SMS Implementation 1
Implementation of School Implementation of School Management System (SMS) ProjectManagement System (SMS) Project
For SMJK SchoolsFor SMJK Schools
Implementation of School Implementation of School Management System (SMS) ProjectManagement System (SMS) Project
For SMJK SchoolsFor SMJK Schools
SMS Implementation2
Huaren Education Foundation
1. Agreed to release the grant of RM 1.2 million, latest by 1st week 2006
2. Of this sum of money, RM143, 010 is for the reimbursement of the cost of developing the SMJK Portal.
3. The remaining sum of money will be used to finance the implementation of SMS project in 60 SMJK schools, roughly RM 18,000 each.
4. The Huaren Education Foundation grant for the school is just a launching grant for the following purposes:
SMS Implementation3
Huaren Education Foundation1. SMS Basic Modules (Compulsory) – Malaysian School Version
School Info Profile
• Curriculum Management
• Student, Teachers, Staff & Guardian Profiles Management
• Class Info, Manual Class Attendance
• Inquiry Sub-module
• Task-list management
• Document Sharing
• News and Announcements
• User Access Management
• System Administration
1. Examination & E-Report Card
2. Student Discipline
3. Co-curriculum
4. Library Management RM9,000
SMS Implementation4
Huaren Education Foundation1. Hardware Server – refer to Project Charter * - RM4,500
2. Software and Server OS support and Maintenance Fee – First Year RM1,755
3. Software and Server OS support and Maintenance Fee – Second Year RM1,755
4. Project Management,System Setting up and configurations - FOC
5. Customization (any customization to be charged separately, if out-of-scope#)
6. # Specification in SMJK Jit Sin BM will be used a s the base line
Total RM 17,010 • * The council will standardize on a server at least with P4 2.8GHz and above,
2GB ECC DDR2 SDRAM with 3-year limited warranty on part and labour.• Optional upgrade available but school has to pay the amount less RM4500.00
SMS Implementation5
Huaren Education Foundation1. RM 17,010 is just for the payment to Perridot Systems Sdn.
2. Bhd, which is the company appointed by the council to develop the SMS.
3. Maintenance Fee is covered for first two years, but after that an annual maintenance fee of RM 1755 will be charged by Perridot Systems Sdn. Bhd.
4. School will be required to pay for any extra customization (out of scope from SMJK Jit Sin, BM) of the software to suit its requirements.
5. The balance of RM990 is for the expenses for the council’s SMS project team – visit to schools.
SMS Implementation6
Huaren Education Foundation• School also needs to get ready the infrastructure needed for the
implementation of this project.
• School must have:
1. Local Area Networking (LAN) facilities to access the SMS server, personal computers with NIC
2. notebook computers with NIC
3. Switch
4. Network laser printer - for printing of certificates, barcode and report cards.
5. An Uninterrupted Power Supply (UPS) is recommended for server protection in the event of power failure.
• Access to the SMS server is by UTP cables or wireless
SMS Implementation7
Huaren Education Foundation1. For connecting the system for Internet access, the school
needs to install the necessary telecommunication connections, including high speed uploading Streamyx-broadband / leased line access, firewalls, fixed IPs as well as a technical team capable of supporting this infrastructure.
2. All these extra expenses are to be born by the school concerned.
3. Streamyx package:
SMS Implementation8
Huaren Education Foundation1. The council is of the opinion that not all the SMJK schools will be interested
in taking part.
2. Estimated that 60 schools will take part; even then we are worried the actual number of schools participating may be less than that.
3. The schools will be divided into two batches, each consisting of 30 schools to facilitate the implementation.
4. The principal, the Chairman of the Board of Governors and/or the Chairman of the PTA have to sign on behalf of the school. Once committed, the school has to complete the project under the supervision of representatives appointed by the SMJK council.
5. Any school that has signed up but fails to complete/continue with the project, the council has the right to terminate the contract and repossess the server given.
6. The server will be given to another school who wish to participate in the project.
SMS Implementation9
Huaren Education Foundation1. The list of participating schools will be determined by the
council and then endorsed by the Deputy Minister of Education, YB. Dato’ Hon Choon Kim.
2. Once Huaren Education Foundation gets the approved list from the Deputy Minister, the money will be released and the project will start.
SMS Implementation10
SMS Implementation - Problems
• Project Kick Off Meeting• Problem:
• For the Network and Server O/S installation training, some of the schools nominated teachers with little or no IT knowledge.
• Suggestion:• School should nominate teachers who have some
basic IT knowledge
SMS Implementation11
SMS Implementation - Problems
• Stage 1: Survey Form• Two weeks before the Kick off briefing
meeting and training – send survey form to the school to supply the necessary information to set the basic SMS parameter setting (such as school profile, subjects which offered by the school and etc.)
• Requested the schools to submit the survey forms during the Kick off briefing training session.
SMS Implementation12
SMS Implementation - Problems
• Problem:• After sending out the survey forms,• called the school to ensure that they have
received the survey forms• Some schools complained that are not able
to receive the survey forms as some of the teachers’ mail box exceeded the quota
SMS Implementation13
SMS Implementation - Problems
• Solution:• Upload the survey forms to SMJK Blog (
http://blog.smjk.edu.my ) and informed teacher in order for them to download.
• Create an email account for teacher and send the survey forms to that email account.
• teacher to log into the email account that been created and download the survey forms from there.
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SMS Implementation - Problems
• Problem: Some of the schools do not submit the survey forms during the Kick off briefing training session.
• Unable to help the schools to do the basic parameter setting.
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SMS Implementation - Problems
• Solution:• Ask the school either to submit via email or
fax or pass to technical consultant when they visit the school.
• If the school does not submit the survey forms, not able to help them to do the basic parameter setting after the data migration.
SMS Implementation16
SMS Implementation - Problems
• Stage 2: Network Configuration• Once the Kick off training session had been
conducted, teachers will bring back the school server and network equipment to their schools.
• School need to ensure that the streamyx line and LAN are installed before the visit by the system and technical staff of Perridot.
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SMS Implementation - Problems
• Problem:• Some of the school have not installed the
streamyx line. • Unable to migrate the data and apply the
new version release into there server. • We also found some difficulty to do the
online support due to quality of the steamyx connection.
•
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SMS Implementation - Problems
• Solution:• Requested the SMJK Council to inform the
school to apply the streamyx line before the project kick.
• Expected the school to complete the installion of the streamyx line before the school signed off the project.
SMS Implementation19
SMS Implementation - Problems
• Problem:• Some of the schools misunderstood that the
Schoolnet that are currently installed at their school is the Streamyx line required.
• Solution:• Therefore, for the 2nd phase - tell the school
the differential between Schoolnet and Streamyx.
SMS Implementation20
SMS Implementation - Problems
• Problem:• Some of schools have changed their router
and the configuration setting after the project sign off.
• Solution:• Support & Maintenance agreement it only
cover online support for the SMS software and Server O/S maintenance, others hardware such as Server and Router are not included in the S&M agreement.
SMS Implementation21
SMS Implementation - Problems
• If the school has reconfigured their router and not able to access the SMS server and Internet.
• Not to support the school• Can only able to provide the suggestion,
steps or guides to the school to bring up the network connection.
SMS Implementation22
SMS Implementation - Problems
• Data Migration• Required data from the school to import the
data into the SMS server. • Informed the school to provide the data of
SMM, EMIS, SSS, SSDM and library data during the project kick off meeting to begin the data migration.
SMS Implementation23
SMS Implementation - Problems• Problem:• SMM - For the phase 1 implementation due to
the new calendar school year, most of the schools have not completed entering new student details (especially form 1 student’s details) at the SMM program.
• Schools able to submit the latest SMM data for the data migration.
• Solution:• Advice the school to update manually for those
remaining new students.
SMS Implementation24
SMS Implementation - Problems
• Problem:• SSDM. – For the Student Discipline
management data, only able to migrated the data which exported from SSDM Version 3.2 program
• Solution:• Get the latest version of the SSDM program
SMS Implementation25
SMS Implementation - Problems
• Problem:• SSS (Auto generated Timetable program) –
incomplete data files, delay the migration process.
• Solution:• Resubmit the complete SSS timetable. • Confirm the timetable data before sending.
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SMS Implementation - Problems
• Incorrect data file submitted as required for the data migration.
• Solution:• Include data files information in the survey
form as to which files are required. • Call the school for the correct data files.
SMS Implementation27
SMS Implementation - Problems
• Problem • Duplicate user id • Teacher list need to be collect in order for
us to create the user id for all the staff and the user id need to be unique.
• Solution:• Help the school to compile a list for user
login id and give the school to confirm and update.
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SMS Implementation - Problems
• Can not proceed the data migration for the schools that have no streamyx line installed.
• Initial planning, after collecting all the data from the school and create a simulation site to do the data migration as to ensure all the data being migrated.
SMS Implementation29
SMS Implementation - Problems• After that, will transfer all the data into the
school server through Internet line (Streamyx).
• Solution:• For the schools which do not have streamyx
line installed, request teacher to bring back the server during the training session.
• Transfer the data into their school server and the school able to use systems locally (LAN)
SMS Implementation30
SMS Implementation - Problems• During Phase 1’ second batch training
session, • Up to 40 teachers who attend the training
session in SMJK Dindings • 5 Perridots trainer could not handle the 40
teachers. • Solution:• Resized the training and only to allow no
more than 20 participants to attend in a training session.
• Invited some schools teachers with experience in using the SMS systems to help
SMS Implementation31
SMS Implementation - Problems
Problem• Some schools did not switch on the
server during the office hour. • Can not apply the new version release
for the schools.
• Solution:• The council inform the school to switch
on the server
SMS Implementation32
SMS Implementation - Problems
Problem• Some schools did not switch on the
server during the office hour. • Can not apply the new version release
for the schools.
• Solution:• The council inform the school to switch
on the server
SMS Implementation33
SMS Implementation - Problems
• School requests us to do the onsite support.
• The Support and Maintenance agreement, only online support via email or phone calls.
• If the school insists for onsite support need to charge the out of pocket expenses.
• Solution:
• The council inform the school regarding this issue.
SMS Implementation34
SMS Implementation - Problems1. Some of the schools complaining unable to
access sms server or encounter slow traffic when accessing the SMS server.
2. Problems such as a. router failure, b. ip conflict, c. slow access from outside the school network (from
Internet) d. can not access the server from outside the school.
3. Solution• The issues are not part of the scope under the project,
can only give the school suggestion on how to solve the problems.
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SMS Implementation - Problems
1. Request schools to send all support emails to our Helpdesk address at [email protected], so that all problems and issues reported can be tracked and monitored
2. To escalate these problem to management when certain problems had taken too long to be responded from the Helpdesk staff.
SMS Implementation36
SMS Implementation - Problems
• Operation Issues:• Server Root Passwords
Issues Background• The root passwords for the server will
always remain the custodian with the company, under the custodian of our System and Network support Group.
SMS Implementation37
SMS Implementation - Problems• There were reported cases of server hacking
activities in January and April 2006, where a SQL-Injection method had been used to incapacitate the server
• Necessary steps taken to recover and rectify the security loop-holes.
• The SQL-Injection attack is a well-publicised method of attack and is widely available on the Internet for would-be hackers to learn and attack.
SMS Implementation38
SMS Implementation - Problems• Some schools had been using the same SMS
servers as Proxy Servers, • some schools had started creating user
accounts on the servers for unknown purposes.
Recommended Actions• For Schools that had Root password
custodian withdrawn• In view of the possible system security breach
and the responsibilities and ownership of problems if the system were mis-configured.
SMS Implementation39
SMS Implementation - Problems• Withdrawn the root password from all
schools and given exclusive custodian to our group of System and Network support team.
• Only a special System Administrator password had been given to schools that require to log in and check for status of server via the in-build Mozilla browser.
SMS Implementation40
SMS Implementation - Problems
• Perridot Systems will be responsible to prevent any attacks or security breach to the server.
• Informed the school regarding the issue mentioned above.
• School still request for the root password, despite releasing a user account and password to school converned
SMS Implementation41
SMS Implementation - Problems
• For Schools that decides to have their own custodian of Root Passwords
• Perridot will released the Root-password after the release form has been signed to discharge responsibilities.
• Any mis-configurations or security breach that was occurred subsequently will be the responsibilities of the school.
SMS Implementation42
SMS Implementation - Problems
Issues Background – Stolen Hardware• While not part of the project scope, reported
cases of stolen equipment from the project so far:
• 3Com Router,• Dell PowerEdge Server
SMS Implementation43
SMS Implementation - Problems• Issues Background – Schools not using
the allocated 3Com routers• Each of the 29 schools in the original
Phase 1 implementation had each been given a router for them to commission the SMS
• Standardized equipment - training for the School Administrator can be simplify.
• Some schools, not been using the allocated 3Com router; having some difficulty to solve the network problem.
SMS Implementation44
SMS Implementation - Problems
• At the time of this report, we have reported the status of deployment of these specially allocated 3Com routers.
• 1 school 3Com router reported stolen• 2 schools 3Com routers being replaced
due to the router malfunction.• 10 schools do not use the 3Com routers.
SMS Implementation45
SMS Implementation - Problems
• At the time of this report, we have reported the status of deployment of these specially allocated 3Com routers.
• 1 school 3Com router reported stolen• 2 schools 3Com routers being replaced
due to the router malfunction.• 10 schools do not use the 3Com routers.
SMS Implementation46
SMS Implementation - Problems
• Operation Issues - User could not Access to SMS
• Issues Background• The scope of the project SMS project only
includes supply, installation, trainings and commissioning of the SMS system in the school, including a two year Support and Maintenance (S&M) services although the
• Network integration is not part of the scope under the project
SMS Implementation47
SMS Implementation - Problemso Highlight some of the common incidents
where user may not have access to the SMS.
• Within the School – Router Failure• having heavy traffic accessing the Internet,
SMS Server and it might cause the router to hand due to the excess caching loading activities on the router. • The current solution is to ask the school admin to
restart or reboot the router to clear off the cache.• A separate switch will be provided to phase 1
schools
SMS Implementation48
SMS Implementation - Problems
Within the School – IP Conflict– For schools that have large PC
populations and not adopting a designated fixed IPs for every device that is connected to the same network, in most cases, schools users will just configure whatever IP they like on their PC / notebooks, with this kind of practice, there is a high chance of IP conflicts in the same network.
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SMS Implementation - Problems
• This IP conflict usually is caused by the school user having the same IP address in their Computer and fatal consequences will happen if the IP conflicts with the SMS Server, thus making the SMS server inaccessible.
• For schools that always leave their server on, there is less likelihood of having an IP conflict, since the server is always keeping that IP.
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SMS Implementation - ProblemsOutside the school – Slow network
• Complaints from schools that the access to the SMS server is very slow if they access from home,
• The current Streamyx connection at most SMJK schools is only having 384K uplink if you are access from outside of the school, even though the downlink is 1MB.
SMS Implementation51
SMS Implementation - Problems• With this kind of bandwidth, it is not
advisable to be hosted for either Parents or Students access from home, even with a 1.5MB SDSL service from Streamyx, they will not be able to handle large volume of Internet access by parents if the school decides to open up access in the future. The SMS need to be hosted with an Application Service Provider (ASP) in Data Centre, similar to the SMJK Web Portal.
•
SMS Implementation52
SMS Implementation - Problems
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