Task 1.1  Introduction                                                                             
  

Tunku Abdul Rahman
University College, also known as TARUC, is a non-profit education institution
categorized under service type business organization which provides quality
education in the
form of diploma and degree programmes without the intent of making a profit. The institution is named after
the late first Prime Minister of Malaysia, Yang Teramat Mulia, Tunku Abdul
Rahman Putra Al-Haj. Founded in 1969 and was known as Tunku Abdul Rahman
College (TARC) by the Malaysian Chinese Association (MCA), the
institution is built on the noble principle of providing quality and affordable
education irrespective of race, creed and class. After 44 years, in 2013, the college was upgraded to
the status of University College. TARUC has 5 branches across the nation with
the main campus located at Jalan Genting Kelang in Kuala Lumpur, sited on 186
acres of land. The first branch campus is in Penang which was founded in 1994
on a temporary location till 1999 where the purpose – built campus in Tanjung
Bungah, Penang is completed. 1998 is the year the second branch campus is founded
in Kampar, Perak alongside the third branch campus in the state of campus. The
establishment of the fourth branch campus was in 1999 whereas the fifth and
last branch campus was established in 2002 in the state of Sabah. The University College has a student population of more than
27,000, including local students and international students from countries such
as Indonesia, Taiwan, Maldives, Hong Kong, Netherlands, Bangladesh, South
Korea, Singapore, USA and Papua New Guinea.

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Tunku Abdul Rahman University College
(TARUC) contains numerous faculties such as Faculty of Accountancy, Finance
& Business, Faculty of Engineering, Faculty of Applied Sciences and
Computing, Faculty of Social Science, Arts and Humanities, Centre for
Pre-University Studies, Centre for Postgraduate Studies and Research, and
Centre for Nation Building and Languages. The institution is widely-known for
its Faculty of Accountancy, Finance & Business as it has ACCA ALP Platinum
(Approved Learning Partner), MAICSA for exemption up to 12 papers, CIMA Quality
Learning Partner, courses approved by ACCA UK to run the ACCA Internally
Assessed Fundamentals (Knowledge and Skills Modules) Programme and
Bachelor-degree programmes with dual award from Sheffield Hallam University,
United Kingdom.

The institution also offers various
types of facilities for the students pursuing their tertiary studies. The
facilities include library, sports facilities, transportation, and computing
facilities. The library is not only equipped with air-conditioning and various
types of books but also with info-web systems that aid students and staffs in
locating books easily, internet computers and rooms for study, discussion and
individual study areas. The sports facilities include
sports complex,  badminton courts, basketball courts, swimming
pool, gymnasium and squash courts. Outdoor fields are available for football,
basketball, futsal, and volleyball at the main campus and certain branch
campus. Transportation is provided in the form of bus to various locations near
the institution. Lastly, TARUC also have computer labs for students especially
students of Faculty of Applied Sciences and
Computing to carry out hands on practice on their work.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Task
1.2 

Organisation Chart

Task
1.3  Major Function of  Departments

Bursary
Department

Payment and fund is one of the major function of
bursary department which allows students to pay for their education fees
through fees payment system. Students who cannot pay their full education fees
also can pay through payment system by banker’s cheques, money order, Public
Bank debit cards or credit cards at bursary counter.

When the student makes payment at bursary, the staff
will request and receive the bill from student. The staff will then verify the
bill based on the payment code on the bill statement with the payment code in
the system. Once verified, the staff will accept the exact amount of payment
from the student and enter it into system. This payment information then will
be updated into database, and a receipt will be generated by the system as
evidence of payment for the student and reference for staff.

Library

Main function of library provides students access to
hundreds of printed serials and a full list of online resources such as e-journals,
e-books, online databases, and other more which related to the University
College programmes. Students or other user can search the library holdings,
renew items, reserve checked out items and view the list of new books at any
time or anywhere through Virtua Integrated Library System.

Firstly, student need to login at
login menu at Library InfoWeb. Student will then search and check for the
status for the book in Library InfoWeb based on various criteria. Once the book
is found, the student can apply for the book and add into cart to wait for his
or her turn. When the book is available, the student will receive notice for
collection of the book from Library InfoWeb.

 

 

Administration
Department

The major function of administration department is to
ensure the smooth work flow and the productivity of various department. The
basic function of administration department is to planning, organizing,
controlling and directing the organization operation.

Human
Resource Department

The major function of human resource department is
hiring or recruiting employees and also provides training for workers to
improve the performance of an organization. This department also analyses the
employees work performance and the development programmes.

Student
Registration Department

Major function of student registration department is
help student register their programme or course through student registration
system. The system is used to register students data and validate whether the
student qualifiedeligible to take the course apply. After the student fulfil
the minimum requirement or above, the student registration system will generate
student acceptance letter through online to student.

At first, student will need to fill in all personal
information into application form on TARUC registration website. Then, the
student will wait for receiving acceptance letter or instant messages generated
by system after being verified the staff and the system. Once the student
received the notice, the student need to make payment at bank or bursary
department. After paid the payment, the student registration department need to
verify for the payment and SPM results.

 

 

 

Task 2.1  How can Information System reduces
operational costs within the department

Department: Library department

Information System:  Virtua Integrated Library System

How it reduces operational
costs:

The information system brings about several benefits to the department.
Firstly, the adoption of the Virtua Integrated Library System helps to improve
the library services. The system helps to reduce the heavy workload of the
library staffs. This allows the librarians to have more time to provide quality
and better services for the customers. The staff will be able to answer or
serve the needs of the library patrons according to their needs in detail. With
the implementation of the library system, which can operate 24 hours and does
not need to rest can help the Library department to reduce their expenditure on
hiring staff to work on odd hours or during holidays.

The implementation of the Virtua Integrated Library System brings about
the improvement in cataloging process. Cataloging process is automated to help
the library staffs carry out the cataloging process at a faster and more
efficient rate. Automated cataloging process helps the librarians to
automatically identify and categorize the book’s genre to reduce the time taken
for the cataloging process. This not only help to reduce the time spent on the
process, but also reduces the costs of paying the librarians over-time as it is
completed quicker.

Moreover, the implementation of the library system enhances the
reporting and monitoring accuracy and reliability. The system will
automatically update the database after the checking out or return of book is
handled. This feature helps in improving the efficiency of booking, user
tracking, and material circulation. This helps the management level of the
library staff to acquire timely, accurate and reliable records of the books
movement at any time and gives rise to a dynamic and efficient reporting and
frequent oversight of the library processes. Not only that, this function of
the library system also helps to reduce the cost of paper as the amount of
reports printed can be reduce as all the reports and monitoring are done
digitally after the adoption of the system.

Implementation of the library system also helps to redesign the workflow
of the library. This is a result of the system making the manual processes such
as issuing books and collecting books become automated and electronic. This
changes the process of book issuing by reducing the steps required during
issuing of books. For example, before the implementation of the system, book
issuing details is recorded by one staff and passed to another for recording
the information into the computer. After the implementation, the steps are
reduced as only one staff is required to scan the barcode using the scanner and
all the information is automatically stored. This not only reduce the time and
process, but also reduces the cost of hiring staff as the system reduces and
replaces the need for staffs for operation.

Lastly, the adoption of the Virtua Integrated Library System helps to
eliminate the inflexible, legacy separate systems. The adoption of the system
helps to eliminate the separate systems used by the various processes of the
library department such as book issuing process, book return process, fine
payment process and so on. The information system consists of all the modules
required by the department thus replacing all the separated ones which requires
maintenance from different vendors. Therefore, this adoption of the library
system also reduces the cost of maintenance required as they would only need to
pay one company to maintain their system instead of paying many companies to
maintain their many separated systems.

 

Department: Department of
Admissions and Credit Evaluations

Information System: TARUC
Student Intranet System

How it reduces operational
costs:

The TARUC Student Intranet System, TARUC Intranet in short is a crucial
system used in the entire college university. TARUC Intranet brings about many
advantages to the department. The first advantage of using the information
system is improving the communication between the college university and the
students. The system is able to connect the student bodies with the university
board and allow the students to receive various notifications from the school
board by using the dashboard function TARUC Intranet. This helps the department
to reduce the extra communication fees required to link the students and the
school board.

The implementation of the information system also helps improve the
management of student data. The TARUC System helps to pool and organize the
student’s data into a more readable and well-organized manner. This helps to
reduce the time of the staff required to organize all the student data student
by student, thus also leading to the reduction of the cost to pay the staff for
working over-time.

Adoption of TARUC Intranet helps to eliminate the various separate
systems used by the department. The information system eliminates the many various
separated systems used in the many function of the departments such as report
card generation function, student registration function and so on. The
standardization of the systems under one roof can also help to reduce the
maintenance cost of the systems as payment is only needed for one large system
instead of many.

Implementation of the information system also help to reduce the cost
for printing for the system. Many of the reports such as examination reports of
students are all converted to digital copies and generated automatically by the
system thus reducing the cost of the printing as students can download the
digital copy and print it themselves if needed. This also reduces the time and
energy required by the staff to prepare the template of the report.

Lastly, the adoption of the TARUC Intranet System help to reduce the
cost of hiring staffs. This is said so because the system can carry out various
functions such as surveys and co-curriculum which is traditionally done and
analyzed manually by the staff. With the implementation of the information
system, the cost of hiring these staff if cut down as the system replaces the
manual labor.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Task 2.2  Function of the Information System on each
Department

Student
Name : Peh Lay Chin

Department
: Department of Admission and Credit Evaluation

Information
System : TARUC Student Intranet

Feature
/ Function : Co-curricular
course registration

TARUC student intranet have a co-curricular course
registration function. The system automatically determine the amount of credit
hours left of the students to check whether the students is eligible/able to
take up the co-curricular activity. If the students is eligible, the system
will display the details for the co-curricular course registration such as
duration, spaces available, sports instructor, venue and type of co-curricular
activity. Once the students have selected their co-curricular activity, the
system will run an analysis to check whether that the student have taken and
pass the same co-curricular activity. If so, the system will automatically
reject the application. Once successfully registered, the system will
automatically reduce the amount of the available spaces and update the
student’s details into the list in the TARUC database. Once the particular
co-curricular course is no longer available, the system will automatically
display a message to notify the user.

 

Department
: Library Department

Information
System : Virtua Integrated Library System

Feature
/ Function :  Calculate overdue fines

Virtua Integrated Library System helps user, the
librarians to calculate overdue fines that should be paid by the borrower. The
system automatically starts calculating fines according to the rates set by the
chief librarian after the designated date of returning the book has passed and
the book has not been returned yet. Once the book is returned, the system
automatically stops calculating the fines and displays the overdue fines owed
by the borrower.

 

 

 

Student
Name : Eng Wei Guan

Department
: Department of Admission and Credit Evaluation

Information
System : TARUC Student Intranet

Feature
/ Function : Payment

The payment module can carry out some action such as
the current billing, payment history, linking to personal bank account and
generate electronic receipt. In the current billing, bursary department can
send semester fees directly to all the students.  Students can download electronically
generated invoice and bring to pay the fees at the bank. Students who have
linked their personal bank account to the system and directly make payment
through the TARUC intranet. Once the payment is make, the system will update
the payment information into the database and display it on the payment history
tab. The payment history system will display the payment details such as
billing reference number, payment description, amount paid, receipt and payment
date. The system will act as a TARUC bursar and generate an electronic receipt
as prove of payment and automatically issues it to both the students and the
bursary department.

 

Department
: Library Department

Information
System : Virtua Integrated Library System

Feature
/ Function : Book Renewal Services

Virtua Integrated Library System allows students to
renew the books that they have borrowed online through the Library Infoweb
powered and linked to the Virtua Integrated Library System. Students can renew
the books by logging on/in to their Library Infoweb account. They can renew the
books through the Infoweb 3 times per book. After renewing on the Infoweb, the
Virtua Integrated Library System will automatically update the status of the
book into its database.

 

 

 

 

Student
Name : Mak Ming Yuan

Department
: Department of Admission and Credit Evaluation

Information
System : TARUC Student Intranet

Feature
/ Function : Survey

The system can carry out survey function. The system
will automatically assign the survey form and criteria according to the
student’s courses of the particular semester. The system will display the
questionnaire to the respective user. The user will then be able to submit the
answered questionnaire anonymously as the system will automatically mask the
user info from the recipient. The system will then calculate and summarize the
results from the questionnaire and display it in an organised manner to the
departments that require this info. The system will also generate an electronic
report about students who did not carry out the survey and send it to the
respective department/faculty. The survey function can be carried out in
various form such as answering questions in written form, selective answer and
rating. In TARUC two major surveys are carried out in each semester, course
survey and services survey.

 

Department
: Library Department

Information
System : Virtua Integrated Library System

Feature
/ Function : Search Function

Virtua Integrated Library System has a detailed search
function. Students and staffs can search for the books/collection within the
library through the search function. After entering various search criterias
such as authot name, book name, publishing date and so on, the system will
automatically run the search and display the items that matches with the
criteria. The screen will then show the various details of the item that
matches the criteria entered.

 

 

 

 

 

Student
Name : Tneh Aun Hee

Department
: Department of Admission and Credit Evaluation

Information
System : TARUC Student Intranet

Feature
/ Function : Course
Repeat and Resit Registration

The TARUC Student Intranet System helps students to
register for their resit or repeat courses. The system will automatically
evaluate the student result and decide which students did not achieve higher
than the benchmark and have to re-sit or repeat the certain course paper. When
registering, the system will calculate the amount of credit hours available based
on the students current timetable. It will display the amount of credit hours
available for the students above the re-sit or repeat course details. When the
students select a course paper to re-sit or repeat, the system will robotically
deduct the amount of credit hours available. If the student’s credit hours is
full, the system will change the colour of the credit hours used by the course
or paper to red to inform the user that their credit hours is at maximum
capacity. After successfully registering, the information system will total the
amount required to pay by the students for their re-sit or repeat course or
paper and send the electronically generated bill with the amount to-be-paid on
the bill to the students via the TARUC student intranet.

Department
: Library Department

Information
System : Virtua Integrated Library System

Feature
/ Function : Cataloging

Cataloging is the process of creating metadata
representing information sources. The Virtua Integrated Library System will
automatically arranges the item/inventory of the library according to the
selected criteria and displays it for the user. This function helps users to
identify the availability of the book easier and to know which books are of the
latest arrival or popular/high-in-demand. The system automatically identifies
and arranges the particulars of the items once it is entered by the librarian
into the system.

 

 

Task 3.1  Report
of the TARUC Information System

Information system: TARUC Student Intranet

Type of output/report:
Exam Results Report

Content: Perform
calculation and generate results

To whom

Purpose

Student

Students able to
reflect on their achievement, so they have a motivation to improve
themselves. Besides that, students can apply for their merit scholarship with
this report for the application and verification.

Parents

Parents can know their
children results and the report will also help them when they apply the
financial aid in their company for their child.

Government

To ensure the students
have the qualifications to continue funding by refer to the exam results
report. 

college

To ensure that the
students has pass the minimum requirement to graduate and eligible to
continue and proceed their further studies.

 

Information system: TARUC Student Intranet

Type of output/report: Exam
Slip

Content: Calculate the
cost of course and generate payment letter

To whom

Purpose

Students

To let the students
know which paper they are sitting for and allow them to compare the code on
the slip with the exam paper to ensure that they are not taking the wrong
paper.

Examiner

To check whether the
students is qualified to sit for the paper and is the correct candidate not a
substitute.

College

To fill in the
information for the form based on the exam slip when the students are late or
absent from the exam.