Try and picture it for a second: Long lines disappearing. A paperless system. Simplified operations which you can feel when you see how easy it is to cross-enroll in another CU or apply for leaves.
The University Information System offer the possibility of this future for the University by leveraging Information and Communication Technology (ICT) to improve business processes for end-users.
How exactly do the systems accomplish this?
The University Information Systems broaden the University’s information sharing capability. Sharing information is made easier through the Student Academic Information System (SAIS) and the Human Resources Information System (HRIS). For example, since there is a single reference point for data, faculty teaching in more than one CU may be able to easily view their additional assignments. It’s a point of convenience since faculty will not have to go through the tedious process of contacting multiple offices as they normally would to get these information.
SAIS also integrates student information among UP CUs; this means the Registrar in one CU will be able to view the records of a student in another CU to facilitate cross-registration, transfers, and application for graduate studies.
The systems enhance support for data-driven decision making. For example, the system can generate data on staff retirements and resignations to aid in long-term recruitment plans. Faculty, through SAIS, will have real-time access to enrollment data such as over- and under-subscribed courses, which can help in decisions to open or close classes.
The systems simplify operations for the University. For instance, the usual course for processing of payroll involves manually creating a bank file and subsequently giving this to Landbank. With the Financial Management Information System (FMIS), the many steps in processing staff payroll is reduced since the bank file will now be system-generated.
In SAIS, students will have an easier time by using online processes such as dropping a course, application for leave of absence, application for graduation, and others.
With regards to service delivery, University Information System ensure that quality and speed go hand in hand. Automation speeds up processing of requests and improves accuracy by computerizing processes that involve calculations, such as the tuition fee of students with scholarships. It will also enable work to be done from anywhere in the world via the Internet.
The systems allow for faster and easier work by automating work that is currently done manually. For example, the FMIS can generate timely and accurate financial reports, such as daily collections, monthly expenditures, and reports required by government agencies like the COA and BIR, such as the UP 2307 (Certificate of Creditable Tax Withheld at Source); UP 1600 Monthly Remittance Return of Value-Added Tax and Other Percentage Taxes Withheld under RAs 1051, 7649, 8241, 8424 and 9337); and UP 1601E (Monthly Remittance Return of Creditable Income Taxes Withheld [Expanded]). This in turn reduces the time it takes to comply with changes in government mandated forms, codes, and regulations.
HRIS can also generate consolidated reports covering the entire University, as well as reports organized by various criteria such as by CU, by College, by position, by date of employment, etc. The most salient example is the headcount report of the University’s employees which can be viewed in real-time.
The systems mean the reduction of overall operational costs without compromising productivity. Streamlined and paperless processes will not only reduce long lines for various transactions and improve overall efficiency, but cut costs spent for consumable resources that the University normally purchases over and over again, such as paper and ink used for printing forms such as the Form 5A used every enrollment period.
Employees may be able to monitor their applications and determine bottlenecks in the process. There will be instances wherein multiple employees in a single office are applying for a travel order to attend an out-of-town workshop or to go abroad for conferences and similar events, and it needs to be approved as soon as possible. In the old manual process, the superior in charge may take some time to process every application. However, with HRIS, the superior just has to log-in and approve the pending applications online. Employees know who to contact with regards the status of their applications and will be able to take appropriate action, like following-up.
In relation to increasing monitoring capability, the implementation of the systems will improve transparency and aid in the University’s goal of promoting good governance. Since FMIS and HRIS processes collect digital footprints, the systems are able to keep digitized copies of important documents. These may assist in audit trails which increase the opportunity to hold individuals accountable and ultimately increase the possibility to detect corrupt practices.
Overall, the systems embody the convenience and efficiency that the Pascual administration seeks to implement. For students, SAIS speeds up the enrollment process and reduce long lines of students, since registration is done mostly via student self-service. For UP faculty and staff, HRIS and FMIS frees them from tedious and repetitive processes, enabling them to spend more time on analysis, research, personal interactions, and similar activities. Over time and with the continuous support of all stakeholders, the goal of efficiency for One UP and One University will be fully realized.