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Enhancing Academic Database Workflow for Efficient Curriculum Management at DMU

Explore the history, context, and benefits of the Academic Database at DMU, focusing on the streamlined workflow, integration with QLS, and time-saving features. Learn about the transition from FileMaker Pro, the workflow concept, and the impact on curriculum management. Discover how the system reduces manual changes, improves data accuracy, and enables quick updates for the upcoming sessions.

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Enhancing Academic Database Workflow for Efficient Curriculum Management at DMU

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  1. Academic Database at DMU

  2. Outline • History and Context • Discussion Please ask questions as we go along

  3. Where were we? DMU had 2 separate systems: • FileMaker Pro – curriculum records • Basis of the University Programme Specification required by QAA • Data extracted to feed into QLS • QLS – student records and curriculum

  4. Data Extract Data extracts were multistage processes • Course and Module data stored in FileMaker Pro within Faculties • Data combined into one central file • Data transferred to QLS via interface • Carried out at a specific time of year • Any changes made to QLS by central staff and to FileMaker Pro within Faculties

  5. Why the Academic Database? FileMaker Pro: • No networking support • Complex and time consuming to transfer and maintain data The Academic Database resolved these problems: • One integrated, networked system • Increased Functionality • Interacts with QLS, CMS, Scientia, Web • Cook report requires Programme definitions • Integral approval process = Workflow

  6. Conception of a New Module – paper based Approval Process

  7. Workflow What is the Workflow? • Integration of the paper based approval process with the curriculum records • Process enhancement = paperless office • High level of flexibility within Workflow to set up “rules” • Gives ability to electronically manage the process • Electronic audit trail

  8. Effect of Workflow Once the Workflow is complete: • Data goes directly onto QLS (via Interface) • Updates QLS instantly • Reduces time considerably • Reduces the number of changes made manually • Only need to amend the data in one place

  9. Rollover Curriculum needed for next session • No changes required • Workflow not needed • Use Rollover • Copies curriculum for specified session and increments version number

  10. Overview Print the template Create in WIP New Unit Workflow Modified Unit Copy into WIP Existing Units for future session in same format Rollover Moves to Current Transfer to QLS

  11. Timescales

  12. Timescales - continued

  13. Timescales - continued

  14. Committees

  15. Discussion Any questions?...... Thank you

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