Integrated Office Management System for the University of Rajshahi

Raquib AHMED

Professor, University of Rajshahi

Background and why…

• The university has a students’ population of about 25000

• Other staffs plus inhabitants included it becomes 35000

• To get rid of age old traditional on-going system since 1953 becomes too heavy

• Size of administration is very large• Document missing and misplaced• Document verification difficult• Huge administration budget plus time• Creating eco-friendly environment – reduce

paper use

Weakness in general• No proper centralized database of students• No proper centralized database of employee• Manual ledger of accounts• Updated student information not available• Any kind of verification takes weeks• Easy to impersonate as student due to lack of

repository of photo identification• Any kind of informational analysis was very

hard.• Hard copy service-book for individual employee

was very inefficient.

Manual ledger of accounts

• Time consuming• No system of checks and balances• Bank information reconciliation not

possible• Manpower Intensive• Monitoring of accounts in various offices

not possible• Lack of instant statement of accounts on

demand

Manual examination information processing

• File system outdated, time consuming scope for tampering

• Manual tabulation of marks is time intensive – result delay

• Result processing slow, inefficient error-prone

• Result coordination between departments very difficult

Implementation status

• Accounts• Salary and payroll• Documentation (part)• Library digitization and online service (300000)(part)• Admission enrolment• RFID card application partial (12000 students 40%,

staff 95%)• Surveillance in operation in limited form

Technical Specification• Software: Java Scripting Language• Interface: Web Browser Based• Database: MySQL• Operating System: CentOS 6.3 (Linux)• Hardware: HP Proliant 370p• Capacity: 800 nodes (approx.)• Backbone: Optical fiber and UTP • Switching Type: Mixed• Storage: 16 TB expandable up to 48TB• Network: Gigabit• Standard data center• Supporting Manpower: Three • Developed: Techno Vista Limited• Funded: World Bank (UGC/HEQEP)• Cost: Tk. 9,200,000/=• Time: One year

Project TeamTeam Leader: Raquib Ahmed (Inst. of Environmental Science)Members:

• A. K. Fazlul Haque (Physics)• Asif Zaman (Computer Science and Engineering)• Md. Omar Faruqe (Computer Science and Engineering)• Mahboob Qaosar (Computer Science and Engineering)• A.F.M. Mahbubur Rahman (Computer Science and Engineering)• Sujan Kumar Roy (Computer Science and Engineering)• Mir Shajahan Ali (Office Manager)• Akhter Hossen (Accountant)

Challenges

• Cultural• Fear of misappropriation• Modern technology - traditional system• Unwillingness of taking training• Pressure of corrupt people• Short time responsibility• Implementation cost• Salary structure of technical professionals

Cost of periodic hardware replacement ?

Thanks