PILLAR VI: DIGITIZATION

The digitization process for an organization is intended to enhance experiences and outcomes by utilizing digital solutions. The digitization process can also build a stronger feedback culture. In addition, the process of digitization depends on the type of organization since there is no uniform standard for implementing digitization. Higher education institutions use digitization to support several processes including teaching, research, campus life, and administration in the best possible way.

To this end, Koya University will work toward preparing its staff, faculty members, and students for digital transformation. The digitization of the university services and processes creates a more convenient and comfortable campus life for students, staff, and employees, and it transforms the quality of teaching, research, and management across the university. The digitization process also helps the university’s global visibility and international mission. Our goal also includes providing a better management system for waste reduction, water consumption, transportation, and seamless internet and intranet.

OBJECTIVE 1: Implement Student Digitization

STRATEGIES:

1. Create a registration, electronic examination, and graduation system

• Implement a registration and graduation system that serves as a student database to store all the essential student information and generates web portal accounts including the academic and personal profiles of all Koya University students and alumni.
• Design a system to allows examination committee members to register examination grades and post examination results on students’ web portal accounts.
• Enable the head of exam committees to export and generate the master sheets.

• Link the main system with all the subsystems (including examination, attendance, dormitory, and eID card subsystems) to retrieve student information and use it as a benchmark.

2. Improve and link students, staff, and modules systems

• Upgrade the existing system to make it more user-friendly encouraging the students and the staff to use it more frequently.
• Link the existing system with the other student’s subsystems.
• Improve the Learning Management System (LMS) to be more compatible with the Bologna Process.

3. Implement a digital attendance system  

• Implement a digital student attendance system for all the academic departments to can report the percentage of student absences weekly, monthly, and yearly.
• Ensure the system makes taking and tracking student attendance easy, transparent, and accessible.

4. Improve the online dormitory reservation system

• Upgrade the Online Dormitory Reservation platform to keep track of dormitory capacity, students’ records, and activities year-round.
• Automate all room reservations, changing rooms, and housing check-ins and check-outs.
• Enable dorm residents to communicate with the dormitory management and receive notifications on the dormitory portal.

5. Generate eID cards for Koya University students

• Create an NFC eID card for all the students to give them inclusive access to university facilities. The eID can also be used to store student data and personal information.
• Have the eID card serve as an internal payment card for services offered on campus.

OBJECTIVE 2: Implement Staff Digitization

STRATEGIES:

1. Improve and unify Teaching Quality Assurance (TQA) system using a single user account for each staff member

• Unify the existing systems of TQA in one system.
• Adding missing and new services and metrics to the TQA system to make the system more accessible and transparent.

2. Scan and archive Koya University staff documents.

• Index and archive all staff documents in the system to allow every staff member access to their documents online at any given time.
• Make the system available via the university intranet.

3. Implement digital leave and digital attendance

• Enables the university members including academic staff and employees to request leave digitally by creating a system that complies with Koya University and MOHE regulations.
• Implement a digital employee attendance system for all the administrative units and departments to report employee attendance percentage weekly, monthly, and yearly.

4. Implement a salary management system at Koya University

• Enables staff to receive their salary using a bank card.
• Allow university staff to draw their salaries from ATMs installed on the Koya University campus.
• Connect the Koya University bank system with other banks that provide ATM services.

5. Implement CV, eID card, and staff service summary system

• Automate CV generation for all the academic staff and employees.
• Create eID cards for university staff to give them controlled access to university facilities and to store the staff data and personal information.
• Make the eID card an internal payment card to pay for services offered on campus.
• Enable the academic and administrative staff to retrieve their service history electronically.  

OBJECTIVE 3: Transfrom University e-Services

STRATEGIES:

1. Improve the Koya University websites and develop the university brand and digital presence.

• Update and obtain an upgraded version of the current websites.
• Convert and upgrade the current website into a new website that is interactive and contains new and modern features.
• Develop a professional presence for the existing Koya University social media presence.
• Monetize the Koya University social media accounts to generate revenue for the university.

2. Provide seamless internet and telephony services across the Koya University campus

• Provide a single username and password for all students, academic staff, and employees to allow access to the internet throughout the campus.
• Limit using cell phones for communications by connecting all university buildings and facilities to a landline through a call center that facilitates the communication process.

3. Design a new interconnected e-library system that is linked to the proposed student and staff management systems

• Connect the Koya University library system with the libraries of national and international universities so students and staff can easily access sources and references from other libraries.
• Develop an electronic library system that makes it easier for students and researchers to search for and borrow books and other sources.

4. Deploy an e-timetable system for buses and taxis operating on campus and link it with the student portals

• Create a bus tracking system/app.
• Install electronic boards at all bus and taxi stations inside and outside the university campus.

5. Install smart screens, vending machines, ATMs, and automatic doors in various locations on the university campus 

• Place large smart screens in several areas across the campus including the main university gate, university park, and the Koya University Presidency Conference Venue.
• Use the large screens and video walls to enhance student engagement and the university brand name to display information about important events, staff and students’ achievements, entertainment activities, and university advertisements.
• Install automatic gates and doors to reduce traffic congestion on the university campus and enhance campus security.
• Partner with companies to install new smart vending machines throughout the campus.
• Invite local and international banks to offer offers on-campus banking services including ATMs to enable students and staff to deposit cash.

OBJECTIVE 4: Implement Campus & Material Digitization AND Digitize Alumni System

STRATEGIES:

1. Digitize university buildings, rooms, halls, classes, tools, and materials

• Digitize the campus including buildings, trees, pipes, rooms, halls, classes, electricity devices, chairs, desks, boards, etc.
• Digitize campus tours and visits to enhance the visitor and student experience.  

2. Digitize the Koya University campus map on Google and create OpenStreetMaps

• Create custom maps of the Koya University buildings, facilities, streets, and the entire university campus on Google Maps.
• Enable students and visitors to navigate and use the digital university map easily.
• Use a digital map to improve the Koya University campus master plan and future land use.

3. Create Alumni Directory and Map System

• Establish a dynamic alumni directory and map system for Koya University graduates.
• Create a map and directory to maintain the relationship between Koya University and its graduates.

4. Develop University Alumni Job Board

• Create an electronic career management system for university students and alumni known as Koya University Alumni Job Board.
• Encourage employers from both public and private sectors to post their jobs on the Koya University Alumni Job Board.
• Require all the Koya University alumni and students to create an account on the system and use it as a search engine to search and apply for jobs posted on the website by employers.