ICT Project 2008

Collaborative & Communicative Application Division (Bah Aplikasi Kolaboratif & Komunikasi) was formed in 2002

Presently all application developed are Open Source Software (OSS) Based either by Joint Venture effort or by internal expertise. Joint Venture effort with selected vendor usually becomes the choice when the requirement to make an application available is rather urgent and our present existing technical staff either has not enough technical know how or not enough man hour to spare resulting from the fact that the personnel who developed the existing systems available are also required to support current continous users need.

The development activities by the division concentrate more on Community Based Collaborative Applications which basically aims to: integrate/develop various relevant available OSS technologies & platform with existing portal/system towards a manageable enterprise wide system for the university.

Ummail Upgrades exercises in 2008 include upgrade of Mailbox Quota and upgrade of File Sharing Quota, The Mailbox quota upgrade are:

 

• Professional staff (Academic and Executive) from 50MB --> 100MB
• Support Staff from 20MB --> 50MB
• All students mail quota was upgraded to 20MB

Quota upgrade for UMMail File sharing according to categories :

• Profesional staff (Academic and Executif) the file sharing was Upgraded to 50 MB
• For Support Staff the file sharing was Upgraded to 30MB
• For Student the file sharing was Upgraded to 20MB

 

Year	2008		Mac 2009
	Web Mail	Mail Client	Web Mail	Mail Client
Number of staff’s access on UMMail	43 881	Not Tracked	111 694	10 608
Number of student’s access on UMMail	83 563	Not Tracked	75 221	1 407

 

Quota upgrade for UMMail File sharing according to categories :

Problem Cases / Year	2008
Forgot Password	722
Problem in sending & receiving emels	35
Not Receiving emels from Mailing List	17
Mail Quota Problem	12
Not Receiving Mail from Outside Mail Service	6
Inactive account	12
Others- MIscellaneous	143

In July 2008,we have embarked on another project in looking into implementing an instant messenger service as part of our extended electronic communication medium . For this project our team have tested the Ejabberd Messaging server using an open source jabber client. The beta test was successful but we are looking further into the possibility of implementing an online web based chat system as part of our customer service platform. The experimenting work is still on going but not yet become a priority project.

CAMS or Centralized Authentication Management System is the system that provides single sign-on services to the staffs and students of University of Malaya(UM) to several systems. Since its inception, more than 4,000 staffs and 30,000 students are using the system to authenticate themselves to various systems in UM. Some of the systems include UMPortal, UMISISWEB and IAMS. Efforts are made in 2008 to replicate the initial infrastructure for redundancy purposes before more and more systems being tagged to the CAS service.

Year	2008	Mac 2009
Total visits	617,213	139,250
Max access per day	10,741	5573
Average access perday	1686.45	1961.27

Proof of Concept completed in December 2008. Student no longer need to register via separate means.Student are able to use the new wireless services once they registered themselves into Perdana Mail. Similarly Staff are able to use the wireless once they registered into UMMail.

18/7/2008- UMWebsite Won bronze medal,third place "Best International Website Pages" QS-Apple Creative 2008 Awards during "4th QS-APPLE" in Seoul, Korea on 9-11 July 2008

Statistic of information & Design updates and hits for UMweb site : 

Year	2007	2008	Mac 2009
Number of information updates done on the main UM Web sites	209	423	68
Number of Design Updates done on the main UMWebsites	Not Tracked	40	10
Number of hits according to Google Analytic	Not tracked	1,080,519	82,283

Content Collaboration Management System (CCM) is the Aplaws++ Open Sourced based engine used by PTM since 2004 to generate and manage several departmental websites. CCM was the first CMS engine used by PTM to manage the UMWebsite until 2006. In 2007,UM embarked on a digital branding exercise which involved the reconstruction of a new UM WEBSITE. A new CMS engine was introduced to allow for more design features and more efforts had been put on the concept and effects that the website was supposed to generate henceforth. Meanwhile some departments still maintain their website using the CCM engine up to today.

Year	2008
	Num of Pages Maintained/Monitored	Total Number
Number of Departmental websites residing in CCM :		11
Sport Centre	10	128 pages
Cultural Centre	10
Asia Europe Institute	16
Institute of China Studies	7
Faculty of Arts & Social Science	12
Faculty of Built Environment	11
Faculty of Dentistry	11
Faculty of Education	12
Faculty of Engineering ( Dean Office)	5
Faculty of Law	7
Faculty of Language and Linguistics	9
Institute of Principalship Studies	18
Number of training done on usage of CCM		6

CCM edi 2.0 is a new version of Content Management System with extra design features for the following new web site(s). With the introduction of new engine responsibility centres can now choose which engine to use to generate their websites based on their design preferences . The engine was first introduced and used by the Centre for Civilisational Dialogue in 2008.

Year	2008
Number of Departmental websites residing in CCM edi 2.0: Centre For Civilisational Dialogue	1
Number of pages Maintained / Monitored	8
Number of Training done on CCM edi 2.0	2

A Conference Management System (http://umconference.um.edu.my) was developed by the division in 2007  to  help Faculties’  rep to generate conferences website , manage participant registrations and abstract submissions.

Year	2008	Mac 2009
Number Conference generated by the system	5	9
Number of conference abstracts submitted into the system	12	53
Number of user trained	7	4

Total abstracts uploaded into UMConference in 2008 

No.	Conference	Total  Abstract
1	International Conference on Ethnic Relations: Issues & Challenges	2
2	International Conference on Project Management	10
Total		12

Total abstracts uploaded into UMConference until 11/3/2009  

No.	Conference	Total Abstract
1	Third International Meeting on Frontiers of Physics 2009	40
2	Seminar Ekonomi Islam Peringkat Kebangsaan 2008/09	5
3	International Conference on Research in Islamic Laws 2009/1430H	8
Total		53

UM Directory of Academic Staff (http://umexpert.um.edu.my) is an application aims  provide a standard and managed platform for UM Researchers to introduce and promote their research work  and ultimately aimed to promote UM as a Research University. The application was first introduced end of April 2007 to resolve the issues of updating the lecturers CV on the UM Website.

Year	2007	2008
Number of users	388	1222
Number of Modules introduced in UMExpert	18	new	10
		existing	18

New features/screen to capture more specialized information  in 2008 are:

• intergration with Student Information System (SIS) which include screen for individual academician to view course and teaching evaluations, List of subject and student & Course timetable
• New page to capture  the Publication abstract for  selected display in UM WebSite
• Research Output
• Biography
• Clinical Duties
• Commercialization
• Leadership Designation

The Online Research Gallery (http://umfacts.um.edu.my/gallery/) is a special module which aims to provide a standard platform for each UM lecturers to introduce a short synopsis of their own research to the general public. The index page is viewable via the UMWebsite.

Year	2008	Mac 2009
Numbers of Research Synopsis Published for UMWebsite	53	21

Our team started a joint venture development of the system sometime in March 2007 and fully completed the project at the end of 2007. This system was initially intended to support the publishing process of peer-reviewed scholarly journals but later after recognizing the broader perspective that the technology provided could support, the name UM E-Journal was then changed to UM Refereed Academic Journal . This is also to ensure no confusion over the presently available EJUM system of FSKTM. This UM Refereed Academic Journal is an integrated publication management system which aims to collect information on the academic output of University of Malaya instead of only scholarly journals

Statistic number of Journal uploaded into UM refereed :

Year	2008
Numbers of Journal uploaded into the UM Refereed Journal System	Faculty of Built Environment International Journal of Property Sciences	2
	Faculty of Medicine Journal of the University of Malaya Medical Centre	2

For IPPP, Faculties, Institute & Centers (http://rmis.um.edu.my/)

New Moduls introduced in 2008:
Generate Research University(RU) Report from UMExpert from within RMIS are Research Project , Publication, Paten and consultancy Project enabling the IPPP to check umexpert’s data from within RMIS.
Modules upgraded in 2008:- Online Application (UMEKSPO 2008).

Statistic of Module introduced under RMIS :

Year	2006	2007		2008
Number of New Modules/Reports  Introduced in RMIS	4	New Modules	2	New Reports	2
		Upgrade existing	4	Upgrade existing	6

Faculty of Arts & Social Science Special Journal (http://portalfsss.um.edu.my)

The Malaysian Civilization Portal is a project by the Faculty of Arts and Social Sciences, University of Malaya to showcase research and work on Malaysia carried out by members of the Faculty and those associated with it. The Faculty of Arts and Social Sciences at the University of Malaya is one of few academic institutions in the country that has strength in all Asian civilizations – Malay, Islamic, Chinese, Indian, Japan, Korea, Southeast Asia and aborigine studies, based on various disciplines including Geography, History, English, Anthropology, Sociology, International Relations, Gender and others. The portal will draw its contents from these expertise and strength.
Befitting the ongoing global digitization of information, the portal will take the form of a web-based database to be accessible for all who are interested in the study of Malaysia. It is the hope of the Faculty that the portal will serve as part of University of Malaya’s contribution to the advancement of knowledge – especially on the uniqueness of Malaysia as an area of study.
 

 

Year	2008
Numbers of Articles uploaded into the  Portal Tamadun Malaysia	43

The portal was developed to store papers arising  from research at the  Faculty, and aims to  provide an electronic  platform for the publication  of unpublished articles,  work in progress and work  in press.For Faculty  of Languages & Linguistic (FLL) (http://workingpaper.um.edu.my).

Currently used by several lecturers and students for selected courses.

UM E-LEARNING USAGE STATISTIC SINCE SEM 2 2006/2007

No.	Total	2006/2007 Sem. 2	2007/2008 Sem. 1	2007/2008 Sem. 2	2008/2009 Sem. 1	2008 / 2009 sem. 2  (Feb 09)
1.	Total Courses UM E-Learning	192	239	316	221	180
2.	Total Courses Offered by UM	2470	2473	2423	2564	2414

 

No.	Number of Registered Users	As on Feb 09
1.	Staff	1,114
2.	Students	15,775
Total number of registered users		16,889

Introduction of Drop Box in 2008 :

Module Dropbox which allows students to submit assignments (softcopy) to their lecturers for each courses in UM e-learning is the latest module that had been added. Altogether UM E-Learning has 11 main modules (Announcement, Assignment, Documents, Forum, Learning Track, Links, News, Notes / E-Book, Online Quiz & Survey, References). Integration with Student Information System was upgraded. It enables the lecturers to get list of updated students once they activate their courses in UM E-Learning ( before and after the course confirmation date).

Master in Biosafety by distance learning web sites was created and maintained by PTM since 2006. It is an international academically accredited course based on a combination of distance-learning and on-campus training sessions. The on-line course is of twelve months duration and leads to an academically accredited Master in Biosafety in the University of Malaya. The programme is supported through a technical cooperation project under the aegis of the United Nations Industrial Development Organization (UNIDO), and is endorsed by the Ministry of Natural Resources and Environment (MONRE) of Malaysia.

UMPortal was first implemented in 2002 with the objective of separating the information specifically intended for staff from those viewable by the general public (on UMWeb Sites). The application has been constantly upgraded since then to cater for new form information  integration with existing internal system.

UMPortal On Module Staff e-Services

Most significant module introduced in 2007 was the Staff e-Services which had been developed capitalizing on the UMPortal engine platform and customized in a distributed manner by separate team members from Hris under the Administrative Application Division. All online forms under this category are integrated with the existing Human Resource Information System (HRIS) realtime.

There has been significant increase introduction of new modules under the category of Staff e-Services in 2008. Compared to forms introduced in 2007, only 4 types of online form was introduced under Medical Services  and  2 types under the "Latihan & Perkembangan Staf". 

In 2008 , 4 new categories were introduced namely:

- Penilaian Prestasi
                • Laporan Penilaian Prestasi
- Cuti -
                • Permohonan Cuti Persidangan ***
                • Permohonan Cuti Sabatikal ***
                • Permohonan Cuti Penyelidikan ***
                • Permohonan Cuti Tahunan ***

-Perkhidmatan & Saraan
                • Permohonan Kenaikan Pangkat Akademik
                • Permohonan Kenaikan Pangkat Bukan Akademik***
                • Borang Penilaian Potensi Kepimpinan (Penilaian 360°)***

-Ad Hoc
                • Pelantikan Dekan/ Appointment of Dean***

Just to highlight  here that all the above mentioned online forms are accessible by UM`s Staff

UMPortal On Modules e-Organizer & Room booking:

Two responsibility centres : Pejabat Canseleri and Fakulti Alam Bina( Fac of Built Environment) requested  to use the UMPortal room booking functions. The function enables both centres to control the nature of the rooms they made available in the system for either internal or external booking.

e-Organizer : was upgraded from the previous version to cater for integration with the HRIS database.The main purpose of the integration exercise ti to provide multiple point of access from single database. The move to integrate was partly resulted from the HRIS project to introduce new online attendance system that centrally record all the staff attendance and activities . The new system also enables staff to apply leave via the UMPortal’s Staff e-Services function ‘cuti’ . Hence forth, the staff activities of a certain department entered in UMPortal  are also viewable from the new attendance system.

Year	2008
Numbers of users logged in for UMPortal
Number of hits for UMPortal hits according to google analytic	55,597
Number of modules within UMPortal

Year	2008
Numbers of users logged in for Umisisweb	15,025
Number of hits for Umisisweb according to google analytic	228,527
Number of Modules tied to UMisisweb	20

Introduction of integrated google mail for Alumni via the UMAlumni Portal  in Nov 2008.

The Google Mail for UM Alumnus facility is hosted and administered by Google. The function and facility provided are similar to the normal gmail. The only difference between the ordinary gmail and the alumni gmail are :

• In the email address where each user will have " @alumni.um.edu.my"   attached to their username.
• User are able to see UM logo on top of the google mail interface

Statistic of UM Alumni users :

Year	2007	2008	Mac 2009
Number of users	195	1146	160

The RSS Feed technology was tested in some test  areas sometime in Jun 2008.

From then onwards, Infos from UMINFO and Student Infos are transformed manually by (members of the UMMail Administrator team from the Mail version to the RSSFeed version.

After the successfull  initial operation of RSSFeed, we then developed a standardised adminisration system which we called UMNews server to manage the news disemination via  RSSFeed . UM’s community are able to view the updated news from various pages such as:

• Staffs are able to view uminfo via scrolling messages on the frontpage of UMMail and UMPortal
• Students are able to view student info via the scrolling messages on  the frontpage of Perdana Mail and Umisisweb

Number of News Information managed via UMNews since inception :

Year	2008
Numbers of RSS Feed News ( UMInfo  Rssfeed)	1013
Student Info RssFeed	333
UMWeb News	236
Total	1582

For administrative & academic with audiences covering staff , student and public. The system was first introduced in 2007 to cater for divisional assessments. UM E-Survey allows UM community to create and manage multiple web based surveys inside a single box. See the following increase in number of usage of the applications.

Statistic number of Survey & Users trained for UM E-Survey

Year	2007	2008
Numbers of surveys conducted via UM e-Survey	3	39
Number of user trained	2	11

Special Polling system customizable for special cases such as:

• Rubella Info Survey in 2007- Project under Office of Deputy VC ( Academic & International)  (http://infosurvey.um.edu.my/)
  
• Academic Staff Survey in March 2009- Project under Office of Vice Chancellor  (http://acadsurvey.um.edu.my/)

Filling the gap of distributed account handling for Bah Perolehan, PTM, Faculties, Pendaftar, Klinik Pelajar & PPHB

Statistic  number of PTj  & Number of Users using IAMS:

Year	2006	2007	2008	Mac  2009
Number of Responsibility Centre  using IAMS to manage their yearly budget	4	5	34	38
Number of new users trained	28	96	148	15

Statistic total number of miscellaneous reports & letters generated automatically via IAMS:

Year
Total of 11 types  of Miscellaneous report generated by the IAMS system	1681	25,468	82,416	15,785
Total of 6 types of miscellaneous pre-formated letters generated via the IAMS system	1	25	656	162

1. Implementation of fail-safe architecture for Load Balancer.
2. Upgrade of Virtual Infrastructure architecture by implementing network redundancy.
3. Integrated Student Information System (ISIS)
4. Integrated Human Resource Information System (iHRIS)
5. UM Responsibility Centre Information System (UMRCIS)
6. Staff e-services System, UMPortal
7. Financial Information System (FIS)
8. Space Management System (Aperture)
9. ICT Helpdesk System
10. Property Helpdesk System (SAP)
11. Attendance and Leave Management System (ALMS)
12. SmartScore System
13. Student Account Enquiry System
14. Course Registration System for Post Graduates
15. Course Registration System for Undergraduates
16. Course Registration Enquiry System
17. Extra Credit Hours Application System
18. Address Update System for Post Graduates
19. Academic Advisor System
20. Staff Information System
21. Integrated Property Management System (iPMS)
22. Course and Teaching Evaluation System (CTES)
23. Campus Card Information System (UMCCIS)
24. Campus Card Encode System
25. Scroll Awarding System (SASy)
26. Door Access System (UMDAS)
27. Examination Attendance System (EXAS)
28. Multimedia Presentation for PTM Showcase
29. Centralised printing of campus card

1. e-Attendance System:

This system was developed for recording daily and overtime attendance. System is implemented in stages to several pilot PTjs. The pilot PTjs, as at February 2008, are as follows:-

1. Pusat Teknologi Maklumat
2. Fakulti Sains Komputer & Teknologi Maklumat
3. Pejabat TNC (Pembangunan)
4. Jabatan Pendaftar
5. Fakulti Alam Bina
6. Perpustakaan
7. Fakulti Perakaunan & Perniagaan
8. Pejabat Keselamatan
9. Kolej Kediaman Pertama
   
   

2. Integrated Human Resource Information System (iHRIS)

This system was developed for recording daily and overtime attendance. System is implemented in stages to several pilot PTjs. The pilot PTjs, as at February 2008, are as follows:-

1. Recruitment Module
   This module facilitates the processing of recruiment information, starting from the advertisement of vacant posts to the generation of staff number.
   
   
2. Promotion Module
   This module facilitates the processing of staff promotion for both academic and non-academic staff.
   
   
3. Training Module
   This module facilitates the recording and updating of staff training information comprising of internal courses, external courses, induction courses, Biro Tatanegara courses and English placement courses.
   
   
4. Service Module
   This module facilitates the recording and updating of staff service information.
   
   
5. File Management Module
   This module facilitates the tracking of the whereabouts of staff personal files.
   
   
6. Allowance and Claim Module
   This module facilitates the recording and updating of information of staff allowances and claims
   
   
7. Annual Performance Appraisal Module
   This module facilitates the recording and updating of information of staff annual performance, annual salary movement, salary increment, KPI and others.
   
   
8. Asset Declaration Module
   This module facilitates the recording and updating of information of staff asset declaration.
   
   
9. Service Record Book Module
   This module facilitates the generation of the complete information on staff service, movement and career in UM. This information is compiled and extracted from various modules in iHRIS for the purpose of sending information to JPA. 
   
   

3. Responsibility Centre Information System (UMRCIS)

1. Academic Promotion Module (Administrator Version)

   This module facilitates the processing of academic promotion applications. The Promotion Unit in BSM is the system Adminitrator and is able to retrieve information on application status and self-assessment details of applicants. Available functions are as follows :

   • Applicants list, i.e. professor, associate professor & senior lecturer.
   • Applicants self-assessment form and printout
   • Applicants CV printout
   • Applicants self-assessment score printout
   • Publication format printout

2. Academic Promotion Module (Evaluation Officer Version)

   This module facilitates the evaluation officer to evaluate the applicants who apply for promotion. Available functions are as follows:

   • Mark entry
   • Confirmation of applicants self-assessment

3. Leave Records Management Module (System Adminitrator Version)
   

   This module facilitates the recording, processing and monitoring of staff leave and attendance. The system adminitrator is appointed by the individual PTj. Available functions are as follows :

   • Leave information configuration i.e. leave entitlement, golden handshake, leave approvers and offday for staff on shift
   • Attendance information configuration i.e. staff working hours and shift information, registration of non-staff (e.g. industrial trainees), updating of temporary staff information.
   • List of reports i.e. leave records, attendance by PTj, overtime records, list of absentees, and list of staf with emergency leave, etc

4. Leave Record Management Module (Leave Approver Version)

   This module facilitates leave application approval by leave approvers . Availabe functions are as follows:

   • Processing of staff leave applications
   • List of staff on leave and list of leave cancellations

5. Annual Performance Appraisal Module (System Administrator Version)

   This module facilitates the management and monitoring of the annual performance appraisal exercise. Through this module evaluation marks can be entered and reports can be generated.

6. Staff Information Module

   This module facilitates the viewing of staff information by senior officers of the PTj.

4. Online Enquiry of Student Account System

5. Inventory Asset System

6. Attendance and Leave Management System

• Online Postgraduates Course Registration System
• Online Enquiry of Course Registration System
• Online Current Address Updating for Postgraduates System
• Online Alumni Registration System
• MBBS Examination Module (phase 1) in ISIS
• Online Staf Information System
• Online Staf Leave System
• Online Asset Comdemn System
• Online k Maintenance JPPHB Helpdesk System (SAP)
• Smart Card Information System (phase 1)
• Central Printing of Smart Card by PTM
• Multimedia presentation for Launching of Open Source Function
• Multimedia presentation for Launching of MyRen Function
• Multimedia presentation for PTM Showcase
• Grafik Design for UM Strategic Plan 2005 - 2009

1. Student Information System (ISIS)
2. Financial Information System (FIS)
3. Human Resource Information System (HRIS)