Our solution automated most of the decision-making, notifications and validations, leading to an efficient and fast way of creating the academic plans and seamlessly generating the staff establishment reports.

Challenge

Internal processes within universities are complicated and time-consuming, requiring the participation of most staff members as part of various commissions and boards tasked with validations and approvals as part of multistep complex workflows.

Solution

Our platform enabled the creation and configuration of commissions and boards, as well as notification, validation and confirmation automated workflows significantly reducing the required time and effort for creating academic plans and staff establishment reports.

General Features

Personnel Management

Complete management of university personnel including professors, staff and leadership for all faculties in the university.

Academic Structure Management

Academic structure management including faculties, study years, programs, semesters and study groups.

Academic Plan Management

Academic plan management including structure, credits, professors assignment and approval commissions.

Optional Courses

Optional courses management including student registration and professor admissions.

Student Management

Student management including assigned academic plans, failed courses and notifications.

Catalog and Student Grades

Grades catalog for each course, in every study years and student access to their grades.

Erasmus Program Management

Managing Erasmus program students, courses and grades and necessary paperwork.

Staff Establishment

Staff establishment report creation, editing, visualisation and exporting.

Reporting

Downloadable PDF and Excel reports for students, professors, Erasmus program and staff.

Academic Plan

Romanian universities use complex hierarhical organisation structures comprised of: faculties, study cycles, domains of study, academic programs, study years, series and groups. Each user's placement within the hierarchy indicates their role within the university, their responsibilities and the access rights that they hold. For example, professors are part of faculty, study cycle, domain of study and teach in a specific program while students are part of a study year, series and a group.

Our solution modeled this complex structure in order to facilitate the creation, editing, validation and publishing of academic plans, that exist at study year level. Basically, professors design curricula (academic plans) at academic program level for each study years, which the students then subscribe to and follow through their academic year.

Academic Plan
Academic plan example for a specific semester, for a specific university

The process of creating, validating and publishing an academic plan, requires the participating of most faculty members which ensure that structure, requirements and optional subjects are all correctly described and added to the plan, while several commissions (like department management or university senat) need to validate the plans before they get published.

Our solution enabled the creation of the necessary commissions, the configuration of the approval workflow and automated the notification system which informed the required commission members to take specific actions, making sure all require validation steps are accounted for, tracked and transparent for all those involved.

Staff Establishment Report

Staff establishment is meant to calculate and store working hours (weekly, annually) for each individual faculty staff member, in accordance to the subjects they teach, the number of hours required for teaching and other associated activities (evaluations, consultations, practice, exams) and the faculties for which they teach within the university. This reports needs to cover all staff member for all faculties within a university. In our case this meant more than 700 staff members responsible for 3500 subjects (4 to 6 years of study and masters programs) for 11 faculties.

The main use of such a report is to determine the amount of salary each academic staff needs to receive and the percent of the salaries the faculties should contribute to that sallary. This report is required by law and a set of mandatory fields must be present in the document.

Staff Establishment
Staff establishment editor example, for a single person teaching two subjects

Our solution enabled the clear association between staff members, the subjects they taught and the faculties for which those subjects were part of academic plans. In this context, by simply selecting a staff member all their posts(roles) would be automatically determined and created within the staff establishment report, while also keeping track of their contribution to each faculty they worked for, requiring only the number of hours required for each post.

Results

Hierarchical Structure

Modeled the hierarchical structure required by legal norms enabling workflows, processes, permissions and access rights.

Automated Workflows

Automated lengthy, laborious processes so that they would inform only required staff in each step of the modeled workflows.

Staff Establishment

Automated most of the staff establishment report, leveraging the existing data and information in the platform to considerable reduce required time and effort.

Optional Subjects

Fully transformed into a digital process the registration and approval steps for optional academic subjects saving time and effort for both students and academic staff.

Grades Catalog

Based on the academic plans and optional subjects management we were able to fully transform the grades catalog for students into an easily manageable digital asset.

Document Export

All required documents for academic plans, staff establishment and grades could be downloaded into PDF or Excel formats.

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