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© Proceedings of the Ruhuna Quality Assurance Sessions 2021 (RUQAS 2021)
st
21 September 2021

MC 3
A Centralized On-line System to Maintain Records of the Events Organized

at the Faculty of Agriculture, University of Ruhuna

W.M.C.J. Wijekoon

Department of Soil Science, Faculty of Agriculture, University of Ruhuna, Kamburupitiya,

*Corresponding author: wijekoon@soil.ruh.ac.lk

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.

Keywords: Event Recording, Archiving, Management Information System, Google Forms,

Electronic Record Management

Introduction

The Faculty of Agriculture, University of Ruhuna organizes many events or programs on diverse
themes targeting a wide range of participants or beneficiaries within a year. The academic staff, non-

academic staff, student community, established associations or such entities, projects, or a combination

of these entities organize most of the events. On the other hand, the benefits of these events or
programs could be specific to a community or span over multiple target communities including the

public. Having records of the events is vital for managerial decisions, accountability considerations,
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