Back office Operations
Back office Operations – Process for Website Upload
Document Name:
Back office Operations – Process for Website Uploads
Document ID:
PR-BO-WU
Version No.
2.0
Intended Recipient(s):
Back office team- Manipal & Bangalore, Sales team, SMU –
Directorate of Distance Education, Academics team & Controller of
Examinations
Document Objective:
To outline the detailed process of requisitioning, approval by
designates and upload of various information related to DDE,
Continual Learning and Healthcare programs on to the websites
Effective Date
19/03/2007
Name
Process Owner
Arati Arun Kumar
Reviewed by
Rajen Padukone
Approved by
Rajen Padukone
Signature
Instructions:
 No part of this document may be reproduced, stored in a retrieval system, or transmitted in
any form or by any means, electronic, mechanical, photocopying, recording or otherwise,
without prior written permission from the management.
 Upon receipt of future revisions/updates, please ignore the earlier versions
 Please do not change the contents of the document. Please email quality@manipalu.com for
any suggestions or proposals
Manipal Universal Learning: Manipal Towers, 14, Airport Road, Bangalore - 560008
Disclaimer
This document is for the exclusive use of MUL. Any use of this document other than the intended
use shall be deemed illegal. In case you have accidental access to this document please inform the
team mentioned above and shred this document.
Process for Website Uploads
Version 2.0
Revision History
Version
Release Date
Prepared by
Comments
1.0.
12/05/2006
Arati A K
New release
Arati A K
Changes in the process flow chart
SMU replaced with DDE throughout the
document
MUL BO replaced with UR- BO
Arati A K
Revised List of POCs
Process Owner changed
Form revised
Name of document changed from ‘Website
Management’ to ‘Process for Website Uploads’
Document ID changed from PR-BO-WM to PRBO-WU
1.1
2.0
19/03/2007
05/11/2006
19/03/2007
PR-BO-WM
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Process for Website Uploads
Version 2.0
Table of Contents
1.
Abbreviations ............................................................................................................................... 4
2.
Overview ....................................................................................................................................... 5
3.
Process Flow – Web upload process .......................................................................................... 6
4.
Process for Upload of Online forms/ Registrations .................................................................. 7
5.
Process Flow – Web Upload Requisition Approval Process .................................................... 8
6.
Process for Seeking Approval for Web Uploads – Onsite Intenders: ..................................... 9
7.
Process for Seeking Approval for Web Uploads – Offsite Intenders: .................................... 9
8.
Process for upload of online forms ............................................................................................. 9
9.
List of PoCs ................................................................................................................................ 10
10.
Annexure ................................................................................................................................ 10
19/03/2007
PR-BO-WM
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Process for Website Uploads
Version 2.0
1. Abbreviations
CE – UP
CL
COE
DDE
DE
IT
MUL
PoC
PVC
SMU
UR -BO
Academics HOD
19/03/2007
Chief Executive – University Programs, Manipal Universal Learning
Continuing Learning
Controller of Examinations, Sikkim Manipal University
Directorate of Distance Education, Sikkim Manipal University at Manipal
Distance Education
Information Technology
Manipal Universal Learning
Point of Contact
Pro Vice Chancellor, Sikkim Manipal University
Sikkim Manipal University
University Back Office, Manipal
Academics Head of Department
PR-BO-WM
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Process for Website Uploads
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2. Overview

On a day to day basis, the following departments upload content onto the web site
through IT support based at Bangalore & Manipal:
o Academics : Program Guides, Course Structure, Syllabus, References, Errata and
Assignments etc, related to Academics
o University - BO (DE) : Student data, Center data, data processing, Student
administration
o MUL -BO (CL) : Student registration, Results, Academics & Exam related
information
o DDE: Student circulars , Registration information
o Controller of examinations : Results & Circulars, Re-sitting forms, Examination
schedule
o Corporate : Policy announcements, Section content, Changes to courses, Changes in
course fees , Modifications to prospectus, Eligibility, & application forms etc
o Marketing : Modification to the look & feel of the web site, new info/ updates,
corporate overview/ news,





19/03/2007
This process is presently applicable for Distance Education & Continuing Learning
The website is managed by IT department who upload/modify contents based on requests
made by any of the above mentioned departments.
In order to provide for ownership & control of content being uploaded to the web site a
point of contact (PoC) has been identified for each department through whom all requests
shall be forwarded to IT - PoC for uploading to the web.
The list of current PoCs are given below. The PoC list may change from time to time
depending on business requirements
As DDE manages SMU’s Distance Education program, all information connected with
examinations and registration will be managed through DDE based at Manipal
PR-BO-WM
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Process for Website Uploads
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3. Process Flow – Web upload process
Upload Request form raised by
a department
Department
MUL – CL, PoC
approves request
& hands over to IT
Examination,
results &
registration Issues
Academics
related
Back Office
UR - BO PoC
approves request
& hands over to IT
Academics PoC
approves request
& hands over to IT
DDE PoC
approves request
& hands over to IT
COE PoC
approves request
& hands over to IT
IT uploads information on the net
and confirms
19/03/2007
PR-BO-WM
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Process for Website Uploads
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4. Process for Upload of Online forms/ Registrations
Department initiates requisition for Upload of
online forms
Seeks approval from CE- UP & PVC
Forwards requisition to IT Head at the
Corporate office for approval who assigns
responsibility for development of online form
Necessary modifications
made
No
IT Head approves?
Yes
Form is upload
19/03/2007
PR-BO-WM
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Process for Website Uploads
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5. Process Flow – Web Upload Requisition Approval Process
Requires information to be uploaded
on to the website
Intender based in Manipal/
Offsite?
Onsite
Offsite
Enters details in the hard copy ofWeb
Upload request form and sends it to
the PoC for approval
Enters details in the Web Upload
request form and sends it to the PoC
for approval via email
PoC approves the request by signing
the form
PoC approves the request via email
Intender forwards the approved
request form along with content to be
uploaded to the Web Manager
Intender forwards the approval request
along with content to be uploaded to
the Web Manager via email
Web Manager Upload the content on
receipt of requisition form & retains the
same
Web Manager Upload the content on
receipt of approval via email
19/03/2007
PR-BO-WM
Intender retains a
signed hard copy
of the requisition
form
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Process for Website Uploads
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6. Process for Seeking Approval for Web Uploads – Onsite Intenders:







When the need for upload of information on the web arises, the initiator of the request
will fill in the hardcopy of the Web Upload Request form (Annexure 2) and forward the
same to the concerned department PoC
The PoC will approve all content that is to be loaded on the website and shall take
ownership for content that is uploaded to the website for that specific department.
The form is then handed over to Web Manager along with the content for uploading.
Web Manager will confirm upload & maintain a trail
The intender must mention the dates for both upload & deletion of the information on the
website. If the date of deletion is not known the intender may leave the section blank and
the same may be entered in the form when required and resent to the Web Manager for
deletion after seeking approval from the PoC
All information for upload connected to Examinations & Registration information will be
routed through the COE and Additional Registrar respectively after it has been cleared by
the respective PoC’s
Upload forms are also required for day-to-day upload of data on the website
Exceptions may be made when real-time uploads take place
7. Process for Seeking Approval for Web Uploads – Offsite Intenders:





The initiator of the request will fill in a soft copy of the Web Upload Request form
(Annexure 1) and email it to the concerned department PoC
The PoC will approve the content that is to be loaded on the website via email
The email with the PoC approval is then forwarded to the Web Manager along with the
content for uploading.
The Web Manager can go ahead with the upload as soon as he receives the email
approval and ensure the information is available on the website on the date mentioned in
the requisition
The intender must get the signature of the PoC on the hard copy of the requisition form
and file it for future reference if required
8. Process for upload of online forms

19/03/2007
In case any department requires an upload of any online forms the same has to be first
approved by the department head and subsequently by the IT head who will ensure the
necessary checks for any bugs are carried as required
PR-BO-WM
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Process for Website Uploads
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9. List of PoCs
Given below is the list of PoCs:
I. Distance Education related uploads
1. Chief Executive - University Programs, MUL
2. Pro Vice Chancellor, SMU
3. Senior Vice President – Channel Operations, MUL
4. Additional Registrar, SMU
5. Senior Manager Back Office Operations, MUL
6. Controller of Examinations, SMU
7. Academics HOD, SMU
8. Advisor – Operations, MUL
9. General Manager – Logistics, MUL
II. Career and Recruitment
1. Chief Executive – University Programs, MUL
III. Continual Learning and Healthcare programs department
1. Senior Manager – Business Development, MUL
2. Manager – Operations, MUL
3. Academics Coordinator, MUL
4. Program Manager, MUL
Alternately any of the above POCs may authorize another individual to carry out website
uploads in their absence. The intimation regarding this may be given in writing.
10. Annexure
Number
Annexure 1
19/03/2007
Description
Web Upload Request form
PR-BO-WM
Document Format/ Sample
C:\Documents and
Settings\arati\My Documents\Processes\DE Process Documentation\A
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