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

Page | ii

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: [email protected] Mobile: 01617306090. Sincerely Yours, ____________________________ Faham Kabir ID: 073-11-2185 18th Batch Bachelors of Business Administration Major: Human Resource Management Daffodil International University


Page | iii

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


Page | iv

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


Page | v

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 information’s mismanagement.

Researcher worked on five problems of the organization which generating for information’s

mismanagement. Those five problems are (1) Student lost his/her seals officer’s name, (2)

Difficulty in finding interested students for new course, (3) Student’s due management

problem, (4) Student’s certificate printing error and (5) Sales and training department’s

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 information’s 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 database’s 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.


Page | vi

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.


Page | vii

Table of Contents

Chapter 1 ....................................................................................................................................1

Introduction .........................................................................................................................1

1.1. Introduction ..................................................................................................................2

1.2. Background ...................................................................................................................3

1.3. Scope of the Study ........................................................................................................3

1.4. Objectives of the Study .................................................................................................4

1.5. Methodology ................................................................................................................5

1.6. Limitations of the Study ................................................................................................6

Chapter 2 ....................................................................................................................................7

Company Profile ................................................................................................................7

2.1. Company Profile............................................................................................................8

2.2. In a Brief: New Horizons Computer Learning Center(CLC) of Dhaka ...............................8

2.3. Mission of New Horizons CLC of Dhaka .........................................................................9

2.4. Vision of New Horizons CLC of Dhaka ............................................................................9

2.5. History and Milestone of New Horizons CLC of Dhaka .................................................10

2.6. Training Methodology at New Horizons ......................................................................13

2.7. Training Partners .........................................................................................................15

2.8. Corporate Clients of New Horizons CLC of Bangladesh: ...............................................16

2.9. Organization’s 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. Sources and use of Data ..............................................................................................22

3.2. Working Area ..............................................................................................................26

3.3. Process of Developing Digital Data Storage System .....................................................29

Chapter 4 ..................................................................................................................................35

Recommendations and Conclusion ........................................................................35

4.1. Designing Query/Solutions ..........................................................................................36


Page | viii

4.2. Recommendations ......................................................................................................47

4.3. Conclusion ..................................................................................................................48

4.4. Reference ...................................................................................................................49

Chapter 1

Introduction


Page | 2

1.1. Introduction

In today’s 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. Manager’s 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 it’s not a smarter way to managing all information manually. All

renowned organizations using today’s technology and getting the advance from it.

New Horizons Computer Learning Center is the world’s 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.

Manager’s diction making will became more effective. This study will cover all factors that

related to the automation process of New Horizon.


Page | 3

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 Branch’s five departments

(Operation, Sales, Tanning, Facility and Account department). Managing information and

developing organization’s database in a broader issue. Researcher only worked on some

specific internal problem. All issues are related to the internal database only.


Page | 4

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 information’s mismanagement

To find out an effective way of managing internal information of New Horizons CLC of Dhaka, Dhanmondi Branch


Page | 5

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.


Page | 6

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

researcher’s 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

Chapter 2

Company Profile


Page | 8

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 America’s

New Horizons Worldwide Franchise Network. They arrived in Bangladesh 18th August 1999.

Presently they have 4 centers in Bangladesh. New Horizon’s 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 New Horizons CLC of Dhaka

Headquarter Conshohocken, Philadelphia, U.S.A.

Founded 1982

First in Bangladesh 1999

Services Offering information technology related training.

Centers in Bangladesh

There are four centers in Bangladesh of New Horizons Network.

Gulshan, Dhaka

Dhanmondi, Dhaka

Chittagong

Khulna


Page | 9

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 country’s technological growth.


Page | 10

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 CompTIA’s Convergence+ Training and Certification

2007: New Horizons Secures $4 Million in New Financing

2007: International Data Corporation (IDC) announces that New Horizons is the world’s 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 magazine’s 2006 ranking of America’s 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 world’s 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 world’s largest independent computer training company for fourth consecutive year.


Page | 11

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 world’s 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 world’s 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 world’s 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 America’s “100 Hot Growth Companies.”

2001: FORTUNE SMALL BUSINESS magazine names New Horizons one of America’s “100 Fastest-Growing Small Public Companies.”


Page | 12

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 America’s “100 Fastest-Growing Companies.”

2000: FORBES magazine names New Horizons one of America’s “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.


Page | 13

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


Page | 14

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 organization’s 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 company’s 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 organization’s technical resource can be positioned in the premises of the organization and facilitate the learners to apply the concepts learnt by them in the


Page | 15

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


Page | 16

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 Horizon’s 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


Page | 17

UNESCO Bangladesh

World Fish center Bangladesh

Airtel Bangladesh Ltd.

Oxfam International

Lafarge Surma Cemment

2.9. Organization’s 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 department’s head report operation department’s head.

Figure 2.2: Departments of New Horizons CLC of Dhaka

Sales Department

Sales department’s main objective is to find out and enroll students or clients. Under this department there are ten sales officers. Following company’s 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.


Page | 18

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 department’s 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 department’s 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.

Organization’s 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 department’s 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.


Page | 19

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 student’s fund is collected by account’s 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

Figure 2.3: Organogram of New Horizons CLC of Dhaka

CEO

Seals Department

Seals Manager

Assistant Sales Manager

Corporate Seals Officer

Seals Officer

Operation Department

General Manger

Assistant Operation Manager

Front Desk Officers

Other Stuffs

Training Department

Senior Trainer

Trainer

Facility Department

Facility Manager

Stuffs

Accounts Department

Accounts Manager

Account’s Officer

Stuffs


Page | 20

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

Chapter 3

Project Part


Page | 22

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 data’s source, use and importance will be shown in this chapter. Key problems for information’s 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. Student’s Information

Interested Student’s 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 person’s 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 person’s seals officer name, person’s 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.


Page | 23

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 student’s 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. Organization’s 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 employ’s 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 Employee’s Resume/CV

Every month lots of people show interest to join in the New Horizons CLC of Dhaka. Organization’s human research office collects these entire interested people’s 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.


Page | 24

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. Book’s position, Name, Writer, Topic covered etc.

3.1.3. Financial Transitions

Student’s Payment

Continuously students are paying for his/her course fee. Each transition is very important for the organization. This information directly involved with company’s cash inflow. Tracking those data for manager is very important. Students class permission, book’s clearance, certificate’s clearance issued considering this data.

Due Information’s

Lots of time manager allow giving student’s 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.


Page | 25

3.1.4. Students Feedback

At the end of the each courses student give a feedback based on the course teacher’s 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 trainer’s 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.


Page | 26

3.2. Working Area

This topic will cover the details about researcher’s 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 officer’s name

2. Difficulty in finding interested students

3. Student’s due management problem

4. Student’s certificate printing error

5. Employs payment calculation related problems

3.2.1. Working Area 1: Student Lost Seals officer’s Name

Each and every student became listed under one sales officer. That sales officer cares this

client. Sales officer’s number of sell or student’s 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 officer’s name. As an organization’s

point of view it’s important. But as an interested student’s point of view it’s 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 Rohman’s name. That time front desk officer

face critical problem. From all interested student finding out Ekram’s sales officer very time

consuming task and sometime it’s imposable.


Page | 27

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 student’s free time (morning,

noon or evening), free day, favorite trainer etc. became fact for offering new course.

Every interested student’s data is available in entry form. But it’s 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: Student’s 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 company’s cash inflow so error

should not acceptable.

3.2.4. Working Area 4: Student’s 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.


Page | 28

3.2.5. Working Area 5: Sales and Training Department’s Employees Salary Calculation

All the employees of sales department have been paid based on his/her monthly number of

student’s 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 employee’s salary became

delayed for delayed report generating of each month’s 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 employee’s entry and exit management can use machine readable ID card.

Employee’s 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.


Page | 29

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 organization’s 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 Student’s 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 Description Example of Data Serial Number Primary Key of this table 1,2,3 First Name The first name of interested student Nazmul Last Name The last name of interested student Hasan Contact Number The contact details of the interested

student +8801717000

Interest Field of interest of the student Networking Sales Officer’s Name Officer who find this interested student Mr. Arif

Table 3.1: Fields of Interested student’s 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 Description Example of Data Form No. Primary Key of this table 00121 Sales Officer’s Name Name of the employee who handling

this client. Mr. Arif


Page | 30

Full Name The name of the interested person Nazmul Hasan Education School/Collage/University name of the

interested person Daffodil International University

Company Interested person’s 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 Person’s available time for learning Friday, Evening Recent Communication Last communicate with this person 13/1/2011

Table 3.2: Fields of the interested student’s form

Data No.3: Admission Form

At the time of admitting each student required to fulfill an admission form. This admission form’s all data will be recorded in this table. This information will be used in several administrative works.

Name of The Field Description Example of Data Student ID ID of the Admitted Student NH01110 Form No. From Number of admitted student 00121 Student Name Full name of the student Nazmul Hasan Date Date of the admission 11/4/2011 Course Code Enrolled person’s course’s Code

Number JAJA-101

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 Description Example of Data Course Code Primary Key of this table JAVA-101 Course Title The title of the Course JAVA Programming Category Which type of course it is Programming Course Duration Total duration of the course 80 hours Cost The standard cost of this course 22,000 tk

Table 3.4: Fields of the course details


Page | 31

Data No.5: Employee Details

Each and every employee’s 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 employee’s skills. Accounts department will collect information to calculate salary.

Name of The Field Description Example of Data Employee ID Primary Key of this table E-101011 Employee Name Full name of the employee Moin Uddin Department Employees department Sales Department Employee Type Permanent or temporary employee Full-Time Salary Par Hour The general par hour salary of the

employee 400tk

Skills Skills of the employee Programming, Hardware, Networking

Table 3.5: Fields of the employee details

Data No.6: Interested Employee’s 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 Description Example of Data Resume No. Primary Key of this table CV-101 Name Full name of the person Salman Ahmen Contact Number Interested person’s phone number +8801912000 Qualifications Recent Qualifications of the person MBA, BBA Academic Info Name of the Institution DIU, DU Skills Key words of the person’s skills Project Manager,

Networking, JAVA, C++ Table 3.6: Fields of the resume

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 book’s information will be recorded in this table. Anyone can able to find out

his/her interested book from this database.


Page | 32

Name of The Field Description Example of Data Book ID Primary Key of this table BOOK-101 Book Name The full name of the book Cisco Certified Network

Associated Study Guide Writer Name The writer’s name Todd Lammle Edition Number of edition 12th Edition Position Library position of the book Desk-3, Row-2

Table 3.7: Fields of the Book list

Data No.8: Student’s 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 Description Example of Data Transaction ID Primary Key of this table T-10112011 Student ID ID number of the student NH01110 Course Code Course Code of the course JAVA-101 Date Date of Transaction 11/12/2011 Amount Amount of Transaction in Taka 25000 tk

Table 3.8: Fields of the Student’s 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 Description Example of Data Due ID Primary Key of this table D-1011 Student ID Student’s ID number NH01110 Course Code Courses ID JAVA-101 Last Date Last Date of payment 11/12/2011 Amount Total amount of due 2500tk

Table 3.9: Fields of the Student’s Due info


Page | 33

Data No.10: Employee Salary

In this table all the transactions related to the employee salary will be recorded. This information’s collection will help the account’s 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 employee’s 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 Description Example of Data Moment ID Primary Key of this table 012225252 Date Date of the entry/exit 29/04/2011 Time Time of the entry/exit 9:14 am Employee ID Employee who enter/exit NH25235 Type Entry or Exit Entry

Table 3.12: Fields of the Employee Entry-Exit info


Page | 34

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.

Chapter 4

Recommendations and Conclusion


Page | 36

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 officer’s name

When any interested student visited New Horizon’s 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 student’s details info surely available in Table 1. Interested Student’s Phone

Number List and Table 2. Interested Students Form. This felting process will consider that

person’s phone number and find out his/her details which is the solution of this problem.


Page | 37

Figure 4.1: Process of finding seals officer’s name


Page | 38

Figure 4.2: Example of finding seals officer’s name

Newly visited student will just tell his/her phone number and this query system will find out

that person’s 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 person’s list is available at Table 1. Interested Student’s Phone Number

List and Table 2. Interested Students Form. This query wills analysis interested person’s

interest, available time and last response. As an output it will give a list of interested

persons who ready for do this course.


Page | 39

Figure 4.3: Process of finding interested student


Page | 40

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: Student’s 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.

Student’s 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.


Page | 41

Figure 4.5: Due management query working process


Page | 42

Figure 4.6: Use of due management query

4.1.4. Solution 4: Student’s 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. Student’s full name will be collected from the student’s info table. Course code and course title will be collected form course list table. This will generate a certificate layout.


Page | 43

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 student’s particular course. Application will generate certificate’s printable view.


Page | 44

Figure 4.8: Example of generating certificates

4.1.5. Solution 5: Sales and Training Department’s Employees Salary Calculation Problem

Sales department’s salary calculation problem occurs because the salary of each employ vary on his/her seal. And training department’s trainer’s 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 trainer’s in each month.


Page | 45

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


Page | 46

Figure 4.10: Process of calculating trainer’s 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.


Page | 47

4.2. Recommendations

To avoid almost all problems relation to the information’s mismanagement New Horizons CLC of Dhaka have to use a digital internal database. Every employee of the New Horizons CLC has to train on database’s 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 another’s information.

For avoiding information’s 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 Bangladesh’s database have to be linked between each other. New Horizons CLC can use internet to connect each other. For doing this one branch’s 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.


Page | 48

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 organization’s

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 organization’s 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.


Page | 49

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. Organization’s Document