Management Information System of Student Affair in Manado State

Polytechnic

Alfrets Septy Wauran

, Selvy Kalele

and Willem Pomantow

Department of Informatics Engineering, Manado State Polytechnic, Manado, Indonesia

Department of Tourism, Manado State Polytechnic, Manado, Indonesia

Department of Business Administration, Manado State Polytechnic, Manado, Indonesia

Keywords: Management Information System, Student Data, Scholarship, Talent.

Abstract: Student’s Data in Manado State Polytechnic is currently still being processed separately and manually. So

when the leadership needs real data, the data is no longer there or is not relevant anymore. This is because

the data is not stored in an application. Even if it is in Excel form, the data is separated every year and even

the data is different from the data in the personnel or the Dikti Database. Therefore, the head of the

researcher as Deputy Director of the Student Affairs Section intends to create an integrated student

information system. So, getting data about students is only through one application. This application will

record all student data, both old and new students. As well as accommodate all interests, talents and

potential of students so that students can be grouped according to their potential so that in a student activity

we can look for student potential in accordance with these activities. So that students can develop their

potential through useful activities. Through this application, data can be obtained from students who have

not paid tuition, who are on leave, and who are active. The weakness of the current system is that

scholarship recipient data is often duplicated and also that student data has not been integrated with

scholarships and tuition payments. Where often in the data of students who have not paid tuition, there are

KIP scholarship students who receive 100% full tuition assistance. This application will overcome the

weakness of this system by integrating scholarship recipient data and its types with tuition payments. That

way scholarship receipts will not overlap. Likewise, to search for student data through profile searches to

find student track records, both to look for achievements or talents or for students with problems. This

application will also be connected with the activities of student organizations. So that monitoring for

activities and use of funds can be monitored directly. So, the all student activities are on target and not

overlap. In the distribution and distribution of the budget will be very easy to evaluate. In the search for

talent for achievement, this application can do tracking so that it can gather students into UKM according to

their interests and talents. With this integrated student application, students and leaders can interact directly

in all activities and reporting results can be seen by all users. For this reason, this application will improve

the performance of leaders and students in carrying out activities and to support the education.

INTRODUCTION

Currently, there are often problems with wrong

student data or duplicate data at the Manado State

Polytechnic. This is because the system used today

is still manual and even if there is a computerized

system used, it is still separate from one application

to another. For example, data on scholarship

recipients, where scholarships are often awarded that

are not in accordance with the actual situation. The

data of scholarships or tuition deductions are not

properly stored and analysed. Likewise, there are

still students who receive full scholarships and are

noted to have not paid tuition. Duplicate data is still

often encountered, because the application used by

the staff is still separate from the data in the Deputy

Director for Student Affairs. Currently, data

management in SMEs and Ormawa is still carried

out individually for each administrator. This has

resulted in the leadership, in this case the Deputy

Director for Student Affairs, being unable to monitor

activities and financial responsibilities and reporting.

Currently, there are many interests, talents and

potentials of students that cannot be developed to the

Wauran, A., Kalele, S. and Pomantow, W.

Management Information System of Student Affair in Manado State Polytechnic.

DOI: 10.5220/0010941300003260

In Proceedings of the 4th International Conference on Applied Science and Technology on Engineering Science (iCAST-ES 2021), pages 141-146

ISBN: 978-989-758-615-6; ISSN: 2975-8246

 2023 by SCITEPRESS – Science and Technology Publications, Lda. Under CC license (CC BY-NC-ND 4.0)

141

fullest. This is because the potential and

achievements of students in certain fields have not

been recorded. In addition, there are still many

problems with student data that have not been stored

properly. This certainly greatly affects student

activities, both co-curricular and extra-curricular.

Therefore we need an information system that can

accommodate all student data, be it student profiles,

student activities, UKM, Ormawa, SPP,

scholarships, collaborations, activity reports and so

on. The data will be accommodated and stored in a

web-based information system. Thus all information

can be obtained both by students, leaders,

management employees as well as SMEs and

Ormawa. This information system will be integrated

with the application in the student department so that

information will not be duplicated or overlapping.

Leaders can also monitor every activity that is being

carried out. Likewise, the leader can evaluate all the

activities carried out. Leaders can also track all

students to get the appropriate information. Thus this

information system will be very useful for

institutions.ed equations, graphics, and tables are not

prescribed, although the various table text styles are

provided. The formatter will need to create these

components, incorporating the applicable criteria

that follow.

RESEARCH LITERATURE

2.1 Management Information

Systemdecission Support System

According to Wahyono (2004:23), Management

Information System in a company is a collection of

management systems or systems that provide

information that aims to support management

operations and decision-making in an organization

that tends to relate to considering what information,

for whom, and when. must be served. with

computer- based information processing. A

computer-based Management Information System

(MIS) is a SIM that places computer data processing

tools in an important position (Sutabri, 2005:99).

Currently, when describing a modern MIS, what is

meant is a computerized MIS so that the ideas of

computerization in private and public organizations

are actually related to the goal of improving the

information system itself.

The concept of Information Management has

been defined as the ability of an organization to

create, maintain, retrieve information at the right

time, in the right place, and to the right people, at the

lowest cost, used as the best medium and used in

decision making. In short, therefore, the key content

involved in information management is managing

information in an organization using modern

information technology. The concept of Information

Systems is a system to receive data / information as

raw materials and through one or more

transmutation processes, produce information as a

product. It consists of the following functional

elements related to the organization and the

environment in the form of physical recording of

data, processing - transformation according to the

"special" requirements of the organization,

transmission - the flow that occurs in information

systems, storage - presupposes some expected future

use, recovery - search for recorded data, presentation

- reporting, communication, and decision making -

inclusion is controversial, except to the extent that

the information system is involved in the decision

making that concerns itself

2.2 OLTP (Online Transaction

Processing)

According to Stair and Reynolds (2010), OLTP is a

form of data processing where each transaction is

processed immediately, without delay in collecting

transactions into batches. It has the characteristics of

a large amount of data but the transactions carried

out are quite simple such as insert, update, and

delete. The main thing that becomes the concern of

the OLTP system is to perform queries quickly and

easily to be repaired and accessible. Online

Transaction Processing (OLTP), which is a database

concept that contains data processing to record daily

transactions. Such as: daily sales transactions. The

characteristics of OLTP:

•

Data access is read-write - insert, update, delete

•

The orientation of the data in the application is

the data taken from the business process

•

Character data is not important

•

Consistent data activity

2.3 OLAP (Online Analytical

Processing)

According to Turban, Sharda, Delen, and King

(2011:77) the main operational structure in OLAP is

based on a concept called the cube. The cube in

OLAP is a multidimensional data structure (actual or

virtual) that allows fast data analysis. It can also be

defined as the ability to efficiently manipulate and

analyze data from multiple perspectives. The

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arrangement of data into cubes aims to overcome the

limitations of relational databases. Relational

databases are not suitable for fast and close analysis

of large amounts of data. Instead, they are better

suited for manipulating records (adding, deleting,

and updating data) that represent a series of

transactions.

Online Analytical Processing (OLAP), which is a

database concept where data processing is used to

analyze data such as sales trends and age. OLAP

features:

•

Read-only

•

Oriented on business subjects

•

Data integrated

•

Data is historical

•

Uncertain data activity

2.4 ETL (Extract Transform Load)

Data extraction is the process by which data is

retrieved or extracted from various operational

systems, either using queries, or ETL applications.

There are several data extraction functions, namely:

Automatic extraction of data from source

applications.

Filtering or selecting the extracted data.

Sending data from various application

platforms to data sources.

Changes in the data layout format from the

original format.

Storage in temporary files for merging with

extraction results from other sources

2.4.1 Data Transformation

Transformation is a process where the raw data

extracted is filtered and changed according to the

prevailing business rules. The steps in data

transformation are as follows:

Mapping the input data from the original data

schema to the data warehouse schema.

Converting data types or data formats.

Cleaning and removing duplication and data

errors.

Calculation of derivative or initial values.

Calculation of aggregate or summary values.

Checking data reference integrity.

Filling empty values with default values.

Merging data. Decision Support System

(DSS) is a system that interactively provides

information, modeling, and data manipulation

where the system is used to assist decision

making in semi-structured and unstructured

problems, where no one knows for sure how

decisions should be made (Alter, 2002).

ecision Support Systems (DSS) are generally

built to find a solution to a problem with

several available options (alternatives) based

on knowledge, or evaluate an opportunity

based on existing data. The decision support

system is called the DSS can solve these

problems. To find solutions to certain

unstructured management problems, DSS

applications use a flexible, interactive, and

adaptable CBIS (Computer Based

Information System) (Kusrini, 2007).

The objectives of the Decision Support System

are (Turban, 2005):

Assist managers in making decisions on

semi- structured problems.

Provide support for the manager's judgment

and is not intended to replace the manager's

function.

Increasing the effectiveness of decisions

taken by managers more than improving their

efficiency.

Computing speed.

Increased productivity.

Quality support.

Competitive.

Overcome cognitive limitations in processing

and storage.

RESULT

3.1 System Model Design

We design the system model based on the data

model technique to retrieve the all information based

on the student data manually. At the first we define

all the requirements by the Student Affair Unit:

•

Student Personal Data

•

Scholarship Data

•

Student Talent Data

•

Student Activity Unit

The second step, we ask the rules of the users:

•

This system has 4 kind of users, that are the

admin, the head of student affair unit and the

student

•

The admin has the access to give any

permission to the students and give the

username and password to the users besides to

remove them also

Management Information System of Student Affair in Manado State Polytechnic

143

•

The head of unit has the access to search and

find the all information about the student and

also setting administration staff access

•

The operator/ administration staff who has only

read and retrieve some information

•

The students have only read and edit personal

data and few information on the system

3.2 Dashboard (Main Page)

The main page of this system display all of the

available information. If you login by the account of

admin or the head of student affair unit, you can edit

and retrieve some information and data. If you login

as a student, you only able to read and make a little

update of your personal data

Figure 1: Main Page.

3.3 Admin Page

Admin has an access to give the user privilege to the

all user in this system. Every student has an account

to enter the system made by the admin. Admin can

also remove all users in this system.

Figure 2: Admin Page.

3.4 Admin View for Student’s Talent

All of the student’s talent is saved and display in this

page. We can manage the talent of the student by

organized the same talent into the some group.

Figure 3: Admin View.

3.5 Student Dashboard

The all student enter this system by using their

account. All of the data here is fill-in by the student.

Not only write the blank box but also the student can

update their personal information.The student can

chose their activity organization based on their talent

and hobby.

Figure 4: Student Dashboard.

3.6 Student Page Detail

Below is the display of student personal data. The

data can be updated by the student.

Figure 5: Student Page.

3.7 Data Input for Scholarship

The student is asked to fill the form below to show

their scholarship. The scholarship can’t be double.

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Figure.6: Data Input Scholarship.

3.8 Searching for Bidik Misi

Scholarship

Below is the display of the Bidik Misi Scholarship.

The same scholarship can be display together. So the

admin and head of the unit can make a report about

the all scholarship of Bidik Misi like the display

below:

Figure 7: Bidikmisi Scholarship Data.

3.9 Searching for KIP Scholarship

KIP Scholarship is the same as the Bidik Misi

Scholarship. But there are different in the period. So,

the admin can retrieve the information of the

scholarship in certain period.

Figure 8: KIP Scholarship Data.

3.10 Searching for Student Address

We can also find the personal data of the student.

For example below it is displayed the address of the

student of a city.

Figure 9: Data Input Student Address.

3.11 Input Data for Student Activity

Unit

The student can be organized by their talent and

hobby to the right student activity unit. They can

choose the unit that they want to join.

Figure 10: Data Input Student Activity Unit.

3.12 Searching Member of Each Unit

The figure below shows us that the system can find

the member of each unit. All student in the same unit

can be organized better than what manual system

did. Every student must have at least one choice of

the unit. So we can find easily the data of the certain

unit. This one can help the leader to manage their

own member in those unit.

Figure 11: Data member of each unit.

Management Information System of Student Affair in Manado State Polytechnic

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4 CONCLUSIONS

This Manajemen Information System can save the

student data and give the information in detail. We

can get the specific data about students easily. The

information about scholarship can be displayed by

the kind of scholarship we need. The problem of

double scholarship can be solved because we

arrange the radio button that can only save one

choice of the scholarship. The activity of the

students in organization called UKM can monitored

by this system. We can also find the address of the

student and many things else by search button. The

talent of the student is easy to organize by display

the certain talent in search button. So overall this

Management Information System can solve the

problem of Student Affair Unit at Manado State

Polytechnic to save student data and find the student

information immediately.

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