Application Achievements
More on Services Automation & Enhancements
Academic Services Domain
Student Installment Payment Plan
Student Installment Payment Plan is an online system which has been implemented to replace the manual student installment plan process. It allows students to choose and setup their preferred tuition installment payment plan for each semester easily. The system allows the student to apply to the installment payment plan and it calculates automatically the tuition balance as well as the due date according to the data defined at the Academic Calendar. Furthermore, if a student submitted an installment plan and then drop or add course, the system will automatically change the total balance amount and re-redistribute the remaining instalment equally.
Banner Admission & Application Module Enhancement
Banner Admission & Application Module is the system which was implemented and integrated with NAPO system in order to upload students’ information into Banner. This system has been enhanced to improve the level of integration to capture more info to achieve more comprehensive student’s records to be managed in UAEU Student System. It is enhanced as well to send automatically a confirmation letter along with the user name and password to the student via email.
Student Housing System Enhancement
Student Housing System is an online system which has been implemented to allow student select their own rooms in specified student housing. The system was limited in it capabilities, thus, in order to have more comprehensive system to fulfill all the students’ needs in the area of housing, the system was enhanced with different features. The new enhancement includes automating the process of allocating students in UAEU hostels, in which the new student out of Al Ain can assign themselves to rooms and buildings before they come to the university. Furthermore, all the students who required to pay their hostel can pay online using the system. Students can also create a request for room transfer and switch through the system. Moreover, this system will generate notifications for students after room assignment/transfer via email to confirm the completion of the process.
Research Grants System Enhancement
Research Grants Management system, which has been built in-house, becomes backbone for managing pre and post activities of research funding process. As this system is critical to research domain, continues enhancement is required. In the last release of the system, different changes be introduces. System was enhanced with some capabilities such as; Proposal PDF extract option, Application Session timeout Enhancement, Capture extra info online to facilitate the process of evaluation.
Business Services Domain
ePayment v2.0
ePayment application is playing vital role on facilitating the mechanism of the online payments for different Services provided by UAEU such as: Applicants payment for admission application fees, Student payment for tuition and housing fees, Vendors payments for registration and tendering documents. ePayment version 2.0 was released with major revamp of a new UI that improves user experience. The Finance Operations department has been provided with better views of the payment transactions performed through the system, which in turn, allows better follow-up. Furthermore, the system was modified to covered two major required changes related to VAT collection and shipment fees processing for some services like Student and Alumni Documents. Also, the application integration with Banner Finance Module has been enhanced to reflect the revenue generation in a more effective way. This allows Finance Operation Section to spend less time reviewing and reconciling transactions.
EProcurement (Phase III)
EProcurement system is an online application which is playing role on the process of Online Vendor Registration and Renewal, Tendering and Awarding projects. The system was enhanced to add some features to assist vendors in system usage such as: resetting the password of both registered and not-registered vendors either via email or SMS, providing guidelines for how vendors can renew their accounts. In addition, a new search criteria has been added to the system, the vendor list can be searched by category, registration Date, expiration date and license expiration date. Furthermore, the requirements of introducing VAT, system has been updated with required changes.
Automation with SharePoint Workflow
SharePoint Workflow Capabilities allow to model and automate business processes. This tool is utilized to automated UAEU Departments Internal Process; in 2018, different Internal Business processes had been automated with an online request and approval such as:
Leave System
Leave system is an online system utilized by UAEU Employee to submit their leave request as per the setup from HR Department. The system has been updated to accommodate the new policies of Leave Process to follow the new FAHR policy. The business roles had been amended to different types of leaves as per FAHR policies related to: sick, medical escort, exam and unpaid leaves. Furthermore, new features added related to new leave categories such as; work injury leave, state representation leave, national service leave, and Hajj return notice.
Personal & Dependents Tracking System
Personal & Dependents tracking is the system used by UAEU Employees to submit any changes in their personal and dependents information; changes that require to be reflected to HR system. The main feature added to the system is Employees’ Annual Declaration Statement; The system is configured to send yearly reminder to UAEU Active Employees to update their personal/dependent info in eService. It aims to keep employees data up-to-date in HR System. In addition, system has been enhanced with other changes that includes; adding extra info to be captured, adding restriction to some fields to allow capturing clean and accurate data from Employee side, enhance notifications feature.
Borrow Files from Archive
Borrow Files from Archive is process required by UAEU HR Department. The process has been automated with an online workflow; it allows UAEU Departments to request physical employee’s file from HR and track the status of these files and build up full history of the file movement. The application is enabled with sending notifications feature when an action taken to the request. Since HR is managing and maintaining employee files. The application provides HR with space to maintain the file record with the Cabinet Number and description, mapping the cabinet shelfs and defining employee’s file location. This allows HR to spend less time locating files and managing request.