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Academic Information System Design with Prototyping Methods: Enhancing Efficiency and Accessibility

Introduction

In today's fast-paced academic environment, the need for efficient and accessible information systems has never been more pressing. The Department of Industrial Engineering, like many other institutions, faces the challenge of managing a large number of students with a limited administrative staff. The conventional information system in place has proven to be inadequate, leading to increased workload for administrative staff and difficulties for students in accessing the information they need. This study aims to design an academic information system that can facilitate students in accessing information quickly, easily, and practically using the prototyping method.

Background

The Department of Industrial Engineering has experienced a significant increase in the number of students, which has put a strain on the administrative staff. The current information system, which relies on conventional methods, has become outdated and inefficient. Students are required to visit the administration section directly to obtain academic information, leading to unnecessary repetition of tasks and difficulties in accessing the information needed. This not only affects the administrative staff's productivity but also creates challenges for students, especially those who cannot visit the administrative department directly.

Methodology

The prototyping method was used to design the academic information system. This process involves the creation of a web interface for academic information systems using PHP software, database design using MySQL, as well as the integration of the SMS Gateway application with GAMMU software. Secondary data was collected from the department's administrative records to test the effectiveness of the system. The data collection process was crucial in ensuring that the system meets the needs of students and administrative staff.

Design of the Academic Information System

The academic information system designed using the prototyping method includes the following features:

Lecture Schedules: Students can access lecture schedules, including dates, times, and locations.
Midterm Test Schedules: Students can view midterm test schedules, including dates, times, and locations.
Semester Final Exam Schedules: Students can access semester final exam schedules, including dates, times, and locations.
Semester Final Exam Scores: Students can view their semester final exam scores.
Academic Calendars: Students can access academic calendars, including information related to KRS tuition payments and filling.

Analysis of the Strengths of New Academic Information Systems

The new academic information system designed using the prototyping method has several strengths, including:

Time Efficiency: With this new system, students can access information anytime and anywhere without having to visit the administrative section, thus saving their time.
Reduction of the Workload of Administrative Staff: By reducing direct visits from students, administrative staff can focus on other tasks that are more important and urgent.
Accessibility of Information: Under certain circumstances, such as when a disaster or emergency occurs, students can still get important information without having to face the risk of coming directly to campus.
Feedback from Users: The prototyping method allows testing and feedback from students and administrative staff, so that the system can continue to be refined based on user needs.

Conclusion

The academic information system designed using the prototyping method is expected to increase the effectiveness of administrative services in the Department of Industrial Engineering. Students and parents will be easier to obtain the information needed, and administrative staff can work more efficiently. This system not only provides practical solutions in the management of academic information but also a first step towards digitalization in the academic environment.

Future Directions

The implementation of the academic information system designed using the prototyping method is expected to have a positive impact on the academic environment. However, there are several areas that require further attention, including:

Continuous Evaluation: The system should be continuously evaluated to ensure that it meets the needs of students and administrative staff.
User Training: Users should be provided with training on how to use the system effectively.
System Maintenance: The system should be regularly maintained to ensure that it remains functional and up-to-date.

By addressing these areas, the academic information system designed using the prototyping method can continue to provide practical solutions in the management of academic information and contribute to the digitalization of the academic environment.
Academic Information System Design with Prototyping Methods: Q&A

Introduction

In our previous article, we discussed the design of an academic information system using the prototyping method. This system aims to facilitate students in accessing information quickly, easily, and practically. In this article, we will address some of the frequently asked questions (FAQs) related to the design and implementation of the academic information system.

Q: What is the prototyping method, and how is it used in the design of the academic information system?

A: The prototyping method is a design approach that involves creating a working model or prototype of a system to test its feasibility and effectiveness. In the design of the academic information system, the prototyping method is used to create a web interface for academic information systems using PHP software, database design using MySQL, as well as the integration of the SMS Gateway application with GAMMU software.

Q: What are the benefits of using the prototyping method in the design of the academic information system?

A: The prototyping method offers several benefits, including:

Reduced development time: The prototyping method allows for rapid development and testing of the system, reducing the overall development time.
Improved user experience: The prototyping method enables users to provide feedback and suggestions, ensuring that the system meets their needs and expectations.
Increased efficiency: The prototyping method allows for the identification and resolution of issues early in the development process, reducing the risk of costly rework.

Q: What are the key features of the academic information system designed using the prototyping method?

A: The academic information system designed using the prototyping method includes the following features:

Lecture Schedules: Students can access lecture schedules, including dates, times, and locations.
Midterm Test Schedules: Students can view midterm test schedules, including dates, times, and locations.
Semester Final Exam Schedules: Students can access semester final exam schedules, including dates, times, and locations.
Semester Final Exam Scores: Students can view their semester final exam scores.
Academic Calendars: Students can access academic calendars, including information related to KRS tuition payments and filling.

Q: How does the academic information system designed using the prototyping method improve the student experience?

A: The academic information system designed using the prototyping method improves the student experience in several ways, including:

Increased accessibility: Students can access information anytime and anywhere, reducing the need for physical visits to the administrative section.
Improved efficiency: Students can quickly and easily access the information they need, reducing the time and effort required to obtain it.
Enhanced user experience: The system is designed to be user-friendly and intuitive, making it easy for students to navigate and find the information they need.

Q: What are the potential challenges and limitations of the academic information system designed using the prototyping method?

A: While the academic information system designed using the prototyping method offers several benefits, there are also potential challenges and limitations, including:

Technical issues: The system may be vulnerable to technical issues, such as server downtime or software glitches.
User adoption: Students may require training and support to effectively use the system.
Data security: The system must be designed to ensure the security and integrity of student data.

Q: How can the academic information system designed using the prototyping method be continuously improved and updated?

A: The academic information system designed using the prototyping method can be continuously improved and updated through:

Regular user feedback: Collecting feedback from students and administrative staff to identify areas for improvement.
System maintenance: Regularly updating and maintaining the system to ensure it remains functional and up-to-date.
New feature development: Continuously developing and implementing new features and functionality to meet the evolving needs of students and administrative staff.

By addressing these FAQs, we hope to provide a better understanding of the design and implementation of the academic information system using the prototyping method.