| Become A Cyber Campus |
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In 2004, Professor Sofian Effendi as an UGM Rector, proclaimed the vision of a cyber campus, which entails optimizing the use of information technology (TI) in various fields in UGM by the year 2007. In that connection, the rectorate sees work units and faculties along with PPTIK, the infrastructure network and hardware manager and Gamatechno, as the information system infrastructure provider as implementers of the vision. He urged unflinching commitment of all parties toward ensuring the successful realization of the idea. All the components will work together under the project umbrella ?UGM Integrated Information System (SIT UGM)? to last for 3 years, commencing in April 2004 until 2007. The Vision of an Integrated UGM The largest and oldest University in Indonesia with 18 faculties and a score of study programs. The University has a wealth of sufficient experience and track record in business management and administration, put into effect by policies implemented by UGM Rectors over time. This has become one of the strengths, but also the challenge as it isn?t to manage such a large and long established organization. This is the more so , because one of the orientations inherent in the UGM vision and mission, (the Centralized Administration Decentralized Academics) is the SADA principle (The Administration Centralization of Academic Decentralization). The principle entails the integration of some administration principles , which hitherto were units/ faculties. This also affects the information system architecture planning in UGM. It is common practice in UGM, to find disparate enclaves of information system units spread allover the campus, without any integration among them. As a result, it is often hard for the rector to obtain quick and accurate information on the number of students in the faculty of Economics, for example, because the faculty itself finds it difficult to have a quick information about the number of students who haven?t carried out registration and such problems. Double entry is another problem that characterizes information system in the University. A prospective student who happens to submit his personal information at the time he registers for entrance examinations, shouldn?t be obliged to register for studies and graduation. The integration scheme envisaged encompasses horizontal and vertical aspects. Horizontal integration means that one unit can access information in other units, of course with various schemes and rights of access, that entails, meanwhile vertical integration implies that all available information in UGM will be made into a summary , which can be used as information for executives, to support decision making activities(decision support system). To facilitate easy access, information will be accessible via various media, especially that concerning issues of public interest. Most important of all is the computer terminal, either campus intranet or internet (for example the schedule information and filling in credit units), through mobile device (SMS and mobile application) or via telephone. Doubtless, the success of the integration drive will depend on sufficient communication data infrastructure support. So far UGM has installed optic fiber based communications network infrastructure and put in place broadband connections with 15 Mbps bandwidth. This should make UGM the University with the largest connectivity in Indonesia. Despite such achievements, Mr. Bambang Nurcahyo Prastowo, the PPTIK head, contends that the ideal internet connectivity capacity for every student in UGM is at least 1 Kbps, which is the standard internet ratio in developed countries. Besides, the information system integration concept requires business process and human resources(manpower). As has been mentioned earlier, the period of transformation toward SADA concept, is very big challenge for UGM administrators, especially during such a time when the University is undergoing change in status from a state-owned institution into a state-owned legal entity. It is in that vein that a series of workshops have been conducted by SIT UGM team with the purpose of standardizing and integrating the business process.In August 2004, the Director for Academics, Mr. Budi Prasetyo became the pioneer of SIT implementation in UGM, especially in the field of academics, by holding a series of workshops on the theme ?Academic Information System (AIS)? which covers 9 faculties as pilot projects. KRS Online The first year of the KRS Online, within the SIT UGM project will focus on architecture system planning (grand design) and the implementation in academic service delivery in 9 units as a pilot project. The nine units are the Faculty of Economics, political science, Law, Psychology, Agricultural Technology, Veterinary Medicine, Dentistry , Department of Electrical Engineering and Architectural engineering. As pertaining to implementation in the academic field ?in additional to frontend SIA application, which is the Portal for Academics (www.ugm.ac.id)- there is also the development of Alumni and Career information system (alumni.ugm.ac.id and karir.ugm.ac.id), Library Information System , including the online catalogue (lib.ugm.ac.id), and an online entrance Examination (UM-UGM) registration service. Moreover, the system includes several internal backend systems (not for the public) such as Planning Information System in the Planning and Development Directorate, the Assets Management Information System in the Directorate of Assets Management and Maintenance and Academic Quality Assurance Information System in the Quality Assurance Office (KJM). The success of the implementation process was made possible by the support provided by all components in UGM, especially units that played vital part in the project. By June, August 2005, as a pilot project, KRS online implementation was accomplished in several faculties with success. Despite many hindrances, especially the requisite change management in each unit, all in all KRS online received positive reception from students and lectures alike. This was due because of the easy access to academic information , possible through the public terminals available on campus. In the near future, on the heels of completing a similar venture in UPT library, the project team is making preparations for a project that will entail the integration of the smartcard technology based students identity card (Gamacard) into academic information service. In addition to the GamaCard, preparations have been made for implementing various value added services , based on technology messaging (SMS/ MMS) and IVR (Interactive Voice Response), which enables a student to check the subject examination results mark via the mobile phone, will be made. The Second Years During the second and third years, the activities will involve the implementation of other systems. The SIA implementation project will extend operations to units not covered by the pilot project until all faculties in UGM are covered by the program. Additionally, development of a research information system, executive, student affairs, digital library, and the integration of several systems already underway in UGM, such as on employee affairs , finance and e-learning. All systems that will be developed will be based on open source technology. This is in order to reduce dependence on certain vendors, increase IT budget efficiency, and put effect UGM?s commitment to respect and honor intellectual property rights,. The largest portion of the implementation of information system, has little to do with IT technology, rather the change management, which entails making the business process more efficient as well as putting in place requisite human resources. If well managed, there is no shadow of doubt that the idea of establishing a cyber campus will come a reality. Share this post
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