Technology is essential in managing distance education institutions in providing timely feedback, progress report and other administrative and support services.

1. TECHNOLOGY FOR ORGANIZATION &
MANAGEMENT SUBSYSTEM
Reported by: ANN MICHELLE S. MEDINA
11 November 2018
9Distance Ed
MODULE

2. 2
Module Objective
At the end of the module, you should be able to
describe various technologies which can be considered
in organizing and managing a distance education
institution.

3. “technology has just been
the mirror in which
management practices
have been reflected”
– Tony Bates
3

4. Taking the word from Tony Bates,
keeping a pulse on the activities of
each subsystem will help us to
identify the right technology in
organizing and managing a DE entity
or institution.
4

5. Student Support Subsystem
Teaching and Learning Subsystem
Organization and Management
Peoplepng.com
Melbournechapter.net
Clipart-library.com
Course Design Subsystem
Revisiting the DE Subsystems
• Application and Admissions
• Enrolment and Registration
• Payment of Tuition Fee
• Class Schedule
• Course Access
• Technical Support
• Library Support
• Counseling Needs
• Issuance of Grades
• Access to documents such as LOA,
TOR, Graduation requirements
• Communication Needs (to: Instructor,
Classmates, University)
• Instructional Design
• Course Assessment
• Materials Production
• Technology
Requirements
• Pool: Content Writers,
Experts, Media
Specialists,
Programmers, Partners
• Payment of Services
• Course Management
• Access to Students List
• Instruction & Assessment Delivery
• Teaching Load
• Salary of Faculty
• Communication Needs (to: Learners,
University and Fellow Instructors)
• Report on Students’ Progress
• Interaction Equivalency Theorem
(Anderson)
• Technical/Administrative Support
• Analytics
• Vision, Mission & Core Values
• Policy and other Governing
Laws
• Learners (Target Market)
• Staffing: Faculty and Tutor
(Human Complement)
• Funding Needs
• Accreditation & Quality
Assurance
• Course Offering (Program
Requirements)
• Technology Requirements
• Resource Management
• Report Generation for Planning
and Decision Making
• Scale, Quality, Cost
• Learning Centers
• Analytics
5

6. With varying tasks demanded by the DE
subsystems, a timely feedback to every query or
need is crucial. So, it is recommended to
systematize and automate the DE processes to
address the stakeholders’ needs and to support the
institutional goal. This is possible by using or
customizing an education management information
systems (EMIS) for DE.
6

7. LMS FMIS
HRIS SIS
Education Management Information System
A learning management system
(LMS) is a software application for the
administration, documentation,
tracking, reporting and delivery of
educational courses or training
programs or learning and development
programs. (en.wikipedia)
Financial Management Information
Systems (FMIS) support the automation
and integration of public financial
management processes including budget
formulation, execution (e.g. commitment
control, cash/debt management, treasury
operations), accounting, and reporting.
(WorldBank)
The Human Resource Information
System (HRIS) is a software or
online solution for the data entry,
data tracking, and data information
needs of the Human Resources,
payroll, management, and
accounting functions within a
business. (thebalancecareer.com)
A student information system (SIS), could
be a subscribed or customized open source
program that allows management of student
data. SIS is capable of registering students’
information, documenting the grades, creating
schedules, track student performances and
other student-related data.
Note: Shared Information on HRIS and FMIS are internal in nature.
Is an integration of software applications, database records and other identified media,
technologies and processes that are based on institution’s needs and are considered
essential for planning and decision making.
7

8. These education institutions offer a Certificate Program in Professional
Teaching and uses a Learning Management System (LMS) in course
access, requirements, and instruction and assessment delivery. Based on
need and budget, an LMS could be open source, free or subscribed.
http://www.pic.edu.ph/en/index.php/academics/pr
ofessional-teaching-certificate
https://amauonline.com/cours
es/cpt/
https://www.upou.edu.ph/acade
mics/academic-
programs/certification-program
Website
LMS UPOU MyPortal
(Moodle)
AMA Oed LMS
(Canvas)
myPIC Virtual Classroom
(Moodle)
8

9. An example of this is the Student Academic Information System
(SAIS) of the University of the Philippines. SAIS is a Student
Lifecycle data management system encompassing admission
application to graduation and alumni tracking. It covers curriculum,
advisement, payment, and integration with general ledger in
(Financial Management Information System) FMIS and employee
records in Human Resource Information System (HRIS).
https://www.up.edu.ph/index.php/student-academic-information-system-sais/
9
Who remember UP SAIS?

10. Students Administrators
▪ Enables a student to enroll
▪ Provides information for subject pre-
requisite (if any)
▪ Updates status on tuition fee payment or
exemption (for scholars)
▪ Can view grades
▪ Can request documents (drop, TOR,
grades, LOA, ID, residency, graduation)
▪ Allows viewing and generation of
registration and personal information (ex.
UPOU’s Form 5)
▪ Can access library resources
▪ Access to students demographics
▪ The interface provides information about
the user’s devices
▪ Capable to assign an email address and
password
▪ Upon approval, the system generates a
letter of admission
▪ Real-time system generation of enrollment
report
▪ Accepts online payment
▪ Curriculum management/Program
advising
10
These are the benefits of a student information system (SIS).
http://our.upou.edu.ph/student/

11. 11
What does an eHRIS do?
• Automates core HR management functions and routine
services;
• Enhances HR systems and processes to support
personnel in delivery of prompt, uninterrupted, efficient,
and responsive services to its clients;
• Single source of truth (SSOT) for HR information and
organizational structure
• Includes Personal Services Itemization Plantilla of
Personnel (PSI-POP)
• Delivers an easy to use self service workflow that
automates common and repetitive HR services processes.
Current and future service requests will include but not
limited to: Pay Slip, Time and Attendance Deficiencies,
SALN, Provident Fund Loan application, Request for
Certification, Service Records
Source: DepEd
http://fo.ehris.deped.gov.ph

12. 12
Discussion Points:
1) What is the importance of an efficient management
information system in DE institutions?
2) Have you experienced a scenario where an information
system has exceeded or failed your expectation?
3) Other than databases and software, please add other
technologies that you consider essential in organization and
management subsystem.