improve the process to be more efficient and organized, a prototype system to standardize process flow of. CTCE is designed and developed. Rational Unified ...
Siti Fatimah Omar et al
Int J Engg Techsci Vol 2(2) 2011,225-230
Design and Prototype Development of Credit Transfer and Exemption System in FIIT, UNISEL, Malaysia Siti Fatimah Omar1, Kamaruzaman Jusoff 2, Haslinda Sutan Ahmad Nawi1, Mohammad Ashri Abu Hassan1 Setyawan Widyarto1,Nur Syufiza Ahmad Shukor1 1
Faculty of Industrial Information Technology, Universiti Industri Selangor,Bestari Jaya Campus, Jalan Timur Tambahan, 45600 Bestari Jaya, Selangor Darul Ehsan, Malaysia 2 Faculty of Forestry, Universiti Putra Malaysia ,43400 Serdang, Selangor Darul Ehsan, Malaysia Abstract Credit transfer and credit exemption (CTCE) are one of the crucial processes in higher learning institution. Due to typically processed using manual system, it is time consuming and unorganized data filing to the applications and process of approval of applications at Universiti Industri Selangor (UNISEL). Besides, there is no standardized process flow for CTCE among all faculties. Therefore, to improve the process to be more efficient and organized, a prototype system to standardize process flow of CTCE is designed and developed. Rational Unified Process (RUP) is been used because RUP is a complete methodology and well-documented for software engineering. The solution is expected to allow online application and approval and the monitoring to the both process. It also helps in organizing record digitally and eliminates the manual paper based system. Therefore, all faculties at UNISEL must follow a standardized process flow for CTCE process. Keywords— credit transfer, credit exemption, higher learning institution, automation system
1. INTRODUCTION Information systems are vital to the operation and management of every organization. IS is used because they are interested in the benefit their organizations gain. Most studies examining the relationship between IS and performance level have found no positive relationship between the two variables (Kauffman and Weill, 1989). The benefits of information system is it facilitates planning; MIS improves the quality of plants by providing relevant information for sound decision – making. Due to increase in the size and complexity of organizations, managers have lost personal contact with the scene of operations. Rapid development of the internet and information technology pushed the world into the era of a new economy (Lin and Tseng, 2005). Besides, it minimizes information overload; MIS change the larger amount of data in to summarize form and there by avoids the confusion which may arise when managers are flooded with detailed facts. It also makes control easier; MIS serves as a link between managerial planning and control. It improves the ability of management to evaluate and improve performance. The used computers has increased the data processing and storage capabilities and reduced the cost. The advantages of automated of academic administrative systems are (IEA UK. 2008) includes (a) Speed - they can process information much more quickly than humans. This means they are good for controlling machinery that might need to be adjusted instantly, (b) Repetition automated systems can do the same task over and over again without getting bored, needing breaks or making mistakes, (c) Accuracy - they can do very detailed work and follow precise instructions without error, (d) Safety - automated systems can work in places where it would be unsafe to put a human, for example, in a nuclear power plant, under water or in space, (e) Efficiency - they get more done than humans but cost less to operate. This is because human do need breaks, wages, holidays, canteens, heating and lighting. The quality of the work done is always of the same standard being materials are not wasted due to human error, (f) Adaptability - automated systems can be reprogrammed to do different tasks. For example, a robot that was
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Siti Fatimah Omar et al
Int J Engg Techsci Vol 2(2) 2011,225-230
used to make one type of car could be reprogrammed to work with a new model or be used to spray paint a car instead of being used to weld parts together. Credit transfers and credit exemption to Bachelors Levels varies from university to university. However, due to the high impact and depth of coverage of these qualifications, such upgrades are generally guaranteed in most universities as long as students meet their formal qualifications index (European Commission, 2004). Technological advances in communication and transportation have increased educational opportunities for post-secondary education students around the globe. Individuals and information now travel quicker and cheaper between countries and continents (http://online.argosy.edu/tuition_financial_aid/transfer_of_credit.asp). CTCE varies from university to university, therefore the definition of credits also varies in the particular higher learning institution, based on different parameters, such as student workload, learning outcomes and contact hours (Allen and Seaman, 2008). University credits earned at other regionally accredited institutions are acceptable for transfer based upon the following (Junor and Usher, 2008): the course must be comparable in content, goals and level to the institutions’ course or content area for which credit is sought; the course must have been completed at a college or university that is accredited by an appropriate regional or national accrediting agency (generally those recognized by the Department of Education, if a national accrediting agency, it must be part of a program approved and documented by the faculty and dean of the appropriate college at new institution, but in the case of institutions’ outside Malaysia, the appropriate state (or its equivalent) or national accreditation is required; the course must have equivalent number of credits as the institutions’ course; students must have earned a grade of “C” or better for any course submitted; official transcripts are required for transfer credit to be considered. This research was done at UNISEL, one of the institutes of higher learning in Malaysia. Currently, CTCE approval process at UNISEL are done manually by Head of Programme (HOP) using Microsoft Office Excel and all the documents are filing manually kept at faculty’s admin office. A large room is needed to place the entire files. The HOP that needs to find a record or file, need to manually search the particular record from the filing room. Usually, the records of approved CTCE result are not updated because of human error, due to no computerized system developed for this process. The current manual practice of CTCE at UNISEL takes four to six weeks to get an approval. Which cause the following and remaining process is delayed and gives difficulty to students and they need to pay a fine. Furthermore, the process of CTCE in UNISEL are varies from faculty to faculty due to no standardized process flow of CTCE. Each faculty had their own process flow of CTCE based on their regulations and process that practised at the respective faculty. The objectives of this research are to conduct the complete user requirements and produce a standardized CTCE process flow, to design a complete automated CTCE system and to develop an automated CTCE prototype system. 2. METHOD AND MATERIAL Methodology used in this research is Rational Unified Process (RUP). RUP methodology is a software engineering tool which compounds development aspects such as manuals, documents, codes, models, etc. with the procedural aspects of development such as techniques, mechanics, defined stages, and practices within a unified framework (http://www.ibm.com/software/awdtools/rup/). RUP methodology is fast becoming a popular software development to map business process and practices. RUP methodology is highly flexible in its developmental path, as any stage can be updated at any time. Development is phased into four stages as shown in Figure 1(http://www.ibm.com/software/awdtools/rup/).
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Siti Fatimah Omar et al
Int J Engg Techsci Vol 2(2) 2011,225-230
Figure 1: Rational Unified Process (RUP) Methodology The first stage or inception centres on assessing needs, requirements, viability and feasibility of the program or project. The second step or elaboration measures the architecture of the system's appropriateness based on the project needs. The third stage is the construction phase, wherein the actual software system is made, by developing components and features. This phase also includes the first release of the developed software. The final stage is that of transition, and marks the end of the development cycle, if all objectives are met. This phase deals with the training of the end users, beta testing and the final implementation of the system. 3. RESULTS AND DISCUSSIONS One of the basic building blocks of academic administration for higher learning institution is to have complete automation systems that cater the administrative part of academic processes. This research will deliver four complete documentations of processes involved, which comprise of Software Project Management Plan (SPMP), Software Requirements Specifications (SRS), Software Design Description (SDD) and Software Test Plan (STP), and a working prototype. 3.1 Documents a) SPMP Software Project Management Plan (SPMP) defining the technical and managerial processes necessary for the development and delivery of CTCE system. b) SRS Software Requirements Specifications (SRS) describing the functional requirements of the system. This document is created in interaction with the application domain experts. c) SDD Software Design Description (SDD) describes the design goals, tradeoffs made between design goals, the high level decomposition of the system, concurrency identification, hardware/software platforms, data management, global resource handling, software control implementation and boundary conditions. This document forms the basis of the object design. This document is read by the analyst as well as the object designer. d) STP Software Test Plan (STP) describing the unit and system tests performed on the system before delivery along with expected and actual results. This document is used by the developers and maintainers. 3.2 Design Design that been produced is derived from user functional requirements. A use case diagram as in Figure 2 shows CTCE Use Case that consists of three actors; student, HOP and Administrator of the system. Table 1 shows the descriptions of each use case depicted in Figure 2. CTCE system architecture that shows involvements of three actors is shown in Figure 3.
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Siti Fatimah Omar et al
Int J Engg Techsci Vol 2(2) 2011,225-230
Figuree 2: CTCE Use Case Table 1: 1 Use Casee Description Use Casee Login Register user Generatee user Edit userr Register institution Register course Register subject Apply CT TCE Update equivalent e histtory/ Applicatiion approval View/print report
Use Case C Descriptiion There are 3 groups of users. Firstt group are Addmin, the secoond p is Student. These T 3 groupss of group is HOP and thhe third group h different user u access leevel. user have Adminn register new w user (HOP, Student) S and edit e existing uuser. Adminn register new w user (HOP, Student) S Adminn edit existingg user (HOP, Student) S Registter new instituution. Registter new coursee. Registter new subjecct. Studennt submits theeir application n online.
Useer
h and ap pplication apprroval Updatte equivalent history
Adm min, HOP
View application annd print reportt of applicatioon
All user
All user Adm min Adm min Adm min Adm min, HOP Adm min, HOP All user Stu udent
STU DEN T Su b m it C red it T ran sfer/ catio n C red it E xem p tio n A p p lic - subject to ap ply - result exam - syllabus
C R ED IT T R A N S F ER / E X E M P T IO N S Y S T E M V erification of sttudent’s C redit T ransfer/E xem ption from Sena te M eeting
H O P get report from syste m
V errified the approved of stud ent’s C redit T ran sfer / Exem ption
HOP/ F A C U L T Y A D M IN
Verified and a approved of student’s C re d it T ransfer / Exem p tio n
SE N A T E
Figure 3: CTCE C System m Architectture
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3.3 Prototype system This research also produced a prototype of CTCE system that allows student to submit their application online and later HOP or Administrator approve and update the equivalent data. Table 2 shows the system features. Table 2: System Features Features Manage users Apply CTCE Update equivalent history/Application approval View/print report
Description Admin may manage users (add new user and edit existing user) including level of users. Allow the first semester students to apply for credit transfer or exemption online. HOP and Administrator will be allowed to approve result through system and update equivalent history. All users may view application and print report of application.
The main contribution of this research is a standardized process flow for CTCE process across all faculties at UNISEL. It also provides an automated CTCE in UNISEL. The automated system will assist the faculty in managing and monitoring CTCE application. The system allows students to apply and check their application status online and enables uploading of supporting documents such as examination results and payment receipts. HOP and faculty administration staff could monitor the application status and complete the approval process immediately. Other than that, it will organize CTCE record digitally and implement the paperless based system. This automated system will also reduce human error on the document and application by providing a proper record management during CTCE process. 4. CONCLUSION As a conclusion, this research delivered a working prototype system and four documents; Software Project Management Plan, Software Requirements Specifications, Software Design Description and Software Test Plan. This research will improve the process of CTCE in UNISEL; shorten the CTCE processing time; and ensure the integrity of the documents processed. For future enhancement, it is suggested that the next research will include a mobile module for result notification to the students and an expert system module that will assign on decision making for approval process. ACKNOWLEDGMENT The authors wish to acknowledge the assistance of all academics particularly FIIT staff and administrative staffs involved particularly Registrar Office, UNISEL for their co-operation, and Centre for Research & Innovation, UNISEL for financial support of this research. REFERENCES Allen, I. E., and Seaman, J. (2008). Staying the course: Online education in the United States. Needham, MA. The Sloan Consortium. http://www.sloan-c.org/ publications /survey/ pdf/staying_the_course.pdf Retrieved on 20 July 2010. Credit Transfer to Bachelors – http://www.dalcafrica.com/creditoxford.php Retrieved on 6 August 2010. Espelt, C. (2003). The Implementation of the Europe Credit Transfer System as a Curriculum Evaluation Tool. Emerald Library Review. 53(2): 89-97. European Commission (2004). European Credit Transfer and Accumulation System (ECTS) Key Features. http://www.hrk.de/de/download/dateien/ECTSKeyFeatures.pdf Retrieved on 30 October 2010. Fearn, H. (2009). Coming to a screen near you. Times Higher Education. http://www.times highereducation.co.uk/story.asp?sectioncode=26&storycode=406903&c=1 Retrieved on 15 September 2010. IBM Rational Unified Process (RUP). http://www.ibm.com/software/awdtools/rup/ Retrieved on 30 July 2010. IEA UK. (2008). Accreditation Recognition & Credit Transfer Procedures. International Entrepreneurs Association, UK. http://www.ibizea.co.uk/credit%20transfer.pdf Retrieved on 7 July 2010. Junor, S. and Usher, A. (2008). Student Mobility & Credit Transfer, A National and Global Survey. Educational Policy Institute.
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Kauffman, R. J. and Weill, P. (1989). An Evaluation Framework for Research on the Performance Effects of Information Technology Investment. Proceedings of the Tenth International Conference on Information Systems, Boston. Lan, H., Chin, K. S., and Hong, J. (2005). Development of a Teleservice System for RP Service Bureaus. Rapid Prototyping Journal. 11(2): 98-105. Lin C. and Tseng S. M. (2005). The Implementation Gaps for the Knowledge Management System. Industrial Management & Data Systems. 105(2): 208-222. Undergraduate Transfer Credit Criteria. http://online.argosy. edu/tuition_ financial_aid/ transfer_of_credit.asp Retrieved on 17 June 2010.
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