Delay of Retrieving Subject Files

KIK Project Delay of Retrieving Subject Files by: iCreate Team KIK Kumpulan Inovatif & Kreatif Konsep Kumpulan Inovatif & Kreatif (KIK) bagi meny...
Author: Grace Pope
1 downloads 1 Views 3MB Size
KIK Project

Delay of Retrieving Subject Files by: iCreate Team

KIK

Kumpulan Inovatif & Kreatif

Konsep Kumpulan Inovatif & Kreatif (KIK) bagi menyemarak aktiviti penambahbaikan, penyampaian perkhidmatan serta menyubur budaya kreatif dan inovatif dalam penciptaan nilai serta break-through ke arah pemantapan sistem pengurusan. Ia sebagai satu agenda universiti dalam penambahbaik dan meningkatkan kualiti dan produktiviti khususnya dalam sistem penyampaian perkhidmatan kepada pelanggan.

KIK UTeM http://www.utem.edu.my/pendaftar/index.php? option=com_content&task=view&id=207&Itemid=232&lang=malay

KIK

Kumpulan Inovatif & Kreatif

i-Create merupakan salah satu group dalam semua PTj UTeM yang bertanggungjawab utk membangunkan sistem elektronik file subjek (e-Subject Files) yg dipersetujui oleh dalam Jawatankuasa KIK Universiti utk melaksana dalam fakulti.

KIK

i-Create Team Member

Kumpulan Inovatif & Kreatif Loi Wei Sen (Leader)

Arfah binti Ahmad

Nur Maisarah binti Mohd Sobran

Siti Azura binti Ahmad Tarusan Dr. Aida Fazliana binti Abdul Kadir Tarmizi bin Ahmad Izzuddin

Nur Zawani binti Saharuddin

Ahmad Fairus bin Muhammad Amin Subki bin Mat Kahar

Siti Aishah binit Mat Zain

Missing File Subject?

Season of Accreditation?

?

Hardly to assess ISO Room? Subject File Missing?

ISO room key? Undetectable?

Subject Files not returning back to ISO room? Fail to get the latest material from others?

Recall

We had push a survey to collect feedback on delay on retrieving subject files for all academic staffs. ( Duration Survey: 24-3/10/2014)

Why?

Why?

This survey had conducted?

Why?

This survey had conducted?

1

To receive feedback on the issues and problems in the process on retrieving subject files

2

We introduce a new eSubject Files System to overcome problems faced in retrieving subject files.

Foremost

Foremost

We going share some of the feedback results based on this survey.

Based on the Google Survey,

Answered Survey

Inside the data, most of lecturer had become subject coordinator

Finding 1 Kehilangan fail subjek akan menyebabkan kelewatan atau kesukaran untuk mendapatkan fail subjek. 90

83 Percentage

67.5

45

22.5

17 0

0

0

0

1

2

3

4

Scale :[1 to 5] Not Agree to Agree

5

Finding 2 Kegagalan pensyarah memulangkan fail subjek yang telah dipinjam/dikemaskini ke bilik ISO menyebabkan kelewatan atau kesukaran untuk mendapatkan fail subjek. 80

80

Percentage

60

40

20

17 0

0

0

2

1

2

3

4

Scale :[1 to 5] Not Agree to Agree

5

Finding 3 Kegagalan mengesan fail subjek yang keluar masuk bilik ISO menyebabkan kelewatan atau kesukaran untuk mendapatkan fail subjek. 80

78

Percentage

60

40

20

0

22 0

0

0

1

2

3

4

Scale :[1 to 5] Not Agree to Agree

5

Finding 4 Rata-rata tenaga pengajar kurang memberikan kerjasama kepada penyelaras mata pelajaran dalam mengemaskini dokumen bagi fail subjek. 50

44 Percentage

37.5

32 25

15

12.5

10 0

0 1

2

3

4

Scale :[1 to 5] Not Agree to Agree

5

Finding 5 Kesukaran untuk mengakses bilik ISO menyebabkan kelewatan atau kesukaran untuk memulangkan fail subjek. 40

37

39

Percentage

30

20

17 10

0

2

5

1

2

3

4

Scale :[1 to 5] Not Agree to Agree

5

Finding 6 Masa yang lama diperlukan untuk mendapatkan kunci bilik ISO. 40

34

Percentage

30

29 20

20 12

10

5 0 1

2

3

4

Scale :[1 to 5] Not Agree to Agree

5

Finding 7 Kegagalan penyelaras mata pelajaran mendapatkan dokumen yang berkaitan dari semua tenaga pengajar menyebabkan kelewatan pemulangan fail subjek ke bilik ISO. 50

46 Percentage

37.5

34 25

20 12.5

0

0

0

1

2

3

4

Scale :[1 to 5] Not Agree to Agree

5

Comments & Suggestions akses bilik iso pakai kad staf boleh x?

oline tracking for all the file subject

Boleh buat "online checklist", bermaksud setiap file/ document yang dimasukkan ke dalam docushare/iCreate boleh dikenalpasti sebagai nota, tutorial, final exam etc, then automatically tick that section, supaya kerja2 checklist document at the end of the semester boleh berkurangan. So meybe before at the end of semester, satu laporan terus boleh dihantar ke pensyarah berkenaan document ape yang masih tertinggal untuk update file subjek. So tidak perlu ajk iso untuk check one by one for each file subject. Tq

Create a online or at least softcopy form for fail subject

update secara online

Wujudkan versi softcopy fail subjek dalam bilik ISO (e.g. dalam Docushare, etc.) gunakan DocuShare untuk menyeleasaikan kesemua masalah di atas 1. i suggest buat file subjek into 2 parts. satu yg master file, satuy lagi, ikut program. so that, masa audit, no need to share the files. 2) buat satu bank soalan guna docushare punya server. 3) to arrange after each semester, bengkel sehari utk kemaskini file subjek- ada dedicated day utk kumpul semua pensyarah- macam buat bengkel, so that semua boleh focus. kaalu suruh buat at own time..tu yg ikut time masing2 tuh..

More…

Thank you!! for gives us data on this survey

eSubject Files

Objective 1 2 3

Delay of retrieve file subject

Reduce the time to retrieve subject files when needed Traceable subjects files anytime needed in more convenient way. Improve preparation process in EAC/MQA/ISO Accreditation.

Target

Delay of retrieve file subject

Course Involved: 1BEKG, 1BEKM, 1DEK All the subject files start from this semester (SEM1, 2014/2015) will need prepare in Electronic Version as well as hardcopy too.

Reason All the subject files start from this semester (SEM1, 2014/2015) will need prepare in Electronic Version as well as hardcopy too. As per ISO requirements, we need to prepare at least ONE Hardcopy for each Subject Files.

Check List prepared in the eSubject Files

Lecture Notes

Teaching Plan

+ Tutorial

Semester Opening

Timetable

Attendance Report (F4) W16

Attendance

OBE Report: LO,PO, CQI

Final Exam & Answer Scheme

Mid Term Break

Quiz

Lab

Proposed Flow

Student Marks

+

+ Marks overall (CW +Final from SMP)

End of Semester

MC, etc

Test

Assignments

How to prepare it???

How to prepare it??? As simple as Step 1 to Step 5

Overview

Documents (Hardcopy)

Overview

Documents (Hardcopy)

Overview Scan

Documents (Hardcopy)

Overview Scan

Documents (Hardcopy)

Email

Overview

Email

Scan

upload

Documents (Hardcopy)

Upload to Docushare

What is DocuShare???

What is DocuShare??? Local Cloud storage for all documents including letters, Kertas Kerja, Printer Drivers, Documents EAC/MQA/ISO

Docushare FKE: (recommended bookmark it) http://10.96.1.225:8080/docushare/dsweb/

Demo

A Short tour to Docushare FKE

Demo

A Short tour to Docushare FKE

http://10.96.1.225:8080/docushare/dsweb/

Root Folder DocuShare FKE

Root Folder DocuShare FKE

Admin Folder

Root Folder DocuShare FKE

Akademik Folder

Root Folder DocuShare FKE Bahagian Akademik Folder

Root Folder DocuShare FKEBahagian Penyelidikan Folder

Root Folder DocuShare FKE

COPPA

Root Folder DocuShare FKE

Sample Letterhead

Root Folder DocuShare FKE

Serahan Aset

Root Folder DocuShare FKE

Software

SOP eSubject Files 1

Scan & email the files into .pdf format

2

Download scanned files into PC

3

Rename the files

4

Open Docushare Website & Select Directory to upload

5

Upload Files to Docushare Server

1

Scan & email the files into .pdf format

1

Scan & email the files into .pdf format

Documents

Assignments Tests Quizes Final Timetable Attendance Lab Notes Teaching Plan Tutorial

Scan using “email” button

Demo

Assignments Tests Final Quizes Notes Lab Tutorial If you had any these copies in MS word/ Power Point/Excel format, then convert it into PDF

Demo

2

Download scanned files into PC Scanned Documents will sent as an email

Open your mailbox and download it.

Demo

3

Rename the files

Rename the files follow the format below: [Subject Code][Document title][SEMESTER-Session]

Example: [BEKA2333] [Test 1] [SEM1-1415] [BMFG1113] [Group Assignment] [SEM1-1415]

4

Open Docushare Website & Select Directory to upload

Open Docushare Website Bookmark it!!! http://10.96.1.225:8080/docushare/dsweb

Enter Department ID & Password

Password???

Select correct directory

Department

UserID

BEKE

bekeview

BEKC

bekcview

BEKM

bekmview

BEKP

bekpview

DEK

dekview

5

Upload Files to Docushare Server

Select the files and upload in the server.

Demo

Benefits Reduce the rates of missing files Facilitate for EAC/MQA/ISO Accreditation. Easy-access documents “Open Source” Lectures Notes/ Question Banks

Implementation Start on this semesters for all subjects for BEKG, BEKM, DEK Courses

Monitoring All the files upload in the subject files will undergo the same monitoring process that had done by JK ISO before. We will monitor the file upload at the end of every semester. Notified to subject own if not they had some files missing.

Maintenance All subject files will achieve into new folder, before the new semester starts.

All the subject files will backup in docushare will backup in external drive (two times in one week)

FAQ If I have two separate pdf files, how I can combine into one pdf file? Use Acrobat XI/ NitroPDF to combine the files. Alternative Method: http://www.wikihow.com/MergePDF-Files I don’t plan to change the lecturer notes & tutorial, can I reuse the lecturer notes/Tutorials in subject files previous sem (in hardcopy form)? Yes, Can. Just convert it into pdf files and upload it.

Questions from the floor?

“If you do something and it turns out pretty good, then you should go do something else wonderful, not dwell on it for too long. Just figure what’s next.” –Steve Jobs

End