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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?
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.
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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
Scale :[1 to 5] Not Agree to Agree
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
Scale :[1 to 5] Not Agree to Agree
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
Scale :[1 to 5] Not Agree to Agree
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
Scale :[1 to 5] Not Agree to Agree
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
Scale :[1 to 5] Not Agree to Agree
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
Scale :[1 to 5] Not Agree to Agree
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.
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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)
Overview
Documents (Hardcopy)
OverviewScan
Documents (Hardcopy)
OverviewScan
Documents (Hardcopy)
OverviewScan
Documents (Hardcopy)
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
Demo
Tests QuizesAssignments FinalLabNotes Tutorial
If you had any these copies in MS word/ Power Point/Excel format, then convert it into PDF
Demo
Download scanned files into PC2Scanned
Documents will sent as an email Open your mailbox
and download it.
Demo
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!!!
Upload Files to Docushare Server5
Select the files and upload in the server.
Demo
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.
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.”
End