Pictogram showing two folders emerging from laptop screen.

Digitalisation in administration

Electronic processes, files and services
Pictogram showing two folders emerging from laptop screen.
Image: Adobe Stock

The services of our administration should be easily accessible to users at all times. They should be able to submit their requests digitally - without printing, scanning, postal routes and paper consumption. Processing can also take place transparently and quickly in digital processes. This efficient collaboration without media discontinuities creates attractive and modern workplaces in the office and home office and makes a decisive contribution to the satisfaction of our students and staff.

The University of Jena is dedicating itself to digitalisation in administration with several large IT projects through the introduction of the new campus management system HISinOne, the ERP system from SAP and the document management system d.velop documents. The projects are closely intertwined and together provide a precisely coordinated overall solution from a functional and technical point of view. Last but not least, this forms the basis for the implementation of user-friendly solutions in the sense of the Online Access Act.

Strategically, the projects are coordinated and driven forward by a cross-project steering committee of the digitalization projects.

Cross-project steering committee of the digitalization projects

  • Purpose

    The cross-project steering committee of the digitalisation projects is the strategic guiding board for the implementation of the administrative digitalisation projects at Friedrich Schiller University Jena. The committee represents the highest escalation instance in the administrative digitalisation projects to be steered and advises in particular on strategic topics as cross-project governance.

  • Tasks

    The tasks of the steering committee include, in particular, advising and deciding on

    • conflicts and escalations within and across projects,
    • the release of budget-relevant financial and human resources, as well as the handling of change requests,
    • cross-project developments such as the coordination of technical interfaces between the systems, the coordination of changes to common process models or adjustments in the allocation of human resources,
    • the progress of the project,
    • and receiving reports from the project managers.
  • Members

    The steering committee is composed of the following voting members:

    • Chancellor,
    • Head of the Office for Digital Transformation,
    • Head of the University Computer Centre,
    • representative of the faculty executive boards,
    • representative of the divisions,
    • representative of the vice-presidencies, and
    • an external advisory member.

    The steering committee includes the following advisory members:

    • Representative of the Staff Council,
    • Project managers of the administrative digitalisation projects,
    • Head of the Division of Student Affairs,
    • Head of the Division of Finance and Procurement,
    • Head of the Division of Construction and Facility Management,
    • Head of the Division of Human Resources.

    The steering committee is headed by the Chancellor of the Friedrich Schiller University Jena.

Current projects for a digital administration

  • Campus Management System

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    The implementation of the new campus management system HISinOne serves the digital management of processes surrounding the student life cycle.

    Student life cycle and range of HISinOne features
    Graphic: Dr. Thomas Schneider / Carolin Will

  • Document Management System

    The document management system d.velop documents is being introduced for the digital administration of files and documents. The goal is, among other things, an electronic student file and a third-party funding file as well as electronic processes for invoice entry and business travel management.

    Mehrere Laptops an denen Personen arbeiten
    Image: Marvin Meyer (unsplash)

  • Realisation of the Online Access Act

    The basic aim of the project is to implement at the University of Jena the requirements of the Online Access Act and the processes listed in LEIKA, digitally and without media discontinuity in the sense of the maturity model.

    Two signs with the words Administration 2.0 and Digitalization point in the same direction.
    Image: Adobe Stock