Al-Madinah International University

Department Name: Academic Production (Cairo)

Functions:

1. To manage and supervise lectures production and master text process, and monitor the quality of the work done.
2. To manage and supervise digital books production and monitor the quality of the work done.
3. To coordinate and cooperate with the authorities concerned in the university and scientific centre with regards to the functions of the Academic Production Department.
4. To document, deliver, receive and archive all functions of the Academic Production Department.

Unit Name: Master Text and Lectures Production Unit

Functions:

1. To receive audio lessons and subject references, to determine their conferment to standards agreed upon.

2. To input scientific material received and convert it from it’s audio or paper form to electronic format.

3. To prepare the master text through the compilation all audio lessons for the subject, rearrange in accordance with accredited delivery schedule.

4. To re-edit the master text in accordance with textbook and specify reference books for the subject.

5. To proofread the subject through the confirmation of text to the audio and correcting language mistakes for data enterers, and putting page numbering and subject elements.

6. To review the curriculum (colouring of Quranic versus and Hadith).

7. To lay out subject textbook before final production, after completing the language review.

8. To edit audio lessons and to divide the audio to elements.

9. To insert and combine the audio lessons text into to the approved frames.

10. To insert the subject references into the approved frames, ensure to tune up the text as per the approved coordination.

11. To ensure all links between the frames and files are working properly.

12. To inert the scientific material in the approved frames, produce the final scientific material.

13. To monitor the quality of work done.

Unit Name: Digital Book Production Unit

Functions:

1. To receive the lists of approved curriculum references.

2. To sort the lists through comparisons with what’s available in the library and to come out with the consolidated list.

3. To search the lists of electronic books available, list what’s available of these references and choosing the best available in terms of quality, download these references for implementation purposes.

4. To provide lists of printed materials that is related to university subjects, after doing steps (2 and 3), and contact publishers to choose best edition for cheapest price through the comparison between edition/price between multiple publishers and bookshops.

5. To input the book into the computer as electronic copy.

6. To monitor the quality of files after reviewing random samples to ensure the highest standards are met.

7. To conform the electronic copy to the printed copy.

8. To correct the logistic and curriculum mistakes.

9. To input the book, after linguistic review is done, into the digital library.

Department Name: Design and Multimedia Department

Functions:

1. To supervise the design and development process, ensure it is suitable for saving and various publishing methods, through multiple stages and ensure delivery of products based on stages, on time and in the form needed.
2. To design and produce high quality materials to support other departments and divisions in the university especially marketing, online programmes public relations and library departments.
3. To continue the development and look for best technologies and solutions that meet university needs, audit the quality of products by reviewing them thoroughly to find any technical bugs.
4. To document, deliver, receive and archive all functions related to the units, continues communication and coordination with related departments inside and outside the university.
5. To submit progress reports (weekly) to the Technology Division with regards to work done by the department and limitations faced and ways to solve them.

Unit Name: Instructional Design unit

Functions:

1. To receive the approved academic content (learning material) form the department concerned.
2. To agree with Academic affairs division the time schedule to review the programme which will be the basis for instructional design taking into consideration subsequent stages of work.
3. To coordinate with the concerned department to obtain the education and instructional requirements to decide work direction in the subsequent stages.
4. To review completely the academic content and subject related references which are provided by the concerned department to come out with the final requirements needed to display the subject such as text, pictures, drawings, audio files and videos.
5. To design the out line of electronic content and the interface, how to control the interface and navigate from one screen to another, this process known as  ” Storyboard”.
6. To present the storyboard to the department concerned and discuss all technical and instructional aspects, minute all notes in the storyboard review document.
7. To amend the storyboard as necessary before getting the approval of the concerned department.
8. To deliver the approved storyboard alongside the time schedule to the Multimedia Design Unit.
9. To submit progress reports (weekly) to the head of Design and Multimedia Department with regards to work done by the unit and limitations faced and ways to solve them and what’s done so far.

Unit Name: Multimedia Design unit

Functions:

1. To receive the approved interface and how to navigate from screen to another ‘storyboard’ for the approved curriculum from the Multimedia Design Unit.
2. To provide the requirements to present the curriculum such as pictures, drawings, audio files, text and videos.
3. To produce and present the first draft of the design to the concerned department and discuss all technical and instructional aspects, minute all notes in the first draft review document.
4. To do the necessary amendments (if any) before getting the approval of the concerned department.
5. To finalize the design taking into consideration all notes in the draft review document.
6. To hand over the final design for the approved curriculum to the Multimedia Development Unit using proper documentation.
7. To receive promotional material required to design and produce by a concerned department, together with all supporting materials such as text, pictures, drawings, audio files and videos.
8. To coordinate with the concerned department to reach an agreement with regards to the technical abilities available and the final look of the promotional material and time schedule to produce them.
9. To produce and present the first design of the promotional material to the concerned department and discuss all technical and instructional aspects, minute all notes in the first design review document.
10. To do the necessary amendments (if any) before getting the approval of the concerned department.
11. To finalize the design taking into consideration all notes in the first design review document.
12. To hand over the approved design to the department concerned using proper documentation.
13. To submit progress reports (weekly) to the head of Design and Multimedia Department with regards to requests submitted by other departments and the work done so far and limitations faced and ways to solve them and what’s done so far.

Unit Name: Multimedia Development Unit

Functions:

1. To receive the approved design, by the department concerned including all related electronic resources, from Multimedia Design Unit.
2. To receive time schedules to present the programme from Multimedia Design Unit.
3. To produce initial sample of technical content including the design of moves, drawings, audio and video composing in accordance with the type of content required.
4. To present the initial test design to the concerned department and discuss all technical and instructional aspects, minute all notes in the initial sample review document.
5. To complete the production of all instructional elements that form the technical content taking into consideration all notes in the initial sample review document.
6. To review and present the final product to the department concerned and discuss all technical and instructional aspects to find any technical bugs.
7. To do the necessary amendments (if any) before getting the approval of the concerned department.
8. To hand over final product to the department concerned using proper documentation.
9. To submit progress reports (weekly) to the head of Design and Multimedia Department with regards to the work been done on the technical content and limitations faced and ways to solve them and what’s done so far.
   

Department Name: Internet Application Admin Department

Functions:

1. To supervise fully university website and e-portals in coordination with concerned departments.
2. To supervise fully the Advanced Learning Interactive Management (ALIM) system in coordination with concerned departments.
3. To continue searching for best solutions and technologies that meet university needs with least cost and best performance.
4. To audit the products of department units by reviewing continuously and comprehensively the work done to find any technical bugs.
5. To document, deliver, receive and archive all functions related to the units, continues communication and coordination with related departments inside and outside the university.
6. To submit progress reports (weekly) to the head of Technology Division with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Unit Name: Website and portals Admin unit

Functions:

1. To be conversant with all aspects of university website and e-portals whence all sections and sub sections and their functions and purpose.
2. To provide the electronic services to all users of the website through the administration of university e-portals.
3. To organize the pages of the website and use the appropriate photos for the text, setting the colour of the pages in collaboration with Web Presence Unit.
4. To update the information and data on a regular basis and in coordination with departments concerned.
5. To update the website with latest news and events related to the university through the effective communication with departments concerned and in a preemptive way before it takes place through the obtaining of news and events schedules and programmes.
6. To correct the linguistic and technical mistakes which appear in the website in coordination with the Web Presence unit.
7. To communicate with website visitors and answer their e-mails and enquires, Keep them informed of latest updates to the website.
8. To advertise the website continuously, through websites directories, registration with browsers, advertise in popular website and e-newsletter.
9. To monitor site traffic and statistics, user numbers, location, most visited pages, most read topics, using these information to know the strengths and weaknesses of the website.
10. To change website design at least once every six months, to give it new look and feel, in coordination with the Web Presence Unit.
11. To introduce new services to the e-portals and provide technical consultation and training.
12. To continue documenting development process and internal relations of the website and e-portals in order to be well converse in all aspects of university website and e-portals and their sections, subsections and functions.
13. To submit progress reports (weekly) to the head of Internet Application Administration Department with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Unit Name: LMS Admin unit

Functions:

1. To receive list of new and current students from Admission and Registration Department and Records Department respectively.
2. To conform received list from Admission and Registration Department and Records Department against the list available on the Campus Management System.
3. To put the subjects available for the course on the Advanced Learning Interactive Management (ALIM) System.
4. To activate lecturers and tutors access to ALIM and link them to the subjects available as well as student groups provided by Academic Affairs Division.
5. To upload the lessons into ALIM in accordance with subjects available per given semester.
6. To coordinate with concerned departments in order to introduce students to ALIM and also provide them with their passwords.
7. To provide consultation as well as training on the use of ALIM.
8. To submit progress reports (weekly) to the head of Internet Application Administration Department with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Department Name: Enterprise and Internal Systems Development Department

Functions:

1. To fully supervise the project of University Intranet in coordination with concerned departments and Enterprise Management Department.
2. To fully supervise the project of Campus Management System in coordination with concerned departments and Enterprise Management Department.
3. To fully supervise the project of Library System in coordination with Library Management, concerned department and Enterprise Management Department.
4. To fully supervise the project of Advanced Interactive Learning Management (ALIM) system in coordination with concerned departments and Enterprise Management Department.
5. To fully supervise the project of Internal support systems in coordination with concerned departments and Enterprise Management Department.
6. To continuously look for new development and to find best solutions and programming technologies that meet the need of the university with the least cost and best performance.
7. To audit the products of department units by reviewing continuously and comprehensively the work done to find any technical bugs.
8. To document, deliver, receive and archive all functions related to the units, continues communication and coordination with related departments inside and outside the university.
9. To submit progress reports (weekly) to the head of Technology Division with regards the work done so far and limitations faced and ways to solve them and what’s done so far.
10. To manage working groups and provide them with staffing to work on the assigned projects.

Unit Name: CMS unit

Functions:

1. To receive the list of requirements for the intended system, and what are the services required, from the concerned department.
2. To analyse the requirements initially, write the internal document for system development which contains in depth characteristics definition that is clear to programmers.
3. To amend the requirements list by going back to the concerned department and inform them of the number of hours/man required to develop the system and the cost involved.
4. To present comparison study on the solutions and options available such as outsourcing the development to a third party company or develop the system internally.
5. To collate information accurately in order to specify programme requirements and functions, define the functions in accurate manner in coordination with the department concerned.
6. To prepare the requirements and characteristics list and get it approved by the concerned department, specify a time table suitable for the delivery of the solution.
7. To deal with the third party company, in case the project been awarded to one, in all phases of the project until it is delivered and coordinate with the department concerned inside the university to get their approval.
8. To divide the programming work, in case the system is developed internally, into stages suiting the time table agreed upon and define the relations between the stages, putting the programming steps suitable for every stage.
9. To choose the environment and programming language(s) suitable for the system and start the coding process.
10. To compile the different stages and phases, testing the system or the phase thoroughly to make sure it meet the requirements and characteristics list especially if the phases were done by different programmers in a working group or by a third party company.
11. To obtain written approvals from the concerned department before commencing the work and after the end of every stage.
12. To provide technical consultation and training for the department concerned on how to use the system.
13. To document the internal structure of the system as well as all its previous and next stages, document all problems and solutions which might occur during the coding process to help in the development and maintenance process.
14. To develop and maintain the system in order to keep it in a working condition and up to date with the latest development in terms of software and hardware, this step include fixing bugs and documenting it, developing and adding new technologies.
15. To submit progress reports (weekly) to the head of Enterprise and Internal Systems Development Department with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Unit Name: Internal Support Systems Unit

Functions:

1. To continuously analyse systems used currently by the university and centres in coordination with departments concerned in order to enhance and rationalise them to increase performance.
2. To receive the list of requirements from the concerned department, for the new required internal system, contain system characteristics and what are the services required.
3. To analyze the requirements initially, write the internal document for system development which contains in depth characteristics definition that is clear to programmers.
4. To design new enhanced systems in coordination with the concerned department and in accordance with the analysis, university statutes, regulations and work need.
5. To develop the system and test it in part and full in coordination with related parties.
6. To hand over the system to the concerned department using proper documentation.
7. To execute, start and supervise the technical procedures of the system in coordination with the concerned department.
8. To provide technical consultation and training for the department concerned on how to use the system.
9. To develop and maintain the system in order to keep it in a working condition and up to date with the latest development in terms of software and hardware, this step include fixing bugs and documenting it, developing and adding new technologies.
10. To submit progress reports (weekly) to the head of Enterprise and Internal Systems Development Department with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Unit Name: LMS Unit

Functions:

1. To receive the list of requirements for the intended system, and what are the services required, from the concerned department.
2. To analyze the requirements initially, write the internal document for system development which contains in depth characteristics definition that is clear to programmers.
3. To amend the requirements list by going back to the concerned department and inform them of the number of hours/man required to develop the system and the cost involved.
4. To present comparison study on the solutions and options available such as outsourcing the development to a third party company or develop the system internally.
5. To collate information accurately in order to specify programme requirements and functions, define the functions in accurate manner in coordination with the department concerned.
6. To prepare the requirements and characteristics list and get it approved by the concerned department, specify a time table suitable for the delivery of the solution.
7. To deal with the third party company, in case the project been awarded to one, in all phases of the project until it is delivered and coordinate with the department concerned inside the university to get their approval.
8. To divide the programming work, in case the system is developed internally, into stages suiting the time table agreed upon and define the relations between the stages, putting the programming steps suitable for every stage.
9. To choose the environment and programming language(s) suitable for the system and start the coding process.
10. To compile the different stages and phases, testing the system or the phase thoroughly to make sure it meet the requirements and characteristics list especially if the phases were done by different programmers in a working group or by a third party company.
11. To obtain written approvals from the concerned department before commencing the work and after the end of every stage.
12. To provide technical consultation and training for the department concerned on how to use the system.
13. To document the internal structure of the system as well as all its previous and next stages, document all problems and solutions which might occur during the coding process to help in the development and maintenance process.
14. To develop and maintain the system in order to keep it in a working condition and up to date with the latest development in terms of software and hardware, this step include fixing bugs and documenting it, developing and adding new technologies.
15. To submit progress reports (weekly) to the head of Enterprise and Internal Systems Development Department with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Unit Name: Web Presence Unit

Functions:

1. To receive the list of requirements for the intended website or e-portals, and what are the services required, from the concerned department.
2. To analyze the requirements initially, write the internal document for system development which contains in depth characteristics definition that is clear to programmers.
3. To amend the requirements list by going back to the concerned department and present to them the strategic plan with time table to develop university website and e-portals.
4. To present comparison study on the solutions and options available such as outsourcing the part pr all of the development process to a third party company or develop the website and e-portals internally.
5. To collate information accurately in order to specify website and e-portals requirements and functions, define the functions in accurate manner in coordination with the department concerned.
6. To prepare the requirements and characteristics list and get it approved by the concerned department, specify a time table suitable for the delivery of the solution.
7. To deal with the third party company, in case the project been awarded to one, in all phases of the project until it is delivered and coordinate with the department concerned inside the university to get their approval.
8. To divide the programming work, in case the website and e-portals are developed internally, into stages suiting the time table agreed upon and define the relations between the stages, putting the programming steps suitable for every stage.
9. To choose the environment and programming language(s) suitable for the system and start the coding process.
10. To compile the different stages and phases, testing the system or the phase thoroughly to make sure it meet the requirements and characteristics list especially if the phases were done by different programmers in a working group or by a third party company.
11. To obtain written approvals from the concerned department before commencing the work and after the end of every stage.
12. To provide technical consultation and training for the department concerned on how to manage the website and e-portals.
13. To document the internal structure of the website and e-portals as well as all its previous and next .
14. To develop and maintain the website and e-portals in order to keep them in a working condition and up to date with the latest development in terms of software and hardware, this step include fixing bugs and documenting it, developing and adding new technologies.
15. To submit progress reports (weekly) to the head of Enterprise and Internal Systems Development Department with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Unit Name: Library Systems Unit

Functions:

1. To receive the list of requirements for the intended library system, and what are the services required, from the library management.
2. To analyse the requirements initially, write the internal document for library system development which contains in depth characteristics definition that is clear to programmers.
3. To amend the requirements list by going back to the concerned department and inform them of the number of hours/man required to develop the system and the cost involved.
4. To present comparison study on the solutions and options available such as outsourcing the part or all of the development process to a third party company or develop the system internally.
5. To collate information accurately in order to specify library programme requirements and functions, define the functions in accurate manner in coordination with the library management.
6. To prepare the requirements and characteristics list and get it approved by the library management, specify a time table suitable for the delivery of the solution.
7. To deal with the third party company, in case the project been awarded to one, in all phases of the project until it is delivered and coordinate with the library management to get their approval.
8. To divide the programming work, in case the system is developed internally, into stages suiting the time table agreed upon and define the relations between the stages, putting the programming steps suitable for every stage.
9. To choose the environment and programming language(s) suitable for the system and start the coding process.
10. To compile the different stages and phases, testing the system or the phase thoroughly to make sure it meet the requirements and characteristics list especially if the phases were done by different programmers in a working group or by a third party company.
11. To obtain written approvals from the library management and related parties before commencing the work and after the end of every stage.
12. To provide technical consultation and training for the library management on how to use the system.
13. To document the internal structure of the system as well as all its previous and next stages, document all problems and solutions which might occur during the coding process to help in the development and maintenance process.
14. To develop and maintain the system in order to keep it in a working condition and up to date with the latest development in terms of software and hardware, this step include fixing bugs and documenting it, developing and adding new technologies.
15. To submit progress reports (weekly) to the head of Enterprise and Internal Systems Development Department with regards the work done so far and limitations faced and ways to solve them and what’s done so far.

Department Name: Technology Infrastructure Services Department

Functions:

1. To supervise the planning, building, integrity and security of the network.
2. To supervise and maintain the servers inside the university.
3. To come out with technical specifications for purchase of equipments … etc.
4. To set up multilevel emergency plans for infrastructure services.
5. To continue searching for best solutions and technologies that meet university needs with least cost and best performance.
6. To provide the suitable environment for academics and students to benefit form the electronic learning environment and provide technical assistance to university staff.
7. To submit progress reports (weekly) to the head of Technology Division with regards the work done so far and limitations faced and ways to solve them.

Unit Name: Server and Storage Engineering Unit

Functions:

1. To set up and programmed computer network servers.
2. To build a file system for the university and the centers. Protect the files from loses.
3. To provide the servers and the control room with the latest release of the operating system.
4. To guarantee the operation of mainframes and networks and maintain the system in a working condition with various equipments in the university.
5. To submit progress reports (weekly) to the head of Technology Infrastructure Services Department with regards the work done so far and limitations faced and ways to solve them.

Unit Name: Middleware Services Unit

Functions:

1. To manage multiuser computer systems and communications system.
2. To build the e-mail system.
3. To build and manage the servers for university website and e-portals.
4. To specify and manage user account and passwords, build secured access levels in accordance with recommendations for department concerned.
5. To monitor and analyse unauthorised access to protect the system from viruses and other risks.
6. To coordinate with concerned departments in university centers and provide them with the services above.
7. To submit progress reports (weekly) to the head of Technology Infrastructure Services Department with regards the work done so far and limitations faced and ways to solve them.

Unit Name: Network Engineering and Security Unit

Functions:

1. To build and operate the local area network (LAN) inside the university.
2. To connect the university to the internet and coordinate with Server and Storage Engineering Unit to supervise the distribution of bandwidth inside the university.
3. To deal and coordinate with internet service providers (ISP).
4. To programme and maintain networking equipments.
5. To build and monitor university WiFi.
6. To build LAN in every learning center starting from planning, execution, supervision till connecting these networks with the internet.
7. To ensure the availability of high bandwidth to serve university applications and connect them with control room.
8. To build and manage security system for university network.
9. To develop and expand in the fields of networking and internet.
10. To specify the technical specifications for servers and network equipments needed.
11. To set up the privileges for using university network and distribute them among the users.
12. To submit progress reports (weekly) to the head of Technology Infrastructure Services Department with regards the work done so far and limitations faced and ways to solve them.

Unit Name: Maintenance and technical support Unit

Functions:

1. To provide technical support in the field of computers and its peripherals, operating systems and network for university technicians and staff and solve their technical problems.
2. To maintain the computers.
3. To maintain electronic equipments such as printers, chargers and scanners.
4. To provide technical support to network users and solve their technical problems and train them on the use of computer.
5. To come out with the technical specifications for computers.
6. To develop university computers and peripherals.
7. To monitor the technical work in university computer labs.
8. To monitor center’s warehouse (computers and peripherals).
9. To submit progress reports (weekly) to the head of Technology Infrastructure Services Department with regards the work done so far and limitations faced and ways to solve them.