1. • Introduction
• Flowchart
• Project Stages
• “Query” - Samples
• Outcome & Long Term Goal
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Akash Amin

2. 1. Sending automated emails via Access for “Queries”.
2. Operations Team ( Data Mgr. MI Coordinator, and other stakeholders in
charge of a particular account) co-ordinate and finalise set of queries.
• Maybe 5 -10 queries each to begin with and gradually increase
based on process improvement.
• Assign TAT ( Turn Around Time) for a response ( 48 hrs – 3 Working
days). Subject to management decision.
• If no response – Reminder email being sent automatically via access
after the TAT.
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3. 04/02/2015 3
Zoe-Identify
5-10
Queries
Richard:
Identify 5-10
Queries
Paul. C &
other
internal
stakeholders
Manual
Input of
email
format to
Access
Draft email
formats
based on
specific
“Queries”
Email “from CYPD”
goes to Sub-
contractors
Internal Storage.
When “Queried”
in Access
Finalise “ which &
how many queries”
after discussion
with internal
stakeholders
A
B C D
E
F
Email draft
review -
Decision
No Yes
Task assigned to
team members MI Coordinator
Start
End
• Business Support
Officer
• Information & Data
Assistant

4. 04/02/2015 4
Directing
Starting up a
Project
Controlling
Stage
Managing
Stage
Boundaries
Closing
Project
Managing
Delivery
Managing
Delivery
Managing
Delivery
Zoe & Richard:-
Identify 5-10
Queries
Richard: Identify 5-
10 Queries
Pre-Project Initiation Stage Delivery Stage Final Stage
A B
D
E
C
F
Jacqueline Williams, Paul Corker & other stakeholders
MI Coordinator – Paul Corker

5. • Identify “Queries” based on different paperwork
• Sub-contracts sending EVD paperwork but LR not being sent.
• PR:-
Paperwork return not received
• LD: -
• Insufficient evidence provided to make the learner eligible for funding.
• Funding eligibility question not completed.
• Evidence not transferred to Page 2.
• Evidence stated for eligibility for funding is not valid
• Prior attainment not completed
• Tutor cannot ‘PP’ any learner forms on behalf of the learner
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PR CD CAD LA LA LAD LR EVD ILP EI

6. • LA: -
• Initial assessment not completed
• Book & receipt number not completed
• Received by/received date not completed.
• Benefits indicator not completed.
• Tuition fee remission option not indicated.
• Employment status date not completed.
• Employment intensity indicator not completed.
• Staff signature not completed.
• Evidence for eligibility for tuition fee remission date of document and validity not
completed.
• Evidence for eligibility for tuition fee remission date of documents and validity period not
completed.
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7. Outcome:-
• Solves additional resource problem.
• Takes off work-load from (Richard & Zoe).
• More organised approach for future - 2015/16.
• Business Support Officers & Information & Data Assistant’s don’t
have to worry about chasing up “Queries” as it’s been tracked and
reminder emails being sent automatically after TAT.
Long Term Goal:-
• Put database in shared drive for contractors to access directly.
Gradually move the workload out of Operations Team.
• Electronic data processing ( EDP).
• Make TAT as a Standard Operating Procedure (SOP) for contractors
to revert back on “Queries”.
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