Good Practices and Innovations in Public Governance 2003-2011

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Good Practices and InnovATIONS in Public Governance The Solution To overcome the limitations of conventional mechanisms for academic administration, enrolment management and course delivery, and to ease the frustrations of students, staff and faculty, King Saud University devised “Edugate”, a Web-based electronic portal system. Through this system, the university has succeeded in converting hundreds of thousands of documents to an accessible electronic format; after only two years, it has been able to dispense with the old record-keeping methods entirely. Edugate has also helped expand the reach of the university to other communities nationwide and abroad. As of December 2009, the student body totaled 80,000, inclusive of online course registrants. The university has catered to existing demand by widening access to services and opportunities for education. It has also promoted further demand by adding new academic fields to the curriculum, providing additional administrative services, and offering easy, real-time access to data that was not previously available. The university now maintains efficient communication with all members of the faculty and staff via e-mail and SMS mobile. Students can access their accounts online, allowing them to monitor their academic standing as well as plan and modify their course registrations. The benefits of Edugate thus extend to every segment of the university community. By decongesting its administrative systems and by utilizing modern technologies, the university has empowered its staff and faculty to achieve higher standards of service delivery. The initiative was originally proposed by the Office of the Dean of Admissions and Registration. It became an institution-wide effort to address the concerns of those inside the university as well as outside stakeholders. The initiative evolved over time and was to some extent shaped by changing social and technological developments. A group of university officials provided expertise and oversight for the project as it progressed through the following developmental stages: strategic planning, action planning for implementation and follow-up, operations management, and training and evaluation. A critical role was played by specialists in database and information security management, information technology, and all of the related academic disciplines. Replicability and Sustainability This highly successful initiative represents a model for all universities. Widespread access to educational services is an important civic right, and providing services efficiently and conveniently is in the best interests of students, staff and faculty. To ensure the initiative’s sustainability, the government must continuing allocating adequate financial and technical resources. Technical support is an absolute requirement to help the university and its related communities use the new technology and troubleshoot problems. 128
2010 Category 2: Saudi Arabia The investment in e-learning is readily justified by the many positive returns. By improving the delivery of education, the project benefits individuals and Saudi society. In addition, there are environmental benefits. Because the Edugate portal makes data available electronically anytime, anywhere, it reduces the need to print paper documents and records. Lessons Learned Many lessons came from developing and implementing this initiative. The most notable was that by adhering to the principle of providing equal opportunities, the university was able to reduce the barriers posed by gender inequality. In doing so, a more fair and just environment was created for all. Another lesson was that the university can serve as an effective catalyst for bridging the digital divide, within and beyond its campus, by spreading Internet use to all parts of the Kingdom of Saudi Arabia. Finally, regarding the implementation of this initiative, simplification proved to be conducive to attaining accuracy and efficiency. Contact Information Dr. Mohammed Bin Numay Project Manger, SIS System Deanship of Admissions and Registration King Saud University Riyadh, 5733 Saudi Arabia Tel: 96614678281 Fax: 96614674194 E-mail: alnumay@hotmail.com 129
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This publication provides an overvi
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