Infinite IT Solutions
Po Box 69 Mbabane Eswatini
Tel 79171860/799959152
https://InfiniteITSolutions.tech
INFORMATION
SYSTEM
PROPOSAL
FY 2023
This document serves to outline the details of a proposed Information
System to the Ministry of Education.
TABLE OF CONTENTS
Contents
Executive Summary _______________________________________________________________________________________1
Methodology ______________________________________________________________________________________________4
Schedule and Benchmark ________________________________________________________________________________6
Costs, Payments and Legal Matters ______________________________________________________________________7
Contact Information ______________________________________________________________________________________8
Company Information ____________________________________________________________________________________8
PROPOSAL
Executive Summary
Information systems have become an integral part of the society that we live in, whether in business or our
personal space. In recent years we have experienced transformations from manual methods of conducting
businesses, communication, health care and daily home basic routines to modern means that significantly save
time and money, allowing us to focus on activities that still require human intervention. For example before bank
automated systems(ATM) were introduced people used to queue at a bank for more than an hour in order to
withdraw cash, authorize cash transfers from their accounts and also pay personal bills. Currently we have online
banking, automated teller machines where you can do almost all cash transactions without the intervention of a
bank representative. In hospitals we have systems that capture information of every patient, including his
medication and also the medical practitioner who attended to him on a computer. This information can be
accessed whenever the patient visits the hospital, to view the medical history of that particular patient.
Manufacturing, Retail, Engineering have also been impacted by this change in technology.
However, not all organizations are embracing such change. The education sector still relies much on manual
routines of working, this is evidently shown by how computer illiterate a majority of people working in this
sector are. As a result IT companies are having a hard time integrating enterprise applications to improve certain
working conditions within education departments. Currently a majority of schools around the country are still
gravitating more towards these inefficient procedures when teaching, producing report cards, timetables etc.
Therefore, this report aim to outline an easy, yet effective method for schools to work, which can be achieved by
introducing an online school management application that provides modern features such as E-learning, School
Book rental, Library management, Student Report Cards, school timetable, student fees, daily subject attendance
etc. so far this software has been working efficiently for the current company clients.
BACKGROUND
With the advancement of information technologies, especially Internet technologies, various information systems
have been introduced in universities in the country, to help accomplish certain operations, such as online student
application, registration, student finances and online learning to mention a few. Information systems refer to a set
of interrelated components that collect, process, store, and distribute information to support decision making,
coordination, and control. This shows that schools can also adapt to such improvements if proper training is
conducted. These institutions deal with student’s data which is currently recorded on paper and kept on files, and
in most cases this data is misplaced and can even be thrown disposed unnecessarily. This can cause problems
since this information is reusable especially when teachers need to asses past student performance and
assessments. An online school management system is being proposed to offer a better solution on this regard.
This software integrate data from different schools which can help in evaluating their overall performance in
comparison with each other. Moreover the services offered by this application are not limited to those mentioned,
since the software is customized as per the requirement of each school.
Page 1
PROPOSAL
APP FEATURES
1. Generate Online Student Academic Reports
2. Generate Academic and Month Report Summary
3. Generate Exam and learning timetable.
4. Capture Daily Subject Attendance Reports to be viewed by parents
5. Generate Month Academic Reports for students
6. Preview Class lists
7. E-learning
8. School Books Rental
9. School Disciplinary
10. Schedule School Meetings
11. Library Management System
12. School Fees Management
Students are able to view their monthly assessment, class timetable, active timetable, attempt assignment,
view notes etc. Also, parents can view student daily attendance as well as scheduled assessments,
meetings, disciplinary etc. In addition teachers are able to add student marks using their accounts, set
assignments, and register daily attendance etc. We propose a software that will not only target students but
parents as well as teachers since they can have user accounts on the software.
Current happy clients of the company include:
Magubheleni Alliance High School
Mpatheni High School
St Christophers High School
Emvimbeko High School
Ensingweni High School
Engcoseni High School
Nwandwe High School
Lobamba High School
Mankayane High School
Nyanza High School
Usuthu High School
Page 2
PROPOSAL
SCOPE OF WORK
The aim of this report is to outline the challenges that can be solved by the application and the goals and
objectives for each problem.
CHALLENGES AND GOALS
Challenges Goals and Objectives
Lot of paperwork Eliminate the use of papers by digitally recording every school data.
Student Performance Ensure that assessments are easy to view so that performance analyses can be carried
evaluation out to see best performing schools and poor performers.
Student attendance Provide weekly, monthly and term attendance to be viewed by parents
Borrowed books not Provide a digital record of books that have been allocated and use notification to
recovered remind teachers and parents and students of missing books.
Paper based report Capture report marks digitally to generate student report cards
cards
Page 3
PROPOSAL
Methodology
PAPERWORK
First and foremost student registration is manual, which means that when teachers have to use the data
either to allocate them into classes or to generate reports cards, this paper based records are needed. In
most cases more than one teacher may need the same form at the same time, as a result duplicate copies in
such a scenario are made to accommodate each individual. To eliminate this unnecessary paperwork
student records must be digitally recorded during registration. This information may then be available to
all parties that may require the use of the data, to generate report cards, assign students into class, and
mostly by the ministry to keep have an up to date record of the overall number of students at each school.
STUDENT PERFORMANCE
This is currently measured by subject tests, assignments and report cards. However this is not a realistic
measure of performance since some students do not write these tests and assignments, mostly because
they are either not available at that particular lesson or not present at school. E-learning can help solve this
challenge as it integrate digital lessons with face to face classes by allowing teachers to upload notes,
videos, assignments and test online to accommodate students that were not able to attend lessons.
Therefore a realistic outlook on student participation on a particular subject can be evaluated easily and
efficiently without any misconceptions, mostly caused by students blaming teachers or the other way
around.
STUDENT ATTENDENCE
Class Lists are currently used to check if a student has attended a particular lesson, however, in a case
where a particular list has been misplaced then the information it has also lost. To help solve this problem
the application provides a digital student attendance list that can be used during lessons. This information
can be viewed by parents online to see if their children are attending lessons. This information can also be
helpful to the ministry since student performance is mostly reliant on compliance and attending lessons, as
a result teacher inspection by the ministry can be done with full knowledge about the conduct of students
at a particular school
Page 4
PROPOSAL
BORROWED BOOKS
Some schools rent out school books to students and collect them at the end of the year. However this
exercise has resulted in a lot of conflicts between parents and schools as some teachers lose records of
returned books and end up ordering students to buy books they have already returned. Moreover students
also claim to have returned books even when they haven’t. To solve this problem a book rental software is
currently being proposed in schools to digitally record this information.
Page 5
PROPOSAL
Schedule and Benchmark
The following is a list of activities that has to be undertaken by the company in order to successfully sell the
product being proposed.
MARKET RESEARCH
Market research basically involves interviewing selected stakeholders at a particular school once they have
agreed to use a specific service within the package. The Software has been structured in such a way that
every school within the country can most likely be interested in one of its services. Also, though it is not
mandatory for the school to use all the services in the application, the relevant stakeholders have to be
engaged on how to use them. However, before the relevant training can be carried out, a research has to be
conducted to gather information on the report document format in order to customize the application to
specifically meet the requirements of the school. This can be carried out through scheduled interviews and
going through relevant school documents. This exercise usually takes up to a day or two to complete.
CUSTOMER SETUP AND REGISTRATION
Information needed to setup each school is gathered during research. All services are activated and
customized for each particular school with the help of the ICT teacher. To minimize transport costs to the
school premises, phone communication will be carried out whenever necessary to also speed up the
registration. The duration of this process will depend on the number of people within the company that
have been trained to use the application. Thereafter, onsite training has to be carried out to the ICT teacher
first and to the other users as well. This exercise can take a week for one school.
CUSTOMER SUPPORT
The website’s lead programmer should be available to help with issues and must have a team of individuals
to assist him.
Page 6
PROPOSAL
Costs, Payments and Legal Matters
COSTS, PAYMENT
The biggest challenge faced by the company is transport. We have a good product but we have not been
able to reach as many customers due to lack of sufficient funds. Also each school require constant visits
once they start using the software, since the teachers first experience challenges using the application. To
properly carry out this task, a team of individuals have to be employed and trained strictly for attending to
school challenges. Also the application needs the internet to operate which is a requirement that is still a
problem for some schools. The company also carries out software management and redesign frequently
and server upgrades have to be done as more schools use the software.
LEGAL MATTERS
The company is willing to sign a contract with the ministry to protect the integrity of the app if an
agreement is reached. Infinite IT Solutions will abide by any legal requirements stipulated by the ministry
in order for a healthy relationship to grow between the two organizations. The ministry should also take
into consideration any contractual obligations before any work can be carried out.
Page 7
PROPOSAL
Contact Information
ZWELI NXUMALO ZWELAKHE FAKUDZE MLAMULI NXUMALO
DIRECTOR/PROGRAMMER SYSTEM ANALYST HEARD OF MARKETING
Tel 76338546/79171860 Tel 79921698/76921698 Tel 76615275/79959152
Company Information
Infinite IT Solutions is a programming company established on the 16th of October 2022, with the aim of
developing applications that solve modern problems faced by organizations. It was founded by Zweli
Simiso Nxumalo who is the director and also the lead programmer. The company mainly focusses on online
applications that integrate an organization’s website with its database in order to create a working
environment that will allow its employees to gain access to data and reports needed daily and annually. It
currently has three members, Zwelakhe Fakudze (System Analyst), Makha Nxumalo (Junior Level
Programmer) and Mlamuli Nxumalo (Head of Marketing). The key role of the members is to identify
diverse business opportunities and strategies worth exploring in the open market and also promote the
culture of the organization to customers and other potential partners.
Infinite IT Solutions
Po Box 69 Mbabane Eswatini
Tel 79171860/799959152
https://InfiniteITSolutions.tech
Page 8
