Broadcast is the quickest way to deliver administrative and teaching-related announcements to students. The noise-free broadcast was developed under the cable television system, thus we are able to deliver messages through a television in every classroom while not interrupting discussions in progress there. Moreover, each department can post messages on the website, and the system updates itself every ten minutes. Besides, the web-based version of this system, currently under development, will be able to integrate all functions, including security and urgent classroom control functions.
Ming Chuan has tested many kinds of video conference systems. Distance teaching and inter-campus, multi-venue video conferences are currently making use of a dedicated ISDN and multi-point controller. A wireless framework video conference system is the vehicle for video conferences among our five locations. Ming Chuan has recently successfully taken advantage of internet broadcast and proceeded with inter-campus remote video conferencing. As long as a digital camera and a microphone are installed in a computer, there is no need for installing other programs to proceed with a multi-user, web-based video conference. Group broadcast can enhance the use of network bandwidth; allowing more users to concurrently join a meeting.
There are three areas of integrated and shared campus resources at Ming Chuan (i) student data, (ii) personnel data, and (iii) facility data.
Students’ data is collected and managed by the Academic and Student Affairs Divisions, then shared with other departments. This data includes unified system for recruitment and enrollment of new students, internal recruitment system, matriculation system, grade system, curriculum system, class selection system, student attendance system, awards and punishments system, military service system, work-study system, volunteer service system, dormitory lottery and management system, and class advisor system.
Personnel resource data is collected by the Human Resources Division, then portions are made available to the Controller and other divisions. This includes personnel affairs and employment system, labor, national health, and other insurance systems, performance evaluation system, salary system, and tax system.
Facility resource information is collected by General Affairs Division and further shared with other units. This includes purchasing system, property management system, and equipment maintenance system.
This consists of (i) purchasing, maintenance, and accounting affairs, (ii) employment, evaluation, insurance, and salary affairs, (iii) payment, registration, and class selection affairs, (iv) payment, deduction, loan, class selection, and refund policy affairs, (v) automated official document procedures, and (vi) automated form requests. Through integrated work and automated document transmission, not only is consistency and accuracy of document processing enhanced, but also human workload is decreased. Furthermore, the whole procedure involving relevant units will be accomplished in the shortest time and in a most convenient way; thus simplifying the traditional system.
The integrated one-stop service window includes (i) application forms, (ii) announcements, (iii) faculty members’ portal, (iv) students’ portal, (v) faculty-student interaction, and (vi) automated service. Through this service window, students and faulty will be able to access forms, as well as related regulations or services, as they desire. This will save time in searching for the right form and/or right person. Students and faculty can enter this window through single sign-on with their password and receive instant service. This not only simplifies the procedures, saving student and faculty members from running around, but also solves the problems resulting from various handling fees and personnel limitations.
The integrated control system includes (i) system control, (ii) function control, (iii) user and password control, and (iv) procedure control.
System control is managed from two sides: user and data base. On the user side, once the system is activated, only those with verified user IDs and passwords can enter. Transfers or resignations will instantly be registered, preventing unauthorized access to the system. On the data base side, different system designers require different limits of authority for various data bases. Controlling jurisdiction within certain system limits helps to protect data privacy and security.
Function control is grouped into: administrator and guest. Different levels of authorization result in different system capabilities. If part-time students are required for completing a task, a dedicated program is written for them to prevent any untoward information outflow or modification.
ID and password control employs a single sign-on for user ID and password. Once students and faculty members enter the school system, the system will automatically manage their ID and password. This system allows for setting up unified deadlines before which users must modify their password. Once the time is expired, no matter which system the user is trying to sign into, he/she must change to a new password.
Information in the procedure control system has been integrated. Accuracy and precision of previously entered data affects the accuracy of the next system using the data. Thus each system should provide for appropriate data analysis and collation.
Once all official documents – no matter internal or external – are digitalized, administrators in each unit are able to sign off on-line. This automated procedure allows for efficient follow-up of the documents through the network, save the trouble of tracing paperwork. Moreover, this is especially beneficial for the documents that need to multiple MCU locations as the logistics are greatly streamlined.
More than sixty application forms are currently in use at Ming Chuan. Automatic application form procedures allows all students and faculty members fill in and submit relevant forms on-line; the information is transmitted automatically through the system for further evaluation in each division. The system is integrated with the university’s automated official document system to allow for quick online processing and immediate recording of statistics for reference.
This system instantaneously provides all students and faculty members with up-to-date data on every department for reference on policy-making. The data includes different student status statistics, faculty structure, student-to-faculty ratio, number of dormitory rooms, number of support staff and more.
Each unit fills in their budget plan on-line. Through the website presentation, the budget review committee is able to examine and announce the results to each unit. This data can be further used as a guiding principle for future years. The on-line system not only supports submission, examination and announcement, but also provides up-to-date data for management of purchasing and budget performance in each unit.
The portal for the faculty information network provides access to faculty members’ class syllabi and plans, applications for rescheduling classes, recording research and publication results, class schedules and office hours, grading percentages, personal inventory of university property, students’ attendance, class enrollment status, students’ status, and exam information (schedule and location). The information serves as support in processing requests and as a reference for faculty members.
The portal site for administrative affairs information includes tuition payment transfer system, class selection, students evaluation results’ query, reward and punishment processing, apartment rental information, scholarship system, experiential education passport system, volunteer system, students’ dormitory information, faculty evaluation results’ query, class rescheduling query, system update, password maintenance, job opening system, property inventory query, faculty attendance, personnel management system, class schedule query, class advisors’ information, on-line registration control, and decision support system.