1.

0 Introduction
According to the explanation from Laudon, Kenneth C.; Laudon, Jane P. (2009),
management information System (MIS) is an important information system that provides the
management of the information that the organization require to manage themselves
effectively.

Obviously, there are lots of advantages that can be gained from the

implementation of Management Information System (MIS) in the company. Among the

advantages are the respective company able to highlight their strengths as well as weakness
due to the presence of relevant documents like revenue reports, employees performance
record and others. It is very important to the help the respective company in improve their
business processes as well as operation in the future. Apart of that, the Management
Information System also able to present the overall picture to the top management of the
company and acting as a communication as well as planning tools.
Unquestionable, every company include KY College needs the Management of Information
System (MIS) to improve their daily company business operation. Due to that, the discussion
of this paper will focus on the needs of implementation of Management Information System
in current business process for current students, prospective students as well as lecturers in
KY College. The discussion will include the analysis of current process as well as
implements of relevant Management Information System (MIS) in that particular function.
Relevant examples will be given to support the discussion on this particular paper.

2.0 Functions Related to Prospective Students in KYC

As we know, recruit new students to study in the college is the main agenda and operation in
any educational institution include KYC colleges. Therefore, the management of the

prospective student is very important for the management of KYC College. It is simply
because it can determine the business performance throughout the year for the college.
Among the most important function for the prospective students in KYC is enquiry function.
This enquiry function is allow the students to access the online websites of KYC College and
know more about certain courses that been offered by in KYC College. Obviously, the
function is aim to provide more information to the prospective students before they can
choose the courses their preferred. As for the management of KYC College, they will use this
function to analysis the courses that most welcomed and asked by the prospective students.
This data will be very much helpful for them to analysis the strengths and weakness of their
courses compare to other competitor in the industry.

3.0 Current Process / Flow of the Function in KYC Before the Implementation of BPR
Obviously, current process and flow of the course information enquiry function in KYC
College is very unsystematic and it did involve lots of unnecessary processes. Therefore, it
makes the whole management process of the respective function become very insufficient. As
for the process of this function, it start with the prospective students submit their questions on
certain courses to the marketing department via the email. Then, the marketing person will
check their system mail everyday and answer all relevant questions on certain courses that
been offered in the College. After that, the respective marketing persons need to key in the
student name, courses interested and date of submit the enquiry into the Microsoft Excel file
for recording and data analysis purposes.

Apart of that, the marketing teams will also doing the road show to promote the course in the
main shopping center in Kuching like Boulevard Shopping Mall, Spring Shopping Mall and
City One Shopping Mall. The road show will also reach to other division of Sarawak like
Betong, Sri Aman, Kapit, Miri, and others. The feedbacks and enquiry data from the
prospective students along the road show throughout the Sarawak will be key in to the similar
Microsoft Excel file.
Lastly, the marketing executive of KYC College will analysis the data that keyed in into the
Microsoft Excel file to know about certain information like whats courses most asking by the
prospective students, whats the main questions been raised by the prospective students, and
so on. These information typically very important in helping the management of KYC
College not only in improving their course quality control but also in packaging and
marketing their course to the public in the future.

4.0 Uses of MIS in Improving related to Prospective Students Function in KYC

As mentioned above, the process of analysis the feedbacks and questions on the course
offered in KYC College is very mesh and took lots of time. It make the whole process of
marketing management in KYC College become very insufficient and should be improved.
Due to that, the relevant Management Information System (MIS) is suggested to be
implemented to replace the current process or flow of managing the courses enquiries from
the prospective students.
Under new management information system (MIS), the prospective students will be provided
the online websites to rise up their questions on the courses that they are interested. It is no
longer sending their email to the marketing executive of KYC College. The students will be
provided an online form to fill in their questions. Among the fields that consist in the online
forms are:

Nick name
Gender
Race
Qualification
Email
Courses Interested
The questions areas (like financial, recognition, course syllabus, and others)
Questions

Later, the management information system will directly store the feedbacks or enquiries from
the prospective students in the database. Later, the marketing persons will check the system
and answering accordingly via the email. The marketing person no need to key in the data
from the enquiries that sent by the prospective students again.
Apart of that, the questions and enquiries that rose up by the prospective students along the
process of road show also can be keyed in into the management information system (MIS) by
the marketing persons. All the data that been key in will be stored properly in the database
and various kinds of analysis reports can be produced by using the respective management
information system. Among the analysis reports that can be produced includes:

Prospective student analysis based on demographic

Prospective students analysis based on courses interested
Prospective students analysis based on types of questions asked.

Obviously, theses three information will be very crucial in improving the effectiveness of the
marketing strategy that planned by the marketing executive of KYC College in the future. It
is because the analysis reports that produced and provided by the Management Information
System (MIS) is very much useful for the marketing teams to know the needs of their
prospective students. Apart of that, these analysis reports will also very useful for the
academic board of the KYC College to review and improve their current courses structures so
that become more competitive and relevant to the current trends in the industry.

5.0 Functions Related to Current Students in KYC

Generally, there are lots of management functions are involving the current students in KYC
College. In other words, the management of current students becomes the most important
priority for the management team of KYC College. One of the most complicated functions
that involved the current students is course timetable and scheduling functions. Obviously,
the courses timetable and scheduling function is a function that enables the current students to
choose the timetable of their tutorial and lectures from semester to semester. They will be
given various kinds of options on the tutorial classes and she or she need to click and chooses
one of the tutorial class or lecturing classes. Later, they will follow exactly the timetable that
they choose in this particular system. However, this system is very complicated and it always
involved lots of problems that could affect the sufficiency of the process of management in
KYC College

6.0 Current Process / Flow of the Function in KYC Before the Implementation of BPR
As mentioned above, one of the most important functions that relevant to the current students
in KYC College is course timetable and scheduling functions. It is allow the current students
to do their own selection on the timetable of tutorial class and lecture class that they feel most
comfortable to attend in the KYC College. The whole process of the respective functions will
be discussed in detail in this section of the paper.
First at all, the management of the company will stick list of available time slot for the
tutorial and lecture classes for each course on the student notice boards 1 week before school
reopens. The similar notices also will be displayed on the websites of KYC College and a
copy will be emailed to the current students according to the course they registered for
coming semester. After then, the current students will study the available time slot for the
tutorial and lecture classes for each course before make the final decisions.
After that, the students have to field in the timetable and schedule registration form and
submit to the Students Affair Management (SMA) of KCY College to be approved before the
respective students can use the respective time table. However, the problems always occurred
when some of the tutorial classes are fully packed while some of the tutorial classes only
registered by 2 3 students. On top of that, the problems of timetable crashing will always
happen to the students. Therefore, the student distributions among the available tutorial slots
become so unfair and uneven. Due to that, the management of Students Affair Management
(SMA) might need to discuss with the students on the possibilities of reselect the new
timetable slots. These problems absolutely need to be rectified to improve the management of
KYC College in the future.

7.0 Uses of MIS in Improving Functions related to Current Students in KYC

As discussed in previous section, the current procedures and process flow of course timetable
and scheduling functions is causing various kinds of problems. These problems will directly
affect the effectiveness of the process of managing the current students in KYC College.
Therefore, the implementation of management information system (MIS) in managing this
function is absolutely essential.
Under the new Management Information System (MIS), new procedures and processes will
be used to management the timetable of tutorial and lecture classes for the current students.
First at all, the management of KYC College will key in the available timetable for tutorial
classes and lecture classes for each course in semester into the management information
system. Later, the management information system (MIS) will process the data that key in by
the management and analysis any crash of the timetable. If there is any crash, the
management information System (MIS) will pop up the message box to tell the management
the details of the crash in timetable. Then, the management of KYC College will do the
changing accordingly.
The timetable will only release to the students when every crash was settled. After that, the
current students need visit the homepage of KYC College and do their online course
registration with the tutorial classes and lecture classes all together. Form submission by hand
will not be practiced anymore. The management of KYC College can set the maximum quota
that allowed for each tutorial class. Therefore, the tutorial class timetable registration will be
operated by using first come first serve basis. Those students who are registered late might
not be able to get certain timetable. The management information system (MIS) will also
display the available seats in every tutorial class. The current students can view it before do
their selections. Those tutorial classes that are full will not be displayed to the current
students for their selection again.
Due to that, the proposes new management information system (MIS) will be able to solve
the crash in timetable as well as unbalance students distribution on the available tutorial
classes for the courses offered in KYC College.

8.0 Functions Related to Lecturer in KYC

As for the discussion in this part of the paper, the concentration and focus will on the function
that related to lecturer in KYC College. As we know, lecturer is one of the most important
manpower in KYC College. Obviously, the lecturer in KYC College need to perform lots of
functions that mostly relevant to the academic of the students. One of the most important
functions is student attendance management function. This is the function that done by the
lecturer to keep tracks the attendance of the students in his or her class. Later, he or she will
give attendance marks (5%) according to the attendance of the students. On the other hand,
he will also ban the students that do not have more than 75% attendance rate from sitting the
final examination. It is the procedures in KYC College. Due to that, it is very hectic and
uneasy for the lecturer to manage the attendance of the students in his or her class.

9.0 Current Process / Flow of the Function in KYC Before the Implementation of BPR
Obviously, the function of managing student attendance is a complicated function need to be
performed by the lecturer in KYC College. It is because it took times to do so. As for the
whole process of managing student attendance function in KYC College, it will be discussed
in detail in this part of paper.

First at all, the lecturer will read the names of the students in his or her classes in order to
take attendance of the students. The lecturer will tick X for those students who are absent on
his or her class. Later, the attendance of the students will need to key in into the Microsoft
Excel file.
Later, the lecturer will do his or her calculation based on the records that available in
Microsoft Excel file to determine the attendance marks should be given to the students. On
the other hand, the calculation figure from the Excel file will also allow the lecturer to
identify those students who did not have more than 75% attendance and not allow them sit for
their final examination for that particular course. It simply takes lots of time.

10.0

Uses of MIS in Improving Functions related to Lecturer in KYC

As we know, the process of manage the attendance of the students in the class wouldnt be
easy for any lecturer in KCY College. It simply took lots of time. Due to that, a new
Management Information System (MIS) will be proposed to replace the current functions in
KYC College. As for the new Management Information System (MIS), Students attendance
information system (SAIS) will be developed and allow the lecturer to tick the attendance of
the students based on the class name list that been linked by the courses registration functions
that discussed before the semester start. In other words, the names of the students who
registered will be inherited to the attendance management system. The lecturer only needs to
choose the date of the class and select yes for students who attend and select no for
students who are not attend that class. The system will later automatically display the alert
message to the lecturer for the students who nearly fail in achieving 75% of attendance. At

the mean time, the information system will also send a reminder message to those particular
students who nearly fail to achieving 75% of the attendance by using email or SMS text
message.
Lastly, the management information system (MIS) will do auto calculations to determine the
attendance marks should be given to each students based on their attendance in the class.
Therefore, it will improve the process of manage the students attendance by the lecturer in
KCY College.

11.0

Conclusion

As a conclusion, Management Information System (MIS) should be implemented and uses in

any business organization include KYC College. It is because it can provide the management
of the company a useful information data so that they can perform their daily business
operation and process sufficiently. Apart of that, the management information system (MIS)
will be useful to simplify the whole process of the management in the business organization
like KYC College.

12.0

Reference

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Laudon, Kenneth C.; Laudon, Jane P. (2009).Management Information Systems: Managing
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Terry

(2005). Management

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London:

Thomson.

p. 336. ISBN 978-1-84480-126-8

OBrien, J (1999). Management Information Systems Managing Information Technology in
the Internetworked Enterprise. Boston: Irwin McGraw-Hill. ISBN 0-07-112373-3
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