Transcript during the event - HKU Information Technology Services

Enhancement of the
Event Management System
Information Technology Services
Knowledge Exchange Office
Management Information Unit
January 14, 2013
Agenda
1. Why is it necessary to enhance the EMS?
2. What are the new features?
3. Walkthrough by ITS
Background on KE
• Recognition of Knowledge Exchange (KE) as
one of the 3 missions of higher education
(alongside Teaching & Learning and Research)
 Formally by UGC since 2009
 Institutional commitment – KE as one of
the 3 themes in HKU 2009-2014 Strategic
Development Plan
HKU Definition of KE
• Engaging with society, with business,
government or the public, to generate,
acquire, apply and make accessible the
knowledge needed to enhance material,
human, social, cultural and environmental
well-being
KE Performance Indicators (1)
• UGC started with economically driven list in 2009:
 Patents, Licenses, Income & Expenditure from
IPR, Spin-off Companies
 Collaborative Research, Contract Research,
Consultancies
 Continuing Professional Development (CPD)
Courses
 Equipment and Facilities Service Agreements
etc.
KE Performance Indicators (2)
• HKU proposed additional indicators related to community
engagement, including:
 Public lectures; Performances and exhibitions
 Memberships of HKU staff on external advisory bodies
 Books and other media for non-academic audiences;
KE websites
 Placements/Internships; Mentors from outside HKU;
External members on HKU advisory committees
 Positive media impact related to knowledge transfer
coverage; Number of staff available for media contact
 Open access indicators
Regularisation in CDCF
• In mid-October 2012, UGC incorporated KE in
CDCF.
• Starting from the 2012/13 CDCF exercise,
UGC-funded institutions are required to
submit data under 4 new tables on KE.
• Table 74: Social, Community and Cultural
Engagement
• Annual CDCF exercise co-ordinated by MIU
Social, Community and
Cultural Engagement
• Events to be reported in CDCF:
 Public Lectures
 Performance Arts (music, dance, drama
etc.)
 Exhibitions
• CPD Short Courses (and other indicators not
yet incorporated in CDCF) continue to be
reported in KE annual report for the time
being
UGC Definitions (1)
• Public Event
 Disregarding the venue for hosting the
event, target audience should not be
coming from the
department/faculty/institution itself. The
goal of such events should be for the
broader benefits of the general public but
not just staff and students.
UGC Definitions (2)
• Continuing Professional Development (CPD) Course
 Training programmes for learners already in work
who are undertaking the course for purposes of
professional development/ upskilling/ workforce
development, i.e. it does not relate to
undergraduate courses where students go on
placement
 Mainstream teaching activities, on-the-job
professional support or consultancy provided on a
retainer/contingency basis, and sub-degree courses
are excluded.
Data Collection Process
• Faculty representatives on
the KE Working Group
considered that since
reporting under CDCF is for
the long term, the data
collection process should be
automated using the EMS in
order to reduce the burden
of manual data collection on
Faculties.
Agenda
1. Why is it necessary to enhance the EMS?
2. What are the new features?
3. Walkthrough by ITS
Functions of EMS
1. Publicity
2. Registration (optional)
3. Reporting (new) – to enable extraction of
relevant data
New Features of EMS (1)
• Revised List of Event Types:
 Admission Talk/Career Talk/Information
Session/Open Day*
 Ceremony/Press Conference/Media Event
 Continuing Professional Development Short
Course*
 Exhibition
 Performance Arts (music, dance, drama etc.)*
 Public Lecture/Forum/
Seminar/Workshop/Conference/Symposium
 Other Event/Function
*new
New Features of EMS (2)
• New fields to enable extraction of data
required by UGC:
 Primary Target Audience (up to 2
selections)
 Expected Number of Attendees for All
Sessions in the Event – please give your
best estimate (e.g. based on past
experience of similar events)
New Features of EMS (3)
• New fields to enable extraction of data required by
UGC (cont’d):
 Expected Total Manhours of HKU
Academic Staff
involved in the event
 UGC only requires the
amount of time in manhours to be spent by
academic staff (teaching
and research staff) as a
moderator, speaker, etc
during the event.
New Features of EMS (4)
• New fields to enable extraction of data required by
UGC (cont’d):
 Number of student
 Expected Total
contact hours in CPD
Number of Hours
short courses required
Spent by Each
by UGC in KE annual
Student/Attendee in
report
Contact with the
Teaching Staff for the
Whole Course (for CPD
short course only)
New Features of EMS (5)
• New Post-event page for chargeable events:
 Total Income
 Total Expenditure
 Actual No. of Attendees
• Automatic email reminders will be sent to
event managers and departmental e-mail
(another new field in the system) one month
after a chargeable event.
Agenda
1. Why is it necessary to enhance the EMS?
2. What are the new features?
3. Walkthrough by ITS
Example 1: Seminar (Single Session) –(1)
• Select ‘Single Session’ interface
• Input: Event details/session/programme page
Example 1: Seminar (Single Session) – (2)
• Viewer’s page: No registration required, free event
Example 2: Repeating Event
(Single Session) – (1)
• Select ‘Single Session’ interface
• Input: Event details/session/programme page – Same programme content
to be held for 4 different groups over 4 consecutive days
Click ‘Yes’ for
Repeating Event
If you choose a specific
group under ‘Viewable by’,
only members of your
selected group will see
your event on the HKU
Portal.
Example 2: Repeating Event
(Single Session) – (2)
• Input: Registration page – Registration required, free event
Example 2: Repeating Event
(Single Session) – (3)
• Input: Defining your registration form
Example 2: Repeating Event
(Single Session) – (4)
• Viewer’s page – Registration required, free event
Example 3: Two-day Conference
(Multiple Sessions) – (1)
• Select ‘Multiple Sessions” interface
• Input: Event details/session/programme page
Example 3: Two-day Conference
(Multiple Sessions) – (2)
• Input: Event details/session/programme page (cont’d)
Click ‘+’ to add details
for the remaining
sessions of Day 1 and
all sessions of Day 2.
Example 3: Two-day Conference
(Multiple Sessions) – (3)
• Input: Defining your registration form
Example 3: Two-day Conference
(Multiple Sessions) – (4)
• Viewer’s page – Registration required, chargeable event
Example 3: Two-day Conference
(Multiple Sessions) – (5)
•
Viewer’s page – Registration required, chargeable event
(cont’d)
Example 4: CPD Short Course to be held over a period
of 3 months (Multiple Sessions) – (1)
• Select ‘Multiple Sessions” interface
• Input: Event details/session/programme page
Example 4: CPD Short Course to be held over a period
of 3 months (Multiple Sessions) – (2)
• Input: Event details/session/programme page (cont’d)
Click ‘+’ to add details
for the remaining
sessions in April and all
sessions in June.
Example 4: CPD Short Course to be held over a period
of 3 months (Multiple Sessions) – (3)
• Input: Defining your registration form
Example 4: CPD Short Course to be held over a period
of 3 months (Multiple Sessions) – (4)
• Viewer’s page – Registration required, chargeable event
Example 4: CPD Short Course to be held over a period
of 3 months (Multiple Sessions) – (5)
• Viewer’s page – Registration required, chargeable event
(cont’d)
Post-event Page for Input
Thank you.