Before the KUHub project, Koç University was using several outdated systems to manage critical data. The Koç University Student Information System (KUSIS) was built on Oracle’s PeopleSoft ERP, while the Koç University Faculty Information System (KUFIS) was spread across various platforms. As Engagement Applications Manager, I recognized the challenges of this fragmented approach, which included missing data, inconsistencies, and duplicate entries. Personnel information for staff and academics was stored in multiple systems, making it difficult to manage and track. Additionally, maintaining the PeopleSoft system required an outsourced foreign company, which resulted in high ongoing costs. As a solution, the KUHub project aimed to streamline all systems, improve data consistency, and reduce costs by replacing outdated software with a unified system.
The KUHub project began with a detailed conceptual design phase, which I led as part of my role as Engagement Applications Manager. This phase laid the foundation for the entire system and was essential for creating a clear vision of the project. Over the first four months, I worked closely with the UI/UX team to develop the system’s key features, personas, and functionalities. Information architecture was crucial in structuring the system’s data and user flows. I also developed prototypes to demonstrate how the system would work, which I presented to senior management to get feedback and ensure the project was on track. This allowed stakeholders to understand and visualize the full scope of the system, making it easier to align on next steps.
KUHub offers a wide range of features to manage both student and administrative data. As Engagement Applications Manager, I was involved in designing and ensuring the inclusion of key features such as managing student master data, academic structures, course registration, grading, and degree auditing. These features allow students to track their academic progress and stay informed about their academic journey. For administrative affairs, KUHub provides tools for dorm management, security access, medical reports, procurement, and more. By integrating these features into a single platform, we have improved the university’s operational efficiency and made it easier for both students and staff to perform their daily tasks.
In addition to the traditional student lifecycle management features, the KUHub project introduced several new engagement tools to enhance communication across the university. These included tools for News, Announcements, and Events, allowing students, faculty, and staff to stay informed about important updates. I also led the re-development of the Announcement tool, codenamed Leylek, which had been built on an outdated PHP codebase. As part of the effort to reduce the number of software applications in use, this tool was re-developed in a modern .NET environment. CampusHub, the engagement component of KUHub, was designed as the landing page for the system, providing daily updates on campus life, including information on dining options, transportation, and other important services.
As part of the KUHub project, we proposed 20 different hubs to serve various user groups, including students, staff, academics, and external individuals such as prospective students, outsourced workers, and companies wishing to collaborate with the university. Each hub was designed with specific needs in mind, ensuring that all stakeholders had easy access to the information and services they required. I led discussions with the IT team to gather input on the features and structure of these hubs. Additionally, it was important to develop a back-office system to manage user access and permissions for each function. Ensuring robust security measures was a priority, and I worked with the team to make sure only authorized users could access sensitive data.
During the development of KUHub, I used several collaboration tools to ensure smooth communication and alignment across all teams. Atlassian’s Knowledge Base became the single source of truth for project documentation, where all important files and updates were stored for easy access by the team. I also used Miro for real-time collaboration with stakeholders, which helped in gathering feedback and brainstorming ideas. When working on drafts and managing tasks, I relied on Smartsheet to track progress and ensure that all team members were on the same page. These tools played a crucial role in the project’s success and ensured that all stakeholders were involved throughout the development process.