Paper Less

Office
By I like the idea of having a paperless society.
Muhammad Hasan Saeed But to be paperless means you have to be so
Muhammad Shahzaib Hanif
Mubashar Iftikhar careful with your identity.
Afzaal Fayaz Michelle Singletary

History of UOL
The University of Lahore is the largest private sector university in Pakistan with more than 35,000
students and 7 campuses.
The University was
established in 1999 and
has since then been
offering courses in the
fields of Medicine &
Dentistry, Engineering,
Arts, Sciences and Social
Sciences. With strong
emphasis on balanced
progress and focus on
human capital, the
University has grown to
11 faculties and 35
departments

Accounting and Finance Directorate:

All financial matters of the University is handled by this office including but not limited to
payments, maintain accounts thereof and rendering financial advice to university authorities. The
account office also acts as a clearing-house for student charges and in addition to processing
payments, credits, refunds and charges, it ensures that financial transactions are accurately and
appropriately recorded in the university’s books of accounts and its financial statements are in
conformity with applicable international standards.

Page 1|6
Mission:

Our mission is to serve our students, business partners and employees by providing prompt,
reliable accounting and other services. Also ensuring accurate financial information and reports
are readily available. Coordinating external audits; and contributing to the control environment
through the development of financial applications and dissemination of information regarding
applicable laws, regulations, policies and procedures.

Goals:

1. The goal of this office is to provide exceptional services in handling financial matters while
maintaining high level of integrity, honesty and professional ethics.

2. Operate as an active organ in developing and set up of more campuses of the University.

3. Reaching out all those who are concerned or dealing with the institution through innovative
means and information technology.

University Management System (UMS)

At begging the university use UMS (University Management System) software. The Role of
University Management System. The University of Lahore started to find out a good solution
provider under our budget to design and develop the University Management System (UMS) as
per our requirements.
The key objectives of UMS are:

 Self-service systems with simple to use with little or no training.

 Monitoring and decision support system.
 Automation of all the Academic / Examination / Administration operations.
 Ease and accuracy of reporting.

But as time passed students increase day by day and it’s difficult to manage the whole students
and campuses and every think increase day by day like
 Students
 Degrees
 Departments
 Department faculties
 Teachers
 Admin Staff
Page 2|6
  Hostel
 Transportation
Due to rush of students it is difficult to manage and the reports are not so 100% accurate than
university thought to implement new strategy for better results and improvement.

Paper less Offices

A paperless office is a work
environment in which the use of paper
is eliminated or greatly reduced. This
is done by converting documents and
other papers into digital form, a
process known as digitization.

It is very difficult to adopt this strategy

at the present of UMS the UMS not
fulfil the requirements of paper less
offices so for adoption of this strategy
university launched SAP (System
Applications and Product)

History of SAP

SAP was started in 1972 by five former IBM employees with a vision of creating a standard
application software for real-time business processing. SAP stands for Systems Applications and
Products in Data Processing. Since its inception SAP has issued several releases, such
as SAP R/1,SAP R/2, and SAP R/3.

SAP (System Applications and Product)

A German software company whose products allow businesses to track customer and business
interactions. SAP is especially well-known for its Enterprise Resource Planning (ERP) and data
management programs. SAP is
an acronym for Systems,
Applications and Products.

Many businesses purchase

enterprise resource planning
Page 3|6
(ERP) systems to manage various business processes within the organization -- including
accounting, human resources and purchasing -- in one integrated system. SAP -- an acronym
for a German phrase meaning system analysis and program development -- is a computer
program that some businesses use for their ERP system; it includes features for nearly all
business operations.

Features

SAP allows businesses to manage financial transactions, product life cycles and supply chain
activities. The software has various analytical features, such as evaluating performance,
reporting and decision making. SAP can analyze data from any source and conduct collaborative
decision making. These features allow SAP to meet the needs of many complex businesses and
government organizations.

Flexibility

One advantage of SAP is its flexibility. SAP allows companies to create their own rules within
the SAP structure. These rules set the parameters for acceptable and unacceptable transactions.
For example, the
system will not allow
a journal entry to
process if it doesn't
balance. Companies
determine which
employees access
each area in the SAP
environment. Only
qualified personnel
receive access to personnel data, such as wage rates. SAP also has the flexibility to integrate its
data with a variety of databases. Users can download information into spreadsheets for further
analysis.

University management system developed by SAP consist of the following Modules:

Admin & User

The User Management grants authorized users the rights to use the various services of the MIS
by dividing them in to groups and defining their privileges. The administration part of this
module not only refers to the administration of the MIS but also the administration tasks and
information of the university.

Page 4|6
Meeting Section
The Meeting section in the UMIS provides the management for various committees that the
university formulates more over it handles all the functions of employee hiring process including
the scrutinization where candidates are filtered for a vacant post. The module also helps the
management to generate the reports for these meeting sessions.

Academic Admin
The Academics Administration allows the administrator to manage the administration of
university faculty. It includes employee management, leave management, employee activities,
case management, NOC clearance, and customized reports.

Admin Section
The Admin Module manages the administration of university management staff it includes
employee management, leaves management, employee activities, case management, NOC
clearance, and customized reports.

Pay Roll
The Pay Roll Section facilitates the university management in the pay roll system of university
employees. It includes basic pay, taxation, allowances, loan management, deductions, and salary
details of employees and other advance features that makes it top payroll software in Pakistan

Event
The Event Management allows the administrator to manage all the university events. It includes
different activities, member's profiles, organizing bodies of events, planning the event, news
related to events, and customized reports

Hostel
This particular module helps the university to maintain and manage the hostel processes for
example the room availability, student management, the hostel mess management, the hostel
items and stock management and the hostel expenses management.

Transport
The Transport Management helps the management to administer all the university transportation.
It includes the vehicle management, fuel and maintenance, vehicle visit, its sales and
depreciation.

Registration Admin
This module is used in the university management system to register student's examination,
semesters and programs. This module manages the academic years, the pre-requisites for various
degrees and the programs and subjects to be offered in semester or the annual terms.

Semester Admission

Page 5|6
The Semester Admission Module manages the admission record of students for each semester.
It manages the academic year record, criteria for admission, tests and interviews, and merit lists
along with customized report generation.

Fee
The Fee management is an important UMS module this particular module is responsible for
handling the process of Fee collection from the students as well as the fee for all sorts of
admission test and interview.

Student Registration
The Student Registration Module allows the managing the student registration. It manages the
registration schedule, student registration, student management, and board. Customized reports
of student registration are also generated. It can also be used for student management system.

Scheduling
The Schedule Management Module helps in managing the semester time table, teachers'
availability, student enrollment in courses, and the management to different classes of a
semester.

Examination
The Examination Management Module allows managing the stations and center for conducting
the examination. The paper checker and papers setters' information in kept secret. The degrees
and result records are managed. The payments of supervisory staff are also managed here.

Fixed Assets
Fixed assert module takes care of all the inventory and procurement functions of the university.
It keeps the record of all the items in the inventory, their issues and returns, manages all the
procurement and requisition process along with various customizable reports.

Library
The Library Management Module is all about the library and its functions. Library racks records
are managed. The administration manages the authors, publishers, and editor’s records along
with the circulation and requisitions processes. It can also be used as an online library
management system.

Budget
The Budget Management System manages the university budget allotted to various departments
during the current financial year. The module also provides the management with the facility of
generating budgeting reports.

Page 6|6