who is the newcomer
Motivations – Being able to answer all the questions during the registration is her issue. She wants to be helpful
Frustrations – The parents asked her lots of unnecessary questions
Next Conversation – Involvement of the families
Learnings
Main issue is the parents’
unnecessary involvement. They cause the process
to run slower
No problem with the registration in general. Nothing
could’ve been better
Successful coordination between the
actors
Ability to do everything in one
place makes it much more easier
People working in the process are well-informed
FINDING THEMES
Parents are asking too much and
causing the process to run slower
Students and their families want the
process to run as fast as possible
Students are able to do everything on their
own but some parents don’t let
them to
When some students are wanting their
parents to be with them, some of them
don’t
The sports hall big but still there’s an
unnecessary crowd caused by crowded families in the line
Not everyone working in the process is
sufficiently informed
Everyone prefers a process that they can do everything while
sitting
MAKE SENSE OF FINDINGS- Involvement of the families
- The crowd is disturbing
- No problems are welcomed
UNEXPECTED LEARNINGS- Families are one of the most important reasons that
causes the process to run slow.
- Registrar staff’s and the mentors’ answers are not coherent.
- When asked, everybody answers “The process is perfect.” but if you ask in a way like “Someone told me … Do you think it exists?” they answer “Yes, I didn’t think about that.” They tend to forget the problematic things.
WE’RE EXCITED TO EXPLORE…
… designing a process that includes also the parents but also excluding them in a way that they won’t be involved in the process as much as they do today.
DEFINE INSIGHTS
• Wants her parents to be with her
• Families shouldn’t be involved
• No parents involved because they’re way too much involved
• Parents don’t need to be with him because he’s eligible to do things
Student XEsra Edin & Gokcen
Baruh
Piril OzgitGizem Hayal
How Might We
… create an useful tool that can help the coordination
between mentors and the
staff?
… make people more aware of the problematic facts and solve them?
… include the parents in the
process while also excluding them in
a way?
Newcomers
Families
Staff Mentors
- Importance of the event
- Want of sharing- Unnecessary calls
- Complaints about families’ involvement
- Lack of communication- No meetings (?)
- Curious about their new school
- No problems are welcomed
- Feeling of belonging is needed
- Unnecessary questions
- More experienced in the school
- Questions about the school should be successfully answered
NO PLUS 1!This is a kind of information mail sent to homes in the format of an electronic invitation, saying “No plus 1 is allowed!” averting the parents to come to the registration and is directly addressed to the newcomers.
This physical device/invitation is for the use of the newcomers. They will bring it to the school, the security will check and don’t let them to bring their parents inside with them. Then this device will become a device that is able to do everything related to the process on a single platform.
This can give the newcomers the feeling of belonging to the university and eliminate the parents so that the process can run faster.
Electronic invitation sent to homes.
Saying “NO PLUS 1!”
Addressed to the NEOCOMERS, not
the families
Logged in with your KU account (So you learn your username
& temporary password)
Security check at arrival (No parents
allowed)
First becomes a 3D map leading them to
wherever they want in school
Then becomes a checklist device when
decided
Everything related to the process can be
done on a single platform
Paying tuition fees, dorm applications etc.
When completed you give the device back
to the staff
Staff checks if everything is
complete
DONE!
- Connected to the internet
- Wireless- Portable- Thin, pliable and rough- Cannot be torn- Easy to carry- Can fit into your pocket
A device that can be separated into two (1(red) for the NEOCOMERS, 1(blue) for the families) given at arrival to school and this leads them to other directions for completing different tasks (students-registration, families-other stuff) so that they can’t be involved in other’s businesses.
This device is for the use of students and parents both. It will be given to them at the arrival to school for registration. It will firstly direct them to the sports hall with a map then it should be separated into two and it will lead them to complete different tasks.
This prevents the parents’ unnecessary involvement in the registration process but at the same time entertains them in the campus so that they can share this event with their children.
YOU’RE THE CHOSEN ONE!
Arrival to school
Families and the students will be given
a device
First it’s a map directing them to the
sports hall
When arrived, “neocomers” will take the red part and it will lead them during the registration process
The CIT desk, accounting desk etc.
Parents will take the blue part and it will lead them around
school
It will give them information about graduate students,
faculties etc.
Students can check what their parents are doing but not families
can do the same
When done, the device will be joined back together and
delivered to the staff
- A rectangular device
- Half is red, half is blue
- Can be divided into two
- Connected to the internet, wireless
- Portable- Can’t fit to pocket
LEAVE THEM KIDS ALONEIn this concept, the main idea is to leave the newcomers alone in the registration process.
The device is for the use of parents only.
Students’ families will be divided in to groups according to their children’s faculties. They will be given an electronic device which will mainly give information about the school, the courses and the faculty.
It will have a receiver, when the parent arrives to a designated area it will alert them. (ex. Sevgi Gonul Auditorium)
While parents are learning about the school, newcomers can do the registration on their own.
This will make the process much more faster by eliminating the parents and everybody will enjoy the process.
Arrival at school
Parents and students are separated
Parents are divided into groups according
to their children’s faculties
Families are given a device
This device is mainly giving information about the school
The courses, the faculties, the
university… Also includes a school map
Parents will be alerted by the device when
they arrive at a place they wanted
So they will be able to learn the place their children will spend
their time during the college period
When the student completes the
registration he/she can join his/her parents
- Wireless- Connected to the
internet- Every device
belonging to different faculties are different
- Portable- In the size of an
iPhone- Easy to carry and
can fit your pocket
DEVELOPING FURTHER
NO PLUS 1
- The device is already connected to the internet
- Wireless
- Portable and can fit into your pocket
- Thin and rough so it cannot be torn
- Pliable (You fold differently to access different pages)
- Easy to carry
Dear… No
PLUS 1!
3D Map Checklist
Yapi Kredi
Dorm Application
DONE
…
PROTOTYPING
NO PLUS 1
GETTING FEEDBACK- How will we test it?
- Our goals
- Who will we test it with
- Our question guide
- What has changed? + HMW Questions
How are we going to test it?
Give the device
to random users at
school
These users will be
somehow related to
this process
We will ask them some
questions about the
device
These questions will be generally
about the
feeling they get from the
device
Our Goals
To decide what to
keep and change
Meet the needs/wishe
s of users
To satisfy the user
Design something that is fun and also usable
Not to bore people while
doing the registration
PARTICIPANTS/ INTERVIEWEES
Ahmet Can Sencopur (KU Student – 20)
Zeynep Yildirim (KU Newcomer – 19)
Oyku Aksoy (KU Student – 21)
Emre Secmen (KU Newcomer – 18)
QUESTION GUIDE
Before Usage
What do you think this is?
Do you think it is visually
appealing?
What do you think
this can be used for?
How does it feel when you touch
it?
How does it feel when
you play with it?
After Usage
Was it easy to understand?
Was it complicated to
use?
Do you think something can
be added/cancell
ed?
If this was an artwork which
will be exhibited, how
would you feel?
How do you feel when it’s
over?
“Ahmet Can Sencopur – 20”
“What is this? I don’t know but
it seems basic.”
“Lots of opportunities.
I’m feeling free!”
“It is unique”
“It’s mine”
“It’s an example of modern art,
I guess”
“The craftsmanship is not important. The main thing
is the idea”
“Zeynep Yildirim – 19”
“It’s modern”
“Playful. Not like a mission
but like an hobby”
“Sth. I can play
with”
“It satisfies me because I completed by myself”
“If it was exhibited,
that’d be very exciting”
“Oyku Aksoy – 21”
“It’s really exciting. I
want to play with it”
“Makes me happy and cheerful”
“If there were colors, it’d be
more fun”
“I don’t want to give it
away. I want to do it again”
“I’d feel like an artist if it
was exhibited”
“It would boost my confidence
even before starting the university”
“Emre Secmen – 18”
“It’s like a puzzle. I like it”
“It has endless combinations, I
can do whatever I
want”
“I’m happy with the ability to have lots of
choices”
“I don’t think mine would be
an artwork”
“However, if mine was
selected I’d be happy”
Keep
The modern shape
The ability to do lots of things
The exhibition idea
Enjoyable
Simplicity
Increase
Add colors
If possible, add more pieces
STOP
WHAT HAS CHANGED?- We decided to design a device that was going to lead the
students through the registration process (like a checklist), instead we designed a device that somehow makes it much more fun and easy to register.
- We were thinking of including the parents in the process but also excluding them, instead we completely ignored them and focused only on the NEWCOMER
FEATURES TO ITERATE
HMW make the device more fun?
HMW develop our device while making it more easy to understand?
HMW add colors?