Goal: The previously paper-based process for storing documents of the examination boards is to be digitalized. The examination boards of as many degree programs as possible at RWTH are to be offered the option of digitally storaging all documents worthy of archiving in a way that is compliant to auditing requirements. In addition, further processing in the Central University Administration is to be supported by digital workflow support. The document management system d.3, which is already in use, is to be used as a central instance and its use is to be expanded.

Participants: To achieve this goal, representatives from divisions 5.4 Web Applications and 1.3 Central Examination Office as well as the faculties are in close consultation with one another.

Time Frame: The analysis stage began at the beginning of 2022. In the course of 2022, discussions took place with potential pilot participants from the faculties. The project is currently being implemented, with the pilot operation scheduled for spring 2023.

Project Progress: The needs of all participants were already recorded during the analysis stage. Tests were carried out positively in consultation with representatives of all stakeholders. In the current implementation phase, final considerations regarding the authorization structure and the technical settings in the document management system are being discussed and implemented.

For further information, please contact Stephanie Schweitzer.

Goal: The federal user account is intended to facilitate data protection-compliant authentication for citizens. The aim of the project is to connect the federal user account to RWTHonline. This can be used in the context of processing the application procedures. Once the project has been realized, applicants will no longer only have the conventional method of authentication, but also a digitalized method.

Participants: In order to realize the project, Division 1.2 is in close contact with Department 9.0 – Legal Affairs, the IDM, and university-wide offices such as the Federal Ministry of the Interior and Community.      

Time Frame: The analysis phase began in December 2022. The completion of the analysis phase is also dependent on stakeholders outside the university, among others.

For further information, please contact Torsten Dickmeis.

 

Goal: As part of the analysis stage for the ePayment project, we would like to explore the creation of an electronic payment option for student body fees. With the implementation of such an electronic payment option, the enrollment processes and also the re-enrollment of students can be accelerated.

Participants: In order to realize the project, Division 1.2 is in close consultation with the financial accounting divisions at the University and also cross-university stakeholders.

Time Frame: The analysis stage began in December 2022. The conclusion of this stage is also dependent on stakeholders outside the university, among others.

For further information, please contact Torsten Dickmeis.

Goal: The previously paper-based process for submitting theses is to be digitalized for all RWTH degree programs.

Participants: The working group is made up of students, faculty representatives, and administrative staff. Together with colleagues from the IT Center, the technical implementation was discussed and realized.

Time Frame: The analysis phase began in spring 2021, and after extensive testing, the "Final thesis submission" application was put into pilot operation on August 24, 2022. Regular operation is planned starting in the 2023/24 winter semester .

Project Progress: For the first time, the IT Center created a local application in RWTHonline and successfully put it into operation. The Biology B.Sc., Molecular and Applied Biotechnology B.Sc., Business Administration B.Sc., Logopedics B.Sc., and the Teaching and Research Logopedics M.Sc. programs are currently participating in the pilot operation phase.

At this stage, students can complete the following steps:

• Uploading of final theses, including a back-up version.
• Viewing and downloading of the theses by ZPA staff (for formal examination)
• Viewing and downloading by the examiners and supervisors 

Further features are planned to be added during the pilot phase:

• Notification system: notification of receipt for students, additional information for examiners and ZPA staff
• Process support from the responsible examination board or from the academic departments
• Connection to the document management system for audit-proof archiving
• Upload of reports and (optional) theses annotated by examiners

For further information, please contact Stephanie Schweitzer.

Objective: Applicants, students, and examiners should be given the opportunity to submit standard requests digitally to the examination board or the responsible Central University Administration (ZHV) unit. The processing and approval process for requests should be digitally supported. The possibility of implenting digital notifications on the decisions will also be examined during the project. With a connection to the document management system d.3, the entire workflow from the submission and delivery of the request through the processing by the ZHV or the Registrar’s Office is to be digitally supported.

Stakeholders: To achieve this objective, a working group was established in spring 2022. It is made up of representatives from the faculties, the ZHV, the IT Center, and the student body.

Time Frame: The analysis phase began in spring 2022, and the technical implementation of a basic version is to be followed by pilot operation in the course of 2023.

Project Progress: The project is currently in the analysis phase. The goal of this first project phase is to develop a possible standard process and create a categorization of the request and application types. Furthermore, together with a definition of requirements, digital support options should be discussed to provide a basis for the technical implementation.

For further information, please contact Stephanie Schweitzer.

Goal: The goal of the project is to enable the organization of exams for incoming students who come to RWTH via various programs – from exam registration to assessment and result management to the provision of a performance overview in RWTHonline. The processes are to be standardized and, above all, simplified as far as possible for students of different programs as well as faculty staff.

Participants: As part of the project, a working group was formed with participants from all participating groups and departments.

Timeframe: The analysis phase started in spring 2022, and the project is scheduled to move into the implementation phase during the first quarter of 2023. Regular operation is planned for the 2023/24 winter semester at the earliest.

Project Progress: The working group has already addressed the current status and processes in place as well as basic requirements for student performance records. Various possible solutions with different technical and organizational requirements as well as implications for all groups involved were discussed. Currently, technical questions and requirements are being clarified, and possible effects and target processes are being explored and documented. The results of these activities will form the basis for a decision by the working group on which solution to implement. This will be followed by the implementation phase of the project.

For further information, please contact: Sascha Tuchardt

Goal: Module administration is one of the most relevant and common tasks in degree program management – many employees involved in the administration of degree programs are familiar with it. Its implementation is a highly complex process, since administators are constantly confronted with module changes and process flows have not yet been provided university-wide. A primary goal is to document and then harmonize actual processes in module administration. On this basis, another goal of the working group can be addressed: the reduction of complexity, including in particular the large quantity of module changes. Through process analysis and university-wide agreements, we would also like to simplify and standardize communication between the faculties and the modeling team in particular. The results of the first two objectives are to be incorporated into the final processing step: a digital solution is being sought for module administration, which will simplify communication between all those involved and enable module changes to be documented.

Participants: The module management working group includes employees from all faculties, the central university administration, the IT Center, the process management team ,and topic-specific guests.

Timeframe: The project started in the summer of 2022. In 2023, the focus will be on advancing processes and digitalization as well as identifying opportunities for optimization. The project is expected to be completed at the beginning of 2024.

For further information, please contact Pauline Kempen.

Goal: The previously paper-based process for registering theses is to be replaced by an online process.

Stakeholders: A working group consisting of representatives of the students, the faculties, and the Central University Administration was formed to implement this goal.

Time Frame: The analysis phase began in the fall of 2022, and a pilot operation is to follow in the course of 2023 after the technical implementation of the process and its requirements.

Project Progress: The project is currently in the analysis phase. Together with the working group, the requirements are being identified. The aim is to generate a process that is as harmonized as possible for all degree programs at RWTH. The process is to be digitalized together with colleagues from the IT Center.

For further information, please contact Stephanie Schweitzer.

Goal: The project seeks to make it possible for external groups to participate in teaching and learning formats, systems, and exams offered by RWTH. One of the goals of the project is to simplify the participation in teaching and exams as well as the necessary planning and administration. Another goal is to harmonize both administrative and certification systems. So far, we have identified highly gifted school students and online students from partner universities as relevant target groups.

Participants: The project is jointly addressed  by representatives from the faculties and staff from the Central University Administration and the IT Center.

Time Frame: The analysis phase of the project began in fall 2021; currently, the project is in the implementation phase. The project is scheduled to be completed in 2023.

Project Progress: At this stage, we have been able to implement a simplified procedure for accessing RWTH Moodle via a coupon procedure. Difficulties for the integration of gifted school students and of online students from affiliated institutions into the campus management system include: 1. the partial lack of a legal basis for this and 2. The lack of technical possibilities to incorporate them outside the regular enrollment process in RWTHonline. Steps could be implemented to realize the required legal basis in 2022. In the next project step, the technical issue of integrating the above groups into RWTHonline will be addressed.

For further information, please contact Stephanie Schweitzer.