University Management System Proposal for East West University

This report provides a comprehensive analysis of a University Management System (UMS) tailored for East West University in Bangladesh. It addresses the need for a computerized system to replace manual processes, enhance internal controls, and improve transaction management. The report outlines the mission statement and key objectives of implementing such a system, including driving functional effectiveness, automating fee payments and student admissions, supporting e-learning, and automating administrative activities. It details the project scope, focusing on student management, administration, and finance modules. The benefits of the proposed system include better service, reduced liability, increased accuracy and collaboration, and decreased labor expenses. Critical success factors, such as top management commitment, IS team composition, and efficient communication, are discussed. The report also analyzes the current manual system, highlighting its weaknesses, and proposes solutions through the new UMS, including a payment gateway, centralized database, and online portals for students and employees. The document includes an organizational chart and a discussion of HR measures to address resistance to change.

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University Management System
(Case of East West University-Aftabnagar, Dhaka-Bangladesh))
Student Name
Institutional Affiliation

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Introduction
The university management system (UMS) is a web-based system of an enterprise that
automates the interaction with the instructors and students as well as the university internal
operation processes. East West University (a private university in Aftabnagar, Dhaka-
Bangladesh) is planning to adopt an information system which will allow them to develop a
more structured organization, boost the internal control system and increase the transaction
management capabilities.
Mission Statement
The aim of implementing an information system is to replace the manual processes at
East West university student taking a specific course to a computerized system that can compute.
Besides, the system will assist in minimizing the time needed while retrieving data.
Key Objective
The key objectives of the information systems are:
 Drive functional effectiveness
 Eradication of duplicate processes of data entry
 Automate fee payment system
 Automate admission and registration of new students
 Computerized check-in and check-out
 Support E-learning
 Decision support and monitoring system
 Automation of all the administration activities
 Self-service system that are easy to use
 Facilitate integration of unified data model with online application workflow
 Accuracy and ease of reporting
Project Scope
The suggested information system will be of great assistance to East West University
because it will address three modules which require concentration for correct functioning of the

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whole school and if they are mismanaged they can cause management failure. The first module is
Student management module. This module will cover all the processes associated with students
such as registration, class attendance, grading, E-learning. The second module is the
management and administration which will aid the university management to manage and
monitor human resource and other resources within the university. The third module is the
finance and accounting where the system will integrate a payment gateway between the
university accounts and the finance module such that every payment made through banks will be
automatically reflected in the system and thus students will not be queuing anymore to confirm
their fee payment status. The system will automate all the critical processes within East West
University
Benefits of the Suggested Information System
The following are some of the benefits associated with computerized system.
 Better service: the information system offers the tools that offer higher management and
students with top-level service such as automatic petition forms, updates, online
registration and change of periodic or major status.
 Liability reduction: during the process of executing a procedure, East West University
management can monitor all users. Due dates are cautiously traced and user can describe
what happens when a task increases. Regular adjustments in University rules no longer
need to be memorized by employees.
 Increased accuracy: the centralized infrastructure will manage all needed data from
various departments to accurately classify and identify cases and take decisions
appropriately. Information systems are famous for accuracy. Therefore, rules and
regulation are mandatory.
 Increased collaboration: workflows can easily be integrated with business partners,
remote offices, home employees and other branches. Besides, the collaboration between
various branches will adhere to a standardized working pattern
 Decreased labour expenses: information system increases operations’ efficiency. A
workflow system will allow the university to automate several routines, exhaustive paper
works conducted by employees.
 Errors can be rectified easily

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 Information stored in the system is long lasting and can be kept for future use
 Information stored in the system is safe since it is encrypted, uses figure prints and
passwords
 The information system uses inbuilt formulae to conduct calculations
 Data in the system is well arranged thus it can be retrieved easily
 The system allows massive data storage
Critical success factors
It has been noted that specific factors are vital for the successful deployment of
information systems (IS). These factors are grouped as technical and management factors. The
critical factors that influence the success of information systems implementation include:
Commitment of the top management: Top management commitment is critical for a
successful implementation of IS. Whenever the top management is committed, minor problems
and issues do not intensify into major ones and they usually do not present a challenge.
Nevertheless, lack of such dedication makes even small issues unmanageable. Therefore, it is
essential for top management commitment to be present during the implementation of
information system and should be communicated well within the university to avoid unclearness
about the dedication (Thite and Sandhu, 2014).
IS Team Composition: IS implementation is performed by a team. The team comprises of
management and technical experts from the vendor firm and people from the department of IS
and other departments of shareholder of East West University. The composition of the team is
very essential and a vital factor in the successful IS implementation. The team must be made up
of members from the user community, designing team in East West University, individuals from
the department of human resources, individuals who were involved in planning and other
shareholders of East West University. In addition, the team must have representatives from the
vendor firm who have adequate knowledge of the information system being deployed. According
to Virmati (2018) it is good if such a team operates under the control of a superior management
with adequate authority and powers to take appropriate decisions about the project so that better
management can be practiced on the deployment schedules and problems that emerge can be
resolved.

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IT Teamwork: the created team must work in unison and be goal oriented. A unified
presence must be predicted to improve the acceptability of the project. If members of the team
waste time in public quarrels, the likelihood of successful deployment are grim.
IS planning Quality: if the process of planning is successful, then the implementation of IS will
be successful. As such, planning should be done diligently.
Diligent Project Management: another critical success factor is the way in which project
implementation is managed. Modern techniques of project management must be employed to
approximate accurate time schedules and cost which must then be strictly followed and
monitored.
Change Management ambitions and their Efficiencies: the implementation process is
usually a change process and thus is infested with challenges. As such, change management is
among the significant factor in most substantial implementations of IS. The change management
ambitions should be conducted proactively and treated with seriousness.
Efficient Communication: communication is a key success element. Both informal and
formal communication should be managed in order to implement the IS successfully (Blau and
Presser, 2013, p. 1005). Efficient communication will be built trust and enhance transparency
within East West University, thus minimizing the reliance on change management interventions.
Training: it is a major factor in the successful IS implementation. It contributes to user
acceptance of the proposed system and creates an ideal environment for smooth implementation
of IS. Nevertheless, the level of training must be high and users must be taught about the added
benefits of the information system being deployed. The users will then understand the reason of
moving to the new IS. Besides, training will assist in the smooth shift from the old to the new
system without interfering with the efficiency of business process of East West University.
Technical Quality of Information System: even if East West University offers all its
support, the implementation can be unsuccessful if the underlying technical product of the
vender is not of good quality. Technical quality should be good (Cybervision.com.pk, 2018).
HR Measures to eradicate firm Antibodies: firm antibodies are individuals who find
defect in everything. Pessimism and negativity are the defining traits of such people. Sometimes

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they may criticize a new system. It is a HR concern and must be addressed by the department of
HR.
Figure 1: Critical Success factors
(Source: Talley and Frazier, 2016, p. 412)

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Organization chart
Figure 2: East West University Organizational Structure

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Analysis of the Current System
For a long period, East Wet University have been using a manually to manage the
university operations such as record keeping. During registration of new students, the details are
captured in an excel document and sometimes by use of pen and paper. The accountants use
accounting booklets to record payment of fees by the students with checks for security purposes.
Upon paying the fees, the student is required to countersign on the booklet as prove of payment
and later issued with a receipt of payment. Many records are stored with the university secretary
who is tasked to key in the details using excel system which is very cumbersome (Solution,
2018). Manual systems have been characterized by slow performance, inaccuracy, and
numerous errors. Additionally, employees are put under pressure to ensure that such errors do
not occur. Because a manual system is often tiring, users tend to get bored and tend to make
more errors while executing their responsibilities.
The level and quality of services offered depends how fast and accurate the employee is.
It is easy to have inconsistent data for such a system. Students have to queue to make payments,
book hotels, reserve courses, register for units, and have to always sign on an attendance list
which is hard copy. Staff tend to get tired having to repeat these processes daily or every
semester. Sometimes student may fall victims of circumstances if a lecturer misplaces class
attendance file and they are needed for the students to graduate. Moreover, university employees
have to also sign attendance book both at the gate and at the various departments they work. This
increases data redundancy and often it inconsistent because the times they record at the gat are
totally different from those they record at the departmental offices. Basically, manual system
affects the overall service delivery and cannot be used to identify trends associated with data
discovery (Cram and Brohman, 2012, p. 141). There is also no standard format of reporting. If an
employee has been suspected of gross misconduct, the university administration has to go
through piles of files in order to get the record which can sometimes be difficult to trace and is
time consuming. A lot of human resource is also wasted.
Furthermore, the university depends on the old filing system to store and keep track of
documents which occupies a lot of physical space and takes more effort. When mistakes occur in
a paper-based system, it requires that the entire task be redone in many cases (Ifnoss, 2018). The
proposed university management system will address all these limitations posed by manual

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system. The proposed university manage information system will be able to handle all the
requirements and record keeping from just a click of a button (Soja, 2015, p. 285). The system
will include a payment gateway whereby when students pay their school fees at the bank, it is
automatically reflected in the school finance records. As such, students will not have to queue
every time at the finance office to make their payments.
The system will have a centralized database so as to ensure consistency of information
stored and accessed. The system will automatically detect errors and many of the functions will
require the user to choose from a selection given by the information system (Litms, 2018).
Additionally, students will have a portal where they will be able to register online for the course
and request for change of course if need be without having to fill a lot of paperwork. Also, all the
university employees will have a check in and check out systems located at all the departmental
entrance to ensure accurate timestamps are recorded when the employees get to work and leave.
The grading system will also be integrated into the information system and all the reporting is
automatically generated and results posted on the students’ individual portals. Student can later
download and print their transcripts if need be.
The information system will be a complete ERP application for East West University to
automate and streamline the university processes (Min et al., 2014, p. 122). It is designed to
handle all the small and large university transactions and processes and have the ability to
manage pilot campuses around the country. It enables the various departments to communicate,
interact, and share resources and information seamlessly across the university. The system will
allow all the university staff and students to get on-demand services and enable the university
management to make more informed decisions based on the available information (Zhang, 2014,
p. 1710). The information system will enable admission automation, simplified record
management, improved decision making, offer one-stop student access, resource management,
and simplified management of records.
Primary Features of University Management System
The university management system will have the following features:
Registration and online application- the system will be accessed over the internet and
potential applicant can be able to enquire about the various programs offered by East West

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University. Applicants and new students will be able to register themselves by filling out a
standard form available online (Tutorialspoint, 2016). An email will be automatically sent to
them upon registration for details confirmation.
Student performance- students will be able to view course schedule from the student
portal. The faculty members will be responsible for creating and updating the schedules as
needed.
Lecture management- the information system will allow the university faculty to plan,
manage, and track lesson progress of every course and faculty. Study materials can be uploaded
and students can download them from the student portal or dashboard (Nazareth and Choi, 2015,
p. 129).
Examination Module- the faculty will be able to manage and conduct examinations by
keying in the marks scored by the students and using the various techniques of evaluation to
calculate and post the overall grades.
Finance module- accounting module will be interlinked with the bank payment gateway
such that whenever money is deposited in the school account all the payment details will reflect
automatically in the finance system.
E-learning- the system will support e-learning and overseas student can be able to enroll
to the university online. The system will online students to attend the lectures virtually and take
examinations online (Sylvan, 2017). They will be graded and their results posted online on their
dashboards just like the rest of the students.
Student portal- students will use this dashboard to access fees details, announcements,
CA marks, attendance, final grades, and timetables.
Relevance of MRP, MRPII, and EDI as information system Options
MRP

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The main functions of material requirement program (MRP) include inventory control,
elementary scheduling, and bill material processing. Many information systems require the use
of MRP because thus services are essential and factoring this in the development of information
system will address the needs about the requirement needed to process the final product
(Newswire, 2017). MRP applications also has the ability to maintain and manage purchasing,
manufacturing, and delivering. Some of the advantages of considering MRP as an information
system option include: cost where MRP system is used to reduce component inventory and raw
material inventory. Secondly, the purchasing process is made more effective because it
determines the actual component material and raw material required to manufacture the final
product. Additionally, using MRP improves planning of the production process. It has the
capability to determine inventory shortages so that the company can adjust the production
materials to other products at hand. In addition, it reduces production costs and the business can
compete competitively. However, MRP has some shortfalls including technical complexities and
the high cost associated in implementing the system, time consuming, and predicted values can
be misleading (Min et al., 2014, p. 122).
MRP II
MRP does not support getting feedback from the users and plans are only sent to them
and thus impossible to modify to keep it valid. MRPII (material resource planning) is an
extension of MRP which has business and strategic manufacturing as inclusion like distribution
and accounting, material requirement planning, ordering, ensuring capacity, quality monitoring,
ordering, employee attendance management, inventory management, demand forecasting, and
demand and supply balancing (Qualizone, 2015). The university information can benefit greatly
from this technology because it greatly impacts on the university processes, staff, and students.
MRP II will increase productivity and overall performance, minimized stress, purchase cost, and
expediting, and delivery time is improved. However, some of the cons associated with MRP II
include complexity, time consuming, and requires correct and accurate data (Lábas and Bács,
2015, p. 409).

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EDI
Electronic data interchange (EDI) allows institutions to share data across various
applications such as supply chain. Considering this technology in the development of the
university management systems makes sure that critical information that is required to make vital
decisions, and to carry out major tasks will be sent on time (Ricoh, 2018). EDI brings several
benefits to an organization including cost saving, increased speed, improved accuracy, enhanced
business efficiency and productivity, environmental privacy, and security is improved. However,
EDI has some disadvantages including many standards required, its expensive, initial set up
takes a lot of time, the need or regular maintenance, and the need to heavily invest in network
infrastructure (Jerinić, Nikolić and Nikolić, 2014). However, in B2B models, EDI continues to
be the dominant protocol.
Technological Requirements
The information system will be centered on the existing technology, software, and
hardware and can support other addition that may come up. The project also requires continuous
technical support in addition to the technical skills needed to accomplish the objectives of the
project. The project will be developed using ASP.NET for the front end and the back-end will
run on SQL server 2003, it is easy to set up and configure when needed (Abishov et al., 2014, p.
552). The server will be able to handle the huge amount of data within the university.
Additionally, the university can procure a cloud back up storage or off-site data backup that will
run parallel with the current server to ensure business continuity and disaster recovery in case of
a disaster (Grant, 2015).