University Management for an Integrated University

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• University Management for an Integrated
  University
• Dr. Norbert Jesse
• norbert.jesse_at_udo.edu

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Content

• Management Modernization
• Unusual Complexity
• Portals A Competitive Factor

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• Management Modernization and
• Reform a Big Challenge

Skopje, May 31/June 1
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Challenges

• Increasing autonomy and financial stress
• Growing reliance on the market everything seems
  to have a price (tuition fees, licensing policy
  patent rights)
• Pressure to Perform Service orientation
  Quality assessment
• Digitalization
• High-level RTec alliances with companies
• Part of regional knowledge cluster
• Internationalization

Skopje, May 31/June 1
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Goals of WODOMI

• Establish a Sustainable Web Based Network System
  to be used as an Interoperable Environment for
  University Workflow and Document Management
• Implementation of Integrated University Concept
  and Goals recommended by the Bologna Process
• Learn from the Experiences other EU Universities
  have faced, how they resolved problems and what
  new problems they have faced
• Enable Open Public and Multilingual Access,
  Transparency in Workflow Activities, compatible
  to EU Standards

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• Unusual Complexity

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University Structure
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Organizational Structure (HFG)
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Management Structure (HFG)
responsible to inform and to account

• President
• 4 Vice-Presidents
• Vice-President for
• Financial and Human
• Resources

Elects / advises controls
head of
confirms
Commission
Senate
50
50
sends
sends
100 ... 50
Legislative
Board of Directors at least 50 Externals
Faculty Conference
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Faculty Organisation
Dean
Vice-Dean
Vice-Dean
leads
elects
Faculty
Faculty Council
elects

• 8 Professors
• 3 Scientific Assistants
• 1 (Non-scietific) Employee
• 3 Students

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Appointment for Professors
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Document Workflowof an Appointment for a
Professor
HTML Documents
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Organizational Units

• 14 Chairs
• Deans office
• Departmental Computer Center IRB
• Software Technology Lab STL
• Software Lab SOPRA
• Hardware Lab HAPRA
• Computational Intelligence Lab CI-Lab

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Committees

• FBR Fachbereichsrat Departmental Council
• LUST Lehre und Studium Student Affairs and
  Teaching
• HAST Haushalt und Struktur Finance and Structure
• PA Prüfungsausschüsse Examination Committees
• PromA Promotionsausschuss PhD Committee
• BKs Berufungskommission Search Committees
• QSL Qualitätssicherung Quality Assurance
• All committees Professors Assistants Students
  FBR also Nonacademic Staff BKs Guests from
  interested Departments, Rectors Advisor

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People in charge of

• Student Advisor (3 Persons)
• Foreign Student Advisor
• Course Planning and Coordination (Study Programs,
  Rooms, Times)
• Capacity Planning
• Colloquium Coordination
• Group Project Coordination
• Teaching Assistant Coordination
• Equal Opportunity / Women Rights
• University Election Coordination
• and a few more

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• Portals
• A Competitive Factor

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From Paper to Data Bases
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to Portals

• An enterprise portal makes information, services
  and applications company-wide available - also
  merging heterogeneous system.
• The objective is to optimise company-wide
  co-operation and to improve the ability to make
  excellent and efficiency decisions.
• Furthermore, the portal shall bring all the
  individual available information under one user
  interface according to his special needs.

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Mode of Operation

• Workflows
• Handle the data in a defined state in a sequence
  of persons
• Communication
• Support and document all the required information
  / communication

• Integration of Data
• Integrate all relevant data sources and
  consolidate the data
• Distribution of Data
• Make available all data to the relevant persons,
  anytime

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Data Integration
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Data Integration
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Data Distribution
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Workflow Oral Examination

• Outmoded Workflow
• Student asks Examiner for Exam. Date
• Student goes to Exam. Office to ask for Reg. Form
• Student goes to Examiner Examiner signs the
  Form
• Student brings Form to Exam. Office
• Exam. Office mails Exam. Questionnaire to
  Examiner
• After Exam Examiner sends Questionnaire to Exam.
  Office

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Workflows

• Portal Substitute Paper-Based Workflows, e.g.
• Application for Leave
• Application for Reimbursement of Travel Expenses
• Appropriation Requests
• Procurement, e.g. IT-Equipment
• Project Management
• Meetings Invitations with Agenda, Compilation
  and Distribution of Minutes

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Development Process Spiral Model
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to sum up

• It is a difficult task
• It is not so only about IT, it is about
  re-organizing the workflow
• It is nothing you can do holistically
• It is not an issue where you can learn a lot from
  EU Universities
• It is of special interest for the EC

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Thank You for the Attention !
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Characteristics

• Highly unusual institutions
• Societal assets of immense value
• Collective enterprises run by committees
• Devoted to a breadth of interest and activity,
  which need to leave institutional spaces
• Encouraging and protecting the thoughtful critic
  and the dissenting voice
• Defending cultural, moral, and intellectual
  values that no one can price well