Admissions Dashboard
Epic summary
The Admissions Dashboard gives authorised users a clear view of the current admission position. It answers four questions immediately:
- How many seats are available, allotted, reported, joined, or vacant?
- What work is waiting for my team?
- Which deadlines are approaching?
- Which cases or rounds require intervention?
The dashboard summarises work performed elsewhere. It does not replace the seat, verification, clearance, or decision workspaces.
Actors and access
| Actor | Access |
|---|---|
| Directorate/University/Trust Admissions Officer | Consolidated view across the positioned entity and permitted descendants |
| Admission Nodal Officer | Full operational view for assigned cycles |
| Counselling Coordinator | Seat, round, allotment, and reconciliation panels |
| Verification and clearance officers | Their assigned pending-work queues |
| Authorised Dean/Principal | Cases awaiting decision, exception, or closure approval |
| Student Section Officer | Joined candidates awaiting enrolment handoff |
| Internal Auditor | Read-only dashboard within authorised scope |
Screen structure and information shown
The dashboard does not create source records. It combines permitted information from cycles, seats, rounds, cases, clearances, and deadlines.
Filter and scope fields
| Field | Entry type | Meaning |
|---|---|---|
| Entity scope | Selected/defaulted | Governance entity, institution, department, or programme available to the user |
| Admission cycle | Selected | Limits every tile and queue to one or more permitted cycles |
| Institution and programme | Selected | Optional descendant filters |
| Counselling authority/process | Selected | Separates MCC, state, INI, and other routes |
| Round | Selected | Limits the seat and candidate position to a round |
| Queue owner | Selected | Current user, office, committee, or role capability |
| As-of time | System shown | Timestamp to which displayed figures are calculated |
Information shown
| Screen area | Fields and measures |
|---|---|
| Seat position | Permitted intake, pool allocation, available, allotted, reported, admitted, joined, withdrawn, and vacant |
| Candidate funnel | Allotted, expected, reported, verification pending, clearance pending, decision pending, approved, joined, and exited |
| Work queues | Case number, candidate, programme, round, pending task, owner, due time, age, and priority |
| Deadlines | Reporting end, joining end, resignation deadline, statutory cutoff, remaining time, and affected cases |
| Exceptions | Seat mismatch, missing source, duplicate person, unresolved deficiency, blocked approval, import error, and reconciliation difference |
| Governance roll-up | Institution-wise intake, utilisation, delays, unresolved controls, and closure state |
Every figure links to the filtered source records. The system does not expose candidate-level detail beyond the user’s entity and field permissions.
Use case 1: View the admission position
As an Admission Nodal Officer
I want to see the current admission position for a selected cycle
So that I can direct the admission office’s work.
Acceptance criteria
- The user selects an institution, admission cycle, programme, counselling process, and round within their access scope.
- The dashboard shows sanctioned, available, allotted, reported, admitted, joined, exited, and vacant counts.
- Counts can be opened to view the underlying records.
- Every metric shows when it was last calculated.
- Filters remain consistent while moving between dashboard panels and detail lists.
- The dashboard does not combine figures from unrelated academic sessions unless the user deliberately selects a consolidated view.
Negative cases and alternate flows
- No active cycle: Show that no active admission cycle is available and link authorised users to cycle setup.
- Incomplete seat matrix: Display the affected figures as incomplete rather than presenting a misleading zero.
- Access restricted: Hide institutions, programmes, and candidate lists outside the user’s entity scope.
- Stale source: Mark figures as stale when an import or reconciliation has not completed.
Use case 2: Work from a personal queue
As a Document Scrutiny Officer, Admission Scrutiny Committee Member, Accounts Officer, Medical Officer, Legal/Bond Officer, or HOD/PG Coordinator
I want to see only the cases waiting for my action
So that I can process work without searching the complete admission register.
Acceptance criteria
- The dashboard shows queues derived from the user’s role and assignments.
- A document verifier sees pending verification and deficiency responses.
- An Accounts Officer sees payment and refund tasks, not medical or academic detail.
- A Medical Officer sees fitness tasks, not finance or unrelated admissions.
- Opening a queue item takes the user to the relevant section of the admission case.
- Completed work leaves the active queue but remains available in history.
Negative cases and alternate flows
- No assignment: Explain that the user has no assigned work instead of showing all institutional cases.
- Case reassigned: Remove the case from the former officer’s active queue and retain the assignment history.
- Permission revoked: Prevent further access immediately, even if the user kept an old browser link.
Use case 3: Act on deadlines and exceptions
As an Authorised Dean/Principal
I want to see deadlines and high-risk exceptions
So that legally significant cases are not missed.
Acceptance criteria
- The dashboard highlights reporting, joining, round-closing, and statutory-cutoff deadlines.
- Alerts identify unresolved eligibility overrides, past-due deficiencies, reconciliation mismatches, and post-joining cancellation requests.
- Each alert states the affected cycle, candidate or round, responsible role, and required action.
- Deadline severity is based on configured dates and the institution’s timezone.
- Acknowledging an alert does not complete the underlying work.
Negative cases and alternate flows
- Deadline passed: The dashboard shows the missed deadline and the action that is now blocked.
- Conflicting dates: Escalate the cycle configuration instead of guessing which date applies.
- Duplicate alerts: Group identical alerts while retaining the underlying case count.
Success outcome
The user leaves the dashboard knowing the current seat position, the work assigned to them, and the deadlines or exceptions requiring attention.