Business Process of Monash Student Association
Strategic information system is considered as the developmental factor of the corporate initiatives that intended to provide the opportunities to the organization for achieving competitive advantage. According to Rittinghouse and Ransome (2016), strategic information system or SIS helps in merging the technologies with a sequential strategic planning to formulate a better plan for accomplishing the business objectives. For example, the involvement of the computer system to flow the information or keep the information is necessary (Layton 2016). Many of the organizations face the potential business issues that may affect the organizational sustainability in current competitive world. The implementation of the system resource and execution of the proper plan is necessary to determine the sequential business process. Enterprise Resource Planning (ERP) is involved with the strategic information system implementation process.
The study will thus explore the ERP system implementation by Monash Student Association. The study will also consider the necessity of implementing such system information system. In fact, it is even necessary to ensure the business requirements and the method of utilizing such technologies. The assimilation of the enriched ideas of the efficiency level and potential security will be discussed in this study. The research paper will present the preferable recommendation for mitigating the emerging threats. Association of the ideas will establish a clarified concept of strategic information system.
Monash Student Association is the representative association for providing the better experiences to the students in Monash University. This association was established in the year of 1961. The history highlights that the association has been providing the effective and beneficial services to protect the interests of the students. The goal of the Monash Student Association is to increase the number of the members over the next few years (Msa.monash.edu 2017). The association has been offering a number of services to the post-graduate students. It provides the student advocacy and support, support programs, Student Union Library, Training and Development services, and food facilities. The association feels the necessity of utilizing the advanced technological setup to accomplish the business goals. MSA has set the goal to double the members in next few years. In order to fulfill such purpose, it is essential to provide the focus on the student enrollment process. The utilization of the proper system security and information technologies is necessary to structure the plan in a sequential manner (Coronel and Morris 2016). The institute has structured the plan to implement the Myriad IT solution for the simplification of the of the enrolment process. The implementation of myriad IT will be beneficial for MSA to undertake the effective marketing activities. In fact, it drives the functionalities by engaging the members. In addition to this, the IT solution has been enabling the accurate reporting system for securing the future funding process. This advanced IT solution is quite beneficial for the association to improve the business processes in a significant way. It is even necessary for the association to ensure the proper resource allocation process to utilize this information system (Nguyen, Bellucci and Nguyen 2014). The further section of the study will provide the insightful knowledge of the requirements of implementing myriad IT.
Development of Business Requirements
Monash Student Association has set the business goal to increase the members within the institutes. The development of ERP system is necessary for the student enrolment process. Moreover, with the help of the implementation of the myriad IT solution, the association can create the better process of the marketing activities (Wilkin 2014). It has been observed that the business has been facing the significant challenges due to the ineffective orientation and student enrollment process. It was quite difficult for the business to manage the huge number of the information system and facilitating the enrollment simultaneously. The association often misses the opportunities to engage the members and grow the membership numbers since it is necessary to pay attention towards such activities (Paradonsaree, Singh and Gekara 2014). On the other hand, the business requires concentrating on the partnership building. Myriad IT is generally designed to meet the needs of MSA. The association is much concerned about the simplified version of joining process and enabling the fruitful use of the smart phones and tablets by the associated students (Barry et al. 2015). The business is mainly focusing on increasing profitability by enhancing the membership level. The solution needs to handle the enrollment demands much efficiently for registering more members during the crucial time.
On the other hand, it is essential for the business to establish a proper system that can keep the information and necessary method of executing this planning system. When the members are growing in numbers, it is also essential to keep the data secure. The system needs to include the safer place where the details of the members can be stored with proper security. The system needs even the proper recovery system. During the emergency, there is the possibility of data loss. The implementation of the extra security process, it will be helpful to recover the data. The association requires paying attention towards the safer approaches provided to the associated members (Daya 2013). The business needs to keep the entire data in one source, which is accessible by the office and members. Hence, it is necessary to implement an efficient information system that can fulfill such business requirements.
Myriad IT is a system service that provides the comprehensive range of the solutions to many of the business organizations. Similarly, it provides the database solutions to the Monash Students Association. Easttom II (2016) implied that the effective database management process is the key component of the business success. Myriad IT provides the best solutions in database administration, system management, efficient back-up or installation system, and architecture device. The consultant of Myriad IT solutions work with the clients in order to get the proper knowledge about their needs and demands (Bonneau et al. 2015). Monash Student Association has undertaken the initiative to implement the myriad IT for increasing the number of membership. The IT solution is concentrating on different requirements. It has been noticed that O-week is quite hectic for the institute. During this time, the institute can avail the opportunity to draw the attention of many members by providing them fruitful services (Yang et al. 2015). During this time, it has been noted that almost 80% of the people sign up for the memberships. In fact, the societies and the clubs experience the most member influx during such time. It has been observed that during the enrollment week, the students had been facing the difficulties by standing on the terminals for the MSA joining. In addition to this, it was found that the club society and MSA were using the separate database (Denning 2014). Therefore, the students required to register their name in both the club society and MSA. It was quite a long process and was manually handled. The manual processes were involved for payment and registration services. The implementation of this IT solution will be helpful for centralizing the information of the student and providing the information to both the club society and to the MSA institute. The students would no longer have to wait in queue or stand in the long process for the sign up process. The portal created for the students is also offering the self-services.
System Requirement
Another requirement of implementing this IT solution is to develop the user-friendly applet that helps in boosting and speeding up the orientation and enrollment weeks. It is notable that the Myriad IT is associated with the development of the JAVA application that helps in collecting the necessary data of the students of MSA (Myriad-it.com 2017). This application is much helpful in speeding up the registration or the enrollment process. The suggested applet works on the PCs and MAC books. It is to be stated that previously the registration and the enrollment process was associated with many of the steps that made the students wait for long. However, the installation of this app is minimizing these steps of registering in MSA.
The information received from the previous orientation weeks reflects that the club societies and MSA had experienced many of the difficulties due to the inefficient wi-fi connection. Due to the poor wi-fi connection the club societies and MSA were unable to collect the proper data from the students and store the information (Sandberg, Amin and Johansson 2015). The application of myriad IT was much helpful in offering the off-line capabilities. Therefore, MSA can collect the information of the students even when the wi-fi is not connected. The synchronized data will be collected for registering the students for the membership program. The information will be stored for the future time as well.
The system of Myriad IT is much beneficial for the payment processes. The IT solution has incorporated the secure gateway for the payment process. The gateway provides the proper security to the students when they are transacting their money for the fees. The money is directly deposited to the bank account of Monash Student Association. In the previous time, it was noticed that the payment process was handled manually due to which there was the high probability of the errors. However, the implementation of this system has been eliminating the manual payment process and developing the secure online payment process (Ahmed and Matulevi?ius 2014).
The system development is considerably fruitful for the association since it provides the wider opportunities to handle the personal relationships with the students. The development of the custom report with the help of Myriad IT is enabling the membership demographics (Myriad-it.com 2017). MSA is thus able to understand these demographics of the associated members and it is much helpful in engaging the students. MSA has been using this data for attracting more students and receiving more funds for the future initiatives. The information is also much fruitful for the outreaching campaigns to the specific target of the audiences.
In order to fulfill such requirements, the institute has implemented this IT system. It is essential to mention that the system implementation has been much fruitful for the institution to engage more members and earn profitability for the future prospects.
In order to implement the database system for Monash Student Association, it is necessary to select the proper software and the vendors. Myriad IT Solutions is selected as the main vendor for providing the database IT solution to the institute. The following software will be required to implement the new database of myriad IT solutions.
- AWS Cloud: This AWS Cloud offers the unmatched experience in the cloud migration process.
- Mobile Application: The custom built application will be used for the students to register their name online for the membership (Jia et al.2016).
- Common Vault Software: This software application is necessary for maintaining the leading virtualization in the market. Moreover, this vault software is also much essential for recovering or backing up the system application.
- Customized Application:This application is essential for separating the database for the information of the different segments during the registration period.
- Secure Transaction Process: It is necessary to add the extra security software to keep the bank details of the students safe. This software security will ensure reliability among the students (Yadav and Dong 2014). They can transact their money in a safer way by keeping the bank details safe.
- Online Security Software: The online security software is quite necessary for handling the sudden errors. The application of the online security will protect the data from being lost.
Software and Vendor Selection
It has been observed that due to the manual process, there is the possibility of data loss. In such cases, it is necessary to add some extra securities that can protect the data during the emergency (Dong et al. 2015). The se of the biometric software can also be added. In case of the transaction failure, it will inform with the security signal. Hence, the error can be recognized.
The implementation of the technologies helps in shaping up business functionalities. However, it is necessary to maintain the proper procedures for utilizing these technologies to fulfill the business purposes. The following ways can be fruitful enough to utilize these technologies in an effective way.
The implementation of the technologies needs to be communicated in a transparent way. It is necessary to discuss the idea with the associated members and the students as well. With the help of an efficient communication process, it will be easier to communicate the process of using it. On the other hand, it is even necessary to inform the students about the use of the application for the registration purposes. Maintaining the transparent communication is even effective to understand the different features added for the database management process (Feng, Wang and Li 2014.). It is even necessary to communicate the emerging issues found in the system. The utilization of the technologies is quite effective to improve the transparency of the communication between the students and the staffs of the institute. The technology connects people through providing them adequate information. Hence, the students can receive the proper information as per their need through the communication process.
The system implementation process depends on the structured and sequential system implementation process. It is reported that Monash Student Association is aiming to focus on restructuring the marketing activities. The institute needs to pay attention towards developing the organizational functionalities to implement this database system. The implement of the database is reducing the time consumptions. The systems were previously handled manually. After the implementation of the technologies, it became easier for the institutes to register the members without having the errors (Sandberg, Amin and Johansson 2015). The possibilities of errors are much less due to the technically handled systems. On the other hand, the institute even can facilitate the proper advertisements of the membership registration during the season. The company can even provide the online transaction process that will be beneficial for managing the accounts departments. The money will be automatically transacted to the bank account of the association. Hence, it is noticed that the implementation of the technological systems are quite beneficial for developing the marketing activities of the association.
Technological development brings the revolutionary changes in the customer service. Davenport (2013) indicated that technology is the most fruitful source of bringing the businesses closer to the potential customers. With the help of the technologies, the business can establish the effective relationships with the potential customers (Camisón and Villar-López 2014). For example, use of the email service or online chat process, the service executives can directly communicate with the customers. On the other hand, with the help of the effective technologies the service executives can provide the demonstration of the products or the services that are going to be offered to the customers (Chesbrough 2013). In case of Monash Student Association, it has been noted that the Myriad IT solution is creating the separate database for the registration of the members in both club society and MSA. The students no longer need to stand in a queue. The staffs do not need to deal with the extreme pressure of registering students’ names and face the risks of manual errors (Ross 2016). The students can even transact the fees by online sources that will be directly deposited to the bank account of the association. In return, the students will receive the proper invoice for their deposited money. This facility will create the reliability among the students and will strengthen the bondage between the association and members. Hence, it can be interpreted that the technological development is much fruitful process of improving the customer service.
Ways Companies/Organizations Utilize AIS/ERP
The above business areas are much benefitted by the implementation of the technologies. However, it is necessary to maintain the proper process to facilitate the frequent changes. Understanding the basic needs and demands of the business will be fruitful to structure these technologies. In addition to this, it is necessary to provide the proper training and development session to use these technologies in proper way.
The measurement of the efficiency level depends on the progress or the improvement report (Porter et al. 2014). It has been observed that previous MSA was using the manually handled registration process. During such time, it was quite hectic and troublesome to keep the information of the applicants for memberships. Moreover, it was even difficult to manage the entire database separately for the club society and the MSA. Hence, it is quite necessary to develop the system database that can store the information in different database. It is much efficient for registering the students’ name for the membership within a short span of time. Moreover, the students can even deposit the fee through online sources that will directly go to the bank account of MSA. It is even a helpful process of minimizing the risks created by the manual errors.
The evaluation of the technological system implementation is quite effective for the business process to develop a technically handled registration portal. However, in order to create such portal, it is even necessary to pay attention towards some of the significant and possible risk factors as well. The major risk associated with the system implementation process is the information breaching issues. While implementing the database, the failure to protect the data can lead to data breaching aspect. There is the probability of revealing the data of the students if the system lacks the proper security (Lim et al. 2013). On the other hand, during the crisis, the data can be lost. If there is the lack of restoring the data, the information can be permanently lost. Another most probable risk is the security breaches related to the transaction process. The students provide the bank details to transact their money to the bank account of the association. The lack of proper security may leak out the banking details of the student that is considered as the biggest threat or risks (Burgstahler 2015). Hence, it is essential to keep the focus on such risks that may affect the business process in a significant way. Accordingly, it is even essential to identify the probable method of mitigating such risks. The further section of the study will provide the probable solution to mitigate such issues in a relevant way.
The emergence of the risks during the system implementation has the significant impact on business process. It has been observed that the lack of proper security can emerge the issues of data breaches. Moreover, the students are even concerned about their transacted money and the bank details provided over the internet sources. Hence, it is essential to pay attention towards the minimization of such risks and provide the necessary solutions for the future. In considering such issues, some of the preferable recommendations are provided further:
Efficiency Evaluation of Technology Implementation
It is necessary implement the security software that will protect the unnecessary and harmful virus. Some of the viruses are present on the internet that destroys the internal security of the database. Therefore, there is the high possibility of the data breaching which is threatening for the institute in terms of protecting the personal information of the students. The application of the firewall and malware would be effective enough to detect and protect this virus from hacking the database. The malware functions will destroy these viruses and protect the information of the students who have been registering their names for the membership process.
The malfunctioning of the internal system may cause the problem regarding the protection of the confidential information. For example, when the students are providing the banking details over the internet source, the lack of proper security may harm these confidential details. It is thus necessary to add the extra security process called “OTP” or One Time Password. The student will fill up the online form for the payment process by including the necessary bank details. Before processing the transaction, the students will receive the one time numerical password in the registered phone number. This security password will not be shared to anyone and will be provided directly to the mentioned block. The payment process of the student will be safer and the banking details will not be disclosed to anybody else. Furthermore, the application of the biometric sensor would alert when there will be any security issue or internal error occur. This biometric sensor is the signal that will be protecting the system from the unauthorized access. The implementation of such technological security would be much preferable to protect the information of the students who are registering online for the membership process.
Conclusion
The study provides the insightful ideas about the ERP or SIS implementation process in Monash Student Association. The implementation of the Myriad IT solution is promoting the online registration process. It reduces the time and efforts of the associated staffs. Moreover, it is necessary to keep the focus on the security purposes for protecting the data of the students. The implementation of the technological system improves the business process in an efficient way. However, it is still necessary to determine the proper protection to mitigate the emerging risks.
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