| Date post: | 18-Dec-2014 |
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Towards Good Governance through
Implementation of UMIS.
Qafqaz University’s Experience
Dr. Abzetdin Adamov [email protected]
Head of Computer Engineering Department
Chief Information Officer
QAFQAZ UNIVERSITY
Content
1. Introduction – Why an University needs UMIS?
2. UMISS Prerequisites and Development
Roadmap
3. University as a System – Business Process
Management
4. Obstacles against UMIS
5. Good Practice of the Qafqaz University
Introduction – Why an
University needs UMIS?
The Features of Modern
University
UNIVERSITY
EXCELLENCE EFFECTIVENESS
TRANSPARENCY MOBILITY
DO MORE WITH LESS
Quality Management Rule
Plan
Apply
Assess
Change Quality Management
“If you can't measure it, you can't manage it.” Peter Drucker
Decision
University Management
Information System
Necessity of UMIS
1. To Simplify information access
2. To Bind all departments’ information sources
3. To Convert data to management information
4. To Support decision making
5. To Streamline of the monotonic processes
6. To Consume ICT as a key lever of change
7. To Use new opportunities provided by ICT
8. To Make right IT investment
UMISS Prerequisites and
Development Roadmap
Organization Structure
ORGANIZATION REGULATIONS
BUSINESS PROCESSES
DATA WAREHOUSE
INFORMATION SYSTEM
UMS Implementation
Roadmap
Problem
Recognition
Investigation
Requirements
Determination
System
Design
Development
and
Construction
Implementation
Evaluation and
Evolution
UMIS Implementation
Roadmap
1. Appointment of the Project Manager – Team Leader
2. IT Strategy Development, objectives for near and distant future
3. Establish required technical infrastructure
4. Form Development Team or Apply for Outsourcing
5. Define Data Quality Standards
6. Define and Optimize Business Processes
7. Specify minimal access requirements for each group
8. Develop Regulations related to UMIS
9. Organize Trainings for staff
10. Total Understanding and Support from
Administration
University as a System –
Business Process
Management
University as a System
Students
Human Resource
Investment
Graduates
Publications
Technology
Services
INPUTS OUTPUTS
$
UNIVERSITY
Process Management and
Optimization
Students’ Office
Students Dean
Department Chair
Library
Finance
Advisor
Rector
Lecturer
Parents
Government
Healthcare
• The first rule of any technology is that automation applied to an efficient operation will magnify the efficiency.
• The second is that automation applied to an inefficient operation will magnify the inefficiency.
Bill Gates, Microsoft Corporation
Golden Role of Automation
Process Management and
Optimization
Identify
Processes
Review,
Analyze
As-Is
Design
To-Be
Test
and
Implement
BPM Meaning and Rules
• Business Process Management is the conception, design, observation and continuous improvement of business processes.
• Improved business performance is delivered by streamlining to remove inefficiency and redundancy that has evolved in a manually designed processes.
“To improve is to change; to be perfect is to change often.” Winston Churchill
If you can't describe what you are doing as a process, you
don't know what you're doing Edwards Deming
Obstacles against UMIS
Obstacles against UMIS
• Internal Resistance for Change
• Insufficient Experience
• Lack of Infrastructure
• Systems Mismatch
• “Automation Islands”
• “Instability in Regulation”
• Not Enough Support from Administration
Good Practice at the
Qafqaz University
QAFQAZ UNIVERSITY University Management IS
Internet
ORACLE
Admin
USERS EMPLOYEE
Qafq
az U
niv
ers
ity
Un
ivers
ity A
dm
inis
trati
on
Syste
m
UNIX
Principles of Good UMIS
1. Self Service Approach
2. Do More with Less
3. Process-based Approach
4. Modular Approach
5. Web-based Architecture
6. Focus on the End User
7. Personality-based Privacy
UMIS History
2002 UMS Project Started – Strategy and Requirements;
2004 Implementation of Academic Records;
2006-2007 UMIS updated according to Bologna Standards (ECTS);
2008-2009 New Modules;
2010 Enhancement of Usability and Security;
Year Semester Academic Records
Student Records
1 2004-2005 Fall / Spring + +
2 2005-2006 Fall / Spring + +
3 2006-2007 Fall / Spring + +
4 2007-2008 Fall / Spring + +
5 2008-2009 Fall / Spring + +
6 2009-2010 Fall / Spring + +
UMIS Modules
PIS
LIS
QMAS
FIS
SIS
SAIS
UNIVERSITY
UMIS
Processes
Print out Diploma
Supplement
GRADUATION (7)
Enter Examination
Results (6)
Course Registration for
Student (5)
Implement ECTS in
Education Programs (2)
Activate Courses
according to Program (3)
Procedure of Advisor
Assignment
Procedure - Student
Status - has to be
Up-to-Date3
Procedure for Education
Program Update1
Procedure of Course
Registration
UMS prohibits Course
Registration mistakes
Procedure of Exam
Results Entering4
Appoint ECTS Manager –
one point of Truth2
Assign Advisor for
each Student (4)
STUDENT
REGISTRATION
(1)
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
Ordering Statements and Academic Records
Course Registration
Student Success Monitoring
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
Faculty 1 Faculty 2
Department 1 Department 2 Department N
Faculty N
Lecturer
Advisor 1
Advisor N
Students
Students
Lecturer
Advisor 1
Advisor N
Students
Students
