CMA Learning Center

A Management Information System Plan

Submitted to:
Ms. Frediezel G. De Leon

In Partial Fulfillment of the

Requirements for Management 186:
Management Information System

Submitted by:
Shaira Mae Duazo
Shery Mae Narciso
Nona Leah Raymundo
Quisa Marie Taquipan

Table of Contents
I. Business Profile

A. Brief History and Background

B. Organizational Structure and Job Description of Personnels 3

C. Business Segments and Functional Units
D. Products/ServicesOffered
II. Project Planning

A. Objectives of the Project

B. Project Scope and Constraints

C. Description of the Project

D. Project Development Time and Cost

III. Project Analysis

A. Existing Manual Accounting/Database System 8

B. Existing MIS

IV. Proposed MIS 10

A. System Requirements

11

B. System Architecture 13
C. Infrastructure 16
V. Implementation Plan

17

VI. Conclusion and Recommendation

V. References

25

VI. Appendices

26

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23

I.

Business Profile
A. Brief History and Background
Classical Mental Arithmetic (CMA) is a learning
center that intensively trains in two hand abacus
mental arithmetic. CMA was birthed in Taiwan in
1984.

Its

founder

Master

Tai

Chiang

Ching

established CMA with the chief aim of putting forward

total brain development among its students. Since its
inception in the mid 80s, CMA continues to offer a
unique teaching system that highlights total brain
development. The CMA curriculum has been tested
and tried and proven to be a trustworthy method in
this area for almost 30 years. Its multimedia-based
curriculum is combined with the traditional way of
teaching abacus making CMA the leader in the field
of abacus learning.
CMA continues to train and upgrade the skills
of

its

lineup

of

certified

teaching

staff

and

management team. For more than a quarter of a

century, CMA has mentored scores of students who
are academic achievers as well as top winners in
major abacus competitions.
Today, CMA International is one of the worlds
fastest

growing

mental

arithmetic

training

institutions. From its birthplace in Taiwan, CMA has

2 | Page

found its way to China, Hong Kong, India, Malaysia,

New Zealand, Singapore, Australia, Egypt, Sudan,
USA, Philippines, Indonesia, Turkey and Thailand.
CMA continues to grow and enlarge its horizons to
more territories across the globe - helping one child
at a time.
CMA

Training

Center

Iloilo

Branch

was

franchised by Mrs. Mary Anne Therese Menchavez

and Vanessa Co in the year 2013.
B. Organizational Structure and Job Description of
Personnel

FRANCHISEE
Mary Anne Therese Menchavez & Vanessa Co
-- these two ladies are the pioneers of introducing the Classical MentalArithmetic
learning in Iloilo City. They have been given the right to offer such new learning experience to
Ilonggos because of their initiative to franchise this learning institution.

TTEACHER
Jeanete Manejero
- hands-on in
teaching CMA's
students to learn the
art of Abacus System
with the aid of
computers for their
visual presentations.

TEACHER
Mary Grace Anisco
- hands-on in
teaching CMA's
students to learn the
art of Abacus System
with the aid of
computers for their
visual presentations

TEACHER
Janzen Sano
- hands-on in
teaching CMA's
students to learn the
art of Abacus System
with the aid of
computers for their
visual presentations

C. Business Segments or Functional Units

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TEACHER
Ma. Galder Alido
- hands-on in
teaching CMA's
students to learn the
art of Abacus System
with the aid of
computers for their
visual presentations

There is no such as formal business segments

or functional units since they are only a franchise
branch, and they only offer one type of service
(teaching) unlike other businesses. Human Resource,
Accounting, Financing and Marketing Aspects of CMA
are maintained under one system directly connected
to their main branch in Manila. Moreover, every
learning materials and activities were provided by
the main branch. Thus, they just follow what the
main branch is imposing.
D. Products and Services Offered
CMA is a brain development program designed
to develop higher learning capability and aims to
promote mental arithmetic, enhance memory, boost
creativity, and increase focus using the principle of
Abacus.
An abacus is a manual computing device that
consists of a frame that holds parallel rods, which are
strung with movable counters. The Babylonians were
thought to have invented the abacus as far back as
500 BC but it was the Chinese who made it popular.
The abacus merely helps people keep track of

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numbers as they do the computing. The computing

happens inside the brain.
CMA and the abacus are two things that always
go together. Pretty much like bread and butter and
cheese and crackersyou dont usually see one
without the other.
II.

Project Planning
A. Objectives of the Project
To study the Classical Mental Arithmetic (CMA)
training centers information system; its hardware,

software IT, network and database.

Understand how does its Information System work

and interact.
Identify the organizations strategic uses of
Information

to

gain

competitive

advantage.
Identify some weak points (if any) of their
Information

System

System

and

suggest

possible

strategies.
Identify the possible risk, security and disaster
recovery of the organizations Information System.

B. Project Scope and Constraints

The study that the group will conduct refers to
the application of the topics that we have acquired in
Mgt 186 subject or Management of Information
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Systems and Technology in real life. CMA Training

Center Iloilo Branch is the business that have been
chosen and shall set the limitations of the said study.
Also, gathered information will be subject with great
care that its true purpose of helping both the
business and the group will be fulfilled. In addition,
the study encourages every group member to fulfil
the tasks specifically given to them. Each member is
obliged to help other members if problems may
occur. The success of this study will be based on the
fulfilment of the objectives that was set above. For
this to be possible, the group will be guided and
helped by the concepts and theories stated in
managing information system, the information that
will be acquired in the people of CMA Training Center
and the through the use of internet and information
from people who are experts in the field of IT and its
management. Throughout the study, a time table
was made for the group to keep track of the time
allotted for its completion and for the group to finish
on time. In case problems may occur that is out of
the hands of the group, they are encouraged to ask
assistance of the teacher and apply solutions for it to
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be solved.

Driven by the growing importance of

technology in businesses and the great assistance it

gives to businesses, this study is a great contribution
for its development where society also benefits.
C. Description of the Projects
Our group will conduct an interview with Ms.
Mary Ann Therese Menchavez, one of the franchisee
of CMA Training Center. Then, we will explore and
study how their pre-existing Information System
works. We will try to compare their pre-existing
Information System with the theories in the book. We
will try to look for the weak points of their institution,
if there is, and suggest better strategies applying the
Srategic

Uses

of

Information

System

that

are

discussed in the course for the betterment of their

business. We will also try to formulate a better plan
regarding the Management Information System of
the organization and propose the implementation of
the said plan.

D. Project Development Time and Cost

Time interval
August 27
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Description
Assigning of company

Cost
n/a

September 17

names (CMA)
Confirmation
interview

with

of

n/a

Ms.

September 21

Angel
Drafting of case study

n/a

September 23

paper
Interview

with

the

n/a

October 23

franchisee
Final interview

with

n/a

the Teachers

The rest of the semester will then be used by the group to

contemplate and come up with the Proposed MIS Plan for CMA
Learning Center.

III.

Project Analysis
A. Existing Manual Accounting/Database System

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CMAs existing manual accounting is done

through

bookkeeping.

The

registration/admission

process is written manually in a form where their

enrolees fill it up. Though these are being done
manually, on the further process, these data are
being encoded in their information system.
CMA outsources their accounting system to an
external accounting firm. This accounting firm gives
CMA instructions on what to do. CMA then, files the
information necessary in paying taxes to the Bureau
of Internal Revenue.
Their database system uses Microsoft Access.
They use this system for record keeping, billings and
class schedules. They also link their online practices
or exercises to their students on this database
system.
B. Existing MIS

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CMA has 1 LCD TV located at its lobby, 6

Personal Computer Units- all which of which have
internet connection. These 6 units are allocated to
the following: 2 PCs available for teachers use, 1 on
the front desk of the training center used for overall
transactions, and 1 PC for each of the three
classrooms. CMAs Internet Service provider is PLDT.
The Operating system used are Windows 7 (PC at the
Lobby and 2 units used by the teachers) and
Windows

for

the

remaining

units

in

the

classrooms.
CMA uses the basic Microsoft Access to create
their database system. This is where they store all
the information of their students, their lessons and
transactions necessary for their business. Their
software includes Assessment, Admission, Trial class,
Create Schedule, Pre- enrolee, invoice Payments, Kit
Insurance and Student Files. Books, Attendance,
Progress, Exam, Online Practice, Online Ranking and
Teachers fall under student file.

IV. Proposed MIS

A. System Requirements

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Even for a franchising business servicing a number of

students, it is necessary to have an Information System to guide
the flow of information inside the business. Since CMA learning
center is a service business catering the needs of individuals who
are willing to learn, it needs something that will help them
organize the transactions and records of every customer. CMA,
with its present system, does not really need to have a large
network to support its transactions. Neither has it needed to
have a major modification of the system. However, our group
came up with a slight recommendation, not really of altering nor
changing the system of CMA, rather, improving its system for an
efficient management of information.

Recommendations in terms of Hardware

Hardware
Description
Personal Computers
With DVD rom preferably
ASUS
Server
Monitors

Any Monitor with 1366 x

768 Pixels

Personal Computers brand and design were suitable

enough for the business since it is only used for keeping the
records, sending and receiving information to and from the main
office. The number of computers is too small in proportion to the
number of employees plus the students since they were only
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shared by them. Since they only have 2 PCs for open use, they
could add one. If they would opt not to add one PC because they
might think that two PCs are enough, they could at least use that
budget for the replacement of improvement of their hardware or
software when it is necessary to change them already.
They have one main PC which is enough to serve as the
head of the system where most of the transactions were made
and recorded. In terms of wires and cables, they were safely
positioned in their pre-existing layout.

Recommendations in terms of Software

Software
Description
Operating system
64 bit system

software

preferably Windows 8.1 or

Media Player

10
Preferably

Memory

Player
4gb RAM and 1 terrabyte

VLC

Media

ROM
The present Operating System of CMA are Windows 7 and
8 but our group would recommend Windows 8.1 or 10. Operating
System is the most important type of system software, thus for
an efficient and better operations and transactions it is important
to have a better and upgraded OS. Also, we noticed that inside
the classroom, they play a video for the students to watch before
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a demonstration of the lecture, but they dont have a specific

media player and that we noticed that the sound produced is not
of good quality. So, our group also would want to recommend a
better media player for the presentation of videos every lecture
so that the viewers could learn easily and at the same time enjoy
the show. It could be a VLC Media player preferably. Although we
havent

ask

about

the

memory

of

their

computers,

we

recommend that they improve their RAM and ROM so that they
would have an ample memory for every information transacted
and a high speed processing capacity of the computer.

B. System

Architecture

(topology,

networks,

telecommunication)
Since they just have a reasonable space for every
transactions, the positioning of the hardware is limited and
should be suitable for its specific structure. Also it should
consider the persons who are staying and using the area. Since
CMA is a learning center tutoring arithmetic and that most of its
students are children of young age, the positioning of the
hardware should be safe yet at the same time practical,
considering that the students are energetic and naughty that
they tend move carelessly and that the place is small for catering
large numbers of students. Wires and cables should be placed
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safe from the reach of young and naughty children. But of

course, PCs which are to be used by students should also be
accessible to everyone.
Flow of information should also be in a practical manner. The files
which are sent through internet and is saved in the main server
should be accessible by the monitors inside every classroom.

Below is the proposed flow of information which is efficient for

both the students and employees.

Learning

Visual aids coming from the

Main Training Center

These aids are then

forwarded to CMA, Iloilo
Branch via Internet.

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Visual Aids are used by

teachers
for
their
class
sessions with students.

Enrolment

Information of enrolees are

manually entered.
(Fill-Up Forms)

Students information are

encoded in the database
system which will be
accessible to both
students and teachers.

Further transactions
(payments and book
acquisitions) and online
activities by students is
consolidated in the
database system.

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C. Infrastructure (layout)
2
1
1

4
7

9
5
8

1 - Classroom
and students file
3- CR
5- Study/Play Area
7- Server
9- Entrance/Exit

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2- Teachers with computers

4- Computer for Student
6- Reception Table
8- Receiving Area

V. Implementation Plan
Given that CMA is a learning center, it does not need to
have a large network to support its transactions from every
customer. Also, their system requirements show that only little
changes is needed as to its hardware and software. It is
because they have already established efficient and effective
MIS that slight changes can only be made in their system for
further development. This part of the paper will present the
process of how the proposed system would be applied and the
factors that is to be considered before its application.
Planning the Implementation
Among all, this is the first step in implementation. This
include the identification and establishment of relationship
among tasks. The employees should be informed that a new
system will be implemented. This will evaluate if every person
in the workplace agree or is in favor of installing a new
system. Since it is prominent that installation of a new system
often gets a negative response to the users or to the
employees, it is better to be solved first and to make them
understand the need of a new system so that implementation
will run smoothly. Also, this requires an established schedule
to be followed. Other than that, it is essential in this plan that
cost estimate for the tasks will be prepared. In order that
future costs that will be incurred in the buying of hardware

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devices and software applications and other things that will be

needed in the implementation, this preparation of cost
estimates is very essential. Also, this will help the company to
minimize their spending in order not to damage their current
profits and savings. More to that, it is necessary that a
reporting and controlling system is established for evaluation
and assessment purposes in the future. Recording and
documenting the whole installation would really help the
company in case problems or questions will arise.
The implementation process
Generally

this

includes

the

process

of

actual

implementation of tasks as well as the installation of the new

system.
Firstly, in this part there should be acquiring and laying
out of facilities and offices. The place should be evaluated and
assessed if either the new system will acquire space or if there
is a need to make revisions in the place. Space planning must
be done and include the space to be occupied by people, the
space occupied by equipment and the movement of people
and equipment in the work progress. A large investment in
good working conditions will benefit the organization in the
future.
Secondly, in this part will require organizing the MIS
department or the group of employees that will act as

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custodian of the new system. Also, they are the persons that
will be tasked to support the new system. It is necessary that
the task of each member is clearly laid, understood and must
be assigned before the system becomes operational. If ever
some of the members needs more information about the new
system or they lack members, it is advisable that they
undergo training and hiring new workers.
Thirdly, the procurement of the new software and
hardware. This is an important step for it may involve huge
investments. Also, the procurement of new hardware should
be given proper care and ensure that the organization get the
best deal from the selection of hardware. It should also be
kept in mind that CMA is a learning center the hat is a service
business. The process of selecting and procuring requires the
preparation of possible vendors that have already been
evaluated, analyzed and checked their current credentials and
goodwill in the market. Next, there should be a prepared
proposal of complete technical details about the required
hardware systems and software that was suggested which
include the specifications, performance expectation

and

warranty and service quality requirements. After this, an

evaluation must be done so that a proper selection is
achieved.

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Fourthly, generating files and designing forms. In

generating files, actual data and actual data must be obtained
and recorded for the initial testing and operation of the
system. This requires format of the data, storage form and
format and remarks to indicate when the data have been
stored. It should also be kept in mind that responsibility for file
maintenance for each file item should also be assigned. On
the other hand, designing forms is needed in controlling the
marketing. A salesperson has to fill out the forms summarizing
the days activities. The form ensures the right information to
be supplied for computer storage. Forms are required not just
for input and output but also for transmitting data at
intermediate stages.
Fifthly, testing the entire system. As the total system is
installed,

tests

should

be

performed

with

the

test

specifications and procedure. A test during installation stage

consists of component tests, subsystem tests and total system
acceptance tests. Hardware and software components must
work well based on the specifications that was proposed. If
ever difficulties will occur on this components, design changes
may be made. This step will generate the strengths and
weaknesses of the new system.
The sixth step, requires the completion of the cut over
of the new system. This is a point at which the new

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component replaces the old component to the new system

replaces the old system. In this step, it is said that the new
system have already been installed. This would actually take
months to accomplished.
Finally, the last step involves the evaluation of the new
system and providing system maintenance. After the MIS has
been operating smoothly for a short period of time, an
evaluation of each step in the design and of the final system
performance should be made. Evaluation should not be
delayed beyond the time the debugging was completed. The
longer the delay, the more difficult it will be for designer to
remember important details. Providing system maintenance
refers to control of the systems which means the operation of
the system as it was designed to operate. Maintenance is
closely related to control. Maintenance keeps the MIS at the
highest levels of effectiveness and efficiency within cost
constraints. Maintenance in the system will be directed
towards reducing errors due to design, reducing errors due to
environmental changes and improving the systems scope and
services.
Disaster Recovery Plan
After the implementation process, this part of the plan
ensures security and reduces risk in case disasters will come.
Since it is an event that is least to be expected, preparation is

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the best remedy to face the probable effects that could ruin
the current system. One step that should be taken is to
establish a committee that will be in charge in administering
the emergency procedures. Another is to identify the possible
operations that will be greatly affected and will not be affected
by the disasters as well as those applications that will be
important in establishing the plan. After this, the management
may choose what recovery plan which includes an alternative
system provided by a reliable vendor. Then, the plan will be
developed and implemented wherein it will include informing
the responsibilities of each worker. Testing the plan which
includes mock disasters follows to make sure the effectivity of
the established plan. It should be kept in mind that testing and
evaluating the formed plan should be continued for authorized
employees should be aware of the plan always. Installing
firewall, anti-virus software, UPS or Uninterruptable power
supply,

and

backing-up

files

were

just

some

of

the

precautionary measures that a business should take in order

to avoid disasters that an Information System may encounter.
The following must be followed in order for the proposed
MIS to be effective. Though it would entail costs and time, still,
this would help the organization to improve their current
operation.

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VI. Conclusion and Recommendation

CMA Mental Arithmetic is a learning institution which

focuses on brain development for a higher learning capability
that aims to promote mental arithmetic, enhance memory,
boost creativity, and increase focus of a child. The lessons
were always fun and they use multimedia-based teaching, elearning and of course a hands-on training. With these
advocacy, our group couldnt anymore supplement further
advocacies for this well-established organization. We agree
that multimedia and e-learning has now given a great
influence over students especially children in learning. Aside
from its stimulating ability for learning, students nowadays
tend to focus more on media for it is entertaining and
amusing. But lets not forget that reality still is the best way
for learning. We encourage CMA not to rely mostly in
multimedia, rather use it as a supplementary tool for learning.
Nevertheless, we commend CMA for not only limiting its
advocacy of teaching students through abacus but also using
technological tools because in that way they make wellrounded students.
The geographical location of CMA is very significant and
important in marketing its services since it is located just
along the Iloilo Esplanade which is known to every Ilonggos. It
is easy to locate since it is near an eminent place and located

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near the heart of Iloilo. The building was not solely for CMA
because it is shared with other organizations and their rooms
were located upstairs. But there is support beside the railings
to prevent anything or anyone from falling down.

The only

constraint with regards to the building is that the living area is

too narrow spaced and the TV monitor was positioned too high
that the viewers tend to stare up and it may cause stiff neck
especially for children.
Natural

Disasters,

Black

out

and

Brownout,

and

Vandalism were the unanticipated events that might bring

trouble in any business as well as the technological tools they
used. CMA should prepare to prevent these events from
committing dilemmas to the business. An uninterruptable
Power Supply System is recommended for the company in
case of brownouts to avoid loss of data and damages.
All in all, CMA learning center may opt not to improve its
Information System if they feel that it is not that necessary
since they were still a small business. But in case they may
expand in the future, they are very much free to refer in this
this MIS Plan.

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VII. References
Mishra, D. (2012). Implementation, Evaluation and Maintenance of
Information System. Retrieved from LatestTechnoManias:
http://latesttechnomanias.blogspot.com/2011/08/implementa
tion-evaluation-and.html
Oz, E. (2009). Management Information Systems 6th Ed. Boston:
Cengage Learning, Inc.
Thakur, D. (5 December, 2015). Implementation of MIS. Retrieved
from Computer Notes:
http://ecomputernotes.com/mis/implementation-andevaluation/implementationofmis

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