Project was started in 2002 as an application of research results and findings has became today a strategic value-added tool and framework for Qafqaz University's core functions and services. We at the Qafqaz University are using IUMIS since 2004. Due to IUMIS we are able to handle large number of students, core operational activities like admission, registration, examination, billing, reporting, communication etc efficiently with great accuracy.

1. QAFQAZ UNIVERSITY
Towards Good Governance through
Implementation of UMIS.
Qafqaz University’s Experience
Dr. Abzetdin Adamov
aadamov@qu.edu.az
Head of Computer Engineering Department
Chief Information Officer

2. 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

3. Introduction – Why an
University needs UMIS?

4. The Features of Modern
University
TRANSPARENCY MOBILITY
UNIVERSITY
DO MORE WITH LESS
EXCELLENCE EFFECTIVENESS

5. Quality Management Rule
Plan
Quality Management
Change Apply
Assess
“If you can't measure it, you can't manage it.”
Peter Drucker

6. Decision
University
Management
Information System

7. 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

8. UMISS Prerequisites and
Development Roadmap

9. Organization Structure
 DATA WAREHOUSE
 INFORMATION SYSTEM
 BUSINESS PROCESSES
ORGANIZATION
 REGULATIONS

10. UMS Implementation
Roadmap
Evaluation and
Evolution
Implementation
Development
and
Construction
System
Design
Requirements
Determination
Investigation
Problem
Recognition

11. 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

12. University as a System –
Business Process
Management

13. University as a System
INPUTS OUTPUTS
Graduates
Students
Publications
Human Resource UNIVERSITY
Technology
$ Investment
Services

14. Process Management and
Optimization
Government
Parents Rector
Students
Dean
Department Chair
Students’ Office
Lecturer
Library Advisor
Finance
Healthcare

15. Golden Role of Automation
• 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

16. Process Management and
Optimization
Identify
Processes
Test Review,
and Analyze
Implement As-Is
Design
To-Be

17. BPM Meaning and Rules
“To improve is to change; to be perfect is to change often.”
Winston Churchill
• 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.
If you can't describe what you are doing as a process, you
don't know what you're doing
Edwards Deming

18. Obstacles against UMIS

19. Obstacles against UMIS
• Internal Resistance for Change
• Insufficient Experience
• Lack of Infrastructure
• Systems Mismatch
• “Automation Islands”
• “Instability in Regulation”
• Not Enough Support from Administration

20. Good Practice at the
Qafqaz University

21. QAFQAZ UNIVERSITY
University Management IS
EMPLOYEE USERS
Admin
University Administration System
Internet
Qafqaz University
UNIX
ORACLE

22. 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

23. 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 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 + +

24. UMIS Modules
SAIS
PIS SIS
UNIVERSITY
UMIS
LIS FIS
QMAS

25. Processes
STUDENT
REGISTRATION
(1)
Procedure for Education Appoint ECTS Manager –
Program Update1 Implement ECTS in one point of Truth2
Education Programs
(2)
Activate Courses
according to Program
(3)
Assign Advisor for Procedure - Student
Procedure of Advisor Status - has to be
Assignment each Student
(4) Up-to-Date3
Course Registration for
Student
Procedure of Course (5) UMS prohibits Course
Registration Registration mistakes
Enter Examination
Results
(6) Procedure of Exam
Results Entering4
Print out Diploma
Supplement
GRADUATION (7)

26. UMS Modules
Student Office Information System;
Personal Information System
Student Information System
Library Information System;
Web CMC

27. 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

28. 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

29. 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

30. 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)

31. Information Access Schema
Rector
Faculty 1 Faculty 2 Faculty N
Department 1 Department 2 Department N
Lecturer Lecturer
Advisor 1 Advisor 1
Students Students
Advisor N Advisor N
Students Students

32. THANKS FOR ATTENTION
aadamov@qu.edu.az
http://ce.qu.edu.az/~aadamov