Information Technology

The Information Technology Department at the College of Dentistry, King Saud bin Abdulaziz University for Health Sciences (KSAU-HS), plays an important role in supporting the technological needs. It provides the highest quality IT services to the college’s faculty, students, staff, and patients, by ensuring a seamless and efficient experience across academic and clinical procedures. The department is responsible for providing a strong technological infrastructure, which includes technical support and developing in-house application according to the requirements of the college stake holders. IT department manages the maintenance of various systems and hardware, ensuring their quality and reliability, data security and privacy standards are maintained, the IT department aims to enhance the overall educational and oral healthcare at the college.
In addition to supporting day-to-day operations, the department is committed to the continuous support and provides ongoing training and skill development opportunities for faculty, staff, and students.

IT SERVICES

Policy and Procedures

The IT department of the College of Dentistry created policies and procedures to establish a structured framework to guide to proper use, management, and security of available technology resources within the College of Dentistry. These policies cover all aspects such as data security, network usage, user access, software and hardware management, and compliance with regulatory standards.

IT Assets Usage and Transfer/ Re-Assignment Policy
Website and Media Policy and Procedure
Learning Management System
Shared Folder Policy
Lecture Recording Policy
Clinical Disciplinary Action

Our Achievements

The IT Department at the College of Dentistry, King Saud bin Abdulaziz University for Health Sciences (KSAU-HS), has played an important role in supporting the college to achieved the educational and clinical missions. With a strong infrastructure the IT department ensures seamless operations for faculty, students, staff, and patients throughout the academic year. They excel in technical support, audio/visual event management, and ongoing training programs that empower students, faculties and staff to maximize the usage of available technology. Additionally, the IT Department supports high data security standards and actively supports academic accreditation, reinforcing the college’s mission of educational excellence and quality oral healthcare.
Furthermore, The IT department has developed in-house systems / applications to full fill the college’s specific needs, —such as a secure platform for conducting online examinations that ensures integrity and efficiency in conducting online examinations and an academic information management system that streamlines the organization and tracking of academic activities, a research portal for faculty to manage and share research, and a student counseling system that automate the process for counseling and supporting student wellness. These systems help the department’s to enhances educational quality and supports clinical quality with the missions of the College of Dentistry and KSAU-HS.

The Dental Management Reporting System (DMRS) was designed and deployed by the College of Dentistry’s IT department. DMRS is a comprehensive reporting information system that generates reports about students’ clinical activity. The system is intended to manage a wide range of clinical and administrative functions, including excellent monitoring of student progress and patient dashboards. It makes it easier to schedule clinic visits and submit requests for clinical tools and materials. Furthermore, the system facilitates the management of pre-clinical and clinical grades, electronic consent (e-consent) forms, and clinical inventory, resulting in more efficient and organized operations. Automated features like as SMS notifications and alert emails keep stakeholders informed, while the production of key performance indicators (KPIs) for clinic and treatment statuses provides useful insights for ongoing improvement.
The DMRS system added significant value to the college by enabling tracking and reporting of students’ overall progress on its clinics. It also updates the management of e-consents, inventory, and equipment requests, enhancing overall efficiency and organization.

The purpose of this system is to provide an alternative solution of patients registration and self-patient registration to enable patients to register without the need of physical attendance.

“A comprehensive reporting tool for the Salud patient management system. The system is used for student pre-booking of appointment requirements. E-forms such as sick-leave is also available on the system that’s send automated notification. The dashboard provides students, faculties and administration an overview about clinical KPI’s. The Dashboard is also gives full information about students progress in terms of performance, skills and others. Administration can also generate reports about clinic utilization, no. of patient treated or no. of Patient appointments, student treatment procedure grading’s, treatment plans and many more.”

The Dental Operation System (COD – DOS) was established in 2019 to provide guidance to faculty and interns in managing their daily responsibilities. This includes tasks such as managing the clinic master schedule, weekly clinic schedule, clinic space allocation, clinic slot adjustments, and the automated creation and digital approval of TRAs. The system also facilitates the generation of various reports to support higher management and operational staff.

To support paperless environment by create an electronic application form with the COD website – Non-COD Intern Application.

To develop a research proposal management system with centralized database of all research projects conducted at COD. This online system will create a paperless pathway to review, critique and approve of any research application. Moreover, it will enable a complete research life-cycle within COD that can generate a high accurate statistical report.

To create a database of all community projects conducted at COD and NGHA dental Services. This online system will create a paperless pathway to review and approved any community project. Moreover, it will enable generating very accurate statistical report. It will help to save from paper based methodology, save time from manually filled forms and submit for approvals, provide easy access to apply community project proposal and to permit for feedback on the proposal from the management. It will be also integrated with COD Website for outside access.

The College of Dentistry has recently developed the Academic Information Management System (AIMS) to automate and streamline academic processes from manual to digital, enhancing both efficiency and accuracy. AIMS includes modules for creating master schedules, weekly schedules, and faculty schedules, as well as managing faculty workload distribution and creation of course specifications, course reports, course books, and schedules for lectures and labs. This system replaces traditional paperwork with a digital solution that aligns with NCAAA standards and supports curriculum mapping requirements. Additionally, it facilitates reducing administrative workload by minimizing repetitive tasks and automating review and approval processes. It also enables a more standardized and efficient academic workflow, ultimately enhancing the quality and responsiveness of academic operations.
AIMS serve as a robust, interconnected system designed to streamline various aspects of educational administration, promoting efficiency and cohesion.

The IT department of the college of dentistry has developed student counselling platform to helps students with their academic and non-academic requirements. This manual is designed to help students, Academic counselors, course coordinator and student affairs to facilitate and improve the communication between students and counselling unit, providing a secure and automated way to request meeting, manage counseling sessions, track progress, and access resource colleges to helps students with their academic and non-academic apprehensions.

Student Orientation System designed to offer incoming students comprehensive guidance and essential information about the COD as they commence their college journey.

The Key Electronic Assessment Platform (KEAP) is an online web assessment and curriculum alignment and mapping system, KEAP facilitates the integration of Program Learning Outcomes (PLOs) into the mapping matrix. It enables the creation and mapping of relevant courses accordingly. Each course is aligned with appropriate teaching strategies and assessment methods. This foundational structure subsequently aids in mapping each formulated question to the respective Course Learning Outcomes (CLOs). Consequently, this process makes PLO assessment more direct and efficient.
KEAP generate a visual representation of the mapped curriculum, enabling quick identification of courses mapped to each Program Learning Outcome (PLO) across different levels, but it also facilitates the user to graphically appreciate the diverse teaching strategies and assessment methods employed throughout the curriculum.

The aim of the system is to provide new employees (Faculty & Staff) appropriate guidance and information about the COD at the start of their employment.

Touch Screen Guide help Visitors, students, faculty and staff to Guide them the directions of Clinics, Departments and Offices in an easier and interactive way in English language. The touch screen is the main interface between the Visitor and Machine, and incorporates all controlling mechanisms within its display. You can get the directional assistance you need, while listening to a song.

This system is designed to help faculty members easily access recorded Continuing Professional Development Unit activities.

To develop a Faculty Portfolio Management System with centralized information for all faculty members inside COD. This online system will create a paperless pathway to add, edit and update information for all Users. Moreover, it will integrate to the tracking system to generate different kinds of reports.

Centralized stock management and monitoring system for all COD equipment, instruments, and consumables.

Centralized message notification center for COD for email and sms notifications. The sms function is also used for clinical patient’s appointment (booked, reminder & cancellation).
The system is fully integrated with Salud patient management system that automatically send SMS if there is any changes about the patient appointment.

COD Online Directory is a tool used for updating COD faculty & staff contact details. It can be exported into different format such as pdf, excel, etc. The system is also used to send updated COD directory to all concerned departments for their reference.

Using Open Source technology and similar to the room booking system used by other Colleges, COD extended its usefulness not only for room booking, but also to display classrooms, laboratories & PBL rooms schedule on the small screen located on each area.

The main purpose of this system is to provide College of Dentistry a solution which serves the exact same purpose of task delegation in an electronic smart way where one task or more are endorsed to a specific employee throughout a clear and easy approval process.

COD-IT developed a Document Tracking System (DTS) to provide a flexible solution to College of Dentistry departments, which serves the needs to create, track, manage, and store incoming and outgoing documents (like Memorandums, SPR’s, TRA, and other important documents) between the departments in an electronic smart way and retrieve them quickly when necessary throughout a clear and accurate way.
The newly developed responsive system has cutting-edge features and functionality aimed at improving document management and approval operations. It enables one-click tracking of all documents, considerably decreasing the time and effort necessary for retrieval and search. Automated alerts speed up the e-approval process, while e-signature features improve efficiency by digitizing approvals. Users can generate and save memos as templates for easy and consistent usage. The system also allows department heads to provide input on memoranda created by their administrative assistants, which promotes better teamwork. Furthermore, it has the capacity to generate extensive statistical reports that provide actionable insights for better decision-making and operational efficiency.

Shows all historical books in flip format.

It developed to get records of all achievements done by COD Students. This online platform will have a paperless pathway to review and approval of any achievement activity done by COD Students. Also, it will generate approval pdf’s and statistical reports which can be used to fulfil the need of information for NCAAA KPI#25.

Developed based on university attendance policy to track employee attendance and it generates reports automatically by the end of day, week, months or even every year. The system also has an alert mechanism that triggers automatically via email if rules are met.

The Internship Management System is designed to support administrative staff and management in effectively managing and coordinating interns’ clinic rotations and leave applications. The system allows interns to view their schedule, calendar rotation, attendance and leave application. This system allows administrators to manage interns’ schedules, track attendance, and their leave requests efficiently, ensuring that rotations are well-organized and align with clinical requirements.

Summer Training / Attachment Application is designed to streamline the process of requesting and managing summer training opportunities for external students.

Since COD is recording all lectures via recording software and upload/link it in Blackboard, and if in any case that the main system is not working for some reason, the offline recorded lecture view can be utilized within campus to view the video.

Employee Name Extension No. Position E-mail Address
MR. ABDULMOHSEN SHURAYM 95773 Systems Administrator shurayma@ksau-hs.edu.sa
MR. ANKIT SUDHERA 95781 E – Learning Supervisor sudheraa@ksau-hs.edu.sa
MR. ELGENE CASTANEDA 95780 Senior Programmer Analyst castanedae@ksau-hs.edu.sa
MS. SHURUQ AL HARTHI 95937 Programmer Analyst alharthish@ksau-hs.edu.sa
MS. MARWA ALSHERAIMI 95760 Programmer Analyst alsheraimim@ksau-hs.edu.sa
MR. MOHAMMED AYID ALRASHIDY 95752 Programmer Analyst rashidym@ksau-hs.edu.sa
MR. RUFIAN HAQ 95769 Computer Engineer haqr@ksau-hs.edu.sa
MS. SANAA AL OTAIBI 95741 Technical Operator otaibisan@ksau-hs.edu.sa
MR. KEVIN ARTICONA 95857 Senior Technical Support articonak@ksau-hs.edu.sa
MR. ALVIN ESTRELLA 95784 Senior Technical Support estrellaa@ksau-hs.edu.sa
MR. DHUWAYHI ALDOSSARI 95748 Senior Technical Support dossaridh@ksau-hs.edu.sa
MS. NADA ALANAZI 95747 Senior Technical Support anazinad@ksau-hs.edu.sa
MR. ARNULFO CHIONG 95857 Technical Support I chionga@ksau-hs.edu.sa
MR. RONALD OBINA 95784 Technical Support I obinar@ksau-hs.edu.sa
MR. EDWARD BANAAG 95822 Technical Support I banaage@ksau-hs.edu.sa
MS. JAWAHER AL HARBI 95938 Technical Support I alharbija@ksau-hs.edu.sa
MR. KHALID AL KHAMRY 95939 Technical Support II alkhamryk@ksau-hs.edu.sa
MS. LAYLA AL KHALIDY 95742 Administrative Officer II khalidyl@ksau-hs.edu.sa
MS. MANAR ALSHAHRANI 95745 Administrative Officer III alshahraniman@ksau-hs.edu.sa

Contact us

Information Technology – COD – Riyadh
King Saud bin Abdulaziz University for Health Sciences
P.O Box: 3660, Riyadh 11481 K.S.A
Tel. No.: 011–429–9999 Ext No.: 95742-95745