Bhavishya Bharat: Future of education

Introduction:

This report is presented on an Educational Institute in the suburbs of Mumbai, India. Nagindas Khandwala College is a pioneering college in its field to provide education to the youth. With its vision of "Bhavishya Bharat": Education for all, Education for the youth and Education for the future of country. The management, principal & the staff strives hard to achieve this vision and to pay their gratitude towards the society. They initiated the college with three classes in the Commerce faculty with just 330 students, in 1983, and now after 25 years of its journey it has grown in leaps and bounds like a big banyan tree with more than 2500 students each year. The college is committed towards providing quality education to the youth of suburbs of Mumbai. With the changing times the college adapted itself to the new changes and created a new vision of "Bhavishya Bharat", empowering the youth of India. In the year 2008, the National Assessment & Accreditation Council the autonomous body of UGC, India, rated the college with "A" Grade for its excellent services in the field of education.

The principal of the college Dr. Mrs. Ancy Jose believes that "an educational institution is to be visualized as a global entity with an underlying responsibility to create global leaders who craves for the overall development of social human being, social peace, and harmony."(Nagindas Khandwala, 2009)[1]

Processes of the College:

The primary business process of the college is to admit new students each academic year and maintenance of existing students. The college provides diverse courses in different faculties like commerce, arts and science in self-finance as well as government aided courses. Every year hundreds of students take admission in the college and creating records for them is the biggest process of the college. They have create a data base for students information, maintaining their fee records, personal details, generating their receipts and printing their mark sheets. The secondary function of the college is to properly account for all the fees collected and overdue if any. These fees needs to be deposited in their respective accounts and then recording them properly. The college also receives grants from the government, this money received needs to be accounted separately as per government norms. Also the college staff has to prepare the monthly payroll for its staff, teaching as well as non teaching. Therefore, a number of processes include admission of students, maintaining its existing funds and grants, paying salaries to employees, creating good infrastructure for students.

To carry out all its functions and processes there is a need for strong computer systems within the college in order to carry on various transactions. There is a need to understand what a computer system is and the information requirements at various levels of the organization.

Introduction to Computer Systems of any organization:

Computers have been used as a vital business application since 1950's. The software & hardware system form an information system which is of utmost importance to any organization. In any field or business today information systems are considered to be its back bone.

As truly, said by (Bocji, Greasley, Hickie, 1999), "Information systems are the means by which organization and people, using information technologies, gather, process, store, and use and disseminate information".

This report will also explain about the business information system. Business Information systems can be described as a system that provides the information needed by manager to support their activities in achieving the objective of business.

Different types of Business systems & Information Requirements at each:

There are 4 main types of business systems in an organization i.e. operational level, knowledge level, management level & strategic level according to (Laudon & Laudon, 1996).

Transactional Processing System:

A transactional processing is a computerized system that performs the daily routine of necessary transactions. This level is called the operational level where the operational staff work who deals in daily transactions like sales, purchases, receipts, cash deposits, etc. This is called a Transaction Processing System (TPS). The staff at this level has a pre defined goal and is highly structured. There are few TPS applications for sales, marketing, Finance, Accounting and Human Resources. Each department has its own TPS application. TPS is considered to be the very crucial in any organization failure of which could lead to demise of the organization.

In the college named above the information requirement at the TPS level is the details of the students in the college. They get this information with the help of the forms filled by the students. The clerical staff feeds this information into the system and creates a database. The TPS software used here is called as "EDUSOFT" this software is used for recording details of the students, generating fees receipts, showing personal details as well as any outstanding fees if any. This software is designed by a private company to suite the requirements of the college. "EDUSOFT" maintains all the information of all the students on one database. Any mishap with this could result in huge data loss to the college leading to major losses.

Knowledge Level and Data Workers:

The accountants, the engineers, scientists, etc. form the knowledge level & data workers of an organization. This is the level where knowledge level workers work. This level helps to integrate the knowledge into the firm. The data workers work on the office systems of an organization, there are IT applications designed to increase the productivity of these data workers. These applications help them in coordinating diverse information workers with customers, suppliers & other organizations related to firm.

In the college mentioned above the accountants and the data operators work at this level. They use the information generated by the TPS i.e. the number of students admitted and the fees collected from them. The office workers account for the funds of the organization. At this level the software specially designed for the college is called as the "FINANCE" & a general software called "TALLY" wherein they maintain the proper books of accounts of the college. "FINANCE" generates all the vouchers for receipts and payments also of any capital expenditure made. "TALLY" is used for some departments only as general software. The accountants generates reports for the principal with the help these software.

Management Information System:

Henri Fayol (1841-1925) devised a classic management definition that "To manage is to forecast & plan, to organize, to command, coordinate & control".

As per Fayol's definition the most important factor for a manager is having information of whatever he or she needs in order to help the manager to perform all his functions effectively. A Management Information System (MIS) is created in order to perform his functions. MIS provides managers with reports or online access to the organizations' current performance & historical records. The basic data extracted from the Transaction Processing Systems is compressed & usually presented in long reports generated periodically i.e. monthly, quarterly or yearly. MIS has a predefined procedure for answering specific routine questions. Most of the MIS have simple procedure such as summarize, comparison as opposite to complicated mathematical model or statistical techniques.

In the college mentioned above the principal and the registrar are in the Management information level. They depend upon the reports generated by the TPS and Office workers. They use these reports for planning & coordinating the new activities in the college like investment in capitals, creating better infrastructure for students, etc.

Decision Support System:

Decision Support System (DSS) also serves the management level of organization but they help the managers in making decision that are unique, rapidly changing and not easily specified in advance. They address problems where procedure for arriving solution is not predefined in advance. DSS uses information from TPS & MIS but also depends on external information like stock market prices, product prices of competitors. DSS is designed explicitly to resolve the problems of management; they condense the data in a manner suitable for decision makers. DSS is user friendly software that interacts and also changes assumptions, asks questions, etc.

Executive Support Strategy:

Executive Support System (ESS) serves the strategic level of organization i.e. the C.E.O., the C.F.O. or the directors of organization. They address non routine decision requiring judgment, evaluation & insight because there is no procedure for arriving at a solution. ESS is a generalized computing & communication software designed to incorporate data about external events such as new tax laws, competitors' strategy. They also draw summarized information from TPS & MIS. ESS is primarily designed to solve specific problems applied to change array of problems.

In the college mentioned above as there is no emergency requirement of the college.

Security Measures under the current systems:

Although there is a limited access of internet in the organization, protection of information from the internal staff is also essential. All the threats from the Internet are protected with a suitable firewall & antivirus software that updates automatically to protect the data from threats. In order to protect data internally from other employees both the software's of the college are password protected, the software of office workers cannot be accessed by operational staff & vice-versa. There is a need for advance security options like creating database server at a place outside the premises of college, flak walls to be created to obstruct unauthorized access.

Suitability of Existing System:

Under the current systems, there is individual software at each level in the college. That is different software for different levels. They are not suitable as every time the each level has to depend on the other level for generation of reports. Software combining all the requirements of the organization should be created to process all information. Keeping in mind the problems faced by current systems, the management decided to create a single software that could be used at all levels. "ADVANTAGE" combined software is under its trail stage designed by a private company called V2 Technocrats. The techies of this company stay in the college with the staff in college to adapt all its processes and operations. They have developed this unique software to suite all its needs. The access to this software varies from level to level.

Cloud Computing:

Cloud Computing refers to emerging computing technology that uses the internet & central remote serves to maintain data & applications. Cloud Computing allows consumers & businesses to use applications without installation & access to their personal files at any computer with internet access. This technology is used for centralized storage of applications, memory, processing & bandwidth. (Wikinvest, 2009)[3] In June 2009, a study conducted by Version One found that 41% of senior IT professionals actually don't know what cloud computing is. In Sept. '09, an Aberdeen Group study found that disciplined companies achieved on an avg. 18% reduction in their IT budget from Cloud Computing & 16% reduction in data center power costs

Advantages of Cloud Computing:

  1. Cloud technique is paid incrementally, saving organizations money
  2. Organizations' can store more data than on their private systems
  3. No longer do IT professionals need to keep their software up to date.
  4. It offers more flexibility than past computing methods.
  5. Employees can access information from wherever they are, rather than remaining on their desk.

Suitability of Cloud Computing in the College:

Cloud computing is suitable for colleges for the below mentioned reasons (Cloudave, 2009 & blog-core, 2009)[5]:

  1. In the current scenario of tight funding situation it will provide with a low cost option
  2. It will give the college licensed software & cheap and affordable prices.
  3. It will increase the efficiency of the existing staff as in case of any mishap with data they would not be overburden with doing things again
  4. The college would also be able to experiment with new software to increase their efficiency & ensure flexibility.
  5. Reduces barriers to participation, contribution, sharing as they could be accessed faster by staff.

References:

    Books

  1. Kenneth C. Laudon, Jane P. Laudon, 1996, Essentials of Management Information Systems, fifth edition, FT Prentice Hall.
  2. Paul Bocij, Andrew Greasley, Simon Hickie, 1999, Business Information Systems, 4th Edition, FT Prentice Hall
  3. Magazines

  4. Cloud Confusion amongst IT professionals. Version One, 6th June 2009
  5. Business Adoption of Cloud Computing, Aberdeen Group, September 2009
  6. Public CIO Magazine, 2008, 3rd November, Reads 16, 848, SYS-CON Media, Inc.
  7. Other Electronic Media

  8. http://www.wikinvest.cpm/concept/cloud_computing accessed on 8th December 2009
  9. http://www.cigital.com/papers/download/bsi1-swsec.pdf accessed on 5th December, 09
  10. http://www.cloudave.com/link/how-cloud-computing-can-help-school-education accessed on 6th December, 2009.
  11. http://blog.core-ed.net/derek/2009/06/8-ways-cloud-computing-may-change-schools.html accessed on 6th December, 2009.
  12. http://www.khandwalacollege.ac.in/html/profile/profile.html
  13. http://www.khandwalacollege.ac.in/html/profile/25yrsofjourney.htm accessed on 6th December, 2009
  14. http://www.khandwalacollege.ac.in/html/administration/admin_networking.html accessed on 6th December, 2009.
  15. http://www.khandwalacollege.ac.in/html/profile/profile.html
  16. http://www.khandwalacollege.ac.in/html/profile/25yrsofjourney.htm accessed on 6th December, 2009
  17. http://www.khandwalacollege.ac.in/html/administration/admin_networking.html accessed on 6th December, 2009.
  18. http://www.wikinvest.cpm/concept/cloud_computing accessed on 8th December 2009
  19. Public CIO Magazine, 2008, 3rd November, Reads 16, 848, SYS-CON Media, Inc.
  20. http://www.cloudave.com/link/how-cloud-computing-can-help-school-education accessed on 6th December, 2009.
  21. http://blog.core-ed.net/derek/2009/06/8-ways-cloud-computing-may-change-schools.html accessed on 6th December, 2009.

Please be aware that the free essay that you were just reading was not written by us. This essay, and all of the others available to view on the website, were provided to us by students in exchange for services that we offer. This relationship helps our students to get an even better deal while also contributing to the biggest free essay resource in the UK!