FAQs

 
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eUP FAQs

 
eUP, one of the flagship projects of the current UP administration, integrates, harmonizes, and interoperates Information and Communication Technology (ICT) systems and infrastructure across all constituent universities (CUs) of the UP System. Such a system enables the University to (1) greatly improve on the efficiency and output of its core functions: teaching, research, and public service; and (2) provide the UP CUs a platform for seamless sharing of resources and information online.

Some current challenges that necessitate project implementation include slow processing of data, lack of standardization of academic-related processes, data errors, and the lack of IT information dissemination.

 
The eUP Project has five major components that are like pieces to a puzzle. The eUP goal will be achieved when the pieces fit snugly since each component is critical to the success of the others. These components are as follows:

  1. Policy Formulation, Organization, and Mobilization
  2. Benchmarking and ICT Audit
  3. Acquisition/Development and Installation of Appropriate Information Systems
  4. ICT Infrastructure Development
  5. ICT Competency Building

 
Simplified operations:

  • Process standardization across Constituent Universities
  • Student transactions done online
  • Faculty, staff, and alumni transactions done online

Improved efficiency:

  • Reduction in transaction processing time
  • Reduction in paperwork

Optimal use of ICT resources:

  • Data center consolidation
  • ICT manpower consolidation at the level of the constituent universities
  • Access of faculty, staff and students to learning materials
  • Use of ICT tools in laboratory schools

Increased productivity:

  • Increase in transaction volume per staff
  • Faculty members using technology for teaching and research
  • Maximization of available online learning resources for students, faculty, and staff

Extensive sharing of information:

  • Shared services across constituent universities
  • Standardized data and processes across all CUs

Increased savings/revenues:

  • Increase in donations, grants, and endowments
  • Tracking of financial transactions
  • Less paper use cuts costs

Improved decision making capability:

  • Decisions based on timely and accurate data
  • Business intelligence software used for decision making
  • Single source of truth

 
The project started in 2012 under the management of the Office of the Vice President for Development. It is expected to span for six (6) years and will completely roll out to all UP campuses by 2017.

 
No. No one will lose his/her job involuntarily as a result of the eUP Project. UP employees will undergo the necessary training to prepare them for the operational changes as a result of the project.


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UP Mail FAQs

 
The UP Mail is an email service available for all UP students, faculty, and staff (whether regular, contractual or ICS (Individual Contract of Service) in partnership with Google. Such email service is exclusively provided to UP for FREE by Google and such partnership was launched on 19 June 2013 at the Engineering Theater, Melchor Hall, UP Diliman. For more information about the event, click here.

Since the beginning of the eUP Project, the UP Mail has been the required account to access the eUP Core Information Systems (HRIS, FMIS/SPCMIS, SAIS, and EIS).

 

  • Greater File Storage and File Sharing Capacity
  • With UP mail, users will have an unlimited file storage space for free. Users can upload/download files up to 5TB, which already tilts the scale heavily in favor of @up mail, compared to the measly 30GB storage of a regular, non-UP mail Google account.

  • Professionalism in the Campus
  • University employees are not the only ones expected to observe professionalism, as the “@up.edu.ph email address can be used for both administrative and academic communications. Even before students can enter the workforce after graduation, the use of an official University email promotes courtesy and integrity.

    The UP Mail may be used for submitting research papers to international conferences, applying for scholarships here and abroad, and for submitting applications for research grants. Some institutions even require for an “.edu” e-mail for applications.

  • Extra Functionalities and Applications for Education
  • Users can take advantage of functionalities offered by UP Mail, such as scheduling of appointments, document sharing, pre-scheduling of messages, and instant messaging to help them stay connected to their friends and colleagues from around the world.

  • Collaboration is also made easy with UP Mail through online productivity suites (documents, spreadsheets, slides, drawings. ePub reader, etc.).
  • The UP mail also comes with the Google Classroom application provided for free exclusively through Google for Education. Teachers can create classes, distribute assignments, and see all features relevant to their teaching in one place. Students, on the other hand, may join classes and have all learning materials in just a matter of a few clicks. They may submit assignments online and collaborate with their classmates on projects.

  • No advertisements
  • With UP mail, users will no longer receive email advertisements and spam e-mails, but only if they do not subscribe to these.

  • Enhanced Security Features
  • Google for Education provides more enhanced security features. UP mail users are guaranteed with 99.9% uptime with 24/7 phone and e-mail support by Google.

  • Institutional Identity
  • UP follows the lead of some of the world’s top-caliber universities such as Harvard University and the Massachusetts Institute of Technology (MIT) in implementing the use of UP’s own email address. Harvard and MIT have thisEmail for Life program, wherein students can still continue using their university email even after graduation. It’s convenient for graduates, since their email program has the double purpose of storing all email accounts in one database and, at the same time, maintaining their Harvard and MIT credentials for other purposes.

    By using the UP email, one supports the One UP. One University –the mantra of the current administration’s strategic plan. Consistently using UP email as official channel hence means collective recognition of being one university.

  • Protection in court cases
  • If a government employee is using his/personal e-mail for business purposes and a court case arises, the court may subpoena his/her personal e-mail. It will be helpful for one to separate personal e-mail from one’s work e-mail.

 
For those who would like learn more about UP Mail provided by Google for Education click here.
 

 
Each constituent university has its own webmail service for employees and students. Such email service is maintained by each CU’s respective Computer Center or IT office and they have the liberty to maintain such service depending on its mandate. UP Mail is different from these emails in such a way that it is used as the official access to the eUP Core Information Systems, with simplified domain name (@up.edu.ph) and standard to all CUs.

 
Since the UP Mail is powered by Gmail, you can sync your other Gmail accounts to your UP Mail. For instructions, click here.

UP Mail is also available to offices in all UP CUs. Offices may also request for an official UP Mail address for UP-hosted events such as conferences, workshops, and seminars (for sending of invitations, storage of materials, audio and/or video conferencing via Hang Out, etc.).


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SAIS FAQs

OVERVIEW

SAIS stands for Student Academic Information System. It 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.  Included in the SAIS are student, faculty, staff (e.g. OSA, CASH) and alumni information.

No. SAIS will be available in all campuses of the entire UP System via phased implementation.

Yes, you can still access SAIS outside your campus, provided you have your log-in credentials and a stable Internet connection.

CREDENTIALS
How to access SAIS:

Your UP Mail username is your SAIS username. You will receive your temporary password with your SAIS log-in credentials, which you need to immediately change to your preferred permanent password.

Credentials to access SAIS will be sent to your official UP Mail account (e.g., [email protected]).

For the newly-admitted freshmen, credentials to access SAIS will be provided with the letter of admission to the University.

For old returning students and transferees from other schools, you may request for your SAIS credentials from your CU’s OUR.

For those who have yet to obtain their UP Mail account, kindly contact the IT office/department/unit of your respective UP campus.

STUDENTS

Upon passing UPCAT and being notified that you will be enrolling in the university, the SAIS can help you in your entire stay in UP. From your very first enrollment until after your graduation, the SAIS can provide you with more efficient ways to accomplish your academic transactions. After you graduate and becomes an alumni, you will still be part of the UP community; you can still choose to receive updates from the university through SAIS.

Yes. SAIS has the Academic Planner, which contains the your plan of study (required number of units, subjects that need to be taken, pre- and co-requisites, and other requirements).

Yes. SAIS also has Academic Advisement to help you in this task.

FACULTY

SAIS has the Academic Advisement and Student Gradebook features. These are the ones most relevant in keeping track of the students’ progress in his stay in the university.

Yes, the faculty can use the Academic Advisement module in the system.

Instructional materials will be provided. These include video tutorials, FAQs, brochures, posters, and materials from the eUP website.

ADMINISTRATION – Staff and REPs

Whether a student wishes to enroll, request a leave of absence, or ask for his transcript of records, the faculty and staff have access to an easier way to process all these requests and keep track of their progress.

SAIS has modules for enrollment, financials, scholarships and loans, and student records. All these will help the staff in managing the students’ classes, grades, requests, and payments.  

The usual reports that the existing legacy systems generate are configured in SAIS. Thus, faculty and staff still have access to the reports they regularly need. The information system also has delivered reports that the staff can opt to use. The campuses can also specify reports that they need that are not provided by their existing systems.

UPLB SAIS Enrollment FAQs


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FMIS FAQs

OVERVIEW

The Financial Management Information System (FMIS) is one of the core systems initiated under the eUP project designed to consolidate all financial information generated and used by the Accounting, Budget, and Cash Offices (ABC Offices) as well as the other offices across all constituent universities (CUs). FMIS is intended to enhance all financial transactions and processes within the university and expedite the preparation of reports required by executives and external agencies (e.g. Bureau of Internal Revenue and Commission on Audit).

FMIS may be accessed by authorized users in each of the offices across all CUs. Authorized users include employees from the ABC offices who previously underwent End User Trainings and with formally assigned logins for the system. Employees designated as Approvers and DV Originators are also given access to the system.

FMIS has five (5) Core Modules, namely: Accounts Receivable (AR), Accounts Payables (AP), Cash Management (CM), General Ledger (GL), and Fixed Assets (FA).

These modules are integrated naturally within the system, as they are part of the e-Business Suite.

FMIS and its five Core Modules are also naturally integrated with the other information systems, being parts of the e-Business Suite as well: EIS, SPCMIS, and Payroll. FMIS will be integrated with SAIS via web-service.

GENERAL LEDGER MODULE

The GL module offers a complete solution to journal entry, budgeting, allocations and obligations, consolidation, and financial reporting needs.

Personnel from the Accounting and Budget Offices will have access to this module.

The GL Module can be used to record adjustments and other transactions not captured in the other modules of FMIS. The set-up of the Chart of Accounts and adding new segment values may also be done in the GL Module.

The system will support at minimum, but will not be limited to, the following classification structures:

  1. Unit (e.g. 01 – UP System)
  2. Fund (e.g. 101 – General Fund)
  3. Responsibility Center (e.g. SA01001001 – UPS Office the President)
  4. Budget Segment (e.g. 0010 Advanced and Higher Education)
  5. General Ledger 1 (e.g. 29999990 – Other Payables)
  6. General Ledger 2 (e.g. 0001 – Payables Clearance)
  7. Object Code 1 (e.g. 50101020 – Salaries and Wages – Casual/Contractual)
  8. Object Code 2 (e.g. 0001 – Lecturers-Part-Time)
  9. Special Code (e.g. A0000149 – UPS eUP)
  10. Cash Flow (e.g. 1202 – Employees Cost)

No. For consolidation purposes, there will only be one structure to be used by all CUs, as the one previously specified.

CASH MANAGEMENT MODULE

This module will be used to automatically or manually record and reconcile bank statements, managing liquidity, and controlling cash.

The CM module allows you to create banks, branches, and accounts, enter bank statements and reconcile the statement transactions against payments in Accounts Payable (AP) and receipts in Accounts Receivable (AR).

Personnel from the Cash and Accounting Offices will have access to this module.

No. Only one bank account name may be created for each bank account number. However, multiple bank accounts under one branch may be created.

Please go to bit.ly/cm-create-chk-series for the step-by-step tutorial on how to create a check series.

ACCOUNTS RECEIVABLE MODULE

The AR module provides workbenches that you may use to perform most of your day–to–day AR operations. You may use the Receipts Workbench to perform most of your receipt–related tasks, and the Transactions Workbench to process your invoices, debit memos, credit memos, on–account credits, chargebacks, and adjustments.

Personnel from the Cash Office, Accounting Office, and Special Collecting Officers will have access to this module.

“Standard Receipts” will be used to collect payments to bills or invoices, while “Miscellaneous Receipts” will be used to collect one-time cash payments.

Choose “Various Collection” as the receivable activity, then request the registration of your specific receivable activity at bit.ly/receivable-activity.

FIXED ASSETS MODULE

The FA module will be used for adding, transferring, depreciating, and retiring fixed assets.

The FA module automates the Fixed Asset business process, hence, expedites the processing of transactions. It also improves accuracy of transactions by eliminating errors stemming from manual input and data computation, such as calculation of depreciation and gains or losses recognition.

Personnel from the Accounting and Supply and Property Management Offices will have access to this module.

ACCOUNTS PAYABLE MODULE

The AP module is designed to administer payment for products or services while preventing double payment.This module also contains a detailed history of accounts.

Personnel from the Accounting, Budget, Cash, Supply and Property Management Offices, DV Originators, and Approvers will have access to this module.

Personnel from the Accounting, Budget, Cash, Supply and Property Management Offices, DV Originators, and Approvers will have access to this module.

The AP module can help users through the following:

  1. Automate the approval of invoices
  2. Grow vendor relations with valuable historical data
  3. Receive alert when a potential duplicate invoice has been approved
  4. Track against prepayment and recurring payment options
  5. Calculate taxes automatically

There are many kinds of DVs that are available in the system, but the commonly used DVs are:

  1. Standard – Payment to external suppliers or payroll/ stipend
  2. Prepayment – Payment for advances
  3. Expense Report – Payment for reimbursements, liquidations, and petty cash replenishment