Database Modeling Transformation Assignment. Create complete E-R Diagram from Rough E-R diagram attached and Data Dictionary
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FinalProjectPPTGroup3.pptxStudent Management Program System
FINAL PROJECT Presentation
Group 3:
Team Leader: Penny Belgarde
Ebony Cloud, Bhumikaben Desai, Victoria Nelson, and Godswill Njoku
Professor Beyer
BIT 559 – Systems Analysis
October 16, 2019
Section #1: System Request
Project Sponsor: Minot Programs Director and Advisor for Dakota College at Bottineau on Minot State University (MiSU) campus.
Business Need: Manage student and program data through an information system that will provide data management capabilities and analysis needed for meaningful and quality student advising and tracking of student programs that are unique to DCB on MiSU campus.
Business Requirements: Specific functionality that the system should have includes the following:
Input, select specific academic programs and general education requirements specific to each program, and process student data
Provide immediate access to student and program information
Capture student program and advising data through tracking for review, analysis, and making advising and program decisions
Integrate student email functions
Produce reports on specific program enrollment, student program progress, new or current students, students taking remedial courses
Business Value:
Increased student retention
One single advising process
Guarantee students placed in required program courses
Create advising efficiencies
Increase enrollment numbers
Conservative estimates of tangible value to the college include the following:
$37,000 in tuition and fee revenue from increased enrollment of 10 students
$4,000 - $5,000 in savings in hiring adjunct or faculty
$10,000 - $15,000 in additional state and federal funding for increased program completers
Special Issues or Constraints
To prevent low student retention, low enrollment and support the Director position, and assist with her overwhelming, very time consuming job responsibilities, and to retain and boost morale of anyone in this position by developing this information system to create efficiencies and time savings, this project should be completed as soon as possible.
Software: The software being used is Admissions to Alumni (A2A) to develop a tracking/database system for an ease of using the software.
Purpose: To initiate an effective way to manage student program data through an information system that will provide data management capabilities and analysis needed for meaningful and quality student advising and tracking of student programs that are unique to DCB on MiSU campus.
Specific Deliverables:
To develop a data collection approach used for students enrolled in programs, to have the ease of accessing and tracking a student’s enrollment.
The A2A software increases efficiency, productivity, effectiveness, decision making, communications, user satisfaction and overall work culture.
Implementation is a business process re-engineering in itself and has also helped in bringing human efforts, misunderstandings and frustration.
Benefits: Listed below are a few benefits (see final project document for all benefits):
Eliminates redundancy and multiple entries of data (attendance, marks, performance etc.)
Seamlessly integrates Learning Management System and Library Management System
Single Sign-on to all the integrated modules to ensure no effort and less frustration
User Friendly UI that simplifies actions. Every user gets his/her dashboard to get to their actions
User Role well defined and every user can access the system as per their rights
Generate marksheet, documents, reports with a few clicks.
Track Placement activities and Placement Performance with ease
Section #2: Methodology, Tools, & Techniques Memo (slide 1 of 2)
A2A Software Admission Management: The complete educational ERP system is a comprehensive and advanced way to manage the programs education system and processes.
Features:
Admissions Management
Curriculum Management
Student Information / Records
Student Portal
Section #2: Methodology, Tools, & Techniques Memo (slide 2 of 2)
A2A:
The software management system is an advanced IT tool that can be used by the educational and academic organizations to manage the different activities and aspects including admissions, enrollments, teaching/learning, placement and other activities associated with the teaching and learning process.
Fully customizable software tool and platform that can reflect all your emblems, logos, fonts, color schemes, education, and teaching patterns/symbols, and themes in your certifications, degrees, educational syllabus and structures and at other desired instances.
One of the leading web development companies. A2A seamlessly integrates with all kinds of web browsers and existing websites while we can also create and develop for you a customized and intuitive website that is user-friendly and brings to you more enrollments.
Transform your academic and learning processes and help your educational organization and institution reach the zenith of performance, recognition, and success.
Admission Management:
Student registration
Online admission form submissions
Student enrollment
Admittance
Confirming of admission and the creation of login ID
Technical Feasibility
The Dakota College Tracking/Database Project Executive Summary is feasible technically, although there are some risk. Included in this PPT are only the moderately high and medium risks, which are:
The risk regarding familiarity with tracking and database applications is moderately high.
The IT department has strong knowledge of the new typed of database system they are building, as it has worked with similar projects in the recent past that has been Windows based.
This type of software application already exists, and the user of this system has extensive experience working in these types of programs.
The project size is medium risk.
The project team will consist of fie people
The user of the system will only be one person and will be required to use the system.
The size of the project size is smaller and will be integrated with one other system that could add to the complexity of the project and require more time for integration.
Section #3: Feasibility Executive Summary (slide 1 of 2)
ROI = $122,000 – $16,000 = 66.25% ROI
$160,000
| Development Costs Software Cost Consultant Fees Developmental Team Expense | Operational Costs Software Upgrades Software licensing fee Hardware repair and maintenance User training |
| Tangible Benefits Increased Revenue from increased tuition and fees collection | Intangible Benefits Increased student retention Increased student enrollment Increased cost savings Increased staff/faculty morale Increased brand recognition Higher quality customer service Increased time to spend on marketing efforts |
Cost and Benefits Identified:
Section #3: Feasibility Executive Summary (slide 2 of 2)
| 2020 | 2021 | 2022 | 2023 | Total | |
| Benefits | |||||
| Increased tuition & fees | 37,000 | 37,000 | 37,000 | 111,000 | |
| Savings on hiring adjunct | 4,000 | 4,500 | 5,000 | 13,500 | |
| Increased state & federal funding | 10,000 | 12,000 | 13,500 | 35,500 | |
| Total Benefits | 51,000 | 53,500 | 55,500 | 160,000 | |
| Development Costs | |||||
| Software | 15,000 | 0 | 0 | 0 | 15,000 |
| Consultant fees | 1,500 | 0 | 0 | 0 | 1,500 |
| Developmental team expense | 3,500 | 0 | 0 | 0 | 3,500 |
| Total Developmental Costs | 20,000 | 0 | 0 | 0 | 20,000 |
| Operational Costs | |||||
| Software upgrades | 350 | 400 | 450 | 1,200 | |
| Software licensing fee | 1,500 | 1,500 | 1,500 | 4,500 | |
| Hardware repair and maintenance | 500 | 500 | 500 | 1,500 | |
| User training | 150 | 150 | 150 | 450 | |
| Total Operational Costs | 2,500 | 2,550 | 2,600 | 7,650 | |
| Total Costs | 20,000 | 2,500 | 2,550 | 2,600 | 27,650 |
| Total Benefits – Total Costs | (20,000) | 48,500 | 50,950 | 52,900 | 132,350 |
| Cumulative Net Cash Flow | (20,000) | 28,500 | 79,450 | 132,350 | |
| Return on Investment (ROI) 20.9% (27,650/132,350) | |||||
| Break-Even-Point 0 years (0 years of negative cumulative cash flow, therefore, the B-E-P is 0 years) |
Costs-Benefit Analysis—Simple Cash Flow Method:
| Stream | Questions, Success Criteria, Artifacts, and Health Checks | Target |
| 1 MISSION | Project is being undertaken to implement a better system to track number of students, progress, and class availability. Product will save time and produce accurate results for students’ progression. | Positive reputation Improve communication Cost effective Create tracking capabilities Decrease manual input Eliminate papers |
| 2 STAFF | Penny + admin staff- Initiation- THE WHY BEHIND THE PROJECT Victoria+ (Financial aid staff)- Planning- BUDGET/AFFORDABILITY/EXPECTED TIMEFRAME Bhum +(developers/students)- Execute- RESEARCH/COMPARE CURRENT SYSTEM TO NEW SYSTEM/ FORECAST/TRACKING Godswill+(students?)-Monitoring- VERIFY QUALITY OUTPUT IN ALINGMENT WITH COST AND TIME Ebony- Closing- PROJECT ANALYSIS POST IMPLEMENTATION | Process improvement Customer support Crisis response Multi- dimensional: different tech backgrounds, cultures, and ages Virtual High performing |
| 3 PLAN | Success and acceptance criteria | Go paperless Integrate learning management and library management system Eliminate redundancy Integrate alerts, reminders, and emails |
Section #4: Project Management (slide 1 of 2)
| 4 ACTIVITIES/TASKS | Discuss requested changes with individuals that regularly use system Identify # of students and staff to utilize program Learn and observe current system Determine timeframe of implementing upgrades Test new system Ensure system auto updates to properly reflect course availability Plan for recovery/backup Deploy Feedback | Ensure personalization 24/7/365 Support |
| 5 TOOLS | Software- Admissions to Alumni (A2A) Learning Management Library Management Placement Management | Initiate an effective way to manage student program through an IS program that provides data management capabilities. |
| 6 CONTROL | Deployment/Rollout | SUCCESSFUL PROJECT Increased efficiency, productivity, decision making, communications, improve work culture, and overall satisfaction. |
Section #4: Project Management (slide 2 of 2)
Section #5: Requirements Documentation (slide 1 of 2)
Functional Requirements:
1. Student Data Management The system will allow the user to enter and record student data and program information, view and analyze student data and program information, and edit and make changes to student data and program information.
2. Program Management The system will allow the user to select programs for each student, enter information on selected programs specific to each student, and enable the user to select specific options on student’s education plan
3. Search and Browse The system will allow the user to search students by programs, new or current students placement scores, etc. and browse students by categories in system.
4. Promote They system will keep track of students in specific programs, completion or degree dates, and number of students attending on-campus and will use this information to determine what program to promote and advertise. The marketing department can work on promotional initiatives throughout the school year. Based on student enrollment in certain programs, decisions can be made on what programs to market heavier.
Nonfunctional Requirements:
1. Operational The system should run on laptop device and mobile device used by the user, run on any web browser, save automatically after every entry, and connect to printers wirelessly.
2. Performance They system should support one user, the Director of the Dakota College office.
3. Security Student information will be secured and protected and only the user and any advising faculty approved may use this system.
4. Cultural and Political No special cultural and political requirements are expected.
Elicitation Requirements
The elicitation technique in gathering requirements for the system is through an interview and observation.
Section #5: Requirements Documentation (slide 2 of 2)
| Interview Notes Approved by: Victoria Edwards |
| Person Interviewed: Director of Dakota College on MiSU campus Interviewer: Victoria Edwards Purpose of Interview: Understand student data input and data processed for analysis. Determine information requirements for student advising and tracking of student programs. Summary of interview: The advisor or user meets with many students (100-110 students) in a small amount of time. The information gathered on each student is massive, which needs to be organized, tracked, and easily accessible for efficiency and accuracy. The amount of information collected in the initial advising meeting is a lot and each semester after more information will be added or edited. Data collected will be some basic demographic information, but most data will be specific testing data for placement into remedial English or Math courses, program information, program tracking information, and estimates on transfer or application dates to other programs. The information about programs need to be the following: Passport program: Which MiSU degree program the student chooses once they complete the Passport program, what general education requirements the MiSU program requires, what the estimated application and transfer date to MiSU will be. Dakota Nursing Program (LPN & RN Program): The pre-requisite requirements to be ready to apply to the program, a checklist to all pre-requisite requirements to track what has been completed, and an estimated application and program start date. AAS & Certificate Degree Programs: A selection of all AAS and Certificate programs offered through Dakota College on the MiSU campus. The user would like to see a link or subcategory to the curriculum of each program for quick access and tracking of student semesters and grades. The interviewee also explained the most meaningful information is all information, as each advising meeting, all information is reviewed and used in progressing student’s education plan. Specific information on tracking programs and enrollment in programs and courses, will help determine marketing and outreach efforts. In analyzing student data and program information, the user will be able to determine where to put efforts in to advertising, promotion of low enrollment programs, and planning of adjunct instructors from semester to semester. The biggest problems with the current tracking system being used by the user is it is a scattered system using an excel spreadsheet and the inside of the students file folder. The information is not gathered and takes times to gather information for student advising. Open Items: Get copy of spreadsheet being used for advising and tracking and obtain an old student folder with user notes. |
Document Requirements Interview Memo:
Section #6: Use Case (slide 1 of 3)
| Use Case ID | Use Case |
| UC-1 | System Admin Registration |
| UC-2 | Student Record Management |
| UC-3 | Program Record Management |
| UC-4 | Communication Management |
| UC-5 | Report Management |
| I D: | UC-1 | ||
| Use Case Name: | System Administrator Registration | ||
| Description: | The System Administrator (SA) will have access to register the student data along with the program information. System Administrator will register all require student information to the system. Each student will have their unique identifier. | ||
| Priority: | High | ||
| Trigger: | Students require to register their information for enrollment. | ||
| Primary Actor: | System Administrator | ||
| Preconditions: | Student enrollment | ||
| Normal Course: | System Administrator will enter student’s basic information | ||
| Alternative Course: | Hard paper or hand-written form base registration Admin can also take students finger print for unique identification. | ||
| Postconditions: | Student record management | ||
| Main Success Scenario: | System Administrator should be able to login and view all student information. System Administrator can register any new student to the system. System Administrator can update/delete any student program information. | ||
| Exceptions: | Unavailability of student, student data or hardware failure | ||
| Summary Input | Source | Output | Destination |
| SA Id List of Student Ids Date Range Course/Program Id Student registration | Student | Student data Program Data | System admin |
Functional Requirements:
1. Student Data Management
1.1 The system will allow the user to enter and record student data and program information.
1.2 The system will allow the user to view and analyze student data and program information.
1.3 They system will allow user to edit and make changes to student data and program information.
2. Program Management
2.1 The system will allow the user to select programs for each student.
2.2 The system will enable the user to enter information on selected programs specific to each student.
2.3 The system will enable the user to select specific options on student’s education plan (attend on-Campus or online, apply or transfer to other program dates, new or current student, etc).
Section #6: Use Case (slide 2 of 3)
Section #6: Use Case (slide 3 of 3)
Section #7: Process Model: Context Diagram and Data Flow Diagram **Included only UC5-CD and UC5-DFD to show the overall system. Please see final project documents for all other CD and DFDs.
UC5-CD:
UC5-DFD:
The END
Return on Investment (ROI):
Year 0 Year 1 Year 2 Year 3 Total
Total Benefits 51,000 53,500 55,500 160,000
Total Costs 15,000 6,500 7,500 8,500 (37,500)
Net Benefits (15,000) 44,500 45,500 47,000 122,000
Cumulative Net
Cash Flow
(15,000) 29,500
75,000 122,000
ID: UC-2
Use Case Name: Student Record Management
Description: The System Administrator (SA) will have the authority of student
management. It means that The System Administrator (SA) can
add new student record, edit existing student record, and delete
student record.
Having admin authority to manage records means admin can
easily handle student information and can perform add, edit and
delete operation on student data. The System Administrator (SA)
also have the authority to search student’s enrollment history.
Maintaining latest student information is very important for any
institute. This student record management allow admin to achieve
this task easily.
Priority: Medium
Trigger: Enrollment of new student – add
Modify or correct existing student info – edit
Student left institution - delete
Search student enrollment - search
Primary Actor: System admin
Preconditions: Student enrollment, student data management
Normal Course:
- New student enrollment – add student information
- Existing student – edit or correct existing student information
- Discontinue student – delete student data
- Search Student enrollment – search student information
Alternative Course:
- Handle student information in hard paper (in hard pages
record book)
Postconditions: Updated student information available in system
Exceptions: Unavailability of student, student data or hardware failure
Main
Success Scenario:
When all student’s information is available, system can easily
search, add, edit or delete student information.
Summary Input Source Output Destination
Student registration
Student Ids
Course/Program Ids
Student Student data System admin
ID: UC-3
Use Case Name: Program Record Management
Description: The System Administrator (SA) will have the authority of Program
management. It means that The System Administrator (SA) can
add new Program information, edit existing Program record, and
delete existing Program record. Having admin authority to manage
records means admin can easily ha ndle Program details and can
perform add, edit and delete operation on Programs information.
Priority: Medium
Trigger: Require adding new Program info – add
Modify or correct existing Program info – edit
Finish of curriculum - delete
Actor: System Administrator
Preconditions: Programs information and curriculum details
The System Administrator (SA) identity is authenticated.
The SA has necessary training and credentials on file.
The system can send and receive emails
The system can send and receive alert messages
The SA can view and update the communication method.
The system datastore is up -to-date and on-line.
Normal Course: Create new Program to meet curriculum
Edit or modify existing Program details
Delete existing Program once curriculum or academic year has
been over
Alternative Course: Handle Program information in hard paper (in hard pages record
book)
Postconditions: Updated Program information available in system
Exceptions: Unavailability of Program data or curriculum or hardware failure
Main
Success Scenario:
Once academic year starts and curriculum available, admin can add
Program according to curriculum requirement.
If it requires to adjust existing Program, admin do have control to
perform edit operation as well.
In case of finish subject or curriculum, ad min can delete all
Programs associate with that subject as well.
Summary: Inputs Source Output Destination
Course/Program Id
SA ID
System admin Program
details data
System Administrator (SA)
ID: UC-4
Use Case Name:
Communication Management
Description:
The system will be able to integrate and work with other services like alert
messages and Email regarding students’ enrollment. The System
Administrator (SA) only has the authority to a ccess/ manage communication
method.
Priority:
Medium
Trigger:
Requires sending student enrollment information via Email and alert message.
Actor:
System Administrator
Preconditions:
The System Administrator (SA) identity is authenticated.
The SA has necessary training and credentials on file.
The system can send and receive emails
The system can send and receive alert messages
The SA can view and update the communication method.
The system datastore is up -to-date and on-line.
Normal Course:
System will send alert message and email for Student new enrollment to SA.
System will send alert messages and email for enrollment to SA.
The SA can view all communication page/method
Alternative Course:
The student enrollment is very low. But the student submitted sick certificate
manually to professor.
The email server is down.
Postconditions:
The system stores all email and alert communication in the database.
The student enrollment is updated and maintain real -time in database.
The student enrollment notification/alert sent to student and SA.
The student enrollment update/modification alert sent to student and SA.
Exceptions:
The system displays message “The enrollment is too low. Please contact
professor or principal office.”
The email server is down and system unable to send the email message to
student.
System displays alert notification to student for upcoming change in schedule
for the course.
The system terminates the use case
Summary: Inputs Source Output Destination
Enrollment Id
List of Student Ids
Email Id
Course/Program Id
Application
Application
datastore
Alert
message
Student
Enrollment
report
System Administrator (SA)
Student
ID: UC-5
Use Case Name: Report Management
Description: The system will be able to generate an enrollment report on the weekly,
monthly and yearly basis of entry/exit entries. The system admin has the
authority to generate reports according to the requirements and print the
reports.
Priority: Medium
Trigger: Requires generate and print enrollment report
System Admin
Actor: System Administrator
Preconditions: The System Administrator (SA) identity is authenticated.
The SA has necessary training and credentials on file.
The system can generate enrollment reports
The system can print enrollment reports
The SA can view and update the enrollment report.
The system datastore is up -to-date and on-line.
Normal Course: System can send weekly, monthly and yearly enrollment report for
Student(s).
System can print weekly, monthly and yearly enrollment report for
Student(s).
System can retrieve and print report for selected date range.
Alternative Course: The professor requested student enrollment for specific date range.
Postconditions: The system stores all student enrollment in the database.
The student enrollment is updated and maintain real -time in database.
Exceptions: The system displays message “The printer is offline. Please save your
report.”
The database is down due to maintenance. System displays “Schedule
maintenance message”
The system terminates the use case
Summary: Inputs Source Output Destination
SA ID
Enrollment Id
List of Student Ids
Date Range
Course/Program Id
Application
Application
datastore
Student
Enrollment
report
System Administrator (SA)
Student
|
ID: |
UC-4
|
||
|
Use Case Name: |
Communication Management |
||
|
Description: |
The system will be able to integrate and work with other services like alert messages and Email regarding students’ enrollment. The System Administrator (SA) only has the authority to access/ manage communication method. |
||
|
Priority: |
Medium |
||
|
Trigger: |
Requires sending student enrollment information via Email and alert message. |
||
|
Actor: |
System Administrator |
||
|
Preconditions: |
The System Administrator (SA) identity is authenticated. The SA has necessary training and credentials on file. The system can send and receive emails The system can send and receive alert messages The SA can view and update the communication method. The system datastore is up-to-date and on-line. |
||
|
Normal Course: |
System will send alert message and email for Student new enrollment to SA. System will send alert messages and email for enrollment to SA. The SA can view all communication page/method
|
||
|
Alternative Course: |
The student enrollment is very low. But the student submitted sick certificate manually to professor. The email server is down. |
||
|
Postconditions: |
The system stores all email and alert communication in the database. The student enrollment is updated and maintain real-time in database. The student enrollment notification/alert sent to student and SA. The student enrollment update/modification alert sent to student and SA. |
||
|
Exceptions: |
The system displays message “The enrollment is too low. Please contact professor or principal office.” The email server is down and system unable to send the email message to student. System displays alert notification to student for upcoming change in schedule for the course. The system terminates the use case |
||
|
Summary: Inputs |
Source |
Output |
Destination |
|
Enrollment Id List of Student Ids Email Id Course/Program Id |
Application Application datastore |
Alert message Student Enrollment report |
System Administrator (SA) Student |
|
ID: |
UC-5 |
||
|
Use Case Name: |
Report Management |
||
|
Description: |
The system will be able to generate an enrollment report on the weekly, monthly and yearly basis of entry/exit entries. The system admin has the authority to generate reports according to the requirements and print the reports.
|
||
|
Priority: |
Medium |
||
|
Trigger: |
Requires generate and print enrollment report System Admin
|
||
|
Actor: |
System Administrator |
||
|
Preconditions: |
The System Administrator (SA) identity is authenticated. The SA has necessary training and credentials on file. The system can generate enrollment reports The system can print enrollment reports The SA can view and update the enrollment report. The system datastore is up-to-date and on-line. |
||
|
Normal Course: |
System can send weekly, monthly and yearly enrollment report for Student(s). System can print weekly, monthly and yearly enrollment report for Student(s). System can retrieve and print report for selected date range. |
||
|
Alternative Course: |
The professor requested student enrollment for specific date range. |
||
|
Postconditions: |
The system stores all student enrollment in the database. The student enrollment is updated and maintain real-time in database.
|
||
|
Exceptions: |
The system displays message “The printer is offline. Please save your report.” The database is down due to maintenance. System displays “Schedule maintenance message” The system terminates the use case |
||
|
Summary: Inputs |
Source |
Output |
Destination |
|
SA ID Enrollment Id List of Student Ids Date Range Course/Program Id |
Application Application datastore |
Student Enrollment report |
System Administrator (SA) Student |
