Computer Based Information System
- 1. P a g e | 1 naqashtareen@gmail.com Visited an organization in order to find answers of the following questions regarding computation in an organization in order to acquire satisfied answers. 1. What were the limitations in the previous system? In very preliminary stage, in Organization the information system was manual, and after duration of one and a half year the developers made almost whole system computerized. For administrators, faculty and students, there were limitation in their working which are discussed as follows. a) Teachers : For teachers there was all type of manual work, which is discussed as follows Teacher has to take attendance on paper and has to maintain its record manually. Record of assignments, quizzes, sessionals, labs and other affairs were also maintained manually. Marks and GPA calculation, searching and updating of records were done manually. Limitations: The teachers faced the following limitations in their work. The whole work was time consuming and the record was covering more space. As the whole record was manual, so it was also difficult to maintain. There were error and security issues for them. At least 30 minutes were required in order to search, delete, update or retrieve the record. Also the files and folders that were used were sensitive to humidity and difficult to protect from such environment. b) Students: Students were working and studying in following circumstances. Physical presence of a person was must for course registration and admission form submission. Have to submit all the assignments manually. To inquire about marks and other reports, he must have to go to the concerned person.
- 2. P a g e | 2 naqashtareen@gmail.com Limitations: Following limitations were faced by the students. The procedures were time consuming and irritating. The cost on the stationery and assignments was high. c) Faculty: The faculty members were working in the following circumstances. Their attendance was taken manually. Accounts were maintained manually. Entry of data and record was also done manually. Notification circulation to the concerned persons were done manually Limitations: Following are the limitations faced by them. Chances of error were high. Records can be misused or chances of cheating in records were high. The whole process was time consuming and was covering more space. Security issues were also there. Miscarriage of information to the concerned person was there. d) Parents: For parents/guardians the circumstances were as follows. For any affair regarding their children’s academics, parents/guardian has to come to the campus by themselves. Limitations: In this context parents faced the following issues. The parents were not fully aware of their children’s progress in campus. In these circumstances parents may be misguided.
- 3. P a g e | 3 naqashtareen@gmail.com 2. Who developed the Information System? ORGANISATION has their own internal department who has developed the whole Computer Base Information System and on regular basis they update the system according to the requirements. 3. What Operating System, application Software, DBMS are used in IS development? Following soft wares were used in development of CBIS. Visual Studio. ASP.Net C+, C++ SQL Server Windows Microsoft technologies etc. 4. What minimum capacity of hardware is required for IS? CNS (Computer network system) department manage all hardware requirement for CBIS. Even hardware of low capacity can also run and access CBIS, so as such there are no limitations in capacity of hardware. But for better performance, Servers for high speed, multipurpose server, client machine, printer, scanners are used. 5. Explain different type of reports produced by the IS? System produces many reports for Faculty, Administrators, Students and Parents regarding quizzes, assignments, attendance, final marks, fee, courses, accounts etc. 6. How the system maintain the integrity of data? The whole system works under constraints for update, delete, search, retrieve and checking of data. So whenever the data is entered regarding any entity it verifies and then proceeds to the further action. For example, if a student drops a course or he is registering a course, he has to pick the whole course which has maximum limit of 21 credit hours. So he cannot register any such course that violates these constraints
- 4. P a g e | 4 naqashtareen@gmail.com 7. How security of data is maintained? The whole CBIS is protected by hardware firewalls and software firewalls, for sensitive data, data encryption is used. Also passwords; client passwords and server passwords, are enabled everywhere and only authorized person can access his data. Also there is restricted privilege for users and administrators. For example, the attendance and marks report is uploaded by a teacher, it can be edited by teacher within few days by teacher. After that it cannot be changed by teacher. The DOO (Departmental Operating Officer) can edit this report, but student and accounts branch’s person cannot edit this report. They can only view this data. Similarly accounts data cannot be edited by teacher, student or DOO. They can only view this financial report. 8. What type of media is used for networking? Both wired and wireless media is used for networking. 9. What type of network/topology is used by organization? In organization two type of topology are used which are Bus Topology Star Topology 10. What type of computation is used in the organization? Centralized type of computation is used in organization i.e. the data is not scattered form. 11. What are the areas of organization where IS plays effective role? Following are the areas where CBIS plays an important role. CU-Online a) Student Information System b) Account Information Management System c) Human Resource Management System d) Inventory Management System e) Library Information Management System f) Student Fee Management System g) Course Registration
- 5. P a g e | 5 naqashtareen@gmail.com (ORG)SIS: The PRODUCT is primarily meant to provide service at three ends. These are as follows: a) To provide the Management of University with online information about all the academic activities. b) To facilitate student and their parents to view the academic progress c) To facilitate the Registration & Examination Section in maintaining the Electronic Examination Results of students with highly accuracy. Attendance Of Faculty By RF ID Not fully a part of CBIS but it provides entry and exit timings of faculty members and with the help of which report is made for administrators. Student Portal Where teachers assign tasks for students and students submit assignments to their particular teacher. 12. What are the limitations in the computer base IS? There are no as such limitations in CBIS but few of them may be Costly: First time cost is high but the facilities and benefits that it provides are much more than price. Technical Assistance NeededFor Troubleshooting: Any type of fault in technology cannot be removed without a technical staff person. Technology Usage: A person who does not know how to operate a computer cannot take benefits of CBIS. Access To Computer And Internet: A person must have an access to computer and internet to obtain benefits of CBIS. 13. What are the effects of IS on the productivity of the employees? CBIS provides time efficiency for the faculty and they have much spared time for their research work and also can take part in administrative work. 14. Describe competitive advantages of the IS? There are numerous competitive advantages of CBIS, some of them are as follows Convenient: More convenient for persons using IS and easy to use. Efficient: For any calculation or searching of any entity CBIS is more efficient.
- 6. P a g e | 6 naqashtareen@gmail.com Time spared: Less time consuming and much time is spared for faculty, students and staff to involve themselves in curricular of extracurricular activities. More Secure: The record is more secure and very less chances of illegal entries or by passing of data. Easy To Maintain: Easy and less effort is required to maintain data. Fewer People Required For Maintenance: Less persons are required in order to update, delete or search of record and also upgrading of CBIS. 15. What is the primary key of the IS? CBIS has DBMS that have more than 50 tables and each table has its own primary key. For example, for a new student his registration number would be his primary key i.e. <spring/fall> <year> - <course> - <roll number> (S13-MBA-01) 16. Write a systematic note on the use of the computers/IT in the organization and its future? In today’s fast and modern growing era computers and IT play a vital role. To meet the requirements of the demanding people everyone is trying to adopt the new technology. For this purpose computation is must in organization, as it provides fast, efficient and effective development of the reports and other functions required by the different people in and outside an organization. In near future, the developments that can be done in the ORGANISATION are Hostel Management: In future, the management of the hostel; admission, room allotment records etc. can be done by CBIS. Data entry of objects in Stores: The objects that are in stores, there data can also made computerized in near future. Library: Library can also be made as fully computerized in near future. Through which a person can reserve his issuance of books and his record to be maintained.
- 7. P a g e | 7 naqashtareen@gmail.com Thanks PresentedBy:NaqashAhmadKhanTareen GovernmentCollegeOfManagementSciences, Abbottabad.