On 30 September 2023, we successfully completed our APP subproject (‘Application and Allocation of Study Places’). From now on, all applications and allocations of study places will be managed using the new HISinOne campus management system.
The new campus management system ‘HISinOne’ by HIS?eG is to be implemented as part of a major 10-year project involving employees from a wide range of areas and departments at Friedrich Schiller University Jena. In the course of the implementation, all administrative processes related to the student life cycle will be scrutinized and then evaluated and adapted step by step to standardize them comprehensively. This will be based on a professional acceptance and change management process that is designed to ensure successful project planning, structuring and design.
The section General information contains a list of the project goals as well as an overview of the overall project schedule, project organization and the responsible contact persons. For further information on the sub-projects (e.g. range of features of the modules that are to be introduced, project schedule and project status), please see here.
HISinOne is to be implemented over a period of almost nine years. In the course of a preliminary project, three sub-projects were conceived, in which the product areas APP (application and allocation of study places), STU (student and fee management) and EXA (examination, course and room management) of the HISinOne system are to be introduced in line with the respective requirements of the departments (including the University Administration, faculties and student representation).
HISinOne will be introduced in a major University-wide project, directly involving a large number of University employees in order to be able to map the complex business processes in the system in accordance with the high requirements. The project structure is shown in the organizational charts, which list the project-wide committees, but also the employees involved in the individual sub-projects and their roles.
Please see here for the contact details of the HISinOne Project Management Team. If you have further questions about the HISinOne implementation project, the Service Desk, the Friedolin 2.0 Portal, related topics, or if you are in need of training, please do not hesitate to contact the members of the Project Office.
Friedolin is short for ‘Friedrich-Schiller-Universit?t online’ and is the campus management system of the University of Jena. You can access it here: https://friedolin.uni-jena.deExternal link. It provides administrative and support features for all areas of the student life cycle, from the application and re-registration to the posting of grades and overviews. In 1999, HIS?GmbH laid the foundation for this with the introduction of the module ‘Lehre, Studium, Forschung’ (in short: LSF; ‘Teaching, Studies, Research’). LSF (originally called ‘elektronisches Vorlesungsverzeichnis’ (eVV; electronic course catalogue)) allowed it to publish the course catalogue of the University online for the first time. In the following years, the eVV replaced the printed course catalogue. Since the summer semester of 2005, LSF/eVV was used throughout the University. One exception was the Faculty of Medicine with the University Hospital, which relied on its own electronic system due to special requirements. In the winter semester 2007/08, the faculties switched to modularized study programmes (bachelor’s/master’s programmes) for the first time on a larger scale. The new study formats resulted in new requirements for the administration, among other things. To support them and limit the additional workload, the HISPOS examination management system, which was already in use in some examinations offices, was expanded. In the winter semester 2008/09, the first QIS modules were launched at the humanities faculties. Friedolin was introduced and in the following years it was expanded and used more and more extensively.
Friedolin 2.0 (working title in the preliminary project)
Following the announcement by HIS?eG that it was gradually phasing out the ageing GX/QIS product series, the University of Jena decided in?2018 to introduce a new system. The market of of campus management softwares in German-speaking countries is relatively small, with only a few comprehensive software solutions, each of which has its advantages and disadvantages. After several years of observing the market, exchange with other universities, and a two-year phase of using a competing product in the course of Thuringia's pioneering role in the Dialogue-oriented Service Procedure ‘DoSV’, the University Management in?2018 unanimously decided on a preliminary project with HIS?eG and the successor product HISinOne. In October 2018, the contracts for the preliminary project were signed and a steering group was set up. This group was tasked, among other things, with developing a project structure and setting up a support structure among interested stakeholders such as the faculties, Administration, Computer Centre and Student Representative Committee. The preliminary project was launched in March 2019. From April onwards, several kick-off workshops were held with the faculties, the Administration, the Computer Centre and members of the Student Representative Committee, as well as individual project working groups, in order to coordinate the preliminary project and to prepare and agree on the requirements for the future system. The replacement and transfer of the system was assumed to be a process lasting several years to be successively implemented following a positive evaluation of the preliminary project phase.
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Product presentation of the manufacturer HIS eG in the assembly hall
Image: Kerstin SchmidtIn the first sub-project dedicated to the product area “Application and allocation of study places”, the following features will be fully operational from the 1st quarter of 2023:
The second sub-project phase (STU) will cover the functional product areas of student and fee management. This project phase will run from 1/10/2022 until 30/06/2025.
The first phase of this project period (01/10/2022-1/08/2023) is dedicated to process management. Working alongside representatives (key users) from all involved departments, our process workshops will focus on developing target processes by taking existing HIS eG processes as a reference. We will review these processes, discuss them and—if necessary—adapt them to the university's needs. To ensure the transparent and productive introduction of subproject 2 (STU), it is very important to us that all stakeholders are equally involved.
The new system will offer STU target groups the following features:
The third sub-project phase (EXA) will cover the functional product areas of degree programme, examination, course and room management. This project phase will run from 01/04/2022 until 31/12/2028.
The first phase of this project period (01/04/2022-30/09/2024) is dedicated to process management. Working alongside representatives (key users) from all faculties and departments involved, our process workshops will focus on developing target processes by taking existing HIS eG processes as a reference. We will review these processes, discuss them and—if necessary—adapt them to the university's needs. To ensure the transparent and productive introduction of subproject 3 (EXA), it is very important to us that all stakeholders are equally involved.
The new system will offer EXA target groups the following features:
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