UM

=University of Malaya (UM)=

**Group Members:**
1. P'NG KENG BIE

2. TAN KAH LIM

3. SHIRLEY KONG KEI YING

4. CECILIACHIENG AK SALLANG

**Company Overview (refer to the company's website):**
University of Malaya (UM), Malaysia's oldest university, is situated on a 750 acre (309 hectare) campus in the southwest of Kuala Lumpur, the capital of Malaysia. It was established in April 1949 in Singapore with the merger of the King Edward VII College of Medicine (founded in 1905) and Raffles College (founded in 1928).The University of Malaya derives its name from the term 'Malaya' as the country was then known.

UM has more than 27,000 students and 1700 academic staff with 17 faculties and research centers that covers the whole spectrum of learning from the Arts, Sciences and Humanities. UM being a comprehensive, research-intensive university, confers degrees in a large variety of academic programs at the Bachelors, Masters and PhD levels. The university also offers joint PhD degrees with international partner universities such as the University of Sydney, University of Melbourne, University of Nottingham, Imperial College London, and the Consortium of Presidents of Universities (CPU) in France.

To advance knowledge and learning through quality research and education for the nation and for humanity
 * Mission**

To be an internationally renowned institution of higher learning in research, innovation, publication and teaching
 * Vision**

**Company Services (refer to the company's website):**
UM undertake teaching and learning, conduct research and services of quality, generate and advance knowledge through continuous improvement efforts for the benefit of all customers, in particular the students of the university.

**Current Client:**
Undergraduate and postgraduate students, local and international students and those who wish to continue their education.

**Current Responsibilities:**
Make sure graduates will be able to:
 * 1) Demonstrate knowledge and skills in their field of study, appropriate research and professional practices, and the processes of critical thinking, creative thinking, and problem solving.
 * 2) Use effective methods including contemporary technology to manage information, to achieve diverse professional goals aligned with professional standards and make decisions based on appropriate data and information.
 * 3) Engage in continuous self-improvement and professional growth, support the professional development of others, and display positive leadership and professional behaviors and disposition for effective practice.
 * 4) Communicate effectively with other professionals, and the community, and project a coherent vision of social responsibilities.

=__**Long, Formal Report**__= = = Table of Contents


 * **Abstract** || xx ||
 * **1.0 Introduction** ||  ||
 * 1.1 Purpose || xx ||
 * 1.2 Background of Subject Registration System of UTM || xx ||
 * 1.3 Challenges Created by Subject Registration System of UTM || xx ||
 * **2.0 Discussion** ||  ||
 * 2.1 Introduction || xx ||
 * 2.2 Subject Registration System of University Malaya (UM) || xx ||
 * 2.3 How Subject Registration System of UM Works || xx ||
 * 2.4 UTM vs. UM - Subject Registration System || xx ||
 * 2.5 Survey on New Implementation of Subject Registration System in UTM || xx ||
 * 2.5.1 Explanation on Survey Result || xx ||
 * **3.0 Conclusion** || xx ||
 * **4.0 Recommendation** || xx ||
 * **Glossary** || xx ||
 * **Works Cited** || xx ||


 * **List of Illustration** ||
 * Table 1 Survey on new implementation of subject registration system in UTM || xx ||
 * Table 2 Comparison/ Contrast of Subject Registration System in UM vs. UTM || xx ||

= = **1.0 Introduction** **1.1 Purpose** We need to consider a more convenient and fully online subject registration system in University of Technology Malaysia (UTM).

**1.2 Background of Subject Registration System of UTM** As the custodian of all IT matters at University of Technology Malaysia (UTM), Centre for Information and Communication Technology (CICT) offers wide range of services, from contributing to developing quality student-centered learning support system to providing opportunities for research collaborations to ensuring the success delivery of critical day-to-day administrative operations. Students Subjects Registration System is one of the management support systems under CICT. Students Subjects Registration System for UTM is called as AIMS2000. This system allowed students to register their courses or subjects online.

**1.3 Challenges Created by Subject Registration System of UTM** Though UTM provided the Subjects R egistration System to enable students register their subjects online, but students have encountered the following challenges:


 * Manually add or drop subject – First, students have to get the amendment form from the faculty’s office. After that, they have to obtain the signature from their academic advisor and lecturer of that subject. It is time consuming for the students to complete the application.
 * Extra credit application – Students have to write application letter and results of last semester to Dean of faculty. If the Dean of faculty permits the application, the students will receive the call from the staff of faculty’s office. The whole process is complicated.
 * Co-curriculum subject – Students must go to Co-curriculum Centre of UTM to register their co-curriculum courses but unable to register online. This situation burdens the students who live far away from the Co-curriculum Centre.
 * Industrial training subject –Students have to get permission from faculty office first before apply to company for industrial training. After receiving the permission letter, students can only go to the targeted company to have interview. The process is complex and time consuming

**2.0 Discussion** This part of the report discusses the background of subject registration system of University Malaya (UM) which is based on the observation made in UM as well as how it works. It also discusses the comparison of subject registration system between UTM and UM. The comparison is to highlight the advantages and disadvantages of the both subject registration system. Other than that, this part also shows our survey on new implementation of subject registration system in UTM.
 * 2.1 Introduction**

**2.2 Subject Registration System of University Malaya (UM)** Information Technology Centre (ICT) of University Malaya (UM) provide service mainly on monitoring the implementation of UM's Information Technology policies. It provides Information Technology equipment and facilities to the campus community. Besides that, it also develops and implements computerized administrative systems for the Central Administration Support the academics in Research and Development work.

Moreover, ICT provides the management control systems which include Students Subjects Registration System. The Students Subjects Registration System of UM is called as UMISISWeb. This system enables students to online register their courses or subjects easily. In addition, ICT also supply students with an industrial training subject registration system which called as //e//-Industrial Training. The main functions of this system include registration of industrial training subject and registration of organizations.

**2.3 How** **Subject Registration System of UM Works** UM students can register their preferable subjects by clicking on the Online Registration button provided in UMISISWeb. Planning should be made earlier to avoid any clashes in the schedule. There is also add or drop application function provided if students wish to add or drop their subjects. The capacity of class and the number of students registered successfully is stated in UMISISWeb. Thus, students can straight away know they are able to register the subject or not. Students will have two weeks to add subjects and eight weeks to drop them. Besides that, extra credit application through online also smoothen the process for students who want apply for extra credit. An approval for this request will be announced in the UMISISWeb after it has been processed. Not only that, subject registration system also supplies with //e//-Industrial Training system. The //e//-Industrial Training system has been developed specifically for students undertaking the industrial training programmes. The utilities of this system include the registration of industrial training subject as well as registration of organizations. The system enables the students to gain more information on the organizations they wish to have industrial training. It also allows them to update their resume and look for placement as well as apply the placement through online. **2.4 UTM vs. UM - Subject Registration System** Firstly, both of the universities have their own online Subject Registration System. The Subject Registration System for UTM is called as AIMS2000 while for UM is called as UMISISWeb. Students of both universities can register their subjects easily through the systems.

However, UMISISWeb has provide a function that enable UM students add or drop their subjects but AIMS2000 did not provide such function. UTM students who wish to add or drop their subjects have to obtain the permission from their academic advisor and subject’s lecturer by getting their signature on the amendment form that they acquire from faculty’s office. The manual add and drop system of UTM is really time consuming for the students to complete the application. Thus, from the system shows that UM students can add or drop their subjects conveniently through online but UTM students still have to go through it manually.

Furthermore, UMISISWeb also facilitates UM students by providing an extra credit application function for the students who desire to request for extra credit. Conversely, AIMS2000 did not provide the extra credit application function like UM. Instead, UTM students who wish to apply extra credit need to undergo complicated process. They have to give an application letter and a copy of last semester results to Dean of faculty. Finally, the students will receive the call from the staff of faculty’s office if the application is success.

Students in both universities are required to take co-curriculum subjects and both of the universities have their own registration process. UM students apply their co-curriculum subjects online through UMISISWeb. On the contrary, AIMS2000 did not provide such facilitate function for UTM students. UTM students can only view the list of co-curriculum subjects and schedule for registration co-curriculum subjects from AIMS2000. They need go to Co-curriculum Centre to register their co-curriculum subjects and thus such situation brings trouble to the stude nts who live far away.

In addition, UM has provided an industrial training subject registration system which called //e//-Industrial Training for their students. UM students access to the system to regis ter their industrial training subject and organizations. The system also showed the list of organizations with placement offer and students can view detailed information about the organizations. The students can also apply placement offer via online. UTM also has provided industrial training system which is called as ITS-UTM for students who are going to take industry training. Firstly, UTM students need to register the industrial training subject at AIMS2000. After that, the students must go to a seminar conducted Practical Training Committee of UTM and the students must register their attendance for the seminar in ITS-UTM. The system also enables the students’ organization supervisors to access the system. However, ITS-UTM did not provide the list of organizations and the detailed information about the organizations as UM does. ITS-UTM also did not provide students apply placement offer through online. UTM students have to get permission letter from faculty’s office first before go to their targeted company for an interview. If the students are success get the job, the officer will key in the information of the organizations for the students. The process is complex and time consuming.

**2.5 Survey on New Implementation of Subject Registration System in UTM** Is UTM ready for a fully online subject registration system? Will UTM students benefits from such a change? To find answers to these questions, we conducted an online survey of 500 UTM students. The students were asked to assess 4 topics related to the acceptance level of new subject registration system.

Particularly, the survey focused on issues as follows:


 * 1) Add or drop subject application
 * 2) Extra credit application
 * 3) Co-curriculum subject registration
 * 4) Industrial training subject registration

They ranked their responses on the following Likert-scale:

- 1 = strongly agree

- 2 = Agree

- 3 = Neutral

- 4 = Disagree

- 5 = Strongly disagree

We received 80 percent response rate, equaling 400 responses to the survey. The results of this survey are shown in Table 1.

Table 1: Survey on new implementation of subject registration system in UTM
 * || Online add or drop subject application || Online extra credit application || Online co-curriculum subject registration || Online industrial training subject registration ||
 * Strongly Agree || 100 || 125 || 200 || 105 ||
 * Agree || 250 || 267 || 150 || 255 ||
 * Neutral || 47 || 8 || 50 || 30 ||
 * Disagree || 2 || 0 || 0 || 5 ||
 * Strongly disagree || 1 || 0 || 0 || 5 ||

In Table 1, notice that majority of UTM students agree on all the changes from partly online subject registration system to fully online subject registration system. And the results show that in online extra credit application and online co-curriculum subject registration, no UTM students disagree and strongly disagree on these two changes. In short, the outcome show that UTM students are willing to accept the fully online subject registration system since most of them choose to strongly agree and agree of the changes from our survey.

**2.5.1 Explanation of Survey Results** Based on the 4 questions asked, the results strongly suggested that UTM students would benefits from new implemented subject registration system. To clarify why it is true, Table 2 compares and contrasts key facts regarding subject registration system in UM and UTM, as represented in the survey.

**in UM vs. UTM** || - Required amendment form at faculty’s office with signature from subject’s lecturer and academic advisor. || - An approval for this request will be announced in the UMISISWEB after it has been processed. || Manual - Required application letter and a copy of last semester results to Dean of faculty for approval. || - Organization information is provided. - Able to update resume and look for placement as well as apply the placement through online. || Partly online (ITS-UTM)
 * **T****able 2: Comparison/ Contrast of Subject Registration System**
 * **UM (UMISISWeb)** || **UTM (AIMS2000)** ||
 * **Add or Drop Subject Application** ||
 * Through online || Manual
 * **Extra Credit Application** ||
 * Through online
 * **Co-curriculum Subject Registration** ||
 * Through online || Manually register at Co-curriculum Centre. ||
 * **Industrial Training Subject Registration** ||
 * Through online (//e//-Industrial Training)

- Enables the students’ organization supervisors to access the system. - No information on organization. ||

**3.0 Conclusion** As a conclusion, the implementation of new subject registration system has established most of the essential benefits that enable UTM to improve the weakness of current subject registration system. Hence, as the users of subject registration system in UTM, we must be alert for the opportunities to develop the subject registration system that enable us to register subject more easily and efficiently. Among the options that currently available for UTM to improve the subject registration system is to change from partly into fully online subject registration system. As the online subject registration system solution is commonly use in most of the universities. As given the task to improve UTM current subject registration system, we must carefully consider and evaluate the strength and weakness of each available option to ensure the best solution is chosen.


 * 4.0 Recommendation**

We should consider implementing a mor e convenient and fully online subject registration system as UM which enables students to register subjects in their most comfort place. Besides, fully online subject registration system can help students to save time instead of queuing up in long line to get a registration form. Moreover, fully online subject registration system is environmental friendly as it can reduce the paper usage.Therefore, we strongly recommended UTM to apply fully online subject registration system.