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INTRODUCTION
This chapter discuss on the introduction of the project which is describe about the
background and the rationale for the study. This chapter consist of six subtopics start
with background of study until the significance of the study.
1.1
Project Background
Record analysis and statistic is an important element in decision making process.
The decision-making process in psychology and mathematical perception show
how unlike statistical data representation can help several types of decisions
(Arribas et al. 2014). A proper analysis is depending on how data and
information is being analyze. Since a lot of information being gathered and
stored, manual method to review all the record may be deficient in order for data
to be analyze thoroughly (Mahoney 2013). Hence the data must be kept in a
proper way to ensure that there is no space for mistake to occur due work
procedure.
The Academic Affairs Division (HEA) play important role in UiTM Melaka
Kampus Jasin Organization. They are responsible in managing all the academic
affairs of the university since that campus were open since 2014. Academic
Affairs can be classified into three part which is student, staff and industry. It is
HEA responsibilities to provide a student with an adequate learning aids tools,
ensure the registration of students and examination according to academic plan
and provide a certification to a student whose need it for research purpose etc.
Besides, HEA also must able to manage all academic record and information
efficiently, conduct a research in allowed area, organizing and conducting
seminars and convocation proactively and reactively and able to consult the
management regarding on admission of students, prospect program and career of
a students.
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Assistant Registrar can be appoint as the registrar for the branch campus and
hold a responsibilities for implementation and supervision of campus academic
policies and procedure of the applicants or a students. Assistant Registrar focus
on admission and records administration. In order for HEA to work smoothly it is
assistant registrar duty to lead that division in managing and handling starting
with student recruitment until their enrollment. The main role in admissions is to
ensure the detailing, implementation and evaluation of admission policies.
Assistant Registrar responsible for the planning, analysis, scheduling and the
inclusion of activities so that campus goal can be achieved. He is expected to be
involve in of decision support and management support systems assign for his
area. Another main responsibilities as Assistant Registrar is in record relate
matter which is to ensure all the academic record and students performance are
being collect neatly. This is critical part where it need to be done correctly to
ensure data analysis process can be carry out meticulously.
According to Mr Izwan as Assistant Registrar in that campus, currently there are
few methodology that he is use in representing analysis and statistic. First he has
to review all the report that is relate to the analysis that he want to do. The report
were kept in two form which is softcopy and hardcopy and it is easier to review
the report in hardcopy form. After that he will analyze all the report and
document it via Microsoft Office before he can translate the table created into
graphical representation by using Microsoft Excel. Then the analysis report will
be stored same as other report which is in two form and it is softcopy and
hardcopy where the softcopy will be save in his desktop and the hardcopy will be
organize in a file. Finally the analysis report will be handed to his superior for
decision making process.
1.2
Problem Statement
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be prepare compare to a normal week. It is also due to the work procedure that
need to be followed in order to do an analysis. To do an analysis stakeholder
have to review all the past report and it is not easy to review all the report since
there is no system that manage the report. Even though the report were saved in
two type which is softcopy and hardcopy, he said that it is more easier to
manually retrieve all the past record manually from the file instead of searching
the report from desktop storage due to there is no system that can ease the
retrieving process. All this process will consume a lot of time just to gather a
certain data and this is not including time needed to write an analysis and
statistic.
1.4.2
Hardware
1. Personal Computer
1.4.3 Software
1. Windows 7 and above
2. Google Chrome browser
1.4.4 Availability
1. Online system
1.4.5
Geographical
CHAPTER 2
LITERATURE REVIEW
This chapter describe about literatures that have to review for this study. It is cover on
topic analysis and statistic and record management system. This chapter is carry out in
order to get the most relevant technique and method to be implement in the project.
2.1
Record is tools that load with information to govern the planning and decision
making process of an organization and it is a crucial for having an effective and
efficient administration (Norris, 2002). According to 44 United States Code 3301
(as cited Record Management, 2006) record is any materials regardless of
physical form or characteristic preserve and govern because of its informational
value on them. Thus, since information is important record need to keep neatly
so that work performance can be enhanced.
Record management system is the activities that need to be done to manage the
record (Government Record Services, 2011). Record management includes
planning, training, budgeting and organizing records (Record Management,
2006). Norris (2002) state that, there is seven attributes to make an effective
record management and one of the attributes is the use of technology in record
management. Record need to be manage properly as the good record
management would help in planning and making a decision. Good management
also will help in saving space and protect an important information indirectly can
hold a record for much longer. Correspond to Golding (2009) where he state that
there will be a lot of benefit if the records are well-run and that is include to
increase the lifespan of the record.
Paper based has been use as a traditional ways to create and distribute document
(Konishi & Ikeda, 2007). The data are recorded into the paper as the event
occurs. There are several procedure that need to be follow where the document
must be filled into the correct section, secured and must be store
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chronologically(Feast & Nugent, 2014). Paper based record are used to ensure
consistency of care (Hardstone, Hartswood, & Procter, 2004) which is certain
procedures are required to be follow. This is important to make it easy to retrieve
the record based on the labelled to reduce the time taken for data retrieval.
Paper based records can be very effective with a structured procedures of
keeping the records. Paper based records does not require hardware and software
in order to exist(Shaw, 2006). Besides that, paper based record can be integrated
using electronic based. The data will be print or scan and been documented for
revision purposed(Feast & Nugent, 2014). With the involvement of technologies
this method are well established and robust(Shaw, 2006) such as using error
detector or amendment detectors.
2.3
2.3.1 Dashboard
subordinates rather than use the visualization for determine the long term
business strategy.
Figure 2.1 above show how dashboard focus on operational goal. All graphical
representation is compact into single display in one page to ease the analysis
process.
2.4
Charting Libraries
Graphical representation is important to make spreadsheet more likely to be read.
To convert from text graphical representation chart is used where chart is a
graphic structure consist of shape and symbol. There is various technology in
JavaScript that can be used to build chart. This project only will focus on D3 and
Highchart technology.
2.5
Conclusion
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Based on research carried out in this paper it can be conclude that for developing
a Record Management System that capable of drawing a dynamic graph for
analysis purpose the system must be able to draw all the graph template. The
representation used for this project will be the hybrid technique which is the
combination of dashboard and balance scorecard technique since there are
several features that needed in both technique for this project. Then this project
will be develop using electronic recording management method. The advantage
of using electronic recording management method against paper recording
management method will improve the way to store data and increase data
reliability.
CHAPTER 3
RESEARCH METHODOLOGY
This chapter will be discuss on the research methodology that is going to be implement
for HEAds system development. Basically this chapter will explain on the methodology
itself, phases, activities and the expected result in order to meet the project
developments objectives. This chapter includes phases such as planning phase,
requirement analysis phase, design phase, development phase, testing phase and
deployment phase.
3.1
Research Methodology
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Before start developing a project it will be good to know the methodology that is
going to be use. Methodology will be helpful to ensure the development process
run smoothly.
This project are implementing agile approach to represent the workflow due to
ease the manner of the project to be independent on the change along the
development process.In represent the methodology that is used for developing
HEAds, Figure 3.1 shows the six phases based on agile approach. As the figure
show the iteration at the analysis until testing phase so that the changes can be
made after system is tested if the system do not meet the requirement. In the six
phases, the first phase would be planning. This phase is very important where it
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act as the base for the whole development process. In this phase all the
information needed is gathered before developing the system. Information are
gathered through interviews conducted with the stakeholder and reviewing the
literature. After requirement gathering, analysis phase takes place where all
information isolated from each other into situations, in which it needs to be
solved. Next, project will be continue with design phase where all the projects
design and flow are shown to give the first sight before start with the
development. Then, finally, after the project have been developed, it will move
on to the next phase which is the testing phase. In this phase, the project will be
tested to identify whether it does have any flaws or malfunctions in it. If the
project meet all the requirement the project will be ready to be deploy.
3.2
Planning
In this project methodology, the first phase would be requirement gathering
which is the most important phase in this whole project of HEAds. Planning is
responsible to collect all necessary information in order to start developing a
project. The requirement gathering process consists of facts and figures that has
the meaning to support this project. In addition, during this phase, the literature
review of related topic from other researcher is done to gain more important and
useful information in order to have better understanding on the situation.
To get the overview about the project, an interview is conducted with assistant
registrar of UiTM Jasins HEA, Mr. Khairol Izwan. From the interview session,
there are several issue arise from the current practice. He felt that current system
runs manually where all process are in paper form. Sourcing from this, it lead to
other problems such as a lot of time and energy consumed.
Hence, HEAds is developed to solve those existing problem. This system let him
to perform the analysis dynamically with web-based platform. Thus he will no
longer need to review all the past report saved physically on the file all over
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again just to complete an analysis when HEAds can help him to retrieve the
report virtually an efficiently.
PHASE
Planning
DELIVERABLES
ACTIVITIES
Preliminary study:
Formal interview
session is conduct with
UiTM Jasin assistant
registrar
Literature Summary:
I.
II.
III.
I.
II.
Current issue
arise.
Current work
procedure.
The importance
of computerized
system of record
management
system with
dynamic statistic
generated
System
application
platform
Visual
presentation
techniques
3.3
Project Analysis
This phase is about to shaping a well-defined view the information collected
during planning phase. Information such as problem with current practice and
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scope are extracted to be analyze. Figure 3.3 shows the overall analysis that has
been made.
PHASE
Analysis
ACTIVITIES
I.
II.
Analyze user
requirement
and issue
Analyze
current
practice of
analysis
processing for
HEA
department
Review on data
visualization techniques
Review on the
application system
platform to be
implement for HEAds
system
Figure 3.3: Project Analysis phase
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DELIVERABLES
I.
II.
III.
IV.
Problem
statement is
analyze
Objectives is
defined
Scope is set
System
requirement is
constructed
Use Case
diagram draw
Data visualization
technique were chosen
(Dashboard technique)
Platform is decided
System
3.4
Design
Design phase will design the functions and operations and described the design
in details. This phase contains Use Case diagram, Flowchart, Entity Relationship
diagram and System Interface. These diagrams, chart and layouts are the design
elements and intended to describe the system in sufficient detail.
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PHASE
Design
ACTIVITIES
DELIVERABLES
Flowchart
System
interface
3.4.1 Flowchart
Flowchart are used to show of how the process flows. Figure 3.6 and 3.7 show
how the process flow in HEAds system. The process flow is divide based on user
requirement.
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20
21
Details
Login page require admin to
prompt his ID and password
like registered in database in
order for him to use the system.
In case if his forgot his either
his ID or password registered he
can retrieve in forgot password
page after go through several
authentication process.
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to
ease
the
record
is
established
the
clicked
next
operation
will
follow.
as
Details
admin,
assistant
23
24
This
page
registrar
where
will
assistant
create
new
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This
the
view
after
the
3.5.
Development
The next phase is implementation phase. In this phase, the project are develop
following the previous three phases. Table 3.32 shows the implementation phase.
PHASE
Development
ACTIVITIES
DELIVERABLES
Develop modules
Modules developed
Server is setup
Setup database and web
server
Develop dashboard
Integrate 26
all modules
Dashboard developed
System development
done
Login
Modules
Descriptions
Admin login into system for user
AD002
AD003
Logout
Manage user
verification.
Admin logout from system.
Admin is the only person whose
authorized to register a user, this
operation allow admin to view ,
update and delete user record from
the system.
Login
Modules
Descriptions
User login into system for user
AR002
AR003
Logout
Perform analysis
verification.
User logout from the system
User can create analysis document
which is contain dynamic graph.
This operation allow user to create
either new template or use existing
AR004
templates
User can retrieve, delete, update and
Specifications
Laptop or Desktop computer
2GB and above
Intel Core i3 and AMD e series.
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3.6
Specifications
XAMPP
Windows 7 to Windows 8
Testing
Testing phase is to check whether the system meets the user requirement or not.
This project will be test on functionalities and the acceptance of user using
functionality testing and user acceptance testing. All of these testing are
important to check whether it works properly as planned or having problem
during testing. Testing is very important for system development before being
deployed for user to use the system. For this project if the user are not satisfy
with the system develop in this phase, the work flow will restart with analysis
phase as shown in figure 3.1 above.
PHASE
ACTIVITIES
DELIVERABLES
Testing
Conduct functional
testing
System functionality
tested
Conduct user
acceptance testing
Systems user
acceptance testing
tested
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This test is conduct to check either the result of the system after develop is reach
the expected outcome. This test is conduct by inviting a few expert to test the
system by fill up the test form after use the trial version of the system.
This test is conduct to check either the system meet the requirements. This test is
conduct by asking the intended user to use the trial version of the system first
then he have to fill up the test form based on his experience.
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REFERENCES
to
enhance
online
knowledge
sharing.
Vine,
42(1),
6793.
http://doi.org/10.1108/03055721211207770
Savkin, A. (2015, May 11) Whats the Difference Between a Dashboard
and a Balanced Scorecard? Retrieved October 25, 2015, from
http://www.bscdesigner.com/dashboard-vs-balancedscorecard.htm
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