University Management Information System

Information Technologies in University Management

University Management Information System

Information Technologies in University Management

Dr. Abzetdin Adamovaadamov@qafqaz.edu.az

Head of Computer Engineering DepartmentChief Information Officer

Dr. Abzetdin Adamovaadamov@qafqaz.edu.az

Head of Computer Engineering DepartmentChief Information Officer

QAFQAZ UNIVERSITYQAFQAZ UNIVERSITY

The Features of Modern University

The Features of Modern The Features of Modern UniversityUniversity

UNIVERSITYUNIVERSITY

EXCELLENCEEXCELLENCEEXCELLENCE EFFECTIVENESSEFFECTIVENESSEFFECTIVENESS

TRANSPARENCYTRANSPARENCYTRANSPARENCY MOBILITYMOBILITYMOBILITY

DO MORE WITH LESSDO MORE WITH LESS

Quality Management RuleQuality Management RuleQuality Management Rule

PlanPlan

ApplyApply

AssessAssess

ChangeChange Quality ManagementQuality Management

DecisionDecisionDecision

University Management System

University Management System

Organization StructureOrganization StructureOrganization Structure

ORGANIZATIONORGANIZATIONORGANIZATIONREGULATIONSREGULATIONS

BUSINESS PROCESSESBUSINESS PROCESSES

DATA WAREHOUSEDATA WAREHOUSE

INFORMATION SYSTEMINFORMATION SYSTEM

UMS Implementation Roadmap

UUMMSS Implementation Implementation RoadmapRoadmap

Problem Recognition

Investigation

Requirements Determination

System Design

Development and

Construction

Implementation

Evaluation and Evolution

UMS Implementation Roadmap

UUMMSS Implementation Implementation RoadmapRoadmap

1. Appointment of the Project Manager - CIO2. IT Strategy Development, plans for near and distant future3. Establish required infrastructure 4. Form Development Team5. Specify Data Quality Standards6. Define and Optimize Business Processes7. Specify minimal access requirements for each position8. Accept Regulations related to UMS9. Organize Trainings

10. Total Understanding and Support from Administration

1. Appointment of the Project Manager - CIO2. IT Strategy Development, plans for near and distant future3. Establish required infrastructure 4. Form Development Team5. Specify Data Quality Standards6. Define and Optimize Business Processes7. Specify minimal access requirements for each position8. Accept Regulations related to UMS9. Organize Trainings

10. Total Understanding and Support from Administration

e-Universityee--UniversityUniversity

StudentsStudentsStudents

Human ResourceHuman ResourceHuman Resource

InvestmentInvestmentInvestment

GraduatesGraduatesGraduates

PublicationsPublicationsPublications

TechnologyTechnologyTechnology

ServicesServicesServices

INPUTSINPUTS OUTPUTSOUTPUTS

$$

UNIVERSITYUNIVERSITY

Process Management and Optimization

ProProcesscess Management and Management and OptimizationOptimization

Students’ OfficeStudents’ Office

StudentsStudentsDeanDean

Department ChairDepartment Chair

LibraryLibrary

FinanceFinance

AdvisorAdvisor

RectorRector

LecturerLecturer

ParentsParentsGovernmentGovernment

HealthHealth

Process Management and Optimization

ProProcesscess Management and Management and OptimizationOptimization

Identify Processes

Review, Analyze

As-Is

DesignTo-Be

Test and

Implement

QAFQAZ UNIVERSITYUniversity Management System

QAFQAZ QAFQAZ UNIVERSITYUNIVERSITYUniversity Management SystemUniversity Management System

InternetInternet

ORACLEORACLE

AdminAdmin

USERSUSERSEMPLOYEEEMPLOYEE

Qaf

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Uni

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Adm

inis

trat

ion

Syst

emQ

afqa

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nive

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Uni

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UNIXUNIX

UMS Modules UUMMSS Modules Modules

PISPIS

LISLIS

QMASQMAS

FISFIS

SISSIS

SOISSOIS

UNIVERSITYUNIVERSITYUMSUMS

Student Record ProcessesStudent Record ProcessesStudent Record Processes

The Order of the Processes

Print out Diploma Supplement

(6)

Print out Diploma Supplement

(6)

Enter Examination Results

(5)

Enter Examination Results

(5)

Fulfill Course Registrationfor Student

(4)

Fulfill Course Registrationfor Student

(4)

Assign Advisor for each Student

(3)

Assign Advisor for each Student

(3)

Implement ECTS in Education Programs

(1)

Implement ECTS in Education Programs

(1)

Activate Courses according to Program

(2)

Activate Courses according to Program

(2)

ProcessesProcessesProcesses

Print out Diploma Supplement

GRADUATION (7)

Print out Diploma Supplement

GRADUATION (7)

Enter Examination Results

(6)

Enter Examination Results

(6)

Course Registration for Student

(5)

Course Registration for Student

(5)

Implement ECTS in Education Programs

(2)

Implement ECTS in Education Programs

(2)

Activate Courses according to Program

(3)

Activate Courses according to Program

(3)

Procedure of Advisor Assignment

Procedure of Advisor Assignment

Procedure - Student Status - has to be

Up-to-Date3

Procedure - Student Status - has to be

Up-to-Date3

Procedure for Education Program Update1

Procedure for Education Program Update1

Procedure of Course Registration

Procedure of Course Registration

UMS prohibits Course Registration mistakes

UMS prohibits Course Registration mistakes

Procedure of Exam Results Entering4

Procedure of Exam Results Entering4

Appoint ECTS Manager –one point of Truth2

Appoint ECTS Manager –one point of Truth2

Assign Advisor for each Student

(4)

Assign Advisor for each Student

(4)

STUDENTREGISTRATION

(1)

STUDENTREGISTRATION

(1)

UMS HistoryUMUMSS HistoryHistory2002 UMS Project Started – Strategy and Requirements;2004 Implementation of Academic Records:2006-2007 UMS updated according to Bologna Standards2008-2009 New Modules2010 Enhancement of Usability and Security

2002 UMS Project Started – Strategy and Requirements;2004 Implementation of Academic Records:2006-2007 UMS updated according to Bologna Standards2008-2009 New Modules2010 Enhancement of Usability and Security

++Fall / Spring2009-20106

++Fall / Spring2008-20095

+

+

+

+

Student Records

Academic RecordsSemesterYear

+Fall / Spring2004-20051

+Fall / Spring2007-20084

+Fall / Spring2006-20073

+Fall / Spring2005-20062

UMS ModulesUMS ModulesUMS Modules

Student Office Information System;

Personal Information System

Student Information System

Library Information System;

Web CMC

Student Office Information System;

Personal Information System

Student Information System

Library Information System;

Web CMC

UMS ModulesUMS ModulesUMS Modules

Quality Management and Assessment System

Finance Information System

Smart Card Project

Human Resources Information System

e-Document Management (e-Signature);

Inventory Information System

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 Student Office Information SystemSystem

Student Office Information System:Student RegistrationStudent Fee ControlStudent Information Entering and UpdatingStudent StatusStatements and OrdersCourse RegistrationStudent SuccessReports and Official InquiryStatistics

Student Office Information System:Student RegistrationStudent Fee ControlStudent Information Entering and UpdatingStudent StatusStatements and OrdersCourse RegistrationStudent SuccessReports and Official InquiryStatistics

Personal Information SystemPersonal Information SystemPersonal 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

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 SystemStudent Information SystemStudent Information System

Student Information System:Course RegistrationWeekly Class ScheduleExam ScheduleExams ResultsSurveysMessages from FacultyOnline Publication DatabasesLibrary Electronic CatalogLaboratory Management System (Internet and Networking Quota)

Student Information System:Course RegistrationWeekly Class ScheduleExam ScheduleExams ResultsSurveysMessages from FacultyOnline Publication DatabasesLibrary Electronic CatalogLaboratory Management System (Internet and Networking Quota)

Information Access SchemaInformation Access SchemaInformation Access Schema

RectorRector

Faculty 1Faculty 1 Faculty 2Faculty 2

Department 1Department 1 Department 2Department 2 Department NDepartment N

Faculty NFaculty N

LecturerLecturer

Advisor 1Advisor 1

Advisor NAdvisor N

StudentsStudents

StudentsStudents

LecturerLecturer

Advisor 1Advisor 1

Advisor NAdvisor N

StudentsStudents

StudentsStudents

Obstacles against UMSObstacles against UMSObstacles against UMS

• Internal Resistance for Change

• Insufficient Experience

• Lack of Infrastructure

• Systems Mismatch

• “Automation Islands”

• “Instability in Regulation”

• Not Enough Support from Administration

• Internal Resistance for Change

• Insufficient Experience

• Lack of Infrastructure

• Systems Mismatch

• “Automation Islands”

• “Instability in Regulation”

• Not Enough Support from Administration

THANKS FOR ATTENTIONTHANKS FOR ATTENTION