INT4.1 Upgrade Benefits on Student Systems - Presenters: Rakkel Kanandjembo and Lukas Bock - ITSIUG
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INT4.1 Upgrade Benefits on Student
Systems
Presenters: Rakkel Kanandjembo and Lukas BockContent
1. Introduction
2. Highlights of the Int 4.1 in terms of the Student System
3. NAMCOL Registration Process
4. System Process Implementation
1. Finance System
2. HR System
3. Student System
4. Procurement System
5. Successes, Challenges and Lessons Learned
6. RecommendationIntroduction
Namibian College of Open Learning (NAMCOL) provide learning opportunities for adults and
out-of-school youth. The College offer TVET, Tertiary Programs and Secondary Education.
u Integrated Tertiary Software (ITS)
u Legendary Information systems were not integrated
u Standard software implemented
u Enhancement done to meet NAMCOL business processes
u Integrator 4.1 approved 2018
u Registration and Study Material Implementation
u Student Registration is successfully implemented
u Study Material managed outside the ITS and no integration with studentsInt 4.1 Highlights on Student System
u Benefits in terms of NAMCOL processes was identified during the BAT testing
u Academic Structure, Application, Registration, Assessment and Examination
u Execution of activities have improved in terms of throughput because of the ADF task
flows.
u Assesment Criteria
u Validation is now executed inside the page .
u Student Promotion
u Still to be implemented
u Mobile App
u Planned for implementation 2020/2021 FYInt 4.1 Highlights on Student System
u iEnabler
u Mobile device friendly and user experience is remarkable.
u Student are able to apply and register using their smart phones and tablets.
u Jasper Reporting is much easier and faster to use than the legendary Oracle Discoverer.
u General Benefits
u The search panel allows user to query with their own field selections through the advance search
function.
u Search results are displayed in:
u table format with maintenance forms
u Maintenance forms are used to maintain data
u Data can be exported to excel for further use
u Outstanding Process
u GraduationNAMCOL Registration Process - Operations
Point 1: Point 2: Data Point 3: Cashier Point 4: Data Point 5: Material
Enrolment Capturer Capturer Distributer
Officer
• Verification • Capture and • Verifies the • Capture the • Issue study
of update money with Application material
qualifications Biographical the subjects {SNAPPA-3} {SDGUIS-4}
, {SREGB-1} captured on • Capture • Student sign
identification • Confirm the form Qualification both copies,
and fees student • Capture the and Subjects one is
• Complete number money on the {SREGAR-1 retained.
registration {SDTUDY-21} system { • Link subject
form • Update FCTO-3} to centre
registration • Print receipt {SDSER-1 }
form with • Print Proof of
student registration
number {LSREG-5 }System Process Implementation- HR System
ROLE OF THE HR SYSTEM IN THE REGISTRATION PROCESS
u To recruit the enrolment staff
HOW DOES THE SYSTEM INTEGRATE WITH CROSS-FUNCTIONAL SYSTEMS
u The HR records are linked via the store agent (personnel number ) on the Store
definition.
u The Student and HR records are linked via the subject and tutors.
ACTUAL IMPLEMENTATION ACTIVITIES
1. OPERATION
u Create biographical data for personnel
u Link to position – (Appointment Type)System Process Implementation- Finance System
ROLE OF THE FINANCE SYSTEM IN THE REGISTRATION PROCESS
u Raising of fees on student accounts
u Receiving the money to the student account
HOW DOES THE SYSTEM INTEGRATE WITH CROSS-FUNCTIONAL SYSTEMS
u Student accounts are linked to the Counter and Cashbook
u Stores are linked via the cost centres on the Stores definition
u Fee Structure is based on the Academic Structure on the Student System
ACTUAL IMPLEMENTATION ACTIVITIES
1. SETUP
u Define cost centres and accounts for each store
u Finance user access control
2. OPERATION
u Receive and process payments
u Print receipts
u Cancel and reprint receipts
u Daily Cash-upsSystem Process Implementation- Student System
ROLE OF THE STUDENT SYSTEM IN THE REGISTRATION PROCESS
u The Student system is core for the student’s information in the life cycle of the student thus its role is register
them.
HOW DOES THE SYSTEM INTEGRATE WITH CROSS-FUNCTIONAL SYSTEMS
u The stores system integrates with the Student System through the definitions of the Stock Items and the
Subjects on the Academic Structure.
ACTUAL IMPLEMENTATION ACTIVITIES
1. SETUP
u Setup Academic Structure
u Define registration centres and link to activities
u Link subjects to store items
u Link stores to Offering types
2. OPERATION
u Register student qualification and subjects – link to agent is done on the qualification level
u Link student subject to service centers
u Print proof of registration
u Other activities: Cancelations, transfersSystem Process Implementation- Procurement System
(Stores)
ROLE OF THE PROCUREMENT SYSTEM IN THE REGISTRATION PROCESS
u The stores system allows for the distribution and issuing of enrolment materials.
HOW DOES THE SYSTEM INTEGREATE WITH CROSS-FUNCTIONAL SYSTEMS
u The Procurement system is based on the Finance system, all stores are linked to cost centres.
u Procurement of stock items is done through projections for the next enrolment cycle.
u The stores system integrates with the Student System through the definitions of the Stock Items and the
Subjects on the Academic Structure.
ACTUAL IMPLEMENTATION ACTIVITIES
1. TRAINING
2. SETUP
u Store definition (NAMCOL Store Structure)
u Stock item definition
u Stock Adjustment – (Opening Balances)
u Stock Transfer from Academic Warehouse to Regional Warehouses
u Stock Transfer from Regional Warehouses to the Centre (Registration Points)System Process Implementation- Procurement
System (Stores)…cont.
2. OPERATION
u Training conducted for all operational stall members.
u Verification of stock transferred to stores, by means of extracting reports.
u Study materials are issued at the registration points.
u Verification of materials issued.
u Reconciliation of subject registration versus physical materials.
u Returns of study material upon cancellation
u Total number of students registered up to date is approximately 25 500 and
counting.System Process Implementation- Challenges and Way
forward
Menus Used Challenge Response Outstanding Way forward
Issues
Procurement Material Issue • Logged a call • Further • Created report
System: SDGUIS-4 Number with ITS. technical on Jasper
generated is not • Programs investigation on Reporting, lists
displayed to the corrected by the the program. transaction of
user. developers SDGUIS-4
• Issue number according to
retrieved by store and
using FPMO4-2 material issued
and FPMO4-21 per student.System Process Implementation- Challenges and
Way forward
Menus Used Challenge Response Outstanding Issues Way forward
Procurement Document number • Logged a call with None • Data Capturers
System: SDGUIS-4 not generated (RY). AdaptIT. had to ensure
• Request done via every student is
FPMO4-24 linked to an
• Emphasised the Agent at the
linking of the registration.
agent at
registration
Procurement Materials returned • Further technical
System: wrongly - Could not investigation on
FPMO4-2 be re-issue the program.System Process Implementation- Challenges and Way
forward
Menus Used Challenge Response Outstanding Issues Way forward
Student System: Incorrect items • Data update done Further technical • The menu must
SDGUIM-1 linked to subject on the database investigation on the allow user to
and the program level program. make corrections
could not allow for to the data
corrections captured and
saved.System Process Implementation- Challenges and Way
forward
Menus Used Challenge Response Outstanding Issues Way forward
Student System: Agent not selected • Same day removal • None • Data Capturers
SREGAR-1 and linked of qualification had to ensure
and do a new every student is
registration linked to an
• Cancel subject Agent at the
registration, registration.
create new
qualification,
remove
cancelation
details, change
primary
qualification and
execute new stock
item request,System Process Implementation- Challenges
and Way forward
Menus Used Challenge Response Outstanding Issues Way forward
HR System: Could not extend • Change function • Further technical • Thoroughly test
POAP-1 the secondary back to forms investigation on new functions
appointments the program. before
production
deployment
• The form to
remain until the
ADF is resolvedSystem Process Implementation- Challenges and Way
forward
Challenge Response Outstanding Issues Way forward
Centre Administrators • No immediate respond • Jasper Domain and • Create a report that
could not retrieve was performed since Views to be created links Cashier
records for registration it was not a show for the required data transactions to
income and subjects stopper but a student registration
according to specific reconciliation report before 2021
cashier ID. incident enrolment.
• Cash report to
extract one complete
report for centre
registration for the
whole period.System Process Implementation- Challenges and Way forward Challenge Response Outstanding Issues Way forward Students registered at Student records with • None • Update the Fee multiple centres and multiple registration Structure: Setup an the system only allows a fees will be cleared by event for registration Store Agent to be Finance. on FSAM-1 registered under • Registration officer qualification. This lead must ensure that to registration fees every centre being raised multiple registration is linked time for the same to the correct agent qualification
System Process Implementation- Challenges
and Way forward
Challenge Response Outstanding Issues Way forward
The NAMCOL definition Validation program was • None • Maintain the change
of appointment type is changed to ignore one on the validation
different from the type of appointment program.
system requirements type.
Operation definition
was set to nullSystem Process Implementation- Challenges
and Way forward
Challenge Response Outstanding Issues Way forward
Centres connected via • Internet Service provider • Request to • Upgrade
ADSL kept loosing inform and requested to upgrade line centres to MPLS
connection upgrade the lines. still pending
• Manual registration
• Oracle Forms • Java Upgraded to the latest None • Replace all
‘Freezing’ resulting in • Stopped and restarted the forms with
users having to close Java processes under the ADF
down their entire Control Panel when it start
browser session. malfunctioning
• Oracle Forms JVM • Executed/run ITS instance
caching within a ‘private’ browser
containerRecommendations The registration function should be changed to allow the agent to be captured at the subject level. Enhance the system to perform validation on the money received and the subjects to be registered according to qualification Change all the forms to ADF Recruit registration officials according to functions and restrict access accordingly Area Coordinators to administer the store agents allocations on the system Registration process to be reviewed and strengthen controls Train the Regional Managers on stock control and pulling the reports Upgrade the Internet line
Thank You
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