2017 Annual report 2-4 v.5

2017

Annual Report

I n fo r m a t i o n Te c h n o l o g y





Appreciation Statement

The College Of Medicine IT department would like to thank each and every
team member who participated in generating these achievements showcased
in this report. In addition, to all the departments that helped making our work
worthwhile.

Dr. Mansour AlQurashi Dr. Alaa Al Beayeyz
Dean, College of Medicine Corporate Director, EDUTECH
The entire team of COM-J IT would like to A special thanks to Dr.Alaa for the contribution,
extend their special thank to Dr. Mansour supervision and unlimited support in recruiting
for providing the continuous motivation and and promoting COM-J IT staff, we appreciate
for setting a higher standard for the team your limitless support Dr. Alaa.
to reach. Dr.Mansour we will all work hard to
make you proud of us.

Introducation

This report demonstrates the collaborate effort of the entire College Of Medicine-Jeddah
IT Team. The IT Team in the College of Medicine- Jeddah is responsible to support the vision
and mission of the COM-J ‘‘Students, Faculty and Staff”. This report will show the evolvement
of the IT department in the year of 2017 in different aspects of the IT responsibilities. In
addition, the report will illustrate the achievements that took place within the year of 2017.

Dashboard

3 584 91

Supported Equipment Educational
Buildings Venues
18
632 17
IT Staff
End Users Projects

Statistics

Supported Educational Venues and End-users

IT Equipment

Total IT Equipment in all 3 buildings (including storage) equals 584

253 PCs 39 Printers 10 Photocopiers

53 135 3 3
65 5
9 27
2

COM-J Male COM-J Female CSC-J

IT Equipment

Total IT Equipment in all 3 buildings (including storage) equals 584

15 Scanners 37 Projectors 38 Laptops

2 5 7
14 3
8
5 18 28

COM-J Male COM-J Female CSC-J

IT Equipment

Total IT Equipment in all 3 buildings (storage included) equals 584

79 SmartBoards 80 Smart Screens 16 Polycom sets 21 IP TVs

24 27 4 3 16
18 37 35 2
7
18 5

COM-J Male COM-J Female CSC-J

Tickets Volume Daily check/Daily Operation 9319
Software Issues 3895
Tickets Volume and Requests Area Hardware Issue 3155
Printer & Photocopy
17008 Other 534
105
Total Requested
Tickets

Services

Office, Computer, E-mail, Academic Services
and Application Services.

Services

Operation Services - Email & Academic Services

KSAU-HS All Classrooms/ KSAU-HS Email Auditorium
email creation lecture halls Password Events Services
support Resetting

Video E-mail E-mail
conference correction Authorization
justification form
form

Services

Operation Services - Office & Computer Services

Creating a Computer E-mail Connecting ISD Service
shared folder virus removal Archiving users Requests
to additional
printers

Installing a EduTech Backup
Multi printer/ licensed Requests PC data
scanner issues software



Projects

Projects

SPA-Strategic planning tracking application: a web
application aiming to provide the capability of tracking
the university Strategic plans progress ( Phase I)

IT Staff E-record (MS access)
Supported the Health Professions Conference 2017

Creation of Blackboard user manual
Creation of simulation center manual booklet

Projects

Staying after hours automated request service

Student’s reference letter automated request service

Creation NGHA and KSAU-HS domain e-Services
guide

Completed a survey for all COM-J buildings
Creation of editable PDF forms for CSC-J and
Academic Counseling Program

Creation of educational technology technical guide

COM-J Staff Portal (Web based Application)

Provid an Excel workshop that assisted the COM-J staff

Designing helpdesk contact’s information labels
Configure Safe Q & Sharp Photocopier Printer Driver
in all-in-one printers to allow students to print by their
prepaid cards

Supported the medical program accreditation mock
survey
Implementation of OSCE system in the Clinical Simulation
Center – Jeddah

Technology Implemntation and Impact

Automated Student E-Services Request

For the college of medicine effectiveness and agility, In 2017, the
department has integrated the technology in the staff daily routine by
implementing the forms automation.

Eliminated the tedious
manual encoding.

69 Reduced the number of
printed papers dramatically.
Total Form Created
Distribution of the evaluation
form by just sending the link to
the concerned stakeholder

Overall, MS Forms saved
a lot of time, effort and
resources.

Automated E-Services Testimonials

Abdullah Alabbasi Amer Fayraq
I requested the letter and The website is very easy

received in 11 min. to use.

Workshops

The department has provided an Excel workshop that assisted the
college of medicine staff to develop their technology knowledge
and skills.

21 The workshops benefited
the staff in their daily work.
Total Attendance Improved the efficiency and
for the Excel productivity.
Workshop

Achievments

Achievments

Successfully completed more than 17,000+ service requests using the STS
ticketing system.
Developed Strategic Planning Tracking Application (SPA)
Student’s reference letter request E- service is released on November, 2017.
IT Staff Record system is released on March 2017.
Published Simulation Center Manual Booklet online (on COM-J’s Website).
Provided Excel workshops for the staff at College Of Medicine.
Implemented Employee of the Quarter Awarding System in COM-J
Supported the Medical Program Accreditation mock survey.
Supported the Health Professions Conference 2017.

Staff Recognition

Staff Recognition

IT department took the initiative to create a competitive environment and
appreciate the excellent performance by implementing the rewarding program
(Employee of the Quarter). This system increased the staff motivation to achieve
a higher performance and meet the department’s standard.

Timothy Erwin Salman
Lobusta Verdejo Yamani

Employee of the Employee of the Employee of the
First Quarter Second Quarter Third Quarter

*First nomination for this reward was on July 2017.

Future Plan

Create Knowledge Base page in COM-J’s
website (IT Tips)
Expand the provided E-services for the
student within the COMJ website
Improve the ticketing system for the COM-J
IT helpdesk and integrate it with the website
Conduct training sessions/ workshops
Prepare manuals for the collage facilities
and equipment to be available online





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