Integrated Data Processing System 1 of 1

Subject: Integrated Data Processing System

From: "Ketan Bhatt" <ketan_bhatt@hotmail.com>
Date: 2005-03-31 12:16
Note in next 2 pages remain valid as on 31-Oct-2010.
Attachments: IDPS.DOC
To: cao@iimahd.ernet.in
CC: rita@iimahd.ernet.in Probably this is the first ever note on application software
that integrate all academic/general administration.
Dear Sir,

Please find attached herewith Mictosoft Word document titled IDPS.DOC

This is in reference to my meeting with you earlier this month, wherein you
asked me to prepare a document regarding development of an integrated data
processing system for our institute. Attached document very briefly
describes, what lies in store if institute decides to go for such a
solution. Please let me know in case you expect me to refine on any aspect
of this document.

As for proposed changes in application software of Transport Section, which

prompted our meeting, the same have been implemented to satisfaction of Mr.
Unnikrishnan (EO) and Mr. Arun (Tran. Sup.)

Regards.

- Ketan
+------------------------------------------------------------------------+ Ketan
Bhatt, "OM", 1, Gunjan Park, Thaltej Lake, Ahmedabad-380 059 INDIA
E-Mail : ketan@iimahd.ernet.in, ketan_bhatt@hotmail.com
Phone : +91-79-2632 4125(O), +91-79-2685 6231(R), +91-9824000963(M)
+------------------------------------------------------------------------+

2010-10-31 18:26
Page 1 of 2 31st March, 2005

Indian Institute of Management, Ahmedabad

Integrated Data Processing System1
As on date (March, 2005), many of the administrative/academic departments/sections/centers
have got their customized data processing applications up and running. All these application
have evolved over past few decades. Some of them have evolved from legacy systems. Many of
them were developed to take care of ad-hoc user requirements as and when need arose. Loose
patches that do not talk to each other, do not integrate well. Almost all of them run on PCs in
DOS/Windows environments.

It is high time that development of an institute-wide Integrated Data Processing System

(henceforth referred to as IDPS) is initiated, taking in coherent view of total (as far as possible)
data processing requirements of the institute, 10 years from now. Some of the desirable
characteristics and advantages that may accrue on development of IDPS are listed below.

1. It would be a single entity accessible from all student/faculty/staff PCs and covering
whole gamut of academic and administrative activities performed by IIMA community.
2. Each user of IDPS would be permitted by the system to access/update database
depending on his/her profile.
3. Some of the modules may update institute website (e.g. admissions, PGP, FPM, MDP,
personal weblinks)
4. There would be a common data repository of for each activity/student/faculty/staff……
5. If digital transfer of funds could be permitted from project and employee personal
accounts, lot many paper transactions could be avoided while settling accounts for
telephone/fax, car/train/air booking, mess/canteen, library fine/xerox, stores item
requisition, etc. Each community member may view/update fund transfers to/from
his/her personal/project account.
6. Administrative notes and their responses would be paperless-ly delivered over computer
network, and will directly update database depending on user profile. E.g. For each
statements (telephone, carbooking, stores, etc) of material/service charges, user will
indicate bifurcation of these into different amounts to be debited/credited to different
personal/project accounts.
7. Easier processing of year-end financial reports, due to seamless integration of all
activities.
8. Since data will enter the system at its source, it would be more accurate and reliable.
9. Since data would flow from its source to all related modules, duplicate (sometimes
erroneous) data entry would be avoided.
10. Batter management control on all administrative matters. E.g. Director/Dean/CAO would
be able to view financial status of various projects, library and case unit activities, estate
and personnel department activities, inventory status of various items, pending orders,
etc, from within their chambers.
11. Undertaking such a project would prompt community members to look for new
directions and find batter, innovative ways to accomplish their tasks. This will also force
people to re-evaluate various administrative procedures thereby removing person
(service provider) dependent rendering of services.

1
Prepared by Ketan Bhatt, Computer Center, on demand from Mr. SRV Anand, CAO.
It is intended to give very brief overview of desirable features, benefits and
resource requirements for developing IDPS. NO systematic study was undertaken while
writing this document. ALL figures, numbers, etc are “guesstimates” of author.
Page 2 of 2 31st March, 2005
12. If handled properly, the exercise may lead to bridge deep divisions within some sections
of community to unite them as cohesive team. E.g. Community sections/individuals
feeling left-out may get their chance to become stack holders by contributing suggestions
for changes in the way various activities need to be performed. At the same time,
careless handling may further increase divisions.
13. Last but not the least, pride factor will also lift moral and enthuse community when best
management school is also perceived to be best managed within.

IDPS may integrate following academic and administrative activities.

Academic Activities : Admissions, Registration, PGP, PGP ABM, FPM, FDP, MDP, SAC,
Placement, Alumni, Audio visual, CMA

Administrative Activities : Reception, Public relations, House keeping, Library, Accounts,

Central Stores, Maint Stores, Personnel, Computer Center, Staff/Student Mess, MDC, Transport,
Telecommunication, Security, Dispensary, Community welfare, Staff recreation club, Co-
operative credit society, dispatch, Publications

All above activities will have multiple cross links/dependencies with many other activities. For
example say admissions activity must integrate smoothly with Student Registration, Accounting,
Stores, and many more.

Resources Required :
This could very easily be a few hundred man years of effort, spread over 2-3 years. During
design/development phase, community members will need to spare lots of time to guide efforts
of system/software professionals. Demands on time from middle and senior management would
be enormous during design and development phase, which may at times go up to more that half
of monthly work hours. Institute may also need to have an in-house dedicated team of software
professionals to maintain the system through its life cycle.

BIG team of systems/software professionals may need to be hired for design and development
phase, along with state of the art workstations and tools.

As for hardware resources, not much expenses are projected. Already, faculty and student’s PCs
get upgraded periodically. Most administrative departments already have mid range PCs, which
may suffice with little more addition in number of PCs. We already have good networking
infrastructure. New application server HW may be required.

What next : Detailed feasibility study for such a system needs to be undertaken by top
management (Dean and/or CAO), taking in to consideration resources that institute is willing to
commit and cost-benefit analysis of lot many sub modules that get integrated to make IDPS.