Our Projects

Process metal wheel concept
Photo: ©EtiAmmos - stock.adobe.com

As a central coordination office, we deal with strategic methods to professionally implement the project portfolio. The central department is entrusted with comprehensive projects that affect several areas of the University of Potsdam. We work according to the PRINCE2 method.


Current Projects

Campus Management System

Person sitting at laptop with overlay of digital images
Photo: @Song_about_summer - stock.adobe.com

The Campus Management System is one of the most important IT systems at the University of Potsdam and thus the central pillar of student and examination administration.

It is a process-oriented application software that maps the student life cycle and therefore ranges from the topics of application, admission, enrollment, and student administration with fee management to examination and course administration as well as a module for alumni management.

The aim of the project is to reorganize the campus management system by replacing the old software modules step by step with a modern, integrated system. A new central platform is to be created that contains many advantages, including:

  • for students, who will be optimally informed and guided in the organization and execution of their studies,
  • for lecturers, who will be optimally supported in the preparation and execution of their teaching and relieved of administrative tasks as far as possible,
  • for administrative staff, who are responsible for the smooth running of all aspects of study and teaching organization and can control all administrative processes centrally.
Person sitting at laptop with overlay of digital images
Photo: @Song_about_summer - stock.adobe.com

Forms Management

Photo: @Looker_Studio – stock.adobe.com

Forms are an indispensable part of everyday life at the University of Potsdam. A large part of internal and external communication is handled with the help of a wide variety of forms. Online forms are to replace the classic paper form thereby further strengthening, continuously improving and simplifying digital processing.

The goal of the project is to create a central form management system as part of the University of Potsdam's digitization strategy. The new system will not only support the creation and processing of forms, but also link them directly to workflows as needed. In addition, a future advantage of this system is to streamline the processing workflow, maintaining it all web-based with barrier-free interfaces, while upholding the requirements for IT security and data protection.

This project is supervised by Katrin Woop.

Photo: @Looker_Studio – stock.adobe.com

Digital student record

digital student file
Photo: © Murrstock – stock.adobe.com

With a document management system, there are numerous opportunities for digitizing administrative services. As part of the structured expansion, the digital student file (DSA) was given the highest priority and its implementation was decided on 09.09.2020. Within this electronic archive,  all study-related documents, will be mapped and digitally managed in one central location.

The project result should provide stakeholders with more transparency, better service and faster communication through direct and easy access to study-relevant documents. The elimination of media discontinuities, the support of modern as well as flexible working methods and the reduction of space requirements due to physical archiving are further advantages to be realized by the digital student file.

The project starts in a strongly changing legal project environment (keyword OZG), so that if necessary changes and/or extensions of the project goals can result.

This project is supervised by Norman Lingott.

digital student file
Photo: © Murrstock – stock.adobe.com

Scanning Station

Office equipment with multifunction printer scanner, file stack, document stack, flight paper, document shredder and waste paper basket.
Photo: ©Светлана Шамшурина - stock.adobe.com

The mailroom is also undergoing digital change and is preparing for the scanning of incoming mail: In connection with the e-invoice project, a scanning station will be set up for early, replacement and legally compliant scanning. In a first step, this will support the process of electronic invoice processing and later form the basis for the digitization of incoming mail as part of electronic administrative work using electronic files and document management systems. In the long term, the majority of the total volume is to be digitized in a single scanning unit. Data protection and security in particular play an important role in this project, the working basis being the TR RESISCAN of the BSI (Federal Office for Information Security).  

This project is supervised by Katrin Woop.

 

Office equipment with multifunction printer scanner, file stack, document stack, flight paper, document shredder and waste paper basket.
Photo: ©Светлана Шамшурина - stock.adobe.com

Intranet

The word intranet is represented by letters, people and symbols.
Photo: ©Tatyana - stock.adobe.com

The advancing digitalization and changing requirements and expectations make it necessary for the University of Potsdam to restructure its web-based information and collaboration services. The aim of the project "Digital Workplace / Intranet-Relaunch" is to create a modern, user- and service-oriented knowledge landscape. In the first phase, the content will be revised and a new platform implemented. A new structure in the modern layout is to provide information for the daily work user-oriented. In the subsequent phase, the intranet will move with the times and offer comprehensive services.

This project is supervised by Jelka Hönicke.

 

The word intranet is represented by letters, people and symbols.
Photo: ©Tatyana - stock.adobe.com

Completed Projects

E-cargo bikes

Bild Lastenfahrrad vom ZIM Universität Potsdam
Photo: Tobias Hopfgarten, ZIM

The e-bikes will be procured to support employees with heavy manual tasks. In particular, janitorial tasks and postal services are to be carried out by bicycle in order to be mobile and flexible on the growing campuses. At the same time, sustainable mobility is to be promoted by covering distances by cargo bike instead of by car in the future.

This project was supervised by Christian Stempfl and Stefanie Schätzle.

Bild Lastenfahrrad vom ZIM Universität Potsdam
Photo: Tobias Hopfgarten, ZIM

E-Invoice / Document Management

Concept for the automation of business processes. Gears and symbols on an abstract background.
Photo: © greenbutterfly – stock.adobe.com

The E-Invoicing Act establishes a binding legal basis for the receipt and processing of electronic invoices by public contractors. Following these guidelines, a Document Management System (DMS) was introduced, which adheres to the legal requirements. The DMS will cover future needs and enable the user to comfortably process documents, files and invoices.

 This project was supervised by Jelka Hönicke and Norman Lingott.

Concept for the automation of business processes. Gears and symbols on an abstract background.
Photo: © greenbutterfly – stock.adobe.com

Self-Study Zone at the University of Potsdam

Photo of a self-access zone with tables, chairs and monitor
Photo: Thomas Roese

Due to its spatial distribution, the high number of students and the changed learning habits, the University of Potsdam has the ambition to provide more student learning areas. Thanks to mobile devices, learning can take place anywhere on campus. The existing capacities in the buildings are to be better used and new capacities created so that individual and group work can be carried out outside lecture halls and seminar rooms.  

We have compiled an overview [German] of the various locations of the self-learning zones for you.

This project was supervised by Norman Lingott.

 

Photo of a self-access zone with tables, chairs and monitor
Photo: Thomas Roese

Renovation of the "Nil StudentInnenkeller"

Image of the „Nil StudentInnenkeller“
Photo: Karin Sumpf

The „Nil StudentInnenkeller“ had to close in 2019 due to structural and technical defects and will be renovated by a project team of the university. Until now, the „Nil e.V.“ has been the sole operator of the club. As a result of the extensive investments made by the University of Potsdam, daytime use was realised and the rooms will be operated jointly in the Future. Learning and working, as well as meetings of different groups become implemented here in a bright and friendly atmosphere. Creative groups should be able to use the new student cellar for different formats. In addition to the existing rooms, a flexible solution for a width target group will be created. After completion of the renovation work, the „Nil e.V.“ will organise the evening programme.

This project was supervised by Karin Sumpf.

Image of the „Nil StudentInnenkeller“
Photo: Karin Sumpf

Signboard University of Potsdam

The Griebnitzsee campus is home to various scientific and research institutions, making it difficult to identify the University buildings. Especially when traveling by train from Potsdam or Berlin, orientation is difficult. The lettering promotes the area of the University of Potsdam better and points rail travelers in the right direction.

This project was supervised by Norman Lingott.


Campus Bikes

people with their bikes in front of Kollonaden Neues Palais
Photo: Tobias Hopfgarten, ZIM

The University of Potsdam wants to make bicycles available to its staff for commuting between locations and for appointments in other locations. In the future, every employee will be able to use a bicycle to avoid traveling by car, bus or train. This primarily promotes health and protects the environment. Employees will have more flexibility and get to know the Potsdam area better. In particular, bicycle sponsors support this cooperative endeavor. By borrowing bicycles from colleagues, new contacts are established and cross-departmental networking will be actively promoted.

The project website [German] offers further information.

This project was supervised by Karin Sumpf.

people with their bikes in front of Kollonaden Neues Palais
Photo: Tobias Hopfgarten, ZIM

Bicycle Repair Station

hanging tools at a bicycle repair station
Photo: ©amophoto.net - stock.adobe.com

 The bicycle is becoming increasingly popular between students and employees as a flexible means of transport. Due to the distance between the three large University locations, the few parking spaces on-site and the generally scarce transport infrastructure, the use of the bicycle for students, employees and guests is to be promoted. Active mobility by bicycle requires framework conditions that can be provided by simple measures. In addition to the already offered parking spaces, bicycle columns are to be installed to repair the most frequent damage. Whether shaky parts or too little air in the tire - with the repair stations, which contain the most common tools for free use, many problems can be solved on-site.   

 We have compiled further information for you in a project information sheet [German] and an overview [German] of the respective locations.

This Project was supervised by Norman Lingott. 

hanging tools at a bicycle repair station
Photo: ©amophoto.net - stock.adobe.com

Annual Chancellor Meeting

Participants of the Chancellor's Annual Conference at the University of Potsdam
Photo: Ernst Kaczynski

The University of Potsdam had the honour to host the 60th Annual Conference of the Chancellors of the Universities of Germany on the topic "Cooperation and Competition - Universities and their Partners under Increased Competitive Conditions? The conference took place from 21 to 23 September 2017 in Potsdam.

This project was supervised by Christian Stempfl and Norman Lingott.

 

Participants of the Chancellor's Annual Conference at the University of Potsdam
Photo: Ernst Kaczynski

Good cooperation is important to us!

We would like to thank all those involved for their cooperation and commitment.

If you have any questions, suggestions or criticism, please do not hesitate to contact us.

The Central Division Project Team