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Name: Koh Yuan Jun (TP037911)

Taza Kalambata (TP042828)


Ali Nabil Ali- Hamati(TP042418)
Module Code: CT107-3-2-ENTS
Intake Code: UC2F1708IT(BIS)
Assignment Title: ENTS ASSIGNMENT
Name of Lecturer: THAM HOONG CHING
Submission Date: 24-Nov-17
CONTENTS
HUMAN RESOURCE SYSTEM ................................................................................................... 3
STUDENT TRANSPORTATION SYSTEM ................................................................................. 3
WEB RESULT SYSTEM ............................................................................................................... 4
ACCOUNTING SYSTEM .............................................................................................................. 4
ONLINE FEEDBACK SYSTEM ................................................................................................... 5
LIBRARY SYSTEM ....................................................................................................................... 5
ONLINE ATTENDANCE SYSTEM.............................................................................................. 6
CARPARK SYSTEM ..................................................................................................................... 6
ID CARD SYSTEM ........................................................................................................................ 7
ACCOMODATION MANAGEMET SYSTEM ............................................................................ 7
CONSULTATION SYSTEM ......................................................................................................... 7
DRAWBACKS ............................................................................................................................... 8
Decreased in Productivity............................................................................................................ 8
Lacking real time visibility.......................................................................................................... 8
Increased Risk of Factors ............................................................................................................ 8
Data Redundancy ........................................................................................................................ 9
High Cost..................................................................................................................................... 9
ENTERPRISE SYSTEM ENHANCEMENT TO CURRENT PROCESS ................................... 10
Improved of real-time visibility................................................................................................. 10
Increased productivity* ............................................................................................................. 10
Reduce data redundancy ............................................................................................................ 10
Lowered Cost ............................................................................................................................ 11
Reduced Risk of Factors............................................................................................................ 11
INDIVIDUAL COMPONENT ..................................................................................................... 12
Diagram 01: Enterprise System Architecture of ABX University ............................................ 12
Diagram 02: Enterprise System Architecture Layout................. Error! Bookmark not defined.
Diagram 03: Enterprise System Architecture Layout................................................................ 16
CONCLUSION ............................................................................................................................. 20
REFERENCE ................................................................................................................................ 21
HUMAN RESOURCE SYSTEM
The Human Resource system or Human Resource management systems (HRMS). This
system is basically an intersection of human resources and information technology using
HR software. It allows Human Resource activities to be carried out electronically in the
premises of ABX University, with this system user can take care of several activities
involved in Human Resource with the likes of accounting, job management, attendance
and as well as payroll. Human Resource system allow ABX University to analyse and to
plan its Human Resource activities and cost more effectively, manage them and control
them without trying to allocate too many resources towards them. It helps in increasing the
efficiency when it gets to decisions making in Human Resource, decisions made will also
increase in quality and this contributes to the productivity of the employees and managers
increasing and becoming more effective.

STUDENT TRANSPORTATION SYSTEM


In ABX University, to access the transportation system student need to use AP card to pay
for the transportation fee upon stepping in to the vehicle which if a student staying in the
school accommodation, student will be provided with a monthly transport pass. The
university shuttle buses connect to certain areas where the university owns accommodation
to pick up students and drop them back. For this system to work efficiently and perfectly a
bus schedule is made which shows students what time the buses will be available. For
example, the current system has lesser information about the shuttle busses where about,
which makes it harder for student and staff to estimate the time the shuttle bus going to
reach. The revise transportation system allows student to monitor the location and the time
taken for the shuttle bus to arrive, this will help a lot of student to attend their class on time
without any forge reason.
WEB RESULT SYSTEM
At ABX University, examination papers are first marked and finalized. The results are than
uploaded by the lectures into the server. Students are then allowed to check for their results
via ABX University situated students personal profile. From there, students will be prompt
to do a survey form the student feedback website and only they will be given access to their
results. They system database keeps the results in the software and these results can later
be downloaded and printed out into a physical copy. The CGPA calculation is done in this
system which helps decrease human errors hence increasing the perfection and accuracy of
the results. With this system time is saved and lectures are given more time to teach and
focus on students. This system also saves students from going to the university
administration to find out their results.

ACCOUNTING SYSTEM
Managing fees for over 11000 students could be a real hassle. That is why an accounting
system is essential for any university. ABX University implement a new system, an
accounting system that allow students the to view their overdue fee and pay their fees
online. This saves a lot of time and work for both the student and the administration at
ABX University. The system also alerts the students via E-mail to reminding the student
of deadlines for pending fees. If those fees are not paid, the system could automatically
restrict vital features from the student until the students pays his due. It is also cost efficient
since it drastically reduces the paper work that would otherwise cost money to handle. It
will also minimize errors, making the records more reliable for data and future use. It also
affects the transparency, restricting the occurrence of any wrongdoings in the management
of finances. There are also security advantages when implementing an accounting system
as the student could wire in the fees using online transactions rather than transporting large
sums of cash and personally carrying it to the university and also time efficient if admin
trying to calculate a large sum of money.
ONLINE FEEDBACK SYSTEM
Elon Musk (2012) once said, “I think it's very important to have a feedback loop, where
you're constantly thinking about what you've done and how you could be doing it better.”
Feedback is essential to any organization as it gives way to improve and overcome the
hurdles in the way. It is also a great tool of motivation even if it’s just a university website.
The way to acquire that feedback with the traditional method can be a total mess that
consumes both time and money. Therefore, a good feedback system is needed. ABX
University revise system allows students to submit feedbacks either by the help of
administration or via online. The importance of organizing feedback is that it helps ABX
University to enhance their performance by keeping the feedback for future references.

LIBRARY SYSTEM
A library system is essential to any university. It keeps track of all the books that enter the
library, get borrowed and returned. It also keeps track of the time it spends with each
student. ABX University old system uses traditional way in the library system, the
traditional way takes time, reject efficiency and not user -friendly, for example, librarian
will have to take a lot of time to find the book they want. Once the new system is
introduced, the system will implement an advanced electronic library system. The student
picks which book he/she wants, goes to the counter, the employee scans the ID using the
barcode on the ID and that is it. The book is now ready to leave with the student. The
student is given a specific return date by which the book must be returned. If the deadline
is overdue, the system would alert the student via E-mail and suspend certain privileges
until the book is retuned. This forces the student to return the book in time and give the
chance for other students to use it. The data base responsible to keep track of the books is
vital. Furthermore, this allows the librarian to locate book more easily, due to the
implement of E-chips in books. User could extract important data from it i.e. which books
are most borrowed are if the university needs to add more of them to stock, which book are
not needed etc.
ONLINE ATTENDANCE SYSTEM
Attendance system allow lecturer to take students attendance online as well as monitor
absence of students. Staffs in ABX University are also monitored by the system to analyse
their attendance. It is very important as it helps the University to summarize the percentage
of absent students and staffs, which in turn, for example like notify the parents about the
absent of the student during class. The attendance system also allows the university to be
efficient in managing an efficient workforce and it helps at depleting the numbers of
absents. But what ABX university attendance system are facing now is that, the attendance
is taken by using paper and pen which is a traditional manner of taking attendance which
does not show efficiency and the attendance have many loop holes such as easy to change
the attendance status. Instead of continuing using the traditional method, the enhance
attendance system needed student and staff to scan their AP card for their attendance. The
record of attendance will be recorded into the database which allows the students and staff
to easily check their attendance rate. The online attendance system will integrate into
centralize server along docket system.

CARPARK SYSTEM
Carpark system is compulsory in any university which provide car park for its student and
staff, implementing this system will offer an efficient usage of space in the university. The
current car park system in ABX university is outdated and time consuming, the reason why
is because the current parking system enforce a rule that student and staff must purchase a
parking coupon to be allowed to enter the parking. The new parking system will be more
convenient and user friendly, because the new system uses automated car park barrier,
which the gate will only open when student or staff uses the ID card to scan on the RFID
scanner, this will be more time-saving compared to the old car park system. The benefit by
implementing a new car park system is, student and staff will know the number of parking
spaces available in the parking lot as there will be a display of number of parking available
situated before the entrance of the parking.
ID CARD SYSTEM
The purpose of ID card is used in ABX University to identify students and staff, the
implementation of ID card has proof to increase the campus security. In ABX University,
the current system uses traditional method such as make transaction and when a staff
needed to punch card to proof their attendance. The new system will implement ID card as
solution for everything, which mean everything from dining, to access of building, borrow
books, parking and transportation services. ID card has an account balance management
which allow student and staff to monitor their account balance either from an RFID card
reader kiosk or through the ABX University ID card management website. The new system
has been proven to be more time saving, and guaranteed the safety of students and staff in
ABX University.

ACCOMODATION MANAGEMET SYSTEM


An accommodation system is important if the university have their own hostel for student.
It helps keeps tracks the amount of student live in the hostel, the amount of furniture
available, for example; Bed, chair, table, etc. In ABX University, the accommodation
management system is used for check student’s payment and the number of students who
lives there. The accommodation management system will alert the hostel student to pay for
their rent via e-mail/SMS, if the student has delay their rental payment, the accommodation
will send a warning to the specific student and at the same time a notice to the hostel admin
about the issue. Number of students entering the hostel are being controlled, the students
will need to use their ID card to scan on the RFID reader to proof their identity, this will
prevent unauthorized visitor entering the hostel.

CONSULTATION SYSTEM
Consultation system allows student to reserve a time slot to meet the respective lecturer.
The students will use this system for purposes such as, assignment checking, consultation,
etcetera. The function of the system allows student to check for the time available by the
lecturer and it also have the function of letting the student to check for their appointment
made with the lecturers as well as cancel off the appointment.
DRAWBACKS
Decreased in Productivity
The productivity for staff will decrease, when all systems not integrated, the users must
open multiple systems for certain purpose. By opening different systems, time spent is
longer, as such the productivity of the staff will decrease. For ABX University. Whenever
the student would like to check their payment status, the Admin staff must open the Student
database to find the student’s data, this process can waste a lot of time. Other than that,
ABX University’s accounting department staffs are needed to spend hours to organize the
data and enter into the accounting system. If the staff had entered the wrong information,
the staff will need to go through amount of data again to correct the information.

Lacking real time visibility


If the system is not integrated, user must continuously update the data of the databases to
keep all the system in sync. In ABX University, for student to know their attendance, the
admin will need to open the lecturer database to check the record of attendance, there’s
multiple records of attendance, and the admin are required to analyse the data from the
record to update accordingly to the student’s database, so that the students will be able to
know their attendance.

Increased Risk of Factors


Non-integrated system will face the risk of errors, because if the system is not integrated
there is more chances that there will be human error in the system which will lead to the
finding of inaccurate of data. Besides, one single system is easier to maintain than multiple
systems. The integration of systems is made to reduce the chances of risks and it does eases
the maintenance job for the technician. For example, when ID Card system is down, it
affects the Car Park System as well. ABX University can overcome this problem by
implementing Enterprise System.
Data Redundancy
Data redundancy will occur if there are two identical data in the database in a non-
integrated system. In ABX University, admin usually needed the data of students to analyse
and transfer it under the same database, most of the time, data redundancy will occur
because data of student will duplicate because some of the student data is identical. For
example, ABX University have two databases which store student’s data, if user wanted to
use data from both database, user will face the problem of data redundancy, because both
the database has the same data, but, if the system is integrated, the database will only use
single database and the data wont duplicate.

High Cost
With so many systems being use in ABX University, the cost for maintaining every system
are needless to explain, is sky high. Hardware and software are used in for different
purposes in every department, this will again cost ABX University to fork out fortune to
repair the hardware devices and update the software to the latest firmware to make sure the
data stored in the system is safeguard with a better security. Furthermore, ABX University
needed to hire professionals and staff to deal with every issue in each department. For
example, ABX University must hire more manpower to monitor and maintain the disparate
systems. This will increase the labour cost for the university as they must hire more IT staff
to manage the complex systems that are not integrated.
ENTERPRISE SYSTEM ENHANCEMENT TO CURRENT PROCESS
Improved of real-time visibility
Real time information is whereby information and data is shared between the system
simultaneously thus keeping the information and data of the systems up to date without
delay. If the enterprise system has introduced to ABX University, it will help by smoothen
and improve the operation efficiency by cutting down the task like staff doesn’t need to
constantly update the student’s data from system to system, because an integrate system
allows data to be sync in real-time manner.

Increased productivity*
The productivity of the staff will increase if the enterprise system is introduced.
Productivity of staff can be improved because, they can finally put more focus on their
actual task, instead of wasting time in unrelated task such as, going through troublesome
process like open multiple systems for a certain purpose. The example of enhancement
made by introducing the enterprise system to ABX University is, users doesn’t need to
spend hours to organize the data to enter into accounting system again.

Reduce data redundancy


The issues of data redundancy can be reduced if enterprise system is introduced. Data
redundancy occur when one or more fields are repeated in the database, and can appear
multiple times for different reasons (ITDefinition, n.d.). In ABX University, student’s data
can be view and changeable by administration, when there’s a data that is required to be
change, staff can change the data and at the same time data in other system will be change
in real time manners.
Lowered Cost
Operation cost and maintenance cost will be reduced when the system is integrated.
Because ABX University doesn’t need much human resources to handle the update and
maintenance of the system from different departments, and even if there is, the time taken
for technician to give maintenance to the system wouldn’t take long. The remaining of
money can be utilizing in upgrading the storage of the system which can be further reduced
the data redundancy.

Reduced Risk of Factors


Risk of Factor will be reduced when the system is integrated. There is lesser chances that
system will finding inaccurate of data because everything is managed under a single
system. Besides, it eases the maintenance job for the technician which the pay for their job
will be lesser.
INDIVIDUAL COMPONENT
Individual Component (Koh Yuan Jun, TP037911)

Diagram 01: Enterprise System Architecture of ABX University

The diagram above is an enterprise system architecture model of ABX University, the
diagram shown there are six modules that are integrated with the ABX University database
and each module have their specific user and system involve. The user who are involve in
the enterprise system are Administration, Student, Lecturer, Library Administrative,
Accommodation Administrative, Human Resource Department Staff, Financial
Department Staff and Accounting Staff. Different modules have its own specific function,
system and user.
In Student Management Module, it will integrate all functions starting from Student
Transportation System, Online Attendance System, Web Result System, Consultation
System and Online Feedback System. The user involves in Student Management Modules
are Lecturers, Students, and Administration. The reasons of all systems are being integrated
into this module, is that they have identical user and they are relevant in some ways. By
integrating all the system functions together, it enables user to link all the student detail
together where student able to check their attendance and at the same time to view their
result. The modules also enable user to check the transportation status, it allows student to
identify the location, destination and arrival of the transport. Consultation System is also
integrated inside the module to let student to book consultation hours, for student to check
their homework and assignment. The activity of booking consultation hour will be link
with student feedback system, because once the student has done consulting their lecturer,
they will have to give remark regarding the consultation.

Human Resource Module will have the function from Human Resource System. The user
of the Module is Human Resource Department Staff. This Module only have a single
function, but it is integrated into ABX University Database to reduce the dependents to
other system.

Financial Module similar as Human Resource Module, it only has a single function from
Accounting System. It allows Financial department staff to know the budget require to
minimize the operating cost and maintenance cost of ABX University, but it is integrated
into ABX University Database to reduce the dependents to other system.

Library Module is using the function of Library System to operate while integrate with
ABX University Database. The Users of this Module include Library Administrative,
Student and Lecturer. If a student or lecturer wanted to borrow book from the library, the
process need is that borrower must use their ID card to scan on the RFID Reader to record
down the needed information.

Accommodation Module is using the function of Accommodation System, The User who
have the right to access this module to view the data is Student, Accommodation
Administrative and Administrative. The purpose to integrate this system is regarding the
concern of security. Furthermore, the module also let user to check the availability of
rooms, number of students and the number of furniture.

Car Park Module similar with other module which only consist of a single function from
Car Park System. It only record when user scan during entrance to parking and exiting the
parking. There will not be any extend function that need to be add on.
Challenges After Implementation of Enterprise System

1. Storage Challenges
Data are being stored in different department in ABX University, and every
enterprise system have its own lifespan, until the time has come for the system
software to be upgrade. With data being pull from different system into a single
system, big organizations have proven that it is difficult to manage and store while
using a single system (MICHAELJ, 2017). With more student enrol into ABX
University every year, the information and data will be increase in great number,
upgrade of storage is compulsory to make sure that the implementation of the
system run smoothly.

2. Adaptation of newly integrated System


Operation of using multiple single system in ABX University has been operating
for several years, which staffs and students are comfortable with the inconvenience
method due to the time period of using it. Adaptation will be a problem to first time
user and elder staff, staff who is much older and elder will have problem in adapting
to the newly integrated system because of their bad memory. The problem will be
solved after a few days once the new user has adapted to the newly integrated
system, but for elder staff, it will take a much longer time to adapt.

3. System Upgrade
Once enterprise system has been introduced to ABX University. ABX University
enterprise system software upgrade will only support upgrade from the same
product, the software must be licensed and it won’t support any other product
enterprise system or 3rd party software interference.
Individual Component TP042418
ALI NABIL ALI AL-HAMATI

ABX UNIVERSITY ARCHITECTURE LAYOUT

STUDENT MODULE
LIBRARY MODULE
-STUDENT TRANSPORTATION
-LIBRARY SYSTEM SYSTEM

-WEB RESULT SYSTEM

-ONLINE FEEDBACK SYSTEM

-ONLINE ATTENDANCE SYSTEM


ABX -ID CARD SYSTEM

ACCOMODATION MODULE

-ACCOMODATION SYSTEM
ADMIN MANAGEMENT MODULE
-HUMAN RESOURCE SYSTEM

-ACCOUNTING SYSTEM
CAR PARK MODULE

-CAR PARK SYSTEM

Diagram 03: Enterprise System Architecture Layout

Enterprise System Architecture Layout above shows how the enterprise system work after
centralising all the single system. Figure 1.0 shows it consists of five (5) modules and noted
out the user involvement for each module, the five modules are:
 Library Management Module
 Student Module
 Accommodation Module
 Car Park Module
 Admin Management Module
These modules show different systems, users and functions. By centralised into an
enterprise system toward the goals on high efficiency work without corruption on work.
The centre cylinder shape shows the enterprise system which connects all the modules in
ABX University.

The library management module is involved with users like the librarian, student and
lectures. Students are given access to borrow books as well as lectures from the library
book collection, they will then follow by passing on the book to the librarian who will then
take record of the book been borrowed into the library module. For this process to take
place the librarian will need to the ID number of either the lecture or student and books
details to indicate that they book has been taken.

Student module is made up of several systems namely, the student transportation system,
web-result system, online feedback system, online attendance system and ID card system.
This system is made up of two users students and lectures. They reason to why these
systems are together is because they are linking to each other, which means when
attendance is taken by the lecture the student is also given access to take he/her own
attendance. When this access is given students will be able to check for online feedbacks
and as well as web-results. The ID card can be used to access all these systems by just
scanning the card and everything will up pop up once it is identified.

Accommodation System which is under the Accommodation Module, the access right for
user is accommodation staff and student services staff, these users have the power to review
the data. The reason to introduce one framework is because instructors and other staff are
not permitted to access because of the understudy security issue. The framework is to give
the clients a chance to orchestrate and check an unfilled room and convey to understudies
The car parking system is under the Car Park Module which means this module consists of
one system which makes it like the accommodation module and library management
module. This system is there to record the cars coming in and out by the usage of ID cards.

Admin Management involves two system which is the Human Resource System and
Accounting System they users in-charge of these systems are admin management and the
accounting department. They reason why these two systems are together is because both
they users for the system are under the admin. In the human resource system, the admin
management can access date when requested while in the accounting department they are
given full time access to dealing with the universities financials.

Challenges After Implementation of Enterprise System

Not everything goes as planned when setting up a system, they are a couple of challenges
that come up during the process of some of the challenges faced are:

1. “Mindshift” Issues: This is the most troublesome kind of issue to determine. It's
anything but difficult to overlook that the achievement of the execution of a product
framework depends basically upon the clients. The framework itself is a non-living
and consistent substance that takes after sensible advances and procedures as it has
been modified to, yet the clients of the framework are people who were utilized to
forms with programming being one way and will more than likely think that it is
difficult to change to another method for getting things done, particularly if the
advantage of the new strategies isn't promptly clear or expected.

2. System Failure: Enterprise system implies all the single framework has been
incorporated into one framework, yet the difficulties may be confronting is if they
put together framework does not work, all the framework will be down as well. If
this case happens, the entering information will be lost and cause the staff to re-
enter once more. Moreover, it likewise causes some problems on the showcasing
deals and trust with the accomplices.

3. Flexibility: An ERP framework that isn't flexible may constrain an adopter to


change their business procedures to fit the ERP framework display. This requires a
re-building of steps expected to finish business undertakings and retraining of
representatives and business accomplices, now and then even clients. As we know,
individuals innately don't care for change, and this will make protection and
deferrals for any association (in any event for the time being).
CONCLUSION
In conclusion, what ABX University must know is that, implementing an enterprise system
have its pros and cons. Pros is that ABX University will be able to save the cost from
maintenance, software upgrade and human labour, furthermore it also let ABX University
staff and student to be more productive while completing task and study. While the cons
are that, ABX University will not be able to option for cheaper product in the future because
the system only support only its own product licensed, if ABX University wanted to go for
other product, the enterprise system will be remove and upgrade to other product, this will
cost a fortune.

Lastly, implementation of enterprise system will only bring more benefit then bad.
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Available at: https://blog.school-time.co/importance-library-management-system/
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[Accessed 3 Oct. 2017].

Journal, m. (2015). The importance of feedback and why the most effective leaders will
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http://www.alphacard.com/photo-id-systems/id-card-systems-by-industry/school-id-cards
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IT Definitions. (2017). Data Redundancy definition and information. [online] Available at:
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Tanuja Koppal, P. (2017). Advantages Offered by Integrated Systems | Lab Manager.


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technology/2011/12/advantages-offered-by-integrated-systems#.WhJ8U0qWZPY
[Accessed 20 Nov. 2017].

Limited, E. (2014). IT Support and Managed IT Services - Eventura, Bolton, Lancashire.


[online] IT Support and Managed IT Services - Eventura, Bolton, Lancashire. Available at:
https://eventura.com/blog/five-benefits-fully-integrated-information-system/ [Accessed
20 Nov. 2017].
Foy, N. (2017). 5 Reasons You Need Real-Time Visibility In Your Supply Chain. [online]
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you-need-real-time-visibility-in-your-supply-chain/ [Accessed 24 Nov. 2017].

Karolina, P. (2017). 5 benefits of system integration. [online] Headchannel.co.uk.


Available at: https://www.headchannel.co.uk/blog/5-benefits-of-system-integration/
[Accessed 24 Nov. 2017].

Limited, E. (2014). IT Support and Managed IT Services - Eventura, Bolton, Lancashire.


[online] IT Support and Managed IT Services - Eventura, Bolton, Lancashire. Available at:
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Michael, J. (2017). What Are Some Benefits and Challenges of Enterprise Systems?.
[online] Bizfluent. Available at: https://bizfluent.com/facts-7584818-benefits-challenges-
enterprise-systems.html [Accessed 24 Nov. 2017].
Group Component Group Members
Contribution (%) Koh Yuan Jun Taza Kalambata Ali Nabil Ali -
(TP037911) (TP042828) Hamati
(TP042418)
Introduction 100 0 0
Information System 35 32.5 32.5
Used
Drawbacks or 60 20 20
Weakness of
Current Systems
Enterprise System 50 25 25
Enhancement
Conclusion 70 15 15

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