CHAPTER 1

INTRODUCTION

This chapter discuss on the introduction of the project which is describe about the
background and the rationale for the study. This chapter consist of six subtopics start
with background of study until the significance of the study.
1.1

Project Background
Record analysis and statistic is an important element in decision making process.
The decision-making process in psychology and mathematical perception show
how unlike statistical data representation can help several types of decisions
(Arribas et al. 2014). A proper analysis is depending on how data and
information is being analyze. Since a lot of information being gathered and
stored, manual method to review all the record may be deficient in order for data
to be analyze thoroughly (Mahoney 2013). Hence the data must be kept in a
proper way to ensure that there is no space for mistake to occur due work
procedure.
The Academic Affairs Division (HEA) play important role in UiTM Melaka
Kampus Jasin Organization. They are responsible in managing all the academic
affairs of the university since that campus were open since 2014. Academic
Affairs can be classified into three part which is student, staff and industry. It is
HEA responsibilities to provide a student with an adequate learning aids tools,
ensure the registration of students and examination according to academic plan
and provide a certification to a student whose need it for research purpose etc.
Besides, HEA also must able to manage all academic record and information
efficiently, conduct a research in allowed area, organizing and conducting
seminars and convocation proactively and reactively and able to consult the
management regarding on admission of students, prospect program and career of
a students.
1

Assistant Registrar can be appoint as the registrar for the branch campus and
hold a responsibilities for implementation and supervision of campus academic
policies and procedure of the applicants or a students. Assistant Registrar focus
on admission and records administration. In order for HEA to work smoothly it is
assistant registrar duty to lead that division in managing and handling starting
with student recruitment until their enrollment. The main role in admissions is to
ensure the detailing, implementation and evaluation of admission policies.
Assistant Registrar responsible for the planning, analysis, scheduling and the
inclusion of activities so that campus goal can be achieved. He is expected to be
involve in of decision support and management support systems assign for his
area. Another main responsibilities as Assistant Registrar is in record relate
matter which is to ensure all the academic record and students performance are
being collect neatly. This is critical part where it need to be done correctly to
ensure data analysis process can be carry out meticulously.
According to Mr Izwan as Assistant Registrar in that campus, currently there are
few methodology that he is use in representing analysis and statistic. First he has
to review all the report that is relate to the analysis that he want to do. The report
were kept in two form which is softcopy and hardcopy and it is easier to review
the report in hardcopy form. After that he will analyze all the report and
document it via Microsoft Office before he can translate the table created into
graphical representation by using Microsoft Excel. Then the analysis report will
be stored same as other report which is in two form and it is softcopy and
hardcopy where the softcopy will be save in his desktop and the hardcopy will be
organize in a file. Finally the analysis report will be handed to his superior for
decision making process.

1.2

Problem Statement
2

Based on my interview with Mr Khairolizwan Harry assistant registrar in UiTM

Melaka Kampus Jasin, there are a few problem that had been identify regarding
to current method. The details are as follows.
1.2.1

Inefficient Approach in Performing Analysis

For time being, assistant registrar of UiTM Kampus Jasin are using Microsoft
Excel 2013 to draw an analysis regarding to the report that they had received.
Microsoft Excel is a good software to create a statically representation for a
report but it will be useful and full functioning if the person whose are using it
familiar enough with that software which is know how to fully optimized that
software. Microsoft Excel is a complex tools that provide a capabilities to turn
data analysis gathered into more reliable representation. Since Assistant Registrar
not an IT background person so he will not concern on how to use Excel in most
efficient way. He end up using just the basic function and as a result it is not the
efficient for him to do so when he has to re-write all the analysis data into
Microsoft Word before that data can be translate into graphical representation in
Excel. He also are not aware that Excel can be connected to the database so that
he does not have to review the past report to do an analysis instead he just can
extract that data from the database and the analysis result can be generate more
easier. All these situation would lead to he finally doing extra work which it can
be avoided.

1.2.2 Considerable Measure of Time Expected to Review Past Report

Mr Izwan have to complete around 3 to 4 report a week and sometimes he were
asked to carried out an ad-hoc analysis regarding on certain issues depending on
his superiors request to ease their decision making process. His superior not only
came from UiTM organization it can be from the outside organization like state
government, so there will be a lot of analysis need to be done. He also had
experience disable to complete a report within time constraint due to many
activities held in a week. Hence it will be more report and analysis that need to
3

be prepare compare to a normal week. It is also due to the work procedure that
need to be followed in order to do an analysis. To do an analysis stakeholder
have to review all the past report and it is not easy to review all the report since
there is no system that manage the report. Even though the report were saved in
two type which is softcopy and hardcopy, he said that it is more easier to
manually retrieve all the past record manually from the file instead of searching
the report from desktop storage due to there is no system that can ease the
retrieving process. All this process will consume a lot of time just to gather a
certain data and this is not including time needed to write an analysis and
statistic.

1.3 Project Objective

1. To develop a system that can create a dynamic statistic
2. To evaluate an functionalities of the system using User Acceptence Test (UAT)

1.4 Research Scope

1.4.1 User
UiTM Melaka Kampus Jasins Assistant Registrar

1.4.2

Hardware

1. Personal Computer

1.4.3 Software
1. Windows 7 and above
2. Google Chrome browser

1.4.4 Availability

1. Online system
1.4.5

Geographical

1. Academic Affairs Division (HEA) UiTM Melaka Kampus Jasin

1.5 Research Significance

This system will help assistant registrar to perform an analysis more efficiently. It
will replace the current method of performing analysis which is require him to
review one by one report manually. Instead of reviewing report manually he only
need to set up a filter which is he just have to choose a suitable attribute that he
want to analyze.
This will reduce time needed by him to complete a report. Besides it will helping
making work procedure for analysis process became more organize d by removing
unusable step in data analysis procedure . Thus it will increase the productivity of
HEA division since staff will have more time to be focus on others matter.
Indirectly the board of director also will get positive impact since this system is
helping them in making a better decision due to the concept of dashboard that will
be apply on the project.
Meanwhile, if the organization structure in a good condition it will increase the
performance of the UiTM Melaka Kampus Jasin and in some way capable of
boosting students achievement and next improve the society view and enhanced
trust towards this institution.

CHAPTER 2

LITERATURE REVIEW

This chapter describe about literatures that have to review for this study. It is cover on
topic analysis and statistic and record management system. This chapter is carry out in
order to get the most relevant technique and method to be implement in the project.

2.1

Record Management System

Record is tools that load with information to govern the planning and decision
making process of an organization and it is a crucial for having an effective and
efficient administration (Norris, 2002). According to 44 United States Code 3301
(as cited Record Management, 2006) record is any materials regardless of
physical form or characteristic preserve and govern because of its informational
value on them. Thus, since information is important record need to keep neatly
so that work performance can be enhanced.

Record management system is the activities that need to be done to manage the
record (Government Record Services, 2011). Record management includes
planning, training, budgeting and organizing records (Record Management,
2006). Norris (2002) state that, there is seven attributes to make an effective
record management and one of the attributes is the use of technology in record
management. Record need to be manage properly as the good record
management would help in planning and making a decision. Good management
also will help in saving space and protect an important information indirectly can
hold a record for much longer. Correspond to Golding (2009) where he state that
there will be a lot of benefit if the records are well-run and that is include to
increase the lifespan of the record.

2.1.1 Type of Record Management

2.1.1.1 Paper Records

Paper based has been use as a traditional ways to create and distribute document
(Konishi & Ikeda, 2007). The data are recorded into the paper as the event
occurs. There are several procedure that need to be follow where the document
must be filled into the correct section, secured and must be store
7

chronologically(Feast & Nugent, 2014). Paper based record are used to ensure
consistency of care (Hardstone, Hartswood, & Procter, 2004) which is certain
procedures are required to be follow. This is important to make it easy to retrieve
the record based on the labelled to reduce the time taken for data retrieval.
Paper based records can be very effective with a structured procedures of
keeping the records. Paper based records does not require hardware and software
in order to exist(Shaw, 2006). Besides that, paper based record can be integrated
using electronic based. The data will be print or scan and been documented for
revision purposed(Feast & Nugent, 2014). With the involvement of technologies
this method are well established and robust(Shaw, 2006) such as using error
detector or amendment detectors.

2.1.1.2 Electronic based

Electronic based records method is a computer program or set of programs
designed to track and stored records(Electronic Records Management Systems,
n.d.). Data been recorded in electronic devices using similar method of paperbased that is user will key in into the devices and all required information must
be filled to maintain the security of electronic records(Feast & Nugent, 2014).
Furthermore, data or information that were collected in electronic devices system
are always ready to be used (Hardstone et al., 2004). However, at the beginning
of implementation electronic recording may become costly due to the integration
from existing records with the new records. Complexity of the database require
critical research analysis.

2.2 Analysis and Statistic

Analysis is a process of classify of an information into a several part to identify

the relationship of each other (Taylor, 2007). Other source said that analysis is an
activity of learning the behavior of an object to know it central or basic it
attribute (Analysis, n.d). In simpler explanation, analysis is a process of
unravelling a complex issues into easier form to have better insight about an
issues. Analyzing is different with reporting. Report are more alike to rearrange
the gathered data into more organize representation information to demonstrate
how the situation is operate while analysis is more to changing the information
report into a vision for better understanding about an issues. It is important to
have better understanding about this issues so that the focus on the functionalities
can be determine.
According to Varalakshmi, Suseela, Sundaram, Ezhilarasi and Indrani (2005)
statistic is the use of scientific method in order to performing an analysis that can
draw a valid conclusion. Statistic had been widely use in various field like in
industry, agriculture, commerce, planning, health and education due to the
importance and the impact that can be brought proper practice of statistic. Fitting
with Bhalerao (2011) statement which is concern on his observation on the
broadly use of statistic in numerous area had increase the development of an area
and the growth of information technology had influence the way of statistic can
be used. So, both analysis and statistic is an important element in decision
making process.

2.2.1 Dynamic Graph

Dynamic graph is a possibility process that illustrate a relation between variable

where the properties would change by time (Clementi, Silvestri, & Trevisan,
2014). This concept means that dynamic graph should capable of reconstruct the
graph after the changes have made on the data without having to recalculate it
from the scratch every time. Thus this concept is suitable to use for a system that
need to perform an analysis with dynamic data.
9

2.3

Data Visualization Techniques

Data visualization is a presentation of data graphically to ease the process of

understanding the context (Ramly, Nor, Ahmad, & Aziz, 2012) . Improving data
representation will aid the main point or the actual content to be delivered to
audience smoothly and it will help to increase the productivity of an organization
(Mahoney, 2013). Decision making process would need a good interpretation of
data to choose the best way to be taken for a situation. It is crucial for the analyst
to choose the best technique to represent the data since it will affect the decision
making process of high level management in the organization. Besides,
according to Ramly ( 2012) data visualization is the crucial element to keep the
business in the correct path to reduce the lost on expenditure.

2.3.1 Dashboard

Dashboard is a concept of presentation of the whole essential information on a

single screen so that the information can be observe in a glance (Iandoli, Quinto,
De Liddo, & Buckingham Shum, 2012) . Dashboard representation technique
used in business management is to ease the monitoring work on a certain issues
or to monitor an organization performance. Generally dashboard measurement
does not relate to a business objective since it just show on how the business
operation are working at the current time. The data gathered is update in real
time, because of that the system must be keep run continuously. As a
measurement tools, dashboard are showing just a metric on performance of an
organization just in high level idea of presentation. According to Savkin (2015),
dashboard is suitable for middle manager use where the content of visualization
is more on the current situation performance which is manager can alert their
10

subordinates rather than use the visualization for determine the long term
business strategy.

Figure 2.1 : Dashboard representation.

Figure 2.1 above show how dashboard focus on operational goal. All graphical
representation is compact into single display in one page to ease the analysis
process.

2.4

Charting Libraries
Graphical representation is important to make spreadsheet more likely to be read.
To convert from text graphical representation chart is used where chart is a
graphic structure consist of shape and symbol. There is various technology in
JavaScript that can be used to build chart. This project only will focus on D3 and
Highchart technology.

2.5

Conclusion
11

Based on research carried out in this paper it can be conclude that for developing
a Record Management System that capable of drawing a dynamic graph for
analysis purpose the system must be able to draw all the graph template. The
representation used for this project will be the hybrid technique which is the
combination of dashboard and balance scorecard technique since there are
several features that needed in both technique for this project. Then this project
will be develop using electronic recording management method. The advantage
of using electronic recording management method against paper recording
management method will improve the way to store data and increase data
reliability.

CHAPTER 3
RESEARCH METHODOLOGY

This chapter will be discuss on the research methodology that is going to be implement
for HEAds system development. Basically this chapter will explain on the methodology
itself, phases, activities and the expected result in order to meet the project
developments objectives. This chapter includes phases such as planning phase,
requirement analysis phase, design phase, development phase, testing phase and
deployment phase.

3.1

Research Methodology
12

Before start developing a project it will be good to know the methodology that is
going to be use. Methodology will be helpful to ensure the development process
run smoothly.

It will provide a better and clear understanding of the

development process of any complexity that will be face in developing a project.

Moreover, methodology helps a development process to become neat, systematic
and complete. Thus, to achieve all those elements for HEA record management
system (dynamic system), HEAds development process, a suitable model
approach need to be decide, which is the approach will determine how the
project will be flow. This project will be using agile approach which is consist of
six phases. The phases involves are planning, analysis, design, development,
testing and deployment.

Figure 3.1: Six phases based on agile approach

This project are implementing agile approach to represent the workflow due to
ease the manner of the project to be independent on the change along the
development process.In represent the methodology that is used for developing
HEAds, Figure 3.1 shows the six phases based on agile approach. As the figure
show the iteration at the analysis until testing phase so that the changes can be
made after system is tested if the system do not meet the requirement. In the six
phases, the first phase would be planning. This phase is very important where it
13

act as the base for the whole development process. In this phase all the
information needed is gathered before developing the system. Information are
gathered through interviews conducted with the stakeholder and reviewing the
literature. After requirement gathering, analysis phase takes place where all
information isolated from each other into situations, in which it needs to be
solved. Next, project will be continue with design phase where all the projects
design and flow are shown to give the first sight before start with the
development. Then, finally, after the project have been developed, it will move
on to the next phase which is the testing phase. In this phase, the project will be
tested to identify whether it does have any flaws or malfunctions in it. If the
project meet all the requirement the project will be ready to be deploy.

3.2

Planning
In this project methodology, the first phase would be requirement gathering
which is the most important phase in this whole project of HEAds. Planning is
responsible to collect all necessary information in order to start developing a
project. The requirement gathering process consists of facts and figures that has
the meaning to support this project. In addition, during this phase, the literature
review of related topic from other researcher is done to gain more important and
useful information in order to have better understanding on the situation.
To get the overview about the project, an interview is conducted with assistant
registrar of UiTM Jasins HEA, Mr. Khairol Izwan. From the interview session,
there are several issue arise from the current practice. He felt that current system
runs manually where all process are in paper form. Sourcing from this, it lead to
other problems such as a lot of time and energy consumed.
Hence, HEAds is developed to solve those existing problem. This system let him
to perform the analysis dynamically with web-based platform. Thus he will no
longer need to review all the past report saved physically on the file all over
14

again just to complete an analysis when HEAds can help him to retrieve the
report virtually an efficiently.

PHASE
Planning

DELIVERABLES

ACTIVITIES
Preliminary study:
Formal interview
session is conduct with
UiTM Jasin assistant
registrar

Literature Summary:

I.

II.
III.

I.
II.

Current issue
arise.
Current work
procedure.

Literatures studied and

summarized

The importance
of computerized
system of record
management
system with
dynamic statistic
generated
System
application
platform
Visual
presentation
techniques

Figure 3.2: Planning phase.

3.3

Project Analysis
This phase is about to shaping a well-defined view the information collected
during planning phase. Information such as problem with current practice and
15

scope are extracted to be analyze. Figure 3.3 shows the overall analysis that has
been made.

PHASE

Analysis

ACTIVITIES

I.
II.

Analyze user
requirement
and issue
Analyze
current
practice of
analysis
processing for
HEA
department

Design Use Case

diagram based on
system requirement

Review on data
visualization techniques

Review on the
application system
platform to be
implement for HEAds
system
Figure 3.3: Project Analysis phase

16

DELIVERABLES

I.
II.
III.
IV.

Problem
statement is
analyze
Objectives is
defined
Scope is set
System
requirement is
constructed

Use Case
diagram draw

Data visualization
technique were chosen
(Dashboard technique)

Platform is decided

3.3.1 System Requirement Specification

This section will discuss on the requirement that system should inherit and
highlight the relationship between user and the system. The requirement are as
follow :
1. User is able to login to the system.
2. Admin is able to manage user such as register new user, view user
information record, update the user information and delete user registry.
3. Assistant Registrar can carry out an analysis including produce analysis
report with dynamic chart.
4. Assistant Registrar can manage the analysis report which means he is able to
view, edit and delete existing report.
5. User is able to logout from the system.

3.3.2 Use Case Diagram

There is two actor involve in this system which is admin and assistant registrar.
Firstly for using the system, both of the actor will need to log in to the system
then the system will lead them to the difference level of administration and
interface. For the admin they can manage the user like create, alter and delete
them. They are responsible for registering assistant registrar before he can use
the system and other user in future. In figure 3.5 it is indicate that the assistant
registrar will use the real purpose of the system which is to perform analysis. In
this operation, he can create a new analysis document which consist of dynamic
graph. By creating new document means that he could use the existing template
or create the new one and the template will be depending on the variable choose
by him. In manage analysis record operation, he is able to delete and update the
document beside view the content. Both operation for perform analysis and
manage record held the same function which is print and save the document.
17

System

Figure 3.4 Use Case diagram for HEAds project.

3.4

Design
Design phase will design the functions and operations and described the design
in details. This phase contains Use Case diagram, Flowchart, Entity Relationship
diagram and System Interface. These diagrams, chart and layouts are the design
elements and intended to describe the system in sufficient detail.

18

PHASE

Design

ACTIVITIES

Design flowchart based

on system requirement

Design system interface

DELIVERABLES

Flowchart

System
interface

Figure 3.5 Design phase

3.4.1 Flowchart
Flowchart are used to show of how the process flows. Figure 3.6 and 3.7 show
how the process flow in HEAds system. The process flow is divide based on user
requirement.

19

Figure 3.6 Flowchart for admin in HEAds system

20

Figure 3.7 Flowchart for assistant registrar

3.4.2 Mock Interfaces

System interfaces is important to develop a better understandings of the system.
The flow and navigation of the system are shown in this section.

21

3.4.3.1System Interfaces for Admin

Table 3.1: Interfaces for applicant.
Interfaces

Details
Login page require admin to
prompt his ID and password
like registered in database in
order for him to use the system.
In case if his forgot his either
his ID or password registered he
can retrieve in forgot password
page after go through several
authentication process.

Figure 3.8 Login page

After successfully login into the
system, admin need to choose
the services either want view
existing user record or register a
new user for the system.

Figure 3.9 Homepage interface for admin in HEAds system

22

If user choose to view the

record he will go to this page
where there is two section in
this page. The filtering form is
apply

to

ease

the

record

searching process. After the

filtration

is

established

the

result would be display on list

name report section. In report
section there is two button
functional as update and delete
button for admin to alter the
user. After these button are
Figure 3.10 View report page

clicked

next

operation

will

follow.

3.4.3.2System Interfaces for Assistant Registrar

Table 3.2 Interfaces for assistant registrar
Interfaces
Same

as

Details
admin,

assistant

registrar will have to prompt his

ID and password like registered
in database in order for him to
use the system. If he is not
registered, he have to contact
the admin for registering him
because user besides admin did
not have authorities to register
user.

Figure 3.11 Login page

This will be homepage interface
for assistant registrar. On this

23

page he have to choose either to

view or create new analysis
document.

Figure 3.12 Homepage interface for admin in HEAds system

If user choose to create new

document, he will go to this
page where he will need to pick
the variable to be analyze then
he will need to choose either to
use existing template or create
new template.

Figure 3.13 Create interface page

24

This

page

registrar

where

will

assistant

create

new

template for his report. He need

to organized the format of his
analysis report like where to put
the title and what kind of
representation that he want.
Then he will need to choose
graph template on the next
page.

Figure 3.14 Create new templates interface page

This page where all graph
template is place so that it will
ease assistant registrar to made
the correct representation.

Figure 3.15 Choose templates page

25

This

the

view

after

the

document is ready to be present.

Assistant registrar then can print
or just save the document.

Figure 3.16 Complete page

3.5.

Development
The next phase is implementation phase. In this phase, the project are develop
following the previous three phases. Table 3.32 shows the implementation phase.

PHASE

Development

ACTIVITIES

DELIVERABLES

Develop modules
Modules developed

Server is setup
Setup database and web
server

Develop dashboard

Integrate 26
all modules

Dashboard developed

System development
done

Figure 3.17: Implementation phase.

3.5.1 HEAds Modules

To describe the operation occur in use case diagram in figure 3.5 modules is
used. In table 3.3 it show all the modules involve in HEAds project.
Table 3.3 HEAds modules for admin.
Module ID
AD001

Login

Modules

Descriptions
Admin login into system for user

AD002
AD003

Logout
Manage user

verification.
Admin logout from system.
Admin is the only person whose
authorized to register a user, this
operation allow admin to view ,
update and delete user record from
the system.

Table 3.4 HEAds modules for assistant registrar

Module ID
AR001

Login

Modules

Descriptions
User login into system for user

AR002
AR003

Logout
Perform analysis

verification.
User logout from the system
User can create analysis document
which is contain dynamic graph.
This operation allow user to create
either new template or use existing

AR004

templates
User can retrieve, delete, update and

Manage analysis record

view all stored analysis record.

3.5.2 Hardware and Software Development

Table 3.5 Hardware requirement for developing HEAds project.
Categories
Device
RAM
Processor

Specifications
Laptop or Desktop computer
2GB and above
Intel Core i3 and AMD e series.

27

Table 3.6 Software requirement for developing HEAds project.

Categories
Development tools
Operating System

3.6

Specifications
XAMPP
Windows 7 to Windows 8

Testing
Testing phase is to check whether the system meets the user requirement or not.
This project will be test on functionalities and the acceptance of user using
functionality testing and user acceptance testing. All of these testing are
important to check whether it works properly as planned or having problem
during testing. Testing is very important for system development before being
deployed for user to use the system. For this project if the user are not satisfy
with the system develop in this phase, the work flow will restart with analysis
phase as shown in figure 3.1 above.

PHASE

ACTIVITIES

DELIVERABLES

Testing

Conduct functional
testing

System functionality
tested

Conduct user
acceptance testing

Systems user
acceptance testing
tested

28

.Figure 3.18 Testing phase

3.6.1 Functionalities Test

This test is conduct to check either the result of the system after develop is reach
the expected outcome. This test is conduct by inviting a few expert to test the
system by fill up the test form after use the trial version of the system.

3.6.2 User Acceptance Test

This test is conduct to check either the system meet the requirements. This test is
conduct by asking the intended user to use the trial version of the system first
then he have to fill up the test form based on his experience.

29

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