CPUT is forging ahead with digitising its content management system as part of its Enterprise Content Management project.
This process will change the ways it receives applications, manages its contracts and records its policies.
CPUT introduced an online application system for new applicants in September 2016 and received 2 172 applications which were processed.
Due to the success of the software system, all applicant, with the exception of international and Recognition of Prior Learning (RPL) students, will soon be able to apply online.
The university has partnered with the University of Johannesburg, Tshwane University of Technology and University of Fort Hare in using the system to share costs and expertise.
“The data received by the four universities will be kept in a standard format as their systems are aligned,” says Abri Hoffman, Enterprise Content Management Project Manager.
Hoffman says this bodes well with the Department of Higher Education and Training’s plan to administer a Central Application Service which it hopes to introduce in 2020.
“Barring RPL and international applicants, we want to accept all applications electronically except for a few cases which will be done manually.”
CPUT receives up to 35 000 applications annually, but Hoffman expects the system to attract more this year.
The university is currently testing an electronic contract vetting system with the hope of having it fully operational by April.
Using Open Source software called Alfresco, the university has created an Electronic Contract Repository which is currently being piloted in four departments.
“The four departments are scanning signed contracts into the system and add metadata to enable reporting and management of the contracts,” he says.
“Once the contracts are scanned we can do proper records management and designated personnel can access them electronically.”
The university’s policies have also been scanned into Alfresco for records management and reporting.
Using the software, the Web Office has provided the paperless meetings systems at zero software licensing and support cost to the institution. According to the Web Office’s Lovemore Nalube, the first Paperless Meeting at CPUT was held by MANCOM in 2013.
“After MANCOM supported the initiative, the project spread to all Committees. Some faculties have come on board as well,” says Nalube.
