Campus Management at the Freie Universität Berlin

Transcription

1 Campus Management at the Freie Universität Berlin for Online Educa 2006 Workshop 4 (November, 29) Dr. Dirk Pape (Freie Universität Berlin eas Head of Project Campus Management) Freie Universität Berlin, Projekt Campus Management, Dr. Dirk Pape, Projektleiter

2 Agenda - IT management at the Freie Universität (skip) - The project Campus Management - The prospect egovernment and eadministration Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 2

3 IT management at the Freie Universität Freie Universität Berlin, Projekt Campus Management, Dr. Dirk Pape, Projektleiter

4 IT governance Since 2001 new approach to IT governance (expertise Bode/Hegering, Munich) - CIO board - IT executives - policies und standards for projects, security and organization - orientation at standards of BSI (governmental agency for security in IT) - trustful working relationship with Personalräten and Datenschutzbeauftragten - task sharing between central IT departments - systematical training of IT users und IT staff Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 4

5 Results by today - complete inventory of IT procedures in the Freie Universität - acceleration of decision processes possible due to clear roles and responsibilities - standards for projects, security an organization become more and more accepted - efficiency und strategic role of IT increased - transparency of procedures and decision processes - risk management is possible - ability to focus IT on strategic goals of the Freie Universität - project portfolio adopted by CIO board Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 5

6 The project Campus Management Freie Universität Berlin, Projekt Campus Management, Dr. Dirk Pape, Projektleiter

7 Mission Campus Management (started 12/2004) - integration: the organization of the project has to embrace all departments of the Freie Universität Berlin - functional goals: - development and implementation of standard guidelines for department spanning processes - implementation of powerful und future-proof integrated IT applications to support business processes - establishing a reliable central data basis for study administration with secure and auditable role based access - milestones: - implementation of indispensable functions for all departments by October 05 - complete functionality for exam administration by the end of other processes in study administration will follow Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 7

8 Results of the requirements analysis (2004) Basic problems & cost drivers - heterogeneity of system landscape, many security and technological problems - weak policies for IT use - only few standards for exam and study orders - every department combines modules and courses by their own rules - no integrated software out of the box exists but comprehensive support for processes is wanted Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 8

9 The integrated project Campus Management Bologna IT support There is more to do than implementing a software. An integrated project is more than IT support! Business processes Institutes Deps C. A. Project Campus Management Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 9

10 The small project Campus Management implementation of the SAP module Campus Management (CM) for the - documentation of all examination processes - legal security, correctness, commitment, auditability, extensive digitalization of student s records - Support for study and examination processes - workflow, dates, resource planning and controlling - role specific information system - sophisticated information presentation for students, teaching staff, advisors, office staff, deanship, rectorate,... - analytics - for ministerial statistics, internal controlling,... outlook: additional core processes in academic study Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 10

11 Phases of the IT implementation 1. consolidation of the data basis for exam administration - interfaces to other systems (HIS SOS, course management, IDM) - implementation of the processes, that enable collection of ongoing data - provision, quality assurance and migration of historic data 2. development of the information systems for all roles - students - teaching staff - exam boards and their offices - advisors - deanship and rectorate - controlling department - 3. support of additional processes in study and teaching - resource planning and controlling - integration with elearning and student s portal - Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 11

12 The big project Campus Management lines of action - processes in study - implementation of external and internal presettings (commitment) - normal case and exceptions (adaptivity and tolerance) - transparency, controlling and optimization (business ratio) - staff qualification (legal/conceptional, organizatoric, technical) - know how development - keyusers - user and staff training - information technique - constitution of a central IT support organization (ITIL) - development and implementation of reusable concepts (identity management, statistic data base) => target structure - integration with distinct IT components (HIS, Blackboard, student s portal, staff portal, course evaluation) - integration of data (technical and legal aspects) Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 12

13 Results by today extensive standardization of BM processes (target processes) cost effectiveness through strict project management, standardizations synergy effects with the central computing centre integration and security of data and infrastructure dramatically improved 184 orders of exam (75 core study programs) transformed into the system; now a routine procedure al BM students (7.500; outlook: ) and all teaching staff have online access to the ecampus students (web): registration to modules and courses, individual timetable, list of grades and credits, module certificates, transcript of records teaching staff (web): grade entry, delegation Datenschutz conform hotline functionality in realization: historic data for complete records und study completion complete functionality still to come: optimization of schedules, classic study programs, application, admission and registration with CM SAP GUI keyuser oriented (complex data model, high flexibility) Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 13

14 Adaptivity and tolerance - The explanation of processes implies - high expectations (anticipation of controllability and optimizations) - defense (due to loss of action scopes) - dangers if formalization is too low - small optimization potential - poor process transparency and commitment - dangers if formalization/standardization is too high - excessive handling of exceptions is reality differs from standard - small action scope for roles => poor acceptance - balance and adaptivity - processes for the normal case with benefits for service and controlling - flexible tools for exceptional cases (tolerance) - easy to adapt, if normal case changes (adaptivity) Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 14

15 The prospect egovernment and eadministration Freie Universität Berlin, Projekt Campus Management, Dr. Dirk Pape, Projektleiter

16 euniversity: How great is the challenge? Old requirements do not vanish, but are amended by new ones - mandatory administrative tasks remain and become more ambitious: for example exam administration and Bologna - operational resource management/controlling (central and peripheral) amend permanently the scope of administration - strategic university management promotes quality aspects, but also implies the existence of a global plan for transformation of administrative processes IT is a catalyst - egovernment (ebusiness), eadminstration also for higher education administration Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 16

17 Identify, (claim) and name the role of IT Precondition egovernment/eadministration cannot be introduced without a comprehensive concept for IT governance and a tight connection to the rectorate. Strategic decisions are necessary Campus Management is a key project at the Freie Universität in the core division of study processes with management visibility and support. Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 17

18 For example: Future needs of action for CM Legal and procedural security - electronic records - electronic signature Operative resource and date management - transparency and commitment - realization of module sequences - acceleration of procedures (general study duration) - non-overlapping course schedules Qualitative optimization of study and study success - assessment of workload and readjustment - advanced integration of components of Combi-Bachelor study programs (attendance times, exam frequency, etc.) - integration of elearning and ecollaboration Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 18

19 For example: Future needs of action for CM Legal and procedural security - electronic records - electronic signature classical administration Operative resource and date management - transparency and commitment - realization of module sequences resource - acceleration of procedures (general study duration) management - non-overlapping course schedules Qualitative optimization of study and study success - assessment of workload and readjustment - advanced integration of components of Combi-Bachelor services study programs (attendance times, exam frequency, etc.) - integration of elearning and ecollaboration Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 19

20 Critical factors of success - support by the rectorate - strategy for internal implementation of the Bologna reform - IT governance - transparency and commitment from the start - participation of all relevant stakeholders before making a software decision - clean and extensive requirements analysis - interdisciplinary project organization with distinct responsibilities - external counseling where appropriate (SAP, MG&Partner, EDS, confabs GmbH) - but the ultimate responsibility of the university must not be delegated Freie Universität Berlin, Campus Management, Dr. Dirk Pape, Projektleiter 20

21 Thank you for your attention! Freie Universität Berlin, Projekt Campus Management, Dr. Dirk Pape, Projektleiter