Enhancement of the Event Management System

1. Enhancement of theEvent Management System Information Technology Services Knowledge Exchange Office Management Information Unit January 14, 2013

2. Agenda • Why is it necessary to enhance the EMS? • What are the new features? • Walkthrough by ITS

3. Background on KE • Recognition of Knowledge Exchange (KE) as one of the 3 missions of higher education (alongside Teaching & Learning and Research) • Formally by UGC since 2009 • Institutional commitment – KE as one of the 3 themes in HKU 2009-2014 Strategic Development Plan

4. HKU Definition of KE • Engaging with society, with business, government or the public, to generate, acquire, apply and make accessible the knowledge needed to enhance material, human, social, cultural and environmental well-being

5. KE Performance Indicators (1) • UGC started with economically driven list in 2009: • Patents, Licenses, Income & Expenditure from IPR, Spin-off Companies • Collaborative Research, Contract Research, Consultancies • Continuing Professional Development (CPD) Courses • Equipment and Facilities Service Agreements etc.

6. KE Performance Indicators (2) • HKU proposed additional indicators related to community engagement, including: • Public lectures; Performances and exhibitions • Memberships of HKU staff on external advisory bodies • Books and other media for non-academic audiences; KE websites • Placements/Internships; Mentors from outside HKU; External members on HKU advisory committees • Positive media impact related to knowledge transfer coverage; Number of staff available for media contact • Open access indicators

7. Regularisation in CDCF • In mid-October 2012, UGC incorporated KE in CDCF. • Starting from the 2012/13 CDCF exercise, UGC-funded institutions are required to submit data under 4 new tables on KE. • Table 74: Social, Community and Cultural Engagement • Annual CDCF exercise co-ordinated by MIU

8. Social, Community and Cultural Engagement • Events to be reported in CDCF: • Public Lectures • Performance Arts (music, dance, drama etc.) • Exhibitions • CPD Short Courses (and other indicators not yet incorporated in CDCF) continue to be reported in KE annual report for the time being

9. UGC Definitions (1) • Public Event • Disregarding the venue for hosting the event, target audience should not be coming from the department/faculty/institution itself. The goal of such events should be for the broader benefits of the general public but not just staff and students.

10. UGC Definitions (2) • Continuing Professional Development (CPD) Course • Training programmes for learners already in work who are undertaking the course for purposes of professional development/ upskilling/ workforce development, i.e. it does not relate to undergraduate courses where students go on placement • Mainstream teaching activities, on-the-job professional support or consultancy provided on a retainer/contingency basis, and sub-degree courses are excluded.

11. Data Collection Process • Faculty representatives on the KE Working Group considered that since reporting under CDCF is for the long term, the data collection process should be automated using the EMS in order to reduce the burden of manual data collection on Faculties.

12. Agenda • Why is it necessary to enhance the EMS? • What are the new features? • Walkthrough by ITS

13. Functions of EMS • Publicity • Registration (optional) • Reporting (new) – to enable extraction of relevant data

14. New Features of EMS (1) • Revised List of Event Types: • Admission Talk/Career Talk/Information Session/Open Day* • Ceremony/Press Conference/Media Event • Continuing Professional Development Short Course* • Exhibition • Performance Arts (music, dance, drama etc.)* • Public Lecture/Forum/ Seminar/Workshop/Conference/Symposium • Other Event/Function *new

15. New Features of EMS (2) • New fields to enable extraction of data required by UGC: • Primary Target Audience (up to 2 selections) • Expected Number of Attendees for All Sessions in the Event – please give your best estimate (e.g. based on past experience of similar events)

16. New Features of EMS (3) New fields to enable extraction of data required by UGC (cont’d): UGC only requires the amount of time in man-hours to be spent by academic staff (teaching and research staff) as a moderator, speaker, etc during the event. • Expected Total Man-hours of HKU Academic Staff involved in the event

17. New Features of EMS (4) New fields to enable extraction of data required by UGC (cont’d): Number of student contact hours in CPD short courses required by UGC in KE annual report • Expected Total Number of Hours Spent by Each Student/Attendee in Contact with the Teaching Staff for the Whole Course (for CPD short course only)

18. New Features of EMS (5) • New Post-event page for chargeable events: • Total Income • Total Expenditure • Actual No. of Attendees • Automatic email reminders will be sent to event managers and departmental e-mail (another new field in the system) one month after a chargeable event.

19. Agenda • Why is it necessary to enhance the EMS? • What are the new features? • Walkthrough by ITS

20. Example 1: Seminar (Single Session) –(1) • Select ‘Single Session’ interface • Input: Event details/session/programme page

21. Example 1: Seminar (Single Session) – (2) • Viewer’s page: No registration required, free event

22. Example 2: Repeating Event (Single Session) – (1) • Select ‘Single Session’ interface • Input: Event details/session/programme page – Same programme content to be held for 4 different groups over 4 consecutivedays Click ‘Yes’ for Repeating Event If you choose a specific group under ‘Viewable by’, only members of your selected group will see your event on the HKU Portal.

23. Example 2: Repeating Event (Single Session) – (2) • Input: Registration page – Registration required, free event

24. Example 2: Repeating Event (Single Session) – (3) • Input: Defining your registration form

25. Example 2: Repeating Event (Single Session) – (4) • Viewer’s page – Registration required, free event

26. Example 3: Two-day Conference (Multiple Sessions) – (1) • Select ‘Multiple Sessions” interface • Input: Event details/session/programme page

27. Example 3: Two-day Conference (Multiple Sessions) – (2) • Input: Event details/session/programme page (cont’d) Click ‘+’ to add details for the remaining sessions of Day 1 and all sessions of Day 2.

28. Example 3: Two-day Conference (Multiple Sessions) – (3) • Input: Defining your registration form

29. Example 3: Two-day Conference (Multiple Sessions) – (4) • Viewer’s page – Registration required, chargeable event

30. Example 3: Two-day Conference (Multiple Sessions) – (5) • Viewer’s page – Registration required, chargeable event (cont’d)

31. Example 4: CPD Short Course to be held over a period of 3 months (Multiple Sessions) – (1) • Select ‘Multiple Sessions” interface • Input: Event details/session/programme page

32. Example 4: CPD Short Course to be held over a period of 3 months (Multiple Sessions) – (2) • Input: Event details/session/programme page (cont’d) Click ‘+’ to add details for the remaining sessions in April and all sessions in June.

33. Example 4: CPD Short Course to be held over a period of 3 months (Multiple Sessions) – (3) • Input: Defining your registration form

34. Example 4: CPD Short Course to be held over a period of 3 months (Multiple Sessions) – (4) • Viewer’s page – Registration required, chargeable event

35. Example 4: CPD Short Course to be held over a period of 3 months (Multiple Sessions) – (5) • Viewer’s page – Registration required, chargeable event (cont’d)

36. Post-event Page for Input

37. Thank you.