Faculty of Accountancy, Finance & Business

Bachelor in Business Administration

Year 3
Tutorial Group 1

Written Assignment

BACS3713 MANAGEMENT INFORMATION SYSTEMS

2017

Name Registration No. Signature Marks

(Block Capital) (For Lecturer / Tutor
use)

1. EE MINGHUI 15WBR11969

2. WONG MEI HONG 15WBR

3. WONG WENG CHOON 15WBR11774

4. YEOW KE SHIN 15WBR11386

Lecturer/Tutor’s Name: Mr. Justin Woo

Date of Submission: 18 December 2017

 Assignment Final Report Assessment Criteria
The assessment of this final assignment report is based on the following criteria:
Group Assessment

Criteria Excellent Good Average Poor Score

Professional format Clear and Recognizable format Little attempt to use
and structure. recognizable format and structure, the appropriate
Format Logically arranged. with an adequate although occasionally format or to
(6%) logical structure. unclear. structure content.
(6%) (4 - 5%) (2 - 3%) (0 - 1%)

Very clear about the Some part of Brief introduction and Very brief or no
Part A
company history with introduction or conclusion given, proper introduction
Introduction
directly related to conclusion with which are not directly or conclusion.
& Part G (0 - 2%)
conclusion. ambiguity. related to question.
Conclusion (9 - 10%) (5 - 8%) (3 - 4%)
(10%)

Correct and complete Average to provide Poor to provide clear Unable to identify
Part B
identification of IS/IT clear & complete & complete the IS/IT
Understanding of
implemented. identification of identification of IS/IT implemented.
IT/IS implemented
IS/IT implemented. implemented.
(6%) Able to provide clear Average to provide Poor to provide clear Unable to provide
description of IS/IT clear description of description of IS/IT description of IS/IT
details IS/IT details details details
functions/features. functions/feature. functions/feature. functions/feature.
(6%) (4 - 5%) (2 - 3%) (0 - 1%)

Able to provide clear Average to provide Poor to provide clear Unable to justify
Part C
and reasonable clear assessment & assessment & and access the use
Justification of
assessment & justification. justification with of IS/IT with no
IT/IS to change /
justification with very However, some limited explanation of explanation at all.
manage the (0 - 1%)
details explanations. explanations are the answers.
organization (6%) (2 - 3%)
not clear.
decision making (4 - 5%)
& business
process
(6%)
Able to provide clear Average to provide Poor to provide Unable to evaluate
Part D
and reasonable reasonable reasonable evaluation the strengths and
Evaluation of
evaluation with very evaluation. with limited weaknesses of
strengths and
details explanations. However, some explanation of the IS/IT with no
weaknesses for (6%) explanations are answers. explanation at all.
the current IT / IS (2 - 3%) (0 - 1%)
not clear.
(6%) (4 - 5%)
Able to propose some Able to propose Able to propose very Unable to propose
Part E
areas of few areas of few areas of any areas of
Proposal of some enhancement or a enhancement or a enhancement or a enhancement or a
areas of new solution with very new solution with new solution with very new solution with
enhancement or details and fair justification limited justification no justification at
new solutions to reasonable given. given. However, all.
replace the justification given. (4 - 5%) some areas of (0 - 1%)
current IT / IS 6%) improvement or
application features of the new
solution is not
(6%) relevant.
(2 - 3%)
 Criteria Excellent Good Average Poor Score
Able to propose an Able to propose an Able to propose an Unable to propose
Part F
approach to build a approach to build a approach to build a an approach to
Proposal of an new IS with very new IS with very new IS with very build a new IS with
approach to build details and fair justification limited justification no justification at
a new IS reasonable given. given. However, all.
justification given. (4 - 5%) some justification (0 - 1%)
(6%) 63%) given are not correct.
(2 -3%)

Thorough display of Some display of Some evidence of No evidence of

Subject
taught knowledge relevant taught taught knowledge taught knowledge
Knowledge indicating high level knowledge at displayed, but just in displayed. All are
of details. certain level. minimum level. not related to the
(6%) (6%) (4 -5%) (2 - 3%) subject.
(0 - 1%)
Adequate evidence of Sufficient evidence Minimal evidence of Lacks or no
proving appropriate & of originality of originality of work. evidence of
Originality relevant of research & work. (3 - 4%) originality of work.
information. (5 - 6%) (0 - 2%)
(8%) (7 - 8%)

TOTAL (60%)

Assignment Proposal: /10

Assignment Progress Report: /10

Lecturer/Tutor’s Overall Feedbacks/Comments:

Individual Assessment (Personal Critical Reflection)

Personal critical reflection (10%)

Completeness in describing the lessons and the knowledge that each
of the student have learned. Evaluation on the critical thought of the
student on the possible ethical and social issues that may raise up by
the use of such IS/IT to a chosen organization.
0–2 3–4 5-8 9 - 10
Individual Group Unable to provide Poor to provide Average in Excel and
Member Name clear and clear and providing clear adequate in
structured structured and structured providing clear
personal personal personal and structured
reflection content reflection reflection personal
content content reflection content
1.
2.
3.
4.
5.

Oral Presentation Skills (10%)

0–2 3–4 5-8 9 - 10

Great difficulty Some difficulty Communicate Communicates
communicating communicating s ideas with ideas with
ideas. Poor ideas, due to proper voice enthusiasm,
Individual Group voice voice projection, projection. proper voice
Member Name projection. Little lack of Adequate projection,
preparation or preparation, or preparation appropriate
incomplete work. incomplete work and delivery. language, and
clear delivery.
1.
2.
3.
4.
5.

Lecturer/Tutor’s Feedbacks/Comments:
Individual Assessment (Personal Critical Reflection)

Personal critical reflection (10%)

Completeness in describing the lessons and the knowledge that each
of the student have learned. Evaluation on the critical thought of the
student on the possible ethical and social issues that may raise up by
the use of such IS/IT to a chosen organization.
0–2 3–4 5-8 9 - 10
Individual Group Unable to provide Poor to provide Average in Excel and
Member Name clear and clear and providing clear adequate in
structured structured and structured providing clear
personal personal personal and structured
reflection content reflection reflection personal
content content reflection content
1.
2.
3.
4.
5.

Oral Presentation Skills (10%)

0–2 3–4 5-8 9 - 10

Great difficulty Some difficulty Communicate Communicates
communicating communicating s ideas with ideas with
ideas. Poor ideas, due to proper voice enthusiasm,
Individual Group voice voice projection, projection. proper voice
Member Name projection. Little lack of Adequate projection,
preparation or preparation, or preparation appropriate
incomplete work. incomplete work and delivery. language, and
clear delivery.
1.
2.
3.
4.
5.

Lecturer/Tutor’s Feedbacks/Comments:
 Faculty of Accountancy, Finance & Business
Bachelor in Business Administration

Plagiarism Statement

Read, complete, and sign this statement to be submitted with the written report.

We confirm that the submitted works are all our own work and are in our own words.

Name (Block Capitals) Registration No. Signature

1. EE MINGHUI
…………………………. 15WBR11774
……………………………. ………………
WONG MEI HONG 15WBR11774
2. …………………………. ……………………………. ………………
WONG WENG CHOON 15WBR11774
3. …………………………. ……………………………. ………………
YEOW KE SHIN 15WBR11386
4. …………………………. ……………………………. ………………

5. …………………………. ……………………………. ………………

Tutorial Group 1
: ………………………………….

18 JANUARY 2017
Date : ………………………………….
 BACS3713 MANAGEMENT INFORMATION SYSTEMS

Individual Tasks Allocation

Indicate (√) in member name column if he/she have involved in that task.

Tasks Ee Minghui Wong Mei Hong Wong Weng Choon Yeow Ke Shin

Interview with
1. WCKSONS

Research for
2. companies

3.

4.

5.

6.

7.

8.

9.

10
.

11
.

12
.

13
.

14
.
ACKNOWLEDGEMENT

In performing our assignment, we had to take the help and guideline of some respected
persons, who deserve our greatest gratitude. The completion of this assignment gives us
much pleasure. We would like to show our gratitude Mr. Justin Woo, our lecturer and our
tutor, for giving us a good guideline for assignment throughout numerous consultations. We
would also like to expand our deepest gratitude to all those who have directly and indirectly
guided us in writing this assignment.

In addition, a thank you to Ms. May Lim and Mr.Wong Yon Hua from WCKSONS, who
willing to interview by us, and provide us the useful information about the company. Thank
you for being kind and gave us a helping hand for us while we need the further guide from
you.

Many people, especially our team members itself, have made valuable comment suggestions
on this proposal which gave us an inspiration to improve our assignment. We thank all the
people for their help directly and indirectly to complete our assignment.
 Table of Contents
1.0 Introduction ..................................................................................................................... 1
2.0 Explore and Analyse the Current Application of IT/IS in WCKSONS .......................... 2
3.0 Usage in IT/IS in Organisation Decision Making and Business Process ........................ 4
4.0 Strengths and Weaknesses Analysis for the Current IT/IS Used in a Selected
Department ...................................................................................................................... 6
4.1 Strengths of AutoCount ............................................................................................... 6
4.2 Weaknesses of AutoCount .......................................................................................... 7
5.0 Enhancement or New Solutions to Replace Current IT/IS .............................................. 9
5.1 Areas of Enhancement ................................................................................................ 9
5.2 New Solutions to Replace the Existing IT/IS.............................................................. 9
5.2.1 UBS Accounting & Billing Software (UBS) ....................................................... 9
5.3 Portfolio Analysis ...................................................................................................... 12
6.0 Approach to Build a System .......................................................................................... 17
7.0 Conclusion ..................................................................................................................... 19
BACS3713 MANAGEMENT INFORMATION SYSTEMS

1.0 Introduction

WONG CHONG KEE & SONS CO., which called as WCKSONS, is a wholesaler
and retailer located in Kuchai Lama. The main business of WCKSONS is wholesale
of more than 7000 products, including stationeries, sundries and electric
components. One of the big customers of WCKSONS is KK Supermart. The
company is supplying stationeries and daily products to all branches of KK Supermart
in Malaysia, including Sabah and Sarawak. In 2016, WCKSONS have expanded to
next door as a retailer to sales stationery and electric components.
WCKSONS has operating its business for more than 50 years. As a
traditional family-based business, WCKSONS started its first store at Kuchai Lama
in 1952. At first, WCKSONS is a retailing company which selling daily products.
Since the market become more competitive, the company changed its business type to
wholesaler in 1958.
According to Mr. Wong Yon Hua, the current CEO of WCKSONS, the
biggest threat for the company is in 1971. The terrible flood made WCKSONS
suffered a huge loss as most of their products have been damaged. Fortunately, they
listened to the advice from a worker which worked at a store nearby. They provided
cheaper price for the damaged product to clear the stocks and to minimize the loss.
This strategy has attracted many people, especially people from low income family,
and made the company became familiar in public.
There are four main departments in WCKSONS, namely accounting
department, administrative department, packaging department and sales department.
All departments are managed by CEO’s children. Their tasks are related to each other.
WCKSONS provides training to each worker to make them clear about the operation
of each department since all departments are relating each other. For instance, if there
is any mistake occur in packing department, account assistance in WCKSONS may
affected as the company’s account will be affected. WCKSONS let their customers to
purchase on credit. For example, the credit terms they provide to KK Supermart are
30 days, 60 days, 90 days, and even 120 days.
WCKSONS is trying to expand their business to online store in future. They
are planning to open run their business online to expand to larger market. Moreover,
they also trying to standardize their operation to reduce the operational time and make
the operation smoothly.

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2.0 Explore and Analyse the Current Application of IT/IS in WCKSONS

WCKSONS is using accounting software, AutoCount Accounting Software

(AutoCount) to help in its daily business operation.
AutoCount has been considered as one of the best accounting software for
their business requirements. AutoCount is a powerful tool for the business to manage
their data, analyse their performance and help WCKSONS for making business
decisions. AutoCount has provided strong and stable database for the company,
makes its business process more efficiency. However, the AutoCount is complicated
for new users and containing several skills and knowledge to use it. Hence, a short
training session was provided while the system is firstly use in WCKSONS, every
employee is compulsory for attend to the training.
All level of employees in WCKSONS have to familiar with AutoCount as they
will use AutoCount to perform their daily tasks. For example, employees in
operational level will collect data externally, such as the customers’ order, quantity
needed for the order, costs sales of each product. After that, they will record those
external data into AutoCount. After this, they will hand in the daily report to
managerial manager for each department. The managerial managers will check and
confirm the report daily with their employees. After managerial managers consider
the report is well prepared, managerial manager will submit the report to the executive
manager for further decision making if needed. The executive manager will make
final decision based on the report.
Since WCKSONS is going to promote standardize working culture,
WCKSONS is using AutoCount for different functional units. There are four
functional departments in WCKSONS, namely accounting department, administrative
department, packaging department and sales department. For instances, sales
department will key in all the customer information, the amount of product and types
of product order of customer. Sales department will provide goods for customers
based on their order and they can check through AutoCount for the correct
information of products to decide whether there are enough stocks for customers.
In packing department, workers needed to manage the stock such as products
packaging, stock location confirmation, stock issue, stock receive, barcode of the
stock and others. Once the stocks have ordered, they need refer to AutoCount to check
the stocks’ barcode and identify whether they have miss any stocks. After that, they

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

will pack the stocks into three packages in one, print and stick the barcode as their
original barcode is different with the KK Supermart’s barcode. After that, they have
to re-check with Autocount to ensure the barcode is correct before shipping the
product to customers.
Furthermore, accounting department also use AutoCount to perform their
tasks. For example, by the receipt, payment vouchers, overdue letters and other
reports which has default format in AutoCount, accountants are able to analyses the
cost and sales price for each product, detect the error during the process and use the
data to come out account documents such as invoice and financial statement. Refer to
AutoCount, accounting department can prevent the accounts of WCKSONS from
errors easily.
Lastly, administrative department of WCKSONS is combine with human
resource department, this department is needed the reports from accounting
department to check the bill every day, provide purchasing order (PO) to customers
and salaries for employees. Therefore, administrator will need to key in data into the
system to ensure the smoothness of business operation. Moreover, administrative
department have to discuss with CEO for conduct a final decision by referring the
AutoCount and the documents that prepared by managerial manager from each
department.

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

3.0 Usage in IT/IS in Organisation Decision Making and Business Process

WCKSONS is using AutoCount to manage their business decision making and its
business process. According to the worker that we had interviewed, May Lim, an
experienced worker who currently works as a sales assistant in WCKSONS,
AutoCount is making the business operations become more convenient and smooth.
Firstly, AutoCount is the sustainable solution for WCKSONS to grow their
business. Since WCKSONS have limited workers while the company have contracted
with more than 200 branches of KK Supermart for the stationery supplies, as well as
taking steps for future online store, WCKSONS is making improvement and try to
standardize their business operation by using AutoCount. For example, some
employees’ writing is unable to recognize easily, it is time consuming to ask for
confirmation about the hand writing. Hence, AutoCount is more convenient for the
company as users can directly key in the data to manage their business operation. Less
time consumed, and they can pay more attention on other tasks.
Secondly, WCKSONS as a wholesaler of stationeries, customers’ data are
very important for their business operations. The company should protect their
customer data with best security. By using AutoCount, it provides the higher security
level and authority control in the multi-user environment, which helps to protect
WCKSONS customer data from accessed by unauthorized peoples (AutoCount 2013).
Customers’ loyalty will be enhanced because of the professional security features.
Third, WCKSONS uses AutoCount as a good source of reference in the
decision making. It can supply needed information to the business for decision
making, like comprehensives studies, immediate information, and reports to support
their daily business decisions. Therefore, WCKSONS can analyse their business
performance easily with flexible, unique, and sophisticated analytical tools, such as
Multi-Dimensional Analysis tool to enhance their decision making and forecasting.
For instances, if WCKSONS wants to order a new product from oversea, such as a
creative stationery, CEO and administrative manager need to analyse the information
recorded in the software to help them to make the best final decision.
Moreover, users can get the hang quickly to AutoCount as it designed
systematically and consistently, WCKSONS can easily access its functions in a well-
organized menu system and it helps the company to improve the business operation.
AutoCount software allows WCKSONS to convert their record style into digital

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

record style. It makes the business operation becomes more smoothly as the software
will arrange the data automatically for them. For example, AutoCount has complete
functions of accounting, stock and invoicing as WCKSONS can complete task easily
by using AutoCount. Therefore, WCKSONS prefers to use AutoCount compare to
another.
Additionally, AutoCount helps the company to updates its information of
products instantly and accurately, and workers can access to up-to-date information
instantly. It helps the sales department to response instantly to their customers’ order
such as KK Supermart if they have any enquiry.
Also, In AutoCount, it integrates each module and operated faultlessly under a
system, thus it gives a greater stability with the high performance, minimise the
workload as well as reduced human error by online system auto posting features.
WCKSONS can create unlimited entry and workers can avoid from redoing their
tasks when there is power break down or improper computer shut down suddenly. It
makes their company operation becomes efficiency.

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

4.0 Strengths and Weaknesses Analysis for the Current IT/IS Used in a Selected
Department

Although AutoCount improved the business operation in WCKSONS, it also

contained some strengths and weaknesses to WCKSONS’s daily operation
especially accounting department.
4.1 Strengths of AutoCount

For the strengths, we found that AutoCount is convenient for WCKSONS

especially accounting department. AutoCount is a software which simple to
use and understand for business, therefore users can perform their tasks by
using the software even they do not have professional knowledge in
accounting. Accountants can perform their tasks by using AutoCount with
basic accounting knowledge. Moreover, data can be collected by keyboard or
barcode scanner to record in AutoCount. It allows accounting department to
key in the data by using keyboard, which save time compared to record it in
written form. AutoCount also produces Print Bar Code plugin which allows
the users to record the transactions into AutoCount by using scanner.
AutoCount also reduces the processing time of the company’s
operation effectively. This is because AutoCount contained all features needed
for WCKSONS. For example, once the accountant key in the information into
the system, AutoCount will generate the accounting statement automatically.
It helps the company shorter the working time as some tasks need not to be
done manually. Since the modules of AutoCount can be seamlessly integrated,
the business processes of the company can be streamlined by using the
software. Apart from this, its real-time publishing also can minimise the
workload for the company’s employees, reduce the probability of mistake and
makes the operation of WCKSONS will becomes more efficient (AutoCount,
2017).
Furthermore, accounting department can get an easy access to the
information of the company through AutoCount’s system-wide advanced
search function. Accountants can trace the past transactions for checking
purpose by enters the keywords in the search field or trace back the search
result to the source document. By using this function, accountants in
WCKSONS can trace and monitor for previous transaction accurately.

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Lastly, a good security measure is also one of the strength of

AutoCount in accounting department in WCKSONS. AutoCount can provide a
higher standard of security to users to secure their privacy data and
information. For example, multi-level access right control feature in
AutoCount allows WCKSONS to limit the right to access of each level of
management, such as accounting manager can access more information
compare to the normal accountants in WCKSONS. It can ensure the privacy of
the company’s data and to avoid the important data to be disclosed easily in a
multi-user network environment.
http://www.autocountsoft.com/products/ac_accounting/info/features5.aspx#4
4.2 Weaknesses of AutoCount

First, AutoCount is highly depend on text on almost all of its function. Most
of the features in AutoCount are in text form. This characteristic might raise
problem to WCKSONS as there are many foreign workers who come from
lower educational level and of course, most of them are illiterate. Some of the
foreign workers may unable to understand the word or code, and facing
problems when entering the data into the software. For example, foreign
worker in packing department might unable to key in the data correctly by
using the AutoCount. The mistakes made by foreign workers in packaging
department will affect accounting department as the accountants may not
balance the account of the company, and they need to use more resources to
find out the problems of unbalancing of the company’s accounts.
Next, the saved data is difficult to edit. In fact, there might be some
human-error while entering the data into AutoCount, for example, entered a
wrong value or scanned a wrong bar code. It will make the imbalance of the
accounts and require further actions, which is to modify and store the correct
figure into the system. In fact, the content that have been entered and stored
into AutoCount take many steps to modify and edit. It will burden to the
accountants when they are needed to make correction because of the problems
occurred at the other departments. Although the process of correcting the
value is not taking much time, but these steps can be annoyed while there are
several mistakes come together.

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

Finally, database problems will be another problem for the company.

WCKSONS save its data and information in AutoCount database. Problem
will occurr if the database cannot be open successfully, which happen quite a
number of times. Since there is no Information Technology (IT) department in
WCKSONS, WCKSONS will make a call to customer service for assistance
as they do not know how to solve the problem. It will brings inconvenient to
the business as employees need to perform their task manually in written form
before the problem solve, and employees have to transfer the written data into
AutoCount once the database’s problem has been solved.
In short, AutoCount is a software that brings convenient and reduce the
resources used by WCKSONS. However, the system also causes some
problems like the highly depend on text-based instruction, difficulty of editing
saved data, as well as problem of database, which will affect the business
operation.

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

5.0 Enhancement or New Solutions to Replace Current IT/IS

5.1 Areas of Enhancement

There are some areas that can be enhanced by AutoCount. Firstly, AutoCount
can try to make its interface easier to understand. Since AutoCount is
suitable for all level of management and even front-line workers, AutoCount
should consider on their perspective, but not only for management and
strategic decision makers. In fact, there are many foreign workers who are
illiterate in WCKSONS. They have to use AutoCount to perform their daily
tasks. If AutoCount can make the software easier to understand, for instance,
by designing a graphic interface, it will be easier for illiterate users.
Next, AutoCount should consider improving in term of correction of
saved data. Since the saved data can only be modify through many steps,
AutoCount should consider simplifying this process. For example, try to
reduce the steps needed or allow users to edit their data by just one click. By
doing so, it can help the employees to reduce their burden and help them to get
thing done faster.
Also, AutoCount should focus on improving their database
problems. Since it has been many times WCKSONS faced the problem of
database, they have known that the problem can be solved by referring to the
guidelines provided by AutoCount at their website
(http://www.autocountsoft.com/products/ac_accounting/faq/AutoCountFAQ.h
tml?cannot_open_database.htm). Since this problem always occur, AutoCount
should take steps to overcome this problem to improve the user friendliness of
the software.
5.2 New Solutions to Replace the Existing IT/IS

There are some of the solutions that we would like to suggest for WCKSONS
as an alternative of current accounting software, AutoCount; namely UBS
Accounting & Billing Software as well as SQL Accounting Software. Both
software is quite famous among Malaysian.
5.2.1 UBS Accounting & Billing Software (UBS)
We would like to suggest this accounting software from Sage. UBS is
a famous brand among Small and Medium Business in many countries,
especially Malaysia. UBS can get a rapid access for users to process

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flow by clicking on the button provided. Users also can access the
entry screen directly for the tasks they wish to execute. It helps users to
speed up their access, and it is quite useful for users who are not
familiar with the system, so that they do not have to memorize all the
steps to perform a specific task.
Next, UBS can provide users a better management on cash flow
and ensure their efficiency of work. For example, by the creditor
payment and debtor receipt which available in the new entry screen in
UBS, users can have an overview on the WCKSONS bank balances.
Also, flexibility also given by UBS to users to perform knock-off and
reverse process in these new entry screen.
UBS will also help WCKSONS to generate reports. For
example, reports of debtors who owes for more than three months with
outstanding, generate report for analysis of customer outstanding,
reports for monthly collection by each agent and so on.
There is also another feature that enhance UBS to work directly
from Microsoft spreadsheet software, Microsoft Excel. Users only
need some data like the profile of debtor and creditor, the data and
balance of General Ledger (GL) and so on.
http://www.ubs-
software.biz/index.php?route=product/product&path=68&product_id=
75
5.2.2 SQL Accounting Software (SQL)
The other software that we would like to advise WCKSONS to replace
with its current IT/IS is SQL.
SQL will provide the company a wide range of reports, like
the listing of GL, listing for Journal of transaction, the summary of the
transaction, the balance sheet statement and so on.
Drill down is the information highway which all the reports are
tracing down to the source document level with just a simple mouse
click.
Moreover, it has multiple report design which ease the
accountants to customize the default reports layout that suit to the
company’s needs.

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

5.2.3 Million Accounting Software (Million)

Million is an accounting software that can helps WCKSONS to replace
its current IT/IS too. The selling price of Million is RM1,499 in the
market.
Million able to prepare the reports of GL, debtor and creditor,
which can help the company to get the needed information faster. Also,
Million is able to record postdated cheques and advance payment.
Therefore, company need not to open a new book to enter this data
anymore. Million also able to generate audit trail reports as well as
project account for the company. The other functions of Million are
similar with the other basic accounting software.
5.2.4 Synergy GST Accounting System (GST)
GST is a complete Accounting System that can be used by WCKSONS
to replace its current Accounting system, which is AutoCount. The
price of GST is RM1,696 (SYNERGY SOFTWARE SOLUTIONS
SDN. BHD. 2017).
The package of GST includes accounting system, stock control
system, invoicing, and GST submission. The software itself has a user-
friendly designed interface and forms, where user can resize the Data
Grids and Forms. Therefore, user can perform multi tasks easily.
Also, GST has a secured database which can helps WCKSONS
to oppose its information into file-based database. By replacing
AutoCount with GST, WCKSONS can minimize the possibility of data
corruption.
GST also able to generate advance reporting. For instance, GST
helps in preparing customize data grouping as well as flexible reports.
Apart from this, the reports generated by GST can export to PDF,
Excel, Word, and so on, as well as GST can generate charts or graphs
to source documents too.
The other function that GST can helps in WCKSONS’s
operation is mobile order taking and inquiries function. By having
mobile salesperson can take orders anywhere with any type of
smartphone or tablet devices through its Web-Front Online Portal.

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BACS3713 MANAGEMENT INFORMATION SYSTEMS

Therefore, it allows inquiry on stock balance and customer information

anywhere, anytime.
5.3 Portfolio Analysis

Since there are some of the software that can be used by WCKSONS to
replace with current IT/IS, which is SQL, UBS, Million and GST. Therefore,
we decided to use portfolio analysis to analyse all this software.
AutoCount is the IT/IS used by WCKSONS. The company purchased
it with RM1,500 and found that it consists of all the features that the company
needs. Therefore, we have classified AutoCount as low risk with high
benefits as the price of it is quite cheap compare to the other software while it
can meet the requirement of the company.
For SQL, we decided to place SQL into high risk-high benefit. The
reason for us to do this is because SQL has the similar functions provided to
its user as AutoCount. As well as SQL is quite familiar within our country,
Malaysia. Also, since the Government has implemented GST of six percent in
our country in 2015 (ASEAN Briefing 2014), it is needed for the company to
ease the calculation of GST with the aid of accounting software. SQL can be
implemented in WCKSONS too as it contains this function. Although the
functions of SQL are the most completed compare to the other software, but it
is the most expensive compare with the other software, which is RM2,599.
While for UBS, it is slightly expensive compare with the other
software, which is RM1,650 compare with the other accounting software.
Therefore, we consider this software as high risk. In term of function, it is
counted as completed one with all the major seven functions in accounting.
Therefore, we classified UBS as low risk with high return.
Million is a software that we have classified it as low risk-low return.
Since the price of Million is the cheapest compare to the other software, it can
be classified in low risk. In fact, the features and functions provided by
Million is just very basis for accountant, which does not include much
advanced options needed by accountants like inventory management.
5.4 Scoring Model

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AutoCount, AutoCount, UBS, B UBS, B GST, C GST, C

Function Weight A (%) A (Score) (%) (Score) (%) (Score)

Costs of initial purchase 10 5 50 4 40 4 40

Maintenance costs 10 5 50 5 50 4 40
Total 100 90 80

Inventory Management 15 5 75 5 75 5 75
Taxation Management 5 5 25 5 25 5 25
Accounting Management 15 5 75 5 75 5 75
Reports 10 4 40 5 50 4 40
Total 215 225 215

Security 5 4 20 4 20 4 20
User-friendly 10 5 50 4 40 5 50
User needs met 15 5 75 5 75 5 75
Time adaption 5 4 20 3 15 4 20
Total 165 150 165
Grand Total 100 480 465 460
Table 2: Scoring Model for Three Accounting Software
Source: Students’ Finding
According to Table 2 above, we had separated the criterions into three parts,
which are cost required, main functions for the business operation and the
features of AutoCount system, UBS software and Synergy GST Accounting
system.
First of all, we had included initial purchase price as one of the
criterion because price is one of the main components that will be considered
by user before they decided to purchase the system. Therefore, we rate the
weight of initial purchase price as 10 out of 100. Besides the initial purchase
fees, maintenance fees also one of the considered parts for user. Since, it will
affect the satisfaction of user in long-term, we rate it as 10 out of 100.
In the score for the cost required part, all of the software gets the same
marks in term of maintenance costs as the minor updates of software will
bring no cost to the company. In term of initial purchasing cost, AutoCount
System is getting the highest marks compared with other two softwares which
are UBS Software and Synergy GST Accounting System as AutoCount system
have the cheapest price, which is RM 1500. The initial purchase price of UBS
software and Synergy GST Accounting System is more expensive than

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AutoCount System which are RM 1650 and RM 1696 but it still acceptable for
business. Hence, we rate both of them in initial purchase price as 4 out of 5.
For the maintenance price of software, since AutoCount system and UBS
software have provided free services for minor maintenance problem, hence
both of them are scored 5 out of 5. However, for the Synergy GST accounting
system, they are only providing free services for the first year maintenance.
After the first year, Synergy GST accounting system will charge the
maintenance fees even the small problem.
Secondly, the next criterion category that we form for analyse the three
software is the functions in each aspect of the software. Since WCKSONS is a
wholesaler and retailer business company, we had chosen some of the
functions that is important for WCKSONS business operation, which are
inventory management, taxation management, accounting management and
reports. WCKSONS as a wholesaler company, it is more concern in stock
management compare with taxation management, so we believe that inventory
management function in a software is very important to a wholesaler company.
Therefore, we rate the weight of inventory management as 15 out of 100. For
the taxation management, we rate it as 5 out of 10 as the taxation management
for WCKSONS is lacking attention, compared with inventory management.
For accounting management, since accounting statement is very important to
every company in analysis their profit and loss, we rate it as 15 out of 100.
Additionally, we rate report function as 10 out of 100 because it is important
for WCKSONS to prepare their written documents as a record by using the
software.
According to the performance of each software that we choose,
AutoCount had done a well performance in each aspect except reports
preparation, hence we had decided to rate AutoCount as 5 out of 5 in
inventory management, taxation management and accounting management.
According to the users’ review of AutoCount, AutoCount performs a well
operation in manages the inventory information, taxation and account
statement preparation. It is useful in their business management. However, the
report preparation of AutoCount is mainly in prepares basic documents. In
other words, it is unable to support the company to do more detailed
documents. Hence, we rate AutoCount as 4 out of 5 in report.

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Besides, UBS scores a satisfy mark, which is 5 out of 5 in all aspects in

management included inventory management, taxation management,
accounting management and reports. This is because UBS had done a well
performance in each aspect of management included inventory management,
taxation management, accounting management and reports. According to the
user review in UBS, UBS as a professional system, it managed to perform
well in aiding the business operations.
Additionally, the performance of GST is similar with AutoCount. This
is because GST is mainly in accounting function. Therefore, it is satisfaction
in accounting management, inventory management and taxation management,
but fails to score in reports. Hence, it scores 5 out of 5 in all aspects except
reports in the management criterion.
For the features of software, we had included security, user-friendly,
user needs met and time adaption of the software. This is because all criterions
are important to determine user to familiar with the usage of software. The
safety of the software is very important for user especially business user. This
is because they are concern about to protect the customer information and
company highly confidential being misuse in other illegal way. Therefore, we
rate security as 5 out of 100. In this criterion, AutoCount, UBS and GST has
good performance since all of them can set up a privacy limitation. For
example, AutoCount is having a privacy function which called multi-level
access right control to limit the employee’s access right to specify information,
it is well organised to protect the documents, but the employees can still
access to the documents if they have the ID access password. Therefore, we
rate all the software in term of security as 4 out of 5.
Furthermore, user-friendly is also very important for WCKSONS as
they are lacking professional to manage the system. Therefore, we decided to
rate user-friendly as 10 out of 100. For this criterion, AutoCount and GST are
being rate a satisfy score, which is 5 out of 5. This is because both software is
easy to adapt by referring the comment of user. However, UBS software is
getting the lower score because UBS software is required professional
knowledge to operate it, compared with AutoCount and GST.
Moreover, all software included AutoCount, UBS and GST are getting
satisfy score in user needs met, which is 5 out of 5. This is because based on

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the user review that we concluded through internet is showed mostly of the
user are feel satisfaction as they manage to use this software to operate their
business daily task effectively. Therefore, all software that we choose are
getting higher score in this criterion.
Last but not least, in time adaption, AutoCount and GST get the score,
4 out of 5. However, UBS is getting the lowest marks compare to AutoCount
and GST, which is 3 out of 5. This is because UBS are more professional
compared with others software, it is required professional accounting skills
and knowledge to manage it.
By conclude all the weighted score of all software, AutoCount scored
the highest weighted scores, which is 480 and UBS and GST are getting lower
marks which are 465 and 450 respectively. Hence, AutoCount is the most
suitable software for WCKSONS to manage their business.

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6.0 Approach to Build a System

Since there are some problems found in using the IT/IS while the workers of
WCKSONS faced during their business process, therefore, a system development is
required for the current IT/IS used, which is AutoCount to solve the problem and
increase the performance of the IT/IS, as well as to increase the efficiency of workers
in WCKSONS.
There are several ways to develop a system for WCKSONS, namely
application of software packages, user application development, traditional systems
life cycle, prototyping and outsourcing. Therefore, we have considered each of the
option and here are some of our finding.
There are two ways in application software packages, which are purchased
applications and customization of the software package. We have our analysis for the
first option. Since the current IT/IS used by WCKSONS, which is AutoCount has
meet the requirements of the company, and the company has not many issues on the
current use of AutoCount, therefore we are not going to suggest applications
purchasing for the company. The reason is simply because the accounting applications
in the market nowadays are similar, especially the software for small and medium
businesses. Although it only incurs low costs to the company, but it may bring
negative impacts for the company when there are problems with maintenance. Also,
the company may pay for those features that do not really require in the business
operations.
Also, we would not like to suggest customization of software package to
WCKSONS. Although the company can satisfy its own requirement, especially its
unique requirement; but in normal situation, a customized software will not meet all
of the requirements needed by the company, perhaps only 75 percent of the
requirements achieved. It is very costly methods for the company.
Besides, user application development also has been denied by us as a way to
build a system for WCKSONS. There are several reasons why we have chosen to do
so. Firstly, it simply because all the members from WCKSONS are come from
different backgrounds, but not in IT. To develop an information system, the end users
will need a lot of knowledge in coding and programming to do so. Several basic
programming languages like Java and C++ may be required for users to modify the
software by their own. It takes time to learn the programming language, and it is only

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for theory basis. What if the system developed by the other programming languages?
Maintenance of the software is another problem too. Therefore, we would not like to
suggest this WCKSONS to use this way to build a system, as it is time consuming,
costly, and the result is not guaranteed.
While for the traditional systems life cycle, although it is able to provides a
sequential formal process of system development, but it needs a lot of time to
complete. Not only that, the progress of the development is difficult to measure too,
and it has massive of paperwork to manage. Therefore, this option has also been
denied by us.
For prototyping, it increases the user involvement in system developing
process, it also has a model to shows to the end user. Also, and the end user will make
improvement based on their own needs, after they have a look and understand on the
model and the process of the software. It is quite convenient but may not be suitable
for WCKSONS. Although the development of software will be quite fast, but it may
also pass over the essential steps in the system development, like not undergo full
testing or documentation. It will be risky for WCKSONS to use the system developed
by prototyping, especially it is an accounting software which high accuracy needed.
Lastly, outsourcing. By hiring vendor externally to design and create a
software may be a good option for WCKSONS. WCKSONS may outsources its
software to software development companies like Datadot
(http://datadotlabs.com/software-development/). By outsourcing their software,
WCKSONS can get the software which fulfill most of its requirement. Although it
will be costly, but it is actually investing for long-term benefits. WCKSONS can
request for a software which is not depend highly in text but graphic. By doing so,
most of the employees can familiar themselves on the software rapidly, no matter
what is their educational level. Also, it helps the company to reduce a lot of fees. For
instance, licenses fees, maintenance fees, personnel fees, and even its fixed costs.
WCKSONS can also focus on its core business without worrying on the software
development too.
Therefore, we would like to suggest WCKSONS to outsource its software so
that the system can be well enhanced.

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7.0 Conclusion

As conclusion, we are focusing on the information system in all departments of

WCKSONS, namely accounting department, accounting department, administrative
department, packaging department and sales department.

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Appendices
References
(http://support.autocountsoft.com/?p=225)