Existing methods

The current system is partly computerized and the rest done manually.

Examples of information used within the school:
- Student attendance information
- Student enrollment information
- Teacher attendance information
- Teacher payroll information
- Student fee/payment information
- Revenue reports
Users of the information:
- Principal
- Admin staff
- Teachers
- School board of directors

Existing methods (collecting)
Manual Computerized
Record books School website (questionnaires, forms)
Telephoning parents
Personal interviewing
Forms, evaluative sheets
Parent meetings
Meetings with teachers
Observing students
Existing methods (Formatting &
storing)
Manual Computerized
Receipts of fee payments
Payroll receipts of teachers
Keep confidential records in locked
storage cabinets or rooms
Transaction log book (Suppliers of
stationary/ furniture/office items)
Existing methods (disseminating)
Inside the school
Notice leaflets
Event brochures
School bulletin board
Letters from the principal
Through the schools website
Newspaper advertisements
TV Commercials
Public flyers
School events
Flaws in the existing system of the
school
- More manual work carried out in the school
- Administrative staff carry a burden to due less
computerization within the organization
- Less accurate
- Timely
- Costly
- Due to manual work being done, biasness of
information is probable

Recommendations
- To convert the manual systems to a more
computerized system
- Purchase & implementation of the
computerized systems to all parts of the
school (example: administrative department,
staff room, library)
- Adaptation to the new system by employees
through training (off the job & on the job
training)
Information systems to implement
In order to implement the system, sub
categories were analyzed to make it more
efficient and effective. The following systems
were considered to be implemented since they
had a correlation to the schools activities:-
1. KWS
2. TPS
3. MIS

KWS
A computerized KWS will enable the principal,
board and higher staff members to make better
decisions

May gather input from all the top level workers
to create better and more information to be
passed down to the lower level (example:
principal to teachers)
Two appropriate ways for KWS to be
implemented:
- Setting up of an Intranet system within the school:
Allows the passing of information, knowledge and
communication within the school in an efficient manner.
Lower level staff will be able to access information from
anywhere and at anytime they need. (example: teachers
accessing student database)

- Setting up of OAS:
This allows efficient and effective process of work being
done at different parts of the school. Specifically, the
administrative staff and higher level staff will find this valuable
due to automated tasks being done, and enabling them to
make proper decisions.
TPS
This system allows transactions to be processed in a
computerized format on a daily basis. Examples of
daily transactions within the school can be;
Students paying fees and/or Administrative staff
paying salaries to teachers.

A computerized TPS will enable the already existing
manual transaction processes to be more faster,
accurate, less costly in the long run and saves more
times. Reduces the human work interference
needed and thereby saves cost in that criteria.
Appropriate ways for TPS to be
implemented:
- Automated transaction/ payroll systems:
To help process transactions automatically
and to store and edit them in databases, and to
further retrieve them efficiently when needed.

- Computerized databases:
Will enable automatic storing, formatting,
retrieving and disseminating of transaction
processes, records and information related to it.
MIS
- This system will have to be implemented to better
assist the top level managers of the school to make
effective decisions.
- Ensures smooth processes of daily school operations.
- Will help managers to understand certain information
in ways proper to them.
- Will help decision making workers such as the
principal, school board, etc to pass down and receive
information coming up to and fro teachers, admin staff,
labourers, students, external parties, etc.

Feasibility
Options Financial Economical Technical Operational Social
KWS / / / / /
TPS / x / x x
MIS / / / / /
According to the above feasibility table:
- KWS is fully feasible
- MIS is fully feasible
- TPS is only financially and technically feasible (meaning that it is financially affordable
and implementable and is technically a proper method)

Reasons for non feasibility of TPS:
- Economically: May be wasteful since Knowledge workers can carry out the processes
using their new system
- Operationally: May seem hard to manual workers when introduced with this new
computerized system
- Socially: Conversion to automatic systems may result in firing off of the existing
transaction processing manual workers