Case Study 5 - Use of LauLima as an Academic Information Management System
Note that all of the LauLima Case Studies have been written based on the HEFCE 'Effective Practice with e-Learning' Template. (© HEFCE 2004).
Institution Name
The University of Strathclyde
Background
LauLima has been adapted and deployed within a large academic dept as a information management system for all academic and administration purposes. (AIMS - Academic Information Management System).
Intended Outcomes
The main objective was to provide a 'one stop shop' for all information required by academic staff that is easy to use, efficient and secure. In addition, the content must be easily accessible for users to contribute and to update information.
The Challenge
To provide a secure, easy to use and manageable system which is easy to maintain despite the large volume of information. Version control and traceability must be incorporated to avoid duplication and out of date material being used by staff. Multiple users must be able to submit and update content easily and quickly.
Established Practice
Previous practice in the department was the use of various network drives for sharing files. This led to a complex hierarchy with duplication and conflicting versions of documents. As the volume of information increased over time, it was difficult to retrieve specific information and there was no formal search facility.
The e-learning Advantage
Users have an easy to use information management system which is also easy to control and maintain. All of the departmental information within the system can be updated by staff as required at any time. Departmental information stored on the system includes departmental policies and procedures and contacts relating to particular areas or tasks, for example information on placing order, information relating to committees, etc. All information stored on the academic information management system is organised hierarchically and is fully searchable by users. Access is secure with a powerful permissions system; access is directly from the University network or via VPN (Virtual Private Network) due to potentially sensitive information. The system provides a laid out structure for all academic information required within the department with an index of key subject areas on the front page. Users have the ability to store and categorise information resources for use across the department. Departmental staff can create and edit any of the system content, with rollback functionality to facilitate version control and avoid duplication. In addition, the use of the information can be monitored and logged.
Key Points for Effective Practice
Ensure that specification is carefully developed to cater to user requirements. This involves 'up front' effort prior to development. Ensure that processes are in place for timely maintenance of material and that roles and responsibilities are clear. Every user is able to edit all of the information on the system and create new resources, however users must be made aware of their responsibilities for ensuring validity and currency of information and of any conventions/best practice for creating or editing information sources.
Conclusions and Recommendations
The Academic Information Management System (AIMS) has been tailored to the specific needs of the department and it remains flexible to be adjusted to accommodate changing requirements. The system content is entirely under user control; users can change content without any restrictions, updates can be made instantly as and when required.
Additional Information
This case study represents adaptation of the LauLima system for an information management system in a large academic department at the University of Strathclyde. Please see our website to view other case studies related to the use of LauLima for teaching and learning and to support research, or for further information on the DIDET Project.
<Back to LauLima Case Studies>
