Automation Process of New Horizons CLC of Dhaka

Internship Report
AUTOMATION PROCESS OF NEW HORIZONS

COMPUTER LEARNING CENTER OF DHAKA
Faham Kabir
Internship Report on
Automation Process of New Horizons Computer Learning Center of Dhaka, Dhanmondi Branch
Internship Report on
Automation Process of New Horizons Computer Learning Center of Dhaka, Dhanmondi Branch
Submitted to
Siddiqur Rahman
Assistant Professor Faculty of Business and Economics Department of Business Administration Daffodil International University
Submitted by
Faham Kabir
ID: 073-11-2185 18th Batch Bachelors of Business Administration Major: Human Resource Management Daffodil International University
Date of Submission: 2nd May 2011
Daffodil International University
Automation Process of New Horizons CLC of Dhaka
Letter of Transmittal May 7, 2011 To Siddiqur Rahman Assistant Professor Faculty of Business and Economics Department of Business Administration Daffodil International University Subject: Submission of Internship Report. Dear Sir, It is my great pleasure to submit you my internship report on Automation Process of New Horizons Computer Learning Center of Dhaka, Dhanmondi Branch. I have tried my best to complete this report properly following your guidelines. This report analysis the problem related to the mismanagement of internal information of New Horizons CLC of Dhaka. This report also shows the details process of developing database for this organization. If you have any query or comment about this report, please fill free to contact with me, email: faham@diu.edu.bd Mobile: 01617306090.
Sincerely Yours,
____________________________ Faham Kabir ID: 073-11-2185 18th Batch Bachelors of Business Administration Major: Human Resource Management Daffodil International University
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Disclaimer I am Faham Kabir, the student of Daffodil International University in Bachelor of Business Administration (BBA) program, ID: 073-11-2185, is claiming that, the whole report has been written by me. Not a single part of this report has any match with any other published report.
________________________ Faham Kabir ID: 073-11-2185 Batch: 18th Daffodil International University
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Approval Certificate
This is to certify that, the report on Automation Process of New Horizons Computer Learning Center of Dhaka, Dhanmondi Branch has been submitted for the internship program for the Bachelor of Business Administration (BBA) degree from Daffodil International University, carried out by Faham Kabir, ID: 073-11-2185, 18th Batch, under my supervision. Any part of this report has not been submitted before for any purpose. I am approving that, this report is a fresh copy which prepared by Faham Kabir. I wish him a best of luck on every step of his life.
___________________ Mr. Siddiqur Rahman Assistant Professor Faculty of Business & Economics Daffodil International University
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Executive Summary New Horizons Computer Learning Center of Dhaka, Dhanmondi Branch is recently trying to manage all internal information using one database. This report shows the process of making New Horizons CLC automated using database. Report covered basic steps of making internal database of New Horizons CLC of Dhaka. Report also shows the solutions of key problems, which are generating for informations mismanagement. Researcher worked on five problems of the organization which generating for informations mismanagement. Those five problems are (1) Student lost his/her seals officers name, (2) Difficulty in finding interested students for new course, (3) Students due management problem, (4) Students certificate printing error and (5) Sales and training departments employees salary calculation problem. Report shows the solution of these five problems by developing a database using Microsoft Office Access 2007. This report shows the sources of internal data of the company and the process of storing data into this software. Report also shows the details about the software that how it is working and solving the problems. Report recommends management of New Horizons CLC of Dhaka is to develop a fully automated database for the organization for avoiding informations mismanagement related problem. New Horizons CLC of Dhaka should develop personalized software for managing database. Report also recommends to arranging a tanning program for employees development on databases use. For proper managing of the database company have to required a database administrator. Finally, all the branches database of New Horizons CLC of Dhaka has to be linked with each other throw the internet. As an IT company New Horizons CLC of Dhaka has already have IT professionals in the organization. Managers just need to take the incentives to solve all problems which mentioned in the report.
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Acknowledgment
At first, I would like to show respect to my creator. I would like to thanks my supervisor Mr. Siddiqur Rahman, who gives me the details guidelines for preparing this report. In particular, Mr. Monir Ahmed the General Manager of New Horizons CLC of Dhaka and all other employees of Hew Horizons CLC of Dhaka, Dhanmondi Branch, those who provide me suggestions and shared information, which helps me to prepare this report . I would also like to thanks Mr. Zaidi Satter the faculty member of Daffodil International University, who trained me the basic about database and Ms. Mehnaz Afroze the trainer of New Horizons CLC of Dhaka who trained me in advance about Microsoft Office Access 2007.
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Table of Contents
Chapter 1 ....................................................................................................................................1
Introduction .........................................................................................................................1
1.1. 1.2. 1.3. 1.4. 1.5. 1.6. Introduction ..................................................................................................................2 Background ...................................................................................................................3 Scope of the Study ........................................................................................................3 Objectives of the Study .................................................................................................4 Methodology ................................................................................................................5 Limitations of the Study ................................................................................................6
Chapter 2 ....................................................................................................................................7
Company Profile ................................................................................................................7

2.1. 2.2. 2.3. 2.4. 2.5. 2.6. 2.7. 2.8. 2.9. Company Profile............................................................................................................8 In a Brief: New Horizons Computer Learning Center(CLC) of Dhaka ...............................8 Mission of New Horizons CLC of Dhaka .........................................................................9 Vision of New Horizons CLC of Dhaka ............................................................................9 History and Milestone of New Horizons CLC of Dhaka .................................................10 Training Methodology at New Horizons ......................................................................13 Training Partners .........................................................................................................15 Corporate Clients of New Horizons CLC of Bangladesh: ...............................................16 Organizations Structure of New Horizon CLC of Bangladesh .......................................17
2.10. Key Services of New Horizons CLC of Dhaka ................................................................20 Chapter 3 ..................................................................................................................................21
Project Part ........................................................................................................................21

3.1. 3.2. 3.3. Sources and use of Data ..............................................................................................22 Working Area ..............................................................................................................26 Process of Developing Digital Data Storage System .....................................................29
Chapter 4 ..................................................................................................................................35
Recommendations and Conclusion ........................................................................35

4.1. Designing Query/Solutions ..........................................................................................36
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4.2. 4.3. 4.4.
Recommendations ......................................................................................................47 Conclusion ..................................................................................................................48 Reference ...................................................................................................................49
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Chapter 1
Introduction
1.1.
Introduction
In todays competitive world, information is power. Effective use of information can take an organization in different class. There is hundreds of information generating each day inside and outside the organization. Managers decision making became more effective when there is sufficient information. To get sufficient information organization has to collect and store all information which related to the organization. Collecting and storing information is not enough, to the right people in right time providing information is also important issue. For this organization have to manage all information very structured way. The way by which all employ can able to get necessary valid information easily and timely. In the age of information technology its not a smarter way to managing all information manually. All renowned organizations using todays technology and getting the advance from it.
New Horizons Computer Learning Center is the worlds largest IT training firm. They provide several Information Technology related training for individuals career development. New Horizon CLC of Dhanmondi, Dhaka branch is trying to switch there all information management activity in a database. Managers demanding a system by which they can be easily able to access and use all information related to the organization. For this they developed an internal database using advanced technology. As a small organization Microsoft Office Access will be used to develop this database in a primary stage. This software is not perfect for a medium or large organization. The full database will be switched to more advanced and powerful software in near future if required.
For developing this database administrative activity will became more smother and faster. Managers diction making will became more effective. This study will cover all factors that related to the automation process of New Horizon.
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1.2.
Background
This study will show the advantage of the automation of New Horizons CLC of Dhaka, Dhanmondi Branch. It will also show some problems, which generating for mismanagement of information. This study will give a clear idea to develop a fully user friendly internal database. New Horizons Computer Learning Center (Dhanmondi Branch) is not developed their own automated database yet, which makes researcher the opportunity to work on it. Though the company has all records in unstructured way which has been very difficult to find and use information. Nobody yet conduct any study on this organizations information management, which given researcher the opportunity to work on this topic. Researcher analysis all the information of the organization and developed a database which makes organizations day-to-day activity more smother and faster.
1.3.
Scope of the Study
In this study, researcher worked only on some specific field of the organization. This study has been conducted on only New Horizons CLC Dhanmondi Branchs five departments (Operation, Sales, Tanning, Facility and Account department). Managing information and developing organizations database in a broader issue. Researcher only worked on some specific internal problem. All issues are related to the internal database only.
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1.4.
Objectives of the Study
New Horizons CLC of Dhaka facing several problems for unorganized data and information. This study will try to find out the easy and quicker solution of those problems using database. Key objectives of this report to identified the source of generating all internal data and showing the use of those data using database. To develop a process of managing all internal information and to find out a way by which manager and Employee of New Horizons CLC can be able to use information effectively.
1.4.1. Broad Statement To find out the sources of internal data of New Horizons Computer Learning Center of Dhaka Dhanmondi branch and to show the process of effectively store and use of internal information of the company.
1.4.2. Specific Objective: To identify the process of generating internal data of New Horizons CLC of Dhaka Dhanmondi Branch To know the process of managing internal data and information of New Horizons CLC To solve the key problems of New Horizons CLC of Dhaka which generating for informations mismanagement To find out an effective way of managing internal information of New Horizons CLC of Dhaka, Dhanmondi Branch
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1.5.
Methodology
Type of research: This report is an Exploratory in nature. Source of data: To prepare this report data has been collected form primary and secondary sources. Maximum data has been collected form primary sources. Secondary Data Source: Company Documents Books Web Site
Primary Data Source: Manager of New Horizons Assistant Manager of New Horizons All Sales officers of New Horizons Accounts officer
Target Population: All the employee of New Horizons CLC of Dhaka (Dhanmondi Branch) Sample Size: 7 employees have been selected as sample. Among them there are sales manager, assistant manager, three sales officer and two front desk executive. Sampling Method: Non-probability Sampling Techniques have been used and I choose Convenience Sampling method to select the sample. Data Collection Method: To collect data direct interview method, observation, face to face conversation method has been used. Bias/Error: To reduce Non-Sampling Error several techniques have been followed. To collect information almost all type of workers has been interviewed. No information clash found between each other. So there is a little chance of occurring non-sampling error. Time, Duration and Location: Research conducted in New Horizons CLC of Dhaka Dhanmondi Branch from 1st February 2011 to 30th April 2011. Data Analysis Mothered: Qualitative analysis method has been used in this research. Microsoft Office Word used to process word.
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1.6.
Limitations of the Study
To work on internal information management of any organization it should consider the full organization. One of the limitations of this study is it conducted only on Dhanmondi Branch. But the organization has four branches in Bangladesh. Linked with each other and transfer internal information is very important. This issue is not considered in this study. Also researchers knowledge and work experience in very little on this particular field. These are the limitation of the study: Only one branch of the organization considered Lack of knowledge of the researcher Lack of experience of the researcher Limitation of time
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Chapter 2
Company Profile
2.1.
Company Profile
New Horizons Computer Learning Center started its operation in the year 1982. Now they have over 300 centers in 62 countries. New Horizons CLC of Dhaka is a member of Americas New Horizons Worldwide Franchise Network. They arrived in Bangladesh 18th August 1999. Presently they have 4 centers in Bangladesh. New Horizons main objective is to provide quality IT related tanning to the people. New Horizons trained over 50,000 students in last 10 years of operation in Bangladesh.
New Horizons CLC of Dhaka not only offers quality IT training, but they also try to provide a proper guideline to build information technology based career. They also make a link between their corporate partners and the students. Which help the companies to recruit quality trained employee as well as students of New Horizons are getting jobs.
2.2.
In a Brief: New Horizons Computer Learning Center(CLC) of Dhaka
Name of the Company Headquarter Founded First in Bangladesh Services
New Horizons CLC of Dhaka Conshohocken, Philadelphia, U.S.A. 1982 1999 Offering information technology related training.
Centers in Bangladesh
There are four centers in Bangladesh of New Horizons Network. Gulshan, Dhaka Dhanmondi, Dhaka Chittagong Khulna
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Training Partners
Corporate Clients
Table 2.1: In a Brief: New Horizons Computer Learning Center (CLC) of Dhaka
2.3.
Mission of New Horizons CLC of Dhaka
The mission of New Horizons CLC of Dhaka to generate profit by providing world class information technology based training. To develop peoples computer skill Te generate Information Technology (IT) professionals
2.4.
Vision of New Horizons CLC of Dhaka
Vision of New Horizons CLC of Dhaka is to generate highly skilled people in information technology for the country. Peoples those who are can able to make a significant contribution to the countrys technological growth.
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2.5.
History and Milestone of New Horizons CLC of Dhaka
Founded in 1982 and headquartered in Anaheim, California, New Horizons Computer Learning Centers has been named the world's largest independent computer training company by IDC for the past six consecutive years. The company is both an operator and franchisor of computer training centers that offers a broad range of technical training, desktop application, business skills and language courses for all levels of computer users in multiple delivery methods and formats. History / Milestones
Since entering the IT training market two decades ago, New Horizons has achieved numerous milestones and has been at the forefront of IT training from the beginning. 2007: New Horizons Expands Technology Training Offering with CompTIAs Convergence+ Training and Certification 2007: New Horizons Secures $4 Million in New Financing 2007: International Data Corporation (IDC) announces that New Horizons is the worlds largest independent computer training company for sixth consecutive year. 2007: Charles Mallon Named EVP Finance and Administration of New Horizons Worldwide 2007: New Horizons celebrates its 25th anniversary as the world leader in the IT training industry 2006: All 100 companies listed in Fortune magazines 2006 ranking of Americas 100 largest corporations and over half of the Global 100 select New Horizons as their training provider. 2006: New Horizons Honored as 2006 Partner of the Year for Technology Innovation by Microsoft 2006: International Data Corporation (IDC) announces that New Horizons is the worlds largest independent computer training company for fifth consecutive year. 2006: New Horizons Named Among the Top 20 Companies in the Training Outsourcing Industry for Third Consecutive Year 2006: Over 100 New Horizons Centers achieve the elite status of Microsoft Gold Certified Partners for Learning Solutions 2006: Mark Miller Named CEO of New Horizons Worldwide 2005: New Horizons recognized as one of the top 20 companies in training outsourcing industry 2005: International Data Corporation (IDC) announces that New Horizons is the worlds largest independent computer training company for fourth consecutive year.
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2005: New Horizons Named First Virtual Microsoft Gold Certified Partner for Learning Solutions 2005: New Horizons Online LIVE Synchronous eLearning achieves record growth training more than 10,000 students worldwide. 2005: New Horizons Security Training Program Honored at the 9th Annual SC Magazine Global Awards Ceremony 2004: New Horizons and the Council of E-Commerce Consultants announce a partnership to deliver certified ethical hacking and countermeasures training. 2004: International Data Corporation (IDC) announces that New Horizons is the worlds largest independent computer training company for third consecutive year. 2004: New Horizons COO Martin Bean Moderates Presidential Meeting on U.S. Technology Workforce. 2004: New Horizons and the Help Desk Institute partner to deliver technical support training solutions. 2004: New Horizons Expands World-Class Training Curriculum to Include Healthcare Information Management. 2004: With 252 Microsoft Certified Partners for Learning Solutions (CPLS) and 26 gold CPLS centers, New Horizons becomes largest network of Microsoft Certified Partners and Gold Partners for Learning Solutions in the world. 2003: New Horizons wins a Gold Excellence in eLearning Award from brandonhall.com. 2003: New Horizons Receives the Highest Marks for Overall Student Satisfaction Compared to other Microsoft Certified Learning Solutions Partners. 2003: International Data Corporation (IDC) announces that New Horizons is the worlds largest independent computer training company for second consecutive year. 2003: New Horizons launches Web-based Integrated Learning Manager (ILM) platform technology. 2002: New Horizons Celebrates 20th Year in Business. 2002: International Data Corporation (IDC) announces that New Horizons is the worlds largest computer training company. 2002: New Horizons operates in 50 countries with the opening of a location in Delhi, India. 2001: BusinessWeek magazine names New Horizons one of Americas 100 Hot Growth Companies. 2001: FORTUNE SMALL BUSINESS magazine names New Horizons one of Americas 100 Fastest-Growing Small Public Companies.
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2001: New Horizons introduces New Horizons Integrated Learning, a fully integrated approach to learning that includes Classroom Learning, Online LIVE Learning, and Online ANYTIME Learning. 2000: New Horizons opens 100th international location in Frankfurt, Germany. 2000: FORTUNE magazine names New Horizons one of Americas 100 Fastest-Growing Companies. 2000: FORBES magazine names New Horizons one of Americas 200 Best Small Companies. 1999: New Horizons receives Sylvan Authorized Prometric Testing Centers (APTCs) Major Partner of the Year Award. 1998: New Horizons sets industry milestone with 100 Microsoft Certified Technical Education Centers (CTECs). 1998: New Horizons begins delivery of Web-based Training to its customers. 1997: New Horizons introduces the MASTERWARE line of multimedia computer based training and enters into a resaleser agreement with NETg to offer a complete line of multimedia computer-based training CD-ROM titles. 1996: New Horizons offers online registration for 125,000 courses, as well as course schedules, outlines, and technical training updates via the New Horizons Web site. 1995: New Horizons becomes the largest network of Novell Authorized Education Centers (NAECs). 1995: New Horizons introduces Corporate Education Solutions (CES) to better service large corporate accounts. 1994: New Horizons sales international franchises in South America: Buenos Aires, Argentina; Asia: Kuala Lumpur, Malaysia; Africa: Johannesburg, South Africa; and the Middle East: Riyadh, Saudi Arabia. 1993: New Horizons sales its first international franchise to Latin America: Mexico City, Mexico. 1992: New Horizons begins franchising New Horizons Computer Learning Centers. 1982: New Horizons is founded; one-classroom facility opens in Laguna Hills, California.
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2.6.
Training Methodology at New Horizons
The training will be imparted using the New Horizons Integrated Learning Approach. This is a comprehensive approach to training that guides each learner through all stages of the learning lifecycle. It consists of five components Assess, Learn, Reinforce, Support and Validate and combines classroom and e-Learning products and services to create the most effective learning experience available in the industry.
Figure 2.1: Training Methodology at New Horizons Assess: Under this component of Integrated Learning, personal consultation and assessment tests identify the precise needs for which we offer the most efficient training strategy to help meet organizational goals and ensure an appropriate Return on Investment (RoI). Personal consultation and assessment tests determine the current competencies and skill level to identify the best training path for the learners. The components of assessment analysis are: Training-Needs Assessment Competency Assessment Training Strategy Assessment Budget Assessment
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Learn: The training would be provided by experienced and qualified faculty members who are further certified by New Horizons. Most of the faculty members are BCA, MCA or Engineers. Some of them are either Vendor certified or are in the process of getting the certification from the Vendors. This combination of profile makes organizations faculty members one of the best available in the Industry. The course material, which will be given to participants, is developed by New Horizons, USA. The training is conducted at companys site; the classrooms are of the world-class standards, equipped with the latest hardware & software. Apart from this, New Horizon will also provide to our participants a Learning Guarantee, which is a commitment to the participants that ensures a hassle free learning. New Horizon has a variety of mechanisms to deliver training as per the convenience of the learners. They are: Classroom ILT Online Anytime Learning Online Live Learning Integrated Solutions Learning Clubs
Reinforce: New Horizons brings a unique concept of reinforcement of the concepts learnt in the class to the learners for a period of six months post training. The tools used for reinforcing learning includes: Learning Guides Online Learning Online Reference Books Digital Library Learning labs Learning Guarantee
Support: All the learners for a period of six months post training will have an access to help desk on which either through a phone call or through an email they can get a response to any of their technical queries within scope of the training attended by them. If the organization desires, New Horizon can also provide Mentor services for a limited time in which organizations technical resource can be positioned in the premises of the organization and facilitate the learners to apply the concepts learnt by them in the
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classroom to their professional environment. All learners will also have a personalized My New Horizons web site. Following support is available post training to all the learners: Customized On-site support Help Desk My New Horizons Website Support Knowledge Share Forum Training Administration
Validate: Under this component corporate can identify the learning that has occurred, the areas still to be mastered, and the value of the skills and knowledge acquired. Through course evaluations, certification exams, post class assessments and surveys, corporate can know they are achieving their desired learning goals. Certification exams, course evaluation and post-class assessments and surveys award global recognition to you, ensuring that you have achieved your learning goals.
2.7.
Training Partners
New Horizons CLC of Dhaka have some training partners those who have direct involvement with the company. Training partners design the courses for New Horizons CLC of Dhaka. Each coerces teaching guideline, courser materials etc. provide by training partners. At the end of the course training partners prove worldwide acceptable certificate to the client. Those are the company which linked as training partner of New Horizons CLC of Dhaka. Microsoft CompTIA CISCO CIW Pearson Prometric
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2.8.
Corporate Clients of New Horizons CLC of Bangladesh:
New Horizons offers special courses for their corporate partners. Organization design customized courses and provides discount the corporate clients if required. It is a relation between the two companies and New Horizons by which both are benefited. These companies also need lots of skilled employee. Lots of corporate partners required New Horizons student. This process adds value to the courses of New Horizons CLC of Dhaka. List of the Corporate Clients: Ministry of Environment & Forest SAARC Agricultural Information Center Local Government Engineering Department (LGED) Biman Bangladesh Airlines Bangladesh Institute of Labor Studies (BILS) Bangladesh Army Ministry of Agriculture (MOA) Ministry of Women & Children Affairs Ministry of Fisheries & Live stock (MOFL) Security & Exchange Commission, Bangladesh International Center for Diarrohoeal Diseas Research, Bangladesh (ICDDRB) United Nations Development Programme (UNDP) World Health Organization (WHO) Department For International Development (DFID) DANIDA Bangladesh Transparency International Bangladesh(TIB) British Council Bangladesh FAO Representation in Bangladesh British High Commission in Dhaka USAID Bangladesh Save the Children UK, Bangladesh United Nations Population Fund, Bangladesh (UNPFB) Action Aid Bangladesh. Care Bangladesh World Vision Bangladesh
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UNESCO Bangladesh World Fish center Bangladesh Airtel Bangladesh Ltd. Oxfam International Lafarge Surma Cemment
2.9.
Organizations Structure of New Horizon CLC of Bangladesh
New Horizons CLC of Dhaka developed there organization structure followed by the guidelines from headquarter. In Bangladesh there are four branches of New Horizons. Each branch has branch head and all the branch head follow the instruction of CEO of New Horizons CLC in Bangladesh. 2.9.1. Departments New Horizons CLC of Dhaka have five departments. Each department has some specific responsibilities. Under CEO there are four branch managers. Sales department, account department, training department and facility departments head report operation departments head.
Figure 2.2: Departments of New Horizons CLC of Dhaka
Sales Department
Sales departments main objective is to find out and enroll students or clients. Under this department there are ten sales officers. Following companys marketing strategy they try to enroll students. Providing details info about products, providing career building suggestions and taking feedback after completing course from the student is their main tasks.
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Sales officers try to communicate with interested students in several ways. They also generate the of course by arranging seminar in several places. Company also tries to attract people by publishing ad in several magazines. Online promotion also used to communicate with interested students. Ones anyone shows interest by call or by visiting nearest center, seals office adds him/her in the list of interested people. Seals departments employee informs details about the interested person. After analyzing his/her details interest and career plan seals recommend coerces. Before offering any new coerces seals officer communicate with the interested persons. For long days of communication a relation occurred between seals office and students. Students share his/her problem with them. Top level managers of seals department set strategies and manager seals officers. Setting the target, giving the importance on any field of service etc. are the key activity of seals departments top level employee.
Training Department
Under training department there are group of trainer who conduct classes. New Horizon CLC of Dhaka (Dhanmondi Branch) has 18 numbers of fulltime and 35 par-time trainer. All the trainers of New Horizons CLC of Dhaka are very skilled in his/her particular field. Almost all of the employees are graduate of masters degree holder. Main objective of those trainers is to conduct classes. Trainers are conduct classes inside and outside the organization considering clients need. Trainers provide details theoretical knowledge in the classroom, and then students are learned practically by using lab. Any kind of query from the student dismissed in concealing hours which informed by teachers. Organizations internal employees also required knowledge on specific fields. All employee of seals department highly required to know the details course layout and basic for convincing interested student. Trainers also conduct some training programs for improve the knowledge in specific fields.
Facility Department
Facility departments main responsibility is to ensure all facilities required each and every classroom. Providing all facility inside the classroom like controlling temperance, providing necessary hardware, maintain machineries, developing and maintain network these all are the key responsibility of facility department. This department also ensures basic human requirements for conduct any class. Develop and maintain Local Area Network (LAN) inside organization, internal telecom, technical support etc. these all issues maintained by facility department.
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Account Department
Account department managing all the financial activity of the organization. There are 6 employees working under account department. All financial activity maintained by this department. Each and every students fund is collected by accounts employee. They are analyzing the total financial condition of the organization regularly. On the basis of those report manager set their strategies. Account department manage all the due occurred by the students. Also all types of expense, salary of the employee etc. managed by accounts department. Operation Department
Operation Department coordinates and observes all the activities of other department. It works as an administrator. There are 3 top level manager in operation department. Operation department follow all things for education management. After collecting all types of information from other departments operation department make key decisions using those information. Offering new courses, making schedule, requirement, performance evaluation and all other managerial activities are managed by operation department.
2.9.2. Organogram of New Horizon CLC of Dhaka, Dhanmondi Branch

CEO
Seals Department
Operation Department
Training Department
Facility Department
Accounts Department
Seals Manager
General Manger
Senior Trainer
Facility Manager
Accounts Manager
Assistant Sales Manager
Assistant Operation Manager Front Desk Officers
Trainer
Stuffs
Accounts Officer
Corporate Seals Officer
Stuffs
Seals Officer
Other Stuffs
Figure 2.3: Organogram of New Horizons CLC of Dhaka
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2.10. Key Services of New Horizons CLC of Dhaka These are the basic courses which regularly offered by New Horizons CLC of Dhaka. They also provide customized courses considering clients demand. 1. Microsoft Certified Application Specialist 2. New Horizons English Language Program 3. Graphics Design 4. Media Animation 5. NHIPP (New Horizons Internet Professional Program) 6. CompTIA Certification A+ Linux+ Network+ Project+
7. Software Development Asp.net 3.5 VB.net 3.5 PHP & MY SQL Java
8. Database Development SQL Server 2008 Oracle 10g
9. Networking course MCSE- 2003 MCITP- 2008 Linux+ (ISP Setup) CCNA, CCNP, CCDI, CCSP, CCNA Voice, CCNA Warless, CCNA Security CWNA
10. SPSS
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Chapter 3
Project Part
This chapter will cover the key sources of internal information of the company, details about each and every data, process of recording those data into database and working arias of this report. All datas source, use and importance will be shown in this chapter. Key problems for informations mismanagement will be discussed. Then it will show the process of entering data into the database. 3.1. Sources and use of Data
New Horizon Computer Learning Center of Dhaka, Dhanmondi Branch is a medium size organization. Every day internal data and information are generating from several sources. As a training organization, clients and organizations employee are generating internal data continually. These are the key source of data which given below.
3.1.1. Students Information Interested Students Phone Number List
Seals department of New Horizon CLC of Dhaka manage phone number of interested students by several ways. Seals officers always try to communicate with peoples and try to find out someone who interested to take service from New Horizons CLC of Dhaka. As a result of several promotional activity of the company there are lots of people informed about the company. And then the interested person contact with sales officer. Seals officer record the data into database. Interested persons name, contact number and interest recorded in this list. This information is very important to the organization because it is the primary source of finding students for the organization. Interested Students Form
When any interested person visited the center of New Horizons CLC of Dhaka, seals officer offer a form which records all important field of the organization. By completing this form that person became a formal interested student of the organization. Seals officers use that information in future. In form include interested persons seals officer name, persons full name, phone number, address, education, skills, interest, free time etc. Those data became very useful for the manager to identify the demand of the clients.
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Admission Form
When any interested person admitted any course, that time he/she required to fill that form. The main objective of this form is to record all the details about newly admitted student. All the information of the students collected from this form for farther use. In this form are student ID number, registration number, personal details, contact info, academic qualification, course name, course fee, discount etc. field. At the time of time of students academic life this form is used form administrative activity. Later its became a asset of seals department, which used to find out interested students. 3.1.2. Organizations Internal Data Course List
Course list is the list of courses which offered by the New Horizons CLC of Dhaka. In this data record all the information related to the courses has been stored. This includes course code, course title, description, duration and course fee. These information are used by sales officers for inform interested person the details about course, accounts for generating the generate the course free of a student, administration for printing certificate etc.
Employee Details
This is the storage of data where all the current employs details have been listed. All employees details information is recorded using department category. For manager this information is very important. For finding out the right people for right job manager use that information. Key fields of this list are employee ID, personal info, corporate info, skills and specialty etc.
Interested Employees Resume/CV
Every month lots of people show interest to join in the New Horizons CLC of Dhaka. Organizations human research office collects these entire interested peoples resume. When New Horizon CLC of Dhaka requires new employee in a short time, manager can use those documents. Recruiting someone following full recruitment process is a time consuming process. Sometime manager need urgent contractual recruitment. This database works as a key source of data that time. All important field of the resume have been recorded in this collection. Name, academic qualifications, skills, contact info etc. are the example of data.
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Book List
New Horizons CLC of Dhaka provide books to the student. Also employees are required book. Organization has a small library. All the details about each book recorded. This helps to find out the details information of each book. Books position, Name, Writer, Topic covered etc. 3.1.3. Financial Transitions Students Payment
Continuously students are paying for his/her course fee. Each transition is very important for the organization. This information directly involved with companys cash inflow. Tracking those data for manager is very important. Students class permission, books clearance, certificates clearance issued considering this data.
Due Informations
Lots of time manager allow giving students course fee in installment. Management set a time, date and amount which have to pay by the student. This information is very important to the account department to know which student is paying how much amount. Accounts department always update the installment related information with communicating student and management. Suppose a student have to pay 12000tk within 3 months. Amount of discount, in how many installment he/she will pay, what will be the date of payment etc. those all information recorded by accounts department.
Employee Salary
Each and every employee is getting salary every month. After getting the performance report of the each employee, accounts department issues salary to the employee. Every transaction of the salary is recording. This information used to analysis financial activity of the employee.
Other Cost
Each organization has some day-to-day expense. All kind of cost of the organization is recording. Who, why and how much amount spend from organizations found recorded in that document.
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3.1.4. Students Feedback At the end of the each courses student give a feedback based on the course teachers performance. By analyzing those data manager take some key decision. Trainers performance is measured by using this information. 3.1.5. Day-to-Day Operational Activity Employee Entry-Exit:
Every day each and every entry and exit of the employee makes data. Those data important to the manager for organizations discipline. And this data is more important for the trainers. Norman employees have a specific office time but the trainers service time is variable. Manager need to know this information to generate performance report. Employee Leave:
Employee has an option of taking leave if he/she required. Every employee is required to fulfill a form to take any leave. This data used to calculate his/her salary at the end of the month.
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3.2.
Working Area
This topic will cover the details about researchers working aria. In each working aria one problem has been identified by the researcher. This topic will show the details about the problem. The reason and depth of the problem will be analyzed. For using all of that information, some problem or obstacles arrived. The key reasons of those problems are mismanagement of information. Some basic problems are shared bellow: 1. Student lost sales officers name 2. Difficulty in finding interested students 3. Students due management problem 4. Students certificate printing error 5. Employs payment calculation related problems
3.2.1. Working Area 1: Student Lost Seals officers Name Each and every student became listed under one sales officer. That sales officer cares this client. Sales officers number of sell or students enrolling counted by this process. So which student and how many students under a sales officer e is an important issue for management. Until enroll to any course student makes all query his sales officer. Problem occurred when any student lost his/her sales officers name. As an organizations point of view its important. But as an interested students point of view its not important at all to remember who is his/her sales officer. Generally there is a time gap between showing interest and enrollment. Suppose, Ekram showing interest today to taka a training from New Horizon. He became listed under sales officer Rohman. After three month later Ekram may ready for to enrollment but be lost Rohmans name. That time front desk officer face critical problem. From all interested student finding out Ekrams sales officer very time consuming task and sometime its imposable.
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3.2.2. Working Area 2: Difficulty in Finding Interested Students New Horizon offer new course when there is a demand of that course. To find out the demand of any course, management analysis recent interested students list. They calculate how many students interested in particular course. Interested students free time (morning, noon or evening), free day, favorite trainer etc. became fact for offering new course. Every interested students data is available in entry form. But its very much difficult to find out actual interested student for particular courses from all record. For this error lots of time management failed to fulfill target student after offering course.
3.2.3. Working Area 3: Students Due Management Problem New Horizon CLC of Dhaka allowed some student to give course fee in installment. Organization records all transaction and they give a deadline to pay each installment. Accounts department gives a reminder to the student for pay his/her installment before deadline. Problem happened when account department make the list of students who will have to pay in specific time. Still now account department to this job manually which is very time consuming and chance of error is very high. It is a matter of companys cash inflow so error should not acceptable.
3.2.4. Working Area 4: Students certificate printing error At the end of the course New Horizon issue certificate for student. To develop and print this certificate employee required some information like full name, course name, grade, course duration, etc. Employee collects all these info and deliver the certificate. At the time to developing certificate employee need to type student full name and other info manually. This makes a very high chance of typing error and also is very time consuming process. Reprinting certificate is very expensive task for organization.
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3.2.5. Working Area 5: Sales and Training Departments Employees Salary Calculation All the employees of sales department have been paid based on his/her monthly number of students enrollment. All trainers paid on monthly working hour. At the end of the month management calculate these things by hand and give payment to the employee. Calculating how many students enrolled under each sales person is a time consuming process. Sometime there became a chance of error. Lots of time employees salary became delayed for delayed report generating of each months performance. Tracking Employees entry and exit time is also a difficult task form management. At the end of the month finding out the total monthly work time is a time consuming process. Considering par-time or full-time employee, employee skill, overtime etc. it is difficult to calculate total payment of each employee. For tracking employees entry and exit management can use machine readable ID card. Employees entry and exit time will recoded a database and at the end of the month it will be very easy to calculate employs total work time of each employee. Though for the fast time manager need to make a small investment on it but its outcome is very effective for organization.
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3.3.
Process of Developing Digital Data Storage System
To solve all data managing related problem and making operation activity more faster and accurate New Horizons CLC of Dhaka is generating a database. This database will store all internal information of the organization. As a small organization to developing this database New Horizons CLC of Dhaka using Microsoft Office Access 2007. By using this database organizations operation activity will faster and it will minimize the error. This software will allow to entry, analysis and quarry in very systemic way. In Microsoft Office Access 2007 row data stored in the table. Each table store same categories of data in several fields. Each table has a primary key which is a unique caricature (example: Student ID). This field helps to connect with other tables and makes a relation. At the beginning of this chapter the key sources of internal data of New Horizons CLC of Dhaka already have been mentioned. This topic will cover how those data will store in this software. Data No.1: Interested Students Phone Number List
In this table all interested students of New Horizons those who not yet complete students form will be included. Seals department collect and use this information for find out students for courses. Name of The Field Serial Number First Name Last Name Contact Number Description Example of Data
Primary Key of this table 1,2,3 The first name of interested student Nazmul The last name of interested student Hasan The contact details of the interested +8801717000 student Interest Field of interest of the student Networking Sales Officers Name Officer who find this interested student Mr. Arif Table 3.1: Fields of Interested students information Data No.2: Interested Students Form
When any interested student visits the office of New Horizons CLC of Dhaka he/she is recommended to fill one form. In this form all details of that person recorded. New Horizons Store all those data in this table. Name of The Field Form No. Sales Officers Name Description Primary Key of this table Name of the employee who handling this client. Example of Data 00121 Mr. Arif
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Full Name Education
The name of the interested person Nazmul Hasan School/Collage/University name of the Daffodil International interested person University Company Interested persons working place BRAC Bank Address Details address of the person 12/4 Dhanmondi, Dhaka. Contact No. Phone numbers of the employee +8801717000 Computer Knowledge Level of computer knowledge Basic/Advanced Interest Field of interest of the student Web Designing Free Time Persons available time for learning Friday, Evening Recent Communication Last communicate with this person 13/1/2011 Table 3.2: Fields of the interested students form
Data No.3: Admission Form
At the time of admitting each student required to fulfill an admission form. This admission forms all data will be recorded in this table. This information will be used in several administrative works. Name of The Field Student ID Form No. Student Name Date Course Code Description Example of Data ID of the Admitted Student NH01110 From Number of admitted student 00121 Full name of the student Nazmul Hasan Date of the admission 11/4/2011 Enrolled persons courses Code JAJA-101 Number Table 3.3: Fields of the admission form
Data No.4: Course Details
In this table all the details information about the service of New Horizon CLC of Dhaka will be recorded. From this table seals officer will collect details information about each course. Name of The Field Course Code Course Title Category Course Duration Cost Description Example of Data Primary Key of this table JAVA-101 The title of the Course JAVA Programming Which type of course it is Programming Total duration of the course 80 hours The standard cost of this course 22,000 tk Table 3.4: Fields of the course details
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Data No.5: Employee Details
Each and every employees detail information will recorded in this table. Manager can able to use this table to find out the right people for right job by considering employees skills. Accounts department will collect information to calculate salary. Name of The Field Employee ID Employee Name Department Employee Type Salary Par Hour Skills Description Primary Key of this table Full name of the employee Employees department Permanent or temporary employee The general par hour salary of the employee Skills of the employee Example of Data E-101011 Moin Uddin Sales Department Full-Time 400tk
Programming, Hardware, Networking Table 3.5: Fields of the employee details
Data No.6: Interested Employees Resume/CV
The entire interested people who want to work in New Horizons will be listed in this table. All the key information is been recorded in this table by several fields. This information will be used by manager to find out new employee. Name of The Field Resume No. Name Contact Number Qualifications Academic Info Skills Description Primary Key of this table Full name of the person Interested persons phone number Recent Qualifications of the person Name of the Institution Key words of the persons skills Table 3.6: Fields of the resume Example of Data CV-101 Salman Ahmen +8801912000 MBA, BBA DIU, DU Project Manager, Networking, JAVA, C++
Data No.7: Book List
New Horizons CLC of Dhaka have a library. All the books are stored in structured way. In this table all books information will be recorded in this table. Anyone can able to find out his/her interested book from this database.
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Name of The Field Book ID Book Name Writer Name Edition Position
Description Primary Key of this table The full name of the book
Example of Data BOOK-101 Cisco Certified Network Associated Study Guide
Todd Lammle The writers name Number of edition 12th Edition Library position of the book Desk-3, Row-2 Table 3.7: Fields of the Book list
Data No.8: Students Payment
Every transaction of the payment by the student will be recorded in this structured table. Accounts department will use this data in several ways. Name of The Field Transaction ID Student ID Course Code Date Amount Description Example of Data Primary Key of this table T-10112011 ID number of the student NH01110 Course Code of the course JAVA-101 Date of Transaction 11/12/2011 Amount of Transaction in Taka 25000 tk Table 3.8: Fields of the Students Payment
Data No.9: Due Information
In this table all the due related information will be recorded. Which student making due and what is his/her last date of paying, these all information recorded in this table. Accounts department will use this data in several ways.
Name of The Field Due ID Student ID Course Code Last Date Amount
Description
Example of Data
Primary Key of this table D-1011 Students ID number NH01110 Courses ID JAVA-101 Last Date of payment 11/12/2011 Total amount of due 2500tk Table 3.9: Fields of the Students Due info
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Data No.10: Employee Salary
In this table all the transactions related to the employee salary will be recorded. This informations collection will help the accounts employee in several ways. Name of The Field Description Example of Data Salary Transaction ID Primary Key of this table ST-1001 Employee ID Employee ID number NH10215 Date Date of issuing salary 2/4/2011 Amount The amount of salary 25000tk Table 3.10: Fields of the employees salary transaction
Data No.11: Other Cost
Every organization has day to day operational cost. All the transaction will be recorded into this table. Manager and account department can easily able to make lots of query on cash outflow. Name of The Field Description Example of Data Cost ID Primary Key of this table C10256 Date Date of the cost 21/11/2010 Employee ID Employee who makes that cost NH55262 Amount The amount of cost 300tk Type Types of the cost New Equipment Table 3.11: Fields of the Cost Details info of the organization
Data No.12: Employee Entry-Exit
Every day employee generate data bay entering the organizations door, which will be recorded to the table. At the end of the month this information will very helpful to the manager. Name of The Field Moment ID Date Time Employee ID Type Description Example of Data Primary Key of this table 012225252 Date of the entry/exit 29/04/2011 Time of the entry/exit 9:14 am Employee who enter/exit NH25235 Entry or Exit Entry Table 3.12: Fields of the Employee Entry-Exit info
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Those are all the information which recorded to the database. By using those information next chapter will try to show the solutions of the problems which are already been discussed in this chapter.
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Chapter 4
Recommendations and Conclusion
4.1.
Designing Query/Solutions
After importing all information into digital database New Horizons CLC of Dhaka now ready to design lots of query. Each query can give an answer of the question. Each query designed on the basic of the demand of management. By using those queries day-to-day operational activity of the organization will be faster and error less. This chapter will show hot the each query working and the way of solving problems which identified in this report by applying query.
4.1.1. Solution1: Student lost seals officers name When any interested student visited New Horizons center, front desk officer first try to know who is his/her seals officer. It is important because that seals officer will handle that client. But many times student lost the name of his/her seals officer. To solve this problem New Horizons CLC of Dhaka is designed a query which will find out the interested students details by using full name or mobile number. It will work like a search engine. Interested students details info surely available in Table 1. Interested Students Phone Number List and Table 2. Interested Students Form. This felting process will consider that persons phone number and find out his/her details which is the solution of this problem.
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Figure 4.1: Process of finding seals officers name
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Figure 4.2: Example of finding seals officers name Newly visited student will just tell his/her phone number and this query system will find out that persons seals expectative.
4.1.2. Solution2: Difficulty in finding interested students At the time of offering new course finding out interested students for that particular field from the entire interest student is a time consuming and difficult task. To solve this problem this application will analysis information from database and will show the demand of particular courses. The entire interested persons list is available at Table 1. Interested Students Phone Number List and Table 2. Interested Students Form. This query wills analysis interested persons interest, available time and last response. As an output it will give a list of interested persons who ready for do this course.
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Figure 4.3: Process of finding interested student
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Figure 4.4: Example of query output, list of interested student For using this query manager can able to get a list of interest student of specific field in very short time. To collect this same information take lots of time and which have a chance of error. Now manager will just give the list of interested student to the sales officers and they will communicate with those interested persons.
4.1.3. Solution3: Students due management problem Accounts department require to give a reminder to the student for getting payment in due time. As well as to provide clearance accounts department need to sure that he/she already paid. To do this job more easy and quickly this query is been used. Students payment info and due info will be used to design this query. Analyzing date and payment status query will give a list that how many students not yet paid in a particular time frame.
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Figure 4.5: Due management query working process
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Figure 4.6: Use of due management query 4.1.4. Solution 4: Students certificate printing error At the end of the course New Horizon issue certificate for student. To develop and print this certificate employee required some information like full name, course name, grade, course duration, etc. Employee collects all these info and deliver the certificate. This application developed a query can able to generate certificate. All the required information will be collected from student information and course information. Students full name will be collected from the students info table. Course code and course title will be collected form course list table. This will generate a certificate layout.
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Figure 4.7: Process of generating certificates By using this system there will be no chance of typing error. Employee just generate certificate for particular students particular course. Application will generate certificates printable view.
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Figure 4.8: Example of generating certificates
4.1.5. Solution 5: Sales and Training Departments Employees Salary Calculation Problem Sales departments salary calculation problem occurs because the salary of each employ vary on his/her seal. And training departments trainers calculation problem occurs for two reasons. One for several types of trainer like par-time and full-time trainer, and another is calculating the number of working hours of the trainers in each month.
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To solve this problem application required to generate two queries. One query will show how many students enrolled in the New Horizons CLC of Dhaka in a specific period of time. Another query will show how much time given by one trainer in the office. Considering admitted students table this query will give the output.
Figure 4.9: Process of calculating the number of seals
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Figure 4.10: Process of calculating trainers salary In second query application will consider the entry and exit info. By calculating those hours it will give a specific working time of the employee for specific month. From employee info it will collect the par hour payment info and generate the salary sheet.
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4.2.
Recommendations
To avoid almost all problems relation to the informations mismanagement New Horizons CLC of Dhaka have to use a digital internal database. Every employee of the New Horizons CLC has to train on databases use. Manger can required database specialist to managing this server. Microsoft Office Access 2007 is not suitable for medium or large organization. New Horizons CLC of Dhaka should switch all data into customized database server in near future. All the centers of New Horizons in Bangladesh should link together throw online. This will allow using one anothers information. For avoiding informations mismanagement related problem New Horizons CLC of Dhaka have to be fully automated. Organization can use database software to record all data digitally. If the manager can do that, operational activities of the organization will be more effective and error less. All the employee of the New Horizons CLC of Dhaka has to be trained on using database software. Manager can arrange a workshop for developing their employees skills on database software. By doing that, use of the software will be clear to the employees and proper outcome will be arrived. New Horizons CLC of Dhaka should develop personalized software for managing database. Microsoft Office Access 2007 has lots of limitations in using data. By a contractual project organization can develop a software throw software developers. Personalized software will be more user friendly, more effective, lack of error and more secure then present software. Developing database is not the only solutions. New Horizons CLC of Dhaka have to manage and properly admin the internal database. For doing this manager can required a database administrator for the organization. That person will manage, update and support the full database. All the branches of New Horizons CLC of Bangladeshs database have to be linked between each other. New Horizons CLC can use internet to connect each other. For doing this one branchs employee can able to get information from other branches if required.
As an IT company New Horizons CLC of Dhaka have already have lost of it professionals in the organization. Managers just need to take the incentives to solve all problems which mentioned in the report.
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4.3.
Conclusion
Effective use of information is one of the key issues of the organization. This study is just focused on some specific problems. Many problems maybe unrecognized. Software which used has lots of limitations. But the report already proved that the organizations effectiveness is very much depending on the proper use of information. Mentioned operational activities are happening good way in present condition but there are little error and activities are time consuming .The use of automation will make those activities faster and error free. An internal database can make organizations operational activity faster and error free. To take the advantage of information technology organization has to use update technology and all the employee have to be trained. As an IT company, New Horizons CLC of Dhaka already has all necessary technology. Managers just have to make an attempt to make New Horizons automated.
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4.4.
Reference
1. Naresh K. Malhotry , 2009, 5 Edition, Marketing Research An Applied Operation, Georgia Institute of Technology 2. Philip Kotler, Gary Armstrong , Principles of Marketing, 10th Edition 3. Organizations Document
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