EXA Collaboration Project
An Overview of the Collaborative Project
Shared experiences.
Different areas of focus.
As part of the EXA collaboration project, the Carl Maria von Weber University of Music in Dresden, the Palucca University of Dance in Dresden, and the Zittau/Görlitz University of Applied Sciences are working together to further develop their processes related to academic programs, teaching, and exams using HISinOne EXA.
While the Dresden University of Music and the Palucca University of Dance are focusing on digital exam management, the Zittau/Görlitz University of Applied Sciences (HSZG) is concentrating on analyzing and designing the processes for its EXA implementation.
The collaboration project supports the EXA implementation project at HSZG by providing process consulting, project management support, and facilitating the exchange of experiences across universities.
What is HISinOne EXA?
HISinOne EXA supports the organization of classes and exams, including the management of achievements and practical study phases. The integrated internship management system links the organization of internships with the documentation of practical training periods throughout the course of study.
The range of functions extends from academic and semester planning to online course and exam registration, as well as the recording of academic achievements and the creation of degree certificates. In the internship management module, users can, among other things, manage internship providers and placement sites, register for internships, and record practical training hours as achievements.
Our Approach at HSZG
Organizational Development as the Foundation of Digital Transformation.
The HSZG views the implementation of HISinOne EXA as an organizational development project. The technical implementation goes hand in hand with the further development of processes, responsibilities, and collaboration among the university’s participating organizational units.
Together with the faculties, the Student Services & International Affairs division, and the Digital Service Center, we are reviewing existing processes, identifying opportunities for improvement, and coordinating future workflows. In this way, we are laying the organizational groundwork for the implementation and sustainable use of HISinOne EXA.
Based in the Digital Service Center
The project is part of the Digital Development & Project Implementation division. It is being implemented in close collaboration with the faculties and Student Services & International Affairs.
Our Areas of Focus
As part of the collaborative project, HSZG is examining the processes for three closely related functional areas of HISinOne EXA:
VM
Event Management
Processes for planning, organizing, and conducting classes / courses.
Press Release
Exam Management
Processes for planning, organizing, and documenting exams and examination components.
PRA
Internship Management
Processes for organizing, supervising, and documenting practical study phases.
The focus is on both the individual processes and their interfaces. Information should be reliably available, and work steps should be better coordinated. The requirements of degree programmes, as well as Study and Examination Regulations, are taken into account.
Shaping Processes and Change Together
The experiences of employees from the faculties, the Student Services & International Affairs division, and the Digital Service Center form an important foundation for the process work. Together, the existing workflows (current processes) are analyzed based on the reference processes provided by HIS. These reference processes already take into account the capabilities of HISinOne. The analysis examines where information is entered multiple times, where data transfers can be simplified, and where responsibilities can be defined more clearly.
Based on this, the future workflows (TARGET processes) for the university are developed. Process consulting and supportive project management help to integrate technical requirements and organizational changes into the implementation project.
Clear communication and the involvement of the affected organizational units at the university guide the entire change process.
What We Hope to Achieve
The further development of these processes is intended to make day-to-day life at the university easier for students, faculty, and staff. Our goals are:
✓ Transparent procedures and clear lines of responsibility
✓ Good coordination of course, exam, and internship processes
✓ Fewer media breaks and duplicate entries
✓ Reliable information and improved service quality
The processes and concepts developed in the collaborative project lay an important foundation for this. Their technical implementation and the rollout of these features will take place as part of the HSZG’s EXA implementation project.
Partners
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Carl Maria von Weber University of Music, Dresden
The Dresden University of Music is taking the lead on this collaborative project. Its primary focus is on implementing digital exam management using HISinOne EXA.
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Palucca University of Dance Dresden
The Palucca University of the Arts is focusing on the implementation of digital exam management and is incorporating the specific needs of an arts university into the collaboration.
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Zittau/Görlitz University of Applied Sciences
The HSZG focuses on analyzing and further developing the processes for implementing Event Management (VM), Exam Management (PM), and Internship Management (PRA). It combines the implementation of EXA with the further development of its university organization.
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Saxon Universities Competence Center (KSH)
The Saxon Universities Competence Center —Digital Transformation of Administrative Processes—is responsible for the operational management of the project and supports the exchange of experiences across universities as well as the further use of the results.
Service Provider
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HIS-HE – HIS Institute for Higher Education Development, e. V.
HIS-HE is assisting Zittau/Görlitz University of Applied Sciences in implementing organizational changes as part of the EXA implementation project. This support includes the further development of processes for course, exam, and internship management, as well as consulting on project management. Other components include engaging and informing university staff and documenting and compiling the results.
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HIS eG – University Information System eG
HIS supports the technical and functional implementation of HISinOne EXA. This includes consulting on system functions, configuration, and aligning the university’s requirements with the software’s capabilities.
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PICTURE, LLC
PICTURE supports the Carl Maria von Weber University of Music in Dresden and the Palucca University of Dance in Dresden in documenting, modeling, and optimizing their exam management processes. The process models developed serve as the foundation for the implementation of digital exam management using HISinOne EXA.
Sharing Experiences and Putting Results to Use
The different areas of focus at the partner universities facilitate a joint exchange on technical and organizational issues related to the implementation of EXA.
The processes, concepts, and insights developed are intended to remain usable in the long term and to serve as a guide for other universities in Saxony. In this way, future implementation projects can build on the experiences of the cooperative project.
Funding
This measure is co-financed by tax revenues based on the budget approved by the Saxon State Parliament.
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