Administrative Data Processing Section

 

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Administrative Data Processing Section

The Administrative Data Processing(ADP) Section aims to support administrators throughout City University. To do so, the Section develops computer systems to handle daily administrative operations. The scope of service includes both developing and maintaining application systems, as well as providing technical support and training to user departments.

Organisation Structure

The Administrative Data Processing Section is the largest section in the Computer Centre, and is divided into two groups that focus on either centralised or decentralised, distributed(departmental) systems. A Systems Analyst leads the group, which comprises senior and junior Analyst Programmers. The Systems Analyst makes decisions and plans resources within the team. In addition to managing from a global point of view, the Systems Analyst also serves as the bridge between management and the programmers. The senior Analyst Programmers design application systems and monitor projects' progress. In addition, they supervise Analyst Programmers who work on projects coding programs and preparing documentation.

Central Administrative Systems

Numerous administrative systems have been developed and implemented by the Section since the University first opened as a polytechnic. The chart below shows all Administrative Systems that serve administrative and academic staff.

Departmental Administrative Systems

With increasing demand from academic departments for separate departmental application systems, the Distributed Information System(CITYDIS), came onto the scene. This system will allow departments to effectively manage their own administrative tasks. At present, the Class Administration System is in use, and the other proposed systems will be developed in future. The chart below shows the departmental systems under CITYDIS.

Methodology and Tools

All administrative systems currently used by the University are developed in-house, and are tailored to the special needs of City University. To ensure developed systems meet the needs of users, the section works closely with departments throughout a project. In addition, the section prepares reports and system documentation at different stages to increase understanding. When a project nears completion, the Section arranges training sessions and workshops for the department before the system formally starts. Follow-up support is also provided as required.

Besides using conventional programming techniques, numerous tools including Fourth Generation Language (4GL) software, Windows applications, and case tools supplied by various vendors are also employed. These tools allow the section to shorten the system development time, and also improve the user-friendliness and quality of applications.

Achievements

Administrators continue to respond favourably to the systems. In fact, more administrators have begun to welcome the systems' existence. For operations, the systems increase efficiency. Paperwork is reduced, and the built-in logic of the applications reduces human errors. Administrators still spend time preparing data, but they save time preparing routine reports and retrieving information. For managers, the systems improve information sharing and manual procedures.

Challenges

With the rapid expansion of City University, more and more users are relying on computers to ease their daily workload. Consequently, the demand for both new administrative systems and enhancing existing systems has increased tremendously. With limited staff, the ADP Section has to prioritise work and schedule accordingly. To serve all departments fairly, ADP staff work in several groups, with each group dedicated to a group of departments. These departments prioritise their own work requests before submission, so each department gains a clearer picture of the resources available.

Interactions with Others

The ADP Section works closely with other sections within the Computer Centre for their technical support as needed, particularly system and network staff. To develop in-house application systems, the section also works with several universities in China.

Future Direction

Following the change from Polytechnic to University, quality becomes the key word to all services. As a support section, the ADP section commits itself to the same goal. In the near future, more effort will focus on exploring new technologies, in particular client/server tools. This should further improve the development environment and user interface functions, or how users interact with computer systems. This means not only the work flow will improve, but better service and support for City University will result.

Computing Services Centre City University of Hong Kong ccnetcom@cityu.edu.hk