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Proposal of Online Training and Certification System

BPMN 6053
MANAGEMENT INFORMATION SYSTEMS

Individual Project
Proposal of On-line Training and Certification System for Carsem (M) Sdn Bhd
Prepared for:
Lecturer : Siti Noratisah Bt Mohd Nafi

Prepared by:

Student : Roshanizam Bt Che Pee


Matric no : 802251
IC No : 720621-02-5290

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Proposal of Online Training and Certification System

Proposal of on-line Training and Certification System for Carsem (M) Sdn Bhd.

1. Abstract

To be effective in today’s dynamic and competitive business environment, an

organization must think in the system mode. With appropriate management information

systems in place, the organization able to focus their attention on the creative elements of

management such as developing strategy, searching for new opportunities and

competitive advantages, and optimizing the use of the organization’s resources.

More organizations have begun using information systems strategically to reap

significant competitive advantage in their operations. They are increasingly interested in

managing the strategy-technology connection to develop new systems of achieving

competitive advantage (Das et al., 1991). Information technology is a key ingredient in

this emerging recipe for competitive advantage through manufacturing (Coates, 2000;

King and Teo, 1997; Lederer and Sethi, 1996; Sambamurthy et al., 1993)

2. Introduction

2.1 Background

Carsem (M) Sdn Bhd is a leading provider of turnkey packaging and test services to

the semiconductor industry, and offers one of the widest range package & test

portfolios in the world. Founded in 1972, Carsem is among the most experienced

companies in semiconductor industry and is recognized as one of the largest in unit

volume production. Carsem has over 8,000 employees and ship in excess of 100

million units each week and more than 65% of this volume is shipped as fully tested

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Proposal of Online Training and Certification System

product. Carsem is a member of one of South East Asia's most successful

corporations, the Hong Leong Group, who views semiconductors as a core business.

It has three high technology factories. Two are located in Malaysia, and a new third

factory is located in China. The two factories in Malaysia, Site1 and Site2, are 10

miles (16Km) apart. The factories are supported by extensive Research &

Development and failure analysis staff and incorporate highly sophisticated, "state of

the art" automated equipment, ensuring quality products which meet the exacting

standards of all the automotive, telecom, computer and consumer goods industries.

Both factories maintain world-class quality standards having achieved ISO/TS

16949, ISO-9001 and ISO-14001certifications and comply with the Sony Green

Partner Program. They are supported with a global network of sales and technical

support offices.

2.2 Problem Statement

To maintain the quality standards of the product, the company has to ensure their

employees are well equip with relevant and latest information, knowledge, and skills

in order to be able to face the changes in technologies and being competitive

advantage. Due to this, training has become crucial for the organization to keep up

with these changes.

At the same item, the organization is also facing with shirking budgets, an

increasingly mobile workforce that makes traditional mode of training difficult as

employees may not be able to place at a location for a prolonged period. There is

also the issue of training effectiveness, how to measure the outcome of the training
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Proposal of Online Training and Certification System

as well as to determine if an employee have benefited from the training they have

attended.

For a big organization in this globalization world, the problem is exacerbated by the

sheer number of workers that it will need to be trained and continue training to keep

their effectiveness. In fact, training is one of the key parameters top management and

key customers evaluate a company. It is therefore imperative that with the constraints

and the increasing importance, the company is looking at more effective training

system that not only help them to train their workers faster but also manage the

process so that they are not bogged down with administrative details but concentrate

on the core task of developing the best training possible.

As training are not only resource intensive but at the same are also administratively

heavy, Carsem is taking the first step in exploring and investing on information

system known as e-Learning and on-line Certification System that will help to reduce

the costs, improve the effectiveness, as well as to make the transition from classical

training model to one utilizing the latest training methodology.

3.0 Challenges in Training

Carsem is generally facing with 3 main challenges in the management of their

training process:

3.1 Quality of Training

Manufacturing industry processes are complicated processes which the

organization requires their employees to not only understand but master.

This often translates into a very structured method of training and

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Proposal of Online Training and Certification System

certification to ensure that the employees continue to maintain their skills

and knowledge. Such retraining may mean a certification validity period

of between 3 to 6 months. Translating this to thousands of employees that

need to be recertified in such a short period gives an indication of the

resources, time and manpower needed in order to ensure these employees

are kept in tip-top condition.

However such trainings may not necessary be very interesting. Because it

involved a very structure process and when trainers went through these

processes, it can sometimes be very dry and monotonous. The difference

in quality of the trainers and conditions may mean that the delivery of the

training content is not consistent all the time. Coupled with the fact the

class may consist of 10 – 30 employees makes it difficult for trainers to

monitor the progress of the employees.

3.2 High Administrative Overheads

The administration of the training process and schedule necessitate a high

level of overheads for the training administrators and supervisors. They

must not only keep track of the training schedule but any results from the

training will have to be manually entered into a computer for record

keeping.

Management reports or specific information may have to be manually

constructed and generated especially those on ad-hoc requests from

customers or even top management. These takes away time from

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Proposal of Online Training and Certification System

supervisors or trainers whose key role is not to generate reports but to

supervise their employees or conduct training.

3.3 Integration with other systems

Training is part of the integrative process of manufacturing and will thus

have to be integrated with the manufacturing system of the plant. Systems

that integrate with the HR Information System (HRIS) will be able to

know if there are any new recruits or hires to the company and based on

their designation, administrators can place them to a training road map

which the system will help to maintain and facilitate.

Training System should also be integrated to the back-end system like the

Manufacturing Execution System (MES) so that employees who are not

certified for certain skills will not be allowed to operate the machines or

provide the service. This open and transparent system will help to ensure

product and service quality.

4.0 Solutions to the challenges

Adoption of online training system is emerging due to the availability of advanced

information system (IS). Information system (IS) speed up activities, facilitate

decision making as well as distribute operation with collaboration (Huang and Nof,

1999). According to Dilts and Wu (1991), knowledge-based system (KBS) connects

each individual database through a common intelligent interface for each

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Proposal of Online Training and Certification System

manufacturing application program.

Other researchers approached manufacturing information integration by developing

quality systems for total quality control from various perspectives, such as user

involvement (Tait and Vessey, 1998), user friendliness (Adams at al, 1992), ease of

use (Davis, 1989), and system performance (Saunders and Jones, 1992).

According to (Salazar, 2003a; 2003b), the cross-functional teams may contribute in

the implementation of new IS, promote the use of the system as well as sharing the

information across management functions.

In addressing the challenges faced by an organization as outline above, Online

Training System seeks to achieve the following objectives.

4.1 Reduce Administration Overheads

a. Cut down administrative duties by leads and supervisors on

reports and training supervision

b. System to be able to monitor the complete training workflow

c. Provide one click report from employee level to management

An organization able to achieve the above objective through training certification

and workflow engine that manages the complete training process from the day an

employee joins the company to the day she/he leaves. Complete training history

of every course she/he takes and test results will be kept by the system.

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Proposal of Online Training and Certification System

4.2 Makes Training More Interesting

a. Reduce number of trainers

b. Shift from “training by norm” to “training by exception”

c. Instruction to coaching

Online Training addresses these issues by moving the training from classroom

base to online; which require efficient and effective information system to be

implemented in the organization.

Multimedia developed content with videos, photos and illustrative graphics help

to spice up the lessons. Coupled with voiceovers that goes with text make the

lessons clearer as the trainees not only get to read the notes, listen to the

explanation and at the same time get to look at the supporting

videos/pictures/graphics that help to reinforce the pointers. At the same time when

they take an online test, it is not only just text, but the questions can be graphics,

videos or a different variety of combinations. This makes assessment more

relevant and interesting to the trainees.

As the same set of content can be accessed by as many numbers of trainees as

there are computers around, the size of the training department does not

necessarily scale proportionately to the growth in employees headcount.


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Proposal of Online Training and Certification System

Through online training, the system is also able to identify employees who have

difficulty understanding the lessons. In this way, trainers are able to focus on

these weaker employees and spend more time to take them up to speed. Trainer

role will be more interesting as they will be able to spend more time to coach

those employees who really need extra help. Training paradigm can move from an

“Instructional Model” to a “Coaching Model”.

According to Lentell (2003), trainers should facilitate and guide the learning of

their students, in this case new hired employees, in order for them to develop their

knowledge and understanding.

With online system, a standard set of content can be deployed across multiple

sites or plants, (example a big company which has 3 plants; one plant located in

Suzhou, China and two plants located in Ipoh, Malaysia). With the global

development of digital age and information technology, management information

system (MIS) plays a significant role in today’s business competition and

significantly impacted the way business is conducted today.

5.0 Recommendation

5.1 Learning Management System (LMS)

LMS provides three basic functions of Administration, Collaborations and Content

Management. In addition it also includes the Certification Management Module as

well as the Content Authoring Module which will help to facilitate the development

of Online Content suitable for a manufacturing environment. The description of the

different functionalities is shown below:

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Proposal of Online Training and Certification System

Figure 1: E-Learning (online) Platform

For the Administration, the screen capture below shows the Administration tools:

Figure 2: The Administration Tools

In developing the eLearning platform, the following tools are required to facilitate the

learning process.
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Proposal of Online Training and Certification System

5.2 Course Management Tools

The Course Management Tools consists of the following modules:

a. Course Management

This module manages the creation of courses and all the tools related to

the contents. Feature within the Course Management Module is one of the

most comprehensive that allows the trainers to manage the learning

process. The tool provided in the course management is shown below:

Figure 3: Course Management

b. Question Bank

Question Bank is created which will allow questions to be developed and

stored in the database. These questions can be drawn from any of the

trainers within the cluster to allow them to create assessments for their

students.

c. Coursework Component

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Proposal of Online Training and Certification System

5.3 User Management Tools

The User Management Tools includes the following:

a. User Registration

b. Course and User Search

The system is also includes search facilities which will allow the user

not only to search for the courses but also the users within the system.

This is especially ideal for instructors or administrators who want

review certain individual’s performance or learning records.

c. Sub-Administration Management

The sub-administration management allows the flexibility of defining

sub-administration whose roles and functions can be specified to allow

a more flexible administration

6.0 Certification Module

6.1 Build-in certifying flow

The whole training and certification process is built within the system. The

system will arrange the training, the certification and recertification process

automatically without requiring the administrator’s manual intervention.

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Proposal of Online Training and Certification System

Figure 4: Certification flow

6.2 Efficient and effective report

There are various types of reports available in the system. Efficient and effective

IS is required in order to be able to generate right reports for the right end users.

Figure 5: Reports

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Proposal of Online Training and Certification System

7.0 Conclusion

Great challenges have placed on Training Department on human resources

development all over the world; faced with increasing changes in technologies,

economic and even politic underpinning, training have become crucial for any

corporations to keep up these changes.

With the proposal to implement the on-line Training and Certification System for

Carsem (M) Sdn Bhd, it is expecting the new IS will be able to resolve some major

short comings faced among proprietary systems, an open system that allow the

porting of content to third party software and vice versa. The web based technology

enable end users to conduct their learning at anytime at their convenience.

The close loop certification system which will be linked up with Manufacturing

Execution System (MES) access rights will be able to block uncertified employees

and those with expired certification from performing product and information

transaction.

A well defined and structured management information system initiative is likely to

secure any competitive advantage to the organization.

8.0 References

Huang, C.Y and Nof, S (1999), “Enterprise agility: a view from the PRISM lab”,

International Journal of Agile Management Systems, Vol. 1, pp.51-61.

Dilts, D.M. and Wu, W. (1991), “Using knowledge-base technology to integrate CIM

database”, IEEE Transactions on Knowledge and Data Engineering, Vol. 3 No. 2,

pp. 237-45.

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Proposal of Online Training and Certification System

Tait, P. and Vessey, I. (1998), “The effect of user involvement on system success: a

contingency approach”, MIS Quarterly, Vol. 12 No. 1, pp. 90-106.

Adams, D.A., Nelson, R.R. and Todd, P.A. (1992), “Perceived usefulness, ease of use,

and usage of information technology: a replication”, MIS Quarterly, Vol.16 No. 2,

pp. 227-47.

Davis, F.D. (1989), “Perceived usefulness, perceived ease of use, and user acceptance of

information technology”, MIS Quarterly, Vol. 13 No. 3, pp. 318-410.

Saunders, C.S. and Jones, J.W. (1992), “Measuring performance of the information

systems function”, Journal of Management Information Systems, Vol. 8 No. 4,

pp.63-82.

Das, S.R., Zahra, S.A. and Warkentin, M.R. (1992), “Integrating the content and process

of strategic MIS planning with competitive strategy”, Decision Sciences, Vol. 22

No. 3, pp. 953-84

Coates, J. (2000), “Manufacturing in the 21st century”, International Journal of

Manufacturing Technology and Management. Vol. 1 No. 1, pp. 4

King, W.R. and Teo, T.S.H. (1997), “Integration between business planning and

information systems planning: validating a stage hypothesis”, Decision Sciences,

Vol. 28 No. 2, pp. 279-308.

Lederer, A.L. and Sethi, V. (1996), “Key prescriptions for strategic information systems

planning”, Journal of Management Information Systems, Vol.12 No.2, pp. 35-62.

Sambamurthy, V., Venkataranam, S. And DeSanctis, G. (1993), “The design of

information technology planning systems for varying organizational contexts”,

European Journal of Information Systems, Vol.2 No.1, pp. 23-35.

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Proposal of Online Training and Certification System

Salazar, A (2003a) Business Process Improvement, in: Rodrigues, RJ., Oliver, N.C.

Monteagudo, JL., Hernandez, A. And Sandor, T. (eds) e-Health in Latinoamerica

and the Caribe: Trends and Emergent Themes, Pan America Health Organization

with Medical Informatics Foundation, and Instituto de Salud Carlos III,

Washington , DC.

Salazar, A (2003b) Knowledge Management, in Rodrigues, RJ., Oliver, N.C.

Monteagudo, JL., Hernandez, A. And Sandor, T. (eds) e-Health in Latinoamerica

and the Caribe: Trends and Emergent Themes, Pan America Health Organization

with Medical Informatics Foundation, and Instituto de Salud Carlos III,

Washington , DC.

Lentell, H. (2003). The importance of the tutor in open and distance learning. En A.Tait

& R. Mills (Eds.) Re-thinking Learner Support in Distance Education: Change and

Continuity in an International Context (pp. 64-76). London: Routledge Falmer.

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