The Case: Australian Institute of Technology (AIT) “Australian Institute of Technology” (AIT) is a private Registered Training Organisation (RTO) operated and owned by Mr Wilson Smith and close family members. The RTO specialises in IT & Business courses for international and domestic students. The RTO started a few years back after Wilson was made redundant from Department of Education & Training. In-order to utilise his skills and experience Wilson decided to setup an RTO and in this process he was helped by his wife who was a retired school teacher. The RTO started with just Wilson and his wife, however as they started to add more students, additional staff were hired. Initially all information regarding students, staff, agents, admissions, enrolments etc. was maintained using paper based files. All processes and systems within the RTO were manual; however these have started taking their toll on Wilson and his retired wife. As the RTO grew the compliance requirements increased and accurate capturing and reporting of data became extremely critical. As the RTO grew in popularity Wilson decided to expand operation to Gold Coast, Sunshine Coast and in Brisbane. Current Manual Process Student approaches AIT directly or via an agent to discuss admission options and provides bio demo information, contact details, copies of passport, visa status, English language proficiency results and previous qualifications. AIT staff prepare offer letter depending upon the program and campus selected by the student and send this to the student or agent requesting the offer letter. If the student accepts the offer then fees is collected and a COE (Confirmation of Enrolment) is issued to the student / agent concerned. The student then arrives at AIT and their enrolment is completed and they start their program by attending face to face classes. Attendance of students is tracked during their study. Subsequently as students’ progress through the program their grades are recorded for each course. Once the student finishes all required courses they can apply to graduate. The recruitment agents are paid commission for recruiting students for the RTO. The agents are required to submit invoices for the students they have recruited. The RTO checks these invoices for accuracy and invoices are paid past the census date. Details that are currently manually recorded are:- ï‚· Student name, address, contacts details (phone, mobile, email) ï‚· Visa & Passport Details ï‚· Details of offers applied, received ï‚· Details of Fees paid by student to the RTO ï‚· Details of COE issued like COE Number, COE Date, COE Duration & Fees ï‚· Student previous educational documents ï‚· Student English Proficiency Results (Like IELTS or PTE or OET Exam results) ï‚· Visit & Call Notes of all interactions with students COIT20248 – Term 3, 2016 - Case Study - ver 03.11.2016 Page 2 of 2 ï‚· Reminders set by staff to follow-up offers, COE or payments ï‚· List of agents ï‚· Students referred / recruited by each agent. ï‚· List of students enrolled and the courses they are enrolled in ï‚· Student grades ï‚· Student completion and graduation ï‚· Student attendance ï‚· Agent commissions and payments Accounting All invoices are processed manually using pen and paper and outstanding commission payments from agents are tracked using excel sheets and by setting reminders in Microsoft Outlook. This is often causing duplicate payments or over payment of agent commissions. Problems with the Current System 1. Only one staff member can access important information at a time which causes bottlenecks especially if staff are away 2. There is some duplication with paper and excel records 3. Records are held in computer applications plus in paper form 4. The system does not provide an effective means for keeping deadline details Due to these problems, student’s data and agent commission’s data are not being properly captured or tracked and the accrediting body has expressed concerns. Desired System Wilson wants to have a system so that students can lodge online applications for admissions, and the system can be accessed by AIT’s recruitment agents as well. Agents must be able to log into the system to lodge online applications, attach documents, track status of applications and lodge online claims for commissions. Wilson decides to engage you as a software consultant. He has hired your company, Global Business Systems as consultants to carry out analysis and develop the specifications for an automated Student Management System (SMS) that covers all aspects from prospecting, admission, enrolment to graduation. The system also must cater for agents to lodge online applications, lodge and track agent commission claims. Wilson has earmarked a budget of $150,000 for this project with a discount rate of 5%. He estimates that the new system will help in reducing staff cost by $2,500 per month and save overpaid agent commissions by at least another $4,000 per month thus increasing overall profitability by $6,500 per month. Maintenance cost could be estimated at around $500 per month. COIT20248 Information Systems Analysis and Design Assignment 1 - About Systems Development Due date: Week 6 Thursday (22nd December 2016) 08:00 PM AEST ASSESSMENT Weighting: 30% Length: 1500 words (+/- 10%) 1 Objectives This assessment relates to course learning outcomes 1, 2, 3 and 4 stated in the e-course profile. Assessment 1 is an individual assessment. In assessment 1, you are assigned tasks which assess your course knowledge gained between weeks 1 and 5 about different facets of systems development. All students will have to write a report showing the answers to the questions in tasks 1-5 below. Please note that ALL submitted A2-reports are passed through a computerized copy detection system and it is extremely easy for teaching staff to identify copied or otherwise plagiarised work. ï‚· Copying (plagiarism) can incur penalties ranging from deduction of marks to failing the course or even exclusion from the University. ï‚· Please ensure you are familiar with the Academic Misconduct Procedures, available from: http://policy.cqu.edu.au/Policy/policy_file.do?policyid=1244 The tasks For the purpose of this assignment, you are assumed to be one of the software consultants appointed to shoulder the system analysis responsibilities in, Global Business Systems in the project outlined in the case study. You will plan and manage the project as well as investigate and document its system requirements. For your Assignment 1 submission, you will produce a report that discusses this project based on your understanding of it and the related investigation results through the tasks below. Task 1: (10 marks) Approaches to Systems Development ï‚· How would Australian Institute of Technology go about developing its information systems? (5 Marks) ï‚· Justify your choice of your selected approach to systems development. (5 Marks) Task 2: (15 Marks) Systems Requirements ï‚· What are the primary functional requirements for the system in the case study? (10 Marks) ï‚· What are the non-functional requirements for the system in the case study? (5 Marks) Task 3: (15 Marks) Project Cost Benefit Analysis ï‚· Discuss your Project Cost Benefit Analysis. (7.5 Marks) ï‚· Provide an excel spread sheet with details in a Project Cost Benefit Analysis. (7.5 Marks) Task 4: (20 Marks) Project Schedule ï‚· Show a work breakdown structure and a project schedule as a Gantt Chart. Explain both of them and discuss how they relate to each other. (10 Marks) ï‚· Given the system goals, requirements, and scope as they are currently understood, is the project schedule reasonable? Why or why not? (10 Marks) Task 5: (25 Marks) System Information Requirement Investigation Techniques ï‚· Who are the stakeholders involved? (5 Marks) ï‚· Explain your choice of the 3 most useful investigation techniques. (10 Marks) ï‚· Justify the usefulness of these 3 investigation techniques. (10 Marks) The Report (Important: The report makes up 100 marks - scaled to 30%) You will produce a report that aims to explain your systems analysis results as per the layout and submission guidelines mentioned below. Report Layout and Submission Guidelines In the template file “COIT 20248 Assessment1TemplateFile” (in MS Word) provided to you, the report for ‘Systems Development’ has been organised using the following headings and guidelines. Students are advised to observe the word count in each section when developing the report. ï‚· Title Cover Page with clear details of course title/name, student number/name, lecturer & tutor (Provided in template file) ï‚· Introduction (Provided in template file) *about 100 words o Introduction must clearly define the aims of the report. o Introduction must identify the project objectives. ï‚· The Approach to Systems Development - Task 1 *about 250 words o How would Education In Australia go about developing its information systems? o Justification for your chosen approach to system development ï‚· Systems Requirements - Task 2. *about 250 words o List the primary functional requirements for the system in the case study. o List the non-functional requirements for the system in the case study. ï‚· Project Cost /Benefit Analysis – Task 3 *about 200 words ï‚· Project Schedule - Task 4 *about 200 words o Show work breakdown structure in the project as well as the project schedule Gantt Chart? What are they and how do they relate to each other? o Given the system goals, requirements, and scope as they are currently understood, is the project schedule reasonable? Why or why not? ï‚· System Information Requirement Investigation Techniques - Task 5. *about 250 words o List the stakeholders involved. o Explain your choice of the 3 most useful investigation techniques. o Justify the usefulness of these 3 investigation techniques. ï‚· Reflections and Conclusions *about 100 words o Present your reflections about this project (e.g. achievement and constraints). o Provide a brief summary of your findings ï‚· References (must complete by showing 1 or more references with their related in-text citations) Note: The recommended number of word in each section in the report is to be used as a rough guide. Help To help student members communicate, forums have been created for your use on the course Moodle website for Assessments 1 and 2. Please use them to help you work through your report. Help on writing reports is contained in the Faculty Guide for Students – Chapter 4 – available here: http://www.cqu.edu.au/ data/assets/pdf_file/0003/2289/Extract-of-Chapter-3.pdf You may also benefit from a video supplied by the CQUniversity Academic Learning Centre available here: http://www.youtube.com/watch?v=J0v9ekxeoko Assessment criteria - Assignment 1 marking guide Marks for Assignment 1 will be allocated as follows: TOPIC Weight Mark Introduction (5 marks) Clearly defines the aims of the report Identifies the project objectives. 2.5 2.5 Approach to Systems Development - Task 1 (10 Marks) ï‚· How would Australian Institute of Technology go about developing its information systems? ï‚· Justify your choice of approach to systems development. 5 5 Systems Requirements - Task 2 (15 Marks) ï‚· What are the primary functional requirements for the system in the case study? ï‚· What are the non-functional requirements for the system in the case study? 10 5 Project Cost Benefit Analysis - Task 3 (15 Marks) ï‚· Discuss your Project Cost Benefit Analysis ï‚· Provide an excel spread sheet with details in a Project Cost Benefit Analysis 7.5 7.5 Project Schedule - Task 4 (20 Marks) ï‚· Provide the project work breakdown structure & schedule - Gantt Chart ï‚· Explain whether, given the system goals, requirements, and scope as they are currently understood, is the project schedule reasonable? Why or why not? 10 10 System Information Requirement Investigation Techniques – Task 5 (25 Marks) ï‚· Who are the stakeholders involved? ï‚· Explain your choice of the 3 most useful investigation techniques. ï‚· Justify the usefulness of these 3 investigation techniques. 5 10 10 Reflections and Conclusions (5 marks) ï‚· Present your reflections about this project (e.g. achievement and constraints). ï‚· Briefly summarize your findings. 2.5 2.5 References 5 TOTAL: 100 Assessment mark will be weighted to 30%.