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University Management Information System

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Abzetdin Adamov
Abzetdin Adamov

Over the past few years, there has been increasing attention on how Information Technology (IT) supports good governance in Higher Education Institutions (HEI). It's obvious that communications and information technology provide ever-growing opportunities to improve institutional effectiveness and efficiency. The use of technology is driving significant changes in the way educational institutions meet their goals and objectives. With the rapid pace of technological change and amplified competition, good governance of HEI with the help of University Management Information System (UMIS) presents significant challenges. As it is well known from IT history, innovative technologies can start out as a relatively small issue and suddenly become vitally important, requiring immediate solutions. In the same way, small IT initiative within Qafqaz University which had limited purposes at the beginning has become the main pillar with a strong strategic value and a great asset to possibly achieve institutional strategic goals.

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QAFQAZ UNIVERSITY QAFQAZ UNIVERSITY University Management Information System Information Technologies in University Management Dr. Abzetdin Adamov aadamov@qafqaz.edu.az Head of Computer Engineering Department Chief Information Officer
The Features of Modern University TRANSPARENCY TRANSPARENCY MOBILITY MOBILITY UNIVERSITY EXCELLENCE EXCELLENCE EFFECTIVENESS EFFECTIVENESS DO MORE WITH LESS
Quality Management Rule Plan Change Quality Management Apply Assess
Decision University Management System
Organization Structure INFORMATION SYSTEM DATA WAREHOUSE BUSINESS PROCESSES ORGANIZATION ORGANIZATION REGULATIONS
UMS Implementation UMS Roadmap Evaluation and Evolution Implementation Development and Construction System Design Requirements Determination Investigation Problem Recognition
UMS Implementation UMS Roadmap 1. Appointment of the Project Manager - CIO 2. IT Strategy Development, plans for near and distant future 3. Establish required infrastructure 4. Form Development Team 5. Specify Data Quality Standards 6. Define and Optimize Business Processes 7. Specify minimal access requirements for each position 8. Accept Regulations related to UMS 9. Organize Trainings 10. Total Understanding and Support from Administration
e-University e-University INPUTS OUTPUTS Graduates Graduates Students Students Publications Publications Human Resource Human Resource UNIVERSITY Technology Technology $ Investment Investment Services Services
Process Management and Process Optimization Government Government Parents Parents Rector Rector Students Students Dean Dean Department Chair Department Chair Students’ Office Students’ Office Lecturer Lecturer Library Library Advisor Advisor Finance Finance Health Health
Process Management and Process Optimization Identify Processes Test Review, and Analyze Implement As-Is Design To-Be
QAFQAZ UNIVERSITY University Management System EMPLOYEE EMPLOYEE USERS USERS Admin Admin University Administration System University Administration System Internet Qafqaz University Qafqaz University UNIX ORACLE
UMS Modules UMS SOIS PIS SIS UNIVERSITY UMS LIS FIS QMAS
Student Record Processes The Order of the Processes Implement ECTS in Implement ECTS in Fulfill Course Registration Fulfill Course Registration Education Programs Education Programs for Student for Student (1) (1) (4) (4) Activate Courses Activate Courses Enter Examination Enter Examination according to Program according to Program Results Results (2) (2) (5) (5) Assign Advisor for each Assign Advisor for each Print out Diploma Print out Diploma Student Student Supplement Supplement (3) (3) (6) (6)
Processes STUDENT STUDENT REGISTRATION REGISTRATION (1) (1) Procedure for Education Procedure for Education Appoint ECTS Manager – Appoint ECTS Manager – Program Update11 Program Update Implement ECTS in Implement ECTS in one point of Truth22 one point of Truth Education Programs Education Programs (2) (2) Activate Courses Activate Courses according to Program according to Program (3) (3) Assign Advisor for Procedure --Student Procedure Student Procedure of Advisor Procedure of Advisor Assign Advisor for each Student Status --has to be Status has to be Assignment Assignment each Student Up-to-Date33 (4) (4) Up-to-Date Course Registration Course Registration for Student for Student Procedure of Course Procedure of Course (5) UMS prohibits Course UMS prohibits Course (5) Registration Registration Registration mistakes Registration mistakes Enter Examination Enter Examination Results Results (6) Procedure of Exam Procedure of Exam (6) Results Entering44 Results Entering Print out Diploma Print out Diploma Supplement Supplement GRADUATION (7) GRADUATION (7)
UMS History UMS 2002 UMS Project Started – Strategy and Requirements; 2004 Implementation of Academic Records: 2006-2007 UMS updated according to Bologna Standards 2008-2009 New Modules 2010 Enhancement of Usability and Security Year Semester Academic Student Records Records 1 2004-2005 Fall / Spring + + Fall / Spring 2 2005-2006 + + 3 2006-2007 Fall / Spring + + 4 2007-2008 Fall / Spring + + 5 2008-2009 Fall / Spring + + 6 2009-2010 Fall / Spring + +
UMS Modules Student Office Information System; Personal Information System Student Information System Library Information System; Web CMC
UMS Modules Quality Management and Assessment System Finance Information System Smart Card Project Human Resources Information System e-Document Management (e-Signature); Inventory Information System
Student Office Information System Student Office Information System: Student Registration Student Fee Control Student Information Entering and Updating Student Status Statements and Orders Course Registration Student Success Reports and Official Inquiry Statistics
Personal Information System Personal Information System: – Main Page – Entering Exam Results – Course Registration – Student Related Information – Student Success – Communication Facilities – Weekly Class Schedule – Exam Schedule – Surveys and Surveys’ Evaluation – Library Electronic Catalog
Student Information System Student Information System: Course Registration Weekly Class Schedule Exam Schedule Exams Results Surveys Messages from Faculty Online Publication Databases Library Electronic Catalog Laboratory Management System (Internet and Networking Quota)
Information Access Schema Rector Rector Faculty 1 Faculty 1 Faculty 2 Faculty 2 Faculty N Faculty N Department 1 Department 2 Department 2 Department N Department N Department 1 Lecturer Lecturer Lecturer Lecturer Advisor 1 Advisor 1 Advisor 1 Advisor 1 Students Students Students Students Advisor N Advisor N Advisor N Advisor N Students Students Students Students
Obstacles against UMS • Internal Resistance for Change • Insufficient Experience • Lack of Infrastructure • Systems Mismatch • “Automation Islands” • “Instability in Regulation” • Not Enough Support from Administration
THANKS FOR ATTENTION

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University Management Information System

  • 1. QAFQAZ UNIVERSITY QAFQAZ UNIVERSITY University Management Information System Information Technologies in University Management Dr. Abzetdin Adamov aadamov@qafqaz.edu.az Head of Computer Engineering Department Chief Information Officer
  • 2. The Features of Modern University TRANSPARENCY TRANSPARENCY MOBILITY MOBILITY UNIVERSITY EXCELLENCE EXCELLENCE EFFECTIVENESS EFFECTIVENESS DO MORE WITH LESS
  • 3. Quality Management Rule Plan Change Quality Management Apply Assess
  • 4. Decision University Management System
  • 5. Organization Structure INFORMATION SYSTEM DATA WAREHOUSE BUSINESS PROCESSES ORGANIZATION ORGANIZATION REGULATIONS
  • 6. UMS Implementation UMS Roadmap Evaluation and Evolution Implementation Development and Construction System Design Requirements Determination Investigation Problem Recognition
  • 7. UMS Implementation UMS Roadmap 1. Appointment of the Project Manager - CIO 2. IT Strategy Development, plans for near and distant future 3. Establish required infrastructure 4. Form Development Team 5. Specify Data Quality Standards 6. Define and Optimize Business Processes 7. Specify minimal access requirements for each position 8. Accept Regulations related to UMS 9. Organize Trainings 10. Total Understanding and Support from Administration
  • 8. e-University e-University INPUTS OUTPUTS Graduates Graduates Students Students Publications Publications Human Resource Human Resource UNIVERSITY Technology Technology $ Investment Investment Services Services
  • 9. Process Management and Process Optimization Government Government Parents Parents Rector Rector Students Students Dean Dean Department Chair Department Chair Students’ Office Students’ Office Lecturer Lecturer Library Library Advisor Advisor Finance Finance Health Health
  • 10. Process Management and Process Optimization Identify Processes Test Review, and Analyze Implement As-Is Design To-Be
  • 11. QAFQAZ UNIVERSITY University Management System EMPLOYEE EMPLOYEE USERS USERS Admin Admin University Administration System University Administration System Internet Qafqaz University Qafqaz University UNIX ORACLE
  • 12. UMS Modules UMS SOIS PIS SIS UNIVERSITY UMS LIS FIS QMAS
  • 13. Student Record Processes The Order of the Processes Implement ECTS in Implement ECTS in Fulfill Course Registration Fulfill Course Registration Education Programs Education Programs for Student for Student (1) (1) (4) (4) Activate Courses Activate Courses Enter Examination Enter Examination according to Program according to Program Results Results (2) (2) (5) (5) Assign Advisor for each Assign Advisor for each Print out Diploma Print out Diploma Student Student Supplement Supplement (3) (3) (6) (6)
  • 14. Processes STUDENT STUDENT REGISTRATION REGISTRATION (1) (1) Procedure for Education Procedure for Education Appoint ECTS Manager – Appoint ECTS Manager – Program Update11 Program Update Implement ECTS in Implement ECTS in one point of Truth22 one point of Truth Education Programs Education Programs (2) (2) Activate Courses Activate Courses according to Program according to Program (3) (3) Assign Advisor for Procedure --Student Procedure Student Procedure of Advisor Procedure of Advisor Assign Advisor for each Student Status --has to be Status has to be Assignment Assignment each Student Up-to-Date33 (4) (4) Up-to-Date Course Registration Course Registration for Student for Student Procedure of Course Procedure of Course (5) UMS prohibits Course UMS prohibits Course (5) Registration Registration Registration mistakes Registration mistakes Enter Examination Enter Examination Results Results (6) Procedure of Exam Procedure of Exam (6) Results Entering44 Results Entering Print out Diploma Print out Diploma Supplement Supplement GRADUATION (7) GRADUATION (7)
  • 15. UMS History UMS 2002 UMS Project Started – Strategy and Requirements; 2004 Implementation of Academic Records: 2006-2007 UMS updated according to Bologna Standards 2008-2009 New Modules 2010 Enhancement of Usability and Security Year Semester Academic Student Records Records 1 2004-2005 Fall / Spring + + Fall / Spring 2 2005-2006 + + 3 2006-2007 Fall / Spring + + 4 2007-2008 Fall / Spring + + 5 2008-2009 Fall / Spring + + 6 2009-2010 Fall / Spring + +
  • 16. UMS Modules Student Office Information System; Personal Information System Student Information System Library Information System; Web CMC
  • 17. UMS Modules Quality Management and Assessment System Finance Information System Smart Card Project Human Resources Information System e-Document Management (e-Signature); Inventory Information System
  • 18. Student Office Information System Student Office Information System: Student Registration Student Fee Control Student Information Entering and Updating Student Status Statements and Orders Course Registration Student Success Reports and Official Inquiry Statistics
  • 19. Personal Information System Personal Information System: – Main Page – Entering Exam Results – Course Registration – Student Related Information – Student Success – Communication Facilities – Weekly Class Schedule – Exam Schedule – Surveys and Surveys’ Evaluation – Library Electronic Catalog
  • 20. Student Information System Student Information System: Course Registration Weekly Class Schedule Exam Schedule Exams Results Surveys Messages from Faculty Online Publication Databases Library Electronic Catalog Laboratory Management System (Internet and Networking Quota)
  • 21. Information Access Schema Rector Rector Faculty 1 Faculty 1 Faculty 2 Faculty 2 Faculty N Faculty N Department 1 Department 2 Department 2 Department N Department N Department 1 Lecturer Lecturer Lecturer Lecturer Advisor 1 Advisor 1 Advisor 1 Advisor 1 Students Students Students Students Advisor N Advisor N Advisor N Advisor N Students Students Students Students
  • 22. Obstacles against UMS • Internal Resistance for Change • Insufficient Experience • Lack of Infrastructure • Systems Mismatch • “Automation Islands” • “Instability in Regulation” • Not Enough Support from Administration
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