ASSIGNMENT

TECHNOLOGY PARK MALAYSIA

CT107-3-2-ENTS

ENTERPRISE SYSTEMS

Intake

HAND OUT DATE: 25 July 2018 Submitted by: Roll

Nagendra B.S. Thapa NP000133

Prashanna Acharya NP000134
Yaman Niraula NP000141
HAND IN DATE: 26 October 2018

WEIGHTAGE: 50%

INSTRUCTIONS TO CANDIDATES:

1 Submit your assignment at the administrative counter

2 Students are advised to underpin their answers with the use of
References (cited using the Harvard Name System of Referencing)
3 Late submission will be awarded zero (0) unless Extenuating
Circumstances (EC) are upheld
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6 Where the assignment should be submitted in both hardcopy and softcopy, the
softcopy of the written assignment and source code (where appropriate) should be on a
CD in an envelope / CD cover and attached to the hardcopy.
7 You must obtain 50% overall to pass this module
Table of Contents
1 Introduction ........................................................................................................................................... 2
2 Identification of Information System .................................................................................................... 3
3 Disadvantage of current system ............................................................................................................ 4
4 Introduced Enterprise System ............................................................................................................... 5
5 INDIVIDUAL PART ........................................................................................................................... 6
5.1 PRASHANNA ACHARYA(NP000134) ...................................................................................... 6
5.2 Yaman Niraula(NP000141) .......................................................................................................... 9
5.3 Nagendra B. S. Thapa (NP000133) .............................................................................................. 11
6 REFERENCE ...................................................................................................................................... 14
1 Introduction

Information system is a set of interrelated components such as people, data, process, hardware
and software that retrieve, process, store and distribute information. Information system is used
to make a decision, analyze problems visualized complex subject.

ABX is a collegiate university, consisting of the central University with different colleges. The
central University has more than 9,000 students and 900 employees in four faculties which are
the Faculty of Arts and Creative, the Faculty of Business and Law, the Faculty of Computing and
Engineering and the Faculty of Tourism. It also supports academic departments, administrative
departments and libraries. All the departments are equipped with a set of systems to fulfill the
requirements of each operational process.There are a total of 5 colleges which are self-governing
and financially independent institutions, related to the central University in an integrated system.
The central University will provide support in terms of development of curriculum, the
recognition and endorsement of students’ qualifications, activities in moderation and validation.
2 Identification of Information System

An information system is a system used by an organization that helps to collect, store,

analyzeand process data to get accurate information at real time.From the given case study the
information system used by the XYZ University is "Functional Information System".

The Functional information system is needed to track the information of different functional
departments. The functional information is a set of information requiredby the functional head in
conducting the administration and management of the functional department .Functional
information is use for planning,monitoring and analyzing the operation of functional department.
The ABX University has different functional area such as administration, four different faculties,
academic and library departments which have their own functional information system and have
their own processing system. Since ABX university needs to have information about all its
departmental areas. Information is shared within the particular department only. If information is
needed from another department then the request is requested up to the functional head who
communicates the request to another functional head to get the information. Each department has
its own functional system. There are five other colleges which are self-governing and financially
independent institutions which are related to the central university in an integrated system. ABX
University is that the central university governs all the process for different colleges along with
their different departments. Central university can access information from any college and any
departments. Any changes in the faculties are done by the ABX University.
3 Disadvantage of current system

There are a lot of disadvantage of using the functional management information system because
each functional modules have its own system which are different from each other. The
information and data carried out by the administration, academic and library department and the
different faculties member are to be recorded which is difficult in functional management
information system cannot perform easily and make decision. Some disadvantages are as
follows:

 Redundancy of data: It is one of the limitation of functional information system because

each functional area has own system and process. When a data is needed from one
functional areas to another functional areas then there will be the duplication of data
because same data are place in different functional areas
 Difficult to record
Since, there is different functional system which has own process. Only the information
of particular functional areas is kept in its own system. Since all the information cannot
be placed in one system so it becomes difficult to record the information of students,
teachers and staffs rather than the information are in different system which will be
difficult to manage and record.
 Maintenance cost
With so many different systems is being used by ABX University, the cost for
maintaining each system will be high. The purpose of use of hardware and software is
different in every department. Repairing hardware and upgrading software for each
system the cost will be high for ABX University.

 Data loss

Since functional information system use manual system for data processing so there may
be high risk of data loss and misplaced. The records can be easily lost due to natural
disaster and fire and there is no data backup. Once the data is lost it is impossible to get
that data due to lack of backup.
4 Introduced Enterprise System

The new enterprise system introduced is a distributed enterprise system with centralized
organization. Distributed enterprise system will be beneficial for ABX University because there
are different departments and colleges which are not in same geographical location so distributed
enterprise system are required. Distributed system is group of computer acting as a single
computer.

 Real time data sharing

Real time data is whereby data and information is shared between the systems at the same time.
It allows the data and information of the system up to date without any time delay. In the event
that the enterprise system has presented to ABX University it ought to offer assistance to smooth
the progress and the operation of efficiency by breaking down the task like staff not to
continually upgrade the student's information from system to system. Since coordination system
permits information to be match up in the real-time way.

 Reduce Data Redundancy

The problem of data redundancy can be diminished on the off chance that enterprise system is
presented. Data redundancy occurs when one or more fields are repeated within the database and
can show up multiple times for different reasons. In ABX University ,student's data can be view
and changeable by administration ,when there's a data that is required to be alter, staffs can alter
the data and at the same time data in other system will be alter in real time manner.

 Increase efficiency

If the enterprise system is introduces it will increase the efficiency of the staffs. Enterprise
system will put more focus on their actual task, rather than wasting time in different unrelated
task through which efficiency of staffs can be increased. The example of increased efficiency
made by enterprise system to ABX University is librarian doesn't need to spend time to organize
student's data to enter into library system again.
5 INDIVIDUAL PART

5.1 PRASHANNA ACHARYA(NP000134)

Identification of user

As the ABX university consists of students as well as the four different faculties along with 900
staffs. So the Enterprise System should be developed focusing on these peoples i.e. Students,
faculty members and the administrator and other colleges associated with ABX University. The
enterprise system implementing should focus on the engaging key employees of the university.
The key employee engaging on the using the enterprise systems are listed below:

 Administrator

Administrator is the person who controls and manages the enterprise system. The administrator
is located in Central University. The task of administrator is to organize, plan the activities of
different departments efficiently. Administrator of ABX University performs day to day
activities efficiently and effectively. Administrator provides supports to different faculty's
members, staffs and students. Administrator provides timetabling and planning to different
faculty's member and for students through system. Administrator also provides support in term
curriculum developments and student registration and course transfer.

 Students

Student use this system so that they can check their class schedule and academic planner. They
can consult with departmental staffs about the subject queries. They can even use it to see their
progress on study and how they have been doing to achieve their career progress. They may even
access the library using the system and even read books using the system Also they can re-issue
the book which they have taken from the library. They can even use it to view their examination
schedules and results year by year.
  Staffs

Staffs use the enterprise system so that they can see what the information administrator has
provided to them. Departmental staffs provide class schedule to the students. Staffs can also
change the class schedules and place the extra class for students using the enterprise system.

Enterprise System Architecture

Here in the figure below demonstrate course of action appears the information collecting as the
central University is overseeing the university and moreover the resources. The information
from all of the resources .
Challenges of ABX after implementing enterprise system

After implementing a complete enterprising system it increases the effectiveness and efficiency
of the ABX University by employing faster or simpler working methods. But it may also be
tremendous challenging and risky system to function. The challenges that have been discovered
after implementation of enterprise system are listed below:

 Adaption to new system

ABX University has been using functional information system for several years where students
and staffs are comfortable with this system method because they have been using it for many
years. Adaption will be difficult for the staffs because they have not use integrated system before
and have no ideas about implementing. These problems can be solved by giving training to the
staffs.

 Training Cost

An enterprise system is successfully implemented on ABX University. The staffs of university

have to have good knowledge of how to use the system. University staffs that are responsible for
system management should be given good training. The numbers of staffs who are supposed to
take part in training will be high as the training cost will be high.

 System update

Once an enterprise system has been installed to ABX university.ABX university system software
update will as it were support update from the same item or products, the software must be
authorized and it won't support any other product enterprise system.
5.2 Yaman Niraula(NP000141)
Identifying user:

Admin: Admin is the central governing entity which has the right to manage faculties, students, library
books if included in the system. If any faculties is added in the system then the admin has right to add it
into the system with all necessary specifications related to that faculty? The necessary specification might
include the syllabus structure, semester or yearly system etc. In case if any faculty is removed from the
university then the admin can erase everything related to that faculty. Modification if necessary can
always be done by the administrator.

Faculty member: Staffs are the entity of the university which can be totally managed by the
administrator. Staffs does not seem to be concrete as it can be subdivided into different categories
according to their roles and responsibilities. For say, staffs can be teachers, librarians, accountants,
business operators etc. If these entity are added in the university then the admin can add them into the
system. They can be provided with the unique identifier and other properties like address, contact
information, salaries etc. can be added by the admin.

Student: Use, in other words, all the entities that directly uses the system can be categorized as the user.
They utilizes the feature of the enterprise system to automate other manual features. Users can also be
considered to be student of that university who can browse the university catalogue online to perform
different operations. Online admission, fees payment, browsing different information regarding the
university can be done by the user. The students can enroll, view and give information to the faculty
members and the administration.
Enterprise system model Layout:

Here in the below figure the model arrangement shows the data accumulating as the central school is
managing the schools and furthermore the assets. The data from all of the assets and the schools are given
to the ABX University which stores and control the data and information as required

Challenges of the enterprise system towards the ABX University

There are a lot of challenges that are faced by the enterprise system as all the required equipment and
material are not available all the time in the required place. Some of the challenges of the enterprise
system are listed below as follows:

 Cost can be high as per the requirement

 Older hardware may not support the new system
 Change in working environment may be difficult for the staffs,
 System has to train the staffs.
 The administrators may not be well known about the system.
5.3 Nagendra B. S. Thapa (NP000133)
As this proposed enterprise system is for the university, the users of this system are from the
administrative departments, academic departments and the students from the five colleges which
are self-governing and financially independent institutions, related to the central University in an
integrated system. The users from the administrative departments are as follows: Dean, Principal,
Vice Principal, Coordinator, System administrator etc. The users from the academic departments
are the professors and lecturers from the department of Arts and Creative, the department of
Business and Law, the department of Computing and Engineering and the department of
Tourism. All these type of users mentioned above are unknown and independent from each other
in terms of their work or tasks. However, the System administrator has ability to control, manage
and supervise them.

Figure: Enterprise System Architecture

The challenges of Enterprise Systems toward the ABX University after the implementation of
Enterprise System are as follows:
1. Security threats
2. Require adequate training and financial investment
3. Difficulty in using the system
4. Expensive process
5. Possibility of system failure and loss of data

1. Security threats

As all the information of students, teachers and other non teaching staff are stored in the system,
the information of the specific individual can be easily found and may be used for the online
cheat, thefts and misusing of the information. Hence, security threats can be considered as one of
the greatest challenge in the information system.

2. Require adequate training and financial investment:

The employee must be facilitated with the special training before the implementation of the
system because they are the one who will be using it for regular work to be done. If they are not
trained, they will not able to use it which leads to redundant of the work rather than fast and
effective functionality.

3. Difficulty in using the system:

Though the employees will get adequate training, there might be some employee who feel
difficulty in using the enterprise system and not find familiar as they work in the traditional
method of record keeping. Hence, it may require sometime so that employee will wok fluently,
effectively and efficiently.

4. Expensive process:

The Enterprise System becomes expensive during its customization and also requires time to
time maintenance for the better performance. We have to allocate money for the additional
hardware, software and salary for system administrator.
5. Possibility of system failure and loss of data:

There might be the chance of failure of the system due to natural calamities or due to internal
problem occurred in the code of program. There is also a risk of hacking of the enterprise system
by the unknown user.
6 REFERENCE
Davenport, T.H., 2000. Mission Critical: Realizing the Promise of Enterprise Systems. 1st ed.
Harvard Business Review Press.

Luvai F. Motiwalla, J.T., 2008. Enterprise Systems for Management. 1st ed. Pearson.

Myerson, J.M., 2001. Enterprise Systems Integration. 2nd ed. Auerbach.

Rosemann, M., 2003. Configuration of Enterprise Systems Reference Models.. 1st ed. Harvard
Business School Press..

Saha, P., 2007. Handbook of Enterprise Systems Architecture in Practice. 3rd ed. IGI Global.

Sanjay Kumar, J.E..E.B., 2011. Handbook of Research in Enterprise Systems. 3rd ed. Sage
Publications Pvt. Ltd.

Targowski, A., 2006. Enterprise Systems Education in the 21st Century. 1st ed. Information
Science Publishing.
Work Breakdown Structure

6.1 Work load matrix

Name Contribution
Prashanna Acharya 34%
Yaman Niraula 33%
Nagendra B.s.Thapa 33%
Bikashkhanal 25%