Higher Degrees Management System Contents Overview

slide1. Higher Degrees Management System Contents

Overview

Objectives

Summary of Modules

Flow Diagram for Intention To Submit<br>
slide2. Higher Degrees Management System - Overview iEnabler system with routing whereby emails sent to participants<br>
slide3. Higher Degrees Management System - Overview iEnabler system with routing

Application Approvals through to Graduation for Higher Degree Students<br>
slide4. Higher Degrees Management System - Overview iEnabler system with routing

Application Approvals through to Graduation for Higher Degree Students

Commissioned by UKZN, developed as Local Software<br>
slide5. Higher Degrees Management System - Objectives Enable Students and other role-players to :

- make online submissions

- receive online notifications

- monitor the status of submissions<br>
slide6. Higher Degrees Management System - Objectives Enable Students and other role-players to :
- make online submissions
- receive online notifications
- monitor the status of submissions

Improve Processing Time

- identify and resolve bottlenecks

- reduce time lost because of missing documents<br>
slide7. Higher Degrees Management System - Objectives Enable Students and other role-players to :
- make online submissions
- receive online notifications
- monitor the status of submissions

Improve Processing Time
- identify and resolve bottlenecks
- reduce time lost because of missing documents

Improve Management of Students

- monitor progress and send reminders from system

- review student information online<br>
slide8. Higher Degrees Management System - Objectives Enable Students and other role-players to :
- make online submissions
- receive online notifications
- monitor the status of submissions

Improve Processing Time
- identify and resolve bottlenecks
- reduce time lost because of missing documents

Improve Management of Students
- monitor progress and send reminders from system
- review student information online

Improve Management of Staff

- check availability, suitability of staff for new submissions

- monitor workloads, turnaround times for staff<br>
slide9. Higher Degrees Management System - Objectives Enable Students and other role-players to :
- make online submissions
- receive online notifications
- monitor the status of submissions

Improve Processing Time
- identify and resolve bottlenecks
- reduce time lost because of missing documents

Improve Management of Students
- monitor progress and send reminders from system
- review student information online

Improve Management of Staff
- check availability, suitability of staff for new submissions
- monitor workloads, turnaround times for staff

Maintain and Track Despatches and Receipts of documents<br>
slide10. Higher Degrees Management System - Modules - Application Approvals<br>
slide11. Higher Degrees Management System - Modules - Application Approvals
- Approval process involves Applicant, Admissions, School Office
and School Research Leader<br>
slide12. Higher Degrees Management System - Modules - Application Approvals
- Approval process involves Applicant, Admissions, School Office and
School Research Leader
- Includes submission of Title and Research Overview<br>
slide13. Higher Degrees Management System - Modules - Application Approvals
- Approval process involves Applicants, Admissions, School Office and
School Research Leader
- Includes submission of Title and Research Overview
- Includes interaction between School Office and Supervisors<br>
slide14. Higher Degrees Management System - Modules - Application Approvals
- Approval process involves Applicants, Admissions, School Office and
School Research Leader
- Includes submission of Title and Research Overview
- Includes interaction between School Office and Supervisors
- Option to auto-create Proposals and Ethics<br>
slide15. Higher Degrees Management System - Modules Application Approvals

Proposals and Ethics<br>
slide16. Higher Degrees Management System - Modules Application Approvals

Proposals and Ethics
- Proposals require approval from School Research Leaders and, optionally, School Higher Degree Committees<br>
slide17. Higher Degrees Management System - Modules Application Approvals

Proposals and Ethics
- Proposals require approval from School Research Leaders and, optionally, School Higher Degree Committees
- Includes Title, Abstract, Proposal attachments<br>
slide18. Higher Degrees Management System - Modules Application Approvals

Proposals and Ethics
- Proposals require approval from School Research Leaders and, optionally, School Higher Degree Committees
- Includes Title, Abstract, Proposal attachments
- Caters for minor revisions, reworks and exclusions of proposals<br>
slide19. Higher Degrees Management System - Modules Application Approvals

Proposals and Ethics
- Proposals require approval from School Research Leaders and, optionally, School Higher Degree Committees
- Includes Title, Abstract, Proposal attachments
- Caters for minor revisions, reworks and exclusions of proposals
- Ethics require approval from School Research Leaders, School Ethics Committees, and possibly a University Ethics Committee<br>
slide20. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics

Intention To Submit<br>
slide21. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics

Intention To Submit
- Approval required by School Research Leader and either College Dean of Research (Masters) or College Academic Affairs Board (Doctorates)<br>
slide22. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics

Intention To Submit
- Approval required by School Research Leader and either College Dean of Research (Masters) or College Academic Affairs Board (Doctorates)
- Includes interaction between School Office and Examiners<br>
slide23. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit

Submission and Assessment of Dissertations<br>
slide24. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit

Submission and Assessment of Dissertations
- Involves School or College Office, College Dean of Research, School Research Leaders, Examiners, and possibly adjudicators<br>
slide25. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit

Submission and Assessment of Dissertations
- Involves School or College Office, College Dean of Research, School Research Leaders, Examiners, and possibly adjudicators
- Documents include dissertations, questionnaires, examiner reports, coordinating reports and claim forms<br>
slide26. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit

Submission and Assessment of Dissertations
- Involves School or College Office, College Dean of Research, School Research Leaders, Examiners, and possibly adjudicators
- Documents include dissertations, questionnaires, examiner reports, coordinating reports and claim forms
- Documents are either attached or despatched or both<br>
slide27. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit

Submission and Assessment of Dissertations
- Involves School or College Office, College Dean of Research, School Research Leaders, Examiners, and possibly adjudicators
- Documents include dissertations, questionnaires, examiner reports, coordinating reports and claim forms
- Documents are either attached or despatched or both
- Outcome is either a recommended result or an instruction for a re-examination<br>
slide28. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit
Submission and Assessment of Dissertations

Process Examination Results<br>
slide29. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit
Submission and Assessment of Dissertations

Process Examination Results
- The recommended result will be one of (a) Pass (b) Minor Corrections Required (c) Re-examination Required or (d) Fail<br>
slide30. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit
Submission and Assessment of Dissertations

Process Examination Results
- The recommended result will be one of (a) Pass (b) Minor Corrections Required (c) Re-examination Required or (d) Fail
- Involves School or College Office, College Dean of Research, School Research Leaders, College Academic Affairs Board, Librarians, Supervisors and Students<br>
slide31. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit
Submission and Assessment of Dissertations

Process Examination Results
- The recommended result will be one of (a) Pass (b) Minor Corrections Required (c) Re-examination Required or (d) Fail
- Involves School or College Office, College Dean of Research, School Research Leaders, College Academic Affairs Board, librarians, supervisors and students
- Documents include dissertations, examiner reports, and coordinating reports<br>
slide32. Higher Degrees Management System - Modules Application Approvals
Proposals and Ethics
Intention To Submit
Submission and Assessment of Dissertations

Process Examination Results
- The recommended result will be one of (a) Pass (b) Minor Corrections Required (c) Re-examination Required or (d) Fail
- Involves School or College Office, College Dean of Research, School Research Leaders, College Academic Affairs Board, librarians, supervisors and students
- Documents include dissertations, examiner reports, coordinating reports and (to be checked)
- Documents are either attached or despatched or both<br>
slide33. Higher Degrees Management System – Additional Functionality Employee Creations<br>
slide34. Higher Degrees Management System – Additional Functionality Employee Creations
- Typically for Supervisors and Examiners<br>
slide35. Higher Degrees Management System – Additional Functionality Employee Creations
- Typically for Supervisors and Examiners
- Prevents bottlenecks with Human Resources<br>
slide36. Higher Degrees Management System – Additional Functionality Employee Creations
- Typically for Supervisors and Examiners
- Prevents bottlenecks with Human Resources
- Caters for unpaid people only<br>
slide37. Higher Degrees Management System – Additional Functionality Employee Creations
- Typically for Supervisors and Examiners
- Prevents bottlenecks with Human Resources
- Caters for unpaid people only
- Fixed Term Appointments iEnabler user for short-term contracts<br>
slide38. Higher Degrees Management System – Additional Functionality Suspensions<br>
slide39. Higher Degrees Management System – Additional Functionality Suspensions
- Involves Students, Supervisors, School Research Leader and School Higher Degrees Committee<br>
slide40. Higher Degrees Management System – Additional Functionality Supervisor Maintenance<br>
slide41. Higher Degrees Management System – Additional Functionality Supervisor Maintenance
- Typically added initially during application process<br>
slide42. Higher Degrees Management System – Additional Functionality Supervisor Maintenance
- Typically added initially during application process
- Requested by school, supervisor accepts or declines<br>
slide43. Higher Degrees Management System – Additional Functionality Supervisor Maintenance
- Typically added initially during application process
- Requested by school, supervisor accepts or declines
- Also allows for replacement of supervisors, addition of de- activation of co-supervisors<br>
slide44. Higher Degrees Management System – Additional Functionality Examiner Maintenance<br>
slide45. Higher Degrees Management System – Additional Functionality Examiner Maintenance
- School associates prospective examiner to student<br>
slide46. Higher Degrees Management System – Additional Functionality Examiner Maintenance
- School associates prospective examiner to student
- Examiner receives notification of request and accepts or declines<br>
slide47. Higher Degrees Management System – Additional Functionality Examiner Maintenance
- School associates prospective examiner to student
- Examiner receives notification of request and accepts or declines
- If examiner accepts, College Dean of Research (Masters) or College Academic Affairs Board (Doctorates) approve or reject examiner, notifications sent<br>
slide48. Higher Degrees Management System – Additional Functionality Supervisor Reports<br>
slide49. Higher Degrees Management System – Additional Functionality Supervisor Reports
- Submitted by Supervisor as attachment with optional comments<br>
slide50. Higher Degrees Management System – Additional Functionality Supervisor Reports
- Submitted by Supervisor as attachment with comments
- School Research Leader accepts or declines<br>
slide51. Higher Degrees Management System – Additional Functionality Progress Reports<br>
slide52. Higher Degrees Management System – Additional Functionality Progress Reports
- Submitted by Supervisor as attachment with comments<br>
slide53. Higher Degrees Management System – Additional Functionality Progress Reports
- Submitted by Supervisor as attachment with comments
- Forwarded by Student with comments<br>
slide54. Higher Degrees Management System – Additional Functionality Progress Reports
- Submitted by Supervisor as attachment with comments
- Forwarded by Student with comments
- Acknowledged by School Research Leader with comments<br>
slide55. Higher Degrees Management System – Additional Functionality Enquiries and Downloads<br>
slide56. Higher Degrees Management System – Additional Functionality Enquiries and Downloads
- Show unattended approvals, with option to generate email reminders<br>
slide57. Higher Degrees Management System – Additional Functionality Enquiries and Downloads
- Show unprocessed approvals based on a specified number of days, with option to generate email reminders
- Show Intention To Submit entries due on or before a specified due date, with option to generate email reminders<br>
slide58. Higher Degrees Management System – Additional Functionality Enquiries and Downloads
- Show unprocessed approvals based on a specified number of days, with option to generate email reminders
- Show Intention To Submit entries due on or before a specified due date, with option to generate email reminders
- Show where Supervisor Reports not submitted based since a specified date<br>
slide59. Higher Degrees Management System – Additional Functionality Enquiries and Downloads
- Show unprocessed approvals based on a specified number of days, with option to generate email reminders
- Show Intention To Submit entries due on or before a specified due date, with option to generate email reminders
- Show where Supervisor Proposal Reports not submitted based on a specified date
- Show holistic data for Students<br>
slide60. Higher Degrees Management System – Additional Functionality Enquiries and Downloads
- Show unprocessed approvals based on a specified number of days, with option to generate email reminders
- Show Intention To Submit entries due on or before a specified due date, with option to generate email reminders
- Show where Supervisor Proposal Reports not submitted based on a specified date
- Show holistic data for Students
- Show holistic data for Supervisors<br>
slide61. Higher Degrees Management System – Additional Functionality Enquiries and Downloads
- Show unprocessed approvals based on a specified number of days, with option to generate email reminders
- Show Intention To Submit entries due on or before a specified due date, with option to generate email reminders
- Show where Supervisor Proposal Reports not submitted based on a specified date
- Show holistic data for Students
- Show holistic data for Supervisors
- Show holistic data for Examiners<br>
slide62. Higher Degrees Management System – Intention To Submit Flow Diagram Abstract Student Supervisor Intention To Submit Abstract, Supervisor Report School Research Leader<br>
slide63. Higher Degrees Management System – Intention To Submit Flow Diagram School Research Leader Identify Examiners Proposed Examiners School/College Office Examiner Examiner School/College Office<br>
slide64. Higher Degrees Management System – Intention To Submit Flow Diagram School Research Leader Re-identify Examiners School/College Office College Dean
of Research College Academic
Affairs Board<br>
slide65. Higher Degrees Management System – Intention To Submit Flow Diagram School Research Leader Re-identify Examiners College Dean
of Research College Academic
Affairs Board Student, School/College Office, School Research Leader, Supervisor<br>
slide66. Higher Degrees Management System THE END<br>