INTERNAL ASSESSMENT

TABLE OF CONTENTS

Content Page

Problem Definition

Gantt Chart

Analysis of the problem

Analysis of Observational Checklist

Analysis of the interview

Analysis of Questionnaire

Graphical Representation of Data

Identification of possible solutions

Evaluation of Possible Solutions

Selection of Solution

Justification of Solutions

References

Appendices

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 PROBLEM DEFINITION

May Pen Academy is a private school located 18A Bryan Crescent, May Pen, Jamaica. t has been

operating for the past 10 years offering several different courses to the public. The school is currently

being administered by the principal, Mrs. Haughton, put in place by the directors, Mr. and Mrs. Calvert

who founded the school.

The information systems are obsolete, records are being stored in files and registers, with no electronic

back up which is not secure and can be lost at any time. Other than the office files, the tuck shop also uses

a manual information system, twice daily they have to manually tick off everything used and calculate the

money used and how many was sold and what is left, which takes a good period of time and sometimes

preventing employees from going home when their daily hours are up. Due to the increase in students, this

system has been more overwhelming to do, because more items are being bought and ordered. The only

benefit to this system currently is its simplicity but the tediousness of it out weights that advantage. In the

case of the delivery of goods are late, it can be seen that the tuck shop cannot open until they check off

every single item, causing the late opening of the tuck shop.

Methods being used presently are quite simple, however, they are time consuming and inefficient. The

way by which the office keeps the records are just written up and stored centrally and is locked up in

drawers. In the tuck shop, a print out of the items being offered in the tuck shop was provided from the

office and labelled with the date and records the number of items sold and their cost.

The totals are then calculated and rechecked at the end of the day, having fixed any credit or debit

returned. Changes from item that have been exchanged or returned, has to be manually updated as well as

the calculations done. The daily records are then sent to the office for filing.

The problems being affected in this system can result in a loss of money if the employees are not

consistent or efficient in keeping track of the items and which affects the capital in the business. This will

result in teachers and other staff members not being on time; in the case that this problem is unattended to.

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 It is in the stakeholders best interest that the record keeping of May Pen Academy is automated which

can lead to a more efficient, controlled, and secure operation. It being upgraded to an automated system

will allow the workers to enter records faster, easier and more secure, because in the case of a fire records

are exposed and could not be recovered for there is no backup system.

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GANTT CHART

5
 ANALYSIS OF THE PROBLEM
The three fact finding techniques that will be used to gather information on the problem which will be

reviewed to determine the possible solutions to the problem are observation, interview and questionnaire.

FIRST METHOD OF DATA COLLECTION:

In order to gain firsthand knowledge of the system, the researcher will observe the schools tuck-shop

and canteen and offices system to determine what solutions would be best in upgrading the system in

order to fix its problems. Keen attention will be paid to the procedures of how documents are filed, how

goods are checked off in the tuck-shop, how quickly a customer is attended to and how efficiently; as well

as observing the level of computer technicality already present in the business.

Observational Checklist

Task Observed

Procedures of filing a document

How files are stored presently

How long it took to find a file

How goods are checked off in tuck shop

How quickly a customer is attended to

See whether visitor demands were met

Level of technology already present in the business

Observe the back up system( taking in account how often

documents are backed up)

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 Analysis of Observation

In an attempt to gather information on the organization and observation was carried out for 2 days for 30

minutes each, where topics featured in the observational checklist was focused on. The following results

were noted:

Documents are filed in a file jacket that is labelled with the subject and the school name.

Currently, some files are not in any kind of order, however, employees are working on it

but it is time consuming and so is not yet completed.

Files are stored manually in metal filing cabinets and desks

It was also observed that the average time it tool to find a file varied. It really depends on

the nature of the file and how old it is; the average time observed was 10-20 minutes.

Goods are checked off in two manners, check off right after a delivery ( where goods are

accounted for and cross checked to see if everything has been delivered and then receipts

are filed to the bill payment file) and another to account for the daily sales ( Actual sales

accounted for is recorded in the daily sales book and what is returned is recorded in an

internal daily sheet which is kept so a monthly or quarterly financial report can be drafted.

A picture of how these records are kept can be found in the appendices.

It was observed that customers were attended to quickly and most of the times demands

were met. However when demands were not met, it was due to files not being located.

Level of technology currently in the school, was observed to be kind of impressive because

it is in fact a small school. Technologies include:

Computers (Desktops and several laptops)

All inclusive printer ( printer, fax, scanner and photocopier)

Security Cameras

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 Intercom System with a wireless microphone

Automatic bell system

Projector

A back up system is present. It is attached to the desktop where it is backed up on a daily

basis. Having enquired about any mishaps with the system, the secretary explained that there

was a hard drive crash on the desktop in which most of the files could have been recovered due

to there being this system.

SECOND METHOD OF DATA COLLECTION:

As well as conducting an observation, an interview was done with the secretary of the school who

plays a great role in the organization and who is involved in all aspects being researched. Interview

questions will be focused on the effectiveness of the current system and the problems that it has, how

these problems affect this employee and what he or she has done to solve them. This means of data

collection enables a more free interaction with the interviewee(s) allowing the researcher to have the

opportunity to pay keen attention to the persons body language as well as being able to request a more

clearer response if necessary. One drawback to this, however, is that it is time consuming.

8
 Interview with Secretary

1. What is your position at May Pen Academy?

Response: Secretary

2. Do you find the current information system effective?

Response: No, it is not really effective.

3. Do you think that an electronic upgrade of the current information system would benefit this

school?

Response: Yes, because it would be easier, faster and more effective.

4. Do you believe that office files could be better presented?

Response: Yes

5. What are some of the drawbacks in the current information system that you observe?

Response: Storage and Organization of files needs improvement, Files are sometimes misplaced

or hard to find due to non specific labeling etc.

6. Having observed these drawbacks, why havent the school attempted to fix them?

Response: They have attempted but due to great deal of corruption in previous management of the

office, the new administrators are still trying to recover but are still unsuccessful; however, it is

better than before.

7. As there been any theft in this organization?

Response: Yes there has been theft.

8. Have you as an individual tried to improve this organizations information system?

Response: I have tried to improve the awareness of the schools stakeholders by recreating the

Facebook page and do the best at my job.

9. Do you find it tiring when organizing files?

Response: Yes I do

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 10. Please grade your computer literacy on the scale 1-10.

Response: 4

ANALYSIS OF INTERVIEW

Having reviewed the responses of the interviewee, it is observed that the lack of effectiveness and

efficiency of the system is currently causing the most problems as well as it being time consuming and

files are not properly secured. In addition to this, a training session will need to be scheduled to help

employees improve their computer literacy, because so far in investigating the level of computer

literacy in this organization has proved to be basic. In conclusion, based on responses the new system

would need a data security system so only authorized personnel will have access to certain files so as

to prevent theft etc.

THIRD METHOD OF DATA COLLECTION:

A questionnaire is a set of questions for gathering information from individuals. You can administer

questionnaires by mail, telephone, using face-to-face interviews, as handouts, or electronically.

Questionnaires are ideal to collect data in that it is inexpensive, convenient and is completed anonymously

and so respondents identities are protected. Ten questionnaires were printed consisting of 20 questions

drafted to gain a wider range of perspective on the problem from the employees. A copy of the blank

questionnaire can be found in the appendices.

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 ANALYSIS OF QUESTIONNAIRE
FIG. 1 AGES RANGE OF EMPLOYEES WHO ANSWERED
THE QUESTIONNAIRE
Percentage of Employees 40%
40%
30%
20% 10% 20%
0%
23-27 years old
48 Years old
Over 50 years
old Did not state
their age
Ages Stated

A total of ten questionnaires were issued and returned, of which two persons did not state their age, of the

remaining eight (8), 3 were over the age of 50, another stated 48 years old and the remaining 4 were

between the ages 23-27 years.

FIG. 2 SHOWS THE GENDER OF EMPLOYEES WHO

PARTICIPATED IN THE SURVEY

30%

Female
70% Male

70% of the participants were female and 30% were males.

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 FIG. 3 CHART SHOWS THE POSITIONS OF
THE PARTICIPANTS
Did not state position 10%

Position of Employees
Teachers 40%

Auxillary Staff 30%

Secretary/Bursar 10%

Principal 10%

0% 10% 20% 30% 40%

Percentage of Employees

These participants job titles varied. One participant was the Principal, the other was the secretary/Bursar, 3

were members of the Auxiliary staff, and four stated that they were teachers (of which one was a senior

teacher). One participant did not state his/her position.

FIG. 4 DESCRIPTION OF THE CURRENT INFORMATION SYSTEM

IN THE SCHOOL
40%
Percentage of Employees

40%
30% 30%
20% 10%
10% 10%
10%
0%
Did not Good
answer the Very Good
Very Good
question Listed the
and Children
work with type of
the teacher systems

Responses

The participants who participated in the collection of data has a balance of experience and expertise with
the system which could give a well-rounded response to the questions asked. The data collected for this
research is one of credibility this is so because, the participants had one on one experience with the
schools system, hence their response were credible. In question four, 40% of the participants did not
answer the question,, 10% stated good for the response, 10 % stated that the system is very good, 10%
stated that the system is very good and children work with the teacher. 30% of the participants listed the
type of systems that the school uses Therefore, of the 100%, only 30% actually answered the question,
40% did not answer and 30% misunderstood the question based on their response.
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 FIG. 5 CHART SHOWS HOW FILES ARE STORED IN
THE SCHOOL

Percentage of Employees
60%
50%
40% 30%
20%
20%
0%

Selected both
options Decentralized
Stored centrally

Options Offered

30% selected both options given in question five(5), 20% stated that the files are decentralized. 50 % of

the participants stated that the files are centrally stored.

FIG. 6 CHART DEPICTING THE EFFECTIVENESS OF

THE INFORMATION SYSTEM

Not effective, takes long to find files 10%

Employees' Responses

Partially Effective 10%

Did not answer the question 10%

Effective because of centralization and 70%

team work

0% 20% 40% 60% 80%

Number of Employees

This question required expressive responses, 70 % expressed that the systems is effective and the

centralization and team work are the factors that are responsible for this effectiveness, 10 % did not

answer the question, 10% of the participants said that the system was partially effective and 10% said it

was not effective., because it takes longer to find files and sometimes files cannot be found. However, in

this case majority does not rule, because 10% that denied its effectiveness was the secretary/Bursar who

has one on one with the system daily, the primary person for the files, hence the majority who spoke on its

effectiveness probably was not familiar with the system compared to the secretary.
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 FIG. 7 SHOWING HOW LONG IT TOOK TO FIND A FILE

Percentage of Employees
50%

0%
Five minutes
Five and Thirty
minutes 30 minutes
Longer than 30
minutes
Options

40% of the participants said that the files took five minutes to be found, 40% stated that the files both took five and

30 minutes to be found, 10% said it took 30 minutes and the remaining 10 said it took longer than 30 minutes.

FIG. 8 STOCK TAKING IS....

10%

20% Manageable

Short and quick

70%
All: Tedious, manageable,short
and quick

In question 8, 70% said that it is manageable to take stock, 20% claimed it is short and quick. 10% selected all

three options (Manageable, short and quick and Tedious); indicating that his/her experience with taking stock

varied.

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 FIG. 9 PARTICIPANTS WERE ASKED IF THEY WERE ACCEPTING OF A
COMPUTERIZED SYSTEM UPGRADE

Options Offered
No

Yes

0% 20% 40% 60% 80% 100%

Percentage of Employees

100% of the participants said yes to a computerized order system in question 9.

FIG. 10 WOULD MAY PEN ACADEMY BENEFIT FROM A

COMPUTERIZED SYSTEM?

40% Did not answer the question

60%
School would benefit because
more time efficient and easier to
find files

In question 9, part b 60 % of the participants did not answer the question, while 40% said May pen

Academy benefit mainly because the time of finding files would be shorter because it would be easier to

find the files.

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 FIG. 11 IS THERE A BACK UP SYSTEM? RESPONDENTS ANSWERED.....

Percentage of Employees
100% 70%

50%
10%
0% 10%
10%
Did not answer the
question Not Applicable
Yes, there are UPS
Back up system Yes, aware but do
not know how to
use
Respondents Responses

Question 10: 70% did not answer the question, 10 % said not applicable, 10% said yes there are UPS back
up system, but not sure how it works, the other 10% said yes and is aware how the system works.
Evidence of this is that the response given was the UPS stores information as well as gives extra power
storage time.

FIG. 12 FILES HAVE BEEN MISPLACED/ DAMAGED BECAUSE THERE IS NO

BACK UP SYSTEM....
Percentage of Employees

40% 40%
20%
20%
20% 20%

0%

Once or twice
Never
Do not recall
Did not answer the
question
Options Offered

20% answered question 11 saying that a file has been misplaced or damaged and could not be replaced,
due to there being no back up system, 20% said it never happened. The other 20% did not answer the
question and the remaining 40% claimed they do not recall, however one of the participants went on to say
the hard drive did crash but all files were not recovered.

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 FIG. 13 PARTICIPANTS WERE ASKED IF DOCUMENTS ARE
PROFESSIONALLY PRESENTED , THE CHART SHOWS HOW THEY
RESPONDED....

10%
20%
Yes
No
70%
Did not answer

70% of the participants answered yes, files are outlined in a professional manner; while 10% ticked no and

the remaining 20% did not answer at all.

FIG. 14 ARE PAY SLIPS ISSUED IN A TIMELY MANNER....

Percentage of Employees

90%
100%

50% 10%
0%
0%
Yes No Created a 'sometimes'
option
Options

90% said that, they are issued in a timely manner and 10% did not answer but created a sometimes

option and checked it.

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 FIG. 15 HAS THERE BEEN ANY DISCREPANCIES IN THE OFFICE?

80% 70%

60%

40%
20%
20%

0% 10%

Said no
Yes, they were
discrepancies because of Yes, and stated the
previous management discrepancies

In

answering 13b, expressive answers were needed, 70% stated no, 20% answered yes; elaborating that there

have been a lot of discrepancies due to previous management personnel. 10% went on to state the type of

FIG. 16 HAS STOCK TAKING CAUSED THE LATE OPENING

OF THE TUCK SHOP

100%
Options Offered

No

Yes 0%

0% 20% 40% 60% 80% 100%

Percentage of Employees

discrepancies, e.g. financial books being undervalued.

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100% answered no, the tuck shop has not opened late, due to stock taking being incomplete.

FIG. 17 EMPLOYEES WERE ASKED, "AS AN EMPLOYEE WHAT HAVE YOU

DONE TO BETTER THE ORGANIZATION?"

40%
Did not answer the question
60%
Said yes and listed what they tried
to do

Being asked the question, How have you as an individual, tried to improve your organizations

information system? the results varied While 60% of the participants did not answer the question, the

remaining 40% attempted it, saying either that offered advice, kept accurate records. Another said the

schools Facebook page was recreated to improve awareness of stakeholders. Lastly, the principal spoke

about the implementation of systems, e.g. BLAST.

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 FIG. 18 HAVE YOU RECEIVED LUNCH LATE BECAUSE OF THE LATE
OPENING OF THE TUCKSHOP OR CANTEEN?

Percentage of Employees
40%
20% 30%
20% 30%
20%

0%
Frequently
Rarely
Never happened
Can't recall
OPTIONS OFFERED

Frequently and rarely were ticked by 40% of the participants equally. While the remaining 60% was

shared equally between options, never happened and cant recall on the issue of receiving lunches late

because of late opening of the tuck shop.

FIG. 19 DIRECTORS AWARE OF THE PROBLEMS IN THE

ORGANIZATION?

20%

Yes
20% 60% No
Did not answer

20
60% of the applicants vouched for the directors awareness of problems in the system. 20% answered no,

the other 20% did not answer (one wrote not applicable).

FIG. 20 HAS THERE BEEN ANY THEFT IN THE SCHOOL?

30%
Percentage of Employees

30%
30%
20%
20%

10% 10%
10%
0%
No theft
Do not know
Not Applicable
Yes, Twice since
Sept 2015 Left it blank

Employees Replies

Question 18 required written answers, 30% said that there was no theft 20% claimed they did not

know, 10% answered N/A; another 10% said yes, twice since Sept 2015. The remaining 30% were left

blank.

FIG. 21 How many goods does the tuck shop

receive daily?
Did not answer the
10% question
10% Not applicable
40%
10% Not daily
10%
1000
20%
120

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On the amount of goods the tuck shop received daily, the responses varied. 40% of the persons did not

answer, 20% said not applicable and the remaining 40%, each person has a different answer; Not daily,

1000, 120 and Not easily quantified respectively.

FIG. 22 NUMBER OF PEOPLE THE CANTEEN SERVES DAILY

10% Did not answer the question

10%
40% 1000
10%
Student-135, Teacher- 13

10% 80

10% 10% 200

over 200
150

40% did not answer the question, the other 60% estimated either, 1000, Students-135, Teachers-13, 80,

200, over 200 and 150 is the number of pople served by the canteen daily.

22
 FIG. 24 TIME FRAME OF FINDING A FILE

Percentage of Employees 40%

20%

0%
3-4 minutes
10- 15 minutes
Over 30 Minutes
Both 3-4 and 10-15
minutes
Options Offered

Being asked the average time it took to find a file, 40% said 10- 15 minutes, and 30% sided with 3-4

minutes. 10% said it took over 30 minutes, while the remaining 20% ticked both 3-4 and 10-15 indicating

that persons have had different experiences with the system.

FIG. 25 CHART SHOWS THE RESPONDENTS RESPONSES WHEN ASKED TO

GRADE THEIR COMPUTER LITERACY/ CAPABILITY

10%
30%
60% Advanced
Basic
Novice

Lastly, in grading their computer literacy, 60% graded theirs as advanced, 30% said basic and 10% ticked

novice.

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 IDENTIFICATION OF POSSIBLE SOLUTIONS

After reviewing and analyzing the problem with the help of the three data collection methods

(questionnaire, interview and observation) three possible solutions to the schools problem was chosen.

These are:

Solution One

Database Management Software

Authorized staff has access to the database with their own computer

An intranet network

Immediate Backup System

The database management software that would be used is Microsoft Office Access to record files

of the organization so as to solve the problem for employees and especially the secretary, not being

able to quickly and efficiently retrieve files and data needed for the running of the business. This

solution will solve simpler problems such as to correct mistakes easily, prevent confusion and save on

certain resources like buying less paper. There will never be the inconvenience of illegible writing as

records will not be hand written. With this implementation not only does the office benefits but the

school at large because it is the offices outdated system that causes some of the problems in the other

aspects of the school, namely the tuck shop. The tuck shop will also have access to this database and

can easily enter the information for stock taking.

Each authorized staff member will have their own computer to access the database and be able to

record or retrieve any information simultaneously. To protect the security this database management

system will be password protected therefore preventing the schools confidential information from

being exposed to unauthorized personnel.

The use of an intranet network will allow effective communication between employees because they

will be connected through their technological devices. It is over this network that employees will be
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 allowed to simultaneously have access to this database at any time of the day, therefore security

control measures is strongly enforced since every computer is on the same network.

Lastly, the immediate back up system will allow each system to always update the database as soon as

a change as been made, filtering to each database on the network; also having a duplicate in case the

computers experience a crash.

Solution Two

Create a web-based specialized software

Staff, parents and students will have access to this software

Each person will need a username and a password

Accessible over the general internet

The software will be an extension of the school website where stakeholders can see important

information about the school as well as be directed to desired pages. Upon pressing the WBS button, one

will be teleported to a page where they will have the opportunity to enter a username and a password. In

the case that it is information that is connected to a students account is entered then students will be able

to view their grades, retrieve assignments and participate in online class discussions. On the other hand,

teachers will have the features to update students grades, attendance, update assignments, and

communicate with parents and students easily, etc. In the case that the info login is connected to a parent

account, parents will be able to keep updated on their children performance and talk with teachers.

Administration will be able to update records concerning the business electronically therefore preventing

errors and promoting efficiency, retrieve files just by typing in keywords related to the file and the overall

effectiveness of the business. In addition to this, other staff members like the tuck shop will also be able to

update the stock easily by having a computer that is connected to the software stationed in the tuckshop

where each time an order is placed, it is then updates the records automatically therefore eliminating the

work of manually checking off she item sold daily.

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 This software will be accessible over the general internet but only stakeholders with login information

will be able to access the information therefore ensuring security. A back up system will not be necessary

as information uploaded to the internet can not be affected by a crash, however this application will be

built in such a way that any changes made will be immediately saved and updated so as to prevent lost of

information.

Solution Three

Spreadsheet Software

Authorized staff has access to the database with their own computer

An intranet network

Immediate Backup System

Much like a database solution in which offers similar features but advance calculations can be made; so

financial reports can be easier to calculate will be more efficient and effective and time overall will be less

as the bursar will not have to manually calculate each transaction. Microsoft Office Excel will be the

spreadsheet software utilized to solve the problems faced by the business currently. Records will be

inputted into the system and will be labelled accordingly and a simple browsing of workbooks, one can

identify the desired information easily. Again like database, employees will be able to communicate over

the schools intranet facilitating effective communication. Excel spreadsheet will be backed up

immediately after an update is made to prevent lost of information.

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 EVALUATION OF SOLUTIONS

SOLUTION ONE: DATABASE MANAGEMENT SYSTEM

The implementation of a database system which will govern the schools information system will

require a computer, database management software, intranet network and appropriate cables required. This

implementation will significantly benefit this institution as it will improve the efficiency and effectiveness

of operating the schools filing system.

Upgrading to this electronic system, files will be easier manipulated and can be found easily; therefore

moving closer in solving the overall problem being faced in the office. Every aspect of the schools

operation is governed from the office and so the inability to find files and efficiently record and store them

affects the rest of the school. For example as questioned on the questionnaires, one of the challenges face

by the school was the late opening of the tuck shop which was caused by time consuming stock taking,

etc. This problem was originated because the office did not utilize technology to solve this problem

before, there being no proper organization of the manual filing system currently; and there being lack of

technological inclined individuals being hired.

Advantages of Database Management System over a filing system

No redundant data Redundancy removed by data normalization

Data Consistency and Integrity data normalization takes care of it too

Secure Each user has a different set of access

Privacy Limited access

Easy access to data and recovery

Flexible
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Disadvantages of Database Management System over file system

DBMS implementation cost is high compared to the file system

Complexity: Database systems are complex to understand

Performance: Database systems are generic, making them suitable for various applications.

However this feature affect their performance for some applications

Having outlined the following advantages and disadvantages; it is evident that the good out weighs the

bad. However, the cons to this system as outlined above can be easily subdued, as the cost of creating the

database system will not be that costly because the school already have access to all software and

hardware requirements already and so the cost of implementation will not be so high.

Due to the complexity of database management systems, employees will require 2-3 weeks of training

in order to successfully master this change in system. However, having undergone training it will be quite

easy to manipulate any database system; Microsoft Access for example. It should also be noted that the

only legal requirement is when purchasing the software and one agrees to not misuse or violate any

agreements set out by the manufacturers; Microsoft. Users will not be inconvenience at any point as no

identification like credit cards numbers or national identification will needed, however, any information

that is inputted will be secure as the system will be protected with a password to prevent unauthorized

access.

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 SOLUTION TWO: CREATION OF WEB-BASED SOFTWARE

Hardware and Software requirements

To implement this solution: an internet connection, computers and the actual software will be needed.

Because this software will be created from scratch, a software programmer would need to be hired to

create it. The office already has computers and internet connection so only the software will need to be

created.

Costs for implementation

To create this software it will cost approximately $15000-30000 US depending on the complexity of the

design and variety of features. With observation of the school's finances, this solution can only be

acquired with several years of budgeting. A series of test will need to done to determine if the interface is

compatible and not many errors can be found within the software. Along with cost of implementation and

testing the software, someone will need to be hired to train employees to use this system efficiently will

last for 5-6 months. Although this will be time consuming, the overall performance improvements will

outweigh this. To hire a trainer the firm is estimated to incur an expense of $500 US for the duration of the

time.

Network and data communications

Since the software will be done over the internet and not over a intranet, and the chat room will be created

on the system to facilitate communication not only between staff members, teachers and students and

teachers and parents. This will allow the business to run efficiently because communication will be more

effective.

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 Legal Requirements

It will need to be approved by the board of education and the directors of this school before this software

can be implemented; as well as going through copyright measures.

SOLUTION THREE: SPREADSHEET SOFTWARE

Hardware and Software Requirements

In order to fully implement the spreadsheet software to fix the problem at hand, a computer, the Microsoft

Office Excel software, intranet network and appropriate cables will be required. This application software

will prove beneficial as it will improve the efficiency and effectiveness of the schools filing system

Network and Data communication

Much like a database, the network that will be used is an intranet, allowing internal personnel to

communicate with each other to get work done. This network supports the sharing of files, spreadsheets or

any other media that needs to be disseminated.

Advantages

Editing- data can be entered and edited easily into a worksheet.

Formulas- spreadsheet offer several functions that can be manipulated to perform various

calculations. These formulas feature different functions like SUM, COUNT, MIN, MAX, etc

which each has its own purpose.

Present Functions- as a beginner one may not be too familiar with the advance formulas in

spreadsheet and so some of the basic preset functions will aid you in completing the task without

having to manually enter the formula.

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 Graphical Displays of Data- Having done your calculations, the spreadsheet can be manipulate to

create visual graphs and charts to make the data easier to learn and more conducive for a

presentation of the data.

Disadvantages

Vulnerable to Fraud

Susceptible to trivial human errors

Difficult to Troubleshoot or test

Obstructive to regulatory compliance

Unfit for agile business practices

Not designed for collaborative work

Hard to consolidate

Incapable of supporting quick decision making

Unsuited for business continuity

Scales Poorly

Although Spreadsheets hosts several disadvantages, those disadvantages can probably be sidetracked to

get the work done. Having analysed both the advantages and disadvantages, the researcher thinks that

spreadsheet could not be an independent solution for it would not fully solve the problem at hand and so it

would be better to use spreadsheet only as companying software.

COSTS FOR IMPLEMENTATION

Costs for implementation will really be nonexistent as the school is already in possession of the

hardware and software requirements, however, costs for hiring someone to train the employees how to use

the software efficiently will probably amount to $4000 per session; and based on the employees report on

31
their computer literacy, they will only need a few sessions as the majority graded their literacy as

advanced and basic.

USERS, INERFACE AND OTHER ISSUES

This is a general software owned by Microsoft, before release, it was tested for user compatibility.

Because of this, we are sure that employees will be able to easily use and manipulate data. To implement

this system is easy as after the couple training sessions, employees can begin to store the data. Any other

issues such as legal affiliations, environmental and technological will not hinder the implementation nor

will it impact the society negatively.

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 SELECTION OF SOLUTION

Having evaluated all three solutions, the researcher have decided that Solution Two would be the ideal

solution, however, due to the time frame and the expenses that it attracts; it would be better to use Solution

One to solve the problem that the office currently faces. Additionally, the use of spreadsheets will also

prove beneficial to the organization as it will allow the office to perform complex calculations to for pay

slips, financial reports and other documents with calculations; as well as using it to create graphs that will

present business data visually.

Combining both solution one and three for the short-term will prove beneficial, however, while

implementation of these solutions, it is in the best interest of the school to try to still acquire Solution

Two for the future as it really is the ideal system that the school needs. It is not best to just opt and put the

school through that big of an investment and the length of time it would take to train employees would

prevent the running of the business for too long.

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 JUSTIFICATION OF SOLUTION

Database Management Software

Authorized staff has access to the database with their own computer

An intranet network

Immediate Backup System

Microsoft Office Access (DBMS) is the software that is implemented to record and store files

electronically. Compared to the other two solutions, this software is easier to implement, more cost

efficient as well as time efficient. It is relatively easy to manipulate and will get the work done.

The use of an intranet allows the sharing of documents on peripheral devices and enables communication

between employees.

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 APPENDICES

QUESTIONNAIRE

This form of data collection was chosen in order to gather information on the school, May Pen Academy,

so that it can be concluded how efficient the information system is presently and how it can be improved

electronically. Please read the questions below carefully. Please answer close-ended questions (multiple

choices) by ticking the box of the corresponding answer.

1. Please state your age______

2. What is your gender?

Male

Female

3. Please state your position at May Pen Academy: _______________________________

4. What type of information system is presently used at your school? Describe your schools system.

_______________________________________________________________________________

_________________________________________________________________

5. How are files stored in your organization?

Centrally (in one set place)

Decentralized (each department keeps their own files)

6. Do you find this system effective? State your answer and support with a reason.

_______________________________________________________________________________

_________________________________________________________________

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7. How long does it take to find a desired file?

Five minutes

30 minutes

Longer than 30 minutes

8. Is it tedious to take stock count of goods available?

It is very tedious

Manageable

Short and quick

9. Would it make it easier to have a computerized database of all goods that is automatically updated

when a order is made?

Yes

No

b. In what way, do you think this would benefit May Pen Academy? Please elaborate below.

_______________________________________________________________________________

_________________________________________________________________

10. Is there a back up system for organizations information? State your answer and explain how

information is backed up presently.

_______________________________________________________________________________

_________________________________________________________________

11. Has a file ever been misplaced or damaged that could not be replaced due to there being no back

up system?

Once or twice

Never

Cant recall

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12. Do you believe that the documents presented by the office are professionally outlined?

Yes

No

13. Are your pay slips issued in a timely manner?

Yes

No

b. Have there ever been any discrepancies in your files due to poor office management? Explain below

telling me what happened in the situation.

__________________________________________________________________________________

__________________________________________________________________________________

____________________________________________________________

14. Has the tuck shop opened late at lunch time because stock taking was not finished?

Yes

No

15. How have you as an individual tried to improve your organizations information system?

Explain below

_______________________________________________________________________________

________________________________________________________________

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16. Have you received lunch late because of the late opening of the tuck shop or canteen?

Frequently

Rarely

Never Happened

Cant recall

17. Is your director aware any problems with your office and tuck shop information system?

Yes

No

18. Has there been any theft in May Pen Academy because of this inferior information system? Please

state your answer and explain the situation that occurred.

_______________________________________________________________________________

_________________________________________________________________

19. How many goods does the tuck shop receive daily? Number of Goods:______

20. What is the estimated number of persons (students and staff) does the canteen serve daily? Give

your estimate:__________

21. What is the average time does it take the office to attend to a person visiting the school?

3-4 minutes

10- 15 minutes

Over 30 Minutes

22. Grade your computer literacy.

Advanced

Basic

Novice

38
 OBSERVATIONAL CHECKLIST

Task Observed

Procedures of filing a document

How files are stored presently

How long it took to find a file

How goods are checked off in tuck shop

How quickly a customer is attended to

See whether visitor demands were met

Level of technology already present in the business

Observe the back up system( taking in account how often

documents are backed up)

Observe employees dedication to their work

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 INTERVIEW QUESTIONS

1) What is your position at May Pen Academy?

2) Do you find the current information system effective?

3) Do you think that an electronic upgrade of the current information system would benefit this

school?

4) Do you believe that office files could be better presented?

5) What are some of the drawbacks in the current information system that you observe?

6) Having observed these drawbacks, why havent the school attempted to fix them?

7) As there been any theft in this organization?

8) Have you as an individual tried to improve this organizations information system?

9) Do you find it tiring when organizing files?

10) Please grade your computer literacy on the scale 1-10.

40