System Analysis Activities For Visitor And Meeting Information Management

Stakeholders and FURPS+

The assignment involves several exercises requiring you to carry out some systems analysis activitie

A technology Park associated with a university in eastern Orlandia (a country in the southern hemisphere) receives a large number of visitors who come for meetings and conferences or to consult with employees of organisations whose offices are in the Park. The administration of the Park has asked for an information system to manage the recording and retrieval of visitor and meeting information. The present system, which is handled by whichever of the admin staff is on reception duty, is manual. The receptionist collects information from email or mail received, sends specific information to the appropriate persons (booking officer, technician etc) or records the information on a form.

A visitor may have requested the Park administration to organise accommodation for the duration of the visit, and/or transport between accommodation and the Park.

Meetings and conferences are held in designated rooms managed by a booking officer. The times of the meetings, and duration is also required so that rooms are not double-booked. What resources are needed (eg projector, flip charts, pens/paper, wifi, powerboards) for the session are collected, and passed on to the technicians for the Park administration.

A meeting (and especially conferences) may need a dining room to be booked on specific days during the event. Information about the lunch (eg how many are attending, whether any have allergies) is also needed for the booking, and passed on to the dining manager.

As employees of park organisations are involved in many of the visitor interactions, the system AVIS (Automated Visitor Information System) needs to maintain information about these employees, in particular whether they are on site or on leave or otherwise occupied. AVIS should send out text messages a week before the meeting start date, and the day before the meeting, to remind attendees as well as appropriate staff.

As often happens, a booking made in the past needs to be updated: anything may change (day, time, resources etc) or may even be cancelled.

The Mangers of the Park administration would like to see reports of the bookings, and all modifications that happen, monthly.

• List the stakeholdersfor the AVIS system, and in each case explain what their interest in the system is.

• List the functional requirementsfor the AVIS system as identified in the description above.

• Using the FURPS+ categories, describe several non-functional requirementsfor AVIS.

You have been asked to investigate some of the business processes at Orlandia University. Develop a UML activity diagram to show the workflow of the following business process involving graduation. Show only how the business logic is handled between the various actors – do not attempt to show any computerisation that may be involved. Note any ambiguities that you encounter as you develop the model, and state where you have made any assumptions.

Workflow Modelling

Students at Orlandia University may apply for graduation if they are eligible to graduate and are enrolled in the right majors and minors. They may also decide to attend a graduation ceremony. The process is organised through the Graduation Office (GO)

During the last academic period before the Course Completion Date, the enrolment record will be checked to determine if the student will be eligible to graduate when the units enrolled in are passed.

The student is contacted at the email address recorded on MyInfo if the current enrolment will NOT meet the nominated course, major and minor requirements, or if there are any questions. Incomplete enrolment, graduation details and late changes might delay graduation, attendance at a Graduation Ceremony and incur a fee.

If there are any unpaid fees or fines, an email will be sent advising that, as the student record is blocked, graduation cannot take place. Once the student has resolved outstanding fees or fine, and advised the Graduations Office, graduation can proceed.

For eligible students, graduation will be recommended by the School's Board of Examiners when results are released. Graduations are then individually processed, it is not automatic, so they take some time to process. No individual priorities will be given. When graduation is completed the Course Status on MyInfo will show as 'Completed'. Awards are conferred by the University's Academic Council at its next meeting.

The student receives a Graduation Confirmation email, information on how the student can receive the award/s and how to confirm attendance at a Graduation Ceremony.

You have been asked to carry out use case modelling to identify the functional requirements for a new improved system that:

will integrate the Learning Management System at Murdoch University with a content management system (CMS) that will store all ‘material’ (including electronic learning resources and readings from the Internet and the Library) for each unit. These can be ordered so that items for each topic in a unit can be grouped, and made available to students.

The opportunity foreseen by the client is that:

all the current functionality of a Library reserve process would be preserved (eg assigning a unit coordinator to a unit (who can modify the CMS for that unit), requesting an item to be added to the content management system, digitising some material (eg book chapters), checking copyright compliance). In addition, all access by students would be logged and be automatically included into the unit analytics.

Case Modelling: User Goal Technique

The client anticipates that additional desirable functionality may be revealed through requirements investigation, as users think of innovative ways in which the new system might add value.

Use the user goal technique to identify all the use cases that would be relevant in this new system. Consider the perspectives of a unit coordinator, and you as a student in identifying these use cases. Note that you do NOT need to consider other users, such as Library staff.

(a) Present your list in a table giving the use case name and an informative brief description.

(b) Draw a use case diagram representing the same information.

Use the event decomposition technique to carry out use case modelling for Orlandia University’s fitness centre membership system described below. For each event you identify, name the event, state the type of event, name the resultant use case and give a brief description of it, and name the actors involved.

The University has had a fitness centre of a number of years, but it was only available to staff. However, from next year, any student enrolled will be able to become a member. At that time, the current membership system, using spreadsheets, maintained by the membership manager, will no longer be viable. The centre Manager has initiated a systems development project to produce a new membership management system to keep track of the members and their attendance at the centre and at group classes. There are also various reporting requirements.

When an eligible staff or student applies to join the fitness centre, a membership record is created, and a fee paid. Feesmay be paid monthly, by semester or annually. The system needs to notify members 7 days before a fee payment is due, and then the day before membership will lapse. Each time a member attends the centre, the time is logged when they swipe in through the turnstile, and again when they swipe out to leave.

The centre offers a small number of group fitness classes, distributed during the week. These are pilates classes; pump classes; and circuit classes. Each type of class is allocated to specific teachers, who indicate their availability to be rostered for specific days. These classes and teachers are allocated on a semester basis, with casual staff taking over during the breaks. The new system must keep track of who all the teachers are and when they are rostered (what class on what day/time). The HR officer needs to use the new system to see whether any particular teacher is available, has held a class, or is away (eg on leave, sick). The HR officer also needs to view weekly and monthly reports of teacher attendance.

Members have access to the group class system to see whether a suitable class is available. Members sign up for classes, but if there is space (a maximum of 15 per class is allowed) may just turn up and join in. Swiping into the room where a class is held logs attendance. After three ‘no shows’ a member is sent a notice that their membership status is at risk.

Draw a UML domain model class diagram for the system as described here. Be as specific and accurate as possible, given the information provided. If any information you need is not given explicitly, make realistic assumptions and document them.

The Orlandia University Bookshop needs a new system to keep track of resources for each unit offered by the university. The systems analyst has commenced the requirements analysis and has provided a set of notes for you to draw a domain model class diagram, as follows:

• The Bookshop deals with a number of Schools in the University, each of which teaches courses which include units. A unit may be taught in several courses either within a School or across Schools.

• Units may or may not require resources to be purchased. These may take the form of books, laboratory workbooks, ebooks and software. The Bookshop interacts with the Unit Coordinator (UC) each teaching period to determine what is required, and if updated, which edition.

• For each resource a unique identifier is assigned, and bibliographic details (such as authors, title etc) recorded. If available, edition information is important. Not all resources have all details. Price information is also recorded (both the price paid by the Bookshop and the price charged to the buyer). For the buyer, the price is different for a student of the University and the general public.

• Some resources are restricted, so that only students enrolled in that unit are able to buy the item. In this case, the bookshop keeps a record of the buyer, including student number, name, course and the resource(s) purchased.

• The bookshop also maintains information on UCs, across teaching periods and years. A member of the Bookshop staff is usually assigned to UCs in specific disciplines (so, for example, ICT Unit Coordinators would be managed by a bookshop staff member). There is a maximum of 20 UCs per Bookshop staff, but each staff member may be assigned to more than one discipline area

• Each staff member has name, staff number and contact details held by the system.

a.Stakeholders

• Internal Stakeholders- this are the employees
• Executive(administration)-they manages and provides all the resources used in the park. Require the AVIS to be put in to place.
• Technical Stakeholder- he/she connects the projectors,flipcharts, pen/papers giving the passwords for WIFI, availing the powerboards etc all of what is required in the meeting.
• Booking officer- books for the dining room and the time and day of the event.

-manages booking for the meetings and conferences that are held in the designated rooms

-allocates the duration the event will take to avoid double-booking

• Dining manager- manages all what goes on in the dining rooms
• Customers/visitors- people who require or need a booking fromtechnology park.
• External stakeholders- University(Partner organisation) that associates itself with the technology park.

b.Functional requirements that AVIS system must carry out.

• Manage the records of visitors information
• Maintain the information of employees
• Indicate the employee onsite, on leave or those occupied at a specific time
• Notify its customers via text one week before the meeting date and another one a day before the meeting date.
• Remind the attendees as well as the appropriate staff assigned specific tasks
• Updating past bookings
• Generate monthly bookings report and all manipulations that happened.

c.FURPS + CATEGORIES describing several non-requirements for AVIS

 Figure 1. table representing the FURPS + Cargories for non-functional requirements for AVIS (Pearl, 2014).

Figure 2 : Activity diagram (Muvhunzwi, 2015).

Figure 3. Table listing the use case and their decriptions.   

Figure 4: Use case diagram

The drawing above is with reference to class notes and websites reference (claudio.de-sari, 2016). 

Figure 5: Use case modelling – event decomposition technique

Figure 6 Domain model class diagram.

The above figure 5 activity diagram is drawn according to class lecture notes and (Lucid.chart, 2017).

References

claudio.de-sari, 2016. use case diagram syntax and drawings. [Online] Available at: www.claudiodesio.com/ooa&d/UMLSR_EN/DSR/UCD.htm

Lucid.chart, 2017. LeadChart Activity Diagram tutorial. [Online] Available at: www.lucidchart.com/pages/uml/activity-diagram

Muvhunzwi, A., 2015. How to create an activity diagram very fast. [Online] Available at: https://creately.com/diagram/example/i7czo5u81/New%20University%20Admission

Pearl, M., 2014. Structured System Analysis & Design UNISA Studies – Chap 5. [Online] Available at: https://geekswithblogs.net/MarkPearl/archive/2010/08/10/structured-system-analysis-amp-design-unisa-studies-ndash-chap-5.aspx