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