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SAGE --System
for Automated Governance of Examinations • SWEET ---System for Web-enabled Exam Transcations • DESK ---Digitized Enquiry System Kerala • HRM ---Human Resource Management System • SAME ---System for Automated Monitoring of Examinations • SASE ---Semi Automated System for Examinations • IDEAS --Institute of Distance Education Automation System • FMS --Finance Management System • FTS -- File Tracking System • e-Procurement • IVRS • System for automated admission process • Result Analysis |
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SAGE
-System for Automated Governance of Examinations A
System for Automated Governance of Examinations (SAGE) has been developed by the
Computer Centre of University of Kerala for the complete automation of all stages
of the administrative part of examinations. The procedure for the governance of
examinations has been thoroughly revamped and simplified, based on a model, which
numerically represents all the examination-related events of this century. New
procedures for all the stages from course design to issue of degree certificates
have been prescribed and digital solutions provided. Using the new business model,
the system ensures exactitude and timeliness in examination governance. The contributions
of IT during the last two decades have been fully utilized for all stages viz.
the realization of on-line registration to on-line delivery of mark sheets. The
provision given for recruiting agencies to verify the genuineness of University
degrees on internet and the instantaneous progress reports made available to the
students are the features of this system. All the sections of the examination
wing have been made "pen less". Statistically significant observations
on awarding internal assessment marks are also made. The solution is so general
that it can be used for any course by any University. The system has been in use
for the last 5 years for the IT-enabling of all the major examinations of University
of Kerala. The number of grievances coming to the examination sections has been
drastically brought down. The labour productivity has increased to nearly 3 times
after the installation of this system.
Characteristics
of SAGE Documents
generated by SAGE (i)
Time table for various examinations
All the documents / communications relevant to the examination system are generated
by the system. It means that no computerized island is being maintained in the
office. In other words, the examination office is being made penless. SAGE provides
the basic transaction processing system, which is the starting point for building
a full-fledged Executive Information System. The critical information needed
for planning and decision-making can be made available by running appropriate
queries. SAGE is designed with the objective of finally integrating with the
other computerized sections of the University. The design is so modular that
the software routines used for SAGE can be used for seemingly a totally different
software. Kerala University, the first in the state to fully automate important
wings like Post Graduate & B. Tech Examinations. Results of 34 PG courses
brought out on the same day in the 25 the month for the first time in the history
of Kerala University More than 90% of the students under computerized scheme get all the services from the University and pass out even without knowing about where the University office is situated. In fact, we have drastically brought down the number of visitors in the examination wing by making 'IT reach the people'. Any
student of Kerala University under computerized system can get any examination-related
information on internet at any time. The Any Time Information System gives the
complete track record of students right from the time of joining the course
till the time of information seeking. Exam Results with subject-wise marks for
each semester will be available on the web for many years. Changes in marks
due to revaluation or reappearance will be effected dynamically by a web application
program without human involvement. The website http://kucc.keralauniversity.edu
enables students to communicate back to the University by giving suggestions
for modification, complaints etc. The complaints lodged online by the students
are verified and remedial actions are taken then and there. This system is a
natural output of SAGE , the fully automated system for the governance of examinations.
As the system updates the consolidated result status of every student after
the announcement of results of each reappearance or revaluation, the consolidation
of results at the end of the course (which was a Herculean task consuming 3
to 4 weeks in the manual system) could be done within seconds. Backtracking
strategy was employed in the design as marks awarded in the successive reappearances
become invalid when revaluation results Official Transcript and Mark lists are available on the internet Official transcripts of marks with photographs of all candidates are made available on the Website within seconds after the announcement of final semester results. The manual system took nearly two months to prepare an official transcript of a candidate. Similarly, mark lists corresponding to each semester are also made available on the internet in a printable format immediately after the respective results are announced Recruiting agencies can verify genuineness of degrees certificates Recruiting agencies can verify the genuineness of degrees through Internet using our ATI (Any Time Information System). They need enter only Register Number (available on the degree certificates) to get the name, photograph, date of birth , semester wise mark details, whether the candidate had failed in any exam, percentage score in each paper etc. on-line. Timely announcement of revaluation results Revaluation results are announced within 45 days. This avoids unnecessary appearance in subsequent chances. Also, full list of rank holders is published along with the final semester results, as revaluation in respect of all previous semesters is completed in time. Timely publication of revaluation results relieves thousands of students of the burden of unnecessary reappearances. As UGC financially supports the higher studies of rank holders and timely submission of rank certificates is essential, publishing of revaluation results in time is of great help to financially backward meritorious students. Interactive Web site Candidates
under the computerized system can communicate with University through the University
web portal. About 50,000 students have been assigned passwords so far. Their
complaints (if any) regarding non-receipts of hall tickets, delay in announcing
revaluation results, delay in receiving mark list etc. can be communicated to
the University through the web portal. SAME-System for Automated Monitoring of Examinations Introduction The University Computer Centre has designed a system for the automated scheduling and monitoring of examinations. The software being developed by the Computer Centre will automatically schedule examinations. It will also assist the examination wing in appointing the question paper setters and examiners for various examinations conducted by the University. It can also automate the functions of revaluation section of the examination wing. The successful installation of the system will lessen the time lag and other difficulties in announcing examination results. Improvement in quality of valuation is the main objective of this project.
Present Scenario Objectives
of the project The new web portal accessible from the home page of University site has the URL, htpp://keralauniversity.edu. SWEET has the following facilities. • Web based on-line registration with e-payment • Web based on-line issue of hall tickets & nominal rolls • Web based on-line entry of attendance data by college authorities • Web based on-line entry of internal assessment marks by college authorities. • Web based on-line entry of marks in Centralized Valuation camps by University staff or teachers • Web based on-line delivery of subject- wise results. • Web based on-line delivery of mark lists • Web based on-line submission of applications for revaluation or scrutiny • Web based on-line submission of applications for provisional certificates, degree certificates or official transcripts • Web based on-line delivery of official transcripts • Web based on-line verification of genuineness of degree certificates. . On-line
Pre-registration
• Details
of research work going on in the University with names of topic, research
scholar, supervisor etc.are
made accessible to the academic community.
HRM -Human Resource
Management System This
system facilitates on-line submission of quotations, online preparation of comparative
statements and online issue of purchase orders. Firms in the vendors list of
the University are given passwords to access our
portal. The users of the system are the departments/sections which initiate
purchase process, the computer centre which offers remarks on specifications,
the administration wing which invites and processes quotations, the suppliers
who submit quotations, the administration wing which prepare comparative statement,
the finance wing which endorses the purchase and finally the section which issue
the purchase orders and receive the items.
SAGE
is fully automated system build on a numeric model, designed as a result of
the business process reengineering of the examination wing of the University.
But there are courses for which the scope of business process reengineering
is not attempted either due to number of students being less, or due to other
reasons. A semi automated system has been developed for such courses. The major
differences between SAGE and Semi automated system are given below. Characteristics Second
approach Third
approach Certificates
and mark sheets A
few documents like mark lists, tabulation sheets etc. are computer printed All
certificates and sheets like mark lists, tabulation sheets etc. are computer
printed. (pen less office) Communication
to teachers Some
communications are computer printed All
communications to teachers are computer printed Eligibility
of a candidate for registration to examinations Eligibility
conditions will not be verified with the help of computers Eligibility
for registration ascertained by computer for each appearance (relevant
for avoiding litigation) Modification
of marks Marks
can be easily modified at any time by the concerned sections Marks
can be easily modified only with the concurrence of an officer authorized
by Controller of Examinations Preparation
of moderation statistics Preparation
of moderation statistics is a cumbersome job Done
by computer Awarding
of moderation marks Moderation
marks eligible for each candidate is entered through key board.
Interpretation of minutes and regulation may vary from section to section Moderation
marks eligible for each candidate is assessed and awarded by Computer.
There is uniformity in implementation. Interpretation of minutes and regulation
doesn’t vary from section to section Human
involvement in awarding moderation marks Pass/fail
status of each subject in previous appearance can be seen on the screen
and suitable decisions can be taken. No
human involvement in awarding moderation marks. Computer will do
it as per rules, and considering the pass/fail status in previous appearance Pass/fail
status of a student Decision
about whether a student has passed in a paper or group or semester or
course is taken by human being (Assistant or Section officer) Computer
decides whether a student has passed in a paper or group or semester or
course Consolidation
of results From
among the different marks displayed on the screen, relevant marks to be
carried over/consolidated will be selected by the Assistant depending
on his knowledge about the regulation and guidelines. Carrying
over of marks and final consolidation of results at the time of completion
of the course are done by the computer, based on its knowledge about regulations
and rules conveyed through intelligent programming Assistants
have discretion to apply the rules and regulations. If
regulations related to a course are incomplete or incorrect or ambiguous,
the Assistant applies his discretion System
will accept the regulation only if it is complete, consistent and unambiguous.
Assistant will not have discretion to apply the rules and regulations. Delay
in revaluation Revaluation
section forwards the marks after revaluation to tabulation section and
the latter section feeds the mark to the computer and human being decides
new mark with the relevant moderation Revaluation
related work of tabulation section is faster and simpler, as computer
determines the new mark with moderation Measure
of quality control Measure
of quality control is difficult. Major lapses will be rectified
without any attempt to avoid the lapses in future Measure
of quality control is possible. Major lapses will be rectified after
taking precautions to avoid those errors in future Rationalization
of course structure or regulations No
motivation to rationalize course structure or regulations. The 500
or more courses will continue to follow as many number of structures and
regulations, eating into the overall efficiency of examination system Globally
accepted course design style will be evolved through rationalization and
standardization. Attempts will be made to categorize the courses based
on computers. Utilization
of man power Labour
productivity can be improved to 1.5 times Labour
productivity can be enhanced to 3 times Management
Information System
Development of MIS is difficult Development
of MIS is easier IDEAS
- Institute of Distance Education Automated Software A
System has been designed for the automated processing of applications for registration
received by the office of the Institute of Distance Education. As part of reengineering
a single format for submitting applications has been introduced. Finance
Management System. A
system has been developed in house by University Computer Centre for the automated
tracking of files. All the files, received/applications received in the registrar's
office are given bar coded numbers. All the sections to which these files, have
to be sent are also uniquely numbered. When a file is sent/received to from
any of the sections, the information is sent to the Computer memory with the
help of a barcode reader. The head of a section can find out online. The name
of the section, where any given file is presently available. The system also
gives information about. The delay caused in each section for the processing
of the file. It also gives the details of files which are pending in each section
at any point of time. The gives a search option using which system will accept
the 'subject' of the file, and give out the present status. Similarly details
of files received with in specified time limits, will also be displayed. IVRS-INTERACTIVE
VOICE RESPONSE SYSTEM
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To automate the scheduling
of examination-related events