TEMPUS PROJECT CD JEP 40045-2005

Workflow and Document Management Infrastructure towards Integrated University

Description of processes in the University Management System

Skopje, April 2007

Content

Introduction....................................................................................................................3Apply for position..........................................................................................................5Realize a visit.................................................................................................................7Publish a teaching material............................................................................................8Project proposal............................................................................................................10Thesis submission........................................................................................................11Realization of teaching.................................................................................................13Service request.............................................................................................................14Resource reservation....................................................................................................15Annual reporting..........................................................................................................16

Introduction

This document describes the processes in the University Management System (UMS) as they exist at the University Ss. Cyril and Methodius in Skopje. The processes are similar and applicable to the other partner universities in the project with minor adaptation and changes in the workflow.

The document consists of UML use cases, activity diagrams and sequence diagrams for the processes as described in the mind map of the UMS DOW documentation.The use case diagram shown in Figure 1 embraces the processes of: Apply for position – this use case describes the process of election of the best candidate when there is an open position at the university. Realize a visit – this use case describes the steps conducted in the realization of a visit. Publish a teaching material – this use case describes the process conducted to get a teaching material approved. Project proposal – every project as a working idea is to be approved by the university bodies before it is submitted. Thesis submission – the process of getting a thesis approved for defense is described in this use case. Realization of teaching – this use case describes the reporting during the teaching process. Service request – all the requests at the university are handled in this use case. Resource reservation – this use case describes the process of reserving resources (technical and material) which are shared resources at the university. Annual reporting – the process of per annual reporting is described in this use case.

Every use case is supported by a separate activity and sequence diagram that are explained in more details in the following sections. The main actors in the system are the academic staff, the university administration and the candidates (student and teachers) that interact with the system.

Figure 1 Use case diagrams for the UMS

Apply for position

The process of electing a candidate at the university is a complex flow that consists of several steps. The main organization, mainly the department foresees that additional human resources are needed and files a request to the academic council. When the academic council approves the position, mainly after the ministry of finance grants additional funding, then the department is expected to propose a commission. The commission is approved by the academic council. The position is published in the daily newspapers. The candidates apply. The commission writes the evaluation report and proposes the best candidate. The candidate is approved by the department and elected by the academic council. The sequence diagram and ti activity diagram are presented in the two following figures.

Department Council Academic Council CommisionCandidates Uni. Bulletin UMS - Doc Archive

Demand Possition

Request Approval

Request Granted

Request Commision

Propose Commision

Approve Commision

Applications

Submit Report

Publish Report

Report published

Request Approval

Approval Opinion

Approval Proposition

Report Approval - Candidate Selection

Information aobut selection -Sign of Contract

Figure 2 Sequence diagram for Apply for position

Figure 3 Activity diagram for Apply for position

Realize a visit Every employee at the university is supposed to be granted permission to realize a visit. They file a request that is approved by the department and permitted by the academic council at the faculty. The sequence diagram and the activity diagram are presented in the two following figures.

Academic Staff Department Council Academic Council UMS - Doc

Demand Travel leave

Request Opinion

Opinion

Decision

Info on Decision

Request Decision

Uni. Bulletin

Submit Report after visit

Publish Report

Figure 4 Sequence diagram for Realize a visit

Request leave for travel

Is Approved

Visit approved

Not Approved

Submit Visit Report

Publish Visit Report

Figure 5 Activity diagram for Realize a visit

Publish a teaching materialThe process of approval a teaching material as official course notes is conducted as the material is submitted for evaluation. The department proposes commission. The commission is approved by the academic council. The commission writes a report with recommendations and conclusion. The department approved the repost. The academic council votes upon the recommendations of the department and approves or rejects the material as official teaching notes for a specific subject. The sequence diagram and the activity diagram are presented in the two following figures.

Department Council Academic Council CommisionAcademic Staff Uni. Bulletin UMS - Doc Archive

Request Commision

Propose Commision

Approve Commision

Application for approval of manuscript

Submit Report

Publish Report

Report published

Request Approval

Approval Opinion

Approval Proposition

Report Approval - Book Selection

Information aobut approval

Figure 6 Sequence diagram for Publish Teaching Material

Application for approval of manuscript

Propose committee

Is approved

Not Approved

Report from the committee is published

Is approved Not Approved

Report approved- Candidate selected

Approve Publishing

Figure 7 Activity diagram for Publish Teaching Material

Project proposalEvery project idea must be approved before the proposal is submitted. The project proposer files for granting and the academic council lead by the department’s opinion approves the project idea. The sequence diagram and the activity diagram are presented in the two following figures.

Academic Staff Department Council Academic Council UMS - Doc

Demand Approval

Request Opinion

Opinion

Decision

Info on Decision

Request Decision

Figure 8 Sequence diagram for Project Proposal

Submit Proposal

Is Approved Not Approved

Decision reached

Figure 9 Activity diagram for Project Proposal

Thesis submissionThe process of thesis approval consists of several steps. The candidate with the mentor proposes a working title and submits his/her resume. A commission is formed that evaluates the capacity of the candidate and the appropriateness of the title. The candidate later submits the thesis. A new commission is formed that writes a report. The department based on the opinion of the commission proposes and the academic council approves the defense. The sequence diagram and the activity diagram are presented in the two following figures.

Department Council Academic Council CommisionAcademic Staff Uni. Bulletin UMS - Doc Archive

Request Commision

Propose Commision

Approve Commision

Application for approval of candiate and thesis title

Submit Report

Publish Report

Report published

Request Approval

Approval Opinion

Approval Proposition

Theseis cleared for defence

Information about approval

RequestRequest Commision

Propose CommisionApprove Commision

Submit Report

Publish Report

Report publishedSubmit thesis

ConfirmCommision

Request Commision confirmation

Confirm Commision

Defence

Submit report

Store report

Figure 10 Sequence diagram for Thesis submission

Submit Theses Manuscript

Propose committee

Is approved Not Approved

Report from the committee is published

Is approved Not Approved

Report approved- Candidate cleared for defence

Thesis Defence

Candidate Apropriatnes for thesuis and thesis title

Propose committee

Is approved

Not Approved

Report from the committee is published

Is approved

Not Approved

Figure 11 Activity diagram for Thesis submission

Realization of teachingAfter the teaching is conducted, the academic staff is supposed to submit report. The report is evaluated and the academic council approves or rejects the report. The sequence diagram and the activity diagram are presented in the two following figures.

Academic staff Students Academic Council & Dean UMS - Doc Archive

Submit Report

Submit Survey

Report for approval

Approval

Info on approval

Portal

Publish Report

Figure 12 Sequence diagram for Realization of teaching

Submit Report

Is Approved

Report Published

Not Approved

Figure 13 Activity diagram for Realization of teaching

Service request The academic staff can request service from the university. They request service and the administration grants or reject the request. The sequence diagram and the activity diagram are presented in the two following figures.

University Service User Admisnitration UMS

Request resource

Approval

Approval granted

Request repsonse Alocation of resources

Fill in customer satisfaction sheet

Figure 14 Sequence diagram for Service Request

Demand Service

Approved Rejected

Fill in Customer Satisfaction

Figure 15 Activity diagram for Service Request

Resource reservationThe academic staff can request technical resources from the university. They request resource and the administration grants or reject the request, based mainly on the availability. The sequence diagram and the activity diagram are presented in the two following figures.

Figure 16 Sequence diagram for Resource reservation

Demand Resource

Approved Rejected

Fill in Customer Satisfaction

Figure 17 Activity diagram for Resource reservation

Annual reportingEvery employee at the university files a one year report for his activities in the previous year. The academic council evaluates the reports and approves them. The surveys from the students are included in the evaluation. The sequence diagram and the activity diagram are presented in the two following figures.

Academic staff Customers (Students) Academic Council UMS - Doc Archive

Submit Report

Submit Survey

Report for approval

Approval

Info on approval

Buletin

Publish Report

Figure 18 Sequence diagram for Annual reporting

Demand annual report

Approve report

Is approved Not approved

Present Report with Cusstomer sutisfaction

Figure 19 Activity diagram for Annual reporting