user manual version 3 - universiti putra...

UNIVERSITI PUTRA MALAYSIA KNOWLEDGE MANAGEMENT (KM) PORTAL

USER MANUAL VERSION 3.0

UPM KM Portal 3.0, 2 Sept 2013

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Introduction to UPM KM Portal Knowledge Management has become an important initiative for organizations whose mark of excellence lies in their efficiency and competence in managing vast amounts of information. Efficient Knowledge Management helps to close knowledge gaps and enable the generation of new insights and understandings which will ultimately enhance the quality of core business processes and outcomes. In UPM, knowledge management is an integrated strategy which involves developing the necessary infrastructure and technology, promoting the culture of knowledge deposition, knowledge sharing and knowledge creation, digitizing all knowledge assets and using the collective pool of information within university-wide integrated work processes. At the highest end, the UPM Knowledge Management system provides instant access and reviews to experts in the university, executive decision making and the identification of intellectual wealth attained by the university. The development of knowledge management a vis-à-vis a corporate portal, named the UPM KM Portal, is in line with the University's vision to make the campus a world class university with niche excellences in teaching and learning, research and consultancy and publications. The UPM KM Portal is the main enabler for the knowledge management in the university.

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Simple Guidelines to Use UPM KM Portal for the Purpose of LPPT Assessment

This document is written in order to facilitate UPM academic staff to use the UPM KM Portal for the purpose of LPPT Assessment. First, the UPM KM Portal consists of two main modules:

1. CV Module 2. Knowledge Management (KM) Module

User needs to input data and most of the supporting documents in both modules. 1. Classification of LPPT Form Below is the mapping between module in KM Portal and section in LPPT Form.

No. Module in KM Portal (CV)

Section in LPPT Form

Remarks

1. Update CV > Profile > Personal Information

Classification of LPPT Form

Please fill in the fields: a. NRIC No. – for e-LPPT purposes b. Old NRIC No. – for e-LPPT

purposes c. Passport No. - Important for

international faculty members. d. Date Joined - Important for

Lecturers (less than 3 years of service).

2. Update CV > Profile >

Organization Information Classification of LPPT Form

Please fill in the fields: a. Staff No. – for e-LPPT purposes b. Post - This is your current post,

the LPPT form is based on this post except that you are holding this current post for less than 6 months. Your previous post will be used for the LPPT Assessment – this data is retrieved from the Administrative Work section

c. LPPT Category – to identified user category either they in Technical Science or Social Science or Clinical Science or Language Teacher.

3. CV > Standard CV > Previous Working

Classification of LPPT Form

The end date of your previous working experience is important in determining

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Experience the right LPPT form. Example #1: Staff A was

promoted on 1 September 2007 from from Lecturer to Senior Lecturer. In this case, his/her current position is Associate Professor. As a result, he/she will be assessed using the LPPT Form – Jawatan Gred 45.

Example #2: Staff B was promoted on 1 March 2007 from Lecturer to Senior Lecturer. In this case, his/her current position is Senior Lecturer. As a result, he/she will be assessed using the LPPT Form – Jawatan Gred 51/52.

Example #3: Staff C was promoted on 1 July 2007 from Associate Professor to Professor. In this case, his/her current position is Professor. For this unique case, he/she will be assessed using the LPPT Form – Jawatan Gred Khas.

Table 1.0 : Classification of LPPT Form

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2.0 Mapping between LPPT Criteria and KM Portal Modules The mapping between LPPT criteria (Khidmat Professional) and KM Portal is tabulated in the following table.

LPPT

KM PORTAL

Section No.

Criterion Sub-criterion Main Module

Sub-module Field Reflected

Bahagian II 1. Senarai Latihan Yang Diperlukan

Nama/Bidang Latihan CV Standard CV > Required Training

Required Training

Sebab diperlukan CV Standard CV > Required Training

Reason

- CV Standard CV > Required Training

Year Required

Bahagian III -Pengajaran

1. Kuantiti Pengajaran

Jumlah Kredit CV

Standard CV > Teaching Experience

Credit hours

2. Kualiti Pengajaran Markah Penilaian Pengajaran

CV Teaching Experience Teaching Evaluation (Full Mark of 5)

3. Inovasi dalam Pengajaran

Inovasi CV Teaching Experience E-Learning

4. Fail Kursus Fail Kursus CV Teaching Experience Course File Penyeliaan 1. Kuantiti Penyeliaan Penyelia Utama CV Supervision of Student All mandatory

fieldsPenyelia Bersama CV Supervision of Student All mandatory

fields2. Kualiti Penyeliaan Penyelia Utama CV Supervision of Student All mandatory

fields and Year Graduated

Penyelia Bersama CV Supervision of Student All mandatory fields and Year Graduated

Penyelidikan - Input

1. Kuantiti Penyelidikan

Kuantiti Penyelidikan KM Research Grant All mandatory fields

Penyelidikan - Output

1-2.

Kuantiti Penerbitan dan Kualiti Penerbitan

Jurnal Berwasit Terujuk

KM Publication – Citation-indexed Journals

All mandatory fields

Jurnal Berwasit Tidak Terujuk

KM Publication – Non Citation-indexed Journals


Buku KM Publication - Books All mandatory fields

Bab dalam Buku KM Publication – Book Chapters


Penulisan Popular KM Publication – Popular Writing


Penerbitan Makalah Akademik dan Profesional

KM Publication – Academic or Professional Magazines


Polisi KM Publication – Unpublished Material


Classified Report KM Publication – Unpublished Material


Movie Directed, Drama Directed, Movie Script, Drama Script, Musical

KM Other Publications All mandatory fields

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Score, Concert, Artistic Work Modul, Manual, Nota, Buku Kerja

KM Other Publications All mandatory fields

Paten KM Intellectual Property - Patent


Khidmat Klinikal

1. Kuantiti Khidmat Klinikal

Wad, Klinik, Dewan bedah/Prosedur,

Makmal dan Radiologi

CV Clinical Services All mandatory fields

Khidmat Professional

1. Penglibatan Perundingan CV Consultancy All mandatory fields

Pengembangan CV Professional Services > Involvement


Penasihat Projek CV Professional Services > Involvement


Pakar Rujuk CV Professional Services > Involvement


Pemeriksa Dalam (Projek)

CV Professional Services > Involvement


Pemeriksa Dalam (Tesis)

CV Examiner to Students All mandatory fields

Pengerusi Viva CV Professional Services > Involvement


2. Persidangan Antarabangsa CV Conference, Seminar etc. Attended


KM Seminar and Conference


Kebangsaan CV Conference, Seminar etc. Attended


KM Seminars and Conference


Pengerusi Antarabangsa

CV Conference, Seminar etc. Attended




Pengerusi Kebangsaan CV Conference, Seminar etc. Attended




3. Keanggotaan dalam Jawatankuasa

Pengerusi Antarabangsa/ Kebangsaan

CV Professional Services > Committee Membership


Pengerusi Universiti CV Professional Services > Committee Membership


Pengerusi Fakulti CV Professional Services > Committee Membership


Ahli Antarabangsa CV Professional Services > Committee Membership


Ahli Kebangsaan CV Professional Services > Committee Membership


Ahli Fakulti CV Professional Services > Committee Membership


4. Pengiktirafan Pengadil Jurnal CV Professional Services > All mandatory

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Table 2 : Mapping Between LPPT Criterion and KM Portal Modules.

Note: * This criteria cannot be evaluated from the UPM KM Portal, all academic staff need to use the LPPT Online System developed by iDEC in order to complete the entire LPPT form.

Recognition fieldsPengadil Kenaikan

Pangkat CV Professional Services >

Recognition All mandatory fields

Pemeriksa Luar Program

CV Professional Services > Recognition


Pemeriksa Luar (Tesis) CV Professional Services > Recognition


Pemeriksa Luar (Projek)

CV Professional Services > Recognition


Pengucap Utama KM Professional Services > Recognition


Anugerah CV Awards All mandatory fields

5. Pembangunan Sahsiah Pelajar

Penasihat Akademik CV Professional Services > Development of Student Personality

Penasihat Persatuan/Aktiviti

Pelajar

CV Professional Services > Development of Student Personality

Felo Kolej Kediaman CV Administrative Work All mandatory fields

Penglibatan Aktiviti Pelajar

CV Professional Services > Development of Student Personality

Kualiti Peribadi

1.* Komitmen 2.* Disiplin 3.* Jalinan Hubungan

dan Kerjasama

Kepemimpinan

1. Ciri-ciri Pemimpin Kepemimpinan CV Administrative Work All mandatory fields

2.* Orientasi Pencapaian

3.* Kebolehan menghadapi cabaran

Kegiatan dan Sumbangan di Luar Tugas Rasmi

1. Peringkat Antarabangsa/ Kebangsaan/ Negeri/Daerah/Jabatan/Komuniti

Jawatan CV Affiliation and Societies All mandatory fields

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3.0 Mapping between LPPT Criteria(Khidmat Professional) and CV Module (Professional Services)

The mapping between LPPT criteria (Khidmat Professional) and KM Portal is tabulated in the following table.

Table 3 : Mapping between Khidmat professional and Professional Services

No. LPPT Form KM PORTAL Contributions to Society and Nation

Condition Kriteria Sub-Kriteria Level Position

1. Penglibatan Pengembangan Extension 2. Penglibatan Pengembangan Conference Reviewer 3. Penglibatan Penasihat Projek Project Advisor 4. Penglibatan Pakar Rujuk Expert Reference 5.* Penglibatan Pemeriksa Dalam Research Proposal Evaluation University/Faculty 6.* Penglibatan Pengerusi Viva Master Student Viva Chairperson 7.* Penglibatan Pengerusi Viva PhD Student Viva Chairperson 8.* Keanggotaan dalam Jawatankuasa Pengerusi Antarabangsa/Kebangsaan/

Universiti/Fakulti Conference Committee Chairperson

9. Keanggotaan dalam Jawatankuasa Ahli Antarabangsa/Kebangsaan/ Universiti/Fakulti

Conference Committee Other than Chairperson

10.* Keanggotaan dalam Jawatankuasa Pengerusi Antarabangsa/Kebangsaan/ Universiti/Fakulti

Committee Membership Chairperson

11. Keanggotaan dalam Jawatankuasa Ahli Antarabangsa/Kebangsaan/ Universiti/Fakulti

Committee Membership Other than Chairperson

12. Pengiktirafan Editorial Board Member 13. Pengiktirafan Pengadil Jurnal Journal Reviewer 14. Pengiktirafan Pengadil Kenaikan Pangkat Academic Promotion Referee 15.* Pengiktirafan Pemeriksa Luar Program Academic Program Evaluation International/National 16. Pembangunan Sahsiah Pelajar Penasihat Persatuan Student Club Advisor 17. Pembangunan Sahsiah Pelajar Penasihat Aktiviti Pelajar Student Activity Advisor 18. Pembangunan Sahsiah Pelajar Penglibatan Aktiviti Pelajar Student Activity

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4.0 Insert new data on ‘Conferences and Seminars’

There are three sections that cover data related to conferences and seminars. The summary of these sections is as follows: i. CV Module: Conference, Seminar etc. Attended ii. KM Module: Seminar and Conference (presented) iii. KM Module: Publication-Conference Proceedings

Those sections were developed in order to tackle all aspects of academic staff contributions in Conferences, Seminars and any similar events. For example: a. Staff A attended a conference in 2007 and presented his/her work,

furthermore his/her paper was published in a conference proceeding. b. Staff B attended a conference in 2007 and presented his/her work,

unfortunately his/her paper was not published in a conference proceeding. c. Staff C attended a conference in 2007 as a participant only.

The required sections to be filled-up are tabulated in the table below:

Academic Staff Name

CV Module: Conference, Seminar etc. Attended

KM Module: Seminar and Conference

KM Module: Publication-Conference Proceedings

Staff A √ √ Staff B √ Staff C √

Besides attending a conference (similar event) as a participant and presenter, there are two other criteria that academic staff can obtain marks through his/her contribution as; 1. Keynote speaker or invited speaker 2. Session chairman

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5.0 Insert data on ‘Research Grant’

The marks are given based on the sum amount of research grant for the year of LPPT Assessment. For example:

a. Staff A is having three research grants as shown in table below:

Grant Name

Amount (RM) From To

Grant #1 180,000 1 December 2006 31 May 2008 Grant #2 36,000 1 March 2007 31 August 2007 Grant #3 60,000 1 November 2007 31 October 2008

In order to calculate the amount of research grants for the year of 2007, the pro-rated amount is used as the basis of calculation. First, the total amount is divided by the number of months for the particular research grant. Then, it is multiplied by the number of months in the year of 2007 as the following:

Grant Name

Amount/month (RM)

Number of months in 2007

Amount (RM)

Grant #1 10,000 12 120,000 Grant #2 6,000 6 36,000 Grant #3 5,000 2 10,000

Thus, the final amount of research grants for the year of 2007 is RM 166,000.

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1.0 GETTING STARTED

1. To access the system, type in the portal’s URL in the Web Browser’s Address field: http://km.upm.edu.my/kmportalweb

2. To login, please insert your LOGIN ID and PASSWORD. Then click

<Submit> button. (refer figure 1.1)

Figure 1.0 : UPM KM Portal Login Page

3. Upon successful login, the UPM KM Portal Homepage will be appeared. An

error message will be displayed if the login fails. 4. For security reasons, users are allowed 3 consecutive attempts to login

with the correct user ID and password. If you fail to login after 3 attempts, please click on Forgot Password to request for a new password to avoid having your user account deactivated.

5. The UPM KM Portal Homepage is divided into two mains parts: Navigation

Bar and Work Area Page.

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Figure 1.1 : UPM KM Portal Homepage

6. The Navigation Bar panel, which is located on the top side of the page, provides the list of modules. The main menu is My KM Portal, which contains sub-menu such:

• My KM Portal Overview • CV • Experts • Knowledge Management • E-Publisher • E-Collaboration • Settings

7. The Work Area page, which located in the middle of the UPM KM Portal

Homepage, provides you the area where you can utilize the module chosen.

Note: If you encounter any problems using the portal or have any suggestions, please contact us via email at [email protected] or telephone at 89472025/89466186. The UPM KM Portal is best viewed at a screen resolution of 1024 x 1024 pixels or higher using Internet Explorer 6.0 and above only

This panel is known as Navigation panel

This area is known as Work Area

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2.0 UPDATING & MODIFYING MY CV The CV focuses on two (2) main sections. The sections are: 1. The Profile

This section focuses on your: a. Personal information; b. Organizational information; c. Specialty which highlights your specialization, research interest,

teaching; d. Skills which focus on both your language skills and also other

professional skills and 2. The Standard CV

This section focuses on your: a. Brief Profile b. Qualification c. Previous Working Experience d. Administrative Work e. Teaching Experience f. Clinical Services g. Supervision of Students h. Examiner to Students i. Conference, Seminar etc Attended j. Training Attended k. Consultancy l. Professional Services m. Awards n. Sabbatical and Research Attachment o. Affiliation & Societies p. Required Training

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2.1 Updating Your Profile This section will enable you to update your personal information, organizational information, specialty and skills. 1. Please click on My KM Portal (top menu).

Figure 2.0 : UPM KM Portal Navigation Panel

2. Then, click on CV.

Figure 2.1 : My KMPortal Menu

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3. Click on Update CV >> Profile

Figure 2.2 : Personal CV Page

4. Click on Personal Information

Figure 2.3 : Profile Sub-items

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5. Please update the following fields for the purpose of LPPT Assessment: d. NRIC No. e. Old NRIC No. f. Passport No. - Important for international faculty members. g. Date Joined - Important for Lecturers (less than 3 years of

service). h. Staff No. i. Post (This is your current post, the LPPT form is based on this post

except that you are holding this current post for less than 6 months. Your previous post will be used for the LPPT Assessment – this data is retrieved from the Administrative Work section)

Figure 2.4 : Updating Personal Information

660606-06-6666 A1234567

06/06/1966

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6. In order to update user’s information, click on the Organization Information.

Figure 2.5 : Profile Sub-items

7. Please update the following fields for the purpose of LPPT Assessment:

a. Post b. LPPT Category c. Status

Figure 2.6 : Updating Organization Information

A01234

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8. For the purpose of LPPT Assessment, users need to update their position and their administrative work in UPM.

i. Previous Working Experience The end date of your previous working experience is important in

determining the right LPPT form. Example #1: Staff A was promoted on 1 September 2007 from

from Lecturer to Senior Lecturer. In this case, his/her current position is Associate Professor. As a result, he/she will be assessed using the LPPT Form – Jawatan Gred 45.

Example #2: Staff B was promoted on 1 March 2007 from Lecturer to Senior Lecturer. In this case, his/her current position is Senior Lecturer. As a result, he/she will be assessed using the LPPT Form – Jawatan Gred 51/52.

Example #3: Staff C was promoted on 1 July 2007 from Associate Professor to Professor. In this case, his/her current position is Professor. For this unique case, he/she will be assessed using the LPPT Form – Jawatan Gred Khas.

ii. Administrative Work

This field is important for the Assessment of ‘BAHAGIAN KEPEMIMPINAN – Ciri-ciri pemimpin’

The mark is given if the staff holding an administrative position for more than 6 months of the evaluated year. Please make sure that all the dates are accurate.

9. To update the information for both sections, please refer to the following

section 2.2 and 2.3

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2.2 Updating Your Previous Working Experience 1. Click on My KMPortal > CV > Update CV > Standard CV

Figure 2.7 : CV Page

2. Click on Previous Working Experience

Figure 2.8 : Standard CV Page

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3. To add a new entry, click on <Add> button.

Figure 2.9 : Adding new data for Previous Working Experience

4. Enter data into the respective fields and click <Submit> button.

Figure 2.10 : Previous Working Experience Insert Page

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5. To edit an item from the list, then click on the Modify icon ( ) to modify the information. Example: Click on the Modify icon ( ) for the row of No. 4, Organisation: Universiti Putra Malaysia.

Figure 2.11 : Updating data for Previous Working Experience

6. Now, you can change the information accordingly and click on the <Modify>

button to save the updated information.

Figure 2.12 : Previous Working Experience Update Page

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7. To delete an item from the list, click on the Delete icon ( ) and click on <Yes> to confirm your deletion.

Figure 2.13 : Deleting data for Previous Working Experience

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2.3 Updating Your Administrative Work 1. Click on My KMPortal > CV > Update CV > Standard CV


2. Click on Administrative Work


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3. To add a new entry, click on <Add> button.

Figure 2.16 : Adding new data for Administrative Work

4. Fill up all the compulsory fields. For the current administrative position, the

field of Dated Ended is left empty. Then click on <Submit> button.

Figure 2.17 : Administrative Work Insert Page

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5. To edit an item from the list, then click on the Modify icon ( ) .

Figure 2.18 : Updating data for Administrative Work

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6. For the previous administrative position, please select the date (Date Ended). Important: For the LPPT Assessment for the year of 2007, any administrative position appointment occurred during the year must be inserted. This is meant to calculate the LPPT mark for leadership (Bahagian Kepemimpinan: Ciri-ciri Pemimpin).

Figure 2.19 : Administrative Work Update Page


Figure 2.20 : Deleting data for Administrative Work

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8. For Fellow of Student College, please use this section in order to get mark for Bahagian Khidmat Professional – Pembangunan Sahsiah Pelajar.

9. To add data, please refer step 3 – 4. At fields ‘Position’, please select ‘Fellow’.

Figure 2.21 : Adding data for Fellow of Student College

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2.4 Updating Your Teaching Experience 1. Click on My KMPortal > CV > Update CV > Standard CV


2. Click on Teaching Experience


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3. Click on <Add> button and make sure that you are in the correct sub-window of Academic Courses – in UPM.

Figure 2.24 : Adding new data for Teaching Experience

4. Then, input the course code and hit <Search> button.

Figure 2.25 : Searching for course

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5. If the course code is not registered in the UPM KM Portal (the information of courses is retrieved from the Sistem Maklumat Pelajar (SMP)). The result of the search is displayed as shown in the Figure below. Select Yes.

Figure 2.26 : Creating new course details

6. Enter all the required information especially the compulsory fields of Course

Code and Course Title.

Figure 2.27 : Teaching Experience Insert Page

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7. For the LPPT mark calculation, the credit hours are taken as the input of the calculation. This field is set as the default setting as indicated in the Figure 5.5.

8. For Clinical Staff, the LPPT mark calculation for teaching quality can be based on the contact hours. User needs to select the Contact Hours from the dropdown list of the field of “LPPT Calculation based on” as depicted in the figure 5.6

Figure 2.28 : Selection on field of ‘LPPT Calculation based on’

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9. The choice of E-learning must also be ticked in order to obtain the LPPT mark as shown in the figure 5.7.

10. Finally the value for teaching quality score must be inserted in order to get

the LPPT mark. Then click on <Submit> button.

Figure 2.29 : Data Entry for portion Teaching Aid

11. To duplicate data, click on the Duplicate icon ( ).

Figure 2.30 : Duplicating Data for Teaching Experience

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12. To edit an item from the list, then click on the Modify icon ( ).

Figure 2.31 : Updating data for Teaching Experience


Figure 2.32 : Deleting data for Teaching Experience

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2.5 Updating Your Supervision of Students 1. Click on My KMPortal > CV > Update CV > Standard CV


2. Click on Supervision of Students


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3. Then, click on Add button. There are two options of Student Supervision; In UPM and Outside UPM. The default setting is In UPM.

Figure 2.35 : Adding new data for Supervision of Students

4. Choose the appropriate selection for:

a. Type of Supervision b. Student Type: Data for Bachelor and Practicum students are

used to calculate marks for teaching credit hours.

5. Then, fill up all the required fields. Important: For on-going supervision, the field of Year Graduated is

left empty. For graduated students, the field of Year Graduated must

be provided, please select the appropriate year. Refer Figure 2.33

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Figure 2.36 : Supervision of Student Insert Page

6. To edit an item from the list, then click on the Modify icon ( ). If you need

to delete an item, click on the Delete icon ( ) and click on <Yes> to confirm your deletion.

Figure 2.37 : Updating and Deleting data for Supervision of Students

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2.6 Updating Your Professional Services 1. Click on My KMPortal > CV > Update CV > Standard CV


2. Click on professional Services


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3. Then click on <Add> button.

Figure 2.40 : Adding new data for Professional Services_Involvement

4. Three most important fields must be carefully selected in order to get the

correct LPPT marks as the following; a. Level, b. Type, and c. Position

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Figure 2.41 : Professional Services_Involvement Insert Page

5. To edit an item from the list, then click on the Modify icon ( ). If you need

to delete an item, click on the Delete icon ( ) and click on <Yes> to confirm your deletion.

Figure 2.42 : Updating and Deleting data for Professional Services

6. Please refer to Table 3

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7. Please repeat the same proses by clicking one by one all grey tab for all criteria Committee Membership, Recognition, Development of Student Personality

Figure 4.43 : Adding data to Committee Membership, Recognition and Development of Student Personality

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3.0 Knowledge Management 3.1 Contribute New Document 1. Click on My KMPORTAL and then select Knowledge Management

Figure 3.0 : My KMPortal Menu

2. Click on Contribute New Document from the navigation menu on the left side.

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Figure 3.1 : Knowledge Management Page 3. Click on the drop-down button and you can view the list of Knowledge Class.

For example: Select the Publication – Citation-indexed Journal

Figure 3.2 : Contribute Draft Document Page

4. Click on <Next> button. The full screen view of the knowledge class of

Publication – Citation-indexed Journal, shown on Figure 3.3 will be displayed.

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Figure 3.3 : Contributing New Document

5. For all type of knowledge contributions, there is a list of common tool as the following:

a. K-Unit Approver b. Assign User c. Knowledge Map d. Access Control List e. Check Duplicate

a. K-Unit Approver

Each UPM user has their own K-Unit Approver group. Some user has more than one group. However, he/she requires selecting only one K-Unit Approver group. This function has an approval process which requires approver to review, edit (if required) and approve the document before it published into the system.

Figure 3.4 : K-Unit Approver

b. Assign User

To add other academic staff who involved in publications, research grant and patent. This tool is special whereby one of knowledge owners can deposit the data and supporting document on behalf of other academic staff. Example: Rahman, R.N.Z.A, Leow, T.C., Salleh, A.B., and Basri, M., 2007. High-temperature crystallization of thermostableT1 lipase. Crystal Growth and Design, 7:406-410. In this case:

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- Rahman, R.N.Z.A is a Corresponding Auhtor in UPM, - Salleh, A.B., and Basri, M. are Co-Author(s) in UPM - Leow, areT.C. is Co-Auhtor(s) outside UPM.

Assigning User for Corresponding Author in UPM i) Click on <Assign User> button of the Corresponding Author in UPM

field and a new sub-window is popped up in the monitor screen as shown on Figure 3.6.

Figure 3.5 : Assigning User

ii) Search name of UPM staff by selecting their respective faculty. Click

on the Expand icon ( ) of the UPM folder in Sub-window #1.

Figure 3.6 : User Selection Page

iii) Then, click on the Expand icon ( ) of the Faculty folder. For this example, the main author is from the Faculty of Biotechnology and Biomolecular Sciences.

Sub-window #1

Sub-window #2

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Figure 3.7 : Expanding the Faculty Folder iv) Click on the Expand icon ( ) of the Biotechnology and Biomolecular

Sciences.

Figure 3.8 : Expanding the Biotechnology and Biomolecular Science Folder

Sub-window #1

Sub-window #2

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v. Finally, click on the folder of Biotechnology and Biomolecular Sciences Academic. The list of faculty member is populated in the Sub-window #2.

Figure 3.9 : Selecting the Biotechnology and Biomolecular Science s Academic Folder

vi. You can use either the search engine to find the name of staff or the tab of the window for scrolling up/down. For this example, the former approach is used and a portion of the staff name ‘Raja’ is typed in the search engine box. Hit the Find button.

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Figure 3.10 : Selecting the user name ix. The field of Corresponding Author in UPM is filled up with the selected staff name.

Figure 3.11 : Assigning user

Assigning User for Co-Author(s) in UPM i) Click on <Assign User> button of the Co-Author(s) in UPM field and

a new sub-window is popped up in the monitor screen as shown on Figure 3.6.


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ii) Type a portion of the staff name ‘bakar’ in the search engine box.

Click on the <Search> button.

Figure 3.13 : Key in user’s name

iii) Then tick the appropriate check-box as depicted in the figure. Click on the <Select Users> button. Please click <Ok> when message box displayed.

Figure 3.13 : Selecting user

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iv) To find other co-authors, repeat Step (ii) – (iii). Then, click on <Close> button.

Figure 3.14 : Searching and Selecting user


c. Knowledge Map

This knowledge map is designed for mapping the deposited knowledge into the appropriate groups of interest. This field is compulsory and all academic staff is encouraged to select their knowledge group. For this cycle, please tick the check-box of Academic Clusters at least.

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Figure 3.16 : Knowledge Map

Imagine this knowledge map as the windows folder, by clicking on the Expand icon ( ), the tree is expanded. For example, the knowledge can be classified as the Agriculture (general) by clicking its check-box or it can be classified as the Agro Biotech (specific).

Figure 3.17 : Expanding and Selecting the Knowledge Map

d. Check Duplicate This field allows users to check all the documents in the database in order to avoid any duplication.

e. Assign ACL (Access Control Level) This field allows the user to set the access level for the document.

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3.2 Modify Contributed Document 1. Click on My Document from the navigation menu on the left side.

Figure 3.18 : Knowledge Management Page

2. Click on icon . Modify Document page will be displayed.

Figure 3.19 : My Documents Page

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3. Edit the document and then click on Submit button.

Figure 3.20 : Modify Document Page

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3.3 Delete Contributed Document 1. Click on My Document from the navigation menu on the left side.


2. Click on icon . Delete Document page will be displayed.


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3. Key in Remarks and click on Delete button. Confirmation message will be displayed. Click OK. My Documents page will be displayed with successfully deleted message.

Figure 3.23 : Delete Document Page

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3.4 Modify / Delete Document with Status ‘Pending Verification’

1. Click on My Document from the navigation menu on the left side.


2. Click on document title. View Full Document Details will be displayed.


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3. Key in Remarks and click on Delete button. Confirmation message will be displayed. Click OK. My Documents page will be displayed.

Figure 3.13 : View Full Document Details Page

4. Please refer step at portion 3.2 if you want to modify the document or refer portion 3.3 if you want to delete the document.