What is OSAM?
The Office of Student Affairs Management (OSAM) System is a modernization project at OSA. The OSAM System helps 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 Communication and Information Technology (COMMIT) is responsible for the OSAM System as it creates, manages, and administers the information and communication technology resources of OSA. COMMIT partners with OSA units to streamline and simplify OSA operations. COMMIT undertakes regular time and motion studies, workflow analysis, and systems re-engineering to recommend shortcuts that reduce bureaucratic red tape and improve the processing time of service delivery. COMMIT is also responsible for the IT trainings and information dissemination through OSA's ICT resources.
COMMIT is currently headed by an IT Specialist with the assistance of software developers, a program support assistant, a technical support assistant, and student interns.
The development of the system started June 2012 through OrgsUP, a legacy information system used by student organizations to apply for recognition and activity permits. In 2014, COMMIT decided to shut down OrgsUP to concentrate all IT initiatives on the development of the OSAM System.
The system has evolved from a mere website to an advanced software suite with web, desktop, and mobile components. The system continues to expand as COMMIT develops systems that support the core mission of OSA, which is to provide an effective and efficient student service.
Some of the significant components of the OSAM System developed by COMMIT are listed below.
Long lines at OSA were prevented through the use of an appointment system which ensures that students are accommodated when they come to OSA. As a result, students no longer line up at OSA as early as 4AM to apply for financial assistance.
Through computer kiosks used by OSA staff members, loan application processing time of each student has been reduced to two minutes from ten minutes.
Organization Recognition Automation
Student organizations no longer submit the 30-page recognition forms because of the organization recognition system. Instead, their application forms are uploaded to the OSAM System which has significantly reduced paper usage. The system also checks the forms automatically reducing the manpower needed.
Student Assistantship Automation
Staff members no longer check monthly DTRs of student assistants for over three weeks. Instead, they are checked by the system, thereby, allowing OSA to process around 500 DTRs in less than a day. The salary backlog of student assistants was also eliminated because of the system. SA salaries became available to the students within one month.
OSAM computer kiosks are designed to function even if Internet connection is intermittent or when there are power interruptions. Slow connection and other occasional network problems are not preventing the office from serving its clients.
Student organizations earn reward points through the organizational achievements and individual achievements of their members. The reward points can be exchanged for free use of venues in UPLB. The accumulation of points is computed and monitored by the OSAM system.
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.
Quick Report Generation
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.
The mobile services created by OSA make online services accessible to students even if they are not online. At the same time, the OSA mobile gateway facilitates information dissemination through mobile notifications such as class suspension announcements.
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. OSA utilizes the OSAM system to carry out its paperless initiatives.