Case Study: Streamlining Online Admissions
How Ordinal Campus ERP transformed the online admission process, ensuring compliance, automation, and transparency for students and administrators.
Thiruvalluvar College
Papanasam, Tirunelveli, Tamil Nadu.
https://www.thiruvalluvarcollege.net/index.phpThe Challenge
Thiruvalluvar College struggled with managing online applications and payments due to variable community fees, multiple bank accounts, and strict government regulations. The manual and fragmented system caused frequent delays, errors, and compliance challenges, especially around certificate uploads and tracking transactions. This created additional workload on staff and made it difficult to maintain transparency throughout the admission cycle. The inconsistent fee collection and lack of real-time payment updates also affected the overall student experience and institutional efficiency.
The Challenges
Here are the main challenges faced in the admission and payment processes:
Community-Based Fees
Application fees varied by community (e.g., SC/ST students paid only ₹2). However, if they reapplied for the same course, they had to pay the regular fee.
Certificate Uploads
Students were required to submit their certificates digitally.
Multiple Bank Accounts
Payments had to be routed correctly to Regular or Self-Finance accounts.
Payment Tracking
No streamlined way to track successful, failed, and pending transactions or to calculate total collections.
Cutoff & Ranking
Cutoff marks had to be calculated automatically and rank lists generated based on cutoff and community category.
Counselling & Communication
Students needed to be called for counselling based on ranks and government norms, but communication was manual and time-consuming.
Government Norm Compliance
Seat allotments had to follow rules based on cutoff scores and community reservations.
Our Solution
Ordinal Campus ERP delivered a fully automated Online Admission Module with deep integration into the college’s ERP system. It transformed the process by automating form submissions, fee management, and certificate storage. Real-time payment tracking, automated cutoff calculations, and rank list generation ensure a smooth, compliant admission workflow. Notifications are sent instantly via email and SMS, creating a fully digital, transparent, and efficient experience for both students and staff. The system also provides insightful dashboards for administrators to monitor and optimize the entire admissions process seamlessly.
Seamless Online Application
Forms embedded directly into the college website, with all submissions saved instantly into the ERP.
Smart Fee Management
Community-wise fee structure with special conditions (e.g., second-time SC/ST applicants paying regular fee).
Secure Document Uploads
Students uploaded certificates online, securely stored in ERP.
Integrated Payment Gateway
Transactions tracked in real-time, with reports on paid applicants, pending payments, failed transactions, and total collections across Regular and Self-Finance streams.
Automated Communication
Students received confirmation emails immediately after application submission. For counselling and admission, the system sent emails and SMS invites automatically.
Cutoff & Rank List Automation
The ERP calculated cutoff marks, generated rank lists, and applied government reservation policies seamlessly.
Counselling Management
Counselling lists were generated directly from the ERP, ensuring compliance and reducing manual errors.
The Results
Ordinal Campus ERP ensured a smooth, transparent, and fully compliant admission process with measurable results.
100% Paperless Admissions
Applications, certificates, and payments all managed digitally.
End-to-End Transparency
Complete visibility into fee collections, payment status, and applicant progress.
Error-Free & Compliant
Automatic cutoff, rank list, and seat allocation ensured compliance with government regulations.
Enhanced Student Experience
Smooth application process, instant confirmations, and timely counselling notifications.
Efficient Administration
Reduced manual work for staff, with real-time dashboards for management.
Want to Streamline Online Admissions?
Book a Demo With Our Team
Discover how Ordinal Campus ERP can automate your admission process, manage applications, payments, and document uploads, and reduce administrative workload.