IMS develops and maintains several administrative information systems to serve the UM community and to support different functions of the faculties and departments. The following shows the summary of critical updates of the core administrative information systems in the first half of 2017.

New Admission System

To provide support to the administrative functions and processes related to undergraduate and postgraduate admission.

Components:

Admission Administration (NA)

Updates:

  • Migration of Admission Oracle Forms to Web
  • Added ability for flexible printing offer letters
  • Added Handling of Joint Admission Examination (JAE)
  • Added the Application for Preferential Admission Scheme for mainland admission channel
  • Update for the revision of selection process and mainland admission channels

Student Information System

To provide support to the administrative functions and processes related to students (student profile, add drop, study plan, alumni, etc.) area.

Components:

Study Plan (Studyplan), Assistantship Funding Support (AFS), Student Information Web (SIWEB), Testimonial (SITEM)

Updates:

  • Update of the new curriculum for 2017/18 intake
  • Update of PG gradation checking process
  • Added handling of placement tests for English, Chinese, Portuguese and IT
  • Added offers by faculty/department for classes
  • Added ability for the reminder of PhD’s qualifying exam deadline and obtaining PhD candidacy
  • Added ability for removal of bank account information in SIWEB
  • Added ability for printing of testimonials by GRS

Student Activities and Case Information

To provide support of the administrative functions and processes related to student activities and case information.

Components:

Student Case Management (SCM), Whole Person (WP)

Updates:

  • Added ability for student caring in Student Case Management
  • Updated for the revision of scoring scheme and award criteria

Financial Information System

To provide support to the administrative functions and processes related to financial (account receivable, eProcurement, student accounting, etc.) area.

Components:

FIS, Student Accounting Module (SAM), Account Payable (AP), ePR, Payment Gateway Bridge (PGB). Budget System (BGT)

Updates:

  • Integration of Budgeting System with FIS, Account Payable and Student Accounting
  • ePR : Removed the Approved Date condition for generating evaluation form
  • ePR : Allow tables for price comparison in the proposal contents
  • ePR : Added limited control to the ePR form to cope with procurement law
  • ePR : Added information on showing multi-line budget in purchase request proposal
  • ePR: New system allowing end-users to keep track of the stages of their tender requests
  • SAM : Enhanced the control with the segregation of duty
  • SAM : Added a new type of Bank Control/Receipt file for BOC
  • SAM : Added ability of SMS and Email reminder for overdue debit notes
  • AP : Changed the PV and JV Validation from line-by-line to by-account-code
  • AP : Excluded the PV with BR in waiting for adjustment status from posting and send notification to the responsible person of PV
  • AP : Added filters in searching and amend the column sequence in the FISAPF150
  • AP : Added a new Parameter in Bank Letters and Change Control Sheet Column Name
  • BGT : Added ability for new Ledger Listing and IE Statement Report support multi-year searching
  • BGT : Added Advanced Search Function in Budget Reservation
  • BGT : Added BR line description in drill-down of Account Enquiry
  • BGT : Enhancement For Cross Year Budget Reservation Adjustment
  • FIS : Updated Current Account Period will also update BGT

For more details, please refer to https://icto.umac.mo/administrative-information-systems/financial-information-system-fis/

Human Resources Management System

To provide support to the administrative functions and processes related to human resources (eRecruitment, eLeave, payroll, etc.) area.

Components:

Human Resource Management System, Academic Staff Portfolio System, eLeave, Official Trip Reports to public, Recruitment, Contract Renewal/printing, Performance Appraisal System for Academic Staff

Updates:

  • Human Resource Management System: Enhancement of main management System like improvement of certification letters, additional email notification of subsidies etc.
  • Academic Staff Portfolio System: Enhancement for various academic exercises and new module for system administration
  • E-leave : Allowed system administrative to handle more e-leave type and enhanced the leave flow and printing different kind of Report
  • Contract Renewal/printing: Revision of the regular work contracts for clause 6 of the contract and contract for grant/fund based staff
  • Official Trip Reports: Newly added a trip submission component for individual departmental admin office to submit their official trip reports. Newly created a public site for publishing the selected official trip reports to comply with the government regulations
  • Recruitment: Additional information provided in UM vacancy website
  • Performance Appraisal System for Academic: Enhancement for the revision of rules and modification of layout of appraisal form

For more details, please refer to https://icto.umac.mo/administrative-information-systems/human-resources-management-system/

Sport Facilities Booking System

To provide the online sports facilities booking and management of the booking facilities.

Components:

Sports Facilities Online Bookings, Sports Facilities Administration

Updates:

  • Added online bookings and payment system for alumni members with active Sports Facilities Cards
  • Added ability for issuing and management of Sports Facilities Cards

Research Grant Management System

To provide an integrated system for managing UM’s research projects from application submission, panel reviewing, approving, and project execution.

Components:

External Reviewing

Updates:

  • Added ability to assessment module for external reviewer and reviewing panels

CO’s related Projects and Applications

CO project includes a number of applications supporting CO’s operation and public service such as New Submission Service, Registration of Campus Tour, etc.

Components:

Campus Tour Registration

Updates:

  • Enhanced the visit session availability checking and re-scheduling function between normal and special campus tour requests

Document and Record Management System

To provide users to store and share official documents and files with some administrative functions.

Components:

e.Proposal & FMC System, Suggestion and Compliant Record for QEMS, UM Resource Reservation

Updates:

  • Updated the existing Notes e.Proposal database to support updated layout and templates
  • Updated the changes of organization structures and approver profiles
  • Migrated the Suggestion and Compliant records from Lotus Notes to ShareDM
  • Revamped the Resource Booking System for manage meeting rooms and equipment bookings