aims final report

OMEGA Consulting Group • Bouricha • Bin Saad • Sujianto • Yutuc • Zhou 1

OMEGA Consulting Group

SYSTEMS ANALYSIS & PROPOSAL

Prepared for:

Korean American Student Association

& Dr. Kala Seal

December 4, 2014

Prepared by:

Semy Bouricha

Zaid bin Saad

Lukman Sujianto

Melisse Yutuc

Mizi Zhou


1. Executive Summary

The Korean American Student Association (KASA) is a cultural non-profit

organization that provides opportunities such as projects and events that promote Korean and Korean-American culture through academic, political and social means. There are unique procedures such as enrollment, project and event marketing, external KASA public relations and membership tracking that the Public Relations Department of KASA handles for the proper functioning of the organization.

The methods used to analyze KASA’s systems are interviews, documents analysis and direct observation. The findings are as follows: Currently, the enrollment procedure has a lack of proactive processes that would attract other students to join the organizations and has a narrow reach to students, the project and event marketing procedure has a lack of effective distribution channels for their projects and events, the external KASA PR procedure has a lack of a centralized source of other KASA’s contacts and has a poor public image and the membership tracking procedure lacks a centralization of all the information needed to determine memberships. Moreover, the use of the paper-based system leads to the loss of information, and many other inefficient processes.

With this problem, a new Public Relations system has been created. The goal of this new system is to hasten and efficiently track all the needed information such as members’ information, other KASA’s contact information, project and event information and the like. This allows KASA’s Eboard members to better enroll members, market their projects and events, contact other KASA’s and track memberships. More importantly, this allows them to use the collated information in a more productive way. With the additional use of a website and a database, KASA will then have a solid and efficient new Public Relations System.


2. Background of the Organization

2.1. Historical Background

The Korean American Student Association in Loyola Marymount University started in the year 2010 with a total of 162 members on record. It was built upon the foundation of establishing and maintaining a community that promotes Korean and Korean-American awareness through academic, political, and social activities by interacting with the surrounding communities both on and off campus.

2.2. Nature of the Business

The Korean American Student Association is an epicenter for Korean-American students. The nature of the business is a cultural non-profit organization. They are an organization that values diversity and equality; KASA is open to students of all backgrounds and does not discriminate on the basis of race, religion, political views, gender or sexual orientation. KASA is all about building amazing friendships, improving and being highly involved with the Korean-American community, bringing out leadership, spreading cultural awareness and dealing with issues faced by and unique to both Korean-American and Asian-American communities today. Not only do they want to help incoming students transition from high school to college but they also want to help graduating students transition from college to post-graduation. From our sunbae-hoobae program to connections for job and internship opportunities, KASA has countless resources to offer students.

2.3. Existing Project and Events

Currently, KASA has projects and events that they cater to their members and any welcomed LMU student. General Meetings are held every other Monday at 10PM on campus where project and event information is announced. Occasionally, cultural awareness and leadership training are too held during general meetings. Every first Friday every month, KASA members spend a day in Venice beach for a food truck event. And recently, there is an event called Fall Ball that is hosted by another university’s KASA which all KASA members around the vicinity are invited to attend. Social media such as Facebook is the typical interface they utilize for spreading the word about their projects and events. Below are examples of KASA promotional posters.


2.4. Existing KASA Hierarchy

President- Alina Chong Vice President- Alice Chen Secretary and Treasurer- Mich Lai Freshman Rep- Mizi Zhou Public Relations and Historian- Jeffrey Chen Finance Position- Jay Christen and Patrick Kim

2.5. Vision Statement

"The Korean American Student Association at LMU is a strong, proud, dedicated, diverse and unified student organization of exemplary leaders, constantly striving to serve, improve and educate the community about Korean-American heritage"

3. Initial Study with Broad Overview of the Problems

3.1. Statement of the Problem

The KASA organization is facing several important problems in its Public Relations Department System such as the lack of a website, the absence of a marketing plan, and a poor hierarchy. However, KASA’s difficulties mainly stem from the inefficient use of a paper-based system, the lack of important processes and a lack of centralization. Therefore, KASA’s business processes are not running efficiently and are in need of some systematic fundamental changes.


3.2. Problems and Symptoms

Problems Symptoms

● Use of paper-based system ● Wrong information is being kept or sent

● Too time-consuming activities ● Lack of synchronization

● Lack of an enrollment form ● Lost information

● Lack of synchronization within all processes

● Forgotten appointments

● Lack of an efficient marketing system ● Loss of event/project member participation

● Overworked E-board members ● Poor public image

● Poor public image ● Inability of tracking memberships

● Lack of a centralized database of memberships

● Frustrated E-board members

● Existing flexible processes

● Lack of organization support

● Lack of organization support ● Lack of membership growth in the organization

● Lack of a permanent role that contacts KASA’s from other universities

● Poor KASA relationship with members, students and other KASA’s

● Lack of crucial processes such as KASA E-Board Members initially contacting LMU students and membership checking in events and projects

● Lack of initial Contact Information of LMU Students


3.3. Approach and Contact Persons

The team used the interview, document analysis and direct observation approaches to get information from KASA before analyzing their system. The contact person the team approached are Alina Chong who is the KASA president and Jeffrey Chen who is the Public Relations Department.

4. Current Business Process Analysis

4.1. System Diagram


4.2. PFD


4.3. IPO

4.4. Current Business Processes KASA is currently only utilizing laptops, the internet and social media such as

Facebook and e-mail. Though they use these means, they have no proper system, scheduling, and assignment of the needed tasks. They only depend on whoever and whatever is free at the moment of the project.

1.Enrollment ● Students from LMU contact any KASA E-Board member. ● The KASA E-Board member will take down the students contact information

on a piece of paper. ● Then they will get back to the LMU student in 1 week through Facebook or E-

mail and inform them of the General Meeting details. 2. Project and Event Marketing


● The KASA E-Board members would choose to post their event and projects on Facebook.

● They also announce it at their general meetings. ● The other way would be seeing people on campus and passing the message

around to the other students from KASA Members, E-Board Members or other students.

3. External KASA PR ● The KASA E-board member would contact the other school’s KASA president

and ask what their current projects or events are. ● Any KASA E-Board member check on the other KASA’s Facebook to see if

there’s any new events or projects coming up. 4. Membership Tracking

● Anyone from LMU would attend the project or events(events include general meetings).

● The KASA E-Board members would take down attendant’s name and write it on a piece of paper when there are projects and events.

5. Requirements Analysis and Alternate Solutions 5.2 Requirements and Important Factors:

Critical Success Factors

● Having at least 3 events with KASA per semester, higher number of events and projects

● Increase number of active or visible members by 50%, higher number of members

● Marketing events in projects 2 weeks ahead of time, another reminder 1 week ahead of time through email and facebook

● Have 20 members minimum per meeting or project, higher number of attendees

● Increase enrollment of 50 people by Fall 2015 ● Better public image not only in LMU but also in other campuses

Strategic Requirements

● Must support growth in number of members ● Must provide accurate member and other KASA information


● Must capture and penetrate general market (all students) ● Must provide easy access to information and forms ● Must maintain contact and relevance to members (final market) ● Must maintain relationships with other KASA’s ● Must keep online marketing of projects and events intriguing and constant ● Must efficiently track current members ● Must give good public image ● Must market Korean culture etc.

Functional Requirements

● Distribution of project and event information ● Maintenance of member information ● Receiving and processing attendance of members ● Receiving and processing enrollment of new members ● Availability of other KASA’s information

Data Storage and Availability Requirements

● Infinite Virtual Capacities ● Mediating Technology ● Convenience anytime, anywhere ● Personalization

User Interface Characteristics

● Easy information access to members or anyone ● Efficient modifications to database by members ● Attractive layout of KASA website

5.2 Alternate Solutions

Based on the requirements stated previously, the team has proposed many solutions which consists of various new important processes and use of technology such as databases and websites. Some current processes have been maintained and modified for better outcomes for KASA.

Sub-System Involved

Solution Details of Solution

Enrollment Contact all students about KASA enrollment

All students’ contact information will be acquired. Eboard members will send an email with the General


Meeting #1 information, link to the KASA website and link to the online Google Drive enrollment form.

Enrollment Contact a target group of students from Asia about KASA enrollment

The targeted students’ contact information will be acquired. Eboard members will send an email with the General Meeting #1 (GM#1)information, link to the KASA website and link to the online Google Drive enrollment form.

Enrollment Input all members’ information in the database

Once GM#1 is done, all of the members’ information from the online enrollment form and the paper enrollment form from GM#1 will be collected and inputted in the database of final members.

Enrollment Add all members in Facebook and to the KASA LMU Facebook Group

Once the database is filled with the final members’ information, a Facebook group is created for the centralization of contacts

Project and Event Marketing

Email members about project and event information

Eboard members will e-mail the members about project and event information 2 weeks prior to the said project or event. The database will be used for contact information.

Project and EVent Marketing

Post project and event information in Facebook group and page

Eboard members will post the project and event information in the KASA LMU Facebook page.


Post and update KASA website with project and event information

Eboard members will post the project and event information in the KASA website.


Spread the project and event information through word of mouth

Members will be tasked to spread the project and event information through word of mouth.

External KASA PR

Contact other KASA’s Using the contact information in the KASA website, other KASA’s will be contacted for event and project information.

External KASA PR

General Meeting with all KASA’s in LA

A general meeting every month will be scheduled for all KASA’s to come together and share their event and project information.

External KASA PR

Share other KASA’s events and projects

Eboard members will send e-mails to all KASA members of the acquired event and project information of other KASA’s

Membership Tracking

Let attendees sign attendance form

Eboard member will ask student prior to event or project if he or she is a member. If student is a


member, he or she will sign the attendance form with the list of names of final members. If not a member, Eboard members asks if he or she would like to join. If yes, student is asked to place contact information in the back of the attendance form. If no, student is not to be taken note of.

Membership Tracking

Update attendance in database Eboard member will ask student prior to event or project if he or she is a member. If student is a member, Eboard member will input the attendance of the student in the database in the specific “Attendance” table with the list of names of final members. If not a member, Eboard members asks if he or she would like to join. If yes, student added to the database in the “Final Members” table. If no, student is not to be taken note of.

Membership Tracking

Transfer attendance and contact information (if applicable) to the database

If attendance form is used, Eboard member transfers the attendance to the database in the “Attendance” table and (if applicable) the contact information of new member in the “Final Members” table

Membership Tracking

Check attendance in database for non-active members

Eboard member checks the attendance weekly for membership tracking

Membership Tracking

Notify non-active member through Facebook

Eboard member will notify non-active member by messaging him or her in Facebook

Membership Tracking

Notify non-active member through e-mail

Eboard member will notify non-active member by messaging him or her through e-mail

6. Cost Benefits Analysis of the Solutions

6.1 Pros and Cons of Alternate Solutions

Sub-System Involved Solution Pros Cons


Increase chances of getting members, public image scope increases

Less chances of getting active members

Enrollment Contact a target group of students from Asia about KASA enrollment

More chances of getting active members, getting a concentrated knowledge

Less chances of getting members



Easy access to information, faster way of getting information, easy updating can be done to information, structured and organized visual for checking list of members and their details

Need of a person who knows how to use even the basic functions of Access


Centralized venue of distributing information

Not everyone checks facebook anymore


Email members about project and event information

Members are directly notified, more professional way of notifying members

Not everyone checks their e-mail, mail can pile up in members’ inboxes


Post project and event information in Facebook group and page

Members are instantly notified, easier platform of commenting and asking questions under the post, only more recent posts are seen

Not everyone checks their notifications anymore


Post and update KASA website with project and event information

Centralized source of information

Members don’t usually check websites for project and event information, websites are usually used for a bigger scale of people involved


Spread the project and event information through word of mouth

More personal approach Absent members wouldn’t be updated

External KASA PR Contact other KASA’s

Chance to build a closer relationship with other KASA’s, to get updates from them and inform members, website as a more professional looking platform for KASA, better public image

Delayed access to information when contact is unavailable/busy

External KASA PR General Meeting with all KASA’s in LA

Chance to interact with other KASA’s in one venue

More chances that not everyone is available, many logistical concerns

External KASA PR Share other Members are notified and Only active members would


KASA’s events and projects

updated about the activities of other KASA’s

get the info

Membership Tracking Let attendees sign attendance form

Determines the number of people who attended, the active members, the non-active members

Members might sign for others

Membership Tracking Update attendance in database

Easy and structured way of tracking members through attendance, no need to call out members’ names for attendance

Paper can get loss if not handled well

Membership Tracking Transfer attendance and contact information (if applicable) to the database

Easy way of inputting information, double records (paper and database), Easy and structured way of tracking members through attendance

Consumes time

Membership Tracking Check attendance in database for non-active members

Fastest way to calculate number of attendance of each member to check activity of each

Needs a person who knows even the basic functions of Access

Membership Tracking Notify non-active member through Facebook

Instant notification, “Seen” factor of personal messages, the need to reply back

More informal

Membership Tracking Notify non-active member through e-mail

More formal way of sending a message

E-mails are not usually responded to

6.2 Tangible and Intangible Costs

There is no tangible costs for the implementation of all these solutions because LMU students are provided with desktops, laptops, databases and the internet for them to utilize whether it is for studies or work for their organizations. These services are already included in their tuition. Therefore, fortunately, there is no additional tangible costs needed for the implementation of any of these solutions.

The only intangible cost identified is the time students will have to sacrifice for

their plans, operations and implementations in KASA. Due to many other commitments, students usually end up sacrificing valuable time either for studies or relaxing.


7. New IT Model and Plan 7.1. Chosen Solutions

Sub-System Involved Solution Details of the Solution


All students’ contact information will be acquired. Eboard members will send an email with the General Meeting #1 information, link to the KASA website and link to the online Google Drive enrollment form.


Once GM#1 is done, all of the members’ information from the online enrollment form and the paper enrollment form from GM#1 will be collected and inputted in the database of final members.


Once the database is filled with the final members’ information, a Facebook group is created for the centralization of contacts

Project and Event Marketing Email members about project and event information

Eboard members will e-mail the members about project and event information 2 weeks prior to the said project or event. The database will be used for contact information.

Project and Event Marketing Post project and event information in Facebook group and page

Eboard members will post the project and event information in the KASA LMU Facebook page.

External KASA PR Contact other KASA’s through website

Using the contact information in the KASA website, other KASA’s will be contacted for event and project information.

External KASA PR Share other KASA’s events and projects

Eboard members will send emails to all KASA members of the acquired event and project information of other KASA’s

Membership Tracking Let attendees sign attendance form

Eboard member will ask student prior to event or project if he or she is a member. If student is a member, he or she will sign the attendance form with the list of names of final members. If not a member, Eboard members asks if he or she would like to join. If yes, student is asked to place contact information in the back of the attendance form. If no, student is not to be taken note of.


Membership Tracking Transfer attendance and contact information (if applicable) to the database

Eboard member transfers the attendance to the database in the “Attendance” table and (if applicable) the contact information of new member in the “Final Members” table

Membership Tracking Check attendance in database for non-active members

Eboard member checks the attendance weekly for membership tracking

Membership Tracking Notify non-active member through Facebook

Eboard member will notify non-active member by messaging him or her in Facebook

7.2 System Diagram


7.3. PFD


7.4. IPO

From Input Process Output To

Students

First name/last name; grade standard; email; phone number; address; Student ID

Provide contact information

Existing members Non-existing members Database created

KASA’s Eboard members

LMU KASA Eboard members

Event’s date/time; event’s name; event’s location;

Receive project and event information

Advertised event and project information

KASA’s members


event’s description

LMU KASA’s members KASA’s Eboard members

Attendance form Attend the event Korean Culture knowledge and experiences Filled attendance form

KASA’s members


Student’s contact information

Contact all Students on campus about joining KASA

KASA’s members are notified about the event

KASA’s potential members

KASA’s members

Online enrollment form

Fill in Online enrollment form

Filled online enrollment form



KASA’s members Attend KASA general meeting #1

Knowledge about the general meeting

KASA’s members

KASA’s members

KASA’s members’ information

Record final members data

Centralized database of final members and their information

KASA as an organization

KASA’s members

Enrollment form Fill out the formatted enrollment form in general meeting #1

Filled enrollment form



Event and project information

Post event and project information

Advertised event and project information

KASA’s members

KASA’s Eboard KASA’s Create a Facebook KASA’s KASA’s


members members’ information

group for KASA members

members are connected

members


Other KASA’s information

Contact other KASA

Other KASA organizations are notified

Other KASA

KASA’s members

KASA’s members names

Sign attendance form

Knowledge about who attended the event

KASA as an organization


KASA’s members emails

Notify non-active members

Non-active members are notified

Non-active members

7.5. How they remove the inefficiencies

● The E-board members are now proactive and are contacting the students. The previous system did not even have a process wherein the members contacts the students. They initially had the students come to them.

● Enrollment by link and GM#1 form is more reliable and easy than just a piece of paper and verbal communication.

● Sending out emails to all students reaches a bigger scope for the organization. ● A database centralizes, structures and organizes all the information of the members more

efficiently and destroys the problems of loss of data and poor membership tracking. ● Project and Event information are now accessible through email and not just Facebook. ● Having a website for all KASA’s under externals will not only increase public image but also

give awareness to members of who they can keep in touch in other KASA’s for their events etc.

● Having both a form and a database of attendance makes it less prone for data to be lost, misinterpreted and the like.


8. Implementation of the Solution 8.1. Database 8.1.1. Tables


8.1.2. Queries

8.2. Website www.koreanamericanstudentassociation.wordpress.com


8.3. Letter from KASA PR Department Head

8.4. Training and Organizational Changes

Training should be provided to members who are assigned to track memberships and who are in charge with keeping good relationships other universities’ KASA’s. To track memberships, those assigned members will be utilizing Microsoft Access 2010 for keeping databases with all the information on members, projects and events. To keep in contact with other KASA’s, a website has been built and therefore should be maintained. Training for website development, specifically the use of Wordpress, is needed for them to be able to improve and maintain their existing website.

KASA will also have to add functions and tasks to certain members in the

Public Relations Department. Having one head in the department will not suffice to keep the system running. At least eight members will be needed to maintain the website, track active members, enter project and event information, enter member information, keep tab on the good projects, enroll and e-mail students, market the projects and events,and contact other KASA’s.


9. Conclusion

In light of the everchanging world of technology and the many uncontrollable factors that exists, there are some things to consider before implementing the new proposed system. There can possibly be a rapid growth of members for the organization so assigning tasks to more members would be best to be able to properly execute the new system. Also, because of possible virus attacks and power shortages in school, there is a need for back-up systems. It is also important to take note that storing databases in flash drives would also be recommended to avoid losing data in case the database is deleted in the laptop or desktop.

Most companies nowadays use cloud computing to share resources with

each other. Should the time come that all KASA’s work together for a certain cause or just decide to build a company together, cloud computing can be utilized to share the information all KASA’s have. A website would only be sufficient for good public image, sharing contact information and project and event planning but cloud computing allows more applications, servers, mobiles phones, laptops etc. to be connected to share different resources.

With the use of a database, a website and the new Public Relation System,

KASA will no doubt have a more efficient system of enrolling students, marketing their events, keeping good relations with other KASA’s and tracking memberships.

aims final report

Data & Analytics