Catalyst for Quality Service Delivery: ABU Case Study

Automation as Catalyst for Quality Service Delivery: Case Study of Select ABU Applications Prof. SB Junaidu Workshop for Deans & HoDs Ahmadu Bello University, Zaria, Nigeria August 5, 2015

Outline Introduction Case-study Applications Other Applications Software Development Team Members In-House Automation Dividends Challenges & Recommendations Summary 1. 2. 3. 4. 5. 6. 7. Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 2

Introduction Diffusion of IT in areas of human endeavor well acknowledged Automation widely employed to create eCampus University typically outsource solutions ABU initiated in-house software development Compliment & leverage infrastructural investment Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 3

Introduction Prior to 2008, many processes and services in the University were managed manually Many man-hours (and, of course, money!) wasted, as a result Solutions provided, where provided, were patchy and/or inefficient Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 4

ExamsLOGIC 2.0: Development History A robust exam results processing software Developed by Mathematics Department in 2009 Deployed for pilot use at 12 departments in 2010 Made official University Exam Software by Senate in August 2011 Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 5

ExamsLOGIC 2.0: Key Features Automatic tracking of students based on program requirements Automatic tracking of probations, deferments & examination malpractice cases Easy generation of transcripts and other report types Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 6

ExamsLOGIC 2.0: Key Features Migration and validation of past examination results Elimination of human errors caused by manual data entry Multi-criteria results moderation support Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 7

ExamsLOGIC 2.0: Key Features Implementation of new NUC requirement of abolishing Pass Degree Support for multi-level user categories User activity logging Easy data backup and restoration Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 8

ExamsLOGIC 2.0: Deployment & Use ExamsLOGIC deployed all departments of the University Except the peculiar faculty of Medicine Being used to settle degree classification issues Versions developed for Postgraduate programs Subdegree programs Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 9

Students Portal: Development History The University outsourced development of an EDUPORTAL University Management, in 2006 Portal was to include Student registration system Examination processing software Timetabling software Bursary support Human resource management Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 10

Students Portal: Development History The outsourced portal led to dramatic increase in registration fees collection Up by about N100m in the first year Net proceeds from sale of Access Cards shared annually between contractor and university First year 70:30 Second year 70:30 Third year 70:30 Fourth year 65:35 Fifth year 60:40 Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 11

Students Portal: Development History Up to 2009, outsourced portal had problems Students registration support remained a big burden on the University Key components, e.g., Exam Processing software, not developed One motivation for ExamsLOGIC Proposal for alternative portal presented to University Management, December 2010 Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 12

Students Portal: Development History A Software Development Committee created, May 27, 2011 The Committee developed the in-house portal within 6 months In-house portal became operational during 2011/2012 session for PG students Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 13

Students Portal: Key Features Use cases Fees payment Course registration Accommodation booking Information portlets End-of-semester result slips Payment records Registration records Accommodation records Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 14

Students Portal: Deployment & Use Deployed & in use by PG, UG and subdegree students since 2011/2012 session Saves ABU millions of naira annually Versions developed for Other units of the University (SBRS Funtua, DAC) Other clients (NWRI, KASU) Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 15

Staff Portal: Development History Developed side-by-side the student portal Purpose Provide a one-stop-shop for staff services Ease information exchange during staff promotion exercises Seamless integration with existing and upcoming applications Increase efficiency and save cost Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 16

Staff Portal: Key Features Use cases Exam Officer uses HoD, Deans/Director uses Other staff uses Information portlets Electronic Pay Slip Teaching Records Research Records Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 17

Staff Portal: Deployment & Use Deployed & in use since 2011/2012 session Versions developed for Other units of the University Other clients Issues: Usage advocacy and staff training Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 18

HRMIS: Development History Initiated after successful deployment of students portal, April 2012 Motivation Employee records management tedious, inefficient and error-prone Data maintained by different University organs inconsistent Generation of data for Management decisions time- consuming Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 19

HRMIS: Key Functionalities 1. Recruitment 2. Promotion 3. Leave Management 4. Payroll 5. Training 6. System Control 7. Reports Manager Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 20

HRMIS: Deployment & Use Most modules completed Deployment hindered by dearth of data & changing requirements Versions developed for Nigerian universities Funded by NITDA Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 21

Other Applications eForms Portal KADA-Legend TestLEAD CBT Facility Manager Alumni Portal Electronic Transcript PayEazy BrownSugar eBursary Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 22

Software Development Team Members Software Development Team comprises 25 members from different departments ICICT Mathematics Electrical Engineering Registry Bursary Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 23

Software Development Team Members Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 24

Software Development Team Members Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 25

Software Development Team Members Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 26

Software Development Team Members Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 27

Software Development Team Members Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 28

In-House Automation Dividends Cost saving What ABU generates is what ABU gets! Leadership Pace-setting in in-house application development Leveraging & developing local skills base A win-win for ABU and its personnel Data localization ABU s data remains in ABU s sleeves! Freedom, independence & flexibility Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 29

Challenges & Recommendations Lack of complete data for some applications Personnel, Alumni Change management problems Attitude of application users Lack of a purpose-built CBT Center Lack of advocacy on developed applications For both local and commercial purposes Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 30

Challenges & Recommendations A special Task Force be created to compile complete personnel and alumni records Examination management process be changed to involve Academic staff less Proposal under development A modern, high-capacity CBT Center urgently needed Student & Staff ICT Competency training and general advocacy to be expanded and sustained Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 31

Summary Outlined the need to employ technology for increased efficiency & quality service delivery A case study of select automation projects case study ExamsLOGIC 2.0 Students Portal Staff Portal HRMIS Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 32

The End Thank You Workshop for Deans & HoDs, ABU, Zaria Assembly Hall, ABU, Zaria 33