Quarterly Report 2020

During the fourth quarter of 2020, the following tasks were completed: 

Overview operation

  •  new Redmine version
  •  dSpace Kubernetes operator

 Fast Lane

  •  PDB: consistency in presentation of project manager reports in Insight
  •  PDB: Adjustments DWH interfaces to new parts of PDB
  •  Applications Mentoring and AK-Math: additional information about main field of study
  •  BRZ: Exam active studies
  •  GUT: event export
  •  GUT/TU.it: electronic doorplates
  •  TU.it: Support IDM new
  •  Address book: personal business card with same function and org unit valence
  • sort by E-number
  •  E-payment: implement PSD2 directive (Payment Services Directive)

TISS Tasks - progress in Q4/2020

Dispatches NEW - completed

Error cleanup, new filtering options. Acceleration of search queries.

Rails 5 upgrade - completed

Conversion of routing from catch-all routes to explicit routes.

Room data - replacement Access database (former 14.13/19) - completed.

Rollout of version 1.0 and productive use. Integration of all TU.it services. Basis for Covid access.

Web services data network

Trigger points for data transfer

Admission procedures and aptitude tests

Optional modules and info modules and in the application process and open points, separate tiles for individual studies possible, early entry of contact data by applicants, upload of a copy of ID card

Online admission

Definition of project scope, requirement definition for admission applications

Learning spaces

Dynamic definition of learning rooms (which rooms are learning rooms, in coordination with the room DB). Currently still solved with the TISS learning DB. Later replacement with room DB already agreed.

Introduction of official signature

Extension and completion of the signature website for release by the academic department, definition and implementation of the metadata schema for the electronic student file, further development of the communication between TISS/Alfresco/signature service, upload of individual certificates for signature to Alfresco.

GUT DMS

Delay release due to lack of memory (fixed) and feedback from GUT, Alfresco update and memory expansion, adaptation of DMS implementation and metadata system in cooperation with GUT FABL, introduction of confidentiality levels, SAP API PSP elements, full user integration ( E080 - upTUdate, AD), improvement of rights and role with corresponding folder structure.

TOKU - Case management (FAW/ Boku) - basic framework

Search, reminder (reminder for contract expiration or for completion of files), test, build own library (security backup if no Alfresco support), extract usable parts of TOKU project, create first mockups for FTS

Internal events / TU events

Code transfer of the PE department into the general framework TU-Events started. First event carried out together with "Energy and Environment". Revise roles and rights system for flexibility.

Feedback sheet on exit - onhold

Status "Completed" changed to "Needs-Clarification". Implementation basically implemented as per requirement. Turns out there is an SAP report that currently exists for (manual) emailing by HR admin.

TISS Redesign

Accessibility and legal requirements for websites implemented. Framework (menu, login, etc.) adapted for accessibility.

AHESN next

Implementation sending interface for info and LVA resource.

Locking system new

In consultation with PKE, identify, reprogram and replace individual interfaces.

Appeals process

No processing in Q4 2020.

Automated SAP invoices

Research how invoice data can be collected and exchanged between TISS and SAP.

Workflow engine - tender workflow

Refactoring of workflows to support release process in APS, reordering of workflow (vice/rector/dean after review by PA), create repetition of tenders in TISS.

Plagiarism software

New project

OTTA 2 - onhold

TUWEL grade transfer without CSV, TUWEL course creation directly from TISS

Mobility Services (+ Erasmus without Papers)

Start of integration of Incomings in study application portal, requirements survey for Mobility contracts, familiarization with EDUgain incl. registration, first considerations for the implementation of the Online Learning Agreement, rough concept for the implementation of the connection to the EWP+ network.

TU data interfaces - master data reconciliation - SAP - onhold

Was on-hold due to resources

Accounting tool research centers - onhold

Department was on hold. Requirements are collected from the department.

PDB Plus - Further development

Project editing improved, DWH interfaces updated (project status in progress in PDB reconciled with insight reports), question catalog administration and transfer of information question catalog to DWH, info emails and designations improved, automated workflow improved, project evaluation additional query implemented

Publications (replacement of ResposiTUm and publication database)

Survey of functional requirements regarding "Publications", e.g. validation process, define metadata for additional publication types. Further development of ReposiTUm (follow-up work on go-live)

Data Management Plan (Dmap)

Development of prototype based on template from Mr. Oblasser: Interface is ready and functional, overview page of all entries, adjustments to API (person and project) in TISS, license selection started. Integration TU Graz started successfully. TU Graz has access and starts with adjustments (API, GUI).

RIS Synergy

Development of interface definition based on metadata process. Writing of use cases and user stories per topic working group (TAG). On-boarding of new employee with beginning of October, who will help to shape the implementation of the interfaces.

Report additional resources Research

- Dmap: Prototyping
- Project editing has been improved
- Improved representation of progress and status
- Documentation improved
- Interaction DWH - PDB was improved

Covid 19 preventive measures - Corona access

Set up TU access system using QR code: TISS own QR code scanner in soft release, serial appointments for access registration, tutors are treated as MA for access, optimization of student access, portal for managing own accesses 

Contact tracing: display of each access of students, staff, guests; seat registration for centrally and locally managed teaching rooms, contacts can be traced over different days (xls with various attendance indicators, integration of library in contact tracing, conversion of LV reactivation in 2 stages)

In the second quarter of 2020 the following tasks were processed.


Overview Operation

  •   Takeover of overall responsibility for TUcard from PK, including management of new app requirements, card encoding and printer software
  •   Open Shift 4
  •   Official signature

Fast Lane

  •     Short URLs
  •     DSDM Transfer from Alfresco Share to Alfresco ADF
  •     Automatic deactivation of TUcards when DV is terminated
  •     Library: new user status for doctoral students
  •     Academic Department: Reason for Leave of Absence Covid-19
  •     BUH projects: Change of legal basis on §27, allocation of powers of attorney by rector, change from cost center to collector, adjustments of workflows
  •     Authentication of external users for Colab
  •     Supplement Q2: Institute may not change §28 allocations in personnel cost allocation

 

Distance learning Emergency measures

  •     Resetting presence room reservations
  •     Excel import of emergency room reservations
  •     Approval workflow for office and auditorium access
  •     Integration of streaming appointments in LVA calendar
  •     Display of online appointments
  •     Restoring appointments for Anna Füßl and schedule coordinator
  •     Deletion of examination dates
  •     New creation process for exam dates
  •     Display and export of access authorizations (GUT, Füßl, MA)
  •     access authorizations on cohort basis - scientific staff (Excel Import)
  •     Input mask for cohort classification of general personnel
  •     Cohort management in TISS
  •     Implementation of special accesses
  •     LectureTube Integration TISS teaching
  •     New implementation of the LVA reactivation
  •     Pass for students (Integration LVA Admin and Excel Import for theses)
  •     Deconstruction of the implementations

Great cooperation with the colleagues from ABT Center for Strategic Teaching Development and FAB Teaching and Learning Technologies!


TISS Tasks - progress in Q2/2020

TU Data Interfaces - Master Data Synchronization - SAP

Existing interfaces to PDB and personnel cost allocation were replaced by new ones; transfer of employment dimensions; transfer of tariff types (KV data), implementation of difference reconciliation, TISS ID and OID are now transferred to SAP, email reconciliation was improved.


Admission procedure and suitability checks

Module Information for Applicants, Module Admission to Master Studies for existing students, Improvement of procedure overview for applicants, Online counselling


PDB Plus: Project creation - redesigning the process

Application approval - implementation/troubleshooting of requirements, administration of donors/funding bodies, cleaning up the data structure, improvement/unification of user interface, implementation of interfaces to DWH, presentation of Red Phase to stakeholders and subsequent execution of acceptance tests, preparation of documentation


Repository (Migration ResposiTum and publication database)

Decision to go live Replacement of the existing ReposiTum on 1 July. The goal is to offer the existing functionalities (minimum requirements) and implementation of the Style-Guide Frontend of the TU Vienna as well. The replacement of the publication database will then be based on this


Interface teaching costs TISS/DWH

Implementation was not started until the beginning of June due to the availability of resources. The task has been transferred to another person within CSD with the aim to transfer the sum of the planned costs for teaching per institute or faculty to DWH by the end of June 2020.


Data Management Plan (Dmap)

The requirements were collected and divided into 2 steps. In the first step the minimum requirements are created based on an analysis of the prototype, possible further developments are documented for possible step 2. Requirements elicitation and start of implementation.


RIS Synergy

Start-up phase of the project, establishment of project structures, first requirements surveys and process analyses. Support with structures concerning TISS.


Mentoring LVAs

Integration of the registration for mentoring and other introductory FVA as a module of the admission procedure or study VOR phase, export of registration lists, export and review of letters of motivation.


Web services Data network

Conversion of student number assignment, conversion of data transfer TU -> GT, adjustments for initial admission and continued registration

Introduction Official signature

Creation of the signature service, figurative mark and certificate available, definition of the documents to be signed

Appointment with the study department (time slot)

Administration of counter PCs, call of waiting persons by the study department, display for call monitors, adjustments in the UI of the applicants

GUT DMS - Lease contracts

Design and implementation of a metadata and folder structure. Implementation of additional features like "Inbox" - non-metadata documents are displayed on a personal start page and can be easily edited, display of role-specific UI elements, solution finding regarding authorization and authentication

Workflow Engine - tendering workflow

Repeated tendering in workflow (e.g. internal/external), PDF exports for tenders

Broadcasts NEW

Bug fixes, new filter options. Acceleration of search queries.

Appointment process

On-hold due to pandemic efforts (distance learning, access restrictions)

Refactoring LVA Administration

On-hold due to pandemic efforts (distance learning, access restrictions)

Rails 5 Upgrade

Adaptation of all controllers and tests to Rails 5 while maintaining compatibility to Rails 4


Integration Online Payment - COMPLETED

Alignment and consolidation of the current technical infrastructure with Six-Payments.
Creation of a TU-wide conference (payment) system is to be outsourced to a separate project (TUpay Workflow).

Automated LectureTube data synchronization

Search for lecture halls with LectureTube equipment in TISS Room Booking.
Booking of LectureTube Recordings in LVA Administration.
Distance appointments (livestream / recording) with and without attendance

Learning rooms

Automatic reservation of learning rooms and clear display of currently available learning rooms.

Mobility Services (+ Erasmus Without Papers)

On-hold due to pandemic efforts (distance learning, access restrictions)

Authentication

Caching of user data, data exchange with the new identity provider established

Internal events

The code base and user interfaces for multi-user operation, including the roles and rights system, are active and in operation.

Room data - Replacement Access database

Internal test runs.

Feedback form on leaving

Implementation implemented according to requirements.

TISS redesign

Analysis of the structure of TISS pages, forms, etc.  (basic structure defined)
Graphical creation of the first widgets, feedback rounds. Test system set up.

In the second quarter of 2020 the following tasks were processed.


Overview Operation

  •   Takeover of overall responsibility for TUcard from PK, including management of new app requirements, card encoding and printer software
  •   Open Shift 4
  •   Official signature

Fast Lane

  •     Short URLs
  •     DSDM Transfer from Alfresco Share to Alfresco ADF
  •     Automatic deactivation of TUcards when DV is terminated
  •     Library: new user status for doctoral students
  •     Academic Department: Reason for Leave of Absence Covid-19
  •     BUH projects: Change of legal basis on §27, allocation of powers of attorney by rector, change from cost center to collector, adjustments of workflows
  •     Authentication of external users for Colab
  •     Supplement Q2: Institute may not change §28 allocations in personnel cost allocation

 

Distance learning Emergency measures

  •     Resetting presence room reservations
  •     Excel import of emergency room reservations
  •     Approval workflow for office and auditorium access
  •     Integration of streaming appointments in LVA calendar
  •     Display of online appointments
  •     Restoring appointments for Anna Füßl and schedule coordinator
  •     Deletion of examination dates
  •     New creation process for exam dates
  •     Display and export of access authorizations (GUT, Füßl, MA)
  •     access authorizations on cohort basis - scientific staff (Excel Import)
  •     Input mask for cohort classification of general personnel
  •     Cohort management in TISS
  •     Implementation of special accesses
  •     LectureTube Integration TISS teaching
  •     New implementation of the LVA reactivation
  •     Pass for students (Integration LVA Admin and Excel Import for theses)
  •     Deconstruction of the implementations

Great cooperation with the colleagues from ABT Center for Strategic Teaching Development and FAB Teaching and Learning Technologies!


TISS Tasks - progress in Q2/2020

TU Data Interfaces - Master Data Synchronization - SAP

Existing interfaces to PDB and personnel cost allocation were replaced by new ones; transfer of employment dimensions; transfer of tariff types (KV data), implementation of difference reconciliation, TISS ID and OID are now transferred to SAP, email reconciliation was improved.


Admission procedure and suitability checks

Module Information for Applicants, Module Admission to Master Studies for existing students, Improvement of procedure overview for applicants, Online counselling


PDB Plus: Project creation - redesigning the process

Application approval - implementation/troubleshooting of requirements, administration of donors/funding bodies, cleaning up the data structure, improvement/unification of user interface, implementation of interfaces to DWH, presentation of Red Phase to stakeholders and subsequent execution of acceptance tests, preparation of documentation


Repository (Migration ResposiTum and publication database)

Decision to go live Replacement of the existing ReposiTum on 1 July. The goal is to offer the existing functionalities (minimum requirements) and implementation of the Style-Guide Frontend of the TU Vienna as well. The replacement of the publication database will then be based on this


Interface teaching costs TISS/DWH

Implementation was not started until the beginning of June due to the availability of resources. The task has been transferred to another person within CSD with the aim to transfer the sum of the planned costs for teaching per institute or faculty to DWH by the end of June 2020.


Data Management Plan (Dmap)

The requirements were collected and divided into 2 steps. In the first step the minimum requirements are created based on an analysis of the prototype, possible further developments are documented for possible step 2. Requirements elicitation and start of implementation.


RIS Synergy

Start-up phase of the project, establishment of project structures, first requirements surveys and process analyses. Support with structures concerning TISS.


Mentoring LVAs

Integration of the registration for mentoring and other introductory FVA as a module of the admission procedure or study VOR phase, export of registration lists, export and review of letters of motivation.


Web services Data network

Conversion of student number assignment, conversion of data transfer TU -> GT, adjustments for initial admission and continued registration

Introduction Official signature

Creation of the signature service, figurative mark and certificate available, definition of the documents to be signed

Appointment with the study department (time slot)

Administration of counter PCs, call of waiting persons by the study department, display for call monitors, adjustments in the UI of the applicants

GUT DMS - Lease contracts

Design and implementation of a metadata and folder structure. Implementation of additional features like "Inbox" - non-metadata documents are displayed on a personal start page and can be easily edited, display of role-specific UI elements, solution finding regarding authorization and authentication

Workflow Engine - tendering workflow

Repeated tendering in workflow (e.g. internal/external), PDF exports for tenders

Broadcasts NEW

Bug fixes, new filter options. Acceleration of search queries.

Appointment process

On-hold due to pandemic efforts (distance learning, access restrictions)

Refactoring LVA Administration

On-hold due to pandemic efforts (distance learning, access restrictions)

Rails 5 Upgrade

Adaptation of all controllers and tests to Rails 5 while maintaining compatibility to Rails 4


Integration Online Payment - COMPLETED

Alignment and consolidation of the current technical infrastructure with Six-Payments.
Creation of a TU-wide conference (payment) system is to be outsourced to a separate project (TUpay Workflow).

Automated LectureTube data synchronization

Search for lecture halls with LectureTube equipment in TISS Room Booking.
Booking of LectureTube Recordings in LVA Administration.
Distance appointments (livestream / recording) with and without attendance

Learning rooms

Automatic reservation of learning rooms and clear display of currently available learning rooms.

Mobility Services (+ Erasmus Without Papers)

On-hold due to pandemic efforts (distance learning, access restrictions)

Authentication

Caching of user data, data exchange with the new identity provider established

Internal events

The code base and user interfaces for multi-user operation, including the roles and rights system, are active and in operation.

Room data - Replacement Access database

Internal test runs.

Feedback form on leaving

Implementation implemented according to requirements.

TISS redesign

Analysis of the structure of TISS pages, forms, etc.  (basic structure defined)
Graphical creation of the first widgets, feedback rounds. Test system set up.

 

In the first quarter of 2020 the following tasks were processed. 

Overview Operation


Authentication new
Relocation of Redmine and git
Open Shift 4


Fast Lane


DSDM Transfer from Alfresco Share to Alfresco ADF
TISS redesign
Library thesis interface (search via supervisor / title)
Library Abstract is searched for non-displayable characters
LVA requirements
Automated notifications for SAP Planning & Payroll


TISS Tasks - progress in Q1/2020


PDB Plus - Further development PDB


Application approval - implementation of the requirements, administration of donors/funders, cleaning up the data structure, improvement/unification of the user interface (presentation of the project progress), list of questions, conflict of interest, administration of funding bodies

Repository (Migration ResposiTUm and publication database)


Start of migration ReposiTUm, publication database and verification with DWH, implementation of submit process and associated validation. Definition Style-Guide Frontend started by external company. Additional resources were assigned to the project.

Data Management Plan (Dmap)


The requirements were collected and divided into 2 steps. In the first step the minimum requirements are created based on an analysis of the prototype, possible further developments are documented for possible step 2.

Test evaluation


Result display for administrators, deans of studies, examiners, testingAdmission procedure and aptitude tests
Improvement of the view for administrators and study applicants

Appointment with the study department (time slot)


Scheduling for first-time enrollers: View for the study department, call monitors, adjustments in the UI of the applicants, scheduling for incoming students, completion and testing of the implementation

UHStat-1

Adaptation of forms in TISS (for applicants and Mobility Services); adaptation of internal TISS processes

Web services Data network

Connection of the BRZ interfaces, development of changes for general university entrance qualifications

GUT DMS - Lease contracts

Code improvements and adaptations (ongoing development of the ADF by Alfresco). There is a production instance that also supports the development cycle (version control, rolling out new versions, etc.). A first alpha version can be viewed.

Workflow Engine - tendering workflow

Adjustment and conversion of the workflow of general personnel, support of the release process in AlfrescoProcess Services (APS), obtaining collective agreement data from SAP, release workflow general personnel.

Releases NEW

Bug fixes, new filter options

Appointment process

Invitation of guest accounts by deaneries, consideration of duplicated advertisements in eRecruiter.

Refactoring LVA Administration

Announcement workflow: Remove superfluous hackles

Rails 5 Upgrade

Adaptation of all controllers and tests to Rails 5 while maintaining compatibility with Rails 4

Integration Online Payment

Establishing the processes for monthly billing e-payment in SAP. Technical and organizational cooperation with Six-Payment improved

automated LectureTube data synchronization

Initial discussion with the Teaching Support Center, whereby a first sub-project was defined: automated metadata synchronization with the TSC's OpencastStreaming Service.

Learning rooms

Requirements elicitation and start of implementation

Barrier-free paths

A revised prototype was created and can be viewed on a test server. The integration in TISS also includes a graphical/textual description of the barrier-free paths. 

Library Cloakroom Box

Bug fixes, customization of the user interface. Technical improvements: transition to full operation.

Locking system

Bug fixes, adjustments in the user interface. Technical improvements. Transition to full operation.

Internal events

Customize the code base and user interfaces for multi-user operation, including roles and rights system. Creating a simple yet powerful filter function for selecting people at the TU (based on research interests, employment and organizational affiliations).

Room data - Replacement Access database

Identify the requirements of the various stakeholders. Set up the necessary technical infrastructure for integration into TISS. Automatic import from the current GUT-Access database.

Third gender


Extension of the recording of the binary gender by "divers", as well as the collection of a binary "salutation" for students, student employees of teaching, lecturers and examination commissioners.