Equipment Loan System - Group 04

a. Situation Overview - STUDENT A

Resource Centre Equipment Loan

Institution: Resource Centre in Polytechnic/University manages shared equipment: laptops, projectors, cameras, PA systems, extension cables for classes, events and student projects.

Main Problem: Current method uses printed record book and paper forms. Record may not represent actual availability. Approval delayed when lecturer cannot be contacted. Incomplete condition records cause disputes when damaged equipment returned. Borrowers waste time completing forms only to find item unavailable.

Expected Result: Digital Equipment Management System - Users check availability online, reserve online, obtain approval online. Each item has QR code containing condition, borrower's information and due date. Photographs recorded before and after every loan. System sends reminders for overdue and updates availability immediately after return.

b. Current Process Flowchart - STUDENT A: KHAIRUL IKHWAN (10 Steps - Active Voice)

1. Visit the Resource Centre to inquire about equipment availability

2. Check the equipment status in the printed record book

3. Submit a paper application form and state purpose/duration

4. Contact a lecturer/supervisor to obtain approval signature

5. Return to Resource Centre with signed approval form

6. Record borrower's details manually in logbook

7. Locate requested equipment in storage room

8. Approve and hand over equipment after verification

9. Use equipment for approved period

10. Return equipment and update record book manually

⚠️ Bottleneck Stage 2: Printed book outdated - availability inaccurate

⚠️ Bottleneck Stage 4: Lecturer unavailable - approval delayed 1-2 days

⚠️ Bottleneck Stage 10: No photo proof - damage dispute risk

e. Improved Process Flowchart - STUDENT C: NORSHAHMI DANIEL

1. Check real-time availability online via portal

2. Reserve item online & attach purpose/duration

3. System sends auto approval request to lecturer (email/push)

4. Lecturer approves via system with 1-click online

5. QR code generated containing condition, borrower info, due date

6. Visit Resource Centre & scan QR at counter/kiosk

7. Officer scans QR & takes before-photo as evidence

8. Hand over equipment - system logs transaction automatically

9. System sends auto reminders for overdue items

10. Return item, take after-photo, system auto-updates availability

✔ Reduce Delays: Online portal + auto notification to lecturer

✔ Reduce Errors: QR contains accurate info + photo evidence eliminates dispute

✔ Reduce Repeated Work: Auto-update availability & auto-reminder - no manual rewriting

c. Possible Problems & Affected Parties - STUDENT B: ZAHIN

5 Problems If Inefficient Process Unresolved

1. Double Booking & Wasted Trips

Student fills form only to find item unavailable because book outdated. Affected: Students, Lecturers needing equipment for class. Consequence: Class/event delayed, frustration.

2. Approval Delays Cause Event Failure

Lecturer in meeting cannot sign, form stuck 2 days. Affected: Borrower, Event Organizer, Participants. Consequence: Program cancelled.

3. Damage Disputes & Unfair Fines

No photo record of existing scratches, student blamed. Affected: Students (financial penalty, trust issue). Consequence: Conflict with Resource Centre.

4. Equipment Loss & Overdue Not Returned

No reminder, student forgets 3 months. Affected: Institution - asset loss, next borrower cannot use. Consequence: Budget waste.

5. Heavy Admin Workload & Human Error

Officer writes same info 3 times, handwriting hard to read. Affected: Resource Centre Staff, Management. Consequence: Inefficient, inaccurate audit.

d. Precautions & Warnings - STUDENT B: ZAHIN

5 Clear Precautions

Using Avoid..., Do not..., Make sure..., Remember to...

🚫 Avoid submitting paper application without checking real-time availability online first - you may waste time.

⚠️ Do not hand over or receive equipment without taking a clear before/after photo as condition evidence.

✅ Make sure the QR code is scanned at counter so borrower info, condition and due date are correctly logged.

🔔 Remember to return equipment before due date - system will send auto reminders and fines will be imposed.

📱 Make sure to use online approval via system. Do not rely solely on manual signature which causes delays.

f. Passive Voice Process Explanation - STUDENT D: AFIF AMSYAR

Improved Process in Passive Voice (All Steps Passive + Sequence Connectors Highlighted)

First, the availability of equipment is checked online by the borrower via the digital portal and real-time dashboard is viewed by the borrower. The desired item is reserved by the borrower and purpose/duration is attached by the borrower. An automatic notification is sent by the system to the lecturer.

Next, the request is reviewed and approved by the lecturer via one-click online approval. A confirmation email is generated by the system and received by the borrower. A QR code containing condition, borrower information and due date is generated by the system.

Then, the QR code is scanned by the officer at the Resource Centre and a before-photo of equipment is taken and recorded by the officer as evidence. The equipment is handed over by the officer and transaction is automatically logged by the system.

After that, the equipment is used by the borrower for approved period and overdue reminders are sent automatically by the system via SMS/email if not returned on time.

Finally, the equipment is returned by the borrower, an after-photo is taken by the officer for comparison, and availability is immediately updated as available by the system in real-time and made visible by the system to next borrower.

Sequence connectors used (highlighted yellow): First, Next, Then, After that, Finally

WHY REDESIGNED FLOW IS MORE EFFECTIVE?

Brief Explanation - Required by Website Task

1. Reduce Delays: Current requires 2 physical visits + manual search for lecturer. Improved requires 1 visit only - borrower checks and reserves online, system sends auto notification to lecturer who approves via phone. Time from 2-3 hours to 10 minutes.

2. Reduce Errors: Current uses handwritten book - outdated, handwriting error. Improved uses QR code containing exact condition, borrower info, due date. Before/after photo eliminates human error about who damaged item. Prevents double booking via real-time database.

3. Reduce Repeated Work: Current officer writes same info 3 times (form, logbook, return book). Improved auto-updates availability immediately after return, auto sends reminders for overdue, auto logs transaction. No repeated manual entry.

Conclusion: Digital flow transforms inefficient paper-based dispute-prone process into 100% paperless, transparent, accountable system as per Expected Solution.

g. Website Design & h. Creativity & i. Group & References

Design Decisions

Corporate Theme: Navy #0a1931 + Royal Blue #2563eb + White - professional for Resource Centre. Fonts: Inter + Plus Jakarta Sans - readable on mobile. Navigation: Fixed header with anchor links. Layout: Card + Grid + Bottleneck/Benefit color coding. Originality: Flowcharts custom drawn for Situation 04, not copied from other groups, colour-coded red for bottlenecks, green for digital benefits.

Group Members - Group 04

Name	Matric	Role
MUHAMMAD KHAIRUL IKHWAN BIN ANUAR	19DIT26F1234	Student A: a + b
MUHAMMAD ZAHIN BIN ZULBAHRY	19DIT26F1218	Student B: c + d
NORSHAHMI DANIEL BIN NORADZUAN	19DIT26F1044	Student C: e
AFIF AMSYAR BIN MOHD FAIZAL	19DIT26F1052	Student D: f + g,h,i

References: Assignment Brief Situation 04 Equipment Loan System (MPU22355), Resource Centre SOP Polytechnic, MPU22355 Lecture Notes on Process Writing & Passive Voice, draw.io for flowchart creation, Google Fonts (Inter, Plus Jakarta Sans). All flowcharts and graphics are original work created for academic purpose only.

04 - Equipment Loan SystemDigital Transformation Project