1. Degree Tracking System (DTS) to improve the Efficiency and Effectiveness of ODL System – A case study of AIOU
Hatib Shabbir, Kamran Mir and Shakeel Ahmed Khan
Allama Iqbal Open University, Pakistan
KAMRAN MIR
IN-CHARGE SOFTWARE SECTION / ASST. SYSTEM PROGRAMMER
Presenter:
ALLAMA IQBAL OPEN UNIVERSITY, ISLAMABAD

2. Presentation Outline Self and AIOU Introduction
Introduction to Degree Tracking System
Literature Review
Objective
System Architecture
Reports & Analytics
Conclusion

3. Design and Development of an Online Degree Tracking System
1. Self Introduction
Asst. System Programmer at AIOU
PhD (Computer Science) Scholar, AIOU
MS (Computer Science ), AIOU
MS (Remote Sensing & GIS), NUST
BS (Computer Science), AIOU

4. 1. Self Introduction – Research Areas
Design and Development of an Online Degree Tracking System
1. Self Introduction – Research Areas
Mobile Assessment in ODL
SMS (Short Messaging Service)
GIS in Distance Education
SDSS for ODL Management
ICT support in Distance Education 4

5. 1. Introduction to AIOU Among the 17 Mega Universities of the World
First Distance Education University in South Asia
Among the 17 Mega Universities of the World
1.3 Million students enrollment per annum
More than 40 regional campuses nationwide and overseas
Education from basic to doctoral level programs
More than 2000 courses are offered in each semester

6. AIOU Regional Network

7. 2. Introduction to Student Support System
Design and Development of an Online Degree Tracking System
2. Introduction to Student Support System
AIOU providing education to masses
1.3 million students / year
58% belong to rural areas
Degree Tracking Services
Application received SMS &
(By hand and by post)
Objection raised SMS &
Online tracking facility (by roll number & Tracking Number)
Degree issuance SMS & (degree number & dispatch date)

8. 2. Sources of Degree Tracking
Design and Development of an Online Degree Tracking System
2. Sources of Degree Tracking

9. Design and Development of an Online Degree Tracking System
3. Literature Review
There are six critical e-learning success factors as perceived by students
Pedagogical
Technological
Evaluation
Resource support
Interface design
AND Administrative
(Puri, 2012)

10. Design and Development of an Online Degree Tracking System
3. Literature Review
By merging Open Distance Learning (ODL) methods with modern information technologies like internet and World Wide Web (WWW), might contribute to overcome the challenges faced by ODL systems these days and also help meet the future needs of the students (Ford et al. 1996).
Research shows that the two important factors: the graphical user interface (GUI) and the end users expertise and motivation are the key factors to make any software system successful (Reeves 1992).
Web based ODL systems are more successful and result oriented than traditional systems (Barker & King 1993).
The well planned and managed ODL systems are economically viable than traditional systems (RUMBLE, G. 1997).

11. Design and Development of an Online Degree Tracking System
4. Objective
“To design and develop an online degree tracking system which will automate the whole manual/semi-automated procedure from degree application to degree issuance”

12. 5. System Architecture / Three Tier Model
Design and Development of an Online Degree Tracking System
5. System Architecture / Three Tier Model
Client Tier
Middle Tier
Data Sources
AIOU Staff
HESK Opensource
Internet
Internet
REST
Student
Mobile
Network
SMS Server

13. Design and Development of an Online Degree Tracking System
5. Database E-R

14. Design and Development of an Online Degree Tracking System
6. Comparison
Old System
Dy. Num
Objection Dy. Num
Objection
Degree Issuance Section
Step 4
Record Section
Step 2
a. Entry
Verification Section
Step 3
a. Entry
b. Dy.Num
a. Dy.Num
Entry
Objection
Student
step1
Document Submission

15. 6. Comparison Current System (DTS)
Design and Development of an Online Degree Tracking System
6. Comparison
Current System (DTS)
Degree Issuance Section
Step 4
Record Section
Step 2
a. Entry
Verification Section
Step 3
b. Tracking ID
Objection (SMS)
Objection (SMS)
Objection (SMS)
Student
Step 1
Degree & Registry Num
(SMS)

16. Design and Development of an Online Degree Tracking System
Record Section
Old Practice
Each person deals with specific programs.
After taking documents from students, they are given to that specific person who has to enter all the data manually.
DTS Practice
No duplication of data
One time entry
Assigning the task to relevant person using a centralized system
Less work and fast response

17. Design and Development of an Online Degree Tracking System
Verification Section
Old Practice
After entering the data record section prepares the record card of that student on which they enter the courses of that program and forwards the case to the verification section where they verify the result and write numbers of each course on record card and enter the data again into their system.
DTS Practice
The student record card is prepared automatically if all the programs and courses are saved once and for each degree case verification section don’t have to enter student record again and again.

18. Degree Issuance Section
Design and Development of an Online Degree Tracking System
Degree Issuance Section
Old Practice
After verification the record is being sent to degree issuance section where they enter the record again with the degree number which they issue along with the postal registry number.
Current Practice (DTS)
Staff would only enter the degree number and postal registry number which would be notified to the student through and SMS.

19. Observations / Objections:
Design and Development of an Online Degree Tracking System
Observations / Objections:
Old Practice
During the process if any section has any observation on degree case, the case is sent back to the record section with the observation to be communicated with student.
DTS Practice
All the observations are present in the system. Respective section just select the observation and the student is notified with it automatically via SMS and

20. Interface for Students
Design and Development of an Online Degree Tracking System
Interface for Students

21. Design and Development of an Online Degree Tracking System
Reports and Analytics

22. Design and Development of an Online Degree Tracking System
Daily Report

23. Design and Development of an Online Degree Tracking System
Monthly Report

24. Design and Development of an Online Degree Tracking System
User’s Report

25. Design and Development of an Online Degree Tracking System
Category wise Report

26. Design and Development of an Online Degree Tracking System
Conclusion
DTS has improved the whole process from degree application to degree issuance
This has speed up the whole process due to less data entry work and fast communication with student via SMS and s
This will increase the student satisfaction and ultimately increasing Efficiency and Effectiveness of ODL System