University Administration Systems

The Administrative Systems Division has developed a lot of applications for various departments in the University.  Most of the applications are developed in-house and tailor-made to the specific requirements of a department.   Software packages, because of their ready-made functions, will also be used if they can suit the specific need of a department.  AMSD can offer help to a department in every aspects of a software project such as requirement study, software evaluation, system implementation, customization and training.

The following list provides a brief introduction to the major and prominent applications (grouped by departments/sections) developed or supported by the Administrative Systems Division.  If you have any questions concerning the details on specific applications, please feel free to contact us during office hours.

Email Forwarding System
This system provides an email alias to CU alumni. The emails received will be forwarded to the designated email address specified by the user.

Online Donation System
This online system accepts donations by credit cards on the web.

TOP

SAP Financial System

This system provides major functions for the processing and management of accounting data and preparation of financial reports.  Current modules in use include General Ledger, Accounts Receivable, Accounts Payable, Controlling, Fixed Assets, Material Management, Purchasing and the Project System.

This system provides functions to manage University's investments on time deposits.

This system provides functions to allocate the returns generated from different investments to the involved investors according to different algorithms.

PGS Payment System

This system generates monthly payments for postgraduate studentship.

The Student Account System handles the diverse payment requirements and schedules defined by the different academic departments in CUHK especially the self-finance programmes. The client/server based system forms an integration with AMSD’s other application systems such as SRAS, SAP, Admission System, GSO’s SIS, PGS Payment System, Student Hostel Fee System, e-Student Registration System, IELTS Reimbursement Application System, etc. The on-line linkage with these systems has streamlined the student financial matters among the Bursary, Colleges, Faculties and other administration offices, thus reduced a lot of operational and manual work processes. Decentralized or customized functions are accessible at the following offices:

• Office of Admissions and Financial Aid

• Registration and Examinations Section

• Graduate School Office

• Faculty of Education

• Faculty of Medicine

• College Offices (CC, NA. SC, UC)

• Office of Academic Links

• Office of Student Affairs

The system has facilitated students to pay the student fees and transcript application fee via the Phone Payment Service (PPS), HSBC ATM and Jetco banking machines.

The ePayment System has facilitated the students to enquire their student fee debit notes through the Internet. Moreover, through the interface with EPS Company (HK)’s Shop and Buy System, students can settle their debit notes and late payment charges using their own PPS account on the same platform.

This system allows Bursary to send student fee correspondences such as debit notes or overdue reminders to students via Campus Wide Email System.

This system provides functions to facilitate fund allocation, budget simulation, preparation, approval, revision, monitor and control.

This system is comprised of the following sub-systems:

Process Personnel Interface Transaction - This subsystem is an interfacing system for Payroll Office users to process 'personnel' related transactions from the Personnel System. 'Personnel' related transactions include new appointment, change appointment, appointment termination, no pay leave, cross bar, etc.

Addition / Deduction - This subsystem facilitates users to capture and generate the additions and deductions of staff.

Payroll Payment - This subsystem facilitates users to generate payroll for staff payment. It also provide various enquiry and reporting functions on staff payment information.

Salary Revision - This subsystem facilitates users to handle the annual salary revision and back pay.

Superannuation - This subsystem facilitate users to carry out the daily operation related to the Retirement Scheme, e.g. maintain Beneficiary Notification Letter, Staff Loan, Investment Option, etc.

Gratuity - This subsystem allows users to cater for the provision and payment of contract end gratuity.

The Taxation System has integrated with the UPPS system and provides automated process to generate annual taxation data of CUHK’s staffs as well as staffs leaving CUHK for submission to Inland Revenue Department of Hong Kong.

This system facilitates users to administer the ORSO 1995 Scheme. It provides functions for the enrolment, monthly contribution, investment return allocation, investment option switch, member termination, early withdrawal, etc.

This system facilitates users to capture the home financing scheme information.

The system facilitates users to capture the medical reimbursement claim and generate various reports for insurance company, UHS and PWH.

This system facilitates users to project staff cost, both recurrent and non-recurrent payment for the remaining period of the current budget year and the next budget year.

TOP

This system captures and maintains financial data. Reports are available for revealing financial status of the College.

This system captures the attendance of student assembly or dinner lecture, and allows students to check their attendance and assessment.

Self-Learning Resource Centre Management System

This is an e-library system that allows online search, checking out books, reserving books, etc.

This system allows students or staff to enroll for a course or activity offered by the College.

This online system allows the College to send mass email to its students by selection of various parameters.

The is an online help desk system that allows user to search or browse frequent asked questions.

This online system allows the students to book various resources provided by the College.

This system posts news to students, staff, and alumni of the College for better communication.

TOP

Staff Community and Chinese University Administrative Service System
This system provides functions to record, submit, maintain, and view services to the community and to The Chinese University rendered by the staff via the Internet.
 

TOP

This system makes use of the Plant Maintenance module of the SAP system to manage the operation and maintenance works on campus facilities and the Human Resources module to capture staff master records and leave records to facilitate staff assignment to maintenance works orders and scheduling.

TOP

The system provides functions for Graduate School to handle applications for Postgraduate admissions. It facilitates the tracking of each round of the application process and the monitoring of student quota allocation status. Internet enquiry of application progress allows each applicant to better understand their current application status. Yearly admission statistics reports also provide management with valuable information in order to make enrollment more competitive.

The system provides Graduate School with functions to easily transform the complicated study schemes from handbook to systematic computer format which makes the computerized monitoring of student's academic progress possible.

The system provides modular functions for Graduate School to monitor the academic progress of each student in the academic year term. It eliminates the need for the huge human resources that are required for manual monitoring of progress term by term, course by course and even unit by unit. It also guarantees that most of the students will be able to properly follow and successfully complete their own study schemes within their study periods. As students approach their graduation, it also provides concise reports for Graduate Council to make recommendations on degree awarding.

The system provides an integrated platform to record and handle students?academic activities, which reduces the amount of human resources and manual work required, especially during peak seasons. It also provides individual student information or consolidated student data to other departments, which facilities the integration of the University systems. New university academic policies can also be easily implemented on the integrated platform.

The system provides functions to facilitate the process of thesis monitoring and assessment. Major functions include thesis submission, examiner nomination, thesis assessment, etc. The System speeds up the thesis assessment turnaround time especially in the nomination of external examiners to form the Thesis/Assessment Committee.

The system provides functions to capture Academic Grants Forms and record the grants approval status. It also provides functions to print relevant letters by batch.

The system provides functions to capture Postgraduate programme teaching timetable data. The teaching timetable data are generated in different formats for inquiry or academic processes.

The system provides a web site for applicants to submit application forms for admission, enquire about admission status, and perform on-line registration. It also provides functions for students to change personal particulars, perform  courses add/drop, and retrieve student and course information through the Internet.

This web module allows newly admitted students to input their registration information via the Internet while the back office module has created interface with the SIS system and Bursary?s Student Accounts System to monitor the progress of student’s tuition fee payment and do the registration automatically.

TOP

Student Hostel System
This system has fulfilled the diverse needs of various hostel offices especially the Postgraduate Hall Complex which requires the students to pay their rent on monthly basis instead of term basis. The interface between the Student Hostel Fee System and Bursary’s Student Account System has streamlined the year-round hostel fee billing and collection process. The system accessible at the following hostels:

• Chung Chi College

• New Asia College

• Shaw College

• United College

• Postgraduate Hall Complex

• Prince of Wales Hospital

TOP

TOP

Guest Information System
This system records and processes information of guests invited by the University to specific ceremonies or functions like congregation.
 

TOP

Student Records and Management System
This is a centralized system for hosting of all exchange students from overseas. It provides functions for keeping and analyzing data of the students' home university and exchange programme.

Incoming Exchange Student Application System
This system provides a web-based application form submission function for applicants residing overseas. A series of back office functions are available for monitoring and tracking of progress of application.

Outgoing Exchange Student Application System
This system provides a web-based application form submission function for applicants of current students of the University. A series of back office functions are available for monitoring and tracking of progress of application.

TOP

This system provides functions for undergraduate admissions.

This system provide functions for compiling of various statistical/management information reports.

This system provides functions for applicant information retrieval via the intranet.

This system provides functions for the central admissions office to manage news distribution and the target readers to view appropriate news via the intranet.

This system provides functions for admissions workflow management via the intranet.

TOP

This system maintains the curriculum structure, study programme requirements and course inventory provided by the University.

TOP

This is an online web-based system for students to submit application for reimbursement of CEPAS-IELTS test fees. Reimbursement is paid by auto-pay to student's bank account.

TOP

Student Records System
This is a core system which keeps basic student profile for all students in the university. It accepts student records from Undergraduate Admissions System. It also accepts student records through manual input. It provides functions for maintenance of personal particulars such as change of name and address etc. The database serves as a central reference for a series of student related application systems.

Student Registration System
This system provides functions to do student registration in relation to payment of student fees. Automatic interfacing with CU Link Card Centre is established for printing of Student ID Card. Online function for individual student registration is also available.

Electronic Course Registration (eCR)
This system consists of two major components i.e. web-based and telephone-based. It provides an online real-time platform for students to register courses of major and minor studies. An email is sent to students gone through web-based component as a reference of successful course registration. A back office module is also available for setting up course registration criteria, department announcements and control of the process of course registration. Enquiry of course registration criteria, department announcements, and major/minor pre-assigned courses are available on web for all students, teachers, and department users.

Computer Course Allocation
This system accepts choices of elective courses from the students through the Internet. The courses are then allocated to the students according to quota restrictions and departmental requirements in a batch.

Integrated Course Add/Drop System
This system provides a common platform for students to add or drop a course registered through eCR or Computer Course Allocation during course add/drop period.

Integrated Course Registration Result Publishing System
This is a control system to disseminate proper batch of class lists and student course registers to the target destinations or users. It also provides function to print class list and course register. Departments or students can retrieve relevant class lists and course registers through the Internet with proper sign-on. Each student also receives an electronic course register copy through email.

Grade Capturing System
This system provides a common platform for both department users and teachers to enter course grades and marks. Special functions are available to help users in the grading process e.g. default grade assignment, grade distribution analysis, and assigning grades according to percentage etc. These special functions are very helpful in meeting very tight grade submission deadline.

Student Academic Report System
This is a printing and distribution system to notify the students about their academic results after their course examinations on a term basis. A copy of academic report is sent to the students through email and the same copy is also available for enquiry through the Internet.

Transcript Issuance System
This system involves a front end web-based application submission function, process application tracking function, transcript freezing function, and transcript printing function. The application submission function is open to all alumni and current students. To provide convenience in fee paying and collection, the web-based application submission function is linked up with Recurrent Payment System provided by the bank concerned.

Certifying Letter Issuance System
This system involves a front end web-based application submission function, a  process application tracking function, and a letter printing  function. The application submission function is open to all alumni and current students. To provide convenience in fee paying and collection, the web-based application submission function is linked up with Recurrent Payment System provided by the bank concerned.

IT Proficiency Test System
This system handles the special university overall requirement that all students must be graduated with IT proficiency either by examination or exemption. The system automatically schedules the timetable of classroom learning and examination for each student. Examination results are published through the Internet for enquiry of each department.

Academic Progress Monitoring System
This system sets up overall academic progress requirements for all study programmes. Together with the requirements specified in Curriculum Maintenance System, students are assessed at term end and year end according to their academic achievements in the concerned academic term or academic year. Exception reports are produced and sent to concerned departments for follow-up actions.

Graduation Assessment System
This system sets up overall graduation requirements for all study programmes. Students are assessed after their final term/year of study according to their academic achievements in the course of study at the University. A series of formal reports such as Graduation List, Honours List, Failure List, Cumulative Summary of Academic Results, etc. are generated for council approval. Records of those approved graduates are then transmitted to ASCEND which is a software package for maintenance of alumni records.

Graduation Certificate Printing System
This system prints graduation certificate for each student upon his/her graduation from the University. Special setup has been carried out to cater for particular requirements of certificate layout, Chinese font and security.

RES Web System
This system provides a 'portal' like web site for students, teachers, and academic departments to request for services, retrieve information regarding registry services, and enter the other registry related web-based systems. A back office module is provided for the web administrator to manipulate the web menu structure, control of availability of web links, publishing of documents etc.
 

Common Data Collection Form (CDCF) - This subsystem provides data and information of student admission, registration, and graduation for analysis. A series of Excel files, pertaining to UGC's requirements, are generated and submitted to UGC.
Enrolment Statistics - This subsystem provides a series of reports revealing the student counts currently registered at the University. A series of reports are generated and posted on web on a quarterly basis for reference for all departments.
Academic Statistics - This subsystem generates reports for analysis of teaching load and space utilization on a term basis. The reports are posted on web for reference for all departments.

Student Data Centre System
This is a centralized repository of student records and registration details of all current students and last year graduates for departmental enquiry. A series of online enquiry and hardcopy reports are available for departments to help their daily operation.

This is a centralized repository of course achievements of all current students and last year graduates for departmental retrieval. A series of online enquiry and hardcopy reports are available for all departments' enquiry and analysis purposes.

This is a centralized timetable planning system for teaching purpose. Specific types of constraints are captured through on-line function for subsequent timetable scheduling. Analysis reports are available for checking and refining purposes. The final teaching timetable is posted on web for public enquiry. A special function, Timetable Planner, is available on web for students to simulate their own timetable before actual course registration process.

This is a centralized timetable planning system for examination purpose. Scheduling of examination timetable is produced in consideration of student examination loading. Analysis reports are produced for checking and refining purposes. There are two additional subsystems for completing the whole process of examination arrangement:

Seating Plan - Taking into consideration of venue capacity, students are arranged to have a proper seat and examination number in the venue according to the examination timetable produced. The result of seating plan is posted on web for enquiry by students.

Invigilator Assignment - Invigilators are assigned to examination venue or course according to recommendations submitted by academic departments and the examination timetable produced. Notifications are printed accordingly for individual invigilator's reference.

This is a centralized system which maintains the occupancy or availability of all classrooms at the University. It provides functions for block or single booking of classroom over a period of time or a specific time slot. Interfacing with Teaching Timetable System allows the system to prevent those teaching time slots from being booked. Extension of service is available for the following entities:

Student Society - Pre-registered student societies can submit their booking requests through the Internet. The requests are then confirmed by back office staff and email notifications sent.

Classroom Manager - This is a web-based on-line enquiry and printing module for classroom managers to monitor the usage of classroom and assignment of staff in setting up the classroom.

TOP

1. search for information of companies which register in the System and the job openings offered by these companies;

2. create and store individual application letters and resumes;
3. provide and obtain information through the job matching functions of the System; and
4. send on-line applications to employers.

Student Non-formal Education and Services System
A database system that captures, maintains and reports students' non-formal education and services.
 

OSA Web Information System
This system provides information portal web site for students, staff and employers about the services and activities provided by OSA.
 

TOP

This system allows user to capture new recruits and appointment movements information and make staff cost commitment to the departmental One-line Budget. It also supports printing of Letter of Appointment for designated post groups.

This system facilitates users to maintain personal and appointment related data. It also provides functions for staff evaluation, appointment termination, enquiries, reporting etc.

This system helps to remind users on the contract end cases and also facilitates users to monitor on the contract renewal progress.

This system facilitates users to maintain the establishment information.

This system facilitates users to support the operation of the Staff Medical Benefit Scheme. Major operations include membership registration, medical charges for staff/department, enquires, reporting, etc.

This system facilitates users to capture leave application, calculate balance, and handle payment in-lieu for appointees under pre-90 and 90 leave scheme.

This system facilitates users to generate IRD Form for submission to government for new recruits.

This system facilitates users to capture staff member option, calculate MPF contribution, interface enrolment, leaver and contribution information to MPF Trustee. Enquires and reporting functions are also provided.

This system facilitates users to erase historical 'personal related' data of leavers according to the Privacy Code of Practice.

This system facilitates full-time staff to view their own information such as Medical Benefits and Leave Benefits through the Internet.

TOP

Research Projects Information System
This system provides functions to maintain and enquire research projects.

TOP

Sir Run Run Shaw Hall Venue Booking, Staff Roastering and Office Workflow Management System
This system provides functions for SRRSH in venue booking (and subsequent administration), staff roaster handling, and office workflow automation via the Internet.
 

TOP

UHS Information System
This system is an integrated management system which includes the Appointment Booking System, Out-patient Registration System, Patient Queuing and Calling System, Nursing Srvice System, Dispensary System, Diagnosis System and Management Reporting System. The overall system helps to streamline and facilitate services provided by the UHS. Through these user-friendly systems, patients, doctors, nurses, counter staffs, and dispensers can interact with one another in a more efficient and effective manner.

TOP

TOP