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OUM BUSINESS SCHOOL

BMIT5103
IT FOR MANAGEMENT
MAY 2015

STUDENT ID

: CGS01132101

IDENTITY CARD NO.

: 560113-08-6003

TELEPHONE NO.

: 019-4504490

E-MAIL

: kaluadagang2@oum.edu.my

TUTOR NAME

: MR. HARIANAN VASUTHEVAN

LEARNING CENTRE

: GREENHILL LEARNING CENTRE

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1.0 INTRODUCTION

MINISTRY OF EDUCATION (MOE)

The organization of my choice is the Malaysia Ministry of Education.
The federal government is responsible for the entire education in Malaysia. Each state and
federal territory has the State Education Department and District Education Office to co-ordinate
educational matters accordingly. The main legislation governing education is the Education Act
of 1996.

RATIONALE
The Malaysian government has always aimed a high prestige of Information technology to
education system. This is well acknowledged in national declarations, and in addition to vital
legislation and other legal documents enacted to promote education. Major efforts have been
directed towards enhancing educational opportunities, quality and relevance. The attempt to
provide universal education at the primary and secondary levels has been a remarkable
undertaking by both the public and private sectors. Thus the information technology must be
excellent.
THE SELECTED ORGANIZATION
Ministry of Education

- Malaysia

Education Department Ipoh

- Perak Darul Ridzuan

District Education Office

- Kerian District, Parit Buntar

SCHOOL SELECTED

- SEKOLAH MENENGAH SERI KURAU

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SCHOOL CODE

: AEB3043

ADDRESS

: SMK SRI KURAU JALAN SIAKAP 34300 BAGAN SERAI

TELEPHONE / FAX

: 05-7217958 / 05-7219018

School Data Teacher

- Pn Hjh. Mashitah binti Hj. Oesman

SMK SERI KURAU, JALAN SIAKAP 34300 BAGAN SERAI PERAK

EMIS AT SEK.MEN.SERI KURAU BAGAN SERAI PERAK

Education Management Information Systems - EMIS
EMIS are typically limited to centralized databases containing basic, school level data which
include,
Pupil data such as enrollment, age, level, gender, family income , and students biodata.
Teachers data, including experience, placement, status and qualification.
School inventory data like location, number of classrooms, labs and equipment.

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EMIS DOES NOT INCLUDE

Performance Data
School finance information
Cost accounting
Provisioning of materials (textbooks, stationary, lab facilities etc.)
Monitoring of internal management initiatives (e.g. special projects).
THE OPERATIONS OF EMIS
The operations of the EMIS are still centralized, all data is processed at the Malaysia Ministry of
Education. Such operations take place at district offices and at the state level. This is where most
data processing is done. All data is submitted from,
SM.SERI KURAU Kerian District Education Office Education Department Ipoh
Ministry of Education Putrajaya.
Its core function is data, statistics and information. The unit does undertake research
particularly with regards to finding out about the status

of the education system and

management tool for data processing.

The Educational Management Information System (EMIS) is an information system where data
are collected in a systematical way from schools throughout Malaysia. The data collected is used
for policy and decision making in the Malaysian Ministry of Education. However, the quality of
some data collected has been questioned on its accuracy. - Principal of SMK Seri Kurau
EMIS Vision
To ensure that the Ministry of Education has adequate data and information on the education
system for informed policy making and decision making.
EMIS Mission Statement
Strengthen the management capacity of the Ministry of Education through provision of clear,
well defined, accessible, accurate, timely, relevant, strategic data and information of high quality.

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INFORMATION SYSTEM
Information system, or IS, broadly refers to a computer-based system that provides the school
principle with the tools to organize, evaluate and efficiently manage the ministry of education
and departments. In order to provide past, present and prediction information, an information
system include ;
a) Software for decision making.
b) Data resources such as databases.
c) The hardware resources of a system.
d) Decision support systems.
e) Teachers and project management applications.
f) Any computerized processes to run efficiently.

DEVELOPED AND DISTRIBUTED

The EMIS is a distributed system developed by the Malaysian Ministry of Education using the
Malay Language It is a tool used for collecting school data for supporting short and long term
planning, and also for the educational researches. Most of current EMIS processes involve users
at the school, district, state and national level.
THE IMPLEMENTATION OF EMIS
The Education Management Information System (EMIS) implemented by the Ministry of
Education in Malaysia with the technical assistance of the Malaysia Teacher Training Program.
EMIS is one of the first tools of its kind in Malaysia providing the most accurate measure of
performances of schools, teachers and students. Almost every school in Malaysia is equipped
with computer laboratory and proper computer networking.
PROBLEMS ENCOUNTERED BY THE SYSTEM
Improving the reliability of EMIS data collection is very important. Discussion with system
analyst at the District Education Office Parit Buntar , showed that EMIS data are not fully
reliable. The implementation of EMIS has encountered quite a number of problems especially

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those related to user requirement, the system, teachers and staff involve, validity of the data
presented and time factor.
1. Some of the data need to be RECTIFIED every time they are collected from schools.
2. There are INACCURATE records, though not many, that may be adequate to put doubts
among data users as to the overall level of accuracy.
3. Few data are NOT COMPLETE and need to be filled with default values to enable
them to be used in data queries and reports.
4. The EMIS application software itself does not include COMPREHENSIVE
CHECKING on the data before they are sent to the District Education Offices or the
State Education Department. Hence, the attempt should be done from time to time to
rectify these problems.
The current EMIS Project started after the end of the Sixth Malaysia Plan (1991-1995), where
the education programs aimed,
a) To promote and improve quality, excellence and innovation in primary and secondary
schools.
b) To expand reasonable access to quality education.
c) To improve the cost-efficiency of management so as to maximize the impact of
investments.
d) In 1995 the MOE started a three-year EMIS project to collect and maintain data, and to
disseminate information that covered government primary and secondary schools.
e) The implementation of EMIS data collection using the EMIS application started in June
1997 using the first release of the EMIS application software.
f) The new and latest version software of EMIS was then introduced.
THE EMIS DATA COLLECTION PROCESS
a) In the implementation of EMIS at the school level, a School Data Teacher is appointed
in this school through a circular letter by the Director General of Education.
b) The teacher is responsible for keying-in, updating and correcting the EMIS data in the
EMIS application. However, certain information such as the name of the school, the
school code, the school location, and the school grade is fixed during the EMIS
application installation process.

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c) This information can only be changed by the

Kerian District Education Officer

( DEO), Data Officer who is in charge of EMIS at the district as the information is
provided by the MOE and cannot be changed without approval at the ministerial level.
d) After the School Data Teacher of SM.Seri Kurau has filled in all the information, the
schools then send the diskette(s) /compact disk / thumb drive containing data to the DEO
in Parit Buntar. At this level, the Data Officer at the DEO in Parit Buntar will verify
data of all schools under their control. Any missing or incomplete data will be gathered
from the schools concerned and then completed by the respective DEO Data Officers.
e) The officer in charge has to make sure that information such as the overall numbers of
schools by level, session, locality, number of teachers and student enrolment are correct
for every school in the district.
f) After this verification and validation process, Data Officers in every DEO will merge the
data of all schools in the district into one file and send the diskette(s) to the State
Education Department in Ipoh. The process of verification and validation is repeated at
this level but this time between the State Education Department and the District
Education Officer.
g) EMIS data collected are geared towards providing information for budget allocation, as
well as for planning purposes such as projection of teachers supply.
h) EMIS data provide information for all MOE main planning purposes such as projection
of future student enrolment and building new schools.
i) EMIS data also serve the needs of the Textbook Division to enable them to make an
allocation for the textbook loan scheme for the following year.
------------------------------------------------------------------------------------------------------2.0 THE EVOLUTION OF INFORMATION SYSTEMS
Basically all computers are meant for delivering information. Software packages are created for
the purpose of INFORMATION SYSTEM. The evolution of IS started as early as 1940s
FIRST GENERATION COMPUTERS (1940s 1950s)
The early electronic computers used vacuum tubes, and they were large and complex. The first
general purpose electronic computer was the ENIAC (Electronic Numerical Integrator And
Computer). It measured 167 square meters, weighed 27 tons, and consuming 150 kilowatts of
power.
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SECOND GENERATION MICROCOMPUTERS (1977 late 1980s)

IBM - International Business Machines Corporation. was dominating the PC market with their
IBM Portable Computer, produce and sell the operating system for the IBM PC known as DOS
or Disk Operating System. Macintosh, with its graphical user interface, was meant to displace
IBMs dominance, but Microsoft made this more difficult with their PC-compatible Windows
operating system with its own graphic user interface (GUI)
The first portable computers which resemble modern laptops in features were Apples Power
books, which first introduced a built-in trackball, and later a track-pad and optional color LCD
screens. The evolution of portable computers was enabled by the evolution of microprocessors,
LCD displays, battery technology and others. This evolution allowed computers even smaller
and more portable than laptops, such as PDAs, tablets, and smart-phones.
THE ERA OF INFORMATION SYSTEM (IS) 1981 - 2015
1981: The first IBM personal computer, code named Acorn, is introduced. It uses Microsofts
MS-DOS operating system. It has an Intel chip, two floppy disks and an optional color monitor.
1985: The first dot-com domain name is registered on March 15, years before the World Wide
Web would mark the formal beginning of Internet history.
1999: The term Wi-Fi becomes part of the computing language and users begin connecting to the
Internet without wires.
2004: Mozillas Firefox 1.0 challenges Microsofts Internet Explorer, the dominant web
browsers.
2007: The iPhone brings many computer functions to the smart-phone.
2009: Microsoft launches Windows 7, which offers the ability to pin applications to the taskbar
and advances in touch and handwriting recognition, among other features.

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2015 : iPhone destined for release some time around September 2015, designers are already
mocking up how the handset may look. While we're unsure of what it will be called, either
iPhone 6s or iPhone 7 are the most likely contenders. WHERE almost EVERYTHING will be
possible.
ELECTRONIC DATA PROCESSING AND MANAGEMENT INFORMATION
SYSTEMS. ( EDP MIS )
The role of most information systems are mainly used for electronic data processing (EDP),
purposes such as transactions processing, record-keeping and accounting. EDP is always defined
as the use of computers in recording, classifying, manipulating, and summarizing data. It is also
called transaction processing systems (TPS), automatic data processing, or information
processing.
TRANSACTION PROCESSING SYSTEMS
During 1960s, new role of management information systems (MIS) was born. This new role
focused on developing business applications that provided managerial for decision-making
purposes.
MANAGEMENT INFORMATION SYSTEMS - ( MIS )
a) This system provides pre-specified reports and displays to support business decision
making. Examples: sales analysis, production performance and cost trend reporting
systems.
b) By the 1970s, these pre-defined management reports were not sufficient to meet many of
the decision-making needs of management. In order to satisfy such needs, the concept of
decision support systems (DSS) was born.
c) The new role for information systems was to provide managerial end users with ad hoc
and interactive support of their decision-making processes.
DECISION SUPPORT SYSTEMS - DSS

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a) Provide interactive ad hoc support for the decision-making processes of managers and
other business professionals. Examples: product pricing, profitability forecasting and risk
analysis systems.
b) In the 1980s, the introduction of microcomputers into the workplace ushered in a new
era, which led to a profound effect on organizations.
c) The quick growth of microcomputer processing power (e.g. Intels Pentium
microprocessor),

application

software

packages

(e.g.

Microsoft

Office),

and

telecommunication networks gave birth to the phenomenon of end user computing.

d) End users could now use their own computing resources to support their job requirements
instead of waiting for the indirect support of a centralized corporate information services
department.
e) It became obvious that most top executives did not directly use either the MIS reports or
the analytical modeling capabilities of DSS.
f) Then the concept of executive information systems (EIS) was developed.
EXECUTIVE INFORMATION SYSTEMS - EIS
a) EIS Provide very important information from MIS, DSS and other sources, modified to
the information needs of executives. Examples: systems for easy access to analysis of
business performance, actions of all competitors, and economic developments to support
strategic planning.
b) Occurred in the development and application of artificial intelligence (AI) techniques to
business information systems.
c) With less need for human intervention, knowledge workers could be freed up to handle
more complex tasks.
d) Expert systems (ES) and knowledge management systems (KMS) also forged a new role
for information systems.
EXPERT SYSTEMS
This is a knowledge-based systems, that provide expert advice and act as expert consultants to
users. Examples: credit application advisor, process monitor, and diagnostic maintenance
systems.
KNOWLEDGE MANAGEMENT SYSTEMS
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a) Knowledge-based systems that support the creation, organization and distribution of

business knowledge within the enterprise.
b) Examples: intranet access to best business practices, sales proposal strategies and
customer problem resolution systems.
The mid- to late 1990s we saw the revolutionary emergence of enterprise resource planning
(ERP) systems. This organization-specific form of a strategic information system integrates all
facets of a firm, including its ; planning, manufacturing, resource management and others.
The primary advantage of these ERP systems lies in their common interface for all computerbased organizational functions and their tight integration and data sharing needed for flexible
strategic decision making.
FROM MIS TO E-COMMERCE
The encouraging growth of the Internet, intranets, extranets and other global networks in the
1990s changed the capabilities of information systems in business. Schools still need to process
transactions, keep records, provide management with useful and informative reports, and provide
support to the accounting systems.
-

Now we enjoy a much higher level of integration of system functions across applications,
greater connectivity across both similar and different system components, and the

capability to transfer critical computing tasks such as data storage and processing.
Today many businesses are using Internet technologies to web-enable business processes

and to produce innovative e-business applications.

E-business is the use of Internet technologies to work and allow business processes,
electronic commerce and enterprise cooperation within a company and with its customers
or suppliers.

Companies usually rely on e-business applications to,

(i)
(ii)
(iii)

Reengineer internal business processes.

Apply electronic commerce systems with customers and suppliers.
Promote enterprise relationship among business teams and workgroups.

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LEVEL OF MANAGEMENT DECISION

Making Information systems can support a variety of management decision-making levels and
decisions. These include the three levels of management activity.
i.
ii.
iii.

Strategic management.
Tactical management.
Operational management.

(i)

STRATEGIC MANAGEMENT
The board of directors, an executive committee of the CEO and top executives to
develop the overall organization goals, strategies, policies and objectives as part of a
strategic planning process. They also monitor the strategic performance of the
organization and its overall direction in the political, economic and competitive

(ii)

business environment.
TACTICAL MANAGEMENT
Business professionals in self-directed teams as well as business unit managers
develop short and medium-range plans, schedules and budgets and specify the

(iii)

policies, procedures and business objectives for their subunits of the company.
OPERATIONAL MANAGEMENT
Members of self-directed teams or operating managers develop short range plans such
as weekly production schedules. They direct the use of resources and the performance
of tasks according to procedures.

INFORMATION SYSTEMS THAT ENHANCE VALUE OF INFORMATION

(i)

DATA WAREHOUSE (DW)

A data warehouse stores data that have been extracted from the various operational,
external and other databases of an organization. It is a central source of the data that
have been cleaned, transformed and catalogued so they can be used by managers and

(ii)

other business professionals for data mining.

DATA MINING (DM)
Data mining is a major use of DW databases and the static data they contain. In data
mining, the data in a DW are analyzed to reveal hidden patterns and trends in
historical business activity.
DM software analyzes the vast stores of historical business data that have been
prepared for analysis in corporate DW and tries to find out patterns, trends, and
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correlations hidden in the data that can help a company improve its business
performance
DATA MINING
It analyzes the vast amounts of historical that have been prepared for analysis in data
warehouses.
(iii)

ONLINE ANALYTICAL PROCESSING (OLAP)

Online analytical processing enables managers and analysts to interactively examine and
manipulate large amounts of detailed and consolidated data from many perspectives. OLAP
involves analyzing complex relationships millions of data items stored in data marts, DW and
other multi-dimensional databases to discover patterns, trends and exceptional conditions.
..
3.0 PROBLEMS faced by SMK Seri Kurau, and the impact of the problems on the
Education Department itself.
THE EMIS DATABASE STRUCTURE
In general, for every EMIS data collection exercise, four categories of data are collected. They
are:
a)
b)
c)
d)

Basic School Information

Basic Teacher Information
Basic Non-Teacher Information
Student Enrolment Information

The basic structure of EMIS database contains 28 data tables, and 91 domain codes tables.
1. BASIC SCHOOL INFORMATION category consists of 15 data tables.
a) The main data table is TSekolah. This table contains basic profile information of
a school.
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b) The primary key for this table is KODSEK, which is the school code. The school
code is assigned by the EPRD when a request for school registration is submitted
to the MOE.
c) The code is used as the key identifier for every government school in Malaysia.
d) Other tables contain information about school land areas, buildings, classrooms,
quarters, and other facilities, including toilets and parking lots.
2. STUDENT ENROLMENT INFORMATION category consists of three data tables.
a) The main data table is TEnrolmen1Jad. This table contains the number of students per
class and classes' information in a school.
b) Other tables contain information on the number of students with specific conditions.

3. BASIC TEACHER INFORMATION category consists of nine data tables.

a) The main data table is TG Guru which contains basic personal and service
information of a teacher.
b) The primary key for this table is KP Utama or the Identity Card Number, which is
also the key identifier for every Malaysia citizen.
c) Others contain about teacher academic and professional qualifications, subjects
taught, in-service training, co-curriculum activities, allowances, and
responsibilities at the school.
d) The four tables used here (TGB Elaun, TGB Kelulusan Akademik, TGBLDP,
and TGB Tarikh) shared tables used to store the same information for nonteachers.

4. BASIC NON-TEACHER INFORMATION category consists of five data tables.

a) The main data table is TBBGuru. This table contains basic personal and service
information of a non-teaching staff.
b) The primary key for this table is KP Utama or the Identity Card Number. Other tables
are shared tables with Basic Teacher Information category.
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PROBLEMS FACED BY SMK SERI KURAU, AND THE IMPACT OF THE PROBLEMS
ON THE EDUCATION DEPARTMENT ITSELF.
1. DATA ABUNDANCE in LAPTOPS AND PERSONAL COMPUTERS
Data often exists in various computers and grouped into multiple files stored in a server. These
data are usually kept at the school office or at the computer laboratory. Data on student
performance, teacher qualification and years of experience, and school facilities are all existent
and managed by school data teacher. These data may use different computers, database
applications, and organize their data differently. In fact, much data still remain on paper such as
student and teacher daily attendance, examination marks and remarks regarding disciplines.
2. NOT PROPERLY MANAGED DATA AT SCHOOL LEVEL
The school data may not show the real situation or may interpret differently if this is not properly
managed. It should be coordinated by school data teacher. The result is often undesirable leading
to data flow confusion and unpredictable. Moreover, when more data is available, more policy or
decision relevant investigations are likely. That would also need more higher-order relational
data analysis. But often the skills for it are absent, thus creating a reliance on external
consultancy.

3. EMIS MANAGEMENT CHALLENGE AT SCHOOL LEVEL

Data management no longer to store and delete data. Managing information means supporting
better decisions and delivering value to support management processes and new opportunities for
analysis.

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Through observations, discussions, experiences, and feedbacks from schools data teacher SMK
SERI KURAU, some of the problems identified are,

3.1 The EMIS data was not regularly used in decision making processes at this school level
3.2 Insufficient commitment from the Principals and senior assistant.
3.3 Insufficient co-operation and collaboration among the various staff in the school.
3.4 Lack of basic supporting facilities at school level old computers
3.5 The EMIS application software and database problems, HANG and NOT RESPONDING

3.5.1

EMIS VERSIONS INCOMPATIBILITY

It was found that the In-Service Training Information Table has a large number of incomplete
fields (Kursus and Tahun) due to EMIS data conversion from version 2 to version 3. There are
also null values that originated from the legacy EMIS application version 2, which allowed the
nulls.
However, the null values were not converted accordingly to zero or empty strings although new
records created in version 3 did not exhibit this problem;

a) OBSOLETE DATA FIELD.

There are field values that may no longer be needed in the future. This is the case for the
field KPLAIN or the Old Identity Card Number. The Old Identity Card Number would no
longer be accepted for government services.

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b) HUMAN ERROR AND CARELESSNESS

It was found that records are not updated or even checked for their completeness. This
happened to many tables and fields like the TGBLDP table, TG Guru table, and others.
The null values in JUMKELAS field from the table T Enrolmen, for example, is
supposed to contain the value 0

c) EMIS VERSION COMPATIBILITY MUST BE RESOLVED.

A short-term solution would be to create an automated program that will search for the
problem and suggests corrective actions to the Data Teachers and other users by
preventing null attributes using default values. A long term solution would be to re-write
the conversion module to cover all of the issues detected;
d) EMIS data fields must be re-evaluated for their requirements, future values, and
correctness.
e) Relationships between fields must be clearly defined and communicated to end users.

--------------------------------------------------------------------------------------------------------------------4.0 THREE (3) types of information system which can aid these education system.

The online system, Aplikasi Pangkalan Data Murid ( APDM ), which is to update on pupils'
profile, something like Sistem Maklumat Murid (SMM). This has replaced the SMM. Aplikasi
Pangkalan Data Murid (APDM) become the main database of linking all other systems
introduced such as the SAPS, SPPBS and others.
MOE has setup this Pangkalan Data Murid online which include pupils profile as well as the
parents. The school administrator of this Aplikasi Pangkalan Data Murid will register all classes
and class teachers in the system. After that, it will be class teachers to update on their pupils
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profile. Teachers will login the APDM system with their IC number and the password given by
the administrator. This system will make school management easier and it could lessen the
School data teacher responsibility.
1. ONLINE SCHOOL INFORMATION SYSTEM (OSIS) - as an alternative
Online School Information System is a web-based information system that allows students
registration for a particular class and updates the details automatically to the school and DEO
database. In addition it also allows parents to view the students exam results and their
performance for a particular exam session.
Parents are also able to update their childrens and their own personal details. As such this allows
automatic updates and helps to eliminate the process of filling in personal details using a
standard form conducted every year during the registration period. OSIS is developed using
.NET framework and XML application in order to give the nod to the promulgation between two
repositories, the school and the DEO database respectively.
As stated OSIS uses the web services concept to allow two different systems to communicate
between each other. Web services uses a service-oriented architecture in which it first publish its
interface to a registry. The client looks up or discovers the web service from the registry and the
client will bind to the web service in order to use the service. The process described is hidden to
the front-end users, as the registry is set automatically to provide only one type of service that is
to communicate and access the DEO system. Therefore the registry discoverability is done
automatically in OSIS.
OSIS establishes an asynchronous services; a type of service that the requester/ client does not
wait for the providers response. Consequently upon submitting new students details, when the
submit button is pushed OSIS would automatically bind to the web service and establish the
interaction with the DEO system in the District Education Office. System and data testing had
been conducted to ensure that interaction and data update process between both systems are
accomplished. In addition the establishment of web services concept is further confirmed by the
ability to provide updated students details in the DEO database system
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Apart from establishing the web services concept, OSIS also provides the customary functions
such as update, delete, add students personal details, exam marks and report generation in the
front-end interfaces. In addition, OSIS is also able to provide various management and academic
reports to the school administrator. Among reports generated are the number of students
according to the ethnic group and analysis of exam results according to academic year. These
reports would help the school administrator in identifying the students academic performance
and take any crucial actions if needed to shoot up the students academic capabilities.
In general, OSIS is able to help teachers or the school administrator in generating academic
reports; as such teachers would have more time to focus on the students academic lesson or
class. Results published in the system is made available to parents, therefore parents are allowed
to look at their childrens exam results online from home immediately when the results are out.
This is made possible, as OSIS is a web-based system. The common update data process to the
DOE office using computer diskette is discredit as new data can be updated automatically
through the execution of web services technology
It is expected that major web sites are going to be transformed into web services; as such it will
provide the cover to more intelligent computing. In addition, with the use of web services, the
web applications is taken to the next level where application components can be reusable in
various other application and different applications can link to share their data allowing
exchanging of data between different applications and different platforms.
Therefore with the use of web services technology in OSIS, it had help to solve the manual
update process of new data into the Kerian DEO system. As such information can be shared
among administrator and practitioners effectively despite of being in two different applications
and platforms. The future work of OSIS could incorporate the development of learning materials
repository that resides in the Kerian DEO office and accessible to the local schools in the
district. The teachers are allowed to update new learning materials from the schools system to the
Kerian DEO system using the web services technology, this would certainly promote smart

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teaching processes as teaching materials can be parcel out to various types of users using
different types of applications.
2. STUDENT INFORMATION SYSTEM
A student information system (SIS) is a software application for education establishments for
student data management. Student Information Systems provide capabilities for entering student
test and other assessment scores, build student schedules, track student attendance, and manage
many other student-related data needs in a school.
The SIS is equivalent to an Enterprise Resource Planning or ERP system for a corporate
customer. Many of the issues with ERP System Selection Methodology, implementation, and
operation of an ERP system is also apply.
CONTENTS
1. Functions
2. Upgrade Pitfalls
3. Analysis Accuracy
4. References

FUNCTIONS
These systems vary in size, scope and capability, from packages that are implemented in
relatively small organizations. Many systems can be scaled to different levels of functionality by
purchasing add-on "modules" and can typically be configured by their home institutions to meet
local needs.
The common functions of a student information system are to support the maintenance of
personal and study information relating to:

To Fetch Pre-Define data of student

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Handling the admissions process

Enrolling new students and storing teaching option choices

Automatically creating class & teacher schedules

Handling records of examinations, assessments, marks, grades

and academic progression

Maintaining records of absences and attendance

Maintaining discipline records

Student health records

Canteen Management

Transportation Management

Fees Management

Inventory and Assets of the school

Payroll processing for the Staff in the school

In larger enterprise solutions that have student data at their core, further functions
include Student financial aid management and more may be customized by the developer.
UPGRADE PITFALLS
Changes and upgrades to these systems tend to have major impact on the day-to-day operations
of the school staff. These systems normally touch every aspect of school operations even when
only the base modules are used. For these reasons, care should be taken to consider the impact
on:
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WORKFLOW
Since these programs are tightly tied to a school's workflow and processes, a change to a SIS
system can force changes to workflow. This can have a major impact on daily operations if
not considered carefully prior to implementation.

DATA CONVERSION
Data conversion of historic data (transcripts, attendance, health records, etc.) for both present
and past students can also be a significant concern to transitioning to a new SIS. Since,
school is required to keep historical data on past students. Considerations should be given to
what information will be converted and what will be archived.

CUSTOMIZED REPORTS
Since there is little standardization in what and how student information is stored, school has
its own processes and procedures (e.g. formatting and layout of data reports) for student
grade printouts or attendance records. As most SISs are not perfectly compatible with the
previous SIS, upgrading can be a long and tedious process.

TRAINING
Some new SIS programs have a tendency to include some unnecessary features, primary for
the use of power users, so training employees to use the new SIS program will most likely be
a costly and time-consuming process.

Like with an ERP system, school should consider processes similar to the ERP System Selection
Methodology when selecting a SIS system.

3. ABOUT STS SMMS

STS SMMS is management software that was developed mainly to use in schools as a student
information system. The software is a multitasking tool that helps in managing all important
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tasks related to school administration. At the same time, this will help developing a
communication system between the teachers, the students and the parents as well.

SOFTWARE COMBINED WITH INTEGRATED MODULE

SMMS software is available with many integrated modules and thus allows users choosing a
appropriate solution from the modules. There are modules to use as special education system, as
library, fees, textbook and vehicle management system, as grade book, etc. Teachers, staffs,
students, parents and the administrating body can make use of this software collectively to gain
access to related data anytime it is essential.

WHY SM. SERI KURAU CHOOSE SMMS

STS SMMS is student management and monitoring system that have been developed for
school management purposes. Throughout an academic year, the school, the staffs and the
teachers need to do lots of jobs to maintain integrity within the education system.

A ONE-STOP SOLUTION
To improve the process of education schools have to think of time management first and this is
possible only when they will make use of technologies in educational process. The SMMS is a
one stop system that everybody related to the educational system can use to benefit. Each school
can choose the system to help school staffs completing important tasks like fees and admission
management, exam management, library management, vehicle management, attendance
management in less time.

STUDENT ADMISSION & INFORMATION

Every year, a number of students take admission in the school and it seems to be a hectic process
sometimes. However, using the system they can keep record of student registration. Parents can
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pay in cash, check or online to admit their children in school. This system will make the process
of partial, full and bank counter fee collection easier.

Staffs can keep record of cancellation of admission and can refund the admission amount
accordingly. Moreover, we can also use the system to inform parents on outstanding, due or paid
fees. It also assists the process of fine management.

FEE MANAGEMENT
Parents can directly pay school fees online because the SMMS system help them to complete this
task faster.

ATTENDANCE MANAGEMENT
School staffs can send messages to parents the daily, monthly, quarterly and yearly attendance
records, using this advanced system.
STAFF MANAGEMENT
Parents can enquire about the staff they will like to know. Example staff profile of any form
teacher or the senior assistants.

TIME TABLE MANAGEMENT

This is module under SMMS system that has been designed to create productive school timetable
in just a few hours.

LIBRARY MANAGEMENT

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The system will help the librarian maintaining and cataloging all types of the books with exact
locations available in the library.

VEHICLE MANAGEMENT
Staffs will know what type of vehicles and how much distance the students covering by this
system.
EMAIL & SMS ALERTS
The SMMS system will help this school sending alert SMS or mails regarding the changes faster,
which proves to be a cost effective useful option. The new methods with Telegram and
Whatsapp.

ONLINE ACCESS
The SMMS system also allows online access to education system information and academic
information for staffs and administrative authority

5.0 CONCLUSION
Information technology applications have made a tremendous impact on industry, commerce,
education and society. Our citizens will have the opportunity to develop skills in analysis, design,
implementation and evaluation of many aspects of network computing using new and established
techniques and software tools. These opportunities provide the us with a solid foundation in
internetworking, telecommunication and information systems . Our generation are equipped
with the knowledge of setting up, troubleshooting, and maintaining programmes. A lot of
programmes will develop their skills in information communication technology principles and
design to enable us to specify and develop network communications systems solutions.

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Technology over the next five to ten years (2015-2025) will be radically different with great
improvements in increasingly shorter time spans as it becomes more personalized. Self-service
and self-publishing are increasing as is the functionality, ease of use, and diminishing size of
technology devices. The usability of technology will increase as will the simplicity of interfaces.
These capabilities will come with an increase in the complexity of the devices. Technology will
be complex to troubleshoot and integrate, much of it becoming a throw away product like
basic calculators today when they stop working. The integration of technologies will expand,
including communications, computing, audio, video, handwriting and speech recognition, facial
recognition, virtual keyboards and virtual screens, while becoming much smaller and more
powerful.
Computer technology has revolutionized the efficiency of information gathering and
management over the past two or three decades.

We have been witnessing a steady and

impressive progress in EMIS development in education sector in almost all sectors under the
Malaysia Ministry of Education.
Today, many teachers would find themselves competent with their own capacity in EMIS. There
is no doubt that we are seeing more data on all aspects of education that are more frequently
collected, better managed, and more available in all forms, aggregated or disaggregated. Today,
schools are able to publish the data (mostly originated from these EMIS centers) for monitoring
educational development goals.
Establishing EMIS has successfully achieved. A dedicated and willing management of EMIS is
necessary that can give needed leadership in the development of an information system within
the ministry itself. A conscious management is still required that can coordinate resources and
personnel and provide leadership with vision and explore the environment for more by using
essential feedback information.
The EMIS leadership especially, has to survey supervision, data processing, analysis,
publication including allocation and feedback information, personnel management, training,
planning, monitoring and evaluation, review and research, good quality of information
services. This is to ensure the quality of the whole system can be achieved.
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It is essential to understand that continuous training is one of the success factors in growth the
EMIS system. In view of new technology that is changing the educational environment and
increased demand, it is vital that skills development, training, and innovative leadership be
practiced.

References
http://www.historyofcomputer.org/
http://www.moe.gov.lr/pages3.php?pgID=46
file:///C:/Users/user/Downloads/EDICT-2007-477%20(1).pdf
http://en.wikipedia.org/wiki/Student_information_system
http://www.techknowlogia.org/TKL_Articles/PDF/233.pdf
http://emisportal.moe.gov.my/emis/emis2/emisportal2/doc/fckeditor/File/senarai_sek_09/meneng
ah/PerakM.pdf
http://members.tripod.com/sri_kurau/sejarah.html
http://www.limkokwing.net/malaysia/academic/courses_details/bachelor_of_science_hons_in_in
formation_and_communication_technology?gclid=CNKNja78qcYCFZAsjgod2ZoAQw

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