Deploying Integrated Academic Information System at UI

Information System Development and Services (PPSI) University of Indonesia

Workshop on Integrated Information System Implementation at Universities

(Teleconference Session)

September 15th 2008University of Indonesia

Agenda UI Profile Toward Integrated Infrastructure Toward Integrated Information System History of SIAK-NG Deployment at UI Stages of SIAK-NG Deployment UI Academic Information System at a

glance. Lesson Learnt Summary

UI Profile 34,595 students 3,592 staffs 320 hectare

(Depok) 9.4 hectare

(Salemba) 12 Faculties and 1 Interdisciplinary

Graduate program

Toward Integrated Infrastructure

Services

HTTP

SMTP

POP/IMAP

NNTP

NTP

Syslog

Printing

Secure FTP

Remote LoginInstallation and Configuration

Switch Layer Distribusi/Core

Router

Enabling, Testing, Troubleshooting

VLAN

Access Point

Operation

DNS

Routing

Firewall

Management

LDAP

Class 4 VoIP Switch

Video Multi-Conference Unit

Planning

Pengelolaan Alokasi IP 152.118.0.0/16,

ASN-3382Domain ui.ac.id, ui.edu,

ENUM, ISN

Design Jaringan

Pengaturan Penggunaan/Pengaksesan

JUITA

IPv4/IPv6 Deployment

Training & Sosialisasi Layanan

Riset dan Pengembangan

Toward Integrated Information System

Directorateof Finance

Directorateof HR

Directorateof Education

DirectorateStd. Affairs &

AlumniLibrary

SIAK NG SIPEG SI BP

Deputyof Fasilities

SIMAF LONTAR SIRAMA

DataDepen-dency

DBAcademic

DB HR

DBBP

DBClass

DBLibrary

Loan

Student StatusClassrooms

Tuition Payment Status

Lecturer

DBStds/

Alumni

Student Status

Under Development

Directorateof General Affairs

ComunityServices

Directorateof Research Ventura

DBResearch

DBComm.Serv

DBOffice Mail

DBCollaboration

Directorateof Finance

Directorateof HR

Directorateof Education

DirectorateStd. Affairs &

AlumniLibrary

SIAK NG SIPEG SI BP

Deputyof Fasilities

SIMAF LONTAR SIRAMA

DataDepen-dency

DBAcademic

DB HR

DBBP

DBClass

DBLibrary

Loan

Student StatusClassrooms

Tuition Payment Status

Lecturer

DBStds/

Alumni

Student Status

Under Development

Directorateof General Affairs

ComunityServices

Directorateof Research Ventura

DBResearch

DBComm.Serv

DBOffice Mail

DBCollaboration

History of SIAK-NG Deployment at UI

Before System based on mainframe (centrally)

2004 - Initiation of the Directorate of Information System Development and Services (Start of SIAK-NG User Requirement)- Account direct debet system for payment

2005 - SIAK online: FISIP and Fasilkom

2006 -J uly 2006: Payment gateway system and tution fee information system life-May 2006: Data migration from all Faculties to SIAK-NG-September 2006: Integrated UI Academic information System life (excluding: FE, FK, FKG), Smart Card UI delivered to new students

2007 January 2007: FK and FE joins SIAK-NGFK: data migration to SIAK-NG

2008 -Online registration for all programs-Smart Card deployment for Lab/ Class access and attendance system

Stages of SIAK-NG Deployment User Requirement and Analysis -> All

user involved Compiling current condition report Data migration Implementation/ Coding Testing Sosialization: workshop, manual book,

hands on practice on computer Functions Addition Maintenance

UI Academic Information System at a glance.

SIAK-NG Application is an online application that can be used for academic activities at the University of Indonesia.

The aim of SIAK-NG Users can use SIAK-NG in the academic

activity process. Users will be able to know the academic

process during the whole study program at UI

The User of SIAKNG SIAK-NG have 4 users category (role):

Academic Administration Staff (make schedule, curiculum, etc)

Student (fill IRS, view schedule, etc) Lecturer (give score, course, etc) Directorate of Education) (maintain

activity academic period, etc) User given account. Account get 1 or

more than role, can be access to SIAKNG.

The Benefit of SIAK-NG for Students

Score academic activity and activity monitoring can be conducted online.

Academic Registration (IRS) online. Lecture and exam schedule online. Payment status online and updated as

soon as the payment is made at ATMs. Add and Drop of Courses

Using SIAKNG Process(Academic Registration)

Student:Fill IRS

Docent PA/WD I:Approval IRS

SBA:Make Schedule

Student :Registration

Administration

Docent of Course: Fill in Abcent and

Score

Using SIAKNG Process(Academic Registration for Short Term)

Student:Fill in IRS

Docent PA/WD I:Approval IRS

SBA:Making

Schedule

Student:Administration

Registration

Dosent of course: Fill in Abcent and

Score

SBA - Home

SBA – Per Semester Routine Report

SBA – Per Semester Routine Report

Student – Academic History

MHS – Academic Data summary

Student Payment Information

Lecturer - Names of students advised

Lecturer - Advisory information Process

Lecturer – Marking Process

Lesson Learnt

User requirement must be made by all stakeholders

Facilities, willingness to collaborate, Rigid Operating procedure, leadership

Change management Socialization process Enforcement: Stick and Carrot

Summary

Requires hard work and a cohesive team work.

Leadership and followership Facilities and never ending

maintenance (Solid IT team). Efficient, effective, reliable, just in time,

integrated system will pay off the effort