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A new way to maintain and
publish the University’s
course descriptions
(ECTS)
Inge Wullaert & Hilde Vanhaute
(KU Leuven)
HERUG 2014 – Montevideo
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European Credit Transfer
and Accumulation System
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KU Leuven & Association
49%
49%
Academic
programmes
(University-Level)
2%
Non-Academic
programmes
(University-College
Level)
2%
Arts
> 110.000 students
> 22.000 staff members
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RRB
SAP @ KU Leuven
PAY-
TIME
PA-
PD
e-recrui-
ting
HR-
PFM
FM
CO
AA
SD
MM
FS
CM
FICA IS:
SLcM
PM
PS
IM
RE
-FX
SRM
(e-catalog)
CRM
Solution
Manager
FI
ERP
PI
ca. 2 TB data
BO
+ A lot of custom code (workflow, web applications, interfaces, …)
BW
ca. 800 GB data
Since 1999…
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CIO
Customer & Service Centre
• Customer & service managers
• IT Vendor & Purchasing mgmt
• ICTS Helpdesk, communication & training
Facilities for Education, Research, Communica-tion and Collabora-tion
• Inter- and Intranet
• Facilities for Education
• Facilities for Research
• Communication & Collaboration
• Competence Centre Information Security
Administra-tive Applica-tions for General Management
• Finance
• Logistics
• Human Resources
• SAP Basis & ICTS
Administra-tive Applica-tions for University management
• Students
• Education
• Individual Study programmes & Exams
• Research
• CRM
Local Network & Support
• Local Infrastructure System administration
• Local Infrastructure support
• PC Classrooms support
Central IT Infrastructure
• System administration AIX
• System administration UNIX
• System administration Windows
• Data Centre Network
Competence Centre
Management Information
ICTS Administrative
Office
Central IT Department
• System administration AIX
SAP CC: 94 FTE
Total: 215 FTE
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Teacher
fills in
information
Course descriptions @ KU Leuven
Centrally
maintained
information
Course
description
Administrative information
Substantive information
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Course descriptions @ KU Leuven
Centrally
maintained
information
Central
admini-
stration
Course
description
Administrative information
Substantive information
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Course descriptions @ KU Leuven
Course (Module – SM)
Educational activity (Event type – D)
Educational activity (Event type – D)
…
Evaluation activity (Event type – EVA-D)
Administrative information
Substantive information
Administrative information
Substantive information
Administrative information
Substantive information
Administrative information
Substantive information
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Example: programme catalogue
SM
CG
CG
SC
CG
CG
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Example: course description
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SM
D
D
EVA-D
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SM SM SM
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SM
CG
SC
CG
SC
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D
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EVA-D
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Some other examples
(somewhat exceptions…)
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SM EO
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D
SM
SM
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2004: Old Application
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Refactoring: Workflow
CUSTOM TABLES
STATUS CHANGES
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Refactoring: WYSIWYG editor
WYSIWYG rich text editor
for custom CMS
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Refactoring: Sapscript
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Refactoring: Version
2013 2014
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SM
D
EVA-D
D
“My course descriptions”
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Approval process
Initial
Buffered Forwarded
for approval
Approved Returned for
correction
Published
Approved “Initial”
The next academic year
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Text editor
Administrative information
Substantive information
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Dropdown list
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Simulation
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(Dis)approval by the editor
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(Dis)approval by the editor
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Edit: course selection
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Work in progress: management tool
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Future improvements: time windows
Jan May Oct July
New programme
catalogue on line Next academic year
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Future improvements: track changes?
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