The Office of Student Affairs Management (OSAM) System is an ongoing modernization project at OSA. The OSAM System will help OSA keep up to date with industry standards. OSA is taking advantage of the benefits of Information Technology to promote students' academic growth and personal development.
The development of the system started June 2012 with the following initial plans and unique features.
OrgsUP has already existed as the information system of SOAD since May 2011. SOAD jumpstarted the modernization and is now helping OSA by expanding OrgsUP. OSA is now adopting the paperless knowledge management practices of SOAD as well as the efficient and effective use of participatory communication and information technology.
OSAM primarily relies on UPLB SystemOne to authenticate students. With this integration, students need not remember a new set of username-password combination to login to OSAM. Once the users have been authenticated through SystemOne, they may be able to connect their Facebook accounts to allow them to login using Facebook in the future. OSAM also allows students to login using their mobile phones when SystemOne is down. This works through the use of temporary login codes which are sent to students' mobile phones as SMS.
One of the advantages of the integration with OrgsUP is to capitalize on information that is already available. Student profiles are being shared across all divisions in OSA to prevent registration redundancies. All users already registered in OrgsUP are automatically registered to OSAM.
Due to the remote location of OSA to other colleges of UPLB, some students find it inconvenient to inquire at OSA. The knowledgebase and helpdesk would allow students to inquire online. Students will receive answers to their inquiries in real-time through the knowledgebase.
To reduce the time it takes to process applications and salaries, SFAD will be using OSAM to process student assistantship applications and salaries. The system will replace manual checking of DTRs and salary computation. The number of questioned Daily Time Records (DTRs) will be significantly reduced and students will be notified when their salary becomes available.
Most information needed in the application forms are already in the student profiles. Through the online applications, students need not fill out items that are already available such as name, student number, and address. Students will only need to sign generated forms. This helps OSA save time by eliminating the need for data encoders. Pre-assessment is conducted online so that students are notified right away for possible problems in their applications.
OSA will maintain its own document tracking system through the use of barcodes in forms and documents generated by the system. Staff members can easily access documents using a barcode scanner. Since the system is integrated, students will see updated information about their forms and documents in their OSAM accounts.
To minimize lengthy queues at OSA, students can schedule appointments online. At the same time, this will ensure that students can be accommodated during their scheduled appointments.
With integrated databases and automated tools, OSA can quickly generate reports with just a few clicks. This helps OSA adjust to students' needs more easily and come up with more relevant programs for the students.
Intermittent Internet connection is a problem for most applications. However, that will not be the case for OSAM because it will continue to work through its back-end applications that are designed to function even if Internet connection is down. Once the Internet connection stabilizes, OSAM will immediately update its servers online to reflect offline changes.
One of the aims of OSAM is to help the environment by cutting down on resources like use of paper. The OSAM server uses AMD processors that use power efficiently. The carbon emission of the servers are also neutralized through renewable energy credits.
The custom-built cost-efficient OSAM System is being developed in-house. This ensures that the needs of OSA are properly addressed from an insider's perspective.
Services are being developed progressively. All services are expected to be operational starting First Semester, 2013-2014.