TEMPUS Joint European Project 14461-1999

"NEW EDUCATIONAL TOOLS"

Tempus Joint European Project ANNEX III/1
Contract N^o: UM_JEP-14461-1999
Annual Report and Statement of Expenditure

EUROPEAN COMMISSION

Directorate-General XXII, Education, Training and Youth

ANNEX III

T e m p u s P h a r e

Joint European Project

Annual Report and Statement of Expenditure for 1999/2000

UM_JEP-14461-1999

(JEP contract n^o)

The Annual Report and Statement of Expenditure

are to be returned in TWO copies by registered mail

by 15 January 2001 at the latest

(date as per postmark)

One copy to: One copy to:

European Commission European Training Foundation

Directorate-General XXII Mr. P. Bedewell

Education, Training and Yuth Head of Tempus Department

Mr. G. Massangioli Viale Settimio Severo, 65

B-7 8/49 I- 10133 TORINO (Italy)

Rue de la Loi, 200

B-1049 Bruxelles (Belgium)

DECLARATION

This declaration should be completed and signed by the following people:

the Co-ordinator of the Joint European Project;
the person who is legally authorised to represent the co-ordinating institution;
the Contractor of the Joint European Project;
the person who is legally authorised to represent the contracting institution.

We, the undersigned, certify that we have submitted all the documentation that is required of us, including the documents listed in the checklist in Annex.

Furthermore, we certify that the information given in this Annual Report, Statement of Expediture and Checklist is correct to the best of our knowledge.

We are aware that amendments to them will not be accepted after 15 January 2001.

Name of the co-ordinating institution:	Warsaw University
Name of the Co-ordinator: prof. dr hab. Marek Kowalski by himself	Name of the legal representative: represented
Function: Co-ordinator of the JEP 14461-1999	Function:
Done at: Warsaw	Done at:
Date: 11 January 2001	Date:
Signature:

Name of the contracting institution:	Warsaw University
Name of the Contractor: Warsaw University prof. dr hab. Marek Wąsowicz
Function:	Function: Vice-Rector
Done at:	Done at: Warsaw
Date:	Date:11 January 2001
Signature:	Signature:
Seal of the Contracting Institution:

A. ANNUAL REPORT

1. Achievements of Outputs

Please summarise the achievement of the project outputs and activities realised in 1999/2000 using the standard form on Annex III/7. This form relates directly to the outputs you described in your Original Application and approved Intermediate Report. An example has been provided for your guidance (Annex III/8).

Please indicate in the table the project objective, the outputs achieved during 1999/2000, the related activities and your indicators of achievement so far. Please also indicate any deviations which have occurred in the implementation of the project so far (e.g. why an output may have only been partially achieved or postponed, why the definition of an output may have had to be modified by widening or narrowing it, why a deadline was reached earlier or later than foreseen, what influence - if any - these factors have had on the achievement of the other outputs).

PROJECT OUTPUTS & ACTIVITIES of 1^st project year

Project objective
To design and introduce an integrated management information system (MIS) for academic structures and student affairs at Polish universities

Indicators of achievements to date

Outputs for year 1

1. Needs and models identified

Study visits to EU partner universities paid; see the Individual Grantholder

Reports for details

Visiting LADOK consortium planned for the second year of the project
Five Seminars on Creating University Study Management System organised

APR 1-2, 2000, APR 19, 2000; MAY 15, 2000; MAY 22, 2000; OCT 9, 2000

IT platforms selected; appropriate target groups formed at Warsaw University

Activities carried out

Study visits to EU partner universities

1.2 Reporting on EU models and PL needs

Five Seminars on Creating University Study Management System organised APR 1-2, 2000, APR 19, 2000; MAY 15, 2000; MAY 22, 2000; OCT 9, 2000. A general concept for outputs 2-6 approved by the University Accreditation Commission JAN 7, 2000 . A detailed concept for outputs 2-4 approved by the University Information Technology Union (the Project Steering Committee) JUN 9, 2000.

Deviations from plan: One of the conclusions of the Seminar on Models of Student Management Information Systems for Polish Universities (FEB 25-29, 2000) was that no Polish software company is able to provide the consortium with the software needed for the national level university-wide date base with functionality requested for Student Management Information System, Virtual Educational Information Network and Centralised Student Admission. After the seminar, Steering Group, supported by the expertise provided by the international guests of the seminar, decided that software needed would be designed and developed by the Faculty of Mathematics, Informatics and Mechanics at Warsaw University.

PROJECT OUTPUTS & ACTIVITIES of 1^st project year

Project objective
To design and introduce an integrated management information system (MIS) for academic structures and student affairs at Polish universities

Indicators of achievements to date

Outputs for year 1

2. New Student Management Information System (SMIS)

designed and introduced

Five Seminars on Creating University Study Management System organised

APR 1-2, 2000, APR 19, 2000; MAY 15, 2000; MAY 22, 2000; OCT 9, 2000

IT platforms selected; appropriate target groups formed at Warsaw University
Licences for Oracle engine and some complementary tools purchased
University Study Management Software (covering SMIS and VEIN) developed

and partially implemented at Warsaw University and the University of Łódź.

Activities carried out

2.1 Design, consultation and approval of a model of the Student Management Information System (SMIS)

Five Seminars on Creating University Study Management System organised APR 1-2, 2000, APR 19, 2000; MAY 15, 2000; MAY 22, 2000; OCT 9, 2000. A general concept for output 3 approved by the University Accreditation Commission JAN 7, 2000 . A detailed concept for output 3 approved by the University Information Technology Union (the Project Steering Committee) JUN 9, 2000.

2.2 Development of and appropriate information technology (IT) support system

University Joint Programming Effort organised JUL 3-12, 2000

2.3 Selection and purchase of equipment

Allocation by tender organised. Winning offer selected. Oracle licences purchased.

2.4 Development of concept for database protection and verification of access rights

University Joint Programming Effort organised JUL 3-12, 2000

2.5 Preparation and implementation of the University Study Management System at selected universities and faculties

Software for University Study Management System developed and partially implemented in Warsaw University and in the University of Łódz

2.6 Modernisation of administrative structures for student affairs at central and faculty level planned

Deviations from plan: One of the conclusions of the Seminar on Models of Student Management Information Systems for Polish Universities (FEB 25-29, 2000) was that no Polish software company is able to provide the consortium with the software needed for the national level university-wide date base with functionality requested for Student Management Information System, Virtual Educational Information Network and Centralised Student Admission. After the seminar, Steering Group, supported by the expertise provided by the international guests of the seminar, decided that software needed would be designed and developed by the Faculty of Mathematics, Informatics and Mechanics at Warsaw University.

PROJECT OUTPUTS & ACTIVITIES of 1^st project year

Project objective
To design and introduce an integrated management information system (MIS) for academic structures and student affairs at Polish universities

Indicators of achievements to date

Outputs for year 1

3. Centralised Student Admission procedure designed and introduced

Manuals prepared (in Polish)
Software developed under ACCESS for WINDOWS NT
Software tested and implemented
Over 10 000 of candidates served by the new system during the admission

In June 2000 at Warsaw University

Live presentation of using the software and related administrational procedures
Rectors and vice-rectors of Polish universities during the Meeting of University

Information Technology Union, JUN 9, 2000

Activities carried out

3.1 Development of software and manuals

3.2 Implementation of new admission procedure at selected universities

Deviations from plan: One of the conclusions of the Seminar on Models of Student Management Information Systems for Polish Universities (FEB 25-29, 2000) was that no Polish software company is able to provide the consortium with the software needed for the national level university-wide date base with functionality requested for Student Management Information System, Virtual Educational Information Network and Centralised Student Admission. After the seminar, Steering Group, supported by the expertise provided by the international guests of the seminar, decided that software needed would be designed and developed by the Faculty of Mathematics, Informatics and Mechanics at Warsaw University.

PROJECT OUTPUTS & ACTIVITIES of 1^st project year

Project objective
To design and introduce an integrated management information system (MIS) for academic structures and student affairs at Polish universities

Indicators of achievements to date

Outputs for year 1

4. Virtual Educational Information Network

Five Seminars on Creating University Study Management System organised

APR 1-2, 2000, APR 19, 2000; MAY 15, 2000; MAY 22, 2000; OCT 9, 2000

IT platforms selected; appropriate target groups formed at Warsaw University
University Study Management Software (covering SMIS and VEIN) developed

and partially implemented at Warsaw University and the University of Łódź.

Activities carried out

4.1 Designing a concept and standard formats for catalogues of courses and study programmes

4.2 Designing an IT platform for the transmission and exchange of data

4.3 Implementation of designed models in participating universities

Five Seminars on Creating University Study Management System organised

APR 1-2, 2000,

APR 19, 2000; MAY 15, 2000; MAY 22, 2000; OCT 9, 2000. University Joint Programming Effort organised, JUL 3-12, 2000.

4.4 Feasibility study for setting up a national database on Polish universities

Launching "POSTULATOR" and circulating feasibility study for discussion by e-mail and INTERNET

A general concept for outputs 4.1 -3 approved by the University Accreditation Commission, JAN 7, 2000. A detailed concept for outputs 4.1-3 approved by the University Information Technology Union on the national level (the Project Steering Committee) JUN 9, 2000.

Deviations from plan: One of the conclusions of the Seminar on Models of Student Management Information Systems for Polish Universities (FEB 25-29, 2000) was that no Polish software company is able to provide the consortium with the software needed for the national level university-wide date base with functionality requested for Student Management Information System, Virtual Educational Information Network and Centralised Student Admission. After the seminar, Steering Group, supported by the expertise provided by the international guests of the seminar, decided that software needed would be designed and developed by the Faculty of Mathematics, Informatics and Mechanics at Warsaw University.

PROJECT OUTPUTS & ACTIVITIES of 1^st project year

Project objective
To design and introduce an integrated management information system (MIS) for academic structures and student affairs at Polish universities

Indicators of achievements to date

Outputs for year 1

5. A plan for further action in the area of Management

Information System in Universities (MISU) developed

University Study Management Software (covering SMIS, VEIN and containing

module for personnel) developed and partially implemented at Warsaw University

and the University of Łódź.

Meeting of the University Information Technology Union organised in June 2000

at Warsaw University.

Task force formed at Adam Mickiewicz University for output 5.2

Activities carried out:

5.1 Designing an integrated general management information systems for Polish

universities

5.2 Preparation of expert studies on individual modules

University Study Management Software (covering SMIS and VEIN) was developed

and partially implemented last year. It was recommended by the University Information Technology Union to be a university standard on national level. As it also includes a module for personnel, together with appropriate software for finance and document management might result in the desired general system.

5.3 Seminar on collaborative actions in the area of management information

systems

Meeting of the University Information Technology Union organised in June 2000 at

Warsaw University. There is a well-founded hope that in a due course a Swedish LADOK like consortium will be established for developing and maintaining the University Study Management System software.

Deviations from plan: One of the conclusions of the Seminar on Models of Student Management Information Systems for Polish Universities (FEB 25-29, 2000) was that no Polish software company is able to provide the consortium with the software needed for the national level university-wide date base with functionality requested for Student Management Information System, Virtual Educational Information Network and Centralised Student Admission. After the seminar, Steering Group, supported by the expertise provided by the international guests of the seminar, decided that software needed would be designed and developed by the Faculty of Mathematics, Informatics and Mechanics at Warsaw University.

PROJECT OUTPUTS & ACTIVITIES of 1^st project year

Project objective
To design and introduce an integrated management information system (MIS) for academic structures and student affairs at Polish universities

Indicators of achievements to date

Outputs for year 1

6. A model for flexible (interdisciplinary) study systems developed

Seminar on interdisciplinary study system organised
Appropriate target groups formed at the Jagiellonian University
Questionnaire on structure and management of interdisciplinary studies
An inventory of Polish interdisciplinary studies based on the above mentioned questionnaire prepared
WEB page of the conference planned for second project year launched

Activities carried out

6.1 Preparation of case studies of EU and Polish models

National seminar on interdisciplinary study systems at PL. universities FEB 18, 2000) was organised. Questionnaire on structure and management of interdisciplinary studies prepared and distributed. An inventory of Polish interdisciplinary studies based on this questionnaire prepared. One study visit was carried out (to the University of Aveiro).

6.2 Conference on flexible (interdisciplinary) study systems - preparatory phase

Preparation of conference schedule. Distribution of information on the conference. Launching the conference WEB page.

Deviations from plan:

Part of E-W mobility postponed (for 2^nd project year), after consultations with EU partners.

PROJECT OUTPUTS & ACTIVITIES of 1^st project year

Project objective
To design and introduce an integrated management information system (MIS) for academic structures and student affairs at Polish universities

Indicators of achievements to date

Outputs for year 1

7. Effective project management ensured

Steering Group meetings organised parallel to each seminar
Monitoring via e-mail and INTERNET ensured
Reporting on the activities and progress made on the WEB page of the project

Activities carried out

6.1 Day-to-day management of the project

6.2 Management meetings and monitoring

Deviations from plan: No deviation.

2. Outputs and Activities

In the year 2000 the New Educational Tools Consortium consisted of the following members:

Adam Mickiewicz University, Poznan (PL)
Catholic University of Lublin, Lublin (PL)
University of Gdańsk, Gdansk (PL)
Jagiellonian University, Krakow (PL)
Maria Curie-Skłodowska University, Lublin (PL)
Nicholas Copernicus University, Toruń (PL)
Pontifical Academy of Theology, Krakow (PL)
University of Silesia, Katowice (PL)
University Accreditation Commission, Poznan (PL)
University of Białystok, Bialystok (PL)
University of Lodź, Lodz (PL)
University of Opole, Opole (PL)
University of Szczecin, Szczecin (PL)
University of Wroclaw, Wroclaw (PL)
Warsaw University, Warsaw (PL)
Christian-Albrechts-Universität, Kiel (D)
Fachhochschule Darmstadt (D)
LADOK Consortium, Umea (S)
Universidade de Aveiro, Aveiro (P)
Universite de Liege, Liege (B)
Universiteit Gent, Gent (B)
University of Warwick, Coventry (UK).

All these institution recently agreed to extend the consortium by two new Polish universities:

CARDINAL STEFAN WYSZYŃSKI UNIVERSITY IN WARSAW

and

WARMIA AND MASURIA UNIVERSITY IN OLSZTYN.

The Co-ordinator has applied to the European Commission for the approval.

Universities participating in this project made substantial progress during last year preparing standards and in recognising functionality needs for the Student Management System and Virtual Educational Network. The partners worked together in:

the Seminar on Interdisciplinary Study Systems at Polish Universities, FEB 18, 2000
the Seminar on Models of Student Management Information Systems for Polish Universities, FEB 25-29, 2000
four seminars on creating University Study Management System, APR 1-2, 2000, APR 19, 2000, MAY 15, 2000, MAY 22, 2000
the University Joint Programming Effort JUL 3-12, 2000.

The discussion and commercial and academic presentations at the Seminar on Models of Student Management Information Systems for Polish Universities showed that:

Appropriate management structures supported by effective management information systems are needed. The partners in this project have already proceeded with major administration reforms. Most of them undertook different reforms in the area of management structures and introduction of IT tools for information management. Most Polish universities have computerised databases for student registration and performance, but only at the faculty level. Therefore, each university most immediate need is to integrate these systems into one university-wide date base. Another challenge faced by Polish universities is the introduction of a new admission procedure. Traditionally, a student is admitted to a faculty, which has its own admission procedure, usually lengthy and inefficient, and this makes a subsequent flow of students between the faculties very difficult.
No Polish software company is able to provide the consortium with the software needed for the national level university-wide date base with functionality requested for Student Management Information System, Virtual Educational Information Network and Centralised Student Admission. After the seminar, Steering Group, supported by the expertise provided by the international guests of the seminar, decided that software needed would be designed and developed by the Faculty of Mathematics, Informatics and Mechanics at Warsaw University. Then two target groups were formed. One for the University Study Management (preparing IT tools for the Student Management System including Interdisciplinary Study and for the Virtual Educational Network) and one for the Centralised Student Admission. The groups consist of programmers (gifted students of the Faculty) and their professors (designing, co-ordinating and supervising students' job). Professor Janina Mincer-Daszkiewicz, Vice-Dean of the Faculty leads both groups. In order to speed up designing and developing the software and to get other consortium members more involved in the project four seminars on creating University Study Management System and University Joint Programming Effort were organised. Meanwhile an open structure purchase and delivery agreement for ORACLE database software has been negotiated and approved by the contractor on the basis of allocation by tender - three independent offers rule. In 2000 the software provider "Oracle Polska Sp. z o.o." delivered 192 named-user licences for Oracle 8iSE and Oracle Application Server and 11, 1, 1, 3, 6 named-user licences for the tools Web DB, Designer, Jdeveloper, Reports and Forms, respectively. The licences are initially distributed among the partners as indicated in the table

Members of the Consortium		Distribution of the ORACLE licences
"NEW EDUCATIONAL TOOLS"		ENGN	JAVD	WEBDB	DSGN	REPS	FORMS
1	Catholic University of Lublin	5
2	Pontifical Academy of Theology	5
3	Adama Mickiewicz University	20
4	University of Białostok	5
5	University of Gdańsk	8
6	Jagiellonian University	20					1
7	University Accreditation Commission	13					1
8	University of Łódź	25		4		1	1
9	University of Maria Curie-Skłodowska	5
10	Nicholas Copernicus University	8					1
11	University of Opole	5
12	University of Szczecin	5
13	University of Silesia	20				1	1
14	Warsaw University	40	1	7	1	1	1
15	University of Wrocław	8
	TOTAL	192	1	11	1	3	6

In the second year the Steering Committee may redistribute the licences between the partners according to their involvement in the Project. More licences on Web DB, Designer, Reports and Forms will be delivered in 2001.

The decisions and actions described above resulted in creating first version of Oracle based software called in Polish Uniwersytecki System Obsługi Studiów (University Study Management System). The system provides integrated IT tools for Student Management including Interdisciplinary Study and for the Virtual Educational Network). The system was presented in June, 2000 to the audience of Uniwersyteckie Porozumienie Informatyczne (a meeting of the University Information Technology Union which is a collective body operating on national level consisting of Rectors and/or Vice-Rectors of Polish comprehensive universities).

3. Project Management and Networking

As a result of the presentation mentioned above, the University Information Technology Union decided to recommend the system for implementation at each university. It was also decided that the University Information Technology Union would be the Steering Committee of the project. There is a well-founded hope that in a due course a Swedish LADOK like consortium will be established for developing and maintaining the University Study Management System software.

The day-to-day management of the project is provided by the Steering group consisting of

Prof. Marek Kręglewski from Adam Mickiewicz University (the chair);
Prof. Marek Wąsowicz , Vice-Rector of Warsaw University;
Prof. Stefan Jackowski , Dean of the Faculty of Mathematics, Informatics and Mechanics at Warsaw University;
Prof. Marek Kowalski, Co-ordinator of the Project,
Dr. Ewa Magiera from the University of Silesia, Rectors Deputy,
Prof. Janusz Mrozek from Jagiellonian University, Rectors Deputy.

In addition the University Accreditation Commission serves as a supervisory board for the Project. The communication between the consortium members is co-ordinated and sustained through e-mail and the WEB page of the project www.mimuw.edu.pl/NET.

4. Conclusions

The software for University Study Management System is being constantly developed, and the newest version is available to all consortium members through INTERNET and together with an extensive general level description can be downloaded from the project WEB page. The system is being tested and implemented at

the Faculty of Mathematics, Informatics and Mechanics at Warsaw University
Faculty of Mathematics at the University of Łodź
and, by recommendation of the University Accreditation Commission, at Cardinal Stefan Wyszyński University in Warsaw (all departments).

Software and registration procedure for the Centralised Student Admission System have been also developed by the second target group at the Faculty of Mathematics, Informatics and Mechanics. They were successfully implemented at the university level in Warsaw University during the summer admission. Over 10 000 candidates were served by the system. The registration and some application of the software were presented to the participants of the University Information Technology Union Meeting on Friday June 9, 2000 getting high acclamation