Project Proposal
Bilkent.IO
Asya Ünal - 22204017
Aybars Buğra Aksoy - 22202680
Barış Yaycı - 22202981
Eren Berk Eraslan - 22201772
The motivation of this project is to provide an efficient and user-friendly web
application for the Bilkent Information Office to enhance their work experiences, including organizing tour schedules for high schools, assigning tour guides to those tour schedules, tracking high schools according to their ranks, and maintaining a scalable relationship with them.
- Simplify the reservation process by creating a collective schedule.
- Streamline managing and tracking processes for advisors through dashboards.
- Prioritize schools, visualize their reservation status, and automate the system for more efficient management and acceptance processes while ensuring that schools are assigned qualitative guides according to their ranks.
- Automate the form submission process, eliminating the need for Excel and other complex management tools by centralizing operations.
- Ensure that the terms and conditions of Bilkent University are confirmed and fully understood by all visitors.
- Identify and prevent duplicate applications submitted by schools.
- Track the progress of guide teachers, see which school they have moved from and to, and reduce the need for advisors to personally communicate with guide teachers one-on-one.
- Gather guide teachers' expectations in advance, collect feedback after the tour to facilitate improvements, and implement a rating system for guides.
- Create a separate page for upcoming university fairs, allowing administrators to easily access information that helps determine whether to participate. Additionally, provide an invitation page for schools to invite Bilkent University to their high school’s fairs.
- Provide a page with information about the Advisors for each day so that guides know who to contact in case of any issues with their tours.
- Automate the points process of the guides for better efficiency.
Currently, the promotion of Bilkent University to high school students is organized manually, leading to inefficiency in the use of time, human power, and venue. This manual process also reduces the quality of the tour experiences for high school students, potentially leading to the loss of academically and socially valuable students.
We believe that a system in which each high school is assigned a priority rank based on their academic success and the number of students they send to Bilkent University will solve the problem. The issue is that there is currently no prioritization system in place to ensure that these high-priority schools receive school tours and targeted promotions. This lack of prioritization limits Bilkent’s ability to attract more students from these high-potential schools.
Important problems we solve:
- Complex and confusing reservation processes.
- Difficulty in managing and tracking the tours by advisors.
- Lack of prioritization system for high schools.
- Manual, error-prone form submissions.
- Schools not fully understanding Bilkent University's terms.
- Duplicate applications from schools.
- Manual tracking of guide teachers' working statuses.
- No system to gather the guide teachers' expectations and feedback.
- Limited access to upcoming university fair events and invitations.
- Lack of clear advisor contact information for guides to reach out.
- Inefficient and manual points system for guides.
- Schools sometimes not receiving guides who are well-suited to meet their specific needs, leading to an unsatisfactory tour experience.
The core features of the application include essential functionalities like login and registration pages, profile and settings management, form submission, checking calendar availability, and reviewing or accepting forms. It also covers adding/removing guides and advisors, viewing points table for guides, forms from guide teachers, university fair events, providing post-tour feedback, and accessing a complete list of guides, advisors, coordinators, teachers, and high schools. Additional core functionalities involve viewing tour plans and levels of guides, assigning tours to specific level guides, communicating expectations about tours beforehand, and submitting personal tour forms. In the later stages, we plan to implement advanced features like uploading weekly schedules, detailed dashboards for analytics and past tours, sorting schools by priority, high school analytics, and features such as reminders for school contact, guide cancellation notifications, and a notification screen to further enhance the user experience.
- Increased Efficiency: The application automates key processes like scheduling, prioritizing schools, and assigning guides, significantly reducing manual work, the risk of human error, and the waste of time.
- Enhanced User Experience: Both administrators and users benefit from a simplified, user-friendly interface that streamlines reservations, guides assignments, and forms submissions, making the system easier to navigate and use.
- Prioritization System: High schools are ranked based on their academic performance and student contributions to Bilkent. This system ensures that high-priority schools receive focused promotion and targeted tours, optimizing recruitment efforts.
- Centralized Management: All tasks, from school reservations to guide assignments and form submissions, are handled in one platform, eliminating the need for external tools like Excel and providing a comprehensive management solution.
- Real-Time Information: The app provides real-time updates on school rankings, guide availability, and upcoming university fairs, allowing for better planning and decision-making.
- Improved Communication: Teachers, guides, and administrators can easily communicate expectations and feedback, ensuring that tours run smoothly and meet both the school’s and Bilkent’s goals.
This web app combines the efficiency of modern management systems with an intuitive user interface. Implementing real-time data tracking, notifications, and user-friendly features adds a layer of convenience and innovation to the Bilkent Information Center. It can also be expanded in the future to include advanced features like machine learning recommendations based on user behavior.