Process Mining Methodology for Digital Processes under Smart Campus Concept

Year 2022, , 1006 - 1018, 31.12.2022

Onur Doğan , Esra Cengiz Tırpan

https://doi.org/10.35193/bseufbd.1162284

Abstract

Digital transformation affects universities as well as many industries. Universities are increasingly using various digital resources and systems to manage their knowledge. The smart campus, on the other hand, supports informed decision-making by integrating these resources and systems. Process mining provides real insights for digital transformation, allowing processes to be examined more transparently. This study aims to examine the proposed project implementation processes related to the smart university with the process mining methodology. For this purpose, 32 completed projects submitted to İzmir Bakırçay University Scientific Research Projects Coordinatorship (BAPK) with the proposed methodology adapted from Deming's continuous improvement cycle were examined. The data are taken from two different pages in the project automation system. According to the research findings, Projects are grouped into three categories: Guided Projects (GDM, 5 projects), Graduate Thesis Projects (TEZ, 5 projects), and Career Start Support Projects (KBP, 22 projects). 40.6% (13 projects) of the applications went directly to the project review stage, while 19 (59.4%) needed procedural correction. Considering the time from the creation of the application of 32 projects to the signing of the contract, it is seen that the arithmetic average of the cycle time is 15.1 weeks, and the median average is 52.5 days. The notable difference between arithmetic and median mean is that very few projects are of long duration. Procedural adjustments affect project evaluation cycle time by an additional 14 days. The carelessness or lack of knowledge of the applicants extends the cycle time of the process from 15 days to 53 days. The total duration of unnecessary waiting time in the process is 17 days. This study primarily proposes that non-digital processes should be digitized as soon as possible.

Keywords

Process Mining, Smart Campus, Digital Transformation, Process Management

Akıllı Kampüs Konsepti Altında Dijital Süreçler İçin Süreç Madenciliği Metodolojisi

Abstract

Dijital dönüşüm, birçok endüstriyi etkilediği gibi üniversiteleri de etkilemektedir. Üniversiteler, sahip olduğu bilgiyi yönetmek için, çeşitli dijital kaynaklardan ve sistemlerden giderek daha fazla faydalanmaktadır. Akıllı kampus ise, bu kaynakları ve sistemleri entegre ederek, bilinçli karar verme sürecine destek olur. Süreç madenciliği, süreçlerin daha şeffaf incelenmesine olanak tanıyarak, dijital dönüşüm için gerçek öngörüler sunar. Bu çalışma, akıllı üniversite ile ilgili önerilen proje uygulama süreçlerini, süreç madenciliği metodolojisi ile incelemeyi amaçlamaktadır. Bu amaç doğrultusunda, Deming'in sürekli iyileştirme döngüsünden uyarlanan önerilen metodoloji ile İzmir Bakırçay Üniversitesi Bilimsel Araştırma Projeleri Koordinatörlüğü (BAPK)’ye sunulan ve tamamlanmış 32 proje incelenmiştir. Veriler proje otomasyon sisteminde yer alan iki farklı sayfadan alınmıştır. Araştırma bulgularına göre; Projeler, Rehberli Proje (GDM, 5 proje), Lisansüstü Tez Projeleri (TEZ, 5 proje) ve Kariyer Başlangıç Destek Projeleri (KBP, 22 proje) olmak üzere üç kategoride gruplandırılmıştır. 32 projenin başvurusunun oluşturulmasından sözleşmenin imzalanmasına kadar geçen süreye bakıldığında çevrim süresinin aritmetik ortalamasının 15,1 hafta, medyan ortalamasının ise 52,5 gün olduğu görülmektedir. Aritmetik ve medyan ortalama arasındaki dikkate değer fark, çok az projenin uzun süreli olmasından kaynaklanmaktadır. Prosedürel düzeltmeler proje değerlendirmesinin döngü süresini fazladan 14 gün etkilemektedir. Başvuru sahiplerinin dikkatsizliği veya bilgi eksikliği, sürecin döngü süresini 15 günden 53 güne kadar uzatmaktadır. Süreçteki gereksiz bekleme süresinin toplam süresi 17 gündür. Bu çalışma öncelikle, dijital olmayan süreçlerin mümkün olan en kısa sürede dijitalleştirilmesi gerektiğini önermektedir. Başvuruların %40,6'sı (13 proje) doğrudan proje inceleme aşamasına geçerken, 19'u (%59,4) prosedürel düzeltmeye ihtiyaç duymuştur.

Keywords

Süreç Madenciliği, Akıllı Kampüs, Dijital Dönüşüm, Süreç Yönetimi

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