A Centralized On-line System to Maintain Records of the Events Organized at the Faculty of Agriculture, University of Ruhuna

Abstract

The events organized by the Faculty of Agriculture are diverse in scope. These events reflect the liveliness of the faculty and contribute to uplift the quality of the academic environment and the wellbeing of the communities in and outside the faculty. Hence, the information related to these events is important for managerial decisions and future developments. Such events are given a substantial weightage in the program and institutional review process. Therefore, the Management Information System (MIS) of the faculty should include a tool or a component to record and archive the information related to completed events. The simple centralized system proposed in this paper can be used as an interim solution in the absence of an MIS capable of recording and archiving the information related to the events completed. The proposed system uses Google forms and Google drive to retrieve and store the information about the events at the IQAC of the Faculty. The organizers of the events are requested to upload the information to the system at their earliest. Frequent manual reminders will be sent by the IQAC via emails and the progress of the submissions will be announced at the faculty board with a summary as strategies to encourage the voluntary upload of information. The system is currently being tested and validated at the Faculty of Agriculture. The system will be improved using feedback from the users and introduced to other faculties and universities.