You are on page 1of 34

RhYMe English Training Academy

Information System Strategic Plan


FY 2015- FY 2020

Mary Jane G. Maravilla


Master in Information Systems
Silliman University

Dave E. Marcial, Ph.D.


College of Computer Studies
Silliman University

MIS104

I.

RhYMe English Training Academy ISSP

IS PLANNING PROJECT ORGANIZATION


The market for English Language Center in the Philippines has been rapidly progressing

over the past few years. Philippines is very well known to be home of English proficient people
and low cost language learning country in Asia. Numbers of foreign and neighbouring country
students to study ESL English as Second Language in Philippines has been increasing
dramatically not only of the efficiency of learning but because of the beauty of our country itself.
As such, new players in the business of ESL teaching is increasing as well.
The subject of this ISSP Information Systems Strategic Plan is the RhYMe English
Training Academy, a starting ESL institute based in Bacolod, Negros Oriental. As several other
existing ESL centers in the Philippines has been aggressively innovating for the competition, this
ISSP shall help RhYMe Academy to attain its business goals and be competent in the market.

A. PROJECT OBJECTIVES
The purpose of this project is to recommend how to utilize the technology in collaboration with
the business strategic goals. In specific, the following will be the aim of the project:
IT
- To align hardware, software, data systems and infrastructure for increased student
learning experience, information management, and business operation efficiency
- To inform new and innovative technologies that can be deployed to facilitate
continuous improvement in the administration of a starting English language centre
- To develop an information system that will assist in business intelligence
- To bring digital capabilities and modes to the learning experience of students
Service
- To build a technology ecosystem that is collaborative, available anytime and
everywhere
- To increase reliability of the services of the technical resources in the business
Human Resources
- To enhance information system of faculty-related components for access
- To build a data and information system of the student for access
TGBTG

1|Page

MIS104

RhYMe English Training Academy ISSP

B. PROJECT SCOPE
The ISSP will initiate strategic plan for 5 years development of RhYMe Academy, while keeping
in consideration the longer future goals of the business.
Whilst the project aims to utilize and/or propose information system in line with the business
goals, the following areas will be looked at closely to achieve a comprehensive and enriched
strategy plan:
1. Strategic Planning and Budgeting
2. Hardware, Software, Maintenance and Support
3. Network Infrastructure
4. Data and Communication Systems
5. Business Operation Technologies
6. Facilities Technologies

C. PROJECT TEAM
To produce a valuable ISSP for the academy, the following would be the core project team to
accomplish the deliverables as enumerated in IS strategy and plan.

Name

Position

Responsibilities

Blanche Maravilla
Bonifacio Sevilleno

Chief Operating Officer


IT Hardware Consultant

John Villarin

Head Instructor

Mark Tristan Bustillo

Technology Specialist

Mariafe Secong

Treasury Operations and


Cash Management
Student Services
Coordinator
Assets & Facilities
Management
Technical Working Group

-Approver, commitment to ISSP


-Provide information of the IT status and
plans of the academy
-Provide information of the aspects not
related to IT
-Provide information of the IT status and
plans of the academy
-Provide information of the accounting
system and processes
-Provide information of the services and
system of operations
-Provide information concerning the
assets & facilities
-Consolidate and facilitate ISSP
meetings and brainstorming sessions

Jasmin Sevilleno
Joselito Cuestas
Mary Jane Maravilla

TGBTG

2|Page

MIS104

RhYMe English Training Academy ISSP

D. IS STRATEGY AND PLAN


The following is the agile timeline of the activities needed for cooperation with corresponding
deliverables. The list will be accomplished by face-to-face meeting with the responsible persons.
Activity

Output/Result

Responsible
Person/s

Project Kick-off
meeting

Commitment of management

COO
IT Consultant
Head Instructor
Technology Specialist
Treasury
Student Services
Assets& Facilities
TWG
COO
Head Instructor
TWG

Review mission/
vision, and core
values of the
company, and
review the
organization
Review business
initiative goals and
objectives

Internal and external


assessment of
business operations
Internal Assessment
of current
technologies and
systems

Assessment of
Facilities
technologies

Technology Update
and present
suggested action
plans

1. Company mission and


principles
2. Organizational Background
1. Desired result after 3 years
or more
2. Expectation of staff in
HW/SW integration in
education
3. IT goals
1. Customer analysis
2. Environmental scan
3. Strategic issues
4. Capital budget for
technology
Benchmarking of:
HW,SW, systems and
services
Wired/wireless network
setup
Fixed/mobile technology
devices
Information data systems
Flow of data and roles of
input users
Data backup, security, and
disaster recovery
Data consolidation and
reporting
Website and content
management system
Assessment of:
Security locking system
Documents management
solutions
Printing management
solutions
Action plan as reviewed and
approved by management

Present
Implementation
proposal

Implementation strategy as
reviewed and approved by the
team

Completion of ISSP

Final ISSP

TGBTG

Resources Needed

Start
Date

End
Date

1. Letter of
recommendation
from Dr. Dave

Jan.6,
2015

Jan.6,
2015

Jan.12,
2015

Jan.12,
2015

Jan.12,
2015

Jan.12,
2015

2. Letter of intent

1. Company vision
and mission
statement
2. Organizational
Chart

COO
IT Consultant
Head Instructor
Treasury
Technology Specialist
COO
Head Instructor
Treasury

1. Capital budget
and breakdown for
technology

Jan.12,
2015

Jan.13,
2015

IT Consultant
Technology Specialist

1. Network diagram
2. Floor plan
3. Data system
diagrams

Jan.19,
2015

Jan.20,
2015

Assets & Facilities

1. List of facilities
including
brand/model
2. List of assets
(tech devices)

Jan.26,
2015

Jan.27,
2015

Feb.9,
2015

Feb.9,
2015

Feb.23,
2015

Feb.23
, 2015

Mar.2,
2015

Mar.2,
2015

COO
IT Consultant
Head Instructor
Technology Specialist
Treasury
Student Services
Assets& Facilities
TWG
COO
IT Consultant
Head Instructor
Technology Specialist
Treasury
Student Services
Assets& Facilities
TWG
TWG

3|Page

MIS104

II.

RhYMe English Training Academy ISSP

ORGANIZATIONAL ASSESSMENT

A. ORGANIZATIONAL BACKGROUND
RhYMe English Training Academy main mission is to provide top quality English
language training through adherence to valuable and exciting learning experiences and
opportunities designed to ensure successful learning for all ESL students. It envisions assurance
of the linguistic needs of every student, which is to become competent in understanding,
speaking, reading, and writing English are addressed and that all students have equal access to
quality education. That is, to enrich the lives of the students learning English in a favourable
social environment.

In alignment with the academy mission, the academy embraces main institutional goals in its
Strategic Plan as follows:

1) Strengthening student competence


Which implies that IT strategies must: enhance the learning experience of the students through
technological service learning environments, enhance the teaching excellence, improve student
advising and services, and provide an effective presentation of information.

. 2) Promote leadership, quality of service and continuous improvement of instructors


Which implies that IT strategies must: embrace staff performance management that ensures
competence with desired institutional strategies, continuous training and professional
development of IT staff, and encourage accountability for the quality of services that are provided
to the students satisfaction.

3) Reliable availability of access and enrolment capacity


Which implies that IT strategies must: provide high availability online for ease of information
gathering and enrolment through online registrations that will help ease the resources
consumption of the Academy as well as to reduce cost whilst providing flexible services to the
students.

4) Available Management information for decision makers.


Which implies that IT strategies must: provide an always-on information on the academy
transactions and business analytics, not limited to accounting, the human resources, student
services and other information system that will serve the academy well.
TGBTG

4|Page

MIS104

RhYMe English Training Academy ISSP

Organizational Structure
Below is the organizational chart of RhYMe headed by the Academy Director who serves as the
Chief Operating Officer of the academy.

For the next 3-5


5 years of operation, the academy envisions an expansion of its operation and
hopingly the branch of the academy. Hence, expansion on the number of personnel and IT
needed for the operations efficiency.

Information Technology Vision


The vision for information technology engagement of RhYMe is that information technology of
the academy is to become an efficient means of creating a competitive learning environment and
information processes accuracy to provide the management with tools in decision making and
furtherance of academy services. As such, the vision is eyed to be perform
performed by:

Supporting a transparent and seamless environment for academic learning and research

Supporting efficient and effective administration of the academy.

TGBTG

5|Page

MIS104

RhYMe English Training Academy ISSP

Promoting and supporting continuous innovation

Support the management with business analysis as provided by data analysis

Measuring the success of information technology accomplishments by its relevance to


the academys mission.

Information Technology Strategic Goals and Emphasis Areas


In defining IT strategic directions that will be consistent with the academys four strategic goals,
this plan asserts that pursuing the following major IT Strategic Goals will result in advancing the
academys already planned strategies:
1) Information technology should empower and enhance the student learning and service
experience.
2) The academy must continue to build and expand reliable, robust and secure access to
information and technology systems.
3) The academy must promote customer-centered information technology services and
support.
4) Innovation through technology must be assured, but not at the expense of sacrifice of
stable service delivery.
5) The effectiveness of the academys administration and management should be
enhanced through technology systems
The academy of course, should continuously look for ways to enhance its management of
information technology and information systems.

B. INFORMATION TECHNOLOGY STATUS OF THE ORGANIZATION


As a startup company, RhYMe has the following Capital Budgeting for Information Technology
consisting of the following components:
1. Hardware
2. Telecommunications
3. Software
4. Services
5. Personnel

TGBTG

6|Page

MIS104

RhYMe English Training Academy ISSP

RhYMe Academy IT Startup


Asset

Desc

Qty

Specifications

Unit Cost

Total Cost

Intel Core i5
i5-3450 Core Quad-core (4 Core)
Desktop

Acer M3985

Computers

Desktop

Processor Speed 3.10 GHz


7

64-bit Processing Yes

32,200.00

225,400.00

15,500.00

31,000

9,250.00

9,250.00

19,049.00

19,049.00

Standard Memory 4 GB
Maximum Memory 16 GB
Memory Technology DDR3 SDRAM
Black & White Laser Beam Printing
On-Demand Fixing
First Print Out Time (FPOT)

Canon LBP

Printer

6300DN

Hardware

Multipurpose

Print Speed*1*2
Mono: A4
30ppm
Resolution 600 x 600dpi
2400 (equivalent) x 600dpi
512- page transmit and receive fax memory
30-one touch and 100-coded speed dials

Canon L170
Fax Machine

Intuitive LCD display

Laser Fax

Machine

UFR II-LT printer language


Transmission speed: 3 seconds per page
Ultra-high quality greyscale for fine fax
Print speed: 18ppm
Epson 3LCD, 3-chip technology
LCD Size: 0.55" without MLA (D7)

Projector

Epson EB-S18

Native Resolution: SVGA (800 x 600)


Contrast Ratio: 10,000:1
Lamp type: 200W UHE

Kaspersky

Software

Norton Antivirus

MS Office Suite

ices

ations

Internet

nel

Serv

Telecommunic

System

Person

Security & Antivirus

1,555.00

4,665.00

MS Office Home & Business 2013

9,975.00

69,825.00

Windows 7 Professional 32bit (OEM)

6,850.00

47,950.00

5,500.00

66,000.00

9,600.00

9,600.00

3 users

Operating

TGBTG

Anti-Virus 2014

Connection

MS Office Home
& Business 2013
Windows 7
Professional 32bit
(OEM)

Plan 4000/ 10 MBps


PLDT DSL

12

Connection: Wired
Surfing Hours: Unlimited

call waiting, forwarding, conference, speed

Landline

PLDT Landline

HW Maint.

HW Maintenance

HW Maintenance

7,599.90

7,599.90

SW Maintenance

SW Maintenance

SW Maintenance

1,838.00

1,838.00

dialing, caller ID

IT Specialist

20,000.00

20,000.00

Assets&Facilities

20,000.00

20,000.00

IT Consultant

150,000.00

150,000.00

TOTAL

308,916.90

682,176.90

7|Page

MIS104

RhYMe English Training Academy ISSP

C. ORGANIZATIONS CONCEPT OF OPERATIONS AND BENEFICIARIES


RhYMe English Training Academy competes with the market of ESL training in the country.
The academy support the development of non-english
non english tongues into understanding and be fluent
in English language. The training which consists of reading writing, listening, and speaking is
available in Beginner, Intermediate, and Advanced level. Targeted mainly to Korean students,
the academy also accept other applications for admission. The academy is eyeing to cater
profession-related
related English training on the next 5 years. An online teaching is also a goal mainly
dependent on the demand on the first starting years of the academy.
The following diagram details the services as bundled by the academy.

As the services provided to students are of different nature, the coordination, and
information systems are necessary to monitor and control information and transactions among
these areas. It is however at the moment a constraint for RhYMe as a startup company to
provide a sufficient investment for IT/IS alone.
alon
TGBTG

8|Page

MIS104

RhYMe English Training Academy ISSP

D. PROBLEMS FOR POSSIBLE IT SOLUTIONS


Areas of Concern
Accounting system

Problems

Intended Use of ICT

Currently using MS Excel that is prone to

Accounting and Treasury

manipulation

Operations

Student services

No academy email for student

E-Mail for Students

Business Operations

no accounting and activities report

Business Intelligence

generation
Enrollment System

Online enrollment/registration not yet

Enrollment Support Online

supported
Internal Networking

No social site to connect the students and

Portal for Students, Faculty

Site

staff

and Staff

Telecommunications

Remote teaching not yet supported

Remote teaching

Telecommunications

Remote meeting not yet fostered(for

Videoconferencing

stakeholders)
Data archive

Payment Processing

Electronic record of staff info are through

People Admin

MS excel

Recruitment/Hiring

Does not currently support credit card

Credit Card Processing

payment
Website

Subject for regular updating

Content Mgt System for Web


Site Maintenance

Security

High security for foreign students

Identity Management

Communication

no local lines supported

Telephone System Upgrade

Student Support

Coordination are done manually

System for student support

Services

services

Student Support

contact lineup for student in case of any

Student Services Contact

Services

event not provided

Center Establishment

Online service

no online lecture service as option

Online teaching services

Payroll System

Currently using MS Excel that is prone to

Payroll System

manipulation
Network Security

Internet access not controlled or monitored

Firewall

Productivity

Internet access not controlled or monitored

Staff Productivity

TGBTG

9|Page

MIS104

RhYMe English Training Academy ISSP

E. MANAGEMENT PRIORITIES
Based on the available resources and perceived priorities, the following tactical initiatives are
affirmed by the management listed by priority. These nominations will be scoped and analyzed
for resource specific requirements. Afterwhich, items shall be planned for budgeting with
schedule.

Intended Use of ICT


Accounting and Treasury Operations

high

Business Intelligence

high

People Admin Recruitment/Hiring

high

Content Mgt System for Web Site Maintenance

high

Identity Management

high

System for student support services

high

Payroll System

high

Enrollment Support Online

medium

Videoconferencing

medium

Telephone System Upgrade

medium

Student Services Contact Center


Establishment

TGBTG

Priority

medium

E-Mail for Students

low

Portal for Students, Faculty and Staff

low

Remote Teaching

low

Credit Card Processing

low

Online teaching services

low

Firewall

low

Staff Productivity

low

10 | P a g e

MIS104

RhYMe English Training Academy ISSP

III. ASSESSMENT OF IT OPTIONS


A. REVIEW OF IT TRENDS
Several technologies has been emerging aggressively to support the learning efficiency
of institutions as well as the business management. The following table is composed of widely
used technologies in the field of learning, business analytics, and business operations.
Consideration for the technologies as listed is for a small to medium company, and 3 brandings
has been listed from the SMB solution in the market and in line with the objectives of the IT team
of RhYMe academy.
The trends are divided into 5 categories as follows:
1.
2.
3.
4.
5.

Accounting and Payroll System


Business Analytics
HR software
Enhanced Learning Technologies
Network Reliability & Availability

1. Accounting and Payroll System


Technology / IT
Trends

Functionalities
-

Accounting
Software/
Web based
solution

Cloud
computing

Tax Preparation Assistance


Tracks Expenses and time
Manages and Pays Bills
Manages Vendors and
Purchase Orders
Generates Reports
Automatic Billing (Recurring)
Multi-Platform Browser Access
Credit Card Processing
Payroll Processing
Advanced Inventory
Management
calculates per-minute cost of
time as worked
generates invoices and reports
for billable hours

Market Solution
Quickbooks

For quotation

Fresh Books

For quotation

Wave

For quotation

Office Time

For quotation

2. Business Analytics
Technology / IT
Trends

Functionalities
-

Business
Intelligence and
analytics

TGBTG

Production reports: Format


interactive reports with
automated scheduling &
delivery
Dashboards: Drill from

Market Solution
SAP Crystal

For quotation

11 | P a g e

MIS104

RhYMe English Training Academy ISSP


summary to detail to monitor
performance
Microsoft Office integration:
Support for Active Directory,
SharePoint, and Office
products
Content management:
Automate management &
delivery of reports,
dashboards, data & other
analytic content via one
management framework
user-interactive forms in
business website or social
media pages
Corporate social network
support

Cloud
computing

SAS Visual Analytics

For quotation

Logi Info

For quotation

Adobe FormsCentral

For quotation

SageOne

For quotation

Office 365

For quotation

3. HR Software
Technology / IT
Trends

Functionalities
-

HR software

Personal and Demographic


info
Compensation history
Benefit administration
Position details
Time-off Management

Market Solution
People Trak HRIS

For quotation

Astra HRIS

For quotation

Calibrix

For quotation

4. Enhanced Learning Technologies


Technology / IT
Trends

Functionalities
-

MOOC
(Massive Open
Online Courses)

Games and
Gamification

Virtual Classroom

Learning
Analytics
Software

Social Networking
& Blogs

TGBTG

online reading materials,


videos, quizzes
Automated feedback through
objective, online assessments
Student forum support
Self paced
Games in line with curriculum
Participant profile
management
Content management
Reward management
synchronous distance
education
web conferencing support
livestreaming support
VoIP support
visualizes the network of
interactions resulting from
discussion forum posts and
replies
Student activity monitor
automatically collects student
engagement and attendance
provides analytics tools and
dashboards for students,
teachers & management
Homepage, news, directories
and profiles
Secure member registration

Market Solution
Coursera

For quotation

Udacity

For quotation

Edx

For quotation

Earth Positive

For quotation

Enspire, US

For quotation

Custom Learning
Design, US
WizIQ

For quotation

Electa Live

For quotation

BrainCer

For quotation

Beestar Insight

For quotation

SNAPP

For quotation

LOCO Analyst

For quotation

EtonDigital

For quotation

For quotation

12 | P a g e

MIS104

RhYMe English Training Academy ISSP

and authentication
Core Social Networking ,
customizable member profiles
with activity feeds, private
messaging between members
Personalized Profile URL
Calendar

Vinfotech

For quotation

Angler

For quotation

Enterprise Resources Planning(ERP) Solution


The advantage of the above list is to comply with the need for acquisition of the company
as per the resources or budget available. That is, if RhYMe can only accommodate the most
important software for the next 3 years, then disparate software might be cost effective as a
solution. There is however a solution which consolidates the functionalities of the business
operation mangement, which is the ERP(Enterprise Resources Planning).

ERP is a business process management software that allows an organization to use a


system of integrated application to manage the business and automate many back office
functions related to technology and services. The integrated application software in ERP typically
includes CRM, HR, Quality Management, Material Management, production

planning and

management, purchase management, Financial and Accounting, and Project Management. That
is, ERP is meant to support enterprises or larger businesses in its various aspects of the
business. It often requires dedicatedteams to customize and analyze the data and to handle
upgrades and deployment. As competition among SMEs today is also aggressively progressing,
several providers also caters the small ERP to support the need of the SMB market.

ERP as an Academy Management System


ERP for learning institutions is primarily an initiative to integrate administrative computing
system with the student activities and services, including but not limited to Admission,
academics, human resources management system, financial accounting, and other areas. Below
is a generic modules for a learning institution:

TGBTG

13 | P a g e

MIS104

RhYMe English Training Academy ISSP

Modules

Admission

Administration

Finance and Accounting

Access right control

Examination

Files and Documents management

Purchases

Project Management and Evaluation

Asset Management

Alumni Management

Time Table Management

Files and Formats

Library Management

Market Solution
Technology / IT

Functionalities

Market Solution

Trends
-

Student activities

TIT Software Solutions,

For quotation

Academy

Admission

PANACEA

For quotation

Management

Files management

System

Finance and Accounting

Redox

For quotation

Administration

ERP Disadvantages
-

The cost of ERP software planning, customization, configuration, testing, and


implementation is very high considering RhYMe as an SME company.

Additional cost for implementation like IT infrastructure, server, and WAN upgrades

The vendor lock to ERP supplier causes high costs in acquiring, tailoring, and
maintenance services of the system

TGBTG

14 | P a g e

MIS104

RhYMe English Training Academy ISSP

B. ALTERNATIVE IT SOLUTIONS
1. Software-as-a-Service (SaaS)
Some software providers offer their solution in two kinds of deployment: the on-premise and
the SaaS. On-premise is installed and run on computers of the organization which requires
supervising and securing data locally. It gives the user more local control and faster speed in
its function sets. However, it requires administration resources, and additional costs for
databases and infrastructure. On the other hand, SaaS is licensed from an organization
which hosts the ERP software. It is considered as economical way for businesses to save
high costs that would normally go with purchasing software. The only infrastructure required
is a personal computer to run the software and sufficient networking connectivity to reach the
internet. Other benefits of engaging to SaaS are:
Accessible
Access to data from any networked device making it easier to manage, monitor, and
control information in realtime
Low Initiating Costs
No license fees are included, the SaaS applications are subscription based. The SaaS
provider is the responsible for managing and maintaining the infrastructure, hence, low
cost for hardware, software, and people resources.
No additional cost for upgrades
SaaS provider manages all the updates and upgrades so theres no need for customers
to add hardware, software, or bandwidth
Scalable
Users do not have to buy another server or software in case of business expansion, the
server capacity planning is a responsibility of the SaaS provider

Market Solution
/ IT Trends

Software-as-aService

TGBTG

Functionalities

Market Solution

CRM

Expedien

For quotation

HRMS

PANACEA

For quotation

File management

Financial and Accounting

Epicor

For quotation

Asset Management

15 | P a g e

MIS104

RhYMe English Training Academy ISSP

2. BPO/Outsourcing

Whilst SaaS providers offer templates and modular softwares, some businesses may
have unique requirement and best needs a developed customized software for their
applications. There are features included as bundle to commercial software hence
unnecessary cost for the customer. Outsourcing software development is known for being a
pool of professional well experienced in ERP development. Outsourcing ensures a business
that the requirement will be done accurately as how it was requested. Resources including
the project management are handled by the outsourced organization. As outsourcing is the
expertise of BPOs, implementation time is expected to be shorter than the inhouse
development.

Market Solution
Technology / IT

Functionalities

Market Solution

Trends

Outsourced ERP
Software
Development

Student activities

Admission

Indra Philippines

For quotation

Files management

Finance and Accounting

Team Europe Philippines

For quotation

Administration

Asset Management

BPO International Inc.,

For quotation

CRM

Phils

HRMS

3. In-house Development
Like the outsourcing development rationale, in-house development focuses on
customizing a software in accordance to the business requirement. This will greatly help the
small business players in assuring the efficiency of their investment. But unlike the
outsourced development, inhouse development offer the following advantages:
Because inhouse software is developed by a team that the organization chose,
support and situationaly analysis is easier to implement as the team will
understand any subtle nuances therefore minimizing resolution time

TGBTG

16 | P a g e

MIS104

RhYMe English Training Academy ISSP


Level of customization meets the business exact specification, hence all aspects
of business is covered by the software without uncessary extras. Therefore, it
gives greater control for the user
The maintenance cost for the software is not to be considered, if not minimized,
as the development teams job description will include the maintenance already
unlike the vendors who may be varied in costing their customers of the support
services.

C. IT OBJECTIVES

The selection of IT solution for RhYMe aims the following:


Improve utilization of technology and information system in administrative
processes
To computerize management of assets
To computerize documentation and processes of human resources
To secure and provide report generation for finances and accounting
To computerize management of student services: transportation, accommodation,
and academy admission
To bring digital capabilities and modes to the learning experience of students

TGBTG

17 | P a g e

MIS104

IV.

RhYMe English Training Academy ISSP

IS DEVELOPMENT
DEVELOPMEN STRATEGY

1. IS ARCHITECTURE
Information System

Academy
Management System

Establishment
Management

Description

Subsystems

An integrated solution for the


monitoring and control of different
department supporting the
business of RhYMe. Composed of
9 subsystems, AMS is a total
packaged solution for
management of the business
operations and resources

Accounting & Treasury


Admission
Asset Management
Student Information Mangement
Payroll
Files and Documents Management
Student Support Services
Human Resources
Time Table Management
Transport Management
Dormitory Management
Food Services Management
House Keeping

Management of the services


provided to students, including the
monitoring, control, and
maintenance

A. Conceptual Framework

TGBTG

18 | P a g e

MIS104

RhYMe English Training Academy ISSP

B. Physical and Logical Network Layout

Figure: Logical Network layout of RhYMe Academy

TGBTG

19 | P a g e

MIS104

RhYMe English Training Academy ISSP

C. Features
Info System

SubSystem
Admission

Accounting &
Treasury

Academy
Managemen
t System
(AMS)

TGBTG

Features

Manage Student and


Applicant eligibility,
and payment
processing
Management of
Companys assets
and liabilities

Web-enabled
Efficient
workflow
management
Report
generation
User friendly
interface
Role-based
access
Easy document
creation

Asset
Management

Management of
Facilities and
Physical Assets

Student
Information
Mgt
Payroll

Management of the
student information
and contact details
Management and
automation of the
payroll computation
and benefits
Securing copies of all
transactions of the
company that are in
hardcopy
Monitoring of the
support services and
recreational activities
of students

Files and
Document Mgt

Student
Support
Services

Establishme
nt
Managemen
t
(EMS)

Purpose

Human
Resources

Management of all
personnel and
benefits

Time Table
Management
Transport Mgt

Management of
tasks and scheduling
Vehicle monitoring
and
control(expenses
and maintenance)

Dormitory Mgt

Monitoring of guest
house maintenance

Food Services
Mgt

Monitoring, control,
and scheduling of the
food services

Housekeeping

Monitoring and
scheduling of the
housekeeping, to
include the expenses

Developm
ent
Status

Major Information
Generated
- Student information
- Student Payables
- Applicants Info
- Financial Statements
- Balance sheet
- Journal
- Dues/payables
- Facilities and physical
assets info
- Predicted end-of-life or
for replacement
- Maintenance
Scheduling
- Student information/
profile
- Salaries summary
- Taxes and dues
- Leave of absence file

For
Developm
ent

- Files sorted by
department

User-friendly
interface
Report
generation

- Student and bundles


svcs
- Student and guidance
counseling
- Student and
amenities(gym, dental)
- Personnel profile
- Leave of absence mgt
- Career/ Applicants bank
- Payroll
- File 201
- Training/activities
- Employee benefits
- Time table per student
- Time table per tutor
- Vehicle info
- Maintenance scheduling
- Driver info
- Fuel log
- Schedule
- Dues/payables
- Maintenance sched
- Occupants info
- Schedule of grocery
- Schedule of menu
- Dues
- Expenses
- Scheduling
- Expenses

For
Developm
ent

20 | P a g e

MIS104

RhYMe English Training Academy ISSP

D. Impact and benefits

Information
System

Academy
Management
System

Establishment
Management

TGBTG

IMPACT
Subsystem
Admission
Accounting &
Treasury
Asset
Management
Student
Information
Management
Payroll
Files and
Document
Management
Student
Support
Services
Human
Resources
Time Table
Management
Transport
Management
Dormitory
Management
Food Services
Management
Housekeeping

Efficiency

Effectiveness

X
X

Equity

Others

Accuracy
Reliability

X
Availability
X

Accuracy

X
X
X

Timeliness

Availability
X

Availability

Timeliness

Timeliness

21 | P a g e

MIS104

RhYMe English Training Academy ISSP

E. IS Inter-linkages

Information
System

Subsystem

OWNER

USER

- Admin Office
- Executive Office

- Acctg/Treasury
Office
- Executive Office
- Stockholders

Admin Secretary
Academy
Director
Treasury
Bookkeeping
Accounting
Ac. Director
Bookkeeping
Stockholders

Assets&Fac
Management
IT
Admin Sec
Acctg/Treasury
Assets/Fac.

HR officer
Acctg/Treas
Ac. Director.
Ac Director
Admin
IT
Acctg/Treas.
Assets/Fac
HR
Admin
Acctg/Treas.

- HR Office
- Executive Office

HR officer
Management
Ac. Director

- Executive Office
- HR Office

Faculty
Ac. Director
Assets/Fac.
HR office

Assets/Fac

Assets/Fac

Assets/Fac

Assets/Fac

Admission

Accounting &
Treasury

Asset
Management
Student
Information
Manegement
Academy
Managemen
t System

Payroll

Files and
Document
Management

Student
Support
Services
Human
Resources

Time Table
Management

Establishme
nt
Managemen
t

TGBTG

Transport
Management
Dormitory
Management
Food Services
Management
Housekeeping

- Assets & Facilities

- Admin Office
- Executive Office

- HR Office
- Acctg/Treasury
Office
- Admin Office
- IT

- Admin Office

Assets&Facilities
Executive Office
Assets&Facilities
Executive Office
Assets&Facilities
Executive Office
Assets&Facilities
Executive Office

IS LINKAGES
-

Student Info Mgt


Acctg & Treasury
Files & Docs Mgt
Student Support Svcs

Admission
Files & Docs Mgt
Student Info Mgt
HR Mgt
Establishment Mgt
Establishment Mgt

Admission
Acctg& Treasury
Files & Docs Mgt
Student Support Svcs
HR Mgt
Time table Mgt
Files&Docs Mgt
Academy Mgt System
Establishment Mgt
System

Admission
Student Info Mgt
Files & Docs Mgt
Time Table Mgt
Acctg& Treasury
Payroll
Time Table Mgt
Files & Doc Mgt
Student Support Svcs
HR Mgt
Files& Docs Mgt
Student Info Mgt

Acctg& Treasury
Asset Management
Acctg& Treasury
Asset Management
Acctg& Treasury
Asset Management
Acctg& Treasury
Asset Management

22 | P a g e

MIS104

RhYMe English Training Academy ISSP

F. Database Requirement
Name of Database
General Content/Description

Status
Information Systems Served

Data Archiving Strategy

Name of Database
General Content/Description

Status
Information Systems Served

Data Archiving Strategy

Name of Database
General Content/Description

Status
Information Systems Served

Data Archiving Strategy

TGBTG

Student/Applicant Database
A database of students and aspirants, profile, contact,
educational background, admission level, services
entitlement, immigration info
Digital form in MS Excel format available
Admission SubIS
Acctg&Treasury SubIS
Asset Mgt SubIS
Student Info Mgt SubIS
Files and Docs Mgt SubIS
Student Support Svcs SubIS
Time Table Mgt SubIS
Transport Mgt SubIS
Dormitory Mgt SubIS
Food Services SubIS
Data will be stored in a dedicated file server. Monthly
backup to an external disk

Personnel/Applicant Database
A database of personnel and applicants profile, contact,
benefit entitlement, payroll records, trainings & activities,
employment status
Digital form in MS Excel format available
Acctg&Treasury SubIS
Payroll SubIS
Files and Docs Mgt SubIS
HR SubIS
Time Table Mgt SubIS
Data will be stored in a dedicated file server. Monthly
backup to an external disk

Assets and Facilities Database


A database of physical assets and facilities, purchase
date, end-of-life, real time depreciation amount, support
services available, usage map, expenses, dues
No organized data in manual or digital form
Acctg&Treasury SubIS
Asset Mgt SubIS
Files and Docs Mgt SubIS
Student Support Svcs SubIS
Transport Mgt SubIS
Dormitory Mgt SubIS
Food Services SubIS
Housekeeping SubIS
Data will be stored in a dedicated file server. Monthly
backup to an external disk

23 | P a g e

MIS104
Name of Database
General Content/Description
Status
Information Systems Served

Data Archiving Strategy

Name of Database
General Content/Description

Status
Information Systems Served

Data Archiving Strategy

Name of Database
General Content/Description

Status
Information Systems Served

Data Archiving Strategy

TGBTG

RhYMe English Training Academy ISSP


Time Table System Database
A database of students assigned schedule, tutors
assigned schedule, room assignment
Manual time table system existing
Payroll SubIS
Student Support Svcs SubIS
HR SubIS
Time Table Mgt SubIS
Data will be stored in a dedicated file server. Monthly
backup to an external disk

Files and Documents Database


A database of digital copy of all files and documentation
sorted according to department, showing hardcopy
catalog/location
No existing files conversion to digital form. Hard copies
are filed by folders
Admission SubIS
Acctg&Treasury SubIS
Asset Mgt SubIS
Student Info Mgt SubIS
Payroll SubIS
Files and Docs Mgt SubIS
Student Support Svcs SubIS
HR SubIS
Time Table Mgt SubIS
Transport Mgt SubIS
Dormitory Mgt SubIS
Food Services SubIS
Housekeeping SubIS
Data will be stored in a dedicated file server. Monthly
backup to an external disk

Student Services Database


A database of services, dues and expenses,
investments, availability, acquired, assets to support
rd
services, 3 party coordination(gym, dental)
No system to account the student services
Admission SubIS
Acctg&Treasury SubIS
Asset Mgt SubIS
Student Info Mgt SubIS
Files and Docs Mgt SubIS
Student Support Svcs SubIS
Transport Mgt SubIS
Dormitory Mgt SubIS
Food Services SubIS
Housekeeping SubIS
Data will be stored in a dedicated file server. Monthly
backup to an external disk

24 | P a g e

MIS104

RhYMe English Training Academy ISSP

G. Computing Scenario

H. ICT Strategy for Public Access


Information
Academy overview, mission,
vision
Admission Compliance
Programs and support
services
Services Rates
Academy Contact information
TGBTG

Mode of Accessibility
Academy Website

Term of Accessibility
Free

Academy Website
Academy Website

Free
Free

Academy Website
Academy Website

Free
Free
25 | P a g e

MIS104

RhYMe English Training Academy ISSP

2. IS PLAN RESOURCE REQUIREMENTS


A. Hardware Requirements
Item

Existing

Workstations
Library
Computers
Servers
Printers
Scanners
Projector
Fax machine

5
2
0
2
1
1
1

Proposed Acquisition
Year 1

Year 2

Year 3

Year 4

Year 5

2
1

1
1

1
1
1
3

Total

B. Network and Telecommunication Requirements

C. ICT Services Requirements

TGBTG

26 | P a g e

MIS104

RhYMe English Training Academy ISSP

D. Organizational Requirements
Existing IT Organizational Structure

Proposed IT Organizational Structure

E. Staffing and Manpower


ICT Positions
IT Officer consultant
IT Hardware Consultant
Assets and Facilities
Website Maintenance Consultant
IS Development Team

TGBTG

No. Of Positions
Existing
1
1
1
1

Proposed
1 fulltime

3 fulltime:
1 senior level
2 junior level

27 | P a g e

MIS104

RhYMe English Training Academy ISSP

F. IT Training Needs

IT Course
Systems Development

Description

No. Of target
Participants

IS structure and programming


language and SW
development strategy:

Development Team

Using Networked
Devices

Basic office equipment


utilization and proper care

Securing Network

Securing the network from


unauthorized access and
bandwidth consumption

Admission Module IS

Acctg & Treasury Module IS

Asset Management Module IS

Student Info Mgt Module IS

Payroll Module IS

Files and Docs Mgt Module IS

20

Student Support Svcs Module


IS

Human Resources Module IS

Time Table Mgt Module IS

18

Transport Management
Module IS

Dormitory Svcs Module IS

Food Svcs Module IS

Housekeeping Module IS

Academy Management
System

Establishment
Management System

TGBTG

Target Participants

Acctg/Treasury
Asset Mgt
HR
Guidance Counseling
Admin Secretary
Executive
Staff
ICT-Hardware
ICT-Mgt&Ops
ICT-Devt Team
Admin
Management
Acctg/Treasury
Management
Stockholders
Asset Management
Management
Admin
Faculty
Management
HR
Acctg/treasury
Management
HR
Asset Management
Admin
Faculty
management
Admin
Management
HR
Management
HR
Faculty
Management
Admin
Asset Management
Management
Acctg/Treasury
Asset Management
Management
Acctg/Treasury
Asset Management
Management
Acctg/Treasury
Asset Management
Management
Acctg/Treasury

28 | P a g e

MIS104

RhYMe English Training Academy ISSP

V.

IS IMPLEMENTATION STRATEGY
A. IS DEVELOPMENT PLAN

Specific
Objective

Key Results
Area
To improve 1. IS/SW
utilization of
1.a admission
technology
and IS in
administrati
ve
processes

1.b Files &


Docs Mgt
1.c Student
Info Mgt
1.d Student
Support
Svcs
2. Upgraded
Facility
2.a addl
workstation
2.b addl
scanner
2.c addl
printer
2.d server

To
computeriz
e
manageme
nt of assets
To
computeriz
e
documentat
ion and
processes
of HR
To secure
and provide
report
generation
for finances
and
accounting
To
computeriz
e
manageme
nt of
student
services

Year 1

Indicators
AMS/
Admission
IS
AMS/ Files
& Docs IS
AMS/
Student
Info Mgt IS
AMS/
Student
Support
Svcs IS

No. Of
workstatio
n
No. Of
scanner
No. Of
printer
No. Of
server

Amount

1
1

AMS/
Acctg&
treasury IS
AMS/
Payroll IS

TGBTG

Year 5

Amount

AMS/ HRM
IS

EMS/
Transporta
tion mgt IS
EMS/
Dormitory
Mgt IS
EMS/ Food
Svcs IS
EMS/
Housekee
ping IS
AMS/ Time

Year 4

1. IS/SW
1.a Human
resources

1. IS/SW
1.a
Transportati
on Mgt
1.b Dormitory
Manageme
nt
1.c Food Svcs
Mgt
1.d
Housekeepi
ng Svcs
Mgt
1.e Time table

Amount

AMS/
Asset Mgt
IS

1.b Payroll

Year 3

Amount

1. IS/SW
1.a Asset
Manageme
nt

1. IS/SW
1.a Acctg/
treasury

Year 2

Amount

1
1

29 | P a g e

Total

MIS104

RhYMe English Training Academy ISSP


Mgt

To bring
digital
capabilities
and modes
to the
learning
experience
of students

Table Mgt
IS

1. State-ofthe-art
facilities
1.a projectors
in group
classrooms
1.b WiFi
1.c Digital
library

No. Of
projectors
Upgrade of
bandwidth
No. Of
addl
computer

1
1

B. IS TACTICAL PLAN

Objectives
To improve
utilization of
technology
and IS in
administrative
processes

Activities
Requirement
Analysis
SW
development
Pilot test

Documentation
Training of
personnel
Deployment

To
computerize
management
of assets

Rollout
Canvass/RFQ
of equipment
needed
Procurement
of equipment
Requirement
Analysis
SW
development
Pilot test

Documentation
Training of
personnel
Deployment

To
computerize
documentation
and processes
of HR

TGBTG

Rollout
Requirement
Analysis
SW
development

Materials/
Resource
Needed
User meetings
and
benchmarking
Development
team
Useracceptance
test
Development
team
Personnel
commitment
Implementation
checklist

Budget

PIC

Start
Date

End
Date

Deliverables

Formal
quotation from
vendors
Purchase order
from academy
User meetings
and
benchmarking
Development
team
Useracceptance
test
Development
team
Personnel
commitment
Implementation
checklist
User meetings
and
benchmarking
Development
team

30 | P a g e

Rem
arks

MIS104

RhYMe English Training Academy ISSP


Pilot test

Documentation
Training of
personnel
Deployment

To secure and
provide report
generation for
finances and
accounting

Rollout
Requirement
Analysis
SW
development
Pilot test

Documentation
Training of
personnel
Deployment

To
computerize
management
of student
services

Rollout
Requirement
Analysis
SW
development
Pilot test

Documentation
Training of
personnel
Deployment

To bring
digital
capabilities
and modes to
the learning
experience of
students

TGBTG

Rollout
Canvass/RFQ
of equipment
needed
Procurement
of equipment

Useracceptance
test
Development
team
Personnel
commitment
Implementation
checklist
User meetings
and
benchmarking
Development
team
Useracceptance
test
Development
team
Personnel
commitment
Implementation
checklist
User meetings
and
benchmarking
Development
team
Useracceptance
test
Development
team
Personnel
commitment
Implementation
checklist
Formal
quotation from
vendors
Purchase order
from academy

31 | P a g e

MIS104

RhYMe English Training Academy ISSP

C. IS IMPLEMENTATION STRATEGY

D. IS PHASING PLAN
Phasing of IS Development
ACADEMY MANAGEMENT SYSTEM
1.
2.
3.
4.
5.
6.
7.
8.
9.

Student Information Management


Admission
Human Resources
Payroll
Accounting and Treasury
Student Support Services
Files and Documents Management
Assets Management
Time Table Management

ESTABLISHMENT MANAGAMENT SYSTEM


1.
2.
3.
4.

Food Services Management


Transportation management
Dormitory Services Management
Housekeeping Services Management

E. INVESTMENT SUMMARY
Item
Hardware
Software to develop
IT Personnel Needed
IT Training needs
Others
Total

TGBTG

Amount

32 | P a g e

MIS104

RhYMe English Training Academy ISSP

F. GENERAL MILESTONE

TGBTG

33 | P a g e

You might also like