Automation as Catalyst for Quality Service Delivery: Case Study of Select ABU Applications Prof. SB...

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Automation as Catalyst for Quality Service Delivery: Case Study of Select ABU Applications

Prof. SB JunaiduWorkshop for Deans & HoDsAhmadu Bello University, Zaria, NigeriaAugust 5, 2015

Outline

1. Introduction2. Case-study Applications3. Other Applications4. Software Development Team Members5. In-House Automation Dividends6. Challenges & Recommendations7. Summary

2 Assembly Hall, ABU, ZariaWorkshop for Deans & HoDs, ABU, Zaria

Introduction

Diffusion of IT in areas of human endeavor well acknowledged

Automation widely employed to create eCampus University typically outsource solutions

ABU initiated in-house software development Compliment & leverage infrastructural investment

… Introduction

Prior to 2008, many processes and services in the University were managed manually

Many man-hours (and, of course, money!) wasted, as a result

Solutions provided, where provided, were patchy and/or inefficient

ExamsLOGIC 2.0: Development History

A robust exam results processing software

Developed by Mathematics Department in 2009

Deployed for pilot use at 12 departments in 2010

Made official University Exam Software by Senate in August 2011

ExamsLOGIC 2.0: Key Features

Automatic tracking of students based on program requirements

Automatic tracking of probations, deferments & examination malpractice cases

Easy generation of transcripts and other report types

… ExamsLOGIC 2.0: Key Features

Migration and validation of past examination results

Elimination of human errors caused by manual data entry

Multi-criteria results moderation support

… ExamsLOGIC 2.0: Key Features

Implementation of new NUC requirement of abolishing Pass Degree

Support for multi-level user categories

User activity logging

Easy data backup and restoration

ExamsLOGIC 2.0: Deployment & Use

ExamsLOGIC deployed all departments of the University– Except the peculiar faculty of Medicine

Being used to settle degree classification issues

Versions developed for– Postgraduate programs– Subdegree programs

Students Portal: Development History

The University outsourced development of an EDUPORTAL University Management, in 2006

Portal was to include Student registration system Examination processing software Timetabling software Bursary support Human resource management

… Students Portal: Development History

The outsourced portal led to dramatic increase in registration fees collection Up by about N100m in the first year

Net proceeds from sale of Access Cards shared annually between contractor and university First year – 70:30 Second year – 70:30 Third year – 70:30 Fourth year – 65:35 Fifth year – 60:40

Up to 2009, outsourced portal had problems Students registration support remained a big

burden on the University Key components, e.g., Exam Processing software,

not developed One motivation for ExamsLOGIC

Proposal for alternative portal presented to University Management, December 2010

A Software Development Committee created, May 27, 2011

The Committee developed the in-house portal within 6 months

In-house portal became operational during 2011/2012 session for PG students

Students Portal: Key Features

Use cases– Fees payment– Course registration– Accommodation booking

Information portlets– End-of-semester result slips– Payment records– Registration records– Accommodation records

Students Portal: Deployment & Use

Deployed & in use by PG, UG and subdegree students since 2011/2012 session

Saves ABU millions of naira annually

Versions developed for– Other units of the University (SBRS Funtua, DAC)– Other clients (NWRI, KASU)

Staff Portal: Development History

Developed side-by-side the student portalPurpose

– Provide a one-stop-shop for staff services– Ease information exchange during staff promotion

exercises – Seamless integration with existing and upcoming

applications– Increase efficiency and save cost

Staff Portal: Key Features

Use cases– Exam Officer uses– HoD, Deans/Director uses– Other staff uses

Information portlets– Electronic Pay Slip– Teaching Records– Research Records

Staff Portal: Deployment & Use

Deployed & in use since 2011/2012 session

Versions developed for– Other units of the University– Other clients

Issues: Usage advocacy and staff training

HRMIS: Development History

Initiated after successful deployment of students portal, April 2012

Motivation– Employee records management tedious, inefficient and error-

prone– Data maintained by different University organs inconsistent– Generation of data for Management decisions time-

consuming

HRMIS: Key Functionalities

1. Recruitment2. Promotion3. Leave Management4. Payroll5. Training6. System Control7. Reports Manager

HRMIS: Deployment & Use

Most modules completed

Deployment hindered by dearth of data & changing requirements

Versions developed for– Nigerian universities– Funded by NITDA

Other Applications

eForms PortalKADA-LegendTestLEAD CBTFacility ManagerAlumni PortalElectronic TranscriptPayEazyBrownSugar eBursary

Software Development Team Members

Software Development Team comprises 25 members from different departments– ICICT– Mathematics– Electrical Engineering– Registry– Bursary

… Software Development Team Members

In-House Automation Dividends

Cost saving– What ABU generates is what ABU gets!

Leadership– Pace-setting in in-house application development

Leveraging & developing local skills base– A win-win for ABU and its personnel

Data localization– ABU’s data remains in ABU’s sleeves!

Freedom, independence & flexibility

Challenges & Recommendations

Lack of complete data for some applications– Personnel, Alumni

Change management problems– Attitude of application users

Lack of a purpose-built CBT Center Lack of advocacy on developed applications

– For both local and commercial purposes

… Challenges & Recommendations

A special Task Force be created to compile complete personnel and alumni records

Examination management process be changed to involve Academic staff less

– Proposal under development A modern, high-capacity CBT Center urgently needed Student & Staff ICT Competency training and general

advocacy to be expanded and sustained

Summary

Outlined the need to employ technology for increased efficiency & quality service delivery

A case study of select automation projects case study– ExamsLOGIC 2.0– Students Portal– Staff Portal– HRMIS

The End

Thank You

Automation as Catalyst for Quality Service Delivery: Case Study of Select ABU Applications Prof. SB...

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