UAEU - Phase I Project Report

263 views

Published on

Published in: Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
263
On SlideShare
0
From Embeds
0
Number of Embeds
10
Actions
Shares
0
Downloads
2
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

UAEU - Phase I Project Report

  1. 1. Phase I - Project Report UAE University
  2. 2. Work Groups and Projects <ul><li>IT Infrastructure </li></ul><ul><li>Planning and Budgeting </li></ul><ul><li>Enrollment Planning Model </li></ul><ul><li>Management Role in Recruiting </li></ul>
  3. 3. Work Group Reports Currently Being Reviewed by the Deans <ul><li>Faculty Recruitment and Contract Renewal </li></ul><ul><li>Faculty Promotion </li></ul><ul><li>Annual Faculty Evaluation </li></ul>
  4. 4. IT Infrastructure Work Group Final Report
  5. 5. IT Infrastructure Work Group Membership <ul><li>Rafic Z. Makki, Chair </li></ul><ul><li>Yasser Sakr </li></ul><ul><li>Muhammad Javeed </li></ul><ul><li>Amna Abdullah Eisaei </li></ul><ul><li>Salama Darwish Al Dhaheri </li></ul><ul><li>Tayseer Mohammad Ismail </li></ul><ul><li>Maher Samman </li></ul><ul><li>Ezedin S. Barka </li></ul>
  6. 6. IT Infrastructure Work Group Charge <ul><li>Study problems with current IT operations and resources and recommend appropriate solutions. </li></ul>
  7. 7. Summary Of Findings <ul><li>The UAEU’s investment in IT appears to be staggering and grossly inefficient in terms of return on investment. </li></ul>Resource Management There are 98 major servers in the UAEU. There are several different student and faculty record systems. There are 11 enterprise databases in the UAEU and many smaller data bases, some of which are duplicates. There are instances of duplicate software licenses and licensing agreements. The IT industry perceives the UAEU IT operation as a collection of several different independent entities from both a business relations standpoint and support standpoint partly because different IT operations within the University negotiate separately and independently with vendors from the IT industry. Planning & Operations There exists insufficient operational compatibility (interoperability) of IT throughout the University. There exists no integrated institution-wide set of service and support standards. There is insufficient coordination between the various IT units in the University. There is insufficient enterprise-level short and long-range planning of IT resources and systems. I T Staff There are 97 full-time IT employees in the UAEU (see Appendix C for details). There exist no formal job descriptions/classifications of IT personnel in the University.
  8. 8. IT Infrastructure Work Group Recommendations <ul><li>Resource Management </li></ul><ul><ul><li>The UAEU should create a new IT central entity called University IT Services (UITS). </li></ul></ul><ul><ul><li>All enterprise-wide IT systems and resources should be centrally managed and maintained by UITS. </li></ul></ul><ul><ul><li>Enterprise-wide systems and resources are classified as those systems and resources that are used across the University, crossing the major university unit boundaries. </li></ul></ul>
  9. 9. IT Infrastructure Work Group Recommendations <ul><li>Resource Management (Cont.) </li></ul><ul><ul><li>This implies that these systems (data bases, application software, etc.) reside on servers that are maintained by UITS. The workgroup has identified all of the existing enterprise-wide hardware and software systems that should be maintained by the UITS. These systems are shown in Appendix A. </li></ul></ul>
  10. 10. IT Infrastructure Work Group Recommendations <ul><li>Planning & Operations </li></ul><ul><ul><li>The UAEU should create a University IT committee representing the major university units (academic affairs, student affairs, planning, and UITS) in order to improve coordination. The IT committee shall meet on a regular basis in order to assess university IT needs and recommend appropriate actions. </li></ul></ul><ul><ul><li>The UITS must adopt and fully execute a service oriented philosophy as opposed to an ownership philosophy. </li></ul></ul>
  11. 11. IT Infrastructure Work Group Recommendations <ul><li>Planning & Operations (Cont.) </li></ul><ul><ul><li>The UITS should develop a help desk and an automated tracking system for IT problem events. </li></ul></ul><ul><ul><li>The UAEU should develop a formal policy and associated mechanism for enterprise IT support. </li></ul></ul><ul><ul><li>The UITS should develop a mechanism for providing accurate historical data (on staff, students, faculty, records, etc.). </li></ul></ul>
  12. 12. IT Infrastructure Work Group Recommendations <ul><li>IT Staff </li></ul><ul><ul><li>The UAEU should develop a better compensation system, reward mechanism, and promotion paths for IT staff. </li></ul></ul><ul><ul><li>The UITS should develop job descriptions/classifications for all existing and future IT positions. </li></ul></ul>
  13. 13. IT Infrastructure Work Group Recommendations <ul><li>IT Staff (Cont.) </li></ul><ul><ul><li>IT staff within a college should report to the college Dean’s office. The Dean’s office should consult with the University IT committee for major College IT activities. </li></ul></ul><ul><ul><li>The UAEU should provide adequate training and continuing education opportunities to its IT staff. </li></ul></ul>
  14. 14. Planning and Budgeting Work Group Final Report
  15. 15. Planning and Budgeting Work Group Membership <ul><li>Mr. Ken Thompson, Chair – Advisor to the Chancellor </li></ul><ul><li>Dr. Roger Sayers, Member – Advisor to the Chancellor </li></ul><ul><li>Mr. Felix Dayananda, Member – Budget Office, FMHS </li></ul><ul><li>Mr. Bob Broad, Member – Manager - Faculty & Staff Services, UGRU </li></ul><ul><li>Mr. Hussain Ali Bin Taleb, Member – Director, Budget Department </li></ul><ul><li>Mr. Mohammed Ismail, Member – Budget Officer </li></ul><ul><li>Mr. Tayseer Mohamed Ismail, Member – Administrative Assistant/Statistician </li></ul>
  16. 16. Planning and Budgeting Work Group Charge <ul><li>Propose principles governing the annual planning and budget preparation process </li></ul><ul><li>Propose timeline for annual planning and budget preparation process </li></ul><ul><li>Propose budget preparation format and performance to budget report system for users </li></ul>
  17. 17. Planning and Budgeting Work Group Recommendations <ul><li>That the principles proposed in Exhibit 1 be adopted as part of the Planning and Budget Policy. </li></ul><ul><li>That the Annual Planning and Budgeting Timeline in Exhibit 2 be adopted in principle with necessary modifications from year to year. </li></ul><ul><li>That the redesigned Budget Data Collection Worksheets be adopted for the 2005 budget planning cycle. They must be made available to departments in early May. </li></ul>
  18. 18. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Planning Principles </li></ul><ul><ul><li>Given the scarcity of resources available to the University, all managers will remain vigilant for the opportunity to cease funding lower priority activities in order to make funding available for higher priority activities. However, no department may unilaterally make a decision to cease providing a program or service which results in higher costs to or demand upon another department or constituency. </li></ul></ul>
  19. 19. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Planning Principles (Cont.) </li></ul><ul><ul><li>The academic (teaching, research and public service) planning process shall provide the deans and their faculties ample opportunity to express their priority program and resource needs, and they are required to define the key performance indicators. </li></ul></ul>
  20. 20. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Planning Principles (Cont.) </li></ul><ul><ul><li>The DVCAA will discuss the deans' and academic directors' requests and his view of the academic program priorities for the University with the Academic Council. </li></ul></ul>
  21. 21. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Planning Principles (Cont.) </li></ul><ul><ul><li>The administrative and student services planning process will address the goods and services necessary to fulfill the priorities emerging from the academic planning process, as well as certain infrastructure and other needs. </li></ul></ul>
  22. 22. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Planning Principles (Cont.) </li></ul><ul><ul><li>The Vice Chancellor will evaluate all such requests in the context of the mission and overall needs of the University. All budget requests coming to the Vice Chancellor will cite the specific UAEU strategic goal advanced by each request. </li></ul></ul>
  23. 23. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Budgeting Principles </li></ul><ul><ul><li>The Secretary General working closely with the DVC's, deans and directors, will begin the process of applying budget resources to the planning priorities tentatively approved by the Vice Chancellor. </li></ul></ul>
  24. 24. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Budgeting Principles (Cont.) </li></ul><ul><ul><li>The budgeting process will clearly identify the current year budget and projected actual expenditures, and the projected savings and new resources available in the coming year to fund priorities. </li></ul></ul>
  25. 25. Exhibit 1: Principles Governing the Planning and Budgeting Processes At United Arab Emirates University <ul><li>Budgeting Principles (Cont.) </li></ul><ul><ul><li>Where possible, Chapters II and III purchases will be budgeted in the benefiting unit/department. Any centrally budgeted goods or services should be budget or expenditure transferred to the benefiting unit/department. </li></ul></ul>
  26. 26. Enrollment Planning Model Work Group Final Report
  27. 27. Enrollment Planning Model Work Group Membership <ul><li>Dr. Tana N. Thompson, Ph.D., CSP, CDP </li></ul><ul><li>Office of the Advisors to the Chancellor </li></ul><ul><li>Mr. Abdel Hakim M. Hejjawi, OCP </li></ul><ul><li>Database Administrator, University Advising Unit </li></ul><ul><li>DVC Student Affairs </li></ul><ul><li>Mr. Tayseer Mohammed Ismail </li></ul><ul><li>Statistician, DVC Planning </li></ul><ul><li>Mr. Hatem Mohammed El Sherif </li></ul><ul><li>Statistician, Institutional Research Unit, DVC Planning </li></ul>
  28. 28. Enrollment Planning Model Work Group Charge <ul><li>Develop a relatively simple prototype computer model to predict by college annual new admissions, dropouts, graduates and persisters, and the estimated instructional demand they will place on the university’s colleges. </li></ul><ul><li>Using the output from the model described above, estimate new admissions limits necessary to produce specified student/teacher ratios. </li></ul>
  29. 29. Enrollment Planning Model Work Group Recommendations <ul><li>Student data is a valuable resource </li></ul><ul><li>database modifications need coordination and consensus among </li></ul><ul><ul><li>Academic Affairs affected colleges </li></ul></ul><ul><ul><li>Banner applications </li></ul></ul><ul><ul><li>Admissions and Registration </li></ul></ul><ul><ul><li>Student Academic Counseling </li></ul></ul><ul><ul><li>Assistant DVC for Curriculum Affairs </li></ul></ul><ul><ul><li>Institutional Research Unit </li></ul></ul>
  30. 30. Enrollment Planning Model Work Group Recommendations <ul><li>Faculty data needs more complete database entry to allow thorough analyses </li></ul><ul><li>faculty demographics </li></ul><ul><li>faculty contract and load </li></ul><ul><li>assignments: </li></ul><ul><ul><li>Colleges </li></ul></ul><ul><ul><li>Campuses </li></ul></ul><ul><ul><li>Courses </li></ul></ul>
  31. 31. Enrollment Planning Model Work Group Recommendations <ul><li>Facilities Utilization (classrooms, labs) need more complete data entry </li></ul><ul><li>For data consistency related to students and faculty </li></ul><ul><ul><li>Uniform reporting systems & procedures </li></ul></ul><ul><ul><li>Consistent definitions </li></ul></ul>
  32. 32. Enrollment Planning Model Work Group Recommendations <ul><li>Pre and Post Audits of databases to catch/correct </li></ul><ul><ul><ul><li>Incomplete entries </li></ul></ul></ul><ul><ul><ul><li>Invalid entries </li></ul></ul></ul><ul><ul><ul><li>Inconsistent entries </li></ul></ul></ul><ul><li>Snapshot of data on specific dates for historical and trend analyses </li></ul><ul><ul><ul><li>Students </li></ul></ul></ul><ul><ul><ul><li>Faculty </li></ul></ul></ul>
  33. 33. Management Role in Recruiting Final Report
  34. 34. Management Role in Personnel Recruiting <ul><li>As managers </li></ul><ul><ul><li>we are each responsible for the performance of our operating unit, and </li></ul></ul><ul><ul><li>a primary measure of the quality of our services is the level of satisfaction of our customers. </li></ul></ul>
  35. 35. Management Role in Personnel Recruiting <ul><li>Therefore, it is important that managers </li></ul><ul><ul><li>actively participate in writing job descriptions, </li></ul></ul><ul><ul><li>interview candidates, and </li></ul></ul><ul><ul><li>recommend the best candidate for employment. </li></ul></ul>
  36. 36. Management Role in Personnel Recruiting <ul><li>Human Resources should be responsible for </li></ul><ul><ul><li>advertising vacant positions approved in the budget, </li></ul></ul><ul><ul><li>reviewing applications to identify candidates who meet the minimum requirements as advertised, </li></ul></ul>
  37. 37. Management Role in Personnel Recruiting <ul><ul><li>consistently classifying new positions in the classification and pay plan, and </li></ul></ul><ul><ul><li>ensuring that management’s hiring recommendations are in compliance with University policies. </li></ul></ul>

×