Faculty of Graduate Studies (FGS)

University of Colombo

Sri Lanka

Masters in Information System Management

2018/2019

Leadership and Professionalism – MISM6305

Group Assignment

Members
L. U. T. Fernando (2018/19/MISM/16)

N. S. C. Ariyarathna (2018/19/MISM/26)

S. A. Karunarathna (2018/19/MISM/36)

B. K. S. M. Rodrigo (2018/19/MISM/51)

P. S. Ariyaratne (2018/19/ MISM/52)

Table of Contents

Digital Transformation of Department of Examinations - Sri Lanka........................................ 2

Nature of the changes ....................................................................................................... 2
Impact of the changes ....................................................................................................... 3
Role of managers/leaders in change ................................................................................. 4
Effective Practices Used for the Change ........................................................................... 4
Conclusions ....................................................................................................................... 5
References ........................................................................................................................ 5

1
Digital Transformation of Department of
Examinations - Sri Lanka

Nature of the changes

Twenty first century is the century which was pioneered by Information and
Communication Technology. During this century instigated with the concept of
globalization, devices like the mobile phone, the computer, the internet and satellite
technology turned out to be common devices. The tremendous changes brought in
within a period of two decades into this field transformed every single arena such as
social, economic and cultural sectors of the world population. In accordance with the
new transformation, technology centered development strategies were adopted by all
countries so that it mattered a lot to bring about a dramatic change in the world
economy.

Consequently, with the intention of achieving swift economic development

goals, appropriate modifications were introduced timely to the economy of Sri Lanka
as well, including the education sector through newly introduced subjects to the
curriculum and modification of syllabi. Hence, the subject General Information
Technology (GIT) was introduced to the school system in the year 2004 and in 2005,
the grade 12 students sat the GIT Examination for the very first time. From this day
onwards, GIT examination is conducted annually by the Department of Examinations.

However, since a practical subject like GIT is not supposed to be tested by a

written examination, a step had to be taken to change the testing method that has
been adopted. Therefore, arrangements have been made to conduct the GIT
examination online from 2018 and afterwards using a method of practical skill
evaluation. We believe that the online GIT examination will be very popular among
students and their enthusiasm will be increased due to practical test methods.

At present, only 75% of the eligible candidates sit the GIT examination every
year and with the new change that is going to be introduced, we hope the percentage
taking the test may be increased.

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 Constant changes are necessary to reach development. To bring in changes,
programs should be planned and implemented while conquering the obstacles. This
attempt of change will lay the foundation to produce a generation of students who can
successfully face challenges of the 21st century and at the same time adopt an
efficient, accurate, and productive evaluation method.

The Department of Examinations has decided to use an online application

method used for GIT examination from this year onwards for examinations such as
the Ordinary Level, Advanced Level and the Grade Five Scholarship Examination.
Through this, it would be possible to provide a more efficient and easier service to the
students. This changes made a huge turning point in the field of education. It had a
major impact on both the department system and the national education system.

Impact of the changes

Before changing the system, GIT exam was conducted one time for all island
and if one couldn’t sat for that day the candidate had to take the exam with the next
batch. But now candidates can take the exam another day as the same exam is
conducted several times. The department has to create several papers to conduct one
exam. It creates a bit of additional work on the department side. On the other hand,
the online system reduced paper marking time and reduced printed paper cost
dramatically. To deploy the online examination system in the schools, had to build IT
infrastructure and revamp the computer labs

Online application system creates several options for applicants to fill the
application form as well as pay for exams. They could pay via mobile payment, credit
card or usual postal payment method. This online application system helps to verify
payment easily and get applicant data directly to the department systems.

The initial stages had to bear huge costs for procurement and recruitment. As
managers decided to build the system using department resources could save a lot
rather than outsourcing.

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Role of managers/leaders in change
Every member of the examination department plays an important role in times
of change. Exam commissioner and the top management identified as critical players
in this change. The Exam department is not dealing with the activities directly to the
schools on the island. There are 99 zonal education offices that are supported with
this task with the management of 99 zonal education directors. It is important to not
forget that principals are playing a big role in their schools as well. They must be led
through the individual change process before they can become true leaders of change.
We have identified the role of each and every employee related to these tasks
and defined the new roles clearly of each employee. Inform everyone about planned
changes going to be implemented. Get others’ opinions and be flexible when required.
Get support from subordinators. Identified the risk factors and the conflicts in the
process and given the solution for those risks and resolved the conflicts by giving
alternatives. User access levels and user roles identified clearly and gave the user
accounts to do the task for each employee having the audit trails and explained those
details to employees. Facilitated required equipment and monetary and extra payment
plan for additional works appropriately.

Effective Practices Used for the Change

We have developed a plan of action that is clear and focused. Moreover,

management communicated this plan to the employees who work for the
department, zonal education offices and schools on a regular basis. We have a
realistic observation regarding the change, as well as current and future capabilities.
It is not an easy task to implement such a solution island wide in Sri Lanka therefore
we are using following practices to effective use of the change.
● Using Public Media
○ Distributed the messages through news line items
○ Broadcasted TV and Radio programs about the services
○ Newspaper discussion with reporters and publish in national news
papers
● Using Internal Instructions and Circulars
○ Documented the legal factors very clearly and explained

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 ○ Distributed user manuals and benefits for the all parties
● Using Social Media
○ Distributed guides through video clips via official youtube channel in
both languages
○ Created official facebook page and maintained 24/7 to fulfill the Q/A
part
○ Used well known teachers and distributed their ideas on these changes
via the channel
● Using Feedbacks
○ Evaluated the feedback from the employee and facilitated through
system
○ Follow up changes
● Absorbing the Risks
○ Prepared for future unexpected
○ Prepared precautions
○ Created alternatives (Plan B, C, D..)

Conclusions

● Technological changes have occurred at a very fast rate and for most
businesses, IT has become integral to competitiveness and productivity.
● The responsibility of the success of a change initiative lies on the shoulders of
the leaders.
● A high level of commitment to the change process from the leadership
ensures the success of the process.
● Leader has play different roles in change
● Best practices help to manage things without obstacles

References

Department of examination. (2019). Online systems. Retrieved from

https://www.doenets.lk/