Group A2 - Preliminary Investigation Report

BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

A201

GROUP D

GROUP ASSIGNMENT:
PROBLEM BASED LEARNING 1

(BUS MAINTENANCE SYSTEM)

PREPARED FOR: DR. HAFIZAH BINTI MOHAMAD HSBOLLAH

PREPARED BY:

GROUP A2 MATRIC
NO. NAME NO.

1 BAZARAH ANAS HUSSEIN MUHAMMED 252120

2 THONG WEI PHUI 271469

3 AIN MADIHAH BINTI MOHD AZLAN 272292

4 AHMAD SYAFIQ BIN MOHAMAD RAZALI 272739

5 SYARIFATUL ZAIDAH BINTI ZAINAL ABIDIN 273752

DUE DATE:
6 DECEMBER 2020

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Table of Content
1.0 Introduction.................................................................................................................. 3

1.1 Project overview: Executive Summary............................................................................. 3
1.2 Overview of the company ................................................................................................ 4
1.3 Who performs the investigation?...................................................................................... 4
2.0 System Request ............................................................................................................. 5
2.1 System Request Summary ............................................................................................... 5
2.2 Problems of the Current System....................................................................................... 6
2.3 Summary Benefits of the System ...................................................................................... 8
3.0 Case of Action............................................................................................................... 9
3.1 Expected result from the new system................................................................................ 9
3.2 Justification.................................................................................................................. 10
3.3 Scope of project ............................................................................................................ 12
4.0 Expected Benefits........................................................................................................ 14
4.1 Tangible expected benefits............................................................................................. 14
4.2 Intangible expected benefits........................................................................................... 15
5.0 Feasibility Analysis Findings........................................................................................ 16
5.1 Operational Feasibility.................................................................................................. 16
5.2 Technical Feasibility...................................................................................................... 17
5.3 Economic Feasibility ..................................................................................................... 17
5.4 Schedule Feasibility....................................................................................................... 18
5.5 Feasibility Conclusion ................................................................................................... 19
6.0 Project Roles.................................................................................................................... 20
7.0 Time and Cost Estimation................................................................................................. 22
7.1 Cost for the Project ....................................................................................................... 22
7.2 Schedule Gantt Chart.................................................................................................... 23
8.0 Appendices ...................................................................................................................... 26
8.1 Interview Questionnaire................................................................................................ 26
8.2 Survey Details............................................................................................................... 27
8.3 Project Scope................................................................................................................ 37
8.4 Student Product Brief.................................................................................................... 38
8.5 Meeting Minutes........................................................................................................... 39

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1.0 Introduction

1.1 Project overview: Executive Summary
Our team was assigned by senior analysts, Mr A to in-charged of a system development

project. Based on instruction given, we are required to propose and develop a new system on
facilities maintenance management. We had conducted meetings to choose a company as our
client. Based on our observation and discussion, we selected Universiti Utara Malaysia (UUM)
as our client and proceed the planning stage. We planned to finish the project within 40 days.
The goal of this project is develop a system that able to increase the efficiency of operation and
have a better bus maintenance management.

Brief description of the bus maintenance system
At this stage, our client, UUM currently facing inefficient bus maintenance system. We

had conducted survey and interview in order to fulfil their needs and expectations. Based on
the client's response, we planned to develop a system that can be accessed easily and able to
support large number of users. The system will be more convenient and flexible for users. It
generates notifications to the users to updates them about anything that related to buses
maintenance time, last time of buses service, who did it, and the management response.
Moreover, more staff will be allowed to access into the system to solve the problems of
misunderstanding or miscommunication. Besides, the system will generate reports and data of
the bus maintenance progress which is faster and easier to read by management. The system
also will show the data of each bus completely with data of purchases, useful life, and
depreciation of the bus.

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The benefits of the new system:
1. Ensure that all buses are in a good condition before being used
2. Able to be used in the long term
3. Management able to decide on maintenance and allocation based on the report
4. Management will be able to give quick responses to the issues or problems incurred.
5. Data being generated faster than the current system
6. Ensure the safety of system and data

1.2 Overview of the company

UUM is a university that aspires to be a Management University that is a paragon of
efficiency and world-class stature and to serve as a center of academic excellence in producing
human resources with the competency. The Universiti Utara Malaysia (UUM) campus located
in Sintok, 48 km to the north of Alor Star and 10 km to the east of Changlun. This campus has
been established on 15 September 1990. As a fully residential university, UUM provides many
accommodations in 15 different residential halls for more than 20,000 students. The university
also provides 15 buses to make students' life easier and convenient inside the campus. This
vehicle is will fetch the students from everywhere to everywhere on the campus.

1.3 Who performs the investigation?

Our team consists of 5 junior analysts and 1 senior analysts. Senior analyst provides
guiding and instructions to junior analysts. The senior analyst also review the work of junior
analysts and provide solution if they facing any problems. The junior analysts are in-charge
of the system development project. At earlier stage, the junior analysts was focusing in
planning stage and analysis stage. In these stages, they will perform fact findings and identify
project scope as well as constraints.

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2.0 System Request
System request are evaluated by a system review committee or a computer resources

committee. There are 6 main reasons for system requests which are stronger controls on system,
more supportive, reducing cost, improved service, provide more information and have a better
performance. The system request for UUM bus maintenance system will be summarised as
below.
2.1 System Request Summary

UUM management noticed that a decline in bus performance as the frequency of bus
maintenance has been increased. Based on this situation, there are few system requests from
UUM management.

One of the system requests is the new system could increase the efficiency in storing,
updating, and retrieving information on bus maintenance. Another requirement from
management is generate an automated system which allows for generate weekly report and
notify specific staff about the bus maintenance schedule. Besides, new system requests that
track the real time of bus location to reduce the response time for emergency situation or
service. On the other hand, the management requests that the new system able to update and
save data quickly and accurately in order to save time as well as reduce storage costs of paper
files. The last system request is ensuring the security of the system but allow large number of
users.

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2.2 Problems of the Current System
We found the causes and consequences of an ineffective bus maintenance system. The

fishbone diagram has been created to demonstrate the causes and effects to U UM.

Diagram 1: Fish Bone Analysis
The improper maintenance schedule for bus was one of the main problems in current
system. The bus maintenance schedule was failed to update on time and led to the bus missed
the time to do maintenance. Besides, the bus maintenance schedule are currently using hand-
writing method therefore it might cause doubt of the arrangement.
Secondly, the unfavourable bus condition led to accidents or unpredictable situation. The
condition of tyres, brake, fuel level, faded paints and engine did not check properly and
regularly before the bus being use. The bus drivers will feel unsecure and inconvenience when
driving the bus.

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Limited accessibility of the current manual system had brought some problems to
management. The current system only can access by certain staff such as operation clerk. The
staff is able to manipulate the data easily as the data of manual system is easier to edit compared
to computer system.

Another problem analysed is the cost incurred when using the manual system. When the
buses missed the schedule to do maintenance, it led to incur extra cost to reschedule and
rebooking the maintenance service. At the same time, a bus that did not do maintenance
regularly will lead to emergency situation such as accident and these will incur higher cost for
maintenance. By using manual system, the file keeping fees also will be incurred.

The outdated technology had cause the inefficiency of bus maintenance system. There are
limitations of visitors allowed at once and delays the time to perform. Besides, the manual
system does not require any password control or authorization thus the security of system was
unprotected and high risk of data leaking.

The last factor causing inefficiency of bus maintenance systemwas the insufficient of data.
The manual system did not indicate the real time of bus location and delays the time to respond
to emergency situation. The clerk have to take long time to update and might key in data
wrongly as they are using manual system.

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2.3 Summary Benefits of the System
A new system will come with few features that bringing benefits to system users and

management. The new system will automatically generate weekly report for management. This
features can increase the efficiency of making decisions and ensure the accuracy of report. It
also could notify the staffs to send the bus to do maintenance following the schedule so that
the bus would not miss the maintenance date. After the bus undergoing maintenance, the
system will update the information quickly in order to ensure the buses are having good
condition for use. The system will set up internal control such as password for accessing and
authorization of editing data to ensure the security of data and system. The capability of new
system will able to support large number of users accessing the system in the same time.

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3.0 Case of Action
3.1 Expected result from the new system

As per review towards the company, there are several major weaknesses that have been
identified. Therefore, in order to fulfil the client or user satisfaction, these are several things
which we expect from the new system which are to lower the cost, providesmoothmaintenance
and service operation and avoid error or mistake.

Firstly, our core target is to lower the cost associated to the facility maintenance
management. Cost always be the main focus in any business, the lower the cost resulted to
higher income. In this case, the improper management of the buses maintenances and services
has caused the cost to be higher.

Next, smooth operation also important in this situation. The system is expected to have
proper schedule for services and maintenances of all buses. Current manual system was
difficult to refer and manage. As a result, the bus could possible missedthe due for maintenance
and service which causes extended date, more cost and shortage of buses that can be used.

Besides, we also expect that the new system is free from error. Human error always
occurs in daily operation whether in term of number or letter. Therefore, by havingthis system,
report is generated automatically right after the certain period. This report contains important
data such as date of services, next due for services, lifespan of buses and etc.

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3.2 Justification
In the conducted survey and interview towards the department and selected workers,

results proven that the new system is important. These are several results from the survey:

Diagram above was the last question asked to the department and workers. This proven
that more than 94% which equivalent to 17 out of 18 workers wish to have a new system.

This result might be caused by the weaknesses of the manual system which are not
reliable to use nowadays. Among the reason stated by the respondents are inorganized system,
inefficient and lack in term of update, service and maintenance. Besides, rating towards the
manual system was another prove that the system required an upgrade where most of the
respondents rate the system at 3 out of 10.

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In addition, the manual system usually brings a problem which gives trouble toward the
department. In certain circumstances, there are cases where report went missing, error causes
by misstated and miss the maintenance due date for bus. Therefore, in order to overcome these
problems, the survey questions asked the respondents regarding to the new system they are
wishing for where these functions are important. Among the function are accurate, accessible,
more modern which using device instead of book and able to generate report. Moreover, all
respondents willing to give their best and support towards the new system.

As for interview with selected clerk and department team, questions were asked
regarding to the manual system and new system. They believed that new system is compulsory
nowadays as the technology is being used widely but the bus maintenance system still u sing
book system which are not reliable. Problem always occur while using the manual system such
as data and information input wrongly, improper bus maintenanceschedule and missingreport.
However, some of them believe that the manual system is well secured as certain people can
access to the data.

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3.3 Scope of project

The system covers system maintenance management of buses at our client company
which in Northern University of Malaysia. System maintenance management bring the
definition of a range of processes required to ensure that the physical assets systems perform
as originally designed and constructed. In this situation, the assets are the busses. Some might
think that facilities maintenance management was not really important and just required several
times per year. However, it is actually important in fact that a company will not be able to
operate without a proper facility. Improper maintenance of a facility would lead to further
problem in the future such as error, damage and broken although the facility should able to
operate longer.

The aim is to smoothen, strengthen and modernize the process for bus maintenances and
services which this institution currently usingmanual system to manage andhandle this system.
Nowadays, the use of technology is beyond our mind, thinking and prediction. Some operation
might maximize the use of technology in the company which would be a key for their success.
This manual system can be classified as lame and shall not be use usually especially for large
company. As we aim to focus on the bus maintenance and services at UUM, the system is aim
to be able to operate smoothly which will make the process to maintain the bus condition at an
excellent level at the same time to gather all information inside a single system which include
the buses data as well.

The function of the system is to provide proper bus maintenance and services system
which cover in term of the schedule, reporting and proper management. As for schedule, the
survey conducted to the department seems that the bus always late for it services and
maintenance. Therefore, a proper schedule will notify the department which will avoid this

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problem to occur again. Besides, after the services and maintenance process completed, data
will be key in into the system which next goingto be generated for record an d reportingpurpose

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4.0 Expected Benefits

Developing a project is one of the ways to provide users with information needed to do
their tasks efficiently and effectively from time to time. Expected benefits are the effect or
result of a developed project. It needs to be measured so that the objective and main goal of
developing new project can be achieved. The benefits expected need to be achieved in a given
time and meet the requirement of the system in order to become successful. There are many
expected benefits (e.g. tangible and intangible) targeted from the system planning.

4.1 Tangible expected benefits

One of the tangible expected benefits is the accuracy of the data is improved. Data
accuracy is one of the factors that could affect any company’s performanceand already affected
many organizations. The effectiveness of the system can be well-maintained if using the right
processes and data provided. Most companies have this problem which results in declining
company’s performance. As a result of this project, buses in Universiti Utara Malaysia can
undergo maintenance services on time in the future. The reminder for the bus driver and the
person in-charged will be done regularly when the date and time of the service is just around
the corner.

Next, the project expected benefits is efficiency and productivity can be increase.
Universiti Utara Malaysia is currently using a manual system for their bus maintenance and
services. By this new system, it will help in managing the services more effectively and will
directly eliminate the manual system. The new system will guarantee a decline in time
consuming process and increase the work productivity in the future. Useful features such as
managing the schedule and billing will be included in the system. The system user could update
the next date of the maintenance service and calculate the costs right by just using a few clicks.
After that, all the calculated costs and bills will be updated for the payment purposes.However,

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the system is also will be providing the accessibility security for different level of management
using passwords so that the system is secured from any misleading intentions. These features
will definitely help in improving the system efficiency and reduce the unnecessary errors.
4.2 Intangible expected benefits

As for intangible benefits, we target the system will lead the company towards a better
and organized working environment. Inaccurate data will affect many things especially the
schedule of the bus maintenance service. Inefficient system management can lead to extra
unnecessary works, costs and time-wasting. If the system is not organized and ineffective, the
employees and users will have a hard time in managing and company performance will likely
to be in declining trend. In the new system, the employees and the users are no longer need to
worry about those things since it will become more organized.

Besides, other intangible benefits of the system project are user satisfaction can be
increase. Current system required a lot of processes in completing tasks and becomes a burden
for the employees and the users. A new system completes with various functions will enhance
productivity, encourage competitive advantage andbuilt trust between the companyand system
developer. The demand can be met and both sides gets the advantages. Moreover, the system
is expected to be used in long term period and able to give more advantages to the company
from now on.

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5.0 Feasibility Analysis Findings

Feasibility analysis is a study that takes into account all the related factors of a project
including operational, technical, economic and scheduling considerations to assess the
probability of successfully completing the project. Before spending a lot of time and resources
in it, feasibility report is used in to discern the pros and cons of undertaking a project.

5.1 Operational Feasibility

In operational feasibility, it is focusing on whether the system will be used effectively
after it has been developed and how it meets the requirements defined in the requirements
review process of system development, taking advantage of the opportunities identified during
project scope and constraint. The new proposed system developed will definitely improve the
operational of the bus maintenance system. This is because the new system will include more
and new crucial features that can become solution for the problems faced by the company.

One of the new crucial features is the system is able in generating the bus report
automatically. It meaning that conditions of the bus before and after the service and cost will
be updated and summarize in a report form. Any complaint from the driver or the from the
service department can be directly updated into the report and no tify the top level for further
actions. As a result, the management can use the report in any decision making especially on
bus allocation and accuracy of the data shown.

The next features are automatic checking on the bus condition. The system will be link
to the bus and able to check the bus condition right before it can be used. For example, tires
pressure, fuel level and brake condition are fully checked and confirmed automatically by the
system. In addition, the data will also be updated regularly into the system. For example, after
any bus undergoes for maintenance services, the data will update right away resulting in up-to-
date information in the system for further use.

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Lastly, we also provide a notification features in the system. The department a nd person
in-charged will be notify regularly about the bus maintenance service schedule. Once the date
is around the corner, the system will generate the notifications regularly to remind them.
Therefore, missed up schedule and extra works can be avoided.
5.2 Technical Feasibility

Technical feasibility assesses the details on the technical resources needed to
developed, purchase, install and operate into the proposed system. It must support the technical
capability of the organizations. To implement the new system, Universiti Utara Malaysia must
upgrade their hardware, software, network resources and bus system with better technology.

In this matter, we decided to create new system for the facilities department. Hence, we
need to ensure that the department is well-equipped for the new system development and
implementation. We need to be well-aware with the problem that might occurred during the
development processes for them. Our team will also provide technical specialized skills and
expert in technology to conduct the new system’s implementation as a backup if any
unexpected problem arise later so that the system can be used effectively and safely.
5.3 Economic Feasibility

Economic feasibility is usually referred to a project cost or benefits analysis. This
analysis is important in helping the organizations in assessing the cost and benefits associated
with the project before allocating the financial resources. It also acts as an unbiased appraisal
of the project and increases the integrity of the project, allowing decision -makers to assess the
organization’s positive economic benefits.

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In developing the bus maintenance system, costs such as research fees, development
fees, hardware and software of the system, consultation fees, training cost, designing cost,
inspection cost and installation cost will be incurred. The new system does not require high
specification model of computer platform in order to operate. I believed that Universiti Utara
Malaysia could just use most of their current hardware for the system. Training cost is also
included in order to train the users about the new system so that the functional of the system
can be fully utilized. Overall estimation cost of the project is RM21,600.

Moreover, it is important in ensuring the benefits or profitability of the pro ject for the
company so that the cost does not outweigh the benefits of the system. After the system is
developed, the system should have achieved certain benefits such as can be use in the long
term, decision-making process by the management can be done f aster, smooth progression of
the system and the safety of bus users is secured. Investment made for the project will allow
the system to be upgraded into a better system in the future. The system is said to be a cost-
effective system since it can be use in a long-term period and efficiency can be proved. The
flexibility and security of the system developed will fulfilled the intangible benefits of the
system. High satisfaction in using the system will be achieve by the users.

5.4 Schedule Feasibility

Schedule feasibility is a study which a project can be implemented in an acceptable
time frame. It is important in estimatingthe time and cost taken in order to complete the system
development analysis. For every project, dateline and duration of developing must be taken
into account and well-planned. This is to ensure that the duration is reasonable for us to
complete and implement the system in a given period. For this project, we estimate the time
taken to complete the system is not more than 32 days duration. We planned to finish all the
work on time so that it would take too long on developing the system more than it should be.

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5.5 Feasibility Conclusion
As a conclusion, feasibility studies are very crucial for every project to consider all

information from related factors of the project such as operational, technical, economic and
schedule. From operational overview, many new features are included in the system and can
be fully utilized by the users. Problems of missed-up bus services, inaccurate data and so on
can be overcome by using the system. We also see from the economic feasibility where we
consider all costs that will be incurred in developing and implementing the system. Technical
feasibility allows us to assess the resources in details and takes extra precaution wheninstalling
the system into the hardware. For schedule feasibility, we estimated the duration for the system
development in an appropriate time duration. We considered the duration for each task so that
every can be well-planned and not taking too much time on the system more than it should be.
After reviewing and analyzing the feasibility study, we believed that bus maintenance system
is feasible to be implemented. By using this new system, we believed that Universiti Utara
Malaysia is able to have an upgraded and more organized system for their company. Many
benefits can be gained from it. This system will also allow more productivity and lead to
systematic working environment for the employees.

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6.0 Project Roles

PROJECT MANAGER
Mr. A

JUNIOR ANALYST JUNIOR ANALYST JUNIOR ANALYST JUNIOR ANALYST JUNIOR ANALYTS
Ahmad Syafiq Thong Wei Phui
Syarifatul Zaidah Bazarah Anas Ain Madihah Binti
Binti Zainal Abidin Hussein Mohammed Mohd Azlan

IT DEPARTMENT

USER

Roles Diagram 1: Team Member Chart
Project Manager
Job Scopes
System Analyst • Delegating tasks to each members
• Manage potential risk and issue regarding the

process of develop the new system
• Assisting in definition of project scope and

goals
• Motivating group members involved in the

project to complete task on time
• Upgrade the current systems as required by the

users

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IT Department • Develop, analyse, organize requirement
User specifications, data mapping, diagrams, and
flowcharts for developers and tester to follow

• Responsible in designing new systems need to
develop

• Perform design, implementation, and upgrades
of information systems to meet the project and
user needs

• Implement best practices for scalability,
supportability, ease of maintenance, and
system performance

• Installing and configuring computer hardware,
software, systems and networks

• Monitoring and maintaining computer system
and networks

• Setting up accounts for new system to the user
• Repairing and replacing equipment as

necessary
• Testing new system
• Possibly training more junior staff members
• Test the new system
• Give feedback after accessing the system

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7.0 Time and Cost Estimation
7.1 Cost for the Project

The estimate of costs for the development of the proposed system are as follows:

Items Price (RM)

Research cost 300

Development cost 10,000

Hardware and software 1,000

Consultation cost 800

Training cost 1,000

Design cost 5,000

Inspection cost 3,000
Installation cost 500
Total Project Predict Cost 21,600

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7.2 Schedule Gantt Chart

As estimate for project task duration has been forecast. A list task of detailed duration,
time estimate for each phase of the project development as follows:

DURATION

ID TASK NAME (WORKING START FINISH PREDECES

SOR

DAYS)

Phase: System Planning

Receive system 1 27/10/2020 27/10/2020
1

request

Identify business 1 28/10/2020 28/10/2020 1
2

profile

Understand business
3 3 28/10/2020 28/20/2020 1

problem

Prepare fishbone 1 31/10/2020 30/10/2020 2&3
4

diagram

5 Identify project scope 3 31/10/2020 1/11/2020 2&3

and constraints

6 Perform fact-finding 2 2/11/2020 3/11/2020 5

Prepare interviews 2 4/11/2020 5/11/2020 5

and questionnaire
7 questions

Conduct interview 2 6/11/2020 7/11/2020 7
8

and user survey
Phase: System Analysis

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9 Analyse the data 3 8/11/2020 10/11/2020 8
8/11/2020 10/11/2020 8
10 Evaluate feasibility 3

Phase: System Design

Considers the 2 11/11/2020 12/11/2020 10
11 essential components

and structure

Design the system 5 13/11/2020 17/11/2020 11
12

flow on paper

Develop the system 7 18/11/2020 24/11/2020 12
13

coding and model

Phase: System Implementation

14 Install the system 1 25/11/2020 25/11/2020 13
26/11/2020 26/11/2020 14
15 Test the system 1 27/11/2020 27/11/2020 15

16 Evaluate the system 1

Phase: System Security and Support

Maintenance if any 1 27/11/2020 27/11/2020 14 & 15
17 27/11/2020 27/11/2020 14 & 15

errors occur

Security check for 1
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system

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Diagram 2: Gantt Chart diagram

Diagram 3: Pert Chart Diagram

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8.0 Appendices
8.1 Interview Questionnaire

CURRENT SYSTEM
1. What problem that usually pop up when using the old system?
2. On the scale of 1 to 10, how would rate the old system?
3. How often the buses go for services and maintenance?
4. In terms of safety, do you feel safe when driving the bus? (Bus driver only)
5. What are the weaknesses of the old system that currently been use?
6. In your opinion, what is the benefits of using the old system?
7. How are the bus driver being notify regarding the schedule for maintenance?
8. How does the reports are being prepared when manual system been used? How often the
report is generated?
9. How long does it take for clerk to wait for management decision regarding to bus problem?
(Situation where bus suddenly got problem)
NEW SYSTEM
10. Were you hoping the new system would look like?
11. How often the data should be updated in the system?
12. What features does you expect in the new system?
13. Are you willing to put effort and use the new suggested system?

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DECISION

14. Are you wish to use the new system or you suitable with current system?

15. Based on your answer, you prefer to use the new system or stick with current manual
system?

8.2 Survey Details

There are 18 responses that respond from the survey and the result as a below: -

1. What problem that usually pop up when using the old system? 17 responses

● Lagging even though there not so many using the system
● The bus driver missed the date of bus maintenance
● Data editing errors
● The system usually crashed
● Data not updated
● Sometimes I can't receive the updates and send the report
● Not flexible enough
● Its takes long time to process the data
● Not flexible
● Missed the service and maintenance schedule
● Missing report
● Lack of data causing some mistakes
● The problem is there is no arrangement procedures to follow in order to update the data
● Lack of data processing
● Takes a long time to process
● Suddenly break down when use it

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● Cannot be process at a certain time
2. On the scale of 1 to 10, how would rate the old system? 18 responses

From the scaling above the most responses rate old system is on scale 3 over 10 with 38.9%
responses and the least is on scale 1 over 10 with 5.6% response. And the othe rs rate on scale
2 to 5.
3. How often the buses go for services and maintenance? 18 responses

From pie chart above there are 72.2% responses stated that once in 3 months the buses go for
services and maintenance, 22.2% stated once in 3 months and 5.6% on twice in 3 months.

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4. In terms of safety, do you feel safe when driving the bus? (Bus driver only) 18 responses

There have same voting 50% from bus driver in terms of their safety when driving the bus.
5. What are the weaknesses of the old system that currently been use? 18 responses

● Not organize much
● The notification could not send on time
● The data takes time to update
● It doesn’t generate the billing based on the maintenance service done automatically
● Lack of service and maintenance
● Lack of updates
● Need much time to response
● It’s not efficient
● The system is no updated
● Easy to manipulate the data
● Not effective for long term purpose and need to be change into a better system
● The data not report correctly
● Not an up to date system
● There is no accurate data for the maintenance
● Cannot be used in long term

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● Not organize very well
● Lack of safety
● Not efficient

6. In your opinion, what is the benefits of using the old system? 18 responses

● Easy to access
● Can be accessed easily
● The bus maintenance schedule can be edited easily based on driver's request
● The security of data was secured by limited accessibility
● It can be accessed quickly
● Easy to use
● No supervision
● No benefit
● It is very secured
● Very secured
● Don't have to log in with password
● Can be easily accessed
● Don't have to follow any format to write a report
● The system is secured
● It does not have benefits, wasting the time
● Easy to change the schedule
● Easy to change the data recorded

7. How are the bus driver being notify regarding the schedule for maintenance? 18 responses

● By the service schedule on the board
● The driver will ask the operation clerk

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● The clerk will inform the bus driver or the driver has to aware of notice for maintenance
schedule

● Staff will remind
● By the reminder from clerk
● SMS
● By conducting a meeting
● Usually the staff will remind about the maintenance service
● Maintenance service need to remind himself by looking the schedule on the board
● By written schedule
● The schedule will be on the notice board
● Notify by operation clerk or other bus driver
● The notifications are depending on the staff to remind for the maintenance service
● SMS and meeting
● Reminder from operation clerk
● By the order from operation clerk
● By monthly schedule
● From the schedule on the board

8. How does the reports are being prepared when manual system been used? How often the
report is generated? 18 responses

● Report is prepared in the book record
● Normally the report will be generated weekly, the report prepared based on the

handwriting records by bus driver and clerk
● The clerk will summarize the data and generate report weekly but sometimes depends

on management
● The report is generated once in month

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● By write the report in log book every week
● Not much
● Every 3 months
● The report is generated once in a while
● Handwriting by bus driver every week
● By written the report in the log book every day
● Report is generated in inconsistent manner
● If there any problem in the whole week
● The report is generated not in a proper format. It is produced once in 3 months
● I don't know
● Bus driver will write the report check by the clerk every week
● By handwriting without proper format every week
● By key in the data in the book record every week
● Handwriting by the bus driver and the clerk
9. How long does it take for clerk to wait for management decision regarding to bus problem?
(Situation where bus suddenly got problem)18 responses

From the pie chart there have 50% responses stated more than 20 minutes take for the clerk to
wait for management decision regarding to bus problem when the bus suddenly got problem
and 44.4% stated at 11 to 20 minutes.

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10. What were you hoping the new system would look like? 16 responses
● More organized and efficient
● I hope new system could arrange bus maintenance schedule as current schedule will
crash
● More efficient and easy to access
● Accurate and notifications
● System that easy to access and use
● More efficient and up to date system
● More flexible and organize
● More organize
● More secured and organized
● Use latest technology that more efficient
● I hope the new system could offer a better technology
● More convenient and organised
● Not take a long time to process the data
● Use a latest technology
● More flexible
● More efficient

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11. How often the data should be updated in the system? 18 responses

The highest responses which is 50% vote once a month the often of the data should be updated
in the new system to avoid any problem as an old system. 22.2% responses vote once a week
and lowest is 11.1% vote twice in a month.
12. What features does you expect in the new system? 18 responses

● Able to remind for maintenance service and cleaning session
● The automatic checking of bus condition
● Automatic notify the bus driver for maintenance

- it can generate a message to the bus driver to remind them to undergo services
- - connect activities to billing
● Use a latest technology that auto generate the system
● Update the data easily and immediately
● Access any time
● Auto generated system requesting for the next service needed
● Automatic notify the bus driver about the bus maintenance
● More comfortable
● Able to track fuel level on every bus
● Efficient

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● I hope there will be new features reminding the data like people in charge and what the
bus must undergoes service for

● Access it every way and any time
● More efficient and can use in long term
● Auto notification if there any problem with the bus
● More safety when use it
● Can be access any time
13. Are you willing to put effort and use the new suggested system?18 responses

From the pie chart above all responses which the users of the system are willing to put effort
and use the new suggested system.
14. Are you wish to use the new system or you suitable with current system? 18 responses

There have 94.4% responses are wish to use the new system rather than current system.

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15. Based on your answer, you prefer to use the new system or stick with current manual
system? 18 responses
For the conclusion majority from the responses are prefer to use the new system.

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8.3 Project Scope

Should do! Must do!

● Check the bus maintenance ● Update data of bus condition to
schedule and generate reminder to notice the management that the bus
company to send the buses to is always in good condition.
maintenance centre
● Regular bus maintenance once in 3
● Check bus condition of the bus months to check and repair the bus if
before being use (The system should there any problem with the engine,
check the bus condition tyres, or etc need to be replace.
automatically before the bus being
use in order to ensure the bus are ● Generate report regularly for
functional and secure) management to make allocation or
operation decisions
E.g.: Tyre, Air condition, fuel level, brake,
wiper, signals ● Able to track the location of bus to
ensure that the management can
send backup bus to current location
when emergency happened.

Could do! Won’t do!

● Ensure bus really done service by ● Exceed budget limit and
updating the system on time timeframe as we only have 2 months
to develop the system
● Receive complaint from bus driver
and notify the management about the ● Complex system project creep (We
problems occurred so that will avoid the project creep by doing
management can respond faster and details planning as the project creep
resolve the problems immediately will affect our progress)

● Easily login by management and
users but the data editing only can
access by specific users to ensure the
security of data

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8.4 Student Product Brief

PROJECT: PBL 1 Date: 22/10/2020

What do we want to produce?
A preliminary investigation report for the case
What research/information do we need to conduct/gather?
The problems that facing by the company when they using the manual system
Benefits of new system
The need of the company towards the system
Criteria of a good system on facilities maintenance management
Cost to develop the new system
Time taken to develop and design the new system
We expect to learn the following from working on this product:
Skill of analysis, design and develop a new system on facilities maintenance
management
Problem solving skills
Skill on preparing the preliminary investigation report
Team management
Abilities to gain knowledge of new things
Time management
We will do the following to complete the task:
Research of the company’s need, analyzing the problems of previous manual system,
design a new system that can solve the error occur, test the system and finds out the
strength and weakness then make improvement, lastly prepare the preliminary
investigation report overview

We will complete the task by:
Submission of draft investigation on 30th November and final submission on
6th December.

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8.5 Meeting Minutes
Date: 19/10/2020

Participations: 5/5

Prepared by: Thong Wei Phui

No. Issues Description

1 Self- introduction All members done their introductions before

meeting started.

2 Appoint Task Leader, Recorder -Task Leader: Bazarah Anas Hussein Mohammed

and Accuracy Coach -Recorder: Thong Wei Phui

-Accuracy Coach: Ain Madihah Binti Mohd Azlan

-Descriptions of these job scope please refer to

Group Contract for A2 and Job Scope doc.

3 Group Contract -After discussions, there are 3 rules and regulations

has been approved by all members

-Contents of contract please refer to Group Contract

for A2 and Job Scope doc.

Date: 22/10/2020 Description
Participations: 5/5 -All members discussed and obtain inventory
Prepared by: Thong Wei Phui knowledge from the PBL Memo then write in
No. Issues MIRO board
1 Inventory Knowledge -Based on the contents of Memo PBL, members did
a Student Product Brief. The contents please refer to
2 Student Product Brief Student Product Brief document.
-After the inventory knowledge and Student Product
3 Checklist Brief has been done, members completed all the
task on Trello checklist.

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Participations: 5/5
Date: 26 October 2020
Prepared by: Syarifatul Zaidah binti Zainal Abidin

No. Issues Descriptions
1. Rotation of task leader, recorder • All the members already agreed to do

and accuracy coach rotations of job positions among members
every week
2. Choosing company for the project • New appoint of Week 3
3. Fish Bone Analysis Task Leader: Ahmad Syafiq
Recorder: Syarifatul Zaidah
Accuracy Coach : Bazarah Anas Hussein
• All the members discussed and agreed to
choose UUM as the company of the project.
• Discussion about UUM and segregations of
duties is conducted among members
• Refer to Miro Board

Participations: 5/5

Date: 29 October 2020

Prepared by: Syarifatul Zaidah binti Zainal Abidin

No. Issues Descriptions
1. Fish Bone Analysis • Discussing ideas and what need to be

2. Company’s Business Profile included in the fish bone analysis
• Completing fish bone analysis in Miro

Board
• Planning on uploading the company’s

business profile as a reference

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Participation: 5/5 
Date: 02/11/2020 

Prepared by: Ahmad Shafiq

No.  Issues  Description 
1  Discuss scope project  All members brainstorming scope of our project
together. At first, everyone expecting to cover all
2  Discuss constraints  problem related to system maintenance management,
but, after discussed with each other, everyone agreed
3  Perform fact-finding  to focus on busses issues in UUM. 
There are so many constrains that might have related
to our project scope. However, we decided to include
major constrains that might be obstacle towards our
project.
Therefore, our agreed constrains are as below:

1. Budget
2. Timeframe
3. Technology
4. User capacity
We do not have enough time to cover overall content
in fact-finding. However, we manage to discuss
system usability and benefits of the system. Other
content has been posted in PBL1 file and
every member are able to make any changes towards
the content later.

 
 

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Participation: 5/5 
Date: 05/11/2020 

Prepared by: Ahmad Shafiq

No.  Issues  Description 
1  Discuss interview questions  All members brainstorming interview questions for
the management. The question that been selected
2  Discuss questionnaires covering these three components which are
requirements, expectations and problems.
3  Jot down problems  Then, we agreed to select 5 best interview question
  as stated in PBL file. (Fact findings – questions) 
The questionnaires were discussed and evaluated
among us. This will ensure that to system really
provides benefits towards the users especially the
students. There 13 questions so far as we discussed
which cover the issues of safety, schedule,
satisfaction etc related to transportation in UUM.
Issues which usually pop up related to the bus are
our main concern which we be focus on the
system. Issues likes speed, bus condition and road
condition are important to avoid further
circumstances.

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Participation: 5/5  
Date: 09/11/2020  

Prepared by: Ain Madihah

No. Issues Description

1 Re-discuss scope project All members brainstorming again scope

project together which is about

facilities maintenance of transportation in UUM.

Before this we had focus on the bus system

maintenance to the student not as a facilities
maintenance that performed a service of

transportation in UUM to the management. So,

we must change our scope project that focus to the

services as facilities maintenance to solve the problem

that faces to management by using an old system of

transportation.

2 Re-discuss on perform fact findings We have made a few changes in project usability into

a new point that related to the services as facilities
maintenance to the new systems and add a few points

in cost that already posted in PBL 1 file before.

3 Discuss project predicted cost All members make an estimated of all cots that

incurred in facilities maintenance to maintain the new

system in good condition for a long term. We have

estimated overall cost will be RM21,600.

4 Discuss benefits of new systems As a facilities maintenance we must ensure the new

system can give an advantages and benefits to the

managements when using the new systems. So, we

have listed a few benefits to the managements when

using the new system as posted in PBL 1.

5 Re-discuss questionnaires All members discussed some new questionnaires due

to the misunderstanding of our scope project. From

this discussion there have 12 questions that we have

done which cover the issues of satisfaction, service and

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maintenance and opinion etc that related to facilities
maintenance of transportation in UUM.

Participation: 5/5  
Date: 12/11/2020  
Prepared by: Ain Madihah

No Issues Description
1. Discuss questionnaires
For today discussion we are discuss the
questionnaires. From the questionnaires we
ask the user about their opinion, satisfaction,
benefits when using of current systems and we
also ask about their hope, features and
willingness with the new systems. There 16
questions that we had prepared for the
questionnaires section. After discussion we
have to do some correction and editing with
our project scope.

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Participation: 5/5
Date: 16/11/2020
Prepared by: Bazarah Anas Hussein

No Issue Description
1.
Discuss the question from the previous We discussed the question

exam from the previous exam which was related

to chapter 3 which is managing systems

projects and we used Microsoft Excel

to show the task pattern to divide the tasks

and the duration of each task and find the

critical path.

Participation: 5/5
Date: 19/11/2020
Prepared by: Bazarah Anas Hussein

No Issue Description
1.
Discussion on dividing the tasks We started dividing the tasks with their date
(starting and ending date to each task), and the
duration. After that, we used Gantt
Project to prepare tasks pattern and apply the
work there.

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Participation: 5/5

Date: 23 November 2020

Prepared by: Syarifatul Zaidah

No Issues Descriptions
1 Report and video presentation • All parts are assigned and distributed to the
members fairly using the random wheel picker.
(discussion were made • We decided on the due dates for all of us to
via WhatsApp group) compile before the final submission on 6
December 2020.

Participation: 5/5

Date: 26 November 2020

Prepared by: Syarifatul Zaidah

No. Issues Descriptions
1 JAD participants • All members determined the JAD
participants related to the project
2 Interview preparation • We discussed on the specifications of the
interview, objectives of the
3 System Requirement Checklist interview conducted and facts need to be
gathered from it.

• All the component system requirement
checklist is listed.

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