Project Tracking Module

What is the Project Tracking Module?

The BANÜ Project Tracking Module is a corporate digital tracking system used to record, monitor, and report all projects, activities, and consultancy services carried out within our university. This module is integrated into the University Information Management System (ÜBYS) and enables centralized management and monitoring of academic, social, and scientific projects conducted across the university.

How Does It Work?

The Project Tracking Module is based on the systematic entry of all project, activity, and consultancy data—whether externally funded (EU projects, TÜBİTAK projects, etc.), social responsibility projects, student projects, consultancy services, or similar activities—conducted or planned by academic staff.

All project statuses are included in the system, such as:

• draft

• under evaluation

• accepted

• rejected

• completed

• revision requested

• cancelled

• returned

• ongoing

Data entry is performed through the UBYS academic staff user group. Faculty members register their projects at the unit level, and the entered data is monitored by departments, senior management, and the Rectorate through indicators and reports. This enables real-time tracking and institutional reporting.

Why is it Needed?

1. Lack of systematic tracking of externally funded projects

Previously, externally funded projects were tracked using different methods, but not in a fully systematic and comprehensive manner. While TÜBİTAK projects could be reported via the PTS system at the end of the year, there was no centralized database for EU, TÜSEB, or ministry-funded projects. Although accepted projects are tracked through BAP and the Talensoft e-BAP module, rejected applications could not be systematically monitored, limiting accurate analysis of institutional research capacity.

2. Inability to analyze rejected projects and improve success rates

Systematic collection and analysis of rejection reasons is crucial for improving project success rates. The module enables structured analysis of rejected applications, allowing the BANÜ Project Coordination Office to develop strategies to increase acceptance rates. Therefore, the system is a strategic necessity.

3. Project and activity performance not fully reflected in indicators

Despite significant academic effort, many projects and activities are not adequately reflected in institutional performance indicators. This results in an underestimation of the university’s research and development capacity in reports such as YÖKAK, BİDR, KİDR, and annual activity reports. The module aims to make this academic output visible and measurable.

4. Increased workload due to YÖK reporting requirements

Each year, detailed data on externally funded projects is requested for YÖK monitoring indicators. Currently, this requires manual data collection from numerous project coordinators, creating a significant workload. The module enables automated and instant reporting, reducing administrative burden.

5. Need for quality assurance, accreditation, and institutional reporting

Reliable and up-to-date data is required for quality assurance and accreditation processes. Initially focused on externally funded projects, the module has expanded to cover all academic and administrative activities. It also supports reporting for the UN Sustainable Development Goals (SDGs), GreenMetric, and infrastructure services such as conference halls and transportation support.

6. Data-driven decision making

Modern institutional governance requires reliable data for decision-making. The module allows monitoring of a wide range of activities, including social responsibility projects, graduate theses, consultancy services, and social/cultural events. This enables strategic decision-making at all administrative levels.

Overall Purpose

By making project and activity registration mandatory, the system aims to:

• Strengthen institutional memory

• Ensure transparency and traceability

• Support quality assurance processes

• Enable comprehensive institutional reporting

What Are the Objectives?

The main objectives of the UBYS Project Tracking Module are:

• To ensure all projects and activities are reported in compliance with institutional quality processes

• To monitor projects through indicators at unit and rectorate level

• To make academic productivity, societal contribution, and research capacity measurable

• To support data-driven decision-making in quality improvement processes

• To promote a strong and sustainable research and project culture

Conclusion

The Project Tracking Module aims to establish a transparent, traceable, reportable, and continuously improving project management system within the university.

Click here for the UBYS Project Tracking Module data entry guide.

Click here for the UBYS Project Tracking Module introductory video.