Admin / staff CMS

Document: SDD-07
Status: Working draft
Date: 18 September 2026

1. Purpose

Staff tools for running the campus: Registry, Faculty, Bursary/Finance, Quality Assurance, Marketing, and remaining operational desks. Build new screens only for verified gaps. If the old CMS already runs the workflow, the portal may deep-link or omit the screen and still mark the capability Live once verified.

2. Design rule (CAP-44)

Confirm existing-CMS staff access for admissions first. A new administrator chrome is not a prerequisite for M2 if Registry can already issue offers in the old CMS.

3. Department map

flowchart LR
  MKT[Marketing<br/>communications] -->|handoff| REG[Registry<br/>decisions and records]
  REG --> FAC[Faculty<br/>schedule and curriculum]
  REG --> BUR[Bursary<br/>student ledger]
  BUR --> FIN[Finance<br/>reconciliation]
  FAC --> QA[QA<br/>approvals and evidence]
  REG --> OPS[Support desks<br/>visa housing requests]

4. Registry

IDs	Milestone	Staff job
CAP-03, 05, 06, 07	M2	Review evidence, qualification/credits, foreign equivalency, offer, first enrolment
CAP-08, 09	M3	Student master, emergency contacts, document permissions
CAP-10	M3	Configure and approve semester registration
CAP-13	M3	Approve and release results
CAP-16, 55	M3	Announce and publish policies (campus requested)
CAP-15	M5	Graduation and official transcripts

Rules:

Marketing publishes recruitment copy; Registry owns formal application decisions.
Foreign awards are never auto-equivalent (CAP-05, 06).
Result release is a Registry/exams action; student GPA views must not show unreleased marks.

5. Faculty

IDs	Milestone	Staff job
CAP-11	M3	Schedule classes, lecturers, rooms (campus requested)
CAP-14, 23	M3	Study plans, prerequisites, outcomes
CAP-22	M3	Past-paper publication rights (campus requested)
CAP-24	M5	Exam administration and approved arrangements

The lecturer portal is the day-to-day teaching surface; Faculty staff own the timetable grid and programme rules.

6. Bursary and Finance

IDs	Milestone	Staff job
CAP-45	M3	Invoices, balances, payment records
CAP-46	M3	Verify bank-transfer proofs; allocate; Finance reconciles
CAP-47	M5	Online payment reconciliation and financial documents
CAP-48	M5	Scholarships and incentives

Rule: a student proof (CAP-46) does not change the ledger until Bursary verifies it. Finance owns reconciliation and official documents; Bursary owns the student account handoff.

7. Quality Assurance

IDs	Milestone	Staff job
CAP-04	M2	Institution, programme, delivery-site approvals for intended campuses
CAP-42, 43	M3	Copyright/provider permissions; material approval; LMS-readiness evidence
CAP-30, 40	M5	Evaluations, confidentiality, institutional analytics

CAP-04 is an admissions-launch dependency: do not take applications for a programme/site that is not recorded as approved.

8. Marketing

CAP-16 (M2): publish recruitment and applicant communications. No status change on applications.

9. Remaining desks (M5)

IDs	Desk
CAP-31	Digital library licences
CAP-32	Orientation content
CAP-33	Learner support / IT helpdesk
CAP-34	Study-centre coordination
CAP-35	Accessibility arrangements
CAP-36	Mobile staff workspace (not launch)
CAP-49	Career / portfolio guidance
CAP-50	Immigration / visa cases
CAP-51	Requests, complaints, appeals
CAP-52	Accommodation allocation
CAP-54	Campus services information

10. Current baseline

No staff application. Suggested next-action roles in BASE-* rows are hints, not named owners. Every staff row is Not started except CAP-36 Not applicable.

11. Acceptance

M2: Registry can complete application-to-enrolment on verified old CMS or new screens; CAP-04 evidence collected for Cyberjaya programmes.
M3: Registration, result release, billing verification, timetable administration, and content approval each have a named Live path.
Do not open a parallel staff UI that double-enters data the old CMS already holds.