MAVA205 SYSTEMS FINAL PRESENTATIONS

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?