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LAMPIRAN 1

MAKLUMAN PERUBAHAN YANG BOLEH MEMPENGARUHI SISTEM PENGURUSAN

KUALITI UNIVERSITI MALAYA

1. Pengenalan kepada ‘Internationalisation Team’ di Universiti Malaya

(a) Tujuan Pembentukan:

Dalam usaha memperkasakan strategi penangtarabangsaan di Universiti

Malaya, struktur pengantarabangsaan yang lebih teratur dan sistematik telah

diperkenalkan di peringkat Universiti pada tahun 2016 sepertimana diberikan

dalam Lampiran 2A.

Tujuan pasukan ini dibentuk adalah untuk menyelaraskan

semua aktiviti berkaitan pengantabangsaan yang dijalankan oleh pihak Universiti

termasuk aktiviti kolaborasi penyelidikan yang dijalankan dengan institusi

antarabangsa, pemasaran program akademik dan penjenamaan, aktiviti mobiliti

pelajar dan lain-lain aktiviti yang berkaitan.

(b) Terma Rujukan (TOR)

Sila Rujuk dalam Lampiran 2B.

(c) Medium Perbincangan:

(i) Mesyuarat kali pertama dengan semua ahli/koordinator yang terlibat pada

10 Mei 2016

(ii) Makluman kepada Dekan/Pengarah melalui Mesyuarat TNC (A&A)

Bersama Dekan/Pengarah pada 21 Jun 2016

(iii) Makluman kepada Pengurusan Fakulti melalui Laporan Berkalan TNC

(A&A) pada 30 Jun 2016.

(iv) Pembentangan mengenai projek penyelidikan (global impact) oleh

Penolong Naib Canselor (Antarabangsa) dalam Mesyuarat Jawatankuasa

Kerja Penyelidikan pada 5 Disember 2016.

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Internationalisation Team @ University Malaya

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TERMA RUJUKAN

PASUKAN PENGANTARABANGSAAN DI UNIVERSITI MALAYA

PENYELARAS AKTIVITI

PEMASARAN &

PENJENAMAAN

PENYELARAS MOBILITI

PELAJAR

PENYELIDIKAN

ANTARABANGSA

Menyelaras urusan

pemasaran program

akademik dan penjenamaan

di peringkat PTj

Bertindak selaku

perantara/fasilitator antara

PTj dan pentadbiran pusat

mengenai mobiliti pelajar

Merancang aktiviti

promosi penyelidikan

Bekerjasama dengan pihak

MRC bagi mempromosikan

program akademik yang

dibuat melalui media cetak

dan media elektronik.

Menyelaras urusan

berkaitan mobiliti pelajar

inbound dan outbound di

peringkat PTj.

Mengenalpasti niche

penyelidikan yang

boleh diketengahkan

untuk kolabarasi

dengan institusi

antarabangsa

Membantu pihak MRC dalam

menyediakan bahan-bahan

promosi (brosur,

cenderamata, pakaian) yang

seragam bagi tujuan

peningkatan imej dan

penjenamaan Universiti.

Mengurus dan menyelaras

aktiviti mobiliti berdasarkan

MoU/ MoA di peringkat Ptj.

Membantu

perancangan

mendapatkan dana

penyelidikan di dalam

dan luar negara

Bertindak selaku

perantara/fasilitator antara

PTj dan pentadbiran pusat

bagi urusan aktiviti

pemasaran program

akademik Universiti Malaya

termasuk urusan lawatan

rasmi oleh institusi luar

(tempatan) yang dihos oleh

pihak Universiti.

Menyelaras urusan

berkaitan pemindahan dan

pengecualian kredit.

Menjadi pemangkin

dalam menggerakkan

kolabarasi penyelidikan

antarabangsa

Memastikan wakil Fakulti

yang terlibat dalam aktiviti

pemasaran adalah

berpengetahuan, mahir

berkomunikasi dan

berketerampilan bagi

penyertaan pameran

pendidikan sama ada dalam

dan luar negara.

Mengurus dan menyelia

pelaksanaan program

pertukaran pelajar jangka

pendek anjuran PTj.

Menyelaras aktiviti

penyelidikan PTj

Akademik selaras

dengan Dasar

Penyelidikan & Inovasi

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PENYELARAS AKTIVITI

PEMASARAN &

PENJENAMAAN

PENYELARAS MOBILITI

PELAJAR

PENYELIDIKAN

ANTARABANGSA

Memberi khidmat nasihat

kepada pelanggan yang

ingin mendapatkan

maklumat lanjut tentang

program yang ditawarkan di

PTj Akademik masing-

masing.

Menyelaras, mengemaskini

dan memantau urusan

berkaitan statistik/data

program mobiliti PTj.

Memastikan maklumat

program akademik yang

dibekalkan kepada pihak luar

untuk tujuan promosi dan

pemasaran adalah terkini

dan tepat

2. Pembangunan ‘online system’ bagi tujuan integrasi data untuk aktiviti

pengantarabangsaan

Bil Perkara Unit yang Bertanggungjawab

1.

*Lawatan rasmi yang dihadiri oleh pihak UM di

peringkat antarabangsa Maklumat Keahlian/jaringan kerjasama pihak UM

dengan institusi di peringkat antarabangsa

Pejabat Hubungan

Antarabangsa (IRO) Pusat Perancangan Strategi &

Global (PPSG)

2.

*Penambahbaikan sistem e-visa (staf)

Pusat Pelajar Antarabangsa (ISC)

3.

Penambahbaikan sistem e-lawatan UM bagi lawatan delegasi antarabangsa Nota: Buat masa ini permohanan lawatan daripada institusi luar negara dibuat secara manual kepada pihak IRO dengan mengisi Borang Permohonan.

Marketing & Recruitment

Centre (MRC) Pejabat Hubungan

Antarabangsa (IRO)

4.

Penambahbaikan sistem MoU/MoA

Pejabat Hubungan

Antarabangsa (IRO)

Nota: * Sistem baru yang dibangunkan

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(1) Brief description of the project:

The development of on-line systems:

International memberships and networking*

• more than 40 active memberships and networking which University has developed for more than years.

• difficult to monitor the outcomes and benefits of the university’s past participation in such networks

• no proper integrated systems currently in place. • need to foster impactful community engagement through

strategic alliances. • do not have proper records on the details of the activities that

have been carried out throughout the year for each network • payment of the membership fees. • difficult for the university to plan and assign the right person to

attend such event • allocate annual budget for the networking.

e- MoU/MOA*

• more than 700 active collaborations with partner universities around the world 54.3% are MOU 0.40 % MoU and MoA 45.30% MoA

• will be able to prioritize MoUs that have project planned and ongoing acivities and prioritize project-driven MoUs

• each led by an anchor person at the Faculty by evolving the selected MoUs into MoAs signed for research activities and student exchange (three years after signing).

•

e-visit (internal staff)*

• This system will be able to track record on staff (academic and non-academic) assigned for official duties, meetings, conferences, etc abroad.

• The Management need to keep track staff movement and total cost related to the visit and the outcome / ROI of the attended activities.

e-visit (external parties)#

• we have more than 200 visits a year • need to follow up and plan the possible activities which had been

discussed and agreed upon by both parties • staff and student exchange • engage in research, workshop, visits, discussion and joint

publications.

e-visa (international staff)#

• the system will be able to manage and expedite the process of the visa-related matters.

Notes: *new system #upgrading (2) Aims:

(a) to automate existing manual processes in the existing activities

(b) to upgrade existing systems by adding modules or functionality

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(c) to improve effectiveness and efficiency of core businesses of the respective

departments

(3) Objectives:

(a) to expedite data collection and analysis exercises for multiple purposes

(b) to have fully centralised and integrated data systems related to

internationalisation activities carried out by the university

Project Structure: Refer Diagram 1(a) – 1(c)

Legend:

Diagram 1(a): Original Project Structure

& Montoring Body/Client

Office of the Deputy Vice-Chancellor

(Academic & International)

Universiti of Malaya

Consultancy Unit (UPUM)

International Relations Office

(ICR)

Marketing & Recruitment

Centre (MRC)

International Student Centre

(ISC) Faculty of Computer Science &

Information Technology

(Project Leader)

Centre for Global Planning

& Strategy (GPS)

E-MOU/MOA

E-visit

(internal & external)

E-Visa

E-Membership

Human Resources

Information System (HRiS)

Student Information System (ISIS)

Research Grant Management System (RGMS)

Information Technology

Department (IT)

Bursary

5 on-line systems

Funding & Monitoring

Payment Consultant Data Owner Existing Databases

Lead Consultant

Professor Dr. Abdullah Gani

Dean, Faculty of Comsputer Science & Information Technology (FCSIT)

Technical Expert

Assoc. Prof. Dr. Siti Hafizah Ab Hamid

Department of Software Engineering

Faculty of Computer Science & Information Technology (FCSIT)

Project Officer

Mr. Muhamad Afiq Zaini Alamar

Faculty of Computer Science & Information Technology (FCSIT)

e-Visa

Mr. Mohsen Marjani

e-Visit

(Internal & External)

Mr. Abdullah Khan Najem

e-MoU/MoA

Mr. Bimba Andrew Thomas

e-Membership

Mr. Ibrahim Abaker Targio

SYSTEM PROGRAMMER

(INTERNATIONAL PhD STUDENTS)

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Diagram 1(b): Consultant Team

From Left (Behind):

Mr. Ibrahim Abaker Targio, Mr. Abdullah Khan Najem, Mr. Bimba Andrew Thomas, Mr. Mohsen Marjani From Left (Front):

Mr. Muhamad Afiq Zaini Alamar, Professor Dr. Abdullah Gani, Assoc. Prof. Dr. Siti Hafizah Ab Hamid

Diagram 1(c): Photo of Consultant Team

(4) Project Plan

a. Milestones, measures taken to achieve the formulated aims, time frame;

Important Dates: (1) Original plan: 1 November 2015 - 31 October 2016 (12 months)

(2) Revised plan: 1 January 2016 - 31 December 2016 (12 months) due to

slight delay in releasing the advance payment to the Consultant

(3) Actual Completion Date: 31 October 2016

(4) Extension Date: 31 December 2016 due to additional requirement by 2nd

User (Deputy Vice-Chancellor (Academic & International))

(5) Handover of the systems to IT Department: 15 February 2017

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Milestones: Please refer to Diagram 2 (a) - 2(c): Gantt Chart

Activity Sep

15 Oct

- Dec 15

Jan 16 Feb 16 Mac 16 Apr 16 May 16 Jun 16

Brainstorming & Planning

Proposal Submission & Letter of Award

Kick-Off Meeting Project Commencement

Consultancy & Programming Work (Data Owners & Consultant Team)

Progress Meeting No. 1

Release of Progress Payment No. 1

Presentation of Work Progress No. 2

Release of Progress Payment No. 2

Diagram 2(a): Gantt Chart (Sep – Jun 2016)

Activity Jul 16

Aug 16

Sep 16

Oct 16 Nov 16 Dec 16

Consultancy & Programming Work (Data Owners & Consultant Team)

Progress Meeting No. 3 - Additional Requirement by 2

nd User Deputy Vice-Chancellor (Academic &

International)

Project Extended to December 2016 due to additional requirement by 2

nd User

Request Permission to Access the Existing Databases

Special Meeting with IT Department for Data Integration Exercise

Coordination Meeting between IT Department & Consultant Team

Meeting with the Consultancy Unit (UPUM) and FCSIT on Progress Payment

Note: Actual Completion Date

Diagram 2(b): Gantt Chart (Jul - Dec 2016)

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Activity Jan 17

Feb 17

Mar 17

Apr 17

May-Jul 17

Aug 17

Consultancy & Programming Work (Data Owners & Consultant Team)

System Final Demo by Consultant Team to Data Owners (after incorporating additional requirement by 2

nd User (Deputy Vice-Chancellor (Academic &

International)

Handover of the systems to IT Department (for maintenance and custodian)

Finalisation of the User Acceptance Testing (UAT) by data owners

Issuance of Certificate of Practical Completion (CPC) to the Consultant Team

Preparation of the complete document for handing over of the systems by the Consultant Team to the ICT Dept

Submission of the complete document for handing over of the systems to ICT Department

Filling up of input/manual databases to the systems by data owners

Intensive Training for Data Owners/IT Department

System Launching/Project Implementation

Diagram 2(c): Gantt Chart - Extension Period (Jan – Jun 2017)

Measures taken measures taken to achieve the formulated aims, time frame;

7 phases of the project development set by the Consultant Team for the

systems:

(a) Preliminaries

(b) Analysis Phase

(c) Design Phase

(d) Development Phase

(e) Improvement Phase

(f) Testing Phase

(g) Submission/Delivery

(6) Main Activities/:

(a) Regular meetings with the Consultant Team and data owners

(b) Constant communication through emails and telephones (voice and

whatssap)

(c) Monitoring and Verification of Progress Report and Progress Payments

(d) Follow-up communication on technical requirement with IT Department

(e) Follow-up communication with Bursary with related to payments

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(7) Challenges and Support

Main Challenges:

Constant communication with relevant parties in order to ensure project is

completed in timely manner:

(a) *Deputy Vice-Chancellor (Academic& International)

(b) *Associate Vice-Chancellor (International)

(c) Consultant Team

(d) Bursary

(e) UM Consultancy Unit (UPUM)

(f) Data Owners:

Marketing & Recruitment Centre

International Students Centre

International Relations Office

Centre for Global Planning & Strategy

Office of the Deputy Vice-Chancellor (Academic& International) Support

Staff

*Note: Immediate Superior

Monitoring and verification of the progress work

(a) Compilation of each system report

(b) Verification of the progress work

(c) Preparation of progress payment

(d) Communicate closely with Consultant (UPUM), Consultant Team and Bursar

to ensure payment is made according to the progress and in timely manner

(e) To ensure commitment is fully given by Data Owner(s) when they are dealing

with the Consultant Team

(f) To function as mediator whenever any communication issues raised by any

parties related to the project

(g) To fix urgent meeting with relevant parties as and when required by the

Superior

Completion of document required by IT Department as set in the System

Acceptance and Maintenance Policy for System Developed by Third Part (other

than IT Department UM)

(a) To minimize system failures and identify potential security threats posed by

new systems developed by third party and handover to UM Centre for

Information Technology for maintenance.

(b) List of documents required for handing over (Refer Diagram 3(a) – System

Hand-over Checklist):

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1. User Request Form / Letter / Email / Minutes of Meeting

2. Business Requirement Study (BRS)

. Software Requirement Specification (SRS)

4. System Design

Process Flow

Database Design - ERD

Data dictionary

5. System Testing

Functional testing documents - verified by project manager

System Testing - User Acceptance Testing - Verified by users

6. Security Testing -

System security verification document from SKA, IT Department

Completed hardening checklist

7. System Acceptance Document - Verified by users

8. User manual

9. Server documentation (if applicable)

Server configuration documentation

System/server maintenance checklist - housekeeping task lists

Server architecture diagram

List of installed software

List of servers’ password

10. List of super admin password for system maintenance

11. Access matrix document verify by user and project manager Diagram 3(a) – System Hand-over Checklist

(c) IT Department has the rights to reject or not accept the system:

(i) If the System Hand-over Checklist is not complete and the system is

not ready for deployment.

(ii) If IT Department do not have any expertise on the technology used in

system developed by the third-party developers.

(d) Users are not allowed to ask for any changes in the system for the first 6

months after the system handover to IT Department. Below are the

maintenance task that PTM will handle in the first 6 months.

(i) Will ensure the system is accessible to the users

(ii) Will add / delete / edit user roles in the database.

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(e) IT Department can impose a maintenance cost to the users of any changes to

the system within the first 6 months.

(f) The user is allowed to request for changes of the system AFTER 6 months

from the date of handover to IT Department. User will have to fill in the CR

request form and follow the existing system maintenance policy practiced by

IT Department.

(g) Each of everyone has given fullest support to me as the Coordinator of this

project by giving appropriate updates and feedback whenever we required.

The main constraint is the heavy workload and routine work that each of the

data owner need to complete daily which has led to a massive delay of the

necessary communication and follow-up actions required by the Consultant

Team.

Diagram 4- Certificate of Practical Completion (CPC)

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Diagram 5(a) – e-Membership

Diagram 5 (b) – e-MoU/MoA

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Diagram 5(c) – e-visit (internal)

Diagram 5(d) – e-visit (external)

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Diagram 5(e) – e-visa

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Penstrukturan semula Pejabat Hubungan Korporat & Antarabangsa (ICR)

(1) Jawatankuasa Pengurusan Universiti Malaya pada 21 Jun 2017 telah

meluluskan penstrukturan semula Pejabat Hubungan Antarabangsa dan

Korporat (ICR). Berkuatkuasa mulai 1 Ogos 2017, ICR telah distruktur semula

seperti berikut:

(iii) Pejabat Komunikasi Korporat atau Corporate Communication

Office (CCO) di bawah tadbir urus Naib Canselor

(iv) Pejabat Hubungan Antarabangsa atau International Relation

Office (IRO) di bawah tadbir urus Timbalan Naib Canselor (Akademik &

Antarabangsa)

(2) Justifikasi penstrukturan semula:

(i) Terdapat keperluan untuk meletakkan kedua-dua bahagian ini di bawah

tadbir urus yang bersesuaian bagi pelarasan fungsi dan skop yang lebih

efektif selaras dengan objektif dan hala tuju bahagian masing-masing

(ii) meningkatkan imej dan jenama Universiti Malaya di peringkat negara dan

antarabangsa

(iii) struktur yang lebih jelas dan tepat untuk memudahkan urusan

penyimpanan rekod dan data

(3) Fungsi dan skop bahagian adalah seperti berikut:

Pejabat Komunikasi Korporat (CCO) Pejabat Hubungan Antarabangsa (IRO)

Perancangan dan pelaksanaan aktiviti berkaitan dengan komunikasi media

Perancangan strategik, pemantauan dan pelaksanaan jaringan global dan hubungan tempatan

Penasihat kepada Pengurusan Tertinggi UM dan pihak berkepentingan untuk aspek yang melibatkan imej dan jenama UM

Pengumpulan data berimpak tinggi bagi tujuan penilaian dan analisa terutamanya yang melibatkan ranking serta prestasi UM di peringkat tempatan dan luar negara

Perancangan dan penghasilan video/mini video/teaser korporat untuk meningkatkan imej UM di persada tempatan dan luar negara

Penasihat kepada Pengurusan Tertinggi UM dan pihak berkepentingan terutamanya pihak antarabangsa

Sebagai rakan korporat kepada agensi-agensi luar UM dan juga pihak media yang berkepentingan dalam meningkatkan jenama dan imej Universiti

Pelaksanaan dan pengurusan rangkaian global yang melibatkan kolaborasi samada dari dalam dan luar negara termasuk aktiviti lawatan.

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