EXECUTIVE SUMMARY

Brief description of the problem or opportunity:

Students are notified by JPK about college activities by using the method of spreading through
WhatsApp, Instagram and Twitter. Some students may not get notified about the incoming
events due to the limitation of participants in the WhatsApp group and some may not have
Instagram or Twitter.

Brief description of organization’s goal and strategy:

To ease the JPK and students in order to notify the college activities in one platform

Brief description of project’s MOV and how it ties to the organizational goal and
strategy:
MOV will show to the client on how the system will function. The project development must be
updated to the stakeholders to make sure everything is on their expectation from time to
times.

Brief description of each option or alternative analysed:

The alternative that will be carried out is to combine every function involved in the process of
college activities into one platform. It is intended to ease the JPK and students in the process
of the notification of college activities. It also makes it easier for JPK to verify the attendance
of students to college activities.

Brief explanation of which alternative is being recommended and why:

By using a system, JPK can easily notify the students about college activities and will directly
ease students to get information in only one platform. Besides, it will ease the JPK to keep
track of students who participated and do not participate in college activities.
INTRODUCTION

-Background:
The appearance of covid-19 caused the teaching and learning process to be implemented
online. Likewise, with college activities. College activities are often held in college but
information about college activities are often shared on various platforms such as WhatsApp,
Instagram and Twitter. However, it has actually led to an ineffective situation. This is because
students often use social media for the purpose of interacting with friends and family members.
Using social media as a way to inform about college activities cause students not really pay
attention to that matter. Therefore, the implementation of a system that combines every
function involving college activities is essential. It is to ease the JPK to channel college
information to students in a more organized manner. Students also will find it easier to get
information about college activities in one platform that is definitely accurate. It is not just that;
the system also will make it easier for JPK to analyse the student attendance to college
programs.

-Current situation:
Many platforms still be use in order to spread the news of college activities

-Description of the problem or opportunity:

Students are most likely missed out on an important dates regarding the college activities

-Project’s measurable organizational value

Measurable Organisational Value (MOV)

a) Area of Impact
- customer (notify students of college information)
- strategic (changing the platform of information)
- operational (make college announcement or activities more organized)
- social (clear college activities notifications)
- financial (maintenance of server)

b) Value of Project
- Better? Improve effectiveness to notify news/activities from college
- Faster? Reduce cost of time in spreading the college activities news
- Cheaper? Less cost needed
- Do More? Increase the accuracy of information delivered to students
c) Metric
- Reduce the time taken to get notified by college news from manually checking it which takes
5 minutes to an hour, to auto notification which is less than 5 minutes.

d) Time Frame for Achieving MOV

- Decrease time taken to get notified can be achieved immediately after system is implemented
because of auto notification

e) Summarise of MOV
- The project will be successful if college news notification is received within 5 minutes by 70%
of the students.

Customer - majority of students download the app within a month after launch
Strategic - develop the system less than 3 months
Financial - cost will not increases after 6 months of development
Operational - post news at least once a week to keep students informed
Social - the efficiency of using the system will increase less than a month

How achieving the project’s MOV will support the organization’s goal and strategy:
By achieving the MOV, more than half of the students in Kolej Teratai are aware of an
announcement made by JPK.

Objectives of writing this business case:

The objective of this business case is to facilitate decisions on this project. It combines costs,
benefits and risks that allow us to make decisions about the system. This is important because
it allows for a decision making process based on realistic facts.
ALTERNATIVES
-Description of alternative 1 (Base Case):
Alternative 1: Since there is no system that focuses on all things about college activities
in one platform, creating a new system is a good alternative. It will make it easier for the college
to arrange the system implementation functions according to their own wishes.

-Description of alternative 2
Alternative 2: Using only one platform from social media such as Twitter for the
purpose of interaction and notify the students about college activities is another alternative
that can be used. It helps students and JPK to focus more on just one platform in all college
related processes.

-Description of alternative 3
Alternative 3: Buying a ready-made system from outside programmers for conveying
college announcements and activities. This will help in reducing UiTM’s burden in developing
a completely new system.

ANALYSIS OF ALTERNATIVES
Methodology of how alternatives will be analysed
-Data collection methods: Interview

-Metrics used and explanation why they are relevant: Reduce the time taken to get notified
by college news from manually checking it which takes 5 minutes to an hour, to auto
notification which is less than 5 minutes.

Presentation of results that compares each alternative

-Metrics
For alternative 1 – It increase the time taken as we need to developed the system from
scratch by in-house team but it reduces the time for students to get notified by college news
from manually checking the auto notification.
For alternative 2 – It also will be easier for student to get notified about college news but it
might get mixed up with their own private notification and as the system is already exist so the
time taken to use the system will be less and faster.
For alternative 3 – It also will shorten the time in developing the system since we are using a
professional developer.
-Sensitivity analysis:

For alternative 1 - If a problem such as system down occurred it will need a work force from
UiTM itself to make the maintenance.

For alternative 2 - Due to public platforms such as Twitter and Instagram when their system
is down we cannot do anything because we do not have any authority to fix it.

For alternative 3 - If system down happened, the outside programmer will be held responsible
to overcome the problem as it will cost a fortune if they cannot fix the problem as we have to
pay them.

Risks:
For alternative 1 - System down may occur due to unstable software since it is a new system

For alternative 2 - Not all students have Twitter since it is not a priority for every student just
like WhatsApp.

For alternative 3 - Cost of hiring is higher than build the system by ourselves because we
need to

Assumptions:
For alternative 1 - We will get more advantage as we can use our own idea for designing and
the functions that we need in the system. The cost also will be reduced as we use an in-house
system and we will have full control of the system. Other than that, we will also have a better
understanding of the culture and system.

For alternative 2 - This will be a great alternative as most of the students already have the
platform but it will indirectly disturb the focus on the process to deliver the information about
college activities as people usually focus on socializing in social media with friends or family
members rather than to focus on important info.

For alternative 3 - This also will be a good choice as we do not have to think on how to
develop the system and only give the responsibility to the hired programmer but it will be a
little bit expensive and we do not have full control over the system.
Proposed recommendation:

Based on the alternatives above, the first alternative is the most effective that suits the problem
regarding the notification process about college activities. It is because it can be implemented
itself according to the function and design of the desired system. Besides, the second
alternative is not in line with the problem statement because social media is often used for the
purpose of socializing with friends and family members and indirectly can disrupt college
related processes. The third alternative is definitely costing a lot. The cost required is high
although it makes it easier for the college without having to bother with creating a system.