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Faculty for Information studies in Novo Mesto RULES OF PROCEDURE

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THIS IS AN UNCONTROLLED PRINTOUT-THE VALID DOCUMENT CAN BE FOUND

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RULES OF PROCEDURE FOR QUALITY Page: 1/34

Edition: 02 Valid from: 19.12.2013 Prepared by: A. Muc Reviewed by: J. Povh Adopted by: Senat

THE RULES OF PROCEDURE FOR QUALITY OF THE FACULTY FOR INFORMATION STUDIES IN NOVO MESTO

Faculty name: Address: Telephone: Telefax: E-mail: Website: Faculty study programmes: Number of students (2013/2014): Number of employees on 4. 10. 2013:

Faculty for Information studies in Novo mesto Sevno 13, p.p. 299, 8000 Novo mesto (Ulica talcev 3, p.p. 299, 8000 Novo mesto) ++386 (0)7 37 37 884 ++386(0)59087903 [email protected] www.fis.unm.si 1. cycle: Informatics in Contemporary Society (HP) 1. cycle: Informatics in Contemporary Society (AC) 2. cycle: Informatics in Contemporary Society (MA) 2. cycle: Information Society (DR) Informatics in Contemporary Society (HP) – full-time: 127, part-time: 15 Informatics in Contemporary Society (AC) – full-time: 31, part-time: / Informatics in Contemporary Society (MA) – full-time: 52, part-time: 4 Information Society (DR) – full-time: 9, part-time: / Total number of employees: 34 (in FTE: 25.925) University-level teachers and associates: 15 (in FTE: 11.1) Scientific associates: 10 (in FTE: 6.825) Expert associates: 9 (in FTE: 8)

mailto:[email protected]

http://www.fis.unm.si/


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Historical milestones: December 2007: the Council for Higher Education consents to the establishment of the Faculty of Information Studies in Novo mesto (FIS)

24 June 2008: Ordinance establishing an independent higher education institution, the Faculty of Information Studies in Novo mesto

12 August 2008: entered into the court register

15 September 2008: the solemn academy

1 October 2008: the commencement of the HP, AC and MA study programmes

10 March 2009: the unit at the separate location at Novi trg 5, Novo mesto is entered into the register

21 May 2009: the unit at the separate location at Stegne 21c, Ljubljana is entered into the register

26 October 2009: the accreditation of the Information Society doctoral study programme

2 March 2010: the Information Society doctoral study programme is entered into the register

27 May 2010: the first diplomas are awarded

December 2011: moved to the new location at Ulica talcev 3, Novo mesto

1 October 2012: the commencement of the Information Society doctoral study programme

1 January 2013: the commencement of the Complex Networks research programme

1 February 2013: the commencement of the Creative Core: Simulation project


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1. INTRODUCTION ......................................................................................................................................... 5

1.1 Presentation of the Faculty of Information Studies in Novo mesto ..................................................... 5

1.2 The Purpose of the Rules of Procedure for Quality ............................................................................. 9

1.3 Authoring, Overview, Marking ............................................................................................................. 9

1.4 Approval/Verification and Distribution................................................................................................ 10

1.5 Maintenance and Amendments ......................................................................................................... 10

2. CONNECTION WITH THE LEGISLATION AND REGULATIONS ............................................................ 11

3. TERMINOLOGY, DEFINITIONS AND ABBREVIATIONS ........................................................................ 11

3.1 Terminology and Definitions .............................................................................................................. 11

3.2 Abbreviations ..................................................................................................................................... 13

4. THE QUALITY MANAGEMENT SYSTEM ................................................................................................ 14

4.1 General Requirements....................................................................................................................... 14

4.1.1 The Fundamental Starting Points of the Quality Management System .................................... 14

4.1.2 The Implementation of the Quality Management System ......................................................... 14

4.1.3 The Process Approach .............................................................................................................. 15

4.1.4 The processes ........................................................................................................................... 16

4.2 Requirements Regarding the Documentation ................................................................................... 18

4.2.1 General ...................................................................................................................................... 18

4.2.2 The Rules of Procedure and Other Quality Management System Documentation ................... 18

4.2.3 Document Control ...................................................................................................................... 19

4.2.3.1 Producing the Documentation ............................................................................................... 19

4.2.3.2 The Review and Adoption of the Documents ........................................................................ 19

4.2.3.3 Amendments to the Documents ............................................................................................ 20

4.2.3.4 Issuing the Documentation .................................................................................................... 20

4.2.3.5 The Storage of Documentation .............................................................................................. 21

4.2.3.6 Externally-Sourced Document Control .................................................................................. 21

4.2.3.7 Electronic Document Handling .............................................................................................. 21

4.2.4 Handling the Quality Records .................................................................................................... 22

5. LEADERSHIP RESPONSIBILITY ............................................................................................................. 24

5.1 The Leadership’s Commitment .......................................................................................................... 24

5.2 Focus on Clients ................................................................................................................................ 24

5.3 The Politics of Excellence .................................................................................................................. 25

5.4 Planning ............................................................................................................................................. 27

5.4.1 Quality Goals ............................................................................................................................. 27

5.4.2 The Quality Management System Planning .............................................................................. 31

5.4.2.1 The Strategic Plan ................................................................................................................. 31

5.4.2.2 The Annual Work Plan ........................................................................................................... 32

5.5 Responsibilities, Competences and Communication ........................................................................ 33

5.5.1 Responsibilities and Competences ........................................................................................... 33

5.5.2 The Vice-Dean for Quality ......................................................................................................... 34

6. IMPLEMENTATION DOCUMENTS .......................................................................................................... 35


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Index of Figures

Figure 1: The Organizational Chart of the Faculty .............................................................................................. 8

Figure 2: A Model of the Process-Based Quality Management System ........................................................... 15

Figure 3: The Process Diagram of the FIS ........................................................................................................ 16

Figure 4: A Detailed Diagram of the Main FIS Processes ................................................................................. 17

Figure 5: The FIS Quality Management System Documentation ...................................................................... 19

Index of Spreadsheets

Spreadsheet 1: Current Projects ......................................................................................................................... 6

Spreadsheet 2: The Review and Adoption of the Documents .......................................................................... 20

Spreadsheet 3: The FIS Records Matrix ........................................................................................................... 22

Spreadsheet 4: Quality Goals – SU 1: Scientific/Research and Development Excellence............................... 27

Spreadsheet 5: Quality Goals – SU 2: The Excellence of the Studies.............................................................. 28

Spreadsheet 6: Quality Goals – SU 3: Business Excellence ............................................................................ 28

Spreadsheet 7: Quality Goals – SU 4: Student Satisfaction ............................................................................. 29

Spreadsheet 8: Quality Goals – SU 5: The Satisfaction of Research and Development Activity Clients ........ 30

Spreadsheet 9: Quality Goals – SU 6: Employee Satisfaction .......................................................................... 30

Spreadsheet 10: The quality goals – SU 7: Socially Responsible Activity ........................................................ 30

Spreadsheet 11: The Responsibility Matrix in the FIS QUALITY MANAGEMENT SYSTEM ........................... 33


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1. INTRODUCTION

1.1 Presentation of the Faculty of Information Studies in Novo mesto

The Faculty of Information Studies in Novo mesto (FIS) was established in June 2008 with an Ordinance by the National Assembly of the Republic of Slovenia as the first public faculty outside the framework of the public universities. As the first public faculty in the Dolenjska region, it also represents a cornerstone in the establishment of a fourth public university; the first in this region of Slovenia. The faculty conducts three study programmes named Informatics in Contemporary Society (higher professional, academic and masters’ programmes) and the Information Society doctoral study programme. The Faculty of Information Studies in Novo mesto conducted the following undergraduate and postgraduate Bologna-system study programmes in the 2010/11 and 2011/12:

- The higher professional study programme Informatics in Contemporary Society, - The academic study programme Informatics in Contemporary Society, - The masters study programme Informatics in Contemporary Society.

In 2012/13 it obtained consent for a tender and began conducting the Information Society doctoral study programme in addition to the programmes listed above. Therefore, in 2013/14, 4 study programmes are being conducted.

The faculty is also focused on scientific/research work.

The research and development activity is conducted within the framework of the research groups: the Institute of Information Studies, the Institute for Process Management and the Laboratory for Data Technologies. The research groups are registered in the records of the research institutions, with a total of 20 registered researchers on 1 November 2013. The research groups’ work is focused on the projects, the funding for which is acquired through the international tenders of the European Union, and on other international projects, domestic national tenders from various ministries of the government of the Republic of Slovenia and applicative projects for industry. In the applications to national and EU tenders, our activities are mostly focused on the field of e-media and e-service development and on bridging the digital divide.

The faculty is open to cooperation with the economic sector; we are certain that joint projects with the economic sector will enable the general development of the faculty, the economy and modern society, while the interweaving of the development and research activities with the pedagogical processes will facilitate the integration of students in their future field of work. The faculty has signed agreements of cooperation and is conducting development-oriented projects with the following partners: Adria Mobil d.o.o., Komunala Novo mesto d.o.o., TPV d.d., Infotehna d.o.o., T-media d.o.o., 69 d.o.o., Tretja Dimenzija d.o.o. and Mikronet d.o.o.. In 2011 we acquired and realized the first project within the framework of the 7. EU Researchers' Night, acquired the first applicative project at the SRA named “Co-authorship networks analysis” (the funding is 200,000 EUR in three years and the partners are JSI and IMFM), acquired two young researchers, successfully carried out the ISIT 2011 conference and established a new laboratory: the Laboratory for Data Technologies. We submitted four applications for fundamental and applicative projects at the SRA, where we were the project holders. In addition to that, we are also participating in three projects as partners and have submitted two applications to European tenders for transnational cooperation as leading partners; we also participated in two other applications. In 2012 we were selected to conduct a research study as a part of two research vouchers (the MESCS Public Tender research voucher); in December, two young researchers were hired; we successfully carried out the ITIS 2012 conference and established a new institute: the Institute for Process Management.


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In order to have access to modern software and related materials in the pedagogical process, we also cooperate with the following world-leading companies: Microsoft, IBM and EMC. The Faculty of Information Studies in Novo mesto is a member of the Microsoft IT Academy programme and therefore also the MSDNAA programme. The MSDNAA membership allows the full-time students and pedagogical staff of the FIS to freely install and use licensed Microsoft software on their personal computers at home for pedagogical and/or non-commercial research purposes. Microsoft Live@edu provides students, faculty staff and graduates with e-mail addresses and other applications that can be used for web-based cooperation and communication. The Faculty of Information Studies participate in the iKnow Club programme. The iKnow Club is a worldwide programme by the Apple company, intended for both students and employees of the faculty.

The Faculty of Information Studies has joined the educational network federation Eduroam. Eduroam (education roaming) is an international federation of wireless networks intended to be used by people associated with education and research. We are also an associate of the Slovenia Open Source Centre consortium. The Faculty of Information Studies in Novo mesto is a holder of the ERASMUS Extended university charter, no.: 254360-IC-1-2009-1-SI-ERASMUS-EUCX-1, designated SI NOVO-ME05.

Spreadsheet 1: Current Projects

No. Project name Co-Financer Project duration

1 Young researchers (YR) – Bučar SRA 01.12.2012-31.05.2016

2 Young researchers (YR) – Agrež SRA 01.12.2012-31.05.2016

3 OP RCV_VS-21: Visiting higher-education teachers 2012-14

MESS 01.10.2012-30.06.2013

4 The winter school: discovering the knowledge in data MESS 06.09.2012-05.03.2013

5 Innovative scheme; co-financing of DR studies MESS 01.08.2012-30.09.2015

6 Local marketplace MESS 21.08.2012-31.08.2013

7 Slovenian researchers co-authorship networks: theoretical analysis and development of users visualization interface (L7-4119)

SRA, the market

01.07.2011-30.06.2014

8 Unraveling biological networks SRA 01.10.2013-01.10.2016

9 Program group – Complex networks SRA 01.01.2013-31.12.2016

10 Graph models and algorithms in the parameterization of fourth generation mobile telephony base stations

SRA 01.10.2013-01.10.2016

11 Development of student information literacy as a support for solving authentic science problems

SRA 01.07.2013-30.09.2016

12 Infrastructure program – “Spletna Podpora Pripravi Projektnih Predlogov – S4P” (Web support for project proposal preparation)

SRA 01.03.2013-31.12.2014

13 ReNATECH – FP7 – Long night of Researchers 2013 EU – Marie-Curie Action

01.05.2013-31.10.2013

14 Research voucher – Nevtron & Company the market 25.02.2013-31.8.2013

15 Research voucher – Mikrografija the market 01.02.2013-30.06.2014

16 The development of the quality system at FIS MESS 12.10.2012-30.06.2015

17 Creative Core: Simulation MESS 15.01.2013-30.06.2015

We are striving to make the FIS an optimal access point into a network binding together ambitious professors, diligent students and business organizations that will employ FIS graduates and help shape the study process at the faculty. The faculty represents an answer to the clear need for graduates who are not only closely


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familiar with information/communication technology, but are also well acquainted with the social and organizational frameworks those technologies must be anchored to. The graduates of the Informatics in Contemporary Society study programmes will connect the information technology departments with other departments, allowing an organization to use information technology to achieve its goals quicker. At the faculty, we are well aware of our responsibility towards students and external partners, so we have set the goals for the quality of our pedagogical and research work very high. We realize that increasing the quality of the other segments of our network requires us to increase our own quality; this is also the best way to contribute to the quality of higher education in the regions of Dolenjska and Bela krajina. It is with this purpose in mind that we devote a lot of attention to hiring teachers and researchers who, in addition to having a doctorate of science in their field, also possess experience from European community projects and projects from the economic sector, and who are willing to continue improving themselves in their field of expertise. The five-year vision of FIS is to become the best Slovenian centre of science and expertise in the field of information studies; within ten years, we intend to compete with the best such centres in Europe. Our graduates will be among the most sought after experts in the field of information studies. We use the term “information studies” to mean an interdisciplinary science dealing primarily with the content-related and technological aspects of data acquisition and storage, the processing of that data, searching that data for information and patterns, and delivering the information obtained, along with suggestions for improvements, to all the participants in a business or social process.

The Senate, in a session on 26 October 2009, and the Governing board, in a session on 21 October 2009, discussed and approved the Strategic Plan of the faculty, with the aim of quality assurance. The amendments and supplements to the Strategic Plan were made at the Strategic Conference in December 2012. Annex No. 1 to the Strategic Plan was adopted at the 12. session of the Senate on 19 September 2013 and at the 9. session of the Governing Board on 25 September 2013. With the strategic plan, the faculty leadership, members of the Senate and the Governing Board, including representatives of the expert services and students, have defined, in an amicable and stimulating environment, the vision for FIS; the values we wish to strive for, our strategic orientations and the strategic goals derived from these orientations. Evident from all these elements of the strategic plan are the great energy and desire of the faculty associates and students, focused on making the FIS into a leading centre of knowledge in the field of information studies. The derived strategic goals are bold and will require considerable effort by all faculty associates. Through persistent effort and the conscientious realization of the tasks we set for ourselves, these goals will be achieved and often exceeded. Throughout this endeavour, it will be very important to continuously optimize and informatise the procedures at the faculty.


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Figure 1: The Organizational Chart of the Faculty


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1.2 The Purpose of the Rules of Procedure for Quality

The Rules of Procedure for Quality (hereinafter: RPQ) is a fundamental document of the quality management system at the Faculty of Information Studies in Novo mesto (hereinafter: FIS) and represents a guide to work quality management enabling the continuous, expedient, all-round development of the FIS.

The RPQ ties together the legislation, information regulations, work instructions, forms and operational documents. The RPQ is also considered a fundamental document through which the FIS defines the self-evaluation procedures, the competences, the working method and the measures for monitoring and improving the quality of its operation, as mandated by the Criteria for the accreditation and external evaluation of the higher-education institutions and study programmes, issued by the Slovenian Quality Assurance Agency for Higher Education (hereinafter: SQAA).

The system of quality management is a continuous process that involves a constant improvement in the quality of services. The system of quality management enables transparency and business overview, goal-oriented management, process management, expert work, the satisfaction of clients and employees and ensures a good reputation and recognition for the FIS.

1.3 Authoring, Overview, Marking

The RPQ is an operational and dynamic document; all the required amendments and supplements of the individual chapters or of the whole RPQ may be implemented continuously. The RPQ is designed within the Dean’s college using team-oriented approaches. The responsibility for the production and suitability of the RPQ contents lies with the holders of the responsibility in accordance with the responsibility matrix in the FIS QUALITY MANAGEMENT SYSTEM (Spreadsheet 11). The FIS Secretary General or, if the position is vacant, an independent expert associate for the legal, human-resources and general issues is responsible for preparing the final texts of the individual RPQ elements or processes and for their inclusion into the RPQ.

The RPQ header contains the following sections:

the official name of the faculty,

the document title,

the identification number in accordance with the numbering system,

the page number.

The RPQ footer contains the following sections:

the issue number,

the validity date of the document,

the name, surname and the signature of the document author,

the name, surname and the signature of the document reviewer,

the name, surname and the signature of the document adopter.

The Vice-Dean for Quality is responsible for organizing the creation of the RPQ and for the continuous coordination of the amendments. The first issue and all the amendments are reviewed by the Dean of the FIS, following a prior review by the Vice-Dean for Quality. The final, official entry into force is effected after the adoption of the RPQ by the Dean of the FIS.


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The contents of the RPQ are divided into appropriately numbered chapters (elements) and sub-chapters.

X X.X X.X.X X.X.X.X : : : :………..………third-level sub-chapter : : :…………………………………second-level sub-chapter : :……………………………….………………....first-level sub-chapter :……………………………………………….…………………chapter (element)

The RPQ pages are numbered thusly:

XX / XX : :…………………………... the total number of pages in the RPQ :………………………………………... the current page of the RPQ (a one- or two-digit number)

1.4 Approval/Verification and Distribution

In the print-out of the original RPQ and implementation documents, every first page of the RPQ or of an implementation document contains signatures in the following sections: “prepared by”, “reviewed by” and “adopted by”. The RPQ and its implementation documents are kept in the FIS archive.

The Vice-Dean for Quality ensures that the original is also stored on the FIS network server, where it is available at all times to all users of the FIS computer network. While printing out the document from the VIS system is possible, such a print-out is considered to be an uncontrolled document, as indicated by the text in the header on every document page:

THIS PRINT-OUT IS AN UNCONTROLLED

DOCUMENT - A VALID DOCUMENT MAY BE VIEWED ON THE FIS INTRANET

The FIS can provide external interested parties with a print-out of the whole RPQ or its individual chapters, or the implementation documents, but only with the consent of the Dean of the FIS. No records are kept on such documents and they are not included in the system for amendment implementation.

1.5 Maintenance and Amendments

The RPQ authors are responsible for implementing all the required supplements (refinements) or amendments of the RPQ as a whole or of the individual chapters or sub-chapters. The activities mentioned take place under the expert leadership of the Vice-Dean for Quality.

The authors have a duty to check whether an amendment to the RPQ also requires an amendment of the suitable implementation documents. The amendments to the RPQ and to the implementation documents are generally simultaneous or well-timed.

The procedure for the amendment of the general acts published on the VIS;

All the Academic Assembly members and all the FIS students can propose changes to the general act (hereinafter: applicant).

The applicant proposes an amendment to the author or to the Dean, who then proposes it to the Vice-Dean for Quality.


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The Vice-Dean for Quality or the author of an implementation document prepares the material for the relevant body.

The relevant body analyses and defines the proposal and a decision on amendment implementation (or the rejection of the proposal) is adopted; a holder of responsibility for preparing the general act amendment proposal is selected.

A relevant body reviews and approves the final wording of the new issue of the general act and passes on to the Vice-Dean for Quality the files of the new issue of the general act, as well as a signed printed copy.

In the existing issue of the RPQ, the actual state of the QUALITY MANAGEMENT SYSTEM is described, as well as the elements the FIS plans to carry out in the next academic year, or whenever the conditions allow; it is anticipated that this will occur in the process of adopting the new strategic plan for the next period. The text in this RPQ that is connected to these elements is written in italics.

2. CONNECTION WITH THE LEGISLATION AND REGULATIONS

In accordance with the RPQ, process implementation combines the elements of the SQAA criteria for the accreditation and evaluation of higher-education institutions and study programmes, and the provisions of the applicable legislation.

The applicable legislation is published, kept up-to-date and accessible at the following addresses:

http://zakonodaja.gov.si

http://www.uradni-list.si

The FIS keeps the Document Catalogue up-to-date and accessible on the website http://www.fis.unm.si/si/fis/pravni_viri/, providing a simple and transparent way of accessing the relevant legislation that the FIS has deemed applicable to the problem of ensuring the successful planning, operation, control and continuous improvement of its processes and the SQM.

The contents of the Document Catalogue are as follows: Price lists » Legal sources » Internal acts » The catalogue of public information » Business reports » Annual work plans »

3. TERMINOLOGY, DEFINITIONS AND ABBREVIATIONS

3.1 Terminology and Definitions

The Organization refers to the Faculty of Information Studies in Novo mesto that implements the system of quality and that this international standard applies to.

The clients are the fundamental justification for the existence of the FIS. In the process of conducting the study programmes, this means the students; in the process of conducting the research and

http://www.uradni-list.si/


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development activities, this includes project customers, conference participants and the readers of the products of our publishing activity.

A supplier is anyone who provides what others need in order to accomplish their tasks. This can mean the employees, who are themselves both internal suppliers and clients.

o An External supplier – external institutions, o An Internal supplier – since the processes at the faculty are interconnected, there exists a

chain of internal suppliers and clients.

The product or service is a result of the processes at the FIS. The process of conducting the study programmes is a service process that consists of conducting lectures, practical exercise classes, consultations, mentorships and tutorships with the aim of increasing the level of general and subject-specific competences of the students. In the process of conducting the research and development activity, however, the products are represented by projects (fundamental research, applicative research, developmental), consulting, conferences, journals, monographs and textbooks.

A process means any activity or set of activities that adds value by converting input elements into output elements. At the FIS, we distinguish between the main processes, the outputs of which add value for the clients directly, and the supporting processes, which are meant to support the operation of the main processes.

A document is any record of information that relevant to the operation of the FIS and can be written, drawn, printed, multiplicated, photocopied, photographed, electronic or in any other form.

A record is a document listing achieved results or representing evidence that an activity has been conducted.

The Dean of the FIS is a university-level teacher, who represents and governs the faculty and is its leader in the sense of expertise and business-related matters, leading educational activities and the scientific/research and development activities in accordance with the law, the Ordinance Establishing the Independent Higher Education Institution FIS, and this statute, and is responsible for the lawfulness of the activities.

The Senate is an expert, scientific and pedagogical body of the FIS of the highest instance.

The Academic Assembly consists of all the university-level teachers, scientific associates and university-level and research associates who conduct, in the running year, pedagogical or scientific/research activities on the basis of a contractual relationship with the FIS.

The Governing Board is an FIS management body and consists of 9 members.

The Student Council is an FIS student body and consists of 7 members.

The FIS leadership consists of the Dean, the Vice-Deans, the Department heads and the FIS Secretary General.


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3.2 Abbreviations

AHCI – Arts and humanities Citation Index

AJPES – Agency of the Republic of Slovenia for Public Legal Records and Related Services

AA – Academic Assembly

CAF – Common Assessment Framework

COBISS – Cooperative Online Bibliographical System and Services

CV – Curriculum vitae

VAT – Value Added Tax

EFQM – European Foundation for Quality Management

EQA – European Quality Award

EU – European Union

FTE – Full time equivalent

FIS – Faculty of Information Studies in Novo mesto,

MP x.x-yyy – The main process and the process number; the number of the activity within the process (see chapter 4.1.4 RPQ)

HRM – Human resource management

ICT – Information/communication technology

ISI – Information studies institute

IS – Information system

DO – Dean’s office

CHA – Committee for habilitations,

CQE – Committee for Quality and Evaluations

CSAAS – Committee for Study Affairs and the Affairs of Students

CPA – Committee for Publishing Activities

CSRW – Committee for Scientific Research Work

YWP – Annual work plan

YPI – Annual personal interview

CMNN – City Municipality of Novo Mesto

MESS – Ministry of Education, Science and Sport

SQAA – Slovenian Quality Assurance Agency for Higher Education

NCHEQ – National Committee for Higher-Education Quality

NGO – Non-governmental organization

FRM – form

OU – Organizational unit

PYWP – Personal annual work plan

OR – Organizational regulation

RPQ – Rules of Procedure for Quality

SP x.x-yyy – The supporting process and the process number; the number of the activity within the process (see chapter 4.1.4 RPQ)

PRSPO – Slovenian Business Excellence Prize

RDA – Research and development activity

RS – Republic of Slovenia

GA – General act

SCI – Science Citation Index

SICRIS – Slovenian Current Research Information System

SC – Strategic conference

SPL – Strategic plan

SC – Student council

SSCI – Social Science Citation Index

SO – Strategic orientation

TIA – Public Agency for Technological Development of the Republic of Slovenia

GB – Governing Board

URS – Novo mesto University and Research Centre

DAP – Decree on Administrative Operations

AM – Administrative matter

VIS – Higher-education Information System

SRA – Scientific research activity

GAPA – General Administrative Procedure Act

HEA – Higher Education Act


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4. THE QUALITY MANAGEMENT SYSTEM

4.1 General Requirements

4.1.1 The Fundamental Starting Points of the Quality Management System

The FIS considers its mission to be helping to shape the science and expertise in the field of information studies. By virtue of the constant exchange and transfer of knowledge, we are increasing the knowledge level in society in order to improve the quality of life and the competitiveness of the region, the country and Europe as a whole. The system of governance at the FIS is based on the fundamental building blocks of the new information paradigm:

Focusing on adding value for clients. At the FIS, we know that clients are the primary justification for our existence; through understanding and predicting their needs and expectations, we strive to innovate and create value for them.

Achieving balanced results. The FIS puts into action its mission and the progress toward its vision by planning for and achieving a balanced set of results that fulfil, or sometimes even surpass, the short- and long-term needs of our participants.

Leading with vision, inspiration and integrity. The FIS wishes to have leaders that will shape the future and make it happen; leaders who will be role models for our values and ethics.

Process management. The management at FIS is conducted according to structured, strategically coordinated processes and fact-based decisions; this leads to balanced and lasting results.

Succeeding together with our employees. We value our employees at the FIS, creating a culture of empowerment to enable the balanced attainment of the goals of the organization and its employees.

Spurring creativity and innovation. At the FIS, we aim to create increased value and attain higher levels of business performance through continuous improvement and systematic innovation while harnessing the creativity of our participants.

Creating partnerships. The FIS seeks out, develops and maintains trust-based relationships with different partners, striving to ensure mutual success. Such partnerships are established with clients, society, key suppliers, educational institutions and non-governmental organizations (NGO), among others.

Assuming the responsibility for a sustainable future. The FIS incorporates into its culture an ethical code, clear values and superior standards of conduct; all this enables us to aspire towards economic, societal and ecological sustainability.

4.1.2 The Implementation of the Quality Management System

The FIS has an established and well-documented system of quality management, which it implements, maintains and continuously improves in accordance with these rules of procedure.

For the purpose of implementing the quality management system, the FIS has the following:

processes identified as required by the quality management system, which are used throughout the organization,

a defined sequence of these processes and their interactions,

criteria and methods defined that are necessary to ensure efficient operation and control of these processes,


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guaranteed sources and information necessary for the operational support and control of these processes,

guaranteed control along with the measurements and analyses of these processes,

an assured execution of the measures necessary for attaining the planned goals and for the continuous improvement of these processes with the aim of business excellence.

4.1.3 The Process Approach

We have an established, well-documented, implemented and maintained quality management system at FIS. We continuously improve its the efficiency, striving to increase our clients’ satisfaction by fulfilling their expectations.

In order to operate efficiently, we need to identify and manage numerous connected activities. We consider a process to be any activity that uses resources and that is conducted with the aim of transforming inputs into outputs.

The quality management system works according to the PDCA principle of the Deming’s cycle (Plan, Do, Check, Act).

Plan: the leadership of the enterprise conceives guidelines for the annual plan based on the politics of quality, as defined in the fifth chapter.

Do: the implementation of the quality management system.

Check: verifying the system of quality using internal assessments; this shows whether the activities are being carried out in accordance with the documented procedures.

Act: based on the obtained results of the quality management system operation, the leadership makes appropriate decisions on corrective and preventive measures to be used to eliminate and prevent the causes of the discrepancies.

Figure 2: A Model of the Process-Based Quality Management System

Legend:

Activities with an extra value

- - - - > Information flow


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4.1.4 The processes

Process-oriented thinking, a process-oriented approach and the processes themselves form the essential framework of the FIS management system. At the FIS, we distinguish the main processes, the outputs of which add value for the clients directly, as well as the supporting processes, the outputs of which support the operation of the main processes.

The main processes are those intended directly for the performance of the services provided by the faculty (education, research/development work, projects, conferences and publishing activity), while the supporting processes ensure the uninterrupted operation of the faculty and constitute a framework on which the performance of its services is based. The common goal of all the processes is the recognition of the clients’ requirements and taking into account these requirements when conducting the processes; this contributes to achieving the satisfaction of the clients.

The main processes (MP) of the FIS are:

MP 1 - Conducting the study programmes

MP 2 - Conducting research and development activities: o MP 2.1 - Projects o MP 2.2 - Conferences o MP 2.3 - Publishing activity

The supporting processes (SP) of the FIS are:

SP 1 - Management and governance

SP 2 - Management of people at work

SP 3 - Controlling the partnerships and resources (partners, suppliers, finances, infrastructure, information)

SP 4 - Continuous improvement

Figure 3: The Process Diagram of the FIS

THE REQUIREMENTS

OF THE CLIENTS:

STUDENTS

CUSTOMERS

PARTICIPANTS READERS

SP 1: MANAGEMENT AND GOVERNANCE

CLIENT SATISFACTION:

STUDENTS

CUSTOMERS PARTICIPANTS

READERS

SP 2: MANAGEMENT OF PEOPLE AT WORK

SP 3: CONTROLLING PARTNERSHIPS AND RESOURCES (partners, suppliers, finances, infrastructure, information)

SP 4: CONTINUOUS IMPROVEMENT

MP 1: CONDUCTING THE STUDY PROGRAMMES

MP 2: CONDUCTING RDA

(projects, conferences, publishing activity)


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Figure 4: A Detailed Diagram of the Main FIS Processes

MP 1: CONDUCTING THE STUDY PROGRAMMES

MARKET RESEARCH

PROGRAMME

DEVELOPMENT

PROGRAMME MARKETING AND

STUDENT ENROLMENT

1. CYCLE PROGRAM

MES

2. CYCLE PROGRAMM

ES

3. CYCLE PROGRAMMES

POST-STUDY ACTIVITIES

ACTIVITIES OF THE STUDY PROGRAMME IMPLEMENTATION OFFICE

MP 2: CONDUCTING RESEARCH AND DEVELOPMENT ACTIVITIES

MP 2.1: PROJECTS

MARKET RESEARCH AND THE

ANALYSIS OF REQUIREME

NTS

PROJECT PREPARATION

PROJECT MARKETING

AND APPLYING

FOR TENDERS

ACQUIRING PROJECTS AND THE ANALYSIS OF LOST

PROJECTS

PROJECT EXECUTION

POST-PROJECT ACTIVITIES

MP 2.2: CONFERENCES

MARKET RESEARCH AND THE ANALYSIS

OF REQUIREME

NTS

PREPARING THE

CONFERENCES

PROGRAMME-ORGANIZATIO

N

SECURING CONFEREN

CE HOLDERS

PROMOTION AND

MARKETING OF THE

CONFERENCES AND THE APPLICATIO

NS

CONFERENCE EXECUTION

THE RESPONSE

OF THE PARTICIPANTS AND THE

PUBLIC

POST-CONFERE

NCE ACTIVITIE

S

MP 2.3: PUBLISHING ACTIVITY

MARKET RESEARCH, INSPIRING IDEAS, THE

ANALYSIS OF DEMANDS

AND RESOURCES

SELECTION PREPARING THE

CONTENT

REVIEWING, PROOFREADING,

TYPESETTING AND PRINTING

MARKETING AND

PROMOTION

THE ANALYSIS OF SUCCESS

POST-SALE ACTIVITIES


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4.2 Requirements Regarding the Documentation

4.2.1 General

The complete documentation for the FIS quality management system includes:

a documented statement regarding politics and quality goals,

the rules of procedure for quality,

documented procedures and records,

documents, including records, designated by the FIS as necessary for continuously ensuring the successful planning, operation and control of its processes

4.2.2 The Rules of Procedure and Other Quality Management System Documentation

There are three layers of the FIS quality management system documentation.

The first layer document is the RULES OF PROCEDURE FOR QUALITY. This is the highest-ranking, fundamental document that regulates the system of operation and defines the implementation, maintenance and continuous improvement of the FIS quality management system. The operation of the FIS quality management system is significantly impacted by legislation. The Rules of Procedure for Quality define all the processes of the quality system, including their interconnections; it also defines all the required documented procedures of the quality system and other procedures that the FIS needs for quality system management.

The second layer documents are the GENERAL ACTS. These are the implementation documents of the Rules of Procedure for Quality, defining the operation procedures and the organization of work. These are:

The Ordinance Establishing the Independent Higher Education Institution, Faculty of Information Studies, in Novo mesto (Off. Gaz. RS, no. 67/2008)

The Ordinance Establishing the Independent Higher Education Institution, Faculty of Information Studies, in Novo mesto (Off. Gaz. RS, no. 75/2013)

Policies

Rules of Procedure of the individual bodies

Instructions

Dean’s resolutions

The general acts are composed in accordance with the provisions of the regulations the acts are based on. If the regulations do not specify otherwise, the general acts comprise the following:

basic provisions consisting of an introduction and the intent of the general act,

descriptions of the procedures arising from the content of the subject in consideration,

transitional and final provisions.

The third layer documents are the FORMS, which have a distinctly procedural nature; at the same time, they form the basis for the creation of records.


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Figure 5: The FIS Quality Management System Documentation

4.2.3 Document Control

4.2.3.1 Producing the Documentation

All of the documentation used in the quality management system is controlled in accordance with the provisions in this RPQ.

The FIS has established a system of documentation that enables accessibility and ensures that issues of relevant documents are available where they are used or stored.

4.2.3.2 The Review and Adoption of the Documents

Before being issued, the documentation is adopted (approved) by the persons listed in the spreadsheet of the people responsible for the creation, review and adoption of the documents. Authors and reviewers cannot be one and the same. A person adopting the documentation may also review it.

An electronic document may only be sent or published after it has been printed out and signed on paper.

By signing the “Reviewed by” section, the signatory confirms having performed a review of the document contents (its compliance with: expertise, standards, regulations, existing documents, ...), agreeing with the contents and accepting responsibility for those contents.

By signing the “Adopted by” section, the signatory confirms having been acquainted with the document contents and accepting responsibility for the subsequent use of the document and the consequences of that use.


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Spreadsheet 2: The Review and Adoption of the Documents

The Persons Responsible for the Creation, Review and Adoption of the FIS Documents

Document layer

Document title Designation Created by Reviewed by Adopted by

First Rules of Procedure for

Quality,

RPQ According to the

responsibility matrix in the

SQM

The Vice-Dean for Quality

The Dean

Others General acts GA The FIS Secretary General

The Vice-Deans


The Senate*

The Governing Board*

The Dean*

Third Forms FRM The FIS Secretary General


The Dean

* The body that adopts a specific GA (the Senate, the Governing Board or the Dean) is specified in the FIS Statute.

4.2.3.3 Amendments to the Documents

All the amendments to the documents must be reviewed and approved in the same way as the original documents and made available to all users.

The initiative for an amendment of the documentation may come from any of the Academic Assembly members and any of the FIS students. The initiative is passed on to the author or the Dean. The amendment is reviewed and adopted by the authorized persons who have performed the review or adoption of the previous issue. The amendments are implemented in accordance with the provisions in the implementation documents.

4.2.3.4 Issuing the Documentation

The documentation of the FIS quality management system has a specific identification number, a sequential number of the issue and the issuing date; its management is computer-supported, which ensures the appropriate traceability and recognition of the documents.

The users can also access the valid versions on VIS. A record of changes is established so that the latest issues of the documents are always published on the VIS in electronic form and made available to all employees and students.

The computer system we have available ensures that the annulled documents are removed and archived. These media provide constant readability and recognition of the documents.


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4.2.3.5 The Storage of Documentation

All the original documentation, meaning the FIS RPQ and the implementation documents, is kept in the FIS archive. The documentation is divided into the valid and the annulled documentation.

The modes of documentation storage, the procedures for documentation handling (confidentiality, protection, accessibility, etc.) and keeping the collections of materials and the archive up-to-date is regulated by the legislation, the DAP and the FIS general acts.

The system we use to move the FIS documentation to the archive only allows up-to-date documents to be available, thus preventing the inadvertent use of obsolete documentation. The system also enables its traceability.

Computer-managed documentation records only makes the valid issues of the documents available; the annulled documents are removed to the archive.

4.2.3.6 Externally-Sourced Document Control

The documentation we consider externally-sourced is the legislation (published in the official gazettes and in book-form), which we monitor using the PIS web-portal (Pravno Informacijski Sistem - the legal information system) and the Official Gazette in electronic form. Documents printed-out from these two sources are for information and internal use only.

In addition to legislation, externally-sourced documentation includes the following:

instructions, questionnaires, opinions and other materials sent to the FIS by the Government, the ministries and other bodies of the state,

applications and certificates sent by students and employees,

public tender documentation and the financial-accounting documentation.

The procedure of document control from the time they are received to the time they are passed on for settlement or use is defined in the DAP and in the RPQ implementation documents.

4.2.3.7 Electronic Document Handling

At the FIS, we use e-mail to communicate both internally and externally. All electronic documents delivered to the FIS or produced within it that are important for our work are in a sense considered paper documents and have to be recorded.

The electronic documents are printed-out physically and treated in the same way as all other documents. The documents of the quality management system are accessible to users over the computer network, but only once the people responsible for the creation of the document sign the original.

The transactional databases of students and employees in the VIS are backed-up daily onto two separate external hard drives. The rest of the data in the VIS (images, appendices, instructions, photocopies...) are backed-up weekly, likewise onto two separate external hard drives. The data on both these separate hard drives is kept for one year before it’s overwritten; on every first day of the month, their contents are uploaded to the Zmanda Cloud Backup service in Ireland, where they remain for a month before they are overwritten. The backups stored in the cloud are encrypted using a digital certificate. Backing-up the data on the personal computers is taken care of by the users themselves. Every day, the virtualized servers are copied, in their


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entirety, to a network disk array (Novi trg 5). From there, they are replicated at a remote location, likewise on a network disk array (Ulica talcev 3).

The backups are stored for 14 days before being overwritten.

4.2.4 Handling the Quality Records

The established, documented procedure for the identification, storage, accessibility, protection, and storage/removal times of the documentation is described in the FIS general acts.

The duration of storage or archival, and the protection and identification of the quality records is defined in the DAP and the FIS implementation documents. The duration of storage for the quality records is defined by the author of the records in accordance with the DAP or the unified plan of classification designations with storage durations for the higher-education institutions in the RS defined by the competent minister. The records may be accessed by the members of the Dean’s Office. The removal of a record is the responsibility of the record’s author.

The quality records may be on paper or in electronic form. The records are clearly laid-out and readable, stored in a way that protects them from damage and accessible to everyone who need them for process control. Record maintenance is the responsibility of their administrators, who are listed in the record matrix.

The quality records are stored by the “storage/archival administrators” until the end of the running year and subsequently in the FIS archive.

Spreadsheet 3: The FIS Records Matrix

THE MATRIX OF FIS RECORDS

No. RECORD TITLE POSITION / PERSON

RESPONSIBLE FOR CREATION

POSITION / PERSON (LOCATION) FOR THE

ARCHIVING, ACCESSIBILITY AND

DESTRUCTION

ARCHIVAL TIME (YEARS)

1. The FIS strategic plan realization The Dean The Secretariat permanent

2. The FIS annual work plan realization

The Dean The Secretariat permanent

3. The ISI annual work plan realization The head of the ISI

The Secretariat permanent

4. The personal annual work plan realization

The employees The Secretariat 5

5. Senate session minutes The Dean The Secretariat 5

6. Governing Board session minutes The GB president The Secretariat 5

7. Academic Assembly session minutes

The GB president The Secretariat 5

8. Student Council session minutes The SC president The Secretariat 5

9. Senate committee minutes The president of the committee

The Secretariat 5

10. Secretariat college minutes The Dean The Secretariat 5


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11. Dean’s college minutes The Dean The Secretariat 5

12. Monthly reports on the work of the employees

The employees The Secretariat 5

13. Records on the work of the project groups

The project group leader

The Secretariat 5

14. Records as demanded by the GAPA and the DAP

The secretary The Secretariat permanent

15. Employment contracts The FIS Secretary General


16. Copyright/work contracts The FIS Secretary General


17. Partnership contracts The FIS Secretary General


18. Education plan realization The FIS Secretary General


19. Records on the education, experience and expert training of

employees

The FIS Secretary General


20. The professional exam certificates of employees



21. Employee work performance assessment records



22. The decisions for the AA members’ elections into titles



23. Project execution contracts The Dean The Secretariat permanent

24. The orders of the clients (the project customers)

The Vice-Dean for RDA

The Secretariat 5

25. The client invoices (the students, the project customers)


The Secretariat 5

26. The final account The head of the accounting


27. The balance sheet The head of the accounting


28. Records on the monitoring of the efficiency and performance

indicators

The process administrators

The process administrators

3

29. The report on the student satisfaction survey



30. The FIS self-evaluation report The Dean The Secretariat permanent

31. The report on the FIS employee satisfaction survey


32. The programme of measures based on the FIS employee satisfaction

survey


33. The book of complaints and commendations

The Dean The Secretariat 5

34. The list of FIS forms The FIS Secretary General



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35. The list of FIS general acts The FIS Secretary General


36. The rest of the records as listed have the authorship and archival

aspect defined in the list of forms.

5. LEADERSHIP RESPONSIBILITY

5.1 The Leadership’s Commitment

The path of quality undertaken by the FIS is decisively based on the Strategic Plan of the faculty.

A self-evaluation conforming to the criteria defined by the National Committee for Higher-Education Quality (hereinafter: NCHEQ), which defines the self-evaluation of institutions, study programmes and scientific/research, artistic and expert work, was already performed in 2010 and 2011. The FIS has been operationally implementing a plan for the improvement of quality by analogy with the self-evaluation requirements, based on the “Criteria for Monitoring, Determining and Assuring Quality in Higher-Education Institutions, Study Programmes and Scientific/Research, Artistic and Expert Work” as defined by the National Committee for Higher-Education Quality (NCHEQ). We have innovatively upgraded our self-evaluation model based on the NCHEQ criteria, with the assessment according to the methodology of the CAF model (Common Assessment Framework). To make the quality level monitoring easier, we have also introduced colour coding.

With the dissolution of the NCHEQ and the beginning of the operation of the Slovenian Quality Assurance Agency for Higher Education (SQAA) in 2011, we have been conducting annual self-evaluation at the FIS, by analogy with the external evaluation and based on the Criteria for the accreditation and external evaluation of the higher-education institutions and study programmes; the fields we apply it to are as follows:

Integration into the environment.

The operation of the higher-education institution.

Cadres.

Students.

Material conditions (the premises, the library and information-related activity and the financing).

The assurance of quality, innovation and a development-oriented approach.

(Verifying the existence of all the required appendices)

In the 2011/12 academic year, we innovatively upgraded our self-evaluation model based on the SQAA criteria with assessment according to the methodology of the CAF model (Common Assessment Framework) and introduced color-coding to make the quality level monitoring easier.

A decisive step on the path from quality to excellence was taken by the FIS leadership as early as November 2008, when we defined, in our statute, the duties and competences of the Vice-Dean for Quality – the first higher-education institution in the RS to do so.

5.2 Focus on Clients

Focusing on the clients is the central and one of the most important building blocks of the FIS leadership philosophy. At the FIS, we know that the clients are the primary justification for our existence; through understanding and predicting their needs and expectations, we strive to innovate and create value for them.


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In the process of conducting the study programmes, this means students; in the process of conducting the research and development activity, this includes project customers, conference participants and the readers of the products of our publishing activity. In everyday operation, the FIS does the following:

attempts to know and acquaint itself with all its client groups, responding to their varying demands and expectations, while also trying to predict them,

strives to establish and maintain a dialogue with all its clients based on openness and transparency,

makes an effort to innovate and create value for its clients,

ensures its employees the approaches, competences, information and authorizations necessary to secure as much experience with the clients as possible,

constantly monitors and reviews the clients’ experiences and perceptions, trying to quickly and successfully respond to every feedback loop,

includes the clients in the development of new, innovative programmes, services and experiences,

compares its business performance with that of the best of the reference organizations (higher-education institutions and organizations exhibiting business excellence) and understands its own advantages in order to create as much value as possible for our clients.

We recognize our competitive advantage over the rest of the higher-education institutions in our constant and authentic focus on the clients and in our ambition to exceed their expectations. Realizing that our clients are the final arbiters of the quality of our work, we have also codified into the strategic orientations our intent to systematically monitor student satisfaction, as well as the satisfaction of the clients of our research/development work.

5.3 The Politics of Excellence

The FIS’s Mission:

We are helping to shape science and expertise in the field of information studies. By virtue of the constant exchange and transfer of knowledge, we are increasing the knowledge level in the society in order to improve the quality of life and the competitiveness of the region, the country and Europe as a whole.

The FIS’s Vission:

Within five years, we aim to become the best Slovenian centre of science and expertise in the field of information studies; within ten years, we intend to compete with the best such centres in Europe. Our graduates will be among the most sought after experts in the field of information studies.

The Values of the FIS’s Information Culture:

excellence, truth, freedom, autonomy, responsibility, creativity, trust

The FIS’s Strategic Orientations:

Scientific/research and development excellence

The excellence of the studies

Business excellence

Student satisfaction

The satisfaction of the research and development activity clients

Associate satisfaction

Socially responsible activity


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The Dean’s Statement Promoting the FIS’s Politics of Excellence:

At the FIS, we approached the formulation of the Rules of Procedure for Quality with a clear awareness that we are creating a document that will codify our efforts to achieve comprehensive quality. In the first three years of operation, the FIS achieved many successes for which all the employees at the faculty are responsible, whether they are employed contractually or regularly. Even at the very beginning of our operation we made our commitment to quality known by creating the strategic plan, where we defined the following strategic orientations:

Scientific/research and development excellence

The excellence of the studies

Business excellence

Student satisfaction

RDA client satisfaction

Employee satisfaction

Socially responsible activity

We have resolved these orientations into strategic goals, quantifying them and starting with the measurement of selected indicators. All this effort represented a lot of extra work, but it has also given us a clear overview of our progress in the pursuit of our mission:

We are helping to shape science and expertise in the field of information studies. By virtue of the constant

exchange and transfer of knowledge, we are increasing the knowledge level in the society in order to improve the quality of life and competitiveness of the region, the country and Europe as a whole.

and of how we are realizing our vission:

Within five years, we aim to become the best Slovenian centre of science and expertise in the field of

information studies; within ten years, we intend to compete with the best such centres in Europe. Our graduates will be among the most sought after experts in the field of information studies.

The derived strategic goals are bold and require considerable effort from all the faculty associates. The results, however, are already apparent, and after three and a half years of operation, the faculty is at a considerably higher level of quality than at the beginning. The path into the future is therefore clear; as we follow it, we will continue to achieve new milestones of excellence in the fields of studies, research and business.

Through persistent effort and the conscientious realization of the tasks we set for ourselves, these goals will be achieved and often exceeded. Throughout this endeavour, it will be very important to continuously optimize and informatise the procedures at the faculty.

Our commitment to this endeavour and the successes that will follow will be reflected in the good reputation of the faculty, the high employability of our graduates, an increased interest in the studies and in sorting out the material conditions. With these results we will also contribute significantly to the reputation of regional higher education and consequently the development of a university based in Novo mesto.

The Dean

izr. prof. dr. Janez Povh


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5.4 Planning

5.4.1 Quality Goals

The quality goals of the FIS are represented by all the strategic goals derived from the strategic orientations of the politics of excellence; these goals represent the starting points for the formulation of the annual work plans.

Spreadsheet 4: Quality Goals – SU 1: Scientific/Research and Development Excellence

STRATEGIC ORIENTATION 1: Scientific/Research and Development Excellence

unit

NO. STRATEGIC GOALS (the missing target values will be defined following the first year of measurement according to the dynamic of a 5 to 10 % improvement with respect to the previous period)

1 The average number of points per registered researcher in SICRIS (Project management (Z1 + Z2)) per year

point

2 The number of publications indexed by the SCI, SSCI and AHCI, or scientific monographs issued by the publishers listed by the SRA; per registered researcher (*cumulative, in the last five years)

publication

3 The normalized number of WoS citations per registered researcher (cumulative, in the last ten years)

norm. citations

4 The number of international research and development projects being conducted

project

5 The scope of the international research and development projects being conducted; in FTE (1 FTE = 50000)

FTE

6 The number of applicative projects being conducted

project

7 The scope of the applicative projects being conducted; in FTE (1 FTE = 35000)

FTE

8 The number of patent applications submitted

patent application

9 The number of scientific conferences (co)-organized by the FIS

conference


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Spreadsheet 5: Quality Goals – SU 2: The Excellence of the Studies

STRATEGIC ORIENTATION 2: The Excellence of the Studies

unit


1. The percentage of 1. enrolments into the 1. year in the 1. application period (HP+AC+MA) for full-time study

%

2. The average matura grade among the 1. enrolments in the 1. year (number of points)

number of points

3. The average vocational matura grade among the 1. enrolments in the 1. year (number of points)

number of points

4. The percentage of graduates in a pure generation – 1. cycle full-time (HP+AC) %

5. The percentage of graduates in a pure generation – 2. cycle full-time (MA) %

6. The percentage of doctoral candidates in a pure generation – 3. cycle full-time (DR)

%

7. The duration of studies for full-time study graduates in the running academic year – 1. cycle (HP+AC)

years

8. The duration of studies for full-time study graduates in the running academic year – 2. cycle (MA)

years

9. The duration of studies for full-time study graduates in the running academic year – 3. cycle (DR)

years

10. The number of new Doctors of Science in the calendar year number

11. The time before finding the first suitable employment after graduation – 1. cycle (HP+AC)

months

12. The time before finding the first suitable employment after graduation – 2. cycle (MA)

months

13. The number of FIS students who, in the previous academic year, finished at least one subject abroad

number

14. The number of foreign teachers and associates who have conducted at least one hour of lectures/practical exercise classes at the FIS

number

Spreadsheet 6: Quality Goals – SU 3: Business Excellence

STRATEGIC ORIENTATION 3: Business Excellence

unit


1. The number of students enrolled students, enrolled on the 30.10.

2. FIS’s total income, cash-based EUR


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3. The surplus of income over expenses (cash-based) EUR

4. Total income resulting from pedagogical activity (cash-based) EUR

5. Total income resulting from research duties and duties of national importance (cash-based)

EUR

6. Total income resulting from research and development activity (cash-based)

EUR

7. Total income from other sources (cash-based) EUR

8. The per-student cost of conducting all the study programmes EUR

9. The number of employees in the expert services (the associated working positions) on the 31. 12. of the running year

FTE

10. the number of employed members of the academic assembly (in FTE, the Dean, working positions in the D1 and H groups) on the 31. 12. of the running year

FTE

Spreadsheet 7: Quality Goals – SU 4: Student Satisfaction

STRATEGIC ORIENTATION 4: Student Satisfaction

unit


1 The student satisfaction index (a survey) – total values from 1 to 5

2 The students’ satisfaction with the lectures and practical exercise classes (a survey)

values from 1 to 5

3 The students’ satisfaction with the overall impression, the student office and the library (a survey)

values from 1 to 5

4 The percentage of students from the other regions of Slovenia (our region is Dolenjska, Bela krajina, Posavje from Sevnica to Brežice, to Ivančna Gorica)

%

5 The percentage of foreign students %

6 The percentage of our students who withdraw %

7 The number of student complaints that have been favorably resolved (second level confirmation of complaints)

%


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Spreadsheet 8: Quality Goals – SU 5: The Satisfaction of Research and Development Activity Clients

STRATEGIC ORIENTATION 5: RDA client satisfaction

unit


1 The number of research contracts annulled due to lack of quality Contract

2 The percentage of utilization of the funds acquired through RDA projects (the realization of the funds acquired, with respect to the planned funds for completed projects)

%

3 The number of newly concluded agreements with research institutions from abroad

Agreement

4 The index of satisfaction of conference guests grade from 1 to 5

5 The number of FIS library units Bibliographic unit

6 The number of full-access databases accessible through the FIS conference

Spreadsheet 9: Quality Goals – SU 6: Employee Satisfaction

STRATEGIC ORIENTATION 6: Employee Satisfaction

unit


1 The number of employee-initiated terminations of employment

number

2 The number of education hours for personal development (secretariat)

no. hours/employee

3 The number of social events for the employees number

Spreadsheet 10: The quality goals – SU 7: Socially Responsible Activity

STRATEGIC ORIENTATION 7: Socially Responsible Activity

unit


1 The number of research result presentations made for the broader public

presentation

2 The number of popular science events organized by the faculty event

3 The number of charitable actions the FIS participates in event


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The spreadsheets only contain the names of the goals, without the target values; those are listed in the strategic plan and in the annual work plans. The numerical values of an individual goal for a 12-month period are defined based on the current conditions and the desired state, or based on an improvement of the result of the previous year, with the goals being increased by between 5 and 10 % per year.

5.4.2 The Quality Management System Planning

5.4.2.1 The Strategic Plan

With the Strategic Plan and Annex No. 1 to the Strategic Plan (SPL), we laid down a solid foundation for the realization of our politics of excellence and in particular a process approach, goal-based leadership, project work and continuous progress management.

The approach adopted for the development of the strategic plan takes into account the best practices in the field of strategic planning, as well as the approach defined by the EFQM excellence model. We have sensibly adapted the emphases in content according to the requirements of higher education and our own pertinent findings.

The FIS Strategic Plan consists of the following:

the Dean’s address and the strategic plan summary,

the FIS politics of excellence (the mission, vision, values and strategic orientations),

the analysis of the FIS’s environment (PEST, SWOT),

the process approach and the strategic goals of the FIS,

the integrated programmes for a five-year period,

the financial framework of the strategic plan,

the promotion of the strategic plan,

reviewing and updating the strategic plan.

The key added value of the strategic plan is that from every strategic orientation, at least five strategic goals are derived and defined for the next five-year period. Every year, these strategic goals become the starting points for the formulation of the Annual Work Plan (YWP). As part of the plans of action, focused on the realization of the long-term goals, we have conceived a five-year integrated programme, within which the key measures or projects have been defined. In striving for excellence in operation, it is also important to source from this programme ideas for the annual and personal work plans.

The design and the annual updates of the strategic plan take place at the strategic conferences consisting of the FIS leadership, the Senate representatives, the Governing Board, the SC and representatives of the interested public.

A rough annual timeline of the interaction between the strategic and annual planning activities is as follows:

February: The Dean reports on the realization of the Annual Work Plan and the SPL to the Senate and to the GB of the FIS.

March, April: The FIS leadership analyses the situation and prepares the starting points for next year’s YWP.

May, June: A strategic conference is held; there, the relevance of the SPL is reviewed, along with all the environmental factors, new priorities and further activities for the realization of the strategic orientations and goals contained therein.


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September, October: The foundations for the YWP are prepared in accordance with the set priorities and starting points.

December: The creation of the YWP of the FIS.

January: The discussion of the YWP and its adoption at the session of the Senate and the GB of the FIS.

5.4.2.2 The Annual Work Plan

At the FIS, we handle the annual planning aspects with the help of the Annual Work Plan (YWP), with which we plan the projects, tasks, activities and resources for attaining the goals. Every year, in accordance with the politics of excellence and taking into account the influences of external factors on the faculty, the Dean prepares the YWP for the next year before the end of December, sending it to the Senate and Governing Board of the FIS for examination and discussion.

In designing the YWP, we start from the following:

the provisions of the existent, up-to-date strategic plan for the current five-year period,

the measures that are part of the integrated programme defined in the strategic plan,

the YWP realization for the previous year,

the findings of the evaluations, assessments and self-evaluations,

the measures for the continuous improvement of the quality management system,

our new findings, the findings based on a comparative assessment.

The work plan contains the summary of all the measures for the realization of the strategic goals (see the FIS Strategic Plan 2009-2014 and the Annex No. 1 of the Strategic Plan), which are expected to begin in the running academic year, or are expected to continue in the next academic year. The FIS YWP consists of the following:

the general FIS presentation data,

the business politics and the key orientations of the FIS for the running year,

the strategic goals of the FIS for the running year,

the FIS working plan for the running year along with the future plan,

the human resources plan with the plan for employee education and training,

the plan of equipment procurement and major maintenance,

the FIS financial plan,

the plan of internal evaluations and assessments.

Overseeing the YWP realization is the duty of the Dean of the FIS; through leadership meetings and Senate sessions, the Dean aims to achieve the following:

an overview of YWP realization by individual areas and time periods,

to determine or estimate the deviations from their realization,

to estimate the congruence between the defined goals of the business politics, the YWP and the realization of those goals,

to prepare suitable measures and activities for the elimination of the deviations and their causes,

to analyse the success of the measures and activities in the elimination of the deviations,

the prepare any proposals for the modifications to the business politics, the YWP and the measures for the continuous improvement of the quality management system.

At the end of every calendar year and on 15. March of the running year at the latest for the previous year, the Dean of the FIS prepares a report on YWP realization, which is comprised of a comparison between the annual


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plan, the planned goals and the results achieved, and the proposals for changes. The report on the YWP realization is also discussed at the meeting of the leadership, as well as at the session of the Senate and the Governing board; they also approve the YWP realization report.

5.5 Responsibilities, Competences and Communication

5.5.1 Responsibilities and Competences

The general responsibilities and competences are defined in the Higher Education Act, the FIS Statute, the Organization and Systematization of Working Positions at the FIS Act, the employment contracts, the current competences and in the provisions in this RPQ and its implementation documents. The following are the definitions of only those responsibilities and competences that pertain to the quality management system.

Chiefly responsible for the quality of the work, processes and services is the FIS leadership with the Dean at the top, while the responsibility for each individual work, process or service performed lies with those performing them. At the FIS, a principle of tying competences to responsibilities is in effect.

Spreadsheet 11: The Responsibility Matrix in the FIS QUALITY MANAGEMENT SYSTEM

THE RESPONSIBILITY MATRIX IN THE QUALITY MANAGEMENT SYSTEM

ELEMENT OF THE RULES OF PROCEDURE FOR QUALITY / PROCESS WHO IS RESPONSIBLE

XX The title page and table of contents the Vice-Dean for Quality

1 Introduction the Vice-Dean for Quality

2 The connection with other standards the Vice-Dean for Quality

3 The terminology, definitions and abbreviations the Vice-Dean for Quality

4 The quality management system The Dean

5 Leadership responsibility The Dean

6 The processes: /

6.1. MP 1: Conducting the study programmes The Vice-Dean for Quality

6.2. MP 2: Conducting the research and development activities: The Vice-Dean for Scientific Research Activity

6.3. SP 1: Management and governance The Dean

6.4. SP 2: Management of the people at work The Dean

6.5. SP 3: Managing the partnerships and resources (partners, suppliers, finances, infrastructure, information)

The Dean

6.6 SP 4: Continuous improvement The Vice-Dean for Quality

The Dean is responsible for:

the creation and implementation of the politics of excellence of the FIS,

the creation of the general acts in the relevant field,

the adoption of the general acts,

activities according to the responsibility matrix in the RPQ,

performing corrective and preventive measures,

other unmentioned strategic/management, development and consulting activities,


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the implementation of measures for the improvement of work quality,

the organization and coordination of activities for the management of governance system quality.

The Vice-Deans are responsible for:

activities according to the responsibility matrix in the RPQ,

the proactive and responsible ownership of the processes in their field, according to the RPQ,

the management and continuous improvement of the processes in their field, according to the RPQ,

the implementation of measures for the fulfilment of the demands and expectations of their processes’ clients,

the preparation of material for the VP in their field,

the creation of implementation documents in their field,

conducting internal evaluations, assessments and self-assessments,

performing preventive and corrective measures in their field,

management of the documentation in their field,

the implementation of measures for the improvement of work quality in their field,

other consulting activities, motivating their associates.

5.5.2 The Vice-Dean for Quality

The Vice-Dean for Quality, with specific responsibilities and competences, including:

ensuring that the processes necessary for the system of quality management are established, functioning and maintained,

reporting to the top leadership on the performance of the quality management system and on any need for improvement,

raising awareness about the demands of the clients in the whole organization,

the management of documentation in their field,

proposing and implementing measures for the improvement of work quality,

implementing preventive and corrective activities connected to ensuring the achievement of the goals of the quality management system,

the preparation of material for the VP in their field,

following the contemporary development trends in quality-related fields of expertise,

organizing the assessment of client and employee satisfaction,

organizing and coordinating activities in accordance with the system of quality management with the aim of business excellence,

preparing the analyses, records and reports regarding the implementation of the quality management system in their field; leading the internal evaluations and assessments,

activities in the field of safety and health at work,

other unmentioned development and consulting activities.


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6. IMPLEMENTATION DOCUMENTS

SA-FIŠ-1002-01 THE STATUTE OF THE FACULTY OF INFORMATION STUDIES

ACTIVITIES and PROCESSES: Implementation document no.

Document title

Conducting the study programmes (MP1)

SA-FIŠ-1007-04 POLICY ON THE EXAMINATION AND EVALUATION OF STUDENT KNOWLEDGE

SA-FIŠ-1008-09 POLICY ON THE DIPLOMA AND THE MASTERS’ THESIS

SA-FIŠ-1009-01 POLICY ON THE STUDENT IDENTITY CARD

SA-FIŠ-1010-02 INSTRUCTIONS ON WRITING VARIOUS WORKS

SA-FIŠ-1014-03 POLICY ON THE DOCTORAL STUDY

SA-FIŠ-1015-03 POLICY ON STUDENT SATISFACTION SURVEYS

SA-FIŠ-1019-04 POLICY ON THE RECOGNITION OF KNOWLEDGE AND SKILLS

SA-FIŠ-1021-02 POLICY ON THE DISCIPLINARY RESPONSIBILITY OF THE STUDENTS

SA-FIŠ-

SA-FIŠ-1022-01 POLICY ON ISSUING DIPLOMAS AND CERTIFICATES OF EDUCATION

SA-FIŠ-1024-01 POLICY FOR STUDENTS WITH SPECIAL STATUS

SA-FIŠ-1026-02 POLICY ON THE IMPLEMENTATION OF STUDENT PRACTICUM

SA-FIŠ-1028-03 POLICY ON INTERNATIONAL STUDENT EXCHANGE

SA-FIŠ-1029-02 POLICY ON THE TUTORSHIP SYSTEM

SA-FIŠ-1032-01 POLICY ON THE INNOVATIVE SCHEME, 2012

SA-FIŠ-1016-01 INVITED LECTURE ORIENTATIONS

SA-FIŠ-1031-01 FIS LIBRARY POLICY

SA-FIŠ-1018-01 CRITERIA FOR THE EVALUATION OF PEDAGOGICAL WORK

SA-FIŠ-1033-02 CRITERIA FOR TRANSITIONS BETWEEN STUDY PROGRAMMES

Conducting the research and development activities (GP 2)

SA-FIŠ-1006-03 POLICY ON SCIENTIFIC RESEARCH ACTIVITIES

Management and governance (SP 1)

SA-FIŠ-1003-04 ORGANIZATION AND SYSTEMATIZATION OF JOB POSITIONS AT THE FIS ACT

SA-FIŠ-1011-01 THE RULES OF PROCEDURE OF THE SENATE

SA-FIŠ-1012-01 THE RULES OF PROCEDURE OF THE GOVERNING BOARD

Management of the people at work (SP 2)

SA-FIŠ-1023-01 INSTRUCTIONS ON SAFE WORK WITH THE VISUAL DISPLAY UNITS

SA-FIŠ-1027-01 THE CRITERIA FOR ELECTION TO TITLE OF UNIVERSITY-LEVEL TEACHERS, SCIENTIFIC ASSOCIATES AND UNIVERSITY-LEVEL ASSOCIATES


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SA-FIŠ-1034-01 POLICY ON THE SELECTION, APPOINTMENT AND PROMOTION OF EMPLOYEES

Controlling the partnerships and resources (partners, suppliers, finances, infrastructure, information) (SP 3)

SA-FIŠ-1004-02 POLICY ON THE FINANCIAL CONTRIBUTIONS AND THE EVALUATION OF EXPENSES AT FIS

SA-FIŠ-1005-01 POLICY ON THE USE OF FACULTY-PROVIDED MOBILE PHONES

SA-FIŠ-1017-01 ACCOUNTING POLICY

SA-FIŠ-1020-01 POLICY ON PERSONAL AND CONFIDENTIAL DATA PROTECTION AT FIS

SA-FIŠ-1030-01 INTEGRITY PLAN

Continuous improvement (SP 4) SA-FIŠ-1025-02 RULES OF PROCEDURE FOR QUALITY

Implementation documents being prepared for adoption or required for process regulation:

DOCUMENT NO. DOCUMENT TITLE WHO IS RESPONSIBLE

DEADLINE

SA-FIŠ-1036-01 SELF-EVALUATION POLICY LISEC 2014-5-1

SA-FIŠ-1035-01 POLICY ON PROCUREMENTS ACCORDING TO THE TENDER COLLECTION PROCEDURE WITH THE PRIOR PUBLICATION OF AN INFORMATION NOTICE

POVH 2014-05-01