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.

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

23. THANKS FOR ATTENTION