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Data flow diagram templates

DFD — University Clearing and Enrolment

Level-1 data flow for a university clearing hotline through offer, enrolment and student loan notification, with the UCAS and Student Loans Company interfaces held outside the campus trust boundary.

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Clearing to enrolment — undergraduate admissionsLEVEL 1Public telephone and webCampus admissions networkSector servicesApplicantUCAS hubAwarding bodyresults serviceStudent LoansCompanyAdmissions tutor1Take clearing call2Verifyqualifications3Make and confirmoffer4Enrol student5Notify funding bodyD1Applicant recordD2Course vacancyboardD3VerifiedqualificationsD4Student recordsystemenquiry recordlive vacancies by courseconfirmed results feedverified grade profileverified grade profileentry criteria decisionclearing acceptancevacancy decrementoffer statusoffer letterconfirmed applicantstudent recordenrolment confirmationattendance confirmationstudent card and timetableclearing enquiry + personal IDclaimed gradesapplicant recordplacement confirmationenrolment form + ID documentsfunding entitlementfunding statusstudent number5 entities · 5 processes · 4 stores · 23 flows · 9 boundary crossingsCrossing — “clearing enquiry + personal ID”: Applicant (Public telephone and web) → Take clearing call (Campus admissions netwo…Crossing — “confirmed results feed”: Awarding body results service (Sector services) → Verify qualifications (Campus admissions…Crossing — “clearing acceptance”: Make and confirm offer (Campus admissions network) → UCAS hub (Sector services).Crossing — “placement confirmation”: UCAS hub (Sector services) → Make and confirm offer (Campus admissions network).Crossing — “offer letter”: Make and confirm offer (Campus admissions network) → Applicant (Public telephone and web).Crossing — “enrolment form + ID documents”: Applicant (Public telephone and web) → Enrol student (Campus admissions network).Crossing — “attendance confirmation”: Notify funding body (Campus admissions network) → Student Loans Company (Sector services).Crossing — “funding entitlement”: Student Loans Company (Sector services) → Notify funding body (Campus admissions network).Crossing — “student card and timetable”: Enrol student (Campus admissions network) → Applicant (Public telephone and web).

Make it your own.

title "Clearing to enrolment — undergraduate admissions"
level 1

entity Applicant
entity "UCAS hub"
entity "Awarding body results service"
entity "Student Loans Company"
entity "Admissions tutor"

process 1 "Take clearing call"
process 2 "Verify qualifications"
process 3 "Make and confirm offer"
process 4 "Enrol student"
process 5 "Notify funding body"

store D1 "Applicant record"
store D2 "Course vacancy board"
store D3 "Verified qualifications"
store D4 "Student record system"

boundary "Public telephone and web" { Applicant }
boundary "Campus admissions network" { 1, 2, 3, 4, 5, D1, D2, D3, D4, "Admissions tutor" }
boundary "Sector services" { "UCAS hub", "Awarding body results service", "Student Loans Company" }

Applicant -> 1 : "clearing enquiry + personal ID"
1 -> D1 : "enquiry record"
D2 -> 1 : "live vacancies by course"
1 -> 2 : "claimed grades"
"Awarding body results service" -> 2 : "confirmed results feed"
2 -> D3 : "verified grade profile"
D3 -> 3 : "verified grade profile"
D1 -> 3 : "applicant record"
"Admissions tutor" -> 3 : "entry criteria decision"
3 -> "UCAS hub" : "clearing acceptance"
"UCAS hub" -> 3 : "placement confirmation"
3 -> D2 : "vacancy decrement"
3 -> D1 : "offer status"
3 -> Applicant : "offer letter"
D1 -> 4 : "confirmed applicant"
Applicant -> 4 : "enrolment form + ID documents"
4 -> D4 : "student record"
D4 -> 5 : "enrolment confirmation"
5 -> "Student Loans Company" : "attendance confirmation"
"Student Loans Company" -> 5 : "funding entitlement"
5 -> D4 : "funding status"
D4 -> 4 : "student number"
4 -> Applicant : "student card and timetable"