Case Study of Windermere College Assignment

Information Systems
Theory & Practice
Unit 4.53

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
ACTIVITY 1...................................................................................................................................2
Comparative analysis of information system used by Windermere College...............................2
Effectiveness of existing system..................................................................................................2
Need of information systems in different functional areas of business.......................................3
ACTIVITY 2...................................................................................................................................6
Assessment of project feasibility of MIS.....................................................................................6
Project plan for the development of new information system.....................................................7
ACTIVITY 3.................................................................................................................................11
Benefits in review of the performance of the Information System...........................................11
Provide the information on which criteria the information system performance is being
reviewed.....................................................................................................................................12
Different methods used in review of the information system....................................................13
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Information system is defined as the integrated network of hardware, software and people
which contributes towards the conversion of data into information. The different components of
information system work in collaboration so that input can be processed and output & feedback
can be controlled. With the business expansion and the need of accurate data, information
systems are becoming an integral part of the business processes. The functional and structural
attributes of information system play a significant role in improving business operations and to
make better decisions. Along with the computer network information systems also consist of
human resources, technology and data (Cassidy, 2016). Within organisations it is very essential
that companies implement suitable information system which can meet their business and
functional needs effectively in terms of performance and cost. In order to sustain the quality &
performance, companies are required to regularly conduct audit of their information system so
that its efficiency can be sustained.
The report will analyse the case study of Windermere College which is experiencing the
ineffective performance and output of its information system. The study will compare the
management information system (MIS) of this college with the other organisations so that its
effectiveness can be measured. It will also discuss the functional requirements of the information
system so that errors and drawbacks can be addressed. The report will also provide an analysis of
project management tools so that new information system can be developed. Further, the study
will be helpful in analysing various performance measurement techniques and their significance.
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ACTIVITY 1
Comparative analysis of information system used by Windermere College
Windermere College's management information system (MIS) needs improvements and
advancements so that it can provide quality services to its students and staff members. MIS is
used for making decisions, analysis, coordination, visualisation and control within the college. In
addition to this, the proposed changes will also help college to sustain the competitive advantage
including create an ability for better cost control which has become a necessity. In Windermere
College, there are no such restrictions on users to use the system. Each of the system in college
lacks the required security support in terms of accessibility and accountability. Thus, when
unauthenticated information sharing occurs then it becomes very difficult for the college to
identify the responsible person. The users who are not trained or authorised can also access the
information system. Contrary to this, the information system of Imperial College follows strict
policies for the data access and sharing (Laudon and Laudon, 2016). The Imperial College allows
access to only those users who have valid passwords and authority to use the system. As a result
of this for each and every activity on the system is tracked by management and it is impossible to
access the information without permission or the authority.
Since information system of Windermere College is used by all the staff members, there is
limited privacy and accuracy of the data. On the other hand, Imperial College considers the
privacy as the first priority. Another significant feature of the Imperial College system is that its
web sources and applications are effectively integrated with real time data. Thus, there are no
issues related to delay in record updates.
Effectiveness of existing system
The current system which is used by the Windermere College needs improvement in
various aspects. The existing MIS system is used by several numbers of employees. There are
individuals who are not trained enough to use the existing information system and thus there are
higher vulnerabilities due to the operational errors (Dwivedi and et.al., 2015). The existing
system has easy interface thus, staff members of the college find it easy to use. The regular
operations such as report generation, performance monitoring and evaluation are effectively
performed by the system. However, one of the limitations associated with the system usage is
that it does not have strict privacy settings. Thus, for generating reports and accessing data, even
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the users who do not have sufficient knowledge to use the system, are also involved. As a result
many times the reports are not accurate and unauthorised access often increases the chances of
data breach.
To facilitate the easy communication and services for the student's, college has launched
the mobile application, but it has several limitations. The mobile app of the college does not have
an effective interface. It also has poor integration with the regular information system used by
the college. For example, even if students make any registrations via mobile application then the
same changes are not reflected on information system. Students have to apply in person so that
the central data system can be updated. The lack of integration between central system and
mobile applications often creates the data issues between its users (Campbell-Kelly, 2018). Thus,
incomplete and inaccurate results are processed due to inability of system to automatically
update the information.
One of the aspect in which system can be said to be effective is in terms of information
exchange. The current MIS system used by college allows users to share the information with
both internal and external users. For example, the principal and other management authorities
use information system to monitor the information sharing and to evaluate the performance of
different departments. Similarly, the information is also shared with the external authorities for
the audit purpose and for inspection. In terms of storage capacity and processing speed, existing
system is effective (Walsham, 2015).
When funding claims are produced for the external agencies of the organisation then the
system is also used to produce evidence from the stored records. The records that are stored by
the system safely can be easily retrieved by the users. The major drawback of the existing MIS is
associated with the data inaccuracy which happens as a result of few untrained individual users.
Further, processing delay, due to no real time update from mobile application serves as the major
reason for causing functional errors on recorded data impacting the evidence generated for the
funding claims.
The various decisions of college are based upon the computer generated reports without
manual intervention. Thus, it is important that the system must be capable to process and work
on real time data so that controlled procedures can be accomplished (Paré and et.al., 2015).
However, due to ineffective integration with the mobile application there are regular issues with
the real time data available in the system.
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Need of information systems in different functional areas of business
The extent and role of MIS varies according to the requirement and infrastructure of
different departments. The scope and functionality of the information system must be designed in
accordance with the various departments. In Windermere College, information system is used by
human resource department, accounting department and operational department, management,
staff members as well as students. In human resource department, the data is mainly used to
maintain the necessary records of students and employees of the college. Thus, MIS needs to be
highly secure so that the personal and confidential records of the individuals are maintained and
can be accessed authentically.
Unlike the human resource department, the accounting department of the college needs
information system with a good statistical processing capabilities so that financial operations and
transactions can be performed (Pearlson, Saunders and Galletta, 2016). The information system
must be highly secure as it contains sensitive information related to transactions. The accounting
function requires the system to be compliant to the current tax laws to administer the tax policies
such as VAT computation etc. With the advancements in the online payment methods and
increasing vulnerabilities of cyber attacks, the accounting department also requires highly
sensitive biometric or two factor based authentication security features so that information can be
protected and the transactions prevent frauds. In addition to this, the accounting department
requires the monitoring and controlling tools so that the information flow and transactions can be
easily tracked and monitored. For the performance evaluation of the college, these monitoring
tools are very beneficial.
The operational department serves as the communication bridge between students and
college management. Thus, for any kind of interaction and information exchange between
student and the college, operational department uses the information system for each interaction
For example a student may query his hostel dues or fees status etc. A student may request for a
change in hostel room or may apply for studying additional electives. From the perspective of
operational department, all such interactions must happen in real time to allow for a great
experience to the students. This implies that one of the most essential requirement for the
operational department is to have an easy user interface over & above the real time query &
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update facility. The easy user interface and interaction options for variety of users help to
accomplish the tasks easily (Wagner, 2017).
There are several attributes of the information system which are required by all the users
and functional department of the college. The various modules must be able to communicate
with each other so that different tasks can be accomplished as they flow from one department to
another. Along with the information sharing, it is also desirable that there must be feature of auto
update of the records in all departments simultaneously so that there are no mismatches in the
data stored. For example, when any new staff member joins the college then his details must not
be only enrolled in HR department but, it must also be included in accounting and operational
department so that their payment and operational schedule can be developed. These attributes are
the mandatory requirements of the information system common amongst the various
departments. The information system must have a good storage capacity so that the processing
speed is improved and response time can be reduced. If information system used by the college
does not have sufficient storage capacity, then processing will become slow and there will be
continuous complaints of poor response times. It can also result in failure to update records
properly. Apart from the specific needs of each of the functional unit, certain characteristics of
information system such as privacy, data accuracy, reliability and validity are integral aspect of
each of the functional area of Windermere College. All the systems must be installed with the
security features such as antivirus, firewalls and network monitoring tools so that privacy and
safety of the departmental information can be sustained (Abrahamsson and et.al., 2017).
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ACTIVITY 2
Assessment of project feasibility of MIS
For the successful execution and implementation of any project, feasibility analysis plays
a critical role. The feasibility analysis assists in determination of system capabilities and
deficiencies so that the current system can be evaluated accurately and suitable suggestions can
be given as enhancements for the proposed system. Feasibility study describes the various
perspectives of the system design, such as responsible users, scope and objectives of the system
so that a feasible solution can be provided to system development. The proposed MIS of
Windermere College must be effective in terms of security, privacy and data processing
capabilities (Romiszowski, 2016). On the basis of above, discussed system, deficiencies and the
objectives of new system following aspects are considered for the feasibility analysis:
Technical feasibility: The existing system of the college is not sufficient for the desired
system. There is a need of configuring certain changes to the mobile application so that the data
can be easily recorded and updated in all systems. To enhance the security of systems there is
also a need of installing new cyber security software so that the networking threats can be
eliminated. The operating systems of some departments is out dated and thus there is a need to
upgrade them so that it can support the proposed system. However, in terms of cost and long
term benefits the existing system can be considered as overall technically feasible.
Operational feasibility: This feasibility analysis helps to ensure that the information
system meets all the operational requirements of the users. Thus, the involvement of service
users enhances the evaluation process. Various users from different functional units were
enquired regarding their needs and expectations so that technical solutions can be improved
(Kerzner, 2017) .
Economic feasibility: In relation to the budget of the college, the proposed MIS is
feasible as in long term it will enhance the profitability by promoting effective management.
Since most of the hardware is applicable for the new project as well mainly software
development and implementation cost will be involved. In terms of expected return on
investment (ROI), it is considered feasible as it will provide both tangible and intangible
benefits. The tangible benefits are in terms of lower operating costs and improved productivity
while intangible benefits include proper use of assets and improvements in college planning.
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Time and management feasibility: Windermere College needs to implement the
advanced information system at the earliest so that operational efficiency can be improved
(Fleming and Koppelman, 2016). The proposed system can be implemented within one month
and this period is feasible for the college. In addition, the college authorities are also providing
necessary management support for the change. Thus, in terms of management and time project is
feasible and can be implemented.
Legal and social feasibility: The information system will be required to follow all
regulations related to data privacy and security so that the data protection act can be
implemented. However, within Windermere College, correct social feasibility is less than
expected. Since, many staff members are not trained but still they are using the existing system
in an inappropriate way (Fuller and et.al., 2017). However, a change that not everyone can use
the system may not be acceptable to every individual, thus it is required that rather training is
provided to every individual who uses the system. Once the training has been provided, the
benefits will be huge as the system already enjoys adoption.
Thus, from the analysis of above aspects, it can be concluded that the proposed system is feasible
and Windermere College can implement it as the system is feasible under multiple
considerations.
System requirements of proposed system
The proposed system must have advanced features of security so that networking attacks
can be prevented. The system will have password feature so that only authorised accessing is
allowed and data can be secured. Another system requirement after security is the operational
feasibility. The system must have an easy user interface so that each individual can effectively
utilise the system with optimum efficiency. System is also required to have high adaptability to
changes and improvements so that as per the future needs of college its storage capacity and
access permissions can be increased or modified.
Project plan for the development of new information system
The successful project implementation cannot be accomplished without using suitable
project management techniques. For the Windermere College project, following tools and
techniques can be used.
Program evaluation and review technique (PERT chart): This control and planning tool
defines and regulate the essential tasks for the completion of the project. The tool not only shows
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the sequence and schedule of the system development stages, but also classifies the parallel and
simultaneous tasks so that cost and time can be managed (Joslin and Müller, 2015). After
determining the proper sequence of the activities, network diagrams are used for estimation of
completion time.
PERT Chart illustration
(Source: Most useful project management tools and techniques made simple, 2018)
Gantt chart: This tool distributes the various project activities and stages into specific
time periods such as weeks, days or months, so that tasks can be achieved on time. By using this
tool, it becomes easy for the college to interpret the starting, completion and elapsed time of the
project. It becomes very easy for the college to track the project progress.
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9

Task Mode Task Name Duration Start Finish Predecessors
Auto
Schedule
d
Defining a target market 8 hrs Sat 11/16/19 Sat 11/16/19
Auto
Schedule
d
Forecasting sales
volume/market research 8 hrs Sun 11/17/19 Sun 11/17/19 1
Auto
Schedule
d
Study of competitive
market 8 hrs Mon 11/18/19 Mon 11/18/19 2,1
Auto
Schedule
d
Design some items and
facilities 8 hrs Tue 11/19/19 Tue 11/19/19 3
Auto
Schedule
d
launch of new product 8 hrs Wed 11/20/19 Wed 11/20/19 4
Agile project management technique: This technique is based upon value centred
approach. In this technique, project is divided into short sprints and then through continuous
improvement and teams, maximum value is achieved (Hornstein, 2015). This project
management technique is highly suitable for software development or enhancement as it uses
frequent iterations which are improved by collaborative teams.
Agile technique illustration
(Source: Most useful project management tools and techniques made simple, 2018)
Using the above project management techniques, new information system can be
developed by using the following system development stages:
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System investigation: In the first stage of project management a detailed investigation is
carried out so that current and expected priorities can be identified. Thus, before making any
final plan, feasibility study is carried out so that viable system solutions can be developed. The
initial investigation of the current and proposed system is vital in analysing the cost, resource
requirements, users and expected gain from the proposed system.
Analysis: After the feasibility investigation of the system, another approach which is very
crucial for the implementation of information system is analysis phase. In this stage, entire
system is analysed in various segments so that project goals and exact needs of users can be
identified and suitable solutions can be planned.
Design: After the analysis of required information system, design specifications and
functionality is described in detail. For developing better understanding for each specific inputs,
design protocols are used and outputs are generated (Todorović and et.al., 2015). Designing
stage often includes the diagrams of functional hierarchy, process case and diagrams along with
the entity relationships. The main objective of these design diagrams is to provide all possible
input aspects to the designers so that they can develop highly accurate and reliable information
system.
Environment: It is defined as the specific areas in which proposed system can be
configured, tested and executed. There may be different types of environment for each different
purpose. For example, for testing the system in real world, user acceptance testing environment
is used while for the basic system integration, different testing platforms are used.
Testing: Prior to the final implementation, it is very important for the users and
developers to test the system at various levels. It is very critical stage of the project development
process as it allows users and developers to detect the loopholes/bugs in the executed process.
The MIS undergoes into various types of testing procedures such as defect testing in failure
conditions, system testing, data and performance testing as well as user interface testing.
Training and transition: The major issue experience by Windermere College is the lack
of training among staff members. Thus, equal emphasis will also be given to this phase in the
project. In this stage, adequate training is provided to staff members so that all users can
understand the implemented system. After the successful completion of the training programs,
transition of system is accomplished into final production environment so that service users can
use the system.
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Operations and maintenance: For all the information system project, it is very important
to accurately incorporate the new system changes into practices. With the implementation of the
system, it is also recommended that service users must try to maintain the performance and
effectiveness of the system. For example, the regular performance monitoring and installation of
updated security systems is vital for the quality and safe operations and execution of the system.
Evaluation: In the last stage, system performance is evaluated so that college can explore
the improvement potential for the future (Wagner, 2017). It is very important to analyse the
effectiveness and performance of system so that project success can be measured and evaluated.
The MIS of Windermere College implemented through these stages will be effective and
will help the organisation in making suitable business decisions. Thus, it is very essential that for
the success of this project, Windermere College must provide senior management sponsorship
and backing along with the use of suitable project management tools and techniques. It is my
estimate that the ROI of the proposed system will be achieved in less than one academic year.
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ACTIVITY 3
Benefits in review of the performance of the Information System
The benefit of introducing the new software is not always easy to identify. A good
designed system with improper use may not lead to any benefit. Assuming that the new system is
implemented, an attempt should be made to collate tangible and intangible benefits. This can be
achieved by measuring the performance from multiple angles. For example, the IS support in
storing the information and making it easy to access it whenever needed is critical (Lee, Park and
Lee, 2015). By reviewing the system performance, it becomes easy to identify loopholes and
improve them upon each such discovery. Through this method, system performance can be
improved. I have collated some benefits of reviewing the performance of information system as
below:
Tactical Benefits
These are benefits that improves the day to day running of the organisation and/or reduce
costs. For example, in many of the cases new software is deployed on new hardware, which has
lower maintenance overheads. Another example could be replacement of a centralised computer
system by a network of smaller PC's. Through the new system, information may be retrieved
quickly with greater accuracy. This can increase the productivity of the users and can results for
the Windermere College to become capable in handling extra transactions and expand their
business operations like enrol higher number of students (Grover and Lyytinen, 2015).
Strategic Benefits
These benefits improve the nature or ability of the group or of the organisation. By
having the new software system, College may be able to offer some new and innovative service.
This would lead to the competitive advantage in the market place for example through offering a
new curriculum. (Lee, Bagheri and Kao, 2015).
College departments performance
The IS can assist teachers in communicating with other teachers. HR department may
process data faster (e.g. payroll and distribution of salary slips to staff). Accounting department
may be able to process invoices faster and hence improve cash flows. Operations department can
generate timely and accurate reports to track student enrolment in various courses helping the
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college in appropriate allocation of staff including planning of recruitment of faculty for
oversubscribed courses.
More control over the process
It assists in controlling process in more effective way. The entire process of registration,
admission, allocation of courses, allocation of hostel rooms, allocation of staff etc. is regulated.
A good IS will always make the organisation more process centric by overcoming ad-hoc steps
in completing of tasks.
Provide the information on which criteria the information system performance is being reviewed
Criteria on which the performance of the information system is being reviewed are as under:
Economic benefit- Here, economic criteria of system is evaluated. It is measured that to how
much extent IS has reduced cost of operations, where are the areas where cost is minimised, etc.
With this criteria, it is easy to review the performance as one could compare the initial costs with
the new costs to compute the exact savings. Thus, through this economic benefit can be
ascertained (Lee, Bagheri and Kao, 2015). The problem sometimes could be subjectivity
involved if the measurements are based on guesstimates and people opinion.
Systems quality- As per these criteria, IS performance is measured on quality. For example
reduction in errors or user complaints in the new period vs old period. Also, it enables to
determine to what extent system has benefited in improving the quality of operations in the
college.
Information quality – As per this criterion, the quality of information generated is evaluated –
for example accuracy of the MIS. Another example could be forecast around student applications
for a particular course. Apart from it, how the information is stored, retrieved, processed etc. is
also considered.
User satisfaction- In this criteria it is measured that how much are the users satisfied with the
information system. It enables in evaluating user interaction with system, user interface of
system, etc. (Xiang, Magnini and Fesenmaier, 2015).
Operational performance- Information system’s operational performance is the most popular
form of review. It is being measured by assessing the quality of system, quality of information,
utilisation of the system and having the user satisfaction (Lee, Park and Lee, 2015). For
example, how many downtime in a month were needed by the system.
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Managerial performance- This is measured because the mangers are responsible for running of
the organisation using various reports/MIS from the IS. If the managers are effective in doing
their managerial roles, this would be an indication that the information generated by the IS is
sufficient, of good quality and also timely. The contrary will indicate issues with the information
system which may lead to redesign (Lee, Bagheri and Kao, 2015).
Different methods used in review of the information system
There are multiple methods to review an information system. Some are listed below:
Risk Analysis
This method is flexible and can be used to assess, manage and mitigate the risk as the
business risks is due to fault in the development process that includes failed steps to consider the
human systems' integration. It fails in generating outcomes and use the error faults that may
result in attaining goals. Risk analysis use in the context of errors in the products and process so
that they can receive the increasing attention. These techniques are being used for the years to
assess the effect come on human behaviour in the critical systems (Lee, Bagheri and Kao, 2015).
Goal based evaluation
Goal based evaluation refers to evaluation of the information system purely on the basis
of set or defined goals which may be important or key in the context of the organisation. These
goals are being used to measure the information system and the evaluation based on such goals
measures the extent to which the program and the intervention has been successful in achieving
the specific objectives. Many of the critics have disapproved this method due to such evaluation
concentrating only on some key technical and economic aspects rather than being holistic as it
can miss out on human and social aspects (Lee, Park and Lee, 2015).
Goal free evaluation
In the goal free evaluation there is no explicit goal being used. This evaluation is
considered as an inductive and situational driven strategy. It is rather based on the collection of
data on a broad array of measurable metrics. The aim of this method is to avoid the risk of
narrow focus. However if time and money constraint exists, this may not be the right method.
The primary goal of this method is to avoid the risk of a parochial approach based on a narrow
focus of some stated objectives but carrying the risk of missing important unanticipated
outcomes. (Qureshi, 2015).
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Criteria based evaluation
This evaluation means that the College develops some explicit general criteria which is
then used as the evaluation yardstick. There are number of ways to implement this and some
example of criteria based approaches can include checklists, principles, quality ideals etc.
(Xiang, Magnini and Fesenmaier, 2015).
Value of information systems
The IS value is its support in integrating the overall process through which it becomes
easy to access data and information. Also, it increases access and fastens the entire procedure
related to registration, fee, student details, etc. In addition to it, information system enables in
generating value by making it centralised. It helps in minimising errors and increasing efficiency
of admin staff, teachers and professors to work together. Furthermore, the working of college
overall improves which allows them to maintain and regulate daily activities related to
classrooms and teaching. The data is quickly updated on information system which makes it easy
to take decisions.
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CONCLUSION
From the above report, it is clear that the current Information System at Windermere
college although working as a whole, it suffers from multiple flaws in comparison to other
institutions and best practices.
The current system must be enhanced and the feasibility to do so is quite high. If the project is
done well, Windermere College will accrue several benefits both at tactical and strategic levels
enabling its user departments to their roles better and effectively. This would enable for a quick
ROI on the investment in enhancement of the existing system.
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techniques>
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