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Innovative Online Systems of ShCT

The Online Systems of Shinas College of Technology (ShCT) were developed through the leadership of the College Administration.  The innovative Online Systems aimed at providing students and staff efficient services that can be accessed anywhere and anytime. The development of Online Systems has started in the year 2013 under the supervision of the Head of Educational Technologies Center and Head of Computer Services Section in collaboration with the ShCT programmers. A team has been established and called as Web & Software Development. From its inception up to the end of the Academic Year 2015-2016, there is a total of 40 Online Systems developed. All members of the team are committed to ensure all systems and database with optimum security and utmost confidentiality. 
 
The development of the Online Systems for the college during the Academic Year 2013-2014 pioneered by Mr. Anthony Madlambayan who is an IT Lecturer under the supervision of the Educational Technologies Center. During this academic year, he developed 6 systems namely: Grievance, Admin Service Request, Room Reservation, Repeat of Previously Passed Course, Student Appeal and Withdraw a Course. The Online Survey using Office 365 is also launched during this year by the Educational Technology Center.
 
During the Academic Year 2014-2015, there is a total of 19 systems launched. Mr. Anthony Madlambayan developed the Course Description Request, Online Voting and Supplementary Exam Request Systems. During this Academic Year, new set of Programmers and Developers joined the Educational Technology Center. Mr. Felman Garcia developed the Educational Services Systems namely: Borrowing of Teaching-Learning Resources, Add Access Card Privilege, Design Colored Print Services, Access Door Repair, Teaching-Learning Equipment Repair, Event Support Services, Photocopying & Printing, Plasma Announcement and ESS General Services. These systems are now merged into one and named as ESS Online Services. Mr. Dennis John Gonzales and Mr. Zubin Sasidharan developed 3 systems namely: ELT Workshop, Registration of Training, Seminar & Workshop, and Feedback Mechanism for website. Mr. Elvin Arango developed 3 systems namely: e-Mission, IHET Registration and HRIS First Phase which is now a full system called as HRMS (Human Resources’ Management System). During this year, Mr. Frederick Manuel Camay, Dennis John Gonzales and Zubin Sasidharan also worked for new College website. 
 
During the Academic Year 2015-2016, there is a total of 14 systems launched. The Online Disciplinary System is developed by Mr. Anthony Madlambayan. The Graduation Attendance Confirmation & Monitoring, Human Resources Management, Official Payout Tracking, Purchasing Transaction Management, Staff Accommodation/Housing Monitoring, Staff Bank Account Monitoring, and Student Bank Account Information Data Entry and Monitoring Systems are developed by Mr. Elvin Arango and Mr. Humaid Mubarak Al-Mamari who joined the team during this Academic Year.  The Examination Timetable, Library Management System Online Reports for Computer Laboratory, Server and Network are developed by Mr. Felman Garcia. The Policy Management System are developed by Mr. Dennis John Gonzales, Mr. Zubin Sasidharan and Mr. Amado Diao Jr who recently joined team from his previous assignment from Workshop. The ETC Smart Support Helpdesk is developed by Dennis John Gonzales and Mr. Zubin Sasidharan. The Online Lime Survey for ShCT is designed by Mr. Zubin Sasidharan.
 
The ShCT Programmers continue to work on developing new systems to innovate the processes of the college. The systems are developed based on the request of the department and centers. The systems are prioritized on the need and approval of the College Council under the chairmanship of the College Dean.
 
Amado Anthony  Dennis Elvin Felman Frederick Humaid Zubin

The innovative Online Systems are:

 

Assistant Dean for Student Affairs Online Systems
Grievance
This system provides an automated way for students to file their grievances in both academic and non-academic issues. It is the policy of Shinas College of Technology to affirm the right of its students to a prompt and fair resolution of a complaint or grievance on any academic, technical support and administration issues.  The concerned Head of the departments/centers can access to students’ filed grievances and has the ability to transfer the request to other departments/centers if the issue is not related to the his/her department. 
 
 
Housing, Student Activities & Graduation
 
Graduation Attendance Confirmation and Monitoring
This system provides a systematic attendance monitoring and confirmation of prospective graduating students. This system can generate accurate data and statistics of actual graduating students. It helps the registration department and student activities to plan and arrange the graduation ceremony based from the actual number of students who confirmed using the system.
 
Registration
 
Course Description Request
This system provides students with a system to request for the description of their enrolled courses, previous courses and future courses for the specialization they are enrolled in. The Registration department will receive the request of the students and notify them through the system when they can collect the official course description requested. All academic departments upload course description with outcomes and delivery plans of all courses and are stored in the database. This system also helps lecturers for future references. 
 
Repeat of Previously Passed Course
This system provides an automated way for students to apply to “repeat the previously passed course” online. This is activated during the Registration period and policies in allowing students to repeat the previously passed course are met by the Online system. This system also enables the advisers and the Registration Committee members to facilitate the students’ requests.
 
Student Appeal
This system provides students with an easier way to voice out their concerns regarding their Final marks. The lecturers’ process the students’ request through Online System (Staff Portal) and approve by Head of Academic Departments, Assistant Dean for Academic Affairs and College Dean respectively and will be sent to Registration department. The students will receive the final decision through their e-mail or by checking it from the Student Portal.
 
Supplementary Exam Request
This system provides an easier way for Exam Committee to manage supplementary exam requests of students. The students submit their official excuse documents through this system and check the status of their requests.
 
Timetable
This system provides an easier way for students to view their respective examination schedule and examination marks.  It also provides invigilation schedule for lecturers, marks entry and absent entry of students. The computer laboratory technicians can also see the examination schedules in their respective laboratories. The system has print option in all pages.
 
Withdraw a Course
This system provides an automated system for students to apply to Withdraw a Course Online and check status of the request through the Student Portal, and eventually receive the final decision of the request through e-mail. The system ensures that the policy of withdrawing a course is followed. Terms and conditions are listed for students to be enlightened before proceeding to accomplish the request.
 
Assistant Dean for Administrative and Financial Affairs Online Systems
Admin
 
e-Mission
This system provides all staff an automated system to apply for transportation and accommodation for official business outside the college. The Admin, HR, and Finance processed the transportation and accommodation, attendance and official payment respectively. All reports to be submitted to the approving authority are also generated from the system.
 
Room Reservation
This system provides departments and centers an automated way to reserve a room for an event. This system provides a fair and easier way to address the needs for room reservation. It is also a great way for all to see if rooms are available and adjust the events accordingly. 
 
Staff Accommodation /Housing Monitoring
This system provides the Admin department an automated way to monitor and manage efficiently the renewal or change of MOM staff accommodation. The system automatically detects contract that are to expire within the span of 120 days before the expiry. System also keeps records of the accommodation/housing including the information of house owners and house care takers.
 
Finance
 
Official Mission Pay out Tracking System
This system provides the Finance department an automated system to process all approved and completed official missions. This system was designed to be integrated with the Official Mission Web Application.
 
Purchasing Transaction Management System
This system provides a Finance department an automated system to handle all transaction purchases of finance department. This system covers the entry of purchase transactions, payment type, beneficiary or companies, products and services of the company, financial bond up to printing of reports.
 
Staff Bank Account Information System
This system provides a Finance department an automated way to search staff details based on the staff college ID, staff name, bank, and resident card number which will help them to process staff monetary claims and benefits without delay.
 
Student Bank Account Information Data Entry and Monitoring
This system provides a Finance department an automated way of keeping track of an updated bank account information of all active and non-active students. This way, Finance will be able to disburse allowances for students with accuracy. The system can generate reports as well.
 
HR
 
HRIS
This system provides an automated way to staff to update their details which is maintained, verified and checked by HR. This system has been upgraded and renamed as Human Resources Management System with full/complete functionalities.
 
Human Resources Management System
This system provides the HR department an automated way to manage all staff’s personal, professional, and educational information. This system enables all staff to apply for leave and work and salary certificates online. The HR Manual, HR policies and Staff Statistics are also incorporated in this system which can be viewed by all college staff.
 
Assistant Dean for Academic Affairs Online Systems
Information Technology Department
 
Online Voting System
This system provides an automated way of voting for the qualified candidates of Academic Clubs. This system will generate the winner after the voting schedule. It is also controlled on the specific requirements of the Academic Clubs. For example: Only students under Diploma Level can vote for the Representative of this level.
 
English Language Center
 
ELT Workshop
This system provides an automated way to communicate and register for ELT Workshop. It has given ShCT an opportunity to share to a wide range of audience especially Colleges and Universities across Sultanate of Oman. This has given ShCT an effective way to track all attendees and improve the way to communicate with them without the use of paid communication tools.
 
In-House Entry Test (IHET)
This system provides an automated way for ELC foundation for the IHET. This system provides the English Language Center the online database of the history of IHET students to register examination, from the exam results, schedule and registered students. It also enables the ELC to run a statistics of registered students who took the exam per semester and so as the number of students who passed and failed the exams. This System will notify the student through email upon registration about the details of the examination like examination date and time, room no., group no. and other details. The system can also print reports like list of students per assigned group and attendance sheet as per exam schedule and room.
 
 
 
ETC-CSS
 
Computer Laboratory Report
This system provides the Computer Laboratory technician an easier way to enter monthly maintenance, inventory and additional tasks performed in their designated computer laboratory. The system also sends an email to remind staff to submit their reports to the Head of Section. The system also has the ability to generate reports which can be printed monthly per laboratory or all laboratories.
 
Online ETC Helpdesk
This system provides an automated way for all College staff to request about technical issues/concerns with computer and its peripherals, network connection, login accounts, viruses, software installation, hardware problems, computer laboratory request including installation and copying of all files and other technical concerns.
 
Server and Network Report
This system provides the Server and Network technician an easier way to enter monthly maintenance, inventory and additional tasks performed in their designated job responsibility. The system also sends an email to remind staff to submit their reports to the Head of Section. The system also has the ability to generate reports which can be printed monthly per laboratory or all laboratories.
 
ETC-ESS
 
The Educational Services Section have a one-stop online system where all services are merged into one system. All ESS services requests’ can be done online. This system provides all staff an easier way to ask for ESS assistance. This system monitors the resources and generate utilization reports. This provides ESS an easier way to track the usage of its equipment and helps the section to monitor all stationeries and supplies and provides a reliable forecast of the needs of the section.
 
The specific services are as follows.
 
Add Access Card Privilege
This system provides an automated way to request Additional Access Card Privileges. 
 
Borrowing of Teaching-Learning Resources
This system provides an automated way in borrowing Teaching/Learning Resources like Projector, Laptop, Presenter and others.
 
Design and Colored Print Services
This system provides an automated system to request for Designing and Printing of Posters, brochures, pamphlets, magazines, booklets, organizational charts and others.
 
Door Repair
This system provides an automated way to request Repair of Doors with Access System.
 
Equipment Repair
This system provides an automated way to request for Equipment Repair for all Educational Materials/Equipment like Activboard, Scanner, Printer, Projector, Plotter, Shredder and others.
 
Event Support Services
This system provides an automated way to request for Event Support in terms of event equipment/materials preparation, photography and video.
 
General Services
This system provides an automated way to requests for Ring Binding, Cassette Copying, CD Burning, Scanning and Laminating.
 
New/Repair Access
This system provides an automated way to request for New Access Card, Replacement of Lost Card and Repair of Access Card.
 
Online Service Request
This system provides an automated request for Event Support in terms of event equipment/materials preparation, photography and video.
 
Photocopying and Printing
This system provides an automated way to request for Photocopying and Printing of all college materials.
 
Plasma Announcement
This system provides an automated way to request for Plasma Announcement.
 
ETC-LS
 
Library Management System
This system provides an online catalogue for viewing, reservation and borrowing. This system allows the Library staff to monitor all library transactions such as borrowed, reserved book/s or other items and penalty. The system also sends an e-mail to the concerned student/staff to remind the validity period of the borrowed and reserved books or other items. This system also has capability to print different kinds of reports. 
 
Quality Assurance Unit Online Systems
 
Feedback Mechanism
This system provides an easy documentation and collection of Staff feedback on various aspect of Quality Management of the College.
 
Lime Survey
This system provides an easy documentation and collection of Staff feedback on various aspect of Quality Management of the College.
 
Online Survey Mechanism using Office 365
This system eliminates Paper/manual surveys through online surveys in a form of link of which sent through email.
 
Policy Management System
This system provides the QA an automated way to create policies for the College that will send notifications through email to the Review Committee members about the policy they created. The Review Committee members can give suggestions and the QA can revise the version of the policies. After the policy is reviewed and finalized, it will send email notification for all staff to acknowledge the policy.
 
Online Student Disciplinary System
An online system to address automation and digital recording of offenses committed by the students. The system will automate the process flow of investigating an offense committed by the student and automatically send email notification to all concerned individual (complainants, student concerned and investigation committee). It provides an access to all investigation committee to review the offense of a student and provide recommendations and remarks for final approval and decision of the disciplinary committee. The printing (Arabic and English version) and sending (email notifications) of the final decision of the disciplinary committee to the student is also included in this system.
 
 

Contact ShCT

Mailing Address
Shinas College of Technology
Al-Aqur, Shinas
Sultanate of Oman,
P.O. Box 77
Postal Code 324
Office of the College Dean
Dean Office Tel: +968 2674 2811
+968 2685 2860
+968 2685 2805
Fax: +968 2674 7426
Student Admission Support
Tel.: +968 2685 2924
+968 2685 2925
Fax: 2685 2830
E-mail for admission inquiries:
RegistrationDept@shct.edu.om
Website & Technical Support
Tel.: +968 2685 2809
Fax: +968 2685 2816
E-mail: support@shct.edu.om
Human Resources Concerns
Tel.: +968 2685 2929
+968 2685 2814
E-mail: HRDept@shct.edu.om
Jobs@ShCT
General Enquiries
Main Tel: +968 2685 2800
+968 2685 2900
Fax: +968 2674 7426
mmc@shct.edu.om or
visit the contact us page
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