About eUP


On 17 August 2011, the UP Board of Regents (BOR) approved the UP Strategic Plan 2011-2017. One of the strategic initiatives identified in the approved Plan is the eUP Project. It is a flagship project which seeks to integrate, harmonize, and interoperate Information and Communication Technology (ICT) systems and infrastructure across all constituent universities (CUs) of the UP System.

BOR Approval of the eUP Project on pages 69-77.

 

Policy Formulation, Organization, and Mobilization include the following:

  • Formulation of system-wide policies and standards on ICT resources acquisition and utilization
  • Creation of a university-wide ICT organization
  • Expansion of the role and functions of the UP Information Technology Training Center (UP ITTC) and renaming it UP Information Technology Development Center (UP ITDC)

 

Benchmarking and ICT Audit

Benchmarking for hardware, software, manpower, data, connectivity will be performed as our team will visit selected top universities around the world. The project team will also conduct university-wide ICT inventory survey including IT systems audit. Part of this component is the identification of best practices and best implementation models among constituent universities for the identification of systems to be standardized, systems to be developed, and systems to be procured.

 

Development/Acquisition and Installation of Appropriate Information Systems

Included in this component are the 12 major information systems listed below. The first five information systems (i.e., FMIS, SAIS, HRIS, SPCMIS, and EIS) are the core information systems will be acquired as off-the-shelf products with minimal customization. The remaining information systems, on the other hand, will be developed in-house by the software development team.

  • Student Academic Information System (SAIS)
  • Human Resources Information System (HRIS)
  • Financial Management and Information System (FMIS)
  • Supplies, Property, and Campus Management Information System (SPCMIS)
  • Executive Information System (EIS)
  • Legal, Case, and Issue Management System
  • Intellectual Property and Business Development Information System
  • Medical Records and Hospital Information System
  • Learning Management System
  • Document Tracking System
  • Project Management System
  • Library Information System

eUP_core-sys-1


 

ICT Infrastructure Development

Upgrading of ICT infrastructure requires major investment in hardware, communication systems, and interconnection among campuses. Connectivity development covers intranet/internet connectivity, premises wiring, intercampus connections, and Wi-Fi hotspots around UP campuses. Integrated communications system are made possible through VOIP, Video Conferencing, and multimedia broadcasting. Hardware and software acquisition will be a priority along with university-wide security infrastructure and security systems in selected areas.

 

ICT Competency Building

ICT competency building shall include upgrading of IT knowledge base, faculty, REPs and administrative staff development, skills development for students, and strengthening partnerships and upgrading competencies for government, and industry partners.

 

Vision

The eUP Project envisions an integrated, harmonized and interoperable ICT systems and infrastructure across all UP campuses that will support the University’s leadership in teaching, research, and public service; thereby, making it at par with the bes universities in the world and taking a lead role in the development of a globally competitive Philippines.

Mission

The project is geared to help the University uphold its mandate as stated by virtue of Republic Act 9500, which is dubbed “An Act to Strengthen the University of the Philippines as a National University.” In the UP Board of Regents approved (as of 17th of August 2011) “UP Strategic Plan 2011-2017: The Path to Greatness,” the specific mandates of the University are quoted as follows:

  • Perform its unique and distinctive leadership in higher education and development
  • Lead in setting academic standards and initiating innovations in teaching, research, and faculty development
  • Provide opportunities for training and learning in leadership
  • Serve as a graduate university providing advanced studies
  • Serve as a research university in various fields
  • Lead as a public service university for the government, the private sector, and civil society
  • Serve as a regional and global university in the Asia Pacific Region and around the world[1]

The project will enable the University to greatly improve on the efficiency and output of its core functions: teaching, research, and public service. Through providing the UP CUs a platform through which they may seamlessly share resources and information online, eUP shall bring the University to new levels of academic and operational excellence.

Finally, in line with the University’s widely-recognized and long-standing role as a public service university, the project shall provide the support needed in the service of the public by providing scholarly and technical assistance to the government, the private sector, and civil society while maintaining the highest standards of excellence.

Values

In the development and implementation of the project, it shall observe the University’s guiding principle of democratic governance that is based on:

  • Collegiality,
  • Representation,
  • Transparency,
  • Accountability, and
  • Active Participation of Constituents.

Governance of the project shall be characterized by responsible stewardship and ethical conduct in the management of funds and other resources entrusted to the University. Decision-making will not be bound to traditional methods and shall pursue innovative, out-of-the-box solutions. It shall break down bureaucratic walls to make administration accessible and responsive to the need of stakeholders.

Lastly, the Project vows to embody and enforce quality management and to continue pursuing efforts and activities geared towards the continuous improvement of its processes and operations.

eUP has the following functions:

  • Design, develop, implement, and maintain enabling Information Systems to support the University’s different functions and processes, including but not limited to academic information systems and an enterprise resource planning infrastructure.
  • Conduct regular university-wide ICT inventory and IT systems audit.
  • Provide and manage network interconnection among the Constituent Universities System-wide. Set up, maintain, update, and upgrade as necessary all shared ICT and online services.
  • Coordinate the System-wide core systems through the IT Centers of the different CUs.
  • Provide assistance to System offices through in-house development and implementation of information systems
  • Provide instructions, training, and technical assistance to the project stakeholders.
  • Create and sustain awareness of the eUP Project and provide clear and accurate information about the project.

 

Operations and Services

Helpdesk

Student Academic Information System

Human Resource Information System

Financial Management Information System

Supply, Procurement, and Campus Management Information System

Executive Information System

Information Technology Office

Communications and Content Development

Process Management

 


 

Information Systems

 
SAIS is a Student Lifecycle data management system encompassing admission application to graduation and alumni tracking. It covers curriculum, advisement, payment, and integration with general ledger in FMIS and employee records in HRIS.   |   LOGIN

 

  • Comprehensive management of student records, including academic and financial data, throughout the complete student life cycle from admission to graduation.
  • Comprehensive management of academic master data such as curricula and course information including pre-requisites.
  • Comprehensive management of campus community data including student, faculty and alumni data.
  • Integration with other systems including HRIS, FMIS, iLib, UPCAT, ST, Learning Management Systems, etc.
  • Ability to manage student applications and admissions (non-UPCAT).
  • Ability to manage financial aid and scholarships.
  • Ability to generate Academic Advisement reports such as course checklists, study plans, etc.
  • Ability to manage communications with students, faculty, and alumni. Alumni tracking.
  • Online processes such as application for graduation, application for leave of absence, etc.
  • Comprehensive student financial records, including detailed calculation of tuition and other fees, payment history, loan balances, refunds, etc.
  • Pre-requisite checking
  • Evaluation of requirements for graduation.
  • Integration among UP CUs, and the ability to manage access to data. For example, registrar in one CU will be able to view the records of a student in another CU if given the authority to do so.
  • Waiting lists for full classes, eliminating the need to physically wait in line for slots.
  • Generation of course demand data, which can be used in determining class offerings.
  • Ability to produce timely and accurate consolidated reports for the university, as well as reports organized by CU, College, office, etc. Reports will be easily accessible by authorized personnel.
  • Communication tools – sending emails to groups, sending notifications and alerts, etc.
  • Tagging of scholastic delinquencies, eligibility to enroll, etc.
  • Integration with FMIS and HRIS

 

HRIS enhances HR processes such as management of employee profiles, accomplishments, benefits, performance, and training. Together with the other information systems, it will automate many existing paper-based processes in UP.   |  LOGIN

 

  • Comprehensive management of employee data. This includes position and assignment history, benefits earned and used, leave data, education, training, accomplishments, dependents, SALN, performance evaluations, etc.
  • Self-Service: Employees will be able to view and manage their employment data themselves, anytime and anywhere. They will be able to record important and frequently requested information such as publications, creative work, public service and other accomplishments. They can update their education and training as needed.
  • Online processes, including the following:
    • Application for Certificate of Employment
    • Application for Authority to Travel
    • Application for Limited Practice of Profession
    • Application for Leave
    • Application for Authority to Fill
  • Payroll management.
  • Online Performance Evaluation, with consolidation of ratings by office, department, college, etc.
  • Management of training programs and internal job openings.
  • Generation of reports such as SALN, Personnel Data Sheet, PSIPOP, headcount and other real-time reports.
  • Single record reference for personnel with multiple assignments within and outside CU.
  • Integration with SAIS
    • Faculty data used in SAIS will come from HRIS. Data from HRIS and SAIS can be combined to produce Faculty Service Records.
    • Data on dependents, for tuition discounts, will come from HRIS.
    • Data on student employees will come from both systems.
    • Students who graduate and become employees will have their information readily available.

 
FMIS is the first UP system-wide project to streamline and automate financial processes in accounting and budget and cash management. Financial reports are automatically generated through the FMIS.  |  LOGIN

 

  • Comprehensive management and consolidation of all financial information generated and used by the Accounting, Budget, and Cash offices, as well as the other offices across all CUs.
  • Management of General Ledger
  • Cash Management
  • Management of Fixed Assets
  • Management of Accounts Receivable
  • Management of Accounts Payable
  • Inventory management
  • ntegration with SAIS
    • Student payments will be integrated with FMIS at the GL level. Allocations to various accounts will be made automatically instead of computed manually. The system will cover both assessment and non-assessment fees.
    • Student loans will be reflected in both systems.
    • Payments to student employees will be reflected in both systems.
    • Comprehensive information on ST, scholarships, and loans.

 
SPCMIS automates processes related to the procurement of goods and services, and manages the inventory of the University’s physical resources. SPCMIS is integrated with FMIS.

 
UP is a leading university in the use of Business Intelligence and Analytics to fortify its decision-making capability. This is achieved through a data warehouse that consolidates information from all systems, and a powerful visualization tool that generates interactive reports.

 

  • Consolidates information from all core systems
  • Generates reports needed for performance evaluation and decision-making
  • Access to accurate, real-time information

 

Overall Benefits of the eUP Core Systems

Users will be able to track the status of their requests as they move through the system, and supervisors will be able to check the performance of their units. Analytical reports will be available to help decision makers evaluate the performance of the University in meeting its goals. Errors in data and operations will be more easily identified and corrected.

The use of automation will speed up processing of requests and improve accuracy by computerizing processes that involve calculations. It will enable work to be done from anywhere in the world via the Internet. UP faculty and staff will be freed from tedious and repetitive processes, enabling them to spend more time on analysis, research, personal interactions, and similar activities. Savings will come from improved efficiency as well as reduced use of paper.

Reports will be available to decision-makers whenever they are needed, and based on updated data. Authorized users will be able to access integrated reports that combine data from all CUs, yet also be able to drill down to details. It will be possible to create integrated reports using student, employee and financial data combined.

The University’s business processes were analyzed prior to implementation in the core systems. The various practices across the CUs were standardized and simplified whenever possible.


 

Project Teams

Administrative Order No. PAEP 12-14 formed the eUP Steering Committee on 17 February 2012 to be composed of all UP System vice presidents and CU chancellors. The committee is tasked to perform the following duties and responsibilities: provide general directions for eUP; monitor project metrics based on targets; set policies and directions related to eUP; recommend University-wide ICT policies for approval by the Board of Regents (BOR); initiate business process re-engineering to make operations more efficient; recommend ICT standards for approval by the BOR; and allocate resources and detail personnel for eUP.


Dr. Gisela P. Concepcion
Vice President for Academic Affairs

Prof. Joselito G. Florendo
Vice President for Planning and Finance

Dr. Maragtas S.V. Amante
Vice President for Administration

Dr. Elvira A. Zamora
Vice President for Development

Dr. J. Prospero E. De Vera III
Vice President for Public Affairs

Atty. Hector Danny D. Uy
Vice President for Legal Affairs

Dr. Michael A. Tan
Chancellor, UP Diliman

Dr. Fernando C. Sanchez, Jr.
Chancellor, UP Los Baños

Dr. Carmencita D. Padilla
Chancellor, UP Manila

Dr. Rommel A. Espinosa
Chancellor, UP Visayas

Dr. Grace J. Alfonso
Chancellor, Open University

Dr. Sylvia B. Concepcion
Chancellor, UP Mindanao

Dr. Raymundo D. Rovillos
Chancellor, UP Baguio

Atty. Liza D. Corro
Dean, UP Cebu

By virtue of Administrative Order No. PAEP 12-13, the eUP System-Level Project Coordination Committee was created on 17 February 2012 to perform the following duties: provide assistance to the eUP Steering Committee and the Project Director in monitoring project implementation; conduct project coordination of eUP-related activities across the CUs; actively recommend personnel and resources needed for the project: track the progress of ICT project activities based on approved targets and metrics; assist CU Teams in the resolution of issues; ensure continuity in project leadership for HRIS, FMIS/SPCMIS, SAIS, Testing and Quality Assurance, Change Management, and other project areas that may be determined; and Perform other duties that the Steering Committee may assign from time to time.


Dr. Jaime D.L. Caro
Assistant Vice President for Development

Dr. Jose Wendell P. Capili
Assistant Vice President for Public Affairs
Director, Office of Alumni Relations

Prof. Noreen P. Escultura
Assistant Vice President for Planning and Finance

Prof. Virginia C. Yap
Vice Chancellor for Administration, Diliman

Dr. Arlene Alcid-Samaniego
Vice Chancellor for Administration, Manila

Dr. Jean A. Saludadez
Vice Chancellor for Finance & Administration, Open University

Dr. Crisanto A. Dorado
Vice Chancellor for Administration, Los Baños

Prof. Nestor G. Yunque
Vice Chancellor for Administration, Visayas

Prof. Jessica K. Cariño
Vice Chancellor for Administration, Baguio

Dr. Antonio R. Obsioma
Office of the Vice Chancellor for Administration, Mindanao

On 11 October 2012, the System-Level SAIS Functional Committee was formed by virtue of Administrative Order No. PAEP 12-72. The committee is composed of the SAIS Team Leads, the directors of the Office of Admissions and Office of Alumni Relations, the OIC of the Office of Scholarships and Student Services, and all CU registrars. The committee carries out the following tasks: lead in SAIS implementation at the CU level and its offices; provide three (3) point persons per CU (1 primary, 2 backup) who are experts in the processes; provide point persons specifically tasked to handle data and who shall ensure data cleansing and assist in data conversion and migration; and report all activities and their results to the System-Level SAIS Coordination Committee.


Dr. Jaime D.L. Caro
eUP SAIS Team Leader

Stephen Ko
eUP SAIS Team Leader

Prof. Aurora Odette C. Mendoza
Director, Office of Admissions

Prof. Jose Wendell P. Capili
Assistant Vice President for Public Affairs
Director, Office of Alumni Relations

Dr. Marilyn R. Canta
Registrar, Office the University Registrar, Diliman

Dr. Myrna Carandang
Registrar, Office the University Registrar, Los Baños

Prof. Jocelyn Del Mundo
Registrar, Office the University Registrar, Manila

Prof. Jose A. Go
Registrar, Office the University Registrar, Visayas

Prof. Ricardo Bagarinao
Registrar, Office the University Registrar, Open University

Prof. Julius T. Quiz
Registrar, Office the University Registrar, Mindanao
Officer-In-Charge, Office of the Vice Chancellor for Academic Affairs, Mindanao

Prof. Jocelyn Rafanan
Registrar, Office the University Registrar, Baguio

Prof. Patricia Anne G. Nazareno
Registrar, Office the University Registrar, Cebu

Prof. Neil Kenneth F. Jamandre
Officer-In-Charge, Office of Student Services and Scholarships

On 11 October 2012, Administrative Order No. PAEP 12-70 was issued to all CU vice chancellors for academic affairs in relation to the creation of the System-Level SAIS Coordination Committee. This committee assumes the following responsibilities: provide general directions in SAIS implementation and deployment; provide guidance for the SAIS Functional Committee; monitor and coordinate eUP SAIS tasks, milestones, and activities across the CUs; recommend resources and personnel required to implement and service the eUP SAIS; track the progress of eUP SAIS activities based on approved target metrics; assist the CU Project Teams in the resolution of issues; ensure continuity in project leadership for the Testing and Quality Assurance, Change Management, and other project areas pertaining to SAIS; and perform other tasks that the eUP Steering Committee may assign from time to time.


Gisela P. Concepcion
Vice President for Academic Affairs

Benito M. Pacheco
Vice Chancellor for Academic Affairs, Diliman

Portia G. Lapitan
Vice Chancellor for Academic Affairs, Los Baños

Nymia Pimentel-Simbulan
Vice Chancellor for Academic Affairs, Manila

Encarnacion Emilia Santos-Yap
Vice Chancellor for Academic Affairs, Visayas

Melinda F. Lumanta
Vice Chancellor for Academic Affairs, Open University

Karen Joyce G. Cayamanda
Vice Chancellor for Academic Affairs, Mindanao

Jessica K. Cariño
Vice Chancellor for Academic Affairs, Baguio

Lorna Almocera
Associate Dean for Academic Affairs, Cebu

Administrative Order No. PAEP 12-71 formed the eUP Committee on Infrastructure on 11 October 2012 (and subsequently renewed on 1 December 2014 per Administrative Order No. PAEP 14-66 ) to be composed of the heads of ICT offices across all CUs. The committee is tasked to perform the following duties and responsibilities: provide overall technical support for the five core eUP Information Systems (EIS, FMIS, HRIS, SPCMIS, and SAIS) across the Constituent Universities; provide technical training and support for Application Security and People tools, Integration, and Data Migration; provide technical and application support in the Constituent Universities (to include report and script generation, etc.); assist and support in data conversion, which involves data cleansing and migration; echo technical training to other personnel within the CUs; perform other duties that the eUP Steering Committee may request from time to time.


Dr. Jaime Caro
Assistant Vice President for Development

Prof. Rommel Feria
eUP Hardware & Network Team Leader

Mr. Jason Balais
eUP Hardware & Network Deputy Team Leader

Dr. Manuel Ramos
Director, Computer Center (UP Diliman)

Mr. Rosano Maniaol
Director, Information Technology Center (UP Los Baños)

Prof. Ariel Betan
Director, Information Management Service (UP Manila)

Mr. Wilfredo Palete, Jr.
Officer in Charge, Data & Information Systems Program (UP Visayas)

Prof. Al Francis Libero
Chief, MIS Office (UP Open University)

Prof. Vicente Calag
Chief, IT Operations (UP Mindanao)

Prof. Joel Addawe
Chairperson, Department of Mathematics and Computer Science (UP Baguio)

Mr. Owen Sesaldo
Officer in Charge, Computer Services Unit (UP Cebu)

 
Project Director
Dr. Jaime Caro
Assistant Vice President for Development

Team Leader for Infrastructure
Prof. Rommel Feria

Co-team Leader for HRIS and Consultant
Prof. Ariel Betan

Team Leader for HRIS
Mr. Vincent Teodosio

Deputy Team Leader for SAIS
Ms. Ara E. Laranang

Team Leader for IS Development
Mr. Jhie Respino

Team Leader for FMIS
Ms. Cherie Anne Pasco

Deputy Team Leader for FMIS
Mr. Paul Jason Perez

Team Leader for Training and Administration
Mr. Arnulfo Inocencio

Team Leader for Hardware and Network
Mr. Jason Balais

Team Leader for Communications and Content Development
Ms. Sarah “Joy” Salvio

Deputy Team Leader for Communications and Content Development
Ms. Rafaela Rivera

Team Leader for Policies and Standards
Prof. Dante Vergara

Team Leader for Quality Assurance, Testing, and Risk Management
Prof. Rowena Solamo

Co-Team Leader for Quality Assurance, Testing, and Risk Management
Ms. Christine Joyce Salvatierra

Deputy Team Leader for Quality Assurance, Testing, and Risk Management
Ms. Hyacinth Sison

Team Leader for Process Management
Mr. Ruel Madriaga

Team Leader for EIS
Dr. Annette G. Lagman


 

Consolidated Calendar of Activities

Click here to view schedules on the implementation of Information Systems.