Implementation Of Information System In Courtauld Institute Of Art

Overview of Courtauld Institute of Art

The study has been done to cover the system implementation concerns and ideas within Courtauld Institute of Art. The implementation of information system has been proposed as an alternative to the paper based manual processes that the institution currently using. The system will be implemented institution wide.

The selected organization is Courtauld Institute of Art. The institution is also called as The Courtauld. This educational institution is a self-governing college. It is a part of University of London. The institution specializes in conversations and history of art. In 1932, this institution was established. It is considered as the heart of the conversation and history of art within the entire United Kingdom. The institution offers postgraduate and undergraduate degrees. Currently more than 400 students are studying in this educational institution. The degrees are of University of Lindon (The Courtauld Institute of Art 2018).

The Courtauld institution includes two photographic libraries within the premise which started as the private additions of dual promoters. The covering strategy, Conway Library, compositional drawings, frame and rational documents, called after Lord Martin Conway. In the year 2009, it was stated that the Witt Library must not preserve on accumulating fresh substantial to the premise. The library of the institution is considered to be one of the UK’s largest files of artistry history novels, display and periodicals catalogues. An internet based image collection method provides access to among forty thousand images, including illustrations and workings of art from the Courtauld Gallery. In addition to that, more than thirty-five thousand archetypal and engineering from the Conway Library’s photographs can be accessed (The Courtauld Institute of Art 2018).

The institution manages its admission process, library operations, classes and many more functions through the manual paper based process. These processes are often tend to errors. Moreover, the paper based works are so effort and time consuming that organization is not able to concentrate on the core operations like improvement in teaching.

The system requires can be categorized into two sections such as functional and non-functional.

The functional requirements of the system are as following.

1. Login:The user will need be logged in to access their account and specific functions. The students will login to the system to see the course works, assignments and many other things like exam dates. The librarian will login to see the books borrowed by students, stock of individual books and many more (Dabbagh and Lee 2014). Therefore, the login refers to the authentication process. This process allows a user to enter specific part of the system designed specifically for him/her.
2. Registration:Registration is the first requirement for securing a system. The registration of an end user ensures that the user has been authenticated. In order to register a user, the system will input personal data of the user and few other details relevant to their positions. After the registration, the user will receive a message in their email address. This userid and password will be used for login.

• Data Storing:The system needs to store the data at every stage of the business process. The data storing refers to having a set of data within the system that can be used over a long period of time (Khan et al. 2016). Suppose, if a student borrows a book from library, the system will store the student unique identifier, book’s unique identifier, borrow date and many more details in a table.

1. Reporting:For management reporting is the key of improving operations/processes. The reports are generated using the existing data and derived information after processing those data (Rahman and Ripon 2014). The reports will be sent to the management directly.
2. Authorization:Authorization is the key to prevent everyone accessing all the system data. Based on the user type, the system will allow accessing information and functions.

1. Security:The most vital non-functional requirement is the security. The system will be storing and processing a lot of sensitive data like student personal data, payment details, account details of the users (Khan et al. 2016). If any hackers get unauthorized access to the system, they can easily monitor these data. They can user these data for illegal activities.
2. Scalability:The scalability of the system refers to the ability of the system to use resources as per need. As the system will be handling a large amount of processes simultaneously, it needs to use a lot of resources like space, processors and many more (Eckhardt, Vogelsang and Fernandez 2016).

• Availability: The system will be connecting the major arts of the institution. The management will be tracking the processes through this system. Therefore, the system has to be available all the time. The students will be accessing the system every time. All the important files and data will be provided to them through the system.

1. Usability: The system must be easy to use and have conventional looks. As the system will be used for every day purposes and will run all day long, the usability has to be very good (Ahmad, Belloir and Bruel 2015). The users must be able to access all the important information easily.  

In order to find the best information system, it is very essential to find the parts of the business that it covers. The system will be handling the admission process and student related other operations. The library data will be handed by the system. Capturing report from all the parts and presetting those information as report to the management is a crucial process of the system. Therefore, the system has to be combination of student management system, library management system and management information system controlling the previous two. The system will be connected to a central distributed database. Each of the subsystem will be hosted through different servers thus divining the system.

1. As most modification propose enhancement of a process, a result, or an item, it is simple to separate the attention and to clarify purposes (Rosemann and vom Brocke 2015). This similarly embraces differentiating the resources and individuals who will inspire the practice as well as lead the responsibility.
2. There are limited numbers of stakeholders who can integrate superior management. The management who together control and allocate financial resources to the project, and the entities that are directly responsible of beginning the proposed project (Butt, Naaranoja and Savolainen, 2016).

• It can be considered as the “roadmap” which differentiates the beginning, the development to be engaged, and the objective. The project manager will similarly organize resources to be consumed, the allowance or objective, and overheads into the agreement.

1. As a foremost characteristic of the Project management, resource distinguishable evidence and sponsoring are important mechanisms. These may include substance, equipment, and software applications.
2. Identifying, assembling, directing, and performing a covered change management project is substance to great communication (Marnewick 2016).
3. Resistance is an extremely ordinary piece of change management. However, it can debilitate the achievement of an undertaking. Most resistance happens because of a dread of the obscure.

• Observing fact of coordination undertakings is a important piece of any project. At the time of handling a change management through the project’s lifecycle, it is significant to observe the achievement of sets and individuals incorporated (Rosemann and vom Brocke 2015.
• Certainly, change management methodologies are frequently adjusted all through a project. Similar to communication, this should be merged through any way possible for distinguishing and prevent challanges.

Current Processes and Challenges

As per the above description, the institution will be providing training to the end users specially staff, before the system is deployed. All the stakeholders will be informed about the importance of the project and outcome of it. With each and every change in the business process and working environment, the staff and management will be informed earlier. A user manual will be created for the system and distributed to every staff of the institution.

Return on investment, or ROI, is a scientific mathod that financial specialists can use to assess their investments and judge how well a specific investment has performed contrasted with others (Wittenberg et al. 2017). A ROI calculation is some of the time utilized along with different ways to deal with build up a business case for a given proposition. The general ROI for a project is now and then utilized as an approach to review how well an organization is overseen.

1. through assistance of ITs themessages, texting, video and voice calls becomes quicker, less costly and greatly operational.
2. by developing Information Systems, it is possible to cut down the operational, geographical and to some extent of social limits. Distributing the data, learning, communication and understanding among various countries, languages and cultures becomes suggestively naiver (Laudon and Laudon 2016).

• ISs has been able to make it practicable for enterprises to be operating 24×7 remotely through entire world. This suggests a business can provide service to customer anytime-anywhere, creating purchases from several countries simpler as well as more beneficial. It similarly suggests that an organization may have their goods carried out ideally to consumer’s doorstep with great efficiency.

1. the IS program progresses more creative action of the enterprise and also improves the supply of data to the owner. Implementing such systems may similarly undertake an influential part in serving enterprises for putting additional noticeable emphasis on data revolution. It is done through guiding the activity to reach the final objective for picking up a competitive advantage (Dabbagh and Lee 2014).

1. First of all, the process of Courtauld institution will be fasten. Moreover, the data that the organization will be using become accurate.
2. Another impact will be on the working behaviour of the staff. They will concentrate on the ore works rather than paper management and information finding. All the back processes will be automated by the system.

• The management will get accurate and precise reports. All the information will be presented in organization manner. This will significantly boost up the management decision making process (Zaitseva et al. 2016). In addition to that, the decision making process will be more effective than ever before.

1. The students can apply for their admission online. The system will check their eligibility automatically. This will improve the admission process. The long queue at the college can be avoided easily (Beilin 2015). The system will collect payment from the students automatically though payment gateway implemented in the website.

1. The cyber criminals and hackers can gain their unauthorized access to the system and steal all the information without even revealing their presence for months, even years. Such information can incorporate merchant information, bank records, licensed innovation and individual information on organization administration.

Conclusion:

The study concludes that the prosed information system is a vital project for Courtauld Institute of Art. The institution has to be very careful about selecting the team members of project. The proposed project is very complex and need proper monitoring methods. There are both positive and negative impact of the system but the positive impact is more.

References:

Ahmad, M., Belloir, N. and Bruel, J.M., 2015. Modeling and verification of functional and non-functional requirements of ambient self-adaptive systems. Journal of Systems and Software, 107, pp.50-70.

Arkorful, V. and Abaidoo, N., 2015. The role of e-learning, advantages and disadvantages of its adoption in higher education. International Journal of Instructional Technology and Distance Learning, 12(1), pp.29-42.

Beilin, I., 2015. Beyond the threshold: Conformity, resistance, and the ACRL information literacy framework for higher education. the Library with the Lead Pipe, 25.

Butt, A., Naaranoja, M. and Savolainen, J., 2016. Project change stakeholder communication. International Journal of Project Management, 34(8), pp.1579-1595.

Dabbagh, M. and Lee, S.P., 2014. An approach for integrating the prioritization of functional and nonfunctional requirements. The Scientific World Journal, 2014.

Eckhardt, J., Vogelsang, A. and Fernández, D.M., 2016, May. Are” Non-functional” Requirements really Non-functional? An Investigation of Non-functional Requirements in Practice. In Software Engineering (ICSE), 2016 IEEE/ACM 38th International Conference on (pp. 832-842). IEEE.

Isard, S.A., Russo, J.M., Magarey, R.D., Golod, J. and VanKirk, J.R., 2015. Integrated pest information platform for extension and education (iPiPE): progress through sharing. Journal of Integrated Pest Management, 6(1).

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Khan, S., Babar, M., Khan, F., Arif, F. and Tahir, M., 2016. Collaboration Methodology for Integrating Non-Functional Requirements in Architecture. the Journal of Applied Environmental and Biological Sciences (JAEBS), 6, pp.63-67.

Laudon, K.C. and Laudon, J.P., 2016. Management information system. Pearson Education India.

Marnewick, C., 2016. Benefits of information system projects: The tale of two countries. International Journal of Project Management, 34(4), pp.748-760.

Rahman, M. and Ripon, S., 2014. Elicitation and modeling non-functional requirements-A pos case study. arXiv preprint arXiv:1403.1936.

Rosemann, M. and vom Brocke, J., 2015. The six core elements of business process management. In Handbook on business process management 1 (pp. 105-122). Springer Berlin Heidelberg.

The Courtauld Institute of Art. 2018. Home Page. [online] Available at: https://courtauld.ac.uk [Accessed 25 Apr. 2018].

Wittenberg, R., Anderson, R., Read, S. and Knapp, M., 2017. Why no reliable estimate can be produced for the rate of return on investment in primary prevention of dementia.

Zaitseva, N.A., Ilina, E.L., Nikolskaya, E.Y., Romanova, M.M. and Larionova, A.A., 2016. The Main Strategic Directions of the Education System Development (on the Example of Higher Education Institutions on Personnel Education for the Hospitality Industry). International Journal of Environmental and Science Education, 11(16), pp.9155-9168.

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