The purpose of this study is to develop a web-based information system for managing

interaction between an Academic Advisor (Mentor) and students (Mentees) in the context of

Malaysian higher education institutions. A preliminary study was conducted at the Faculty of

Information Management, University Teknologi MARA, Cawangan Kelantan. The prototype of the

system is developed based on Rapid Application Development (RAD) methodology. This study

addressed three problems; (1) lack of platform to manage interaction between lecturer and students,

(2) lack of tools to effectively measure the level of student’s satisfaction and welfare, and (3) lack of

tools to effectively measure the level of Academic Advisor engagement with their mentees. To solve

the research problems, a study was conducted in three phases; (1) review of previous literature, (2)

prototype development of iMAMS, and (3) empirical study to measure user satisfaction towards

iMAMS. As a result, this study introduces novel ideas of CPS Score, SWi Score, and STCC Code.

The prototype of iMAMS is protected under Copyright Act 1987 and can be commercialized as a

software product and mobile application. Potential clients are universities, schools, NGOs, and

government agencies. The prototype of iMAMS can be downloaded from Google PlayStore and also

accessible via http://imams.uitmapps.com/v201

Md Radzi, Salliza

Mohamad Rosman, Mohamad Rahimi

Mohd Azmin, Muhammad Afiq

Rasd, Mohammad Rafiq Effny

Zamr, Mohd Zaimul Hakim

English

Universiti Teknologi MARA Institutional Repository

Kelantan International Learning and Innovation Exhibition 2018 (KILIEX 2018) 
15 August 2018 
Kota Bharu, Kelantan, Malaysia 
eISBN:978-967-16270-0-6 1 
 
 
Improving Academic Advisor and Student Engagement via Development of an 
Integrated Mentoring System 
 
 
Muhammad Afiq Mohd Azmin*1, Mohammad Rafiq Effny Rasdi2, Mohd Zaimul Hakim Zamri3, Mohamad Rahimi 
Mohamad Rosman4, and Salliza Md Radzi5. 
1,2,3,4,5 Faculty of Information Management, Universiti Teknologi MARA Cawangan Kelantan 
Afiqazmin24@gmail.com 
 
*Corresponding author 
 
Abstract: The purpose of this study is to develop a web-based information system for managing 
interaction between an Academic Advisor (Mentor) and students (Mentees) in the context of 
Malaysian higher education institutions. A preliminary study was conducted at the Faculty of 
Information Management, University Teknologi MARA, Cawangan Kelantan. The prototype of the 
system is developed based on Rapid Application Development (RAD) methodology. This study 
addressed three problems; (1) lack of platform to manage interaction between lecturer and students, 
(2) lack of tools to effectively measure the level of student’s satisfaction and welfare, and (3) lack of 
tools to effectively measure the level of Academic Advisor engagement with their mentees. To solve 
the research problems, a study was conducted in three phases; (1) review of previous literature, (2) 
prototype development of iMAMS, and (3) empirical study to measure user satisfaction towards 
iMAMS. As a result, this study introduces novel ideas of CPS Score, SWi Score, and STCC Code. 
The prototype of iMAMS is protected under Copyright Act 1987 and can be commercialized as a 
software product and mobile application. Potential clients are universities, schools, NGOs, and 
government agencies. The prototype of iMAMS can be downloaded from Google PlayStore and also 
accessible via http://imams.uitmapps.com/v2018. 
 
Keywords: Engagement, mentoring, mentor-mentee, human interaction, iMAMS, and 
student’s welfare. 
 
 
1. Introduction 
 
Engagement is considered as high levels of energy and mental resilience while working, the willingness 
to invest effort in one’s work, and persistence even in the face of difficulties (Schaufeli et al., 2002). It 
is reflected as a useful, emotionally honest and authentic because of its links with commitment, bonding 
and even affection (Woodruffe, 2006). According to Baron (2012), engagement is good; engaged staff 
to work harder, perform better, give better service and as a result contribute more to the bottom line. 
The engagement means different things in different contexts and the drivers of engagement will vary 
considerably across both organizations and industries and for engagement to happen, it requires inputs 
of satisfaction, motivation and effectiveness (Baron, 2012). Albrecht et al., (2015) highlighted 
engagement as a key source of competitive advantage and financial profitability, while Albrecht et al., 
(2018) defined engagement as a positive, fulfilling, work-related state of mind that is characterized by 
vigor, dedication and absorption. 
In short, it is important for organizations to ensure positive and continuous engagement among staffs 
and stakeholders to achieve organizational goals. In the context of high educational institutions, students 
have become the focus and their level of engagement and experience with Academic Advisor in some 
Kelantan International Learning and Innovation Exhibition 2018 (KILIEX 2018) 
15 August 2018 
Kota Bharu, Kelantan, Malaysia 
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way will influence academic and non-academic performance. Based on observation in UiTM Kelantan, 
it is tough for Academic Advisor (Mentor) and student (Mentee) to find a suitable time for consultation 
and to manage consultation activities through conventional practice due to both mentor and mentee 
daily tasks and commitments. For instance, mentor’s daily duty as lecturer require them to attend classes 
to give lectures, carrying various responsibilities related to academic administrative works and attend 
academic and organizational meetings. While for mentees, they have to attend daily classes to listen for 
lectures, completing assignments and participate in non-academic activities and programmes 
throughout the semester as fulfilling university requirements. 
The purpose of this study is to develop a web-based information system for managing interaction to 
improve engagement between an Academic Advisor (Mentor) and students (Mentees) in the context of 
Malaysian higher education institutions. A preliminary study was conducted at the Faculty of 
Information Management, University Teknologi MARA (UiTM), Cawangan Kelantan. The 
respondents were seven lecturers and nearly 200 students. The prototype of the system is developed 
based on Rapid Application Development (RAD) methodology. This project is developed to manages 
the engagement between mentor and mentees as part of initiative to improves mentoring method in 
UiTM and is expected to solves some problems in mentoring such as; (1) lack of platform to manage 
interaction between lecturer and students, (2) lack of tools to effectively measure the level of student’s 
satisfaction and welfare, and (3) lack of tools to effectively measure the level of Academic Advisor 
engagement as mentor with their mentees. The objectives of this project are; (1) to develop a web-based 
application as an interaction platform between Academic Advisors and the student, (2) to develop tools 
and measurement scale for measuring student’s satisfaction while dealing with their mentor, and (3) to 
develop tools and measurement scale for measuring Academic Advisor engagement with their mentees. 
 
2. Literature review 
 
Development software is one example of important elements that need to be considered for the purpose 
of system prototype development. Most developers usually prefer to code or develop a programme 
using open source software for cost saving. Open Source Software (OSS) can be a piece of software 
that can be downloaded for free from the Internet, a type of software license, a community of 
developers, or even an ideology of access and participation (The Linux Foundation, 2017). According 
to Opensource (2018), the term open source refers to something people can modify and share because 
its design is publicly accessible. The open source software is a software with source code that anyone 
can inspect, modify, and enhance. In the other words, the authors make its source code available to 
others who would like to view that code, copy it, learn from it, alter it, or share it. According to Pickett 
(2018), the open source software usually includes a license for programmers to change the software in 
any way they choose. They can fix bugs, improve functions, or adapt the software to suit their own 
needs. Some of the main advantages of open source software are such as high-quality results when the 
source code is passed around, tested and fixed, bugs are identified and fixed quickly, and most of the 
software is free. There are 10 basic criteria of the open source software which are including; free 
distribution, source code, derived works, integrity of the author's source code, etc (Opensource, 2007). 
Examples of open source softwares that are commonly used for system or software development are 
including Hypertext Preprocessor (PHP), Hypertext Markup Language (HTML), Cross-platform 
JavaScript Library (Jquery), Cascading Style Sheet (CSS), Structured Query Language (MySql) 
database management system and others. 
In term of system development process, Davies et al.,(1999) have defined Rapid Application 
Development (RAD) as an approach to information systems (IS) development which is much discussed 
in the practitioner literature. A number of people see RAD as a complete approach to information 
systems development in that it covers the entire life cycle, from initiation through to delivery (Davies 
et al. 1999). RAD is also known as a concept that was born out of frustration with the waterfall software 
Kelantan International Learning and Innovation Exhibition 2018 (KILIEX 2018) 
15 August 2018 
Kota Bharu, Kelantan, Malaysia 
eISBN:978-967-16270-0-6 3 
 
 
design approach which too often resulted in products that were out of date or inefficient by the time 
they were actually released (Techtarget, 2016). According to Airbrake (2016), RAD describes a method 
of software development which heavily emphasizes rapid prototyping and iterative delivery. RAD uses 
predefined prototyping techniques and tools to produce software applications. It encompasses a 
graphical user interface (GUI) development environment, allowing end users to easily drag and drop 
required software application components (Technopedia, 2018). 
 
3. Research methodology 
 
In the process of executing this project, three main stages were outlined; 
1. Literature Review 
Survey of literatures to investigate some determinants and features of successful information 
system implementation. The output was published in proceeding & submitted as project report. 
2. Prototype Development 
Development of system prototype based on the previous literature findings. Integrated Mentor 
and Mentee System (iMAMS) was developed using an open source PHP, HTML5, JQuery, 
CSS3, and MySQL database. The development process of iMAMS followed the Rapid 
Application Development (RAD) approach and the output was the iMAMS Application 
Software. 
3. Empirical Study 
Input gathering regarding the use of system in term of user feedbacks. A set of questionnaires 
measuring users’ satisfaction towards iMAMS will be developed by adopting and adapting 
previous studies instrument by Masrek and Gaskin (2016). Empirical data will be collected 
from students enrolled for the diploma and bachelor’s degree programme at the Faculty of 
Information Management, Universiti Teknologi MARA, Cawangan Kelantan. The output of 
this study will be published in journal publication. 
 
4. Result and discussion 
4.1 System context diagram 
 
 
 
Figure 1: Context Diagram of iMAMS 
Kelantan International Learning and Innovation Exhibition 2018 (KILIEX 2018) 
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Kota Bharu, Kelantan, Malaysia 
 
 
Figure 2: Mentor & Mentee Dashboard 
Page 
Figure 3: Mentor & Mentee Profile Page 
eISBN:978-967-16270-0-6 
Mentee is provided with several functions to updates and to views personal information, provides 
academic result information, proposes appointment session to mentor and to checks appointment status, 
sends message, and to evaluates appointment session. While for mentor, the functions provided are 
including to updates and views personal information, checks and monitor mentee academic result, 
approves appointment session proposed by mentee and views message. The admin is responsible to 
register faculty and semester into the system. 
 
4.2 Interface design 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
4 
Kelantan International Learning and Innovation Exhibition 2018 (KILIEX 2018) 
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Kota Bharu, Kelantan, Malaysia 
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5. Novelty 
This project introduced four novel ideas of; (1) Consultation per Semester (CPS) Score – Measurement 
scale to measure Academic Advisor engagement with their mentees, (2) Students Welfare index (SWi) 
Score – Measurement scale to measure student’s satisfaction while dealing with their mentor, (3) 
Student Transaction Confirmation Code (STCC) – An improved version of TAC code to ensure quality 
and reliability of communication records. The STCC could be send by three methods which are through 
Email, SMS, and mailbox, and (4) Circle of Trust (COT) – A medium for mentor and mentees to share 
experience and support each other. 
 
6. Commercialization 
iMAMS application system is protected by Copyright Act 1987 [5 (2) and 5 (3)] and can be 
commercialized as a software product to potential clients range from universities, schools, associations, 
NGOs, to government agencies. From the development of iMAMS, this project has given solutions to 
some issues related to the consultation activity by; (1) providing cheaper and easy solution to two-way 
communication tool for student and lecturer to solves the issues, (2) prevents duplication or clash of 
appointments, (3) facilitates mentor to checks and monitors mentees academic performance, (4) 
facilitates online consultation activities and enhances mentoring experience, and (5) enables mentor to 
manages consultation session and process. 
 
7. Conclusion 
iMAMS with the aim to enhance consultation process between mentor and mentees; assists its users by 
preventing and solving consultation issues. By the use of iMAMS, mentor and mentee are able to 
communicate via online and this system allows both users to communicate at anytime anywhere as long 
as their digital devices are connected to internet. The system will also help to enhances communication 
and consultation experience by preventing the duplication or clash of appointment with different 
mentees and solving other related issues. The performance and features of iMAMS application system 
can also be improved and upgraded from time to time to cater end user needs. In short, iMAMS is a 
web based information system designed to improves communication, interaction and relationship 
between mentor and mentees in UiTM Kelantan. Nevertheless, this application system is not limited 
for the use by high education institutions only, but also highly recommended to be commercialized to 
public and private sector organizations that aim to improve organizational mentoring experience. 
 
 
References 
 
Airbrake. (2016). Rapid Application Development (RAD): What Is It And How Do You Use It?. 
Retrieved from https://airbrake.io/blog/sdlc/rapid-application-development. 
Albrecht, S. L., Bakker, A. B., Gruman, J. A., Macey, W. H. and Saks, A. M. (2015), 
Employee engagement, human resource management practices and competitive advantage. 
Journal of organizational effectiveness, vol. 2, no. 1, pp. 7‐35. 
Albrecht, S. L., Emil, B., Andrew, M. (2018).Organizational resources, organizational 
engagement climate, and employee engagement. Career Development International, Vol. 23 
Issue: 1, pp.67-85, https://doi.org/10.1108/CDI-04-2017-0064 
Baron, A. (2012) "What do engagement measures really mean?", Strategic HR Review, Vol. 12 Issue: 
1, pp.21-25, https://doi.org/10.1108/14754391311282450 
Davies, P. B., Carne, C., Mackay, H., & Tudhope, D. (1999). Rapid application development (RAD): 
an empirical review. European journal of information systems, Vol.8, pp. 211–223. 
Kelantan International Learning and Innovation Exhibition 2018 (KILIEX 2018) 
15 August 2018 
Kota Bharu, Kelantan, Malaysia 
eISBN:978-967-16270-0-6 6 
 
 
Opensource. (2018). What is open source?. Retrieved
 from https://opensource.com/resources/what-open-source 
Pickett, P. (2018). Learn about open source software. Retrieved from 
https://www.thebalancecareers.com/what-is-open-source-software-2071941 
Schaufeli, W.B., Salanova, M., Gonzalez-Roma, V. and Bakker, A.B. (2002), “The measurement of 
engagement and burnout: a two sample confirmatory factor analytic approach”, Journal of 
Happiness Studies, Vol. 3 No. 1, pp. 71-92. 
Technopedia. (2018). Rapid application development (RAD). Retrieved from 
https://www.techopedia.com/definition/3982/rapid-application-development-rad 
Tech Target. (2016). Rapid application development (RAD). Retrieved from 
https://searchsoftwarequality.techtarget.com/definition/rapid-application-development. 
The Linux Foundation. (2017). What Is Open Source Software?. Retrived from 
https://www.linuxfoundation.org/blog/2017/02/what-is-open-source-software/ 
Woodruffe, C. (2006) "The crucial importance of employee engagement", Human Resource 
Management     International Digest, Vol.14 Issue: 1,
 pp.3-5, https://doi.org/10.1108/09670730610643891 
 


Improving academic advisor and student engagement via development of an integrated mentoring system / Muhammad Afiq Mohd Azmin ...[et al.]

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Improving academic advisor and student engagement via development of an integrated mentoring system / Muhammad Afiq Mohd Azmin ...[et al.]

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