GROUP+PROJECT+2

SCHOOL IT MANAGEMENT

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= ** SCHOOL IT MANAGEMENT REPORT **  =

**SEKOLAH MENENGAH KEBANGSAAN TEMBANGAU,** **KEMAYAN, PAHANG.**

**1.0 ****INTRODUCTION** School is an educational organization which manages by educators and interacts through structure process in effort to achieve national philosophy. An excellent education will produce brilliant and intelligent person regarding to development of globalization. Developments in information technologies have been impacting upon educational organizations. Principals have been using management information systems to improve the efficiency of administrative services. The school also has aim and goal to achieve. The goal formation is the main criteria should exist in school organization. For that, the IT management should forms properly and systematic. This is the strong basic to make sure the management is effective and as a guideline to achieve the goal of school. Therefore, an effective management system should forms by school administration to make sure evaluation process run properly. All the policies must suitable and get a positive feedback from others level of management such as teachers and staff.  Our group has chosed Sekolah Menengah Kebangsaan Tembangau, Kemayan, Pahang as a subject research to collect information and make an analysis about school IT Management. **1.1 ****OBJECTIVES OF PROJECT:** 1. Identify information system in school including IT infrastructure, software, procedures, data managements and human factors.  2. Identify IT problems in school environment. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.75in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -0.75in;">**<span style="color: black; font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">1.2 ****<span style="color: black; font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">BACKGROUND OF SCHOOL ** Sekolah Menengah Kebangsaan Tembangau is a rural school which is far away from city centre and locate in Kemayan’s FELDA are in Pahang. The grade of school is B. There has 620 students consists of Malay, Indian and Orang Asli. Meanwhile, it has 47 teachers and 7 staff school. SMK Tembangau was opened on January 1999 and lodge at SK LKTP Tembangau 1. It was still known as SMK Kemayan (Tembangau Branch) because the school’s administration was at SMK Kemayan. About 5 teachers rent from SMK Kemayan to teach at SMK Tembangau. The student’s total were 106 consists of three class of form 1. In October 1999, the first lab assistant, Pn. Russimah bt Samin was post at SMK Kemayan (Tembangau Branch). But there had still no laboratory, so she was posted to SMK Kemayan for a while. Started from 1 January 2000, SMK Kemayan (Tembangau branch) used it name which is SMK Tembangau. A first principal of SMK Tembangau was En Muthar bin Ibrahim. There had only eight teachers at that moment. Meanwhile, staff non-academic about four person. Then the class was increased to eight classes consists of 3 class of form 2 and five classes of form 1, totally about 246 students. <span style="background-attachment: initial; background-clip: initial; background-color: white; background-image: initial; background-origin: initial; display: block; line-height: 150%; margin-left: 0in; text-align: justify;"> <span style="background-attachment: initial; background-clip: initial; background-color: white; background-image: initial; background-origin: initial; display: block; line-height: 150%; margin-left: 0in; text-align: justify; text-indent: 0.5in;">The number of teachers were increase in July 2000 about 19 teachers but still no admin assistant. The amount of students increased to 286 students. The school began operate at a new school on 25 October 2000. Reciting Yassin ceremony was held on 19 October 2000 for celebrate transformation all commitee of SMK Tembangau from Sekolah rendah LKTP Tembangau 1. <span style="background-attachment: initial; background-clip: initial; background-color: white; background-image: initial; background-origin: initial; display: block; line-height: 150%; margin-left: 0in; text-align: justify; text-indent: 0.5in;"> <span style="background-attachment: initial; background-clip: initial; background-color: white; background-image: initial; background-origin: initial; display: block; line-height: 150%; margin-left: 0in; text-align: justify;"> <span style="display: block; margin-bottom: 0in; margin-left: 0.75in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -49.5pt;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -0.5in;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2.0 **** SCHOOL IT MANAGEMENT ** <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 1in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -1in;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2.1 ****IT INFRASTRUCTURE IN SCHOOL** <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> The main important thing in information system in school is information technology infrastructure. IT infrastructure consists of equipment, network, software and services used in common across a school administration and teaching and learning process. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 1.5in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -1.5in;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2.1.1 ****Information Technology Equipment** SMK Tembangau has a several IT infrastructure facilities such as a computer lab consists of 22 computers. 6 printers are available at office, library, teacher’s room and computer laboratory. 3 projectors are used in Pusat Sumber Sekolah (PSS), computer lab and television room. Every teacher who uses the facilities must write down using hardware’s details while they want to use the facilities to make sure the hardware’s safety and avoid from lost or missing. Some of Science and Mathematics teachers are provided a netbook as a tool to search the addition resources for teaching and learning. **2.1.2 Network Infrastructure** The school also has wireless access point to access the internet. It accesses internet via SchoolNet broadband service that offers schools a number of important benefits such faster internet access, greater collaborative working, integration of school communication systems, standardisation of school based services, private network and security. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;">The main objective of SchoolNet is to provide broadband infrastructure and internet access to specified schools using appropriate technology that is suitable according the school’s surrounding and facilities, including electricity and location of building. The infrastructures for SchoolNet are always-on infrastructure and bandwidth of 1Mbps downlink and 128kbps uplink. Currently, there are numbers of URLs that are filtered by SchoolNet for security purpose such a Yahoo Messenger and a pornography sites. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;">A firewall is a part of a computer system or network that is designed to block unauthorized access while permitting authorized communications in school. It is a device or set of devices that is configured to permit or deny network transmissions based upon a set of rules and other criteria. Firewalls can be implemented in either hardware or software, or a combination of both. Firewalls are frequently used to prevent unauthorized Internet users from accessing private networks connected to the Internet.

<span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"> **2.2 SOFTWARE** <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"> Software refers to set of instructions that tell the hardware what to do. It can also have various other functions such as performing computation, communication with other software and human interaction. Sekolah Menengah Kebangsaan Tembangau also has some software in computer laboratory. There are two types of software consists of system software and application software. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">System software is any computer software which manages and controls computer hardware so that application software can perform a task. Operating system is such example of system software. So, in Sekolah Menengah Tembangau, they still use Windows XP as an operating system (OS) in every computer in the laboratory. This is because Windows XP is flexible platform and familiar with school users such as teacher, administrator and students. If the OS changes from Windows XP to Windows 7, they will create some problems such as need a time to mastery all the function in the Windows 7 setup. As the OS exchanges, the application also will be transfer to Microsoft Office 2007. All the functions and utilities are different from Windows XP. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">Meanwhile, there is several of application software that installed in the computer such as Microsoft Office 2003, including Microsoft Word 2003, Microsoft Powerpoint 2003, Microsoft Excel 2003 and Microsoft Access 2003. Utility programs that manage computer resources consist of antivirus, Disk cleanup and disk defragmenter. They used a Kapersky Antivirus as permanent antivirus to prevent a security threats such virus, worm, Trojan horse and logic bomb. Disk defragmenter is used to arrange all files in computer systematically so that the computer runs fasters and more efficiency. Disk cleanup is enables to clear computer disk of unnecessary files. All those things are done by IT teacher to make sure the computers are free from unnecessary files and unused documents. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;">

<span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.75in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -0.75in;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2.3 ****<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">PROCEDURES ** <span style="display: block; line-height: 150%; margin-left: 1.5in; text-align: justify; text-indent: -103.5pt;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2.3.1 ****Workflow of Data management** Procedure is a work process which involve of IT management in school. There has procedure to process the student’s data achievement in academic and maintenance process of ICT tools. SMK Tembangau has not any information system to process data properly and systematic. All process is done by manually such as filing, save in secondary storage and compact disk. For information management procedure which involved student’s achievement data collection process, there have several level of flow work to do such as from data, then process become as an useful information.When key in the marks of student’s examination data, a class teacher give the data to the form coordinator to collect, and give to a secretary for analyzing to produce the useful information. Finally, it will attach to teacher principal and she will send the all information to Pejabat Pendidikan Daaerah Bera (PPDB).


 * <span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 18px;">2.3.2 ****Work Flow of IT Maintenance Operation**

<span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 56.7pt; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -21.25pt;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">1. School make a damage report via **STS (Support Ticketing System)** application and create new damage report log that must be repair as soon as possible. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 56.7pt; margin-right: 0in; margin-top: 0in; text-align: justify;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 56.7pt; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -21.25pt;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2. Is school has an internet problem access can contact **Pusat Kegiatan Guru (PKG)** nearly for more help. The copy of **KEW.PA-2** and **KEW.PA.9** forms need attach together when make a report. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 56.7pt; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -21.25pt;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">3. PKG as a First Level Support must identify problem resources and verified the types of damage and solve the problem. If the problem has still not settles, problem report log will forward to **Bahagian Teknologi Pendidikan Negara (BTPN)** as the Second Level Support. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 56.7pt; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -21.25pt;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">4. If the problem was settle down, report log will close by school. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 56.7pt; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -21.25pt;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">5. If there have equipment damage or broken, BTPN must contact supplier directly which has qualified by make problem report log via STS application. The supplier will evaluate the broken using a form of ICT Equipment Maintenance Inspection (**Borang Pemeriksaan Penyeggaraan Peralatan ICT**). <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 56.7pt; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -21.25pt;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">6. School need to send quotation that provided by supplier to BTPN/PKG for checking and evaluating which issued Local Order.

<span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.75in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -49.5pt;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2.4 ****<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">DATA MANAGEMENT ** <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> Data management is very important in school to make sure all matter easy to collect, process and access information systematically. SMK Tembangau also has an effective data management. A school appoint a teacher to conduct a system and key in students’s information to Student Information System (SIS). SIS is a program to collect student’s profile and any teacher can access the information directly from the system. SIS is very effective to update a student’s profile anytime. It saves time and teacher’s task to manage the information. But, for student’s marking, all the information saved in teacher’s laptop or computer and not store in system. The task becomes more complicated to view all query data when they need. If any teacher needs information from other teacher, they had to grab information manually by hand like saved in USB Flash Memory, Compact Disc, and email. Storages of student’s mark information just in computer and not in server. So, if the laptop damage, or data loss or maybe attacked by virus, all the information no backup recovery plan.

Ministry of Education developed system known as School’s ICT Using Survey (Sistem Pemantauan Penggunaan ICT Sekolah-SPPICTS) and Smart School Qualification Standards (SSQS) for entry data properly. At SMK Tembangau, a teacher is appointed to manage all those things known as coordinator teacher to manage system and update information time by time. All information is automatically saved in the system and MOE can analyze directly.

So, the school must have systematically system that consists of several functions to store, process, modify and upgrade. It will make the administration management better than before. All the information in system possible loss because there stored in server and not in computer. The school also needs a recovery plan to backup all data when there have a security threats such as natural disaster and computer theft. <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.75in; margin-right: 0in; margin-top: 0in; text-align: justify; text-indent: -0.75in;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">2.5 ****<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">HUMAN FACTORS ** <span style="display: block; line-height: 150%; margin-bottom: 0in; margin-left: 0.5in; margin-right: 0in; margin-top: 0in; text-align: justify;"> In implementation of management information system in school, some of teacher still not have a computer skill and know how to use IT hardware in teaching and learning process. Teachers also face the problem when they want to use projector in their teaching such as did not know how to connect projector to a computer. They prefer to ask help from other teacher to solve the problem; in fact it was a small matter. While this happen, it will waste time of teaching and learning process. It is possible that this factor can cause teacher dislike to use the facilities for their teaching and learning. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;">Besides that, some of teachers do not know how to print out file from the printer and ask IT teacher to settle down the problem. They supposed to learn and skilled the process. Some of them know how to print but do nothing when it has troubleshoots problem. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;">It is very disappointed when some of teachers still do not know how to use basic application software such as Microsoft Word and Microsoft Powerpoint properly. In fact, the slide of presentation is easy to design by using Microsoft Powerpoint and attractive in teaching and learning process. The knowledge in IT skills is very weak and need more attention from administrator to improve of computer skill and literature. There are many facilities to make their work easier and smooth especially in teaching and learning process. Therefore, teachers should grab this opportunity and use as well as possible. IT teacher suggests providing IT workshop including hardware, software and network application especially for teachers and staff of school’s administration. In this workshop, they will conduct to operate projector, hands-out of software application and guideline to use computer hardware. The initiative program can improve teachers knowledgeable in IT and produce a quality teacher which has a variety of skill. It supposed to achieve the government’s target to improve educational system in Malaysia. <span style="display: block; line-height: 150%; margin-left: 0.5in; text-align: justify; text-indent: -0.5in;">**<span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">3.0 ****CONCLUSSION** <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;">Every organisation must have an affective management to make sure all staff can do their work well and affectively. <span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">Introduction of school management information systems to schools have caused significant changes in roles and working styles of managers. School management information systems have changed school management in the areas of leadership, decision making, workload, human resource management, communication, responsibility and planning. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"><span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%;">Strategically school management information systems help the manager in determining the aims of the school, making long term plans, distributing resources, and forming educational methods of future, determining performances of teachers and success of the school. In this way, school management information systems can also be used as a tool to initiate and use educational leadership of the manager. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"> <span style="font-family: 'Times New Roman',serif; font-size: 12pt; line-height: 150%; margin-bottom: 0in; text-indent: 0.5in;">School management information systems also provide information and various reports from the database in order tomake decisions in line with the aims of the school and facilitate controlling of the activities to achieve the aims. Information technology helps the manager to access, manage and report the information quickly and easily. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"><span style="font-family: TimesNewRoman,serif; font-size: 12pt; line-height: 150%;">In other words, school management information systems increase effectiveness and efficiency by saving time and facilitating development of alternative solutions for sophisticated problems. <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;"> <span style="display: block; line-height: 150%; margin-bottom: 0in; text-align: justify; text-indent: 0.5in;">