Digital Business Scope & Impact

Real life project on Makhanlal Chaturvedi

National University

Submitted to
DR. Mayank Mathur
Group presenter’s
Kriti Mishra
Chandan Nair
Tejas S.R.
Ankit kr. Tiwari
Pratish Gowda
Shivani Yadav
 Makhanlal Chaturvedi National University of Journalism and
Communication

INTRODUCTION:
Makhanlal Chaturvedi National University of Journalism and Communication (MCNUJC),
also known as Makhanlal Chaturvedi Rashtriya Patrakarita Evam Sanchar Vishwavidyalaya
or in short Makhanlal University (Mākhanlāl Viśvavidhālaya), is a public university in
Bhopal, Madhya Pradesh, India. It is named after Makhan Lal Chaturvedi, a freedom fighter,
poet and journalist, and was established in 1992 by the Madhya Pradesh Legislative
Assembly. It is India's first university for journalism and mass communication.
The university is approved by University Grants Commission and is a member of the
Association of Indian Universities and the Association of Commonwealth Universities.

IKIGAI (what they love (their passion), what the world needs (their mission), what they
are good at (their vocation), and what they can get paid for (their profession).
Applying the concept of Ikigai to Makhanlal Chaturvedi National University of Journalism
and Communication (MCNUJC) involves finding a balance between the university's mission,
its student's passions, and societal needs. Here's how we can do it

What they Love (Passion):

They are determining what areas of journalism and communication interest instructors and
students. They encourage and assist students in pursuing initiatives and fields of study that
are in line with their passions and areas of interest.

What are the World’s Needs (Mission):

- The goals of the university is to transform dreams and ambitions of students into
global opportunities for success.
- The University has two streams, Journalism and Communication. In Journalism
stream they offer courses related to print and electronic media. In communication
stream they offer courses on Information Technology and Computing which includes
science, technology and applications of computers.
- They ensure that the research and programs offered by the university meet the
changing demands of society at large as well as the journalism and communication
industries.

What they are good at (profession):

They are good at aacknowledging the fundamental skills and advantages of MCNUJC, such
as the caliber of instruction and the knowledge of the faculty. Ultimately, the goal is to
ensure that students find their unique path in journalism and communication while
contributing positively to society and building fulfilling careers.
- They encourage the creation of courses and programs that make use of these
advantages.

What they can be paid for :

Fulfilling the need in the market for various specializations and talents related to journalism
and communication.
- Provides courses and programs that get students ready for rewarding careers in the
industry.

To apply the Ikigai concept effectively at MCNUJC, we have created a harmonious blend of
these four aspects. This involve curriculum adjustments, career counseling, and fostering a
culture of lifelong learning and adaptability for both students and faculty.
Identify a Social/Business Situation
Objective: Enhancing Financial Stability
 The main aim for university management is to boost its financial stability, a vital
target for government-funded institutions grappling with limited budgets and the
necessity to provide high-quality education efficiently.
Crucial Factors to Consider
 Tuition Fees: A primary income source for universities. Modifying tuition rates affects
revenue but needs to be weighed against student affordability and accessibility.
 Government Funding: A critical but fluctuating source of finance for government
universities, vulnerable to shifts in political and economic climates.
 Student Enrollment: Influences revenue through tuition and impacts government
funding and the university's reputation.
 Faculty Salaries: A significant expenditure, crucial for attracting and retaining talented
staff, yet needing to be managed within financial limits.
 Research Grants: Offer additional funds and boost the institution's prestige but are
highly competitive and unpredictable.
 Infrastructure Investments: Vital for sustaining and enhancing campus facilities,
directly influencing educational quality and student experiences.
Primary Focus Areas
 Managing Budgets: Essential for balancing different financial needs and sources of
income.
 Tuition Fee Adjustments: A delicate decision affecting student numbers and access to
education.
 Fundraising Activities: Pursuing donations and partnerships to boost income,
necessitating focused efforts.
 Expansion of Academic Programs: Introducing or revising courses to attract more
students, requiring initial investment and market analysis.
Goal: Financial Health Optimization
  The overarching aim is to secure the institution's financial wellbeing for enduring
stability and to maintain its educational objectives.
Impact on Students and the Local Community
 Financial decisions should be made considering their effects on student access to
education, learning quality, and the overall experience at the university.
 The university's influence extends to its role in the local community as an employer, a
contributor to the local economy, and a participant in societal progress.
Navigating Financial Complexities and Compromises
 This scenario underscores the complexity of managing finances in government
universities.
 Decision-makers need to balance immediate financial advantages against the long-
term health and reputation of the institution.

Determine the Types of Problem

This university often face various technological problems, just like any other institutions.
Some common technological challenges faced by this university include:
• Insufficient Funding: Government university struggle with limited budgets, which
make it difficult to invest in and maintain up-to-date technology infrastructure and
equipment.
• Slow Internet Connectivity: Slow or unreliable internet connectivity delay research,
online learning, and administrative processes.
• Cybersecurity Concerns: University often hold sensitive data, making them a target
for cyberattacks. Ensuring the security of their networks and systems is a continuous
challenge.
• Integration of Technology in Education: Adapting to new teaching methods, learning
management systems, and digital resources is challenging for faculty and staff.
• Data Management: Managing and storing vast amounts of data, including student
records, research data, and administrative information, is complex and costly.
• Technology Training: Faculty and staff require ongoing training to keep up with
technological advancements, which is expensive and time-consuming.
• Access to Online Learning Resources: Providing equitable access to online courses
and materials, especially for students in remote or underdeveloped areas, is
challenging.
 • Technical Support and Helpdesk Services: Providing timely and effective technical
support for students and faculty is a significant challenge, particularly during peak
times, such as registration periods.

Government universities often work to address these challenges through collaborations,

partnerships, and government funding. Despite these challenges, many government
universities are actively working to improve their technological infrastructure to better
serve their students and staff.

Look Deeper Inside the Problem

The 5Ws and 1H - who, what, when, where, why, and how - can be applied to problems in
MCNUJC university. Here's a rundown:
Who: It involves students, faculty, staff, and management. Problems can arise from any
group, like staff shortages or student protests.
What: This could be anything from funding cuts, poor infrastructure, outdated curriculum,
to administrative inefficiencies.
When: Timing might refer to recurring issues during admissions, exam seasons problems
could also emerge with changes in government or university leadership.
Where: Specific campuses or departments might have unique problems. Some might
struggle with location issues, like being far from cities and lacking amenities.
Why: Reasons behind problems are key. It could be due to government policies, lack of
funding, poor management, or external factors like economic downturns.
How: This is about the methods or processes that contribute to problems, like how funding
is allocated, how universities are managed, or how policies are implemented.
Root Cause Analysis

Root cause analysis of no erp system in govt university

The absence of an ERP (Enterprise Resource Planning) system in a MCNUJC university can
have various root causes, which may require a comprehensive analysis to identify and
address. Here's a root cause analysis of why a MCNUJC university might not have an ERP
system:

1. Lack of Funding:
Root Cause: One of the primary reasons for not having an ERP system could be insufficient
budget or funding constraints. Implementing an ERP system can be a significant financial
investment, and universities might not have allocated the necessary resources.
Solution: Seek additional funding, explore cost-effective ERP solutions, or consider phased
implementation to work within budget constraints.
2. Resistance to Change:
Root Cause: Resistance to change within the university community, including staff, faculty,
and administration, can delay the adoption of an ERP system. People may be reluctant to
adapt to new technology and processes.
Solution: Address resistance through change management strategies, training, and
communication to build support for the ERP project.
3. Complex Bureaucracy:
Root Cause: Government universities may have complex bureaucratic structures and
decision-making processes, making it challenging to initiate and implement large-scale
projects like ERP systems.
Solution: Streamline decision-making processes, involve key stakeholders early, and
establish clear project governance structures.
4. Lack of IT Expertise:
Root Cause: The university may lack the necessary IT expertise to select, implement, and
manage an ERP system effectively.
Solution: Hire or consult with IT experts or consider ERP solutions that provide vendor
support and training.
 5. Resource Allocation Priorities:
Root Cause: The universityleadership may prioritize resources for other initiatives or
operational needs over an ERP system.
Solution: Demonstrate the long-term benefits and return on investment (ROI) of an ERP
system to gain buy-in from decision-makers.
6. Lack of Awareness:
Root Cause: There may be limited awareness or understanding of the potential benefits of
an ERP system within the university community.
Solution: Educate stakeholders about the advantages of an ERP system and its positive
impact on administrative efficiency, transparency, and service quality.
In conclusion, the root cause analysis for the absence of an ERP system in a government
university can be multifaceted, and addressing these issues may involve a combination of
financial, technical, organizational, and cultural changes.

DIKW MODEL

DATA
PROGRAMMES OFFERED
1. Master of Arts (Journalism) MA(J)
2. Master of Arts (Digital Journalism) MA(DJ)
3. Master of Science (Electronic Media) MSc(EM)
4. Master of Arts (Broadcast Journalism) MA(BJ)
5. Master of Arts (Advertising & Public Relations) MA(APR)
6. Master of Science (Film Production) MSc(FP)
7. Master of Arts (Mass Communication) MA(MC)
8. Master of Science (New Media) MSc(NM)
9. Master of Business Administration (Media Business Management) MBA(MBM)
10. Master of Computer Applications MCA
11. Master of Science (Media Research) MSc(MR)
12. Post graduation diploma in Rural Journalism PGDRJ
13. Bachelor of Arts (Journalism and Creative Writing) BA(JCW)
14. Bachelor of Science (Electronic Media) (Honors) BSc(EM)
15. Bachelor of Arts (Mass Communication) (Honors) BA(MC)
16. Bachelor of Business Administration (E-Commerce) BBA(ECom)
17. Bachelor of Science (Multimedia) (Honors) BSc(MM)
18. Bachelor of Technology (Printing & Packaging) BTech(PP)
19. Bachelor of Library & Information Sciences BLIS
20. Diploma in Computer Applications DCA
21. Bachelor of Technology (Printing & Packaging Lateral Entry) B.Tech. (PP)LE
22. Bachelor of Arts (Advertising and Public Relations) (Honors) BA(APR)
23. Bachelor of Science (Graphics and Animation) B.Sc. (GA)
24. Master of Library and Information Science MLIS
25. Post Graduate Diploma in Film Journalism PGDFJ
26. Bachelor of Science: Film & Communication studies BSc(FCS)Hons
27. Bachelor of Commerce ( Management ) (Hons) B.com (Management)
28. Post Graduate Diploma in Rural Journalism PGDRJ
29. Post Graduate Diploma in Computer Applications PGDCA
30. Bachelor of Computer Application (Hons) BCA (Hons)
Fee structure of the university-:

 In total they are providing around 3,000 seats for students. Only Online applications are accepted
for admission, by which they have earned around 2,00,000 last year.
 There are 53 employees (white collar) in the University including teacher and administrative staff.
And around 20 workers (blue collar).
  The turnover of Makhanlal Chaturvedi University per year is 5,00,00,000-6,00,00,000 from Bhopal
Campus only.
 Their spendings is around 70% of the earnings per year and their savings are around 30% of their
eanings which is around 2 crores.
 They earn huge amount by providing tenders like canteen, printing, MPONLINE services to the other
parties for student facility.
 They earn from the forms which have been filled for getting degree.

The college doesn’t have ERP portal of their own which is really out-dated. Students have to refer notice
board to see any information related to anything.
There is not any online information systems of faculties too. They are also working old-fashioned.
Everything they and the student is either in hard copy or inn any excel sheet.
The problem is being faced by students during peak times like registration for admission, fees payment,
filling exam forms. Students didn’t get to know about their attendance by themselves, during peak times
they have to stand in queues for everything.
Faculties also wants that ERP should be there which will be easier for them as well as management.
Because management has to keep every records manually and which is quite risky, time consuming and
hard to remember. If we need any old data it will take time to be searched in hard copies.
SWOC Analysis (Strength, weaknesses, Opportunity and Challenges
Strengths
 Multiple student centric programmes comprising contemporary as well as futuristic global practices in
academics, co-academics and sports for holistic growth. New disciplines and courses synchronized with
present day demands.

 Thrust on quality value-based education through healthy practices like power points and computers.

 Scholarships and financial aid available to meritorious, deserving students and outstanding sports
persons.

 Modern infrastructure comprising computer labs to keep pace with growing technological and scientific
needs. Infrastructural facilities of the institution to facilitate smooth higher level education

.  Focus on personality development of each student through development of positive attitude, leadership
qualities and self-awareness.

 Environment friendly, Anti-pollution and initiatives to maintain pollution-free, ecofriendly ‘Clean and
Green Campus’.

 All-round and unstinted institutional support from the management for career planning for students.

WEAKNESS
 Controlled Procedures to introduce new programmes at UG due to affiliation with University.

OPPORTUNITIES
 Exchange of knowledge across the institutions in the areas.

 Broad knowledge scenario in the wake of liberalization and use of ICT to reach out to the global pool of knowledge.

CHALLENGES
 Limitation and constraint in government financial support.

 To motivate the faculty and staff for changing and progressive paradigms in Higher Education.
INFORMATION

 We get to know that the university offers a wide range of academic programs, including master's
and bachelor's degrees, postgraduate diplomas, and other courses in fields like journalism, media,
management, technology, and more for students to upskill their career and through that college is
also generating some good profit.
 But there are some technological issues like everything is just old timer they do have their own
website but that is also little slow but it gets too slow during peak times which is really disturbing
for both, students as well as faculties and administrative staff because of Insufficient IT
infrastructure, such as servers and data storage which lead to slow or unreliable access to online
learning platforms and resources.
 College is earning a handsome amount every year and also saving after expenditure and from
savings they re also giving little amount of scholarships too.
 College does not have their own ERP for anyone wh9ich is really disappointing. As everything is
getting digitalised, and if we consider education sector that is also really digitalising rapidly which is
really necessary to be implemented.

Here are some main problems that students face in their college because college does not have an ERP:

 Manual Administrative Processes: Without an ERP, colleges often rely on manual administrative
processes for tasks like course registration, grading, and academic record management. This can
lead to delays, errors, and inefficiencies in managing student data and academic records.
 Limited Access to Information: Students may have difficulty accessing essential information such as
course schedules, grades, and financial statements. This lack of access can hinder their ability to
plan their academic progress effectively and stay informed about important updates.
 Inefficient Communication: Communication between students, faculty, and administrative staff may
be disjointed and less effective without a centralized ERP system. Students may struggle to
communicate their concerns or receive timely responses to their inquiries.
 Course Registration Difficulties: Manual course registration processes can be time-consuming and
error-prone. Students may face difficulties securing seats in their preferred courses, leading to
scheduling conflicts and delays in their academic progress.
 Inaccurate Records: Without automated record-keeping systems, there is a higher risk of errors in
academic records, transcripts, and certificates, which can cause problems for students when
applying for jobs or further education.
 Limited Self-Service Options: An ERP system typically provides self-service portals for students to
manage their academic profiles, register for courses, and access academic resources. Without this,
students may need to rely on administrative staff for routine tasks.

KNOWLEDGE
From the “DATA” and “INFORMATION”, the following key pieces of “KNOWLEDGE” has been discovered:
  Academic Programs Offered: The university offers a diverse range of academic programs
encompassing various fields, including journalism, media, management, technology, and more. This
information highlights the breadth of educational opportunities available to students.
 Revenue and Savings: The university generates a significant annual turnover, primarily from its
Bhopal Campus. It earns income not only from student fees but also from tenders such as canteen
services, printing, and online services for student facilities. Additionally, it manages its finances well,
with savings amounting to approximately 30% of earnings.
 Technological Challenges: The absence of an ERP system in the college leads to several
technological challenges. Students and faculty face difficulties with slow or outdated systems,
especially during peak times, hindering efficient access to information and communication. The lack
of IT infrastructure contributes to these issues.
 Profitability: Despite the technological challenges, the college remains profitable, with a strong
financial position that allows it to offer scholarships to deserving students. This highlights the
institution's ability to sustain itself financially.
 Importance of ERP: The article emphasizes the importance of implementing an ERP system within
the college to streamline administrative processes, improve communication, and enhance access to
information for both students and faculty.
 Importance of improving old website:
 Improving slow, outdated university websites is vital as it directly impacts user satisfaction and
accessibility. A responsive and faster website enhances the overall experience for students, faculty,
and visitors. It ensures timely information dissemination, fosters engagement, and helps universities
remain competitive in the digital age. A modernized website reflects the institution's commitment
to providing a contemporary and efficient online presence.
Overall, the knowledge we gained about the college's academic offerings, financial status, technological
challenges, and the need for modernization through the implementation of an ERP system to improve
efficiency and service delivery and improve data servers of current website which is already there but gets
slow just because of more number of person using it.

WISDOM
EASY LANGUAGE
The university needs to make smart choices. These are the important things they should do:

Get an ERP System: The university should use some of its money to get a special computer system called
ERP. It will help with many things like making things work better on computers, making communication
easier, and helping students and teachers find information easily.

Fix the Old Website: The university's website is slow and not very good. They should make it faster and
easier to use. This will make students and teachers happier and help the university compete with others.
Manage Money Wisely: Even though the university makes money, they should be careful with it. They
should use some of it to help students who deserve it, like giving scholarships.

Improve Computer Stuff: To fix the computer problems, the university should buy better equipment like
servers and storage. This will make things work faster and help students and staff use computers without
problems.

In short, the wise choice for the university is to get an ERP system, make the website better, use money
wisely, and invest in better computer equipment. This will make things work better for everyone.

Information System Diagram

 Student management: A student management system is designed to record, analyze, and manage
information in a school. These systems are updated by teachers and school administrators on a
rolling basis to better serve the needs of the greater student body.

 Faculties management: A reliable faculty management system is what every educational institution
to manage their faculty-related information.

 Courses management: Course management refers to the process of designing, organizing,

delivering, and evaluating academic courses. It involves the use of various strategies, tools, and
techniques to ensure that the learning objectives are met, and the students are engaged and
motivated throughout the course.
 Registration management: Registration management and online admission can also involve grade
checking, corroborating results of entrance examinations, and even university-specific processes
such as behavioral checks. Registration management is a tedious process if done manually.

 Login management: An education management system improves both administrative processes and
relations between students and teachers. Having a good education management system can ensure
more organization in a school's day-to-day of the school, optimizing the performance of managers
and even the quality of education.

 Branches management: A branches management system in educational institutions involves

organizing and overseeing various academic departments or branches within the institution. This
system typically includes aspects like curriculum management, faculty allocation, student
enrollment, and resource distribution across different branches.

 Generate student report: A student record management system enables you to track and maintain
several records. It completely automates the process of data tracking and record-keeping in
institutes collected from various sources such as admission, attendance, performance, documents,
fees, and behavioral records.

 Generate faculties report: A Faculty Report System in educational institutions plays a pivotal role in
streamlining academic processes and enhancing administrative efficiency. This system typically
encompasses a comprehensive database that records and manages faculty-related information such
as teaching assignments, research activities, and professional development.

 Generate course report: A Course Report in educational institutions serves as a comprehensive

overview of a specific academic program, detailing key aspects of its performance and effectiveness.
This report typically includes information on enrollment trends, student demographics, faculty
feedback, and course outcomes.

 Generate registration report: A Registration Report in educational institutions serves as a vital

document that encapsulates key information related to student enrollment and registration
processes. This report typically includes data on the number of students registered for each course,
their demographic details, and any trends observed over time.
IT Components

 AI-Driven Content Creation Tools: Utilize artificial intelligence for automated content generation,
editing, and data analysis, which can be particularly useful in journalism.

 Blockchain for Credential Verification: Implement blockchain technology to securely issue and
verify academic credentials, reducing fraud and improving transparency.

 Immersive Journalism Labs: Create labs where students can experiment with immersive journalism
techniques using VR and AR, preparing them for the future of media.

 Podcasting Studios: Establish state-of-the-art podcasting studios for students to learn and produce
high-quality podcasts, a growing field in media.

 Drone Journalism Equipment and Training: Incorporate drones and training for drone operation
into journalism courses for aerial photography, videography, and reporting.

 Interactive Digital Storytelling Platforms: Develop or integrate platforms that allow for interactive
storytelling, enhancing student engagement and learning.

 Social Media Listening and Analytics Centre: Set up a centre equipped with tools for monitoring
and analysing social media trends, vital for modern journalism.

 E-sports and Gaming Journalism Module: Considering the rise of e-sports, include a module or
course on e-sports journalism and reporting.

 Smart Campus Technology: Implement IoT (Internet of Things) devices across the campus for smart
energy management, security, and enhanced student experiences.
 Data Journalism Lab: Establish a lab dedicated to data journalism, teaching students how to
interpret and tell stories using large datasets.

 Remote Broadcasting Capabilities: Equip students with the ability to conduct high-quality remote
broadcasts, an increasingly important skill in journalism.

 3DPrinting and Prototyping Lab: For students in design and technology-related courses, a 3D
printing lab can be invaluable for creating prototypes and visual aids.

 Crisis Simulation Environment: Develop virtual environments to simulate crisis reporting scenarios,
training students in ethical and effective journalism during emergencies.

 Mental Health and Wellness Apps: Implement apps and platforms focused on student and faculty
mental health, recognizing the high-stress nature of journalism.

 Ethics and Fact-Checking Software: Introduce software and tools that help in teaching and
maintaining high ethical standards and accuracy in journalism.
TYPES OF INFORMATION SYSTEM BEING USED

Information Systems
An information system is a structured arrangement of resources and procedures designed to collect,
process, store, and distribute information. At its core, it comprises a combination of hardware (physical
devices), software (programs and applications), data (information and databases), procedures (methods
and protocols), and people (users and IT specialists). The primary purpose of an information system is to
facilitate the efficient and effective management of information, supporting decision-making, coordination,
control, analysis, and visualization within an organization. In the modern context, information systems are
integral to almost every aspect of business, education, and government operations, as they enable the
processing of vast amounts of data to provide insights, improve communication, and streamline processes.
These systems vary in form and function, ranging from simple setups like a single computer with
spreadsheet software to complex networks of interconnected devices and cloud-based applications. The
evolution and advancement of technology have made information systems more powerful and accessible,
playing a crucial role in shaping how organizations operate and grow in the digital age.

TYPES OF INFORMATION SYSTEM BEING USED IN

UNIVERSITY
The college is using TPS (transaction process system) and MIS (Management Information System) as their
information system.

The work which they are doing by TPS are :

 Student Enrollment and Registration: TPS manages the process of student enrollment and course
registration. This system can handle high volumes of student data, processing applications, and
registrations quickly and efficiently.

 Fee Payment and Financial Transactions: The system is used for processing financial transactions
like tuition fees, hostel fees, and other charges. Students can make payments online, and the TPS
updates their accounts in real-time, ensuring accurate financial records.

 Examination Management: TPS can manage examination-related processes, including student

applications for exams, allocation of examination centers, and processing of results. This ensures a
smooth and error-free handling of high-stakes academic evaluations.

 Library Transactions: In the library, TPS can be used for book checkouts, returns, and reservations. It
keeps track of which books are issued, due for return, or overdue, streamlining library operations.
  Payroll and Human Resources: For university staff, including faculty and administrative personnel,
TPS can manage payroll processing, leave records, and other HR-related transactions, ensuring
accurate and timely management of employee-related data.

 Inventory and Asset Management: The university can use TPS to manage its inventory, such as
laboratory equipment, computers, and other assets. This includes tracking purchases, maintenance
schedules, and usage records.

 Facility Management: Booking and management of university facilities like lecture halls,
auditoriums, and conference rooms can be efficiently handled by TPS, ensuring optimal utilization
and avoiding scheduling conflicts.

 Student Accommodation Services: For universities providing hostel facilities, TPS can manage room
assignments, maintenance requests, and other related transactions.

 Transportation Services: If the university offers transportation services, TPS can manage bus
schedules, route allocations, and maintenance records.

In this scenario, the primary advantage of using a TPS in a government university is its ability to process a
large number of transactions quickly and accurately, which is crucial in a university setting where many
repetitive and routine transactions occur daily. This not only improves efficiency and reduces the likelihood
of errors but also enhances the overall experience for students and staff by streamlining administrative
processes.

The work which they are doing by MIS are:-

The university which are among the most prestigious institutes in Madhya Pradesh, utilize Management
Information Systems (MIS) in various aspects to enhance their operational efficiency and academic
effectiveness. Here are key areas where MIS plays a vital role in that university:

 Academic Administration: MIS is used for managing academic processes such as student
admissions, course registrations, scheduling classes, and maintaining grades and records. This
system ensures a smooth academic journey for students, from admission to graduation.

 Financial Operations: Financial management is a critical aspect where MIS is utilized by the
university. This includes budget planning, allocation, tracking of expenditures, payroll management,
and financial reporting. MIS helps in ensuring financial transparency and efficiency.
  Resource and Facility Management: Managing campus resources such as laboratories, classrooms,
hostels, and equipment is facilitated by MIS. It assists in inventory management, maintenance
scheduling, and optimizing the use of physical resources.

 Human Resources Management: The HR aspects, including recruitment, training, payroll,

performance evaluations, and retirement processes, are managed efficiently through MIS, ensuring
smooth personnel administration.

 Data Analytics and Reporting: MIS provides tools for data analysis and reporting, helping in making
informed decisions based on accurate and up-to-date information. This is crucial for strategic
planning and policy formulation.

 Compliance and Reporting: Ensuring compliance with various regulatory requirements and
generating necessary reports for stakeholders is streamlined through MIS.

 Campus Security and Maintenance: MIS also helps in managing campus security systems and
maintenance activities, ensuring a safe and well-maintained educational environment.

In summary, MIS in is a backbone of university that supports various functions – from academic processes
to administrative operations, contributing significantly to their stature as premier educational institutions.

PROPOSAL OF DIGITAL TRANSFORMATION

Comprehensive ERP Solution: Implement a cloud-based ERP system designed specifically for educational
institutions. This should handle various administrative and academic functions - admissions, student
information systems, academic scheduling, finance and accounting, human resources, and facilities
management.

Integration with Existing Systems: Ensure the ERP system can integrate smoothly with any existing
software or databases. This reduces the risk of data loss and ensures consistency across various
departments.

User-Friendly Interface: The ERP system should have an intuitive interface that's easy for staff and students
to navigate. This will facilitate quicker adoption and reduce training requirements.

Mobile Accessibility: Given the increasing use of smartphones and tablets, the ERP system should be
accessible on these devices, allowing staff and students to access information and perform tasks on the go.

Data Security and Compliance: Security features are essential to protect sensitive information. The system
should comply with relevant data protection regulations and include robust cybersecurity measures.

Scalability and Flexibility: The ERP system should be scalable to accommodate the university's future
growth and flexible enough to adapt to changing academic and administrative needs.

Reporting and Analytics Capabilities: Incorporate advanced reporting and analytics tools to help the
university make data-driven decisions. This can include tracking student performance, financial
management, and resource allocation.

Training and Support: Provide comprehensive training programs for staff and students, and ensure ongoing
technical support is available to address any issues.

Continuous Improvement and Upgrades: Regularly update the ERP system to incorporate new features and
improvements. This ensures that the university's digital infrastructure remains current and efficient.

Stakeholder Involvement: Involve key stakeholders, including faculty, administrative staff, and students, in
the planning and implementation process to ensure the system meets their needs and gains their buy-in.

Open Source ERP Solutions: These ERPs are generally free to use and modify. They can be a good starting
point for institutions with limited budgets. Examples include Odoo (which offers a free basic plan), ERPNext,
and MixERP. Keep in mind that while the software might be free, you might incur costs related to hosting,
implementation, customization, and support.

Cloud-based ERP Services: Cloud ERPs offer the advantage of lower upfront costs, as they typically operate
on a subscription model. This also often includes maintenance and updates, reducing the need for in-house
IT staff. Examples include Bitrix24 (which offers free basic plans for educational institutions), SchoolTime,
and Fedena.

Modular ERP Systems: Look for ERPs that offer modular implementations, allowing you to choose and pay
for only the features you need. This can help in scaling the system as per the budget and requirements over
time.

Negotiate with Vendors: Some ERP vendors might offer discounts or special pricing for educational
institutions, especially government universities. It's worth negotiating to see if better terms can be
arranged.

Collaborations and Partnerships: Consider partnerships with other educational institutions or government
bodies for bulk licensing or shared service agreements. This can significantly reduce individual costs.

Customization and Implementation: While choosing an ERP, consider the costs of customization and
implementation. Sometimes, a more expensive system with lower customization costs can be more cost-
effective in the long run.

Grants and Funding: Explore grants and funding opportunities specifically targeted towards educational
technology improvements. Some government or private entities offer financial support for such initiatives.

Phased Implementation: To manage costs, consider a phased approach to implementing the ERP system,
starting with core modules and adding more functionalities as funding becomes available.

Community and Support: Choose an ERP with a strong community and support framework, which can
provide assistance and resources that reduce the need for paid support.

Evaluate Total Cost of Ownership (TCO): When assessing ERP options, consider the total cost of ownership,
which includes not just the initial purchase or subscription cost, but also ongoing expenses like
maintenance, upgrades, and additional module costs.
By carefully considering these options and strategies, the university can find an ERP solution that fits its
budget constraints while still driving significant improvements in its operational efficiency and data
management capabilities.

1. Website Redesign and Optimization:

 User Experience (UX): Redesign the website with a focus on user experience. This includes a clean,
intuitive interface that is easy to navigate.
 Mobile Responsiveness: Ensure the website is responsive and functions well on various devices,
including smartphones and tablets.
 Accessibility: Make the website accessible to all users, including those with disabilities, adhering to
web accessibility standards.

2. Performance Optimization:

 Server Upgrade: Upgrade the server infrastructure to handle higher traffic. Consider moving to a
more robust hosting solution or a cloud-based service like AWS, Google Cloud, or Azure for
scalability.
 Content Delivery Network (CDN): Implement a CDN to reduce load times by caching content in
multiple locations closer to users.
 Caching Strategies: Utilize caching mechanisms to store frequently accessed data, reducing the load
on servers.

3. Content Management System (CMS) Update:

 Modern CMS: If the current CMS is outdated, consider migrating to a more modern and efficient
system like WordPress, Drupal, or Joomla, which are better equipped to handle dynamic content
and high traffic.
 Regular Updates and Maintenance: Keep the CMS and its plugins or modules up to date to ensure
optimal performance and security.

4.Scalability and Load Balancing:

 Implement scalable architecture that can accommodate traffic spikes without performance
degradation.
 Use load balancers to distribute traffic evenly across servers, preventing any single server from
becoming overwhelmed.
 5.Security Enhancements:

Strengthen website security to protect against cyber threats, including SSL certificates, firewalls, and
regular security audits.
Data Optimization:

 Optimize images and multimedia content to reduce file sizes without compromising quality.
 Minimize the use of heavy scripts and unnecessary large files that can slow down the website.

Monitoring and Analytics:

 Implement monitoring tools to track website performance and identify areas for improvement.
 Use analytics to understand user behavior and make data-driven decisions for further optimization.

Engage Professional Services:

 Consider hiring a professional web development agency or consultants with experience in building
and maintaining high-traffic websites, especially if in-house expertise is limited.

Continuous Improvement and Feedback:

 Establish a process for continuous review and updates based on user feedback and evolving
technology trends.
Budgeting and Funding:

 Ensure that adequate budgeting is provided for the digital transformation. Explore potential grants,
partnerships, or government funding available for educational technology improvements.
By addressing these areas, the university can greatly improve its website's performance, user experience,
and reliability, making it a more effective tool for communication, administration, and education.