UNIVERSITY OF MYSORE

University of Mysore Case study

Q Ventures Services

Facts about University of Mysore

The University of Mysore, Mysore, Karnataka was established on 27th July, 1916 during the reign of the Maharaja of Mysore in the city of Mysore.

The University of Mysore consists of

  1. 42 PG departments
  2. 4 Constituent Colleges
  3. 250 Affiliated Colleges
  4. 30 Outreach Centers
  5. 7 Research Centers
  6. 3 Satellite Centers

Automation and Integration of all administrative processes and functions in University of Mysore through e-Governance

One of the India’s premier public universities wanted an e-Governance solution to address its existing and emerging needs.

Business need

The existing processes at the university were carried out manually. Administrative processes, financial statements, asset management, human resource management and other related processes were to be automated and integrated.

Challenges

Deploying a solution that would improve efficiency and reduce redundancy

  1. Earlier, the Academic Section of UOM was engaged with verification, scrutiny, issue of Hall tickets and entrance exam scheduling for almost 45-60 days.
  2. Previously, there was a lot of overlap in exam-scheduling leading to re-examination. There have been many instances in which entrance exams pertaining to 2 different courses were scheduled on the same day & time due to manual scheduling.

Centralized management of applications and Real-time synchronization of data for all stakeholders

  1. The applications had to be collected and submitted in-person on the main campus for all the courses across 76 departments in the University. The time taken to process applications was 45-60 days and it required the combined effort of 40-50 personnel to carry out the functions involved in the process.

Our Solution

Q Ventures assessed the existing system and processes, and performed a requirements analysis to achieve improved governance. We defined the strategy and deployed an e-Governance system.

We leveraged open source tools for developing the e-Governance solution. Information related to the processes was obtained by an onsite techno-functional team through knowledge transfer sessions with the university staff.

Benefits

Our solution realized several benefits:

  1. During the academic year 2014-15, for the very first time, 26000 Students applied online for multiple courses across 76 departments for both the University’s Main Campus and its 120 Affiliated Colleges using the QV Edutech e Governance Application.
  2. With our e Governance Application, the work load for hall ticket generation has reduced significantly. The software application will alert the Applicant at the time of filling the online Application. Once the last date of submission is announced, Hall tickets will be generated automatically in the respective applicant’s dashboard.
  3. One of the most efficient features is the Automatic Exam Scheduler based on the Applicants’ Registration for various courses. Our software application throws an Alert when 2 exams are scheduled on the same day & time and the error can be rectified immediately.
  4. Admissions process is well automated. The Department Chairmen can directly verify the students’ details online and generate automated consolidated selection list based on various parameters such as rank, eligibility category, institutions etc. The complete admissions process is now completed within a record 7 days.
  5. The software will generate a listed of admitted candidates for every college and only a student who gets an admit confirmation will visit and collect his/her admission letter.
  6. The e-Governance system has helped the University increase its revenue. The University has received an additional 40% of applications in 2014-2015 as compared to 2013-2014 as applicants were able to apply to more courses with ease due to the online application form on the portal.
  7. Automated Reminders such as SMS Alerts and Emails have helped UOM stay connected with its applicants.
  8. The HRMS module is currently managing data of 1400 employees and 1200 Pensioners which was in accordance to the 6th Pay Commission and State Govt. Norms.
  9. The Exam Results Portal is currently maintaining approximately 6 Lakh records of data
  10. Exam Timetable has been automated to enable error free scheduling.
  11. The Finance Module has been designed according to the 2014-15 UGC set Accounting norms to improve efficiency.

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