Mapping-Template-TO-BE-PROCESSES - Business process reengineering steps

Sep 11, 2026

Uploaded by Stanford

Business process reengineering activity outlining the To-Be workflow for provision of funds for financing universities, focused on Government Sponsored Students (GSS). The process details a structured sequence: initiating data requests, sending and signing request letters, collecting university data, submitting and awaiting validation through KUCCPS, clustering student data, preparing and reviewing apportionment schedules, obtaining approvals by committees and the board of trustees, and forwarding approved documents to the Ministry of Education for disbursement.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

To-Be process overview

Fund provision for GSS enrolled students

Letter requests, signatures, and data collection

KUCCPS validation and clustering

Apportionment schedule preparation and approvals

Forwarding to the Ministry of Education

Business process reengineering activity As-Is process for provision of funds for financing universities. | St
e
p | Activity | | | Necessary/Not
Necessary | | --- | --- | --- | --- | --- | | 1 | Initiate the process of requesting for submission of data for Government Sponsored Students (GSS) enrolled in the Universities | Why | To start the data collection process | Necessary | | | | Who | Head of Grants
Management Department | | | | | What | The request letter | | | | | Where | Online or in the office | | | | | When | The beginning of the process | | | | | How | Email | | | 2 | Signing of the request letter | Why | To authenticate the letter | Necessary | | | | Who | The CEO | | | | | What | The Letter | | | | | Where | Online or in the office | | | | | When | 1 day after the request is made | | | | | How | On the letter | | | 3 | Sending the letters to the respective universities | Why | To enable them start working on their data | Necessary | | | | Who | Head of Grants Management | | | | | What | The letters | | | | | Where | To the universities | | | | | When | Immediately the letters are signed | | | | | How | Via Email | | | 4 | Awaiting to receive data from universities on GSS enrolled | Why | To begin the validation process | Necessary | | | | Who | Head of Grants
Management Department | | | | | What | The data | | | | | Where | The Universities Fund | | | | | When | After 14 days of sending the letter | | | | | How | Via email | | | | Request data updates from KUCCPS | | | | | --- | --- | --- | --- | --- | | 5 | Submission of the received data to the Kenya Universities and Colleges Central Placement Services (KUCCPS) | Why | For validation of the data | Can be addressed by the system being put in place now.
Also add another step to request the data from KUCCPS | | | | | | | | | | Who | Head of Grants Management | | | | | What | The student data | | | | | Where | KUCCPS | | | | | When | 1 day after receiving data from the universities | | | | | How | Via email | | | 6 | Awaiting for the validated data from KUCCPS | Why | To begin the clustering process | Can be removed | | | | Who | The Grants Management Department | | | | | What | The validated data | | | | | Where | The Universities Fund | | | | | When | 5 days after sending the data to KUCCPS | | | | | How | Via email | | | 7 | Clustering of the student data into their respective clusters to facilitate apportionment of funds | Why | To facilitate apportionment of funds | Can be automated by the system. | | | | Who | Head of Grants Management | | | | | What | Clustering of courses | | | | | Where | The UF offices | | | | | When | 1 day after receiving the data from KUCCPS | | | | | How | Using Excel | | | 8 | Preparation of the apportionment schedule. | Why | To determine how much each university receives | Necessary | | | | Who | Head of Grants Management | | | | | What | The preparation of apportionment schedule | | | | | Where | The UF offices | | | | | When | 5 days after beginning of the clustering | | | | | How | Using Excel | | | 9 | Presentation of the apportionmen | Why | For their review and forwarding to the full board | Necessary | | | t schedule to the Planning, Research and
Resource Mobilization Committee. | Who | Head of Planning, Research and Resource Mobilization Board Committee | | | --- | --- | --- | --- | --- | | | | What | The apportionment schedule | | | | | Where | Board Meeting | | | | | When | During the Board Meeting | | | | | How | Online | | | 10 | Review the apportionment schedule before recommending to the full board for approval | Why | To ensure fairness | Necessary | | | | Who | Chair of Planning, Research and Resource Mobilization Board Committee | | | | | What | The apportionment schedule | | | | | Where | Board Meeting | | | | | When | During the Boar

FAQs

What is the purpose of this To-Be business process?

To reengineer the workflow for providing funds used to finance universities by managing Government Sponsored Students (GSS) data through validation and apportionment.

Which entities participate in collecting and validating student data?

Universities provide the initial GSS enrolled data, while KUCCPS validates the received data before further steps like clustering and scheduling.

How is the apportionment schedule approved and prepared for disbursement?

After clustering, the apportionment schedule is prepared in Excel, presented for review to relevant committees, incorporated with amendments, and then approved by the full board of trustees before forwarding to the Ministry of Education.

Sep 11, 2026

Uploaded by Stanford