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Delay of Retrieving Subject Files

by: iCreate Team

KIK Project

KIK Kumpulan Inovatif & Kreatif

Konsep Kumpulan Inovatif & Kreatif (KIK) bagi menyemarak aktiviti penambahbaikan, penyampaian perkhidmatan serta menyubur budaya kreatif dan inovatif dalam penciptaan nilai serta break-through ke arah pemantapan sistem pengurusan.

Ia sebagai satu agenda universiti dalam penambahbaik dan meningkatkan kualiti dan produktiviti khususnya dalam sistem penyampaian perkhidmatan kepada pelanggan.

http://www.utem.edu.my/pendaftar/index.php?option=com_content&task=view&id=207&Itemid=232&lang=malay

KIK UTeM

KIK Kumpulan Inovatif & Kreatif

i-Create merupakan salah satu group dalam semua PTj UTeM yang bertanggungjawab utk membangunkan sistem elektronik file subjek (e-Subject Files) yg dipersetujui oleh dalam Jawatankuasa KIK Universiti utk melaksana dalam fakulti.

KIKKumpulan Inovatif & Kreatif

i-Create Team Member

Arfah binti AhmadLoi Wei Sen (Leader)

Nur Zawani binti SaharuddinAhmad Fairus bin Muhammad Amin

Siti Aishah binit Mat Zain

Siti Azura binti Ahmad Tarusan

Dr. Aida Fazliana binti Abdul Kadir

Tarmizi bin Ahmad IzzuddinNur Maisarah binti Mohd Sobran

Subki bin Mat Kahar

Missing File Subject?

Season of Accreditation?

Subject File Missing?Undetectable?

Subject Files not returning back to ISO room?

Hardly to assess ISO Room?ISO room key??

Fail to get the latest material from others?

Recall

We had push a survey to collect feedback on delay on retrieving subject files for all academic staffs.

( Duration Survey: 24-3/10/2014)

Why? This survey had conducted?

Why? This survey had conducted?

To receive feedback on the issues and problems in the process on retrieving subject files

We introduce a new eSubject Files System to overcome problems faced in retrieving subject files.

12

Foremost

We going share some of the feedback results based on this survey.

Foremost

Based on the Google Survey,

Answered Survey

Inside the data, most of lecturer had become subject coordinator

Kehilangan fail subjek akan menyebabkan kelewatan atau kesukaran untuk mendapatkan fail subjek.

Finding 1Pe

rcen

tage

0

22.5

45

67.5

90

Scale :[1 to 5] Not Agree to Agree

1 2 3 4 5

83

17000

Kegagalan pensyarah memulangkan fail subjek yang telah dipinjam/dikemaskini ke bilik ISO menyebabkan kelewatan atau kesukaran untuk mendapatkan fail subjek.

Finding 2Pe

rcen

tage

0

20

40

60

80


1 2 3 4 5

80

17200

Kegagalan mengesan fail subjek yang keluar masuk bilik ISO menyebabkan kelewatan atau kesukaran untuk mendapatkan fail subjek.

Finding 3Pe

rcen

tage

0

20

40

60

80


1 2 3 4 5

78

22

000

Rata-rata tenaga pengajar kurang memberikan kerjasama kepada penyelaras mata pelajaran dalam mengemaskini dokumen bagi fail subjek.

Finding 4Pe

rcen

tage

0

12.5

25

37.5

50


1 2 3 4 5

15

32

44

100

Kesukaran untuk mengakses bilik ISO menyebabkan kelewatan atau kesukaran untuk memulangkan fail subjek.

Finding 5Pe

rcen

tage

0

10

20

30

40


1 2 3 4 5

3937

17

52

Masa yang lama diperlukan untuk mendapatkan kunci bilik ISO.

Finding 6Pe

rcen

tage

0

10

20

30

40


1 2 3 4 5

12

2934

20

5

Kegagalan penyelaras mata pelajaran mendapatkan dokumen yang berkaitan dari semua tenaga pengajar menyebabkan kelewatan pemulangan fail subjek ke bilik ISO.

Finding 7Pe

rcen

tage

0

12.5

25

37.5

50


1 2 3 4 5

34

46

20

00

Comments & SuggestionsBoleh buat "online checklist", bermaksud setiap file/

document yang dimasukkan ke dalam docushare/iCreate boleh dikenalpasti sebagai nota, tutorial, final exam etc,

then automatically tick that section, supaya kerja2 checklist document at the end of the semester boleh

berkurangan. So meybe before at the end of semester, satu laporan terus boleh dihantar ke pensyarah

berkenaan document ape yang masih tertinggal untuk update file subjek. So tidak perlu ajk iso untuk check one

by one for each file subject. Tq

Create a online or at least softcopy form for fail subject

gunakan DocuShare untuk menyeleasaikan kesemua masalah di atas

oline tracking for all the file subject

Wujudkan versi softcopy fail subjek dalam bilik ISO (e.g. dalam Docushare, etc.)

1. i suggest buat file subjek into 2 parts. satu yg master file, satuy lagi, ikut program. so that, masa audit, no need to share the files. 2) buat satu bank soalan guna docushare punya server. 3) to arrange after each semester, bengkel sehari utk kemaskini file subjek- ada dedicated day utk kumpul

semua pensyarah- macam buat bengkel, so that semua boleh focus. kaalu suruh buat at own time..tu yg ikut time masing2 tuh..

update secara online

akses bilik iso pakai kad staf boleh x?

More…

Thank you!!for gives us data on this survey

eSubject Files

Objective Delay of retrieve file subject

Reduce the time to retrieve subject files when needed

Traceable subjects files anytime needed in more convenient way.

Improve preparation process in EAC/MQA/ISO Accreditation.

123

Target Delay of retrieve file subject

All the subject files start from this semester (SEM1, 2014/2015) will need prepare in Electronic Version as well as hardcopy too.

Course Involved: 1BEKG, 1BEKM, 1DEK

ReasonAll the subject files start from this semester (SEM1, 2014/2015) will need prepare in Electronic Version as well as hardcopy too.

As per ISO requirements, we need to prepare at least ONE Hardcopy for each Subject Files.

Check List prepared in the eSubject Files

Proposed Flow

Semester Opening

Teaching Plan

End of Semester

Mid Term Break

Timetable

Attendance

Quiz Test

Tutorial

Lab

Lecture Notes

Marks overall (CW+Final from

SMP)

MC, etc

Attendance Report (F4)

W16++

+

Assignments

Final Exam & Answer Scheme

Student Marks

OBE Report: LO,PO, CQI

How to prepare it???

How to prepare it???As simple as Step 1 to Step 5

Overview

Documents (Hardcopy)

OverviewScan


OverviewScan


Email

OverviewScan


Email

Upload to Docushare

upload

What is DocuShare???

What is DocuShare???Local Cloud storage for all

documents including letters, Kertas Kerja, Printer Drivers, Documents EAC/MQA/ISO

http://10.96.1.225:8080/docushare/dsweb/ Docushare FKE: (recommended bookmark it)

DemoA Short tour to Docushare FKE

http://10.96.1.225:8080/docushare/dsweb/

Demo A Short tour to Docushare FKE

Root Folder DocuShare FKE

Root Folder DocuShare FKE Admin Folder

Root Folder DocuShare FKE Akademik Folder

Root Folder DocuShare FKE Bahagian Akademik Folder

Root Folder DocuShare FKEBahagian Penyelidikan Folder

Root Folder DocuShare FKE COPPA

Root Folder DocuShare FKE Sample Letterhead

Root Folder DocuShare FKE Serahan Aset

Root Folder DocuShare FKE Software

SOP eSubject FilesScan & email the files into .pdf format1Download scanned files into PC2Rename the files3Open Docushare Website & Select Directory to upload4Upload Files to Docushare Server5

Scan & email the files into .pdf format1

Scan & email the files into .pdf format1

DocumentsTestsQuizes

Assignments

FinalTimetableAttendanceLabNotesTeaching PlanTutorial

Scan using “email” button

Tests QuizesAssignments FinalLabNotes Tutorial

If you had any these copies in MS word/ Power Point/Excel format, then convert it into PDF

Download scanned files into PC2Scanned

Documents will sent as an email Open your mailbox

and download it.

Rename the files3

Rename the files follow the format below:[Subject Code]<Space>[Document title]<Space>[SEMESTER-Session]

Example:[BEKA2333] [Test 1] [SEM1-1415]

[BMFG1113] [Group Assignment] [SEM1-1415]

Open Docushare Website & Select Directory to upload4

Open Docushare Website

http://10.96.1.225:8080/docushare/dsweb

Enter Department ID & Password

Department UserIDBEKE bekeviewBEKC bekcviewBEKM bekmviewBEKP bekpviewDEK dekview

Password???

Select correct directory

Bookmark it!!!

http://10.96.1.225:8080/docushare/dsweb

Upload Files to Docushare Server5

Select the files and upload in the server.

BenefitsReduce the rates of missing files

Facilitate for EAC/MQA/ISO Accreditation.

Easy-access documents

“Open Source” Lectures Notes/ Question Banks

ImplementationStart on this semesters for all subjects for BEKG, BEKM, DEK Courses

MonitoringAll the files upload in the subject files will undergo the same monitoring process that had done by JK ISO before.

We will monitor the file upload at the end of every semester.

Notified to subject own if not they had some files missing.

Maintenance

All the subject files will backup in docushare will backup in external drive (two times in one week)

All subject files will achieve into new folder, before the new semester starts.

FAQIf I have two separate pdf files, how I can combine into one pdf file?

Use Acrobat XI/ NitroPDF to combine the files. Alternative Method: http://www.wikihow.com/Merge-PDF-Files

I don’t plan to change the lecturer notes & tutorial, can I reuse the lecturer notes/Tutorials in subject files previous sem (in hardcopy form)?

Yes, Can. Just convert it into pdf files and upload it.

http://www.wikihow.com/Merge-PDF-Files

Questions from the floor?

–Steve Jobs

“If you do something and it turns out pretty good, then you should go do something else wonderful, not dwell on it for too long. Just

figure what’s next.”