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Project Aim

John Smith is the owner of Data Science School (DSS) which is a private Registered Training Organization (RTO). The organization was set up by John along with his wife and there were manual processes that were carried out. The business expanded with time and there are issues such as compliance related concerns, information redundancy etc. that are being observed. There are currently two processes that may be followed by the students to file an application for admission. One of the processes includes contacting the DSS office directly and the other process includes contacting the agent for admission. DSS office processes the admission requests and the decisions are accordingly taken. Recruitment agents are paid with the commission. There are various problems that are currently associated with the manual processes and it has therefore been proposed to set up an automated Student Management System (SMS).

The aim of the project is to overcome the problems and issues that are present with the existing manual system and provide the users with an automated system.

The objectives of the project are as listed below.

  • The project shall include the functional and non-functional aspects defined for the Student Management System (SMS).
  • The project shall be completed under the budget of $150,000.
  • The project shall be completed in the schedule that has been estimated.
Critical Use Cases

Use Case diagram is a design diagram that is used to represent the system design with the aid of the representation of the actors along with activities that will be performed by these actors (Ibm, 2017). There are several use cases that are associated with the Student Management System (SMS) of Data Science School that have been listed and described below.

Use Case Name:

Login to the System

Scenario

All the users will be provided with the access to login to the SMS

Triggering event

Opening of the system by the user

Brief description

Access control will be set up on the system so that only authorized users are provided with the access and for the that login credentials will be provided

Related use cases

Apply for Admission

Actors

Admin, System, Users

Stakeholders

End Users

Pre-conditions

The login credentials provided to the user are valid and functional

Post-conditions

The system validates the credentials with the database

Flow of activities

Actor

System

Open the Student Management System

The homepage of the system shall be displayed

Enter the login ID and password

Login credentials shall be securely displayed

Click on login button

 Dashboard shall be displayed

Exception conditions

The credentials entered by the user are not valid which will display a message saying enter valid credentials.

Use Case Name:

Register

Scenario

The student shall be able to apply for the admission by filing for the application online

Triggering event

The student shall login to the system

Brief description

The use case involves the filing of the application by the student using the feature of the SMS

Related use cases

Processing of Application

Actors

Admin, System, Users

Stakeholders

Student, DSS Office

Pre-conditions

The login credentials provided to the user are valid and functional

Post-conditions

The system validates the credentials with the database

Flow of activities

Actor

System

Open the Student Management System

The homepage of the system shall be displayed

Enter the login ID and password

Login credentials shall be securely displayed

View the course offered

The list of available courses shall be displayed

Apply for desired course

The availability and details of the course shall be displayed

Enter the information and submit the application

The application shall be sent to the DSS office

Exception conditions

The course that student is applying for is full or the student does not meet the eligibility criteria for it.  

Use Case Name:

Make offer

Scenario

The DSS office shall be able to view and process the application that is sent by the student

Triggering event

Student has applied for the admission

Brief description

The student application shall be received by the DSS office which shall  be processed on the basis of student information and course availability

Related use cases

Apply for Admission, Make Payment

Actors

Admin, System, Users

Stakeholders

Student. Admin

Pre-conditions

The login credentials provided to the user are valid and functional

Post-conditions

The system validates the credentials with the database

Flow of activities

Actor

System

Student submits the application for admission

The application is forwarded to the DSS office

DSS office executive access the application

Student application is displayed

The validation check is performed for the student and the course

The system matches the entered information from the database for eligibility and availability

Response shall be sent to the student

The student shall receive the offer

Exception conditions

The course that student is applying for is full or the student does not meet the eligibility criteria for it.  

Use Case Name:

Submit fees

Scenario

The student shall be able to make payment for the course once the application is approved  

Triggering event

The student shall receive the processed and approved application

Brief description

The admission fee shall be allowed to be paid by the student once the application is processed

Related use cases

Processing of Application

Actors

Admin, System, Users

Stakeholders

End Users

Pre-conditions

Student application is processed and approved

Post-conditions

Payment gateway is running

Flow of activities

Actor

System

Receive the approved application

System displays the approved application

Access the payment gateway

Payment gateway shall be displayed with modes of payment

Select the desired mode of payment

The selected option shall be opened up

Enter the fee details

Fees details shall be displayed

Submit the fees

A confirmation shall be sent to the student

Exception conditions

Payment gateway does not respond due to the network related issues

Use Case Name:

Manage Invoices

Scenario

The account system installed in SMS shall generate, process and circulate the invoices for the received payment

Triggering event

The payment has been made by the student

Brief description

There will be a number of accounts related activities such as billing and payments that shall be handled and managed by the system

Related use cases

-

Actors

Admin, Agent

Stakeholders

End Users

Pre-conditions

Payment activities are successfully completed

Post-conditions

System is connected to the network

Flow of activities

Actor

System

Receive the payment details

System displays the payment details

Generate the invoices as per the days selected

Invoices shall be displayed

Invoice report shall be extracted

Invoice report shall get downloaded on the system

Exception conditions

There are no payments made during the period that is selected by the user

Context Level Diagram

There will be a number of external entities that will be associated with the system. The context level diagram is the diagram that displays the system as one high level process and also showcases the relationship with the external entities (Modernanalyst, 2017).

Level 0 Data Flow Diagram

A data flow diagram as level 0 displays the set of inputs along with the outputs that are related with the system along with the processes that are involved in the entire flow (Sharma, 2015).

Entity Relationship Diagram (ER Diagram)

An Entity Relationship (ER) diagram is the diagram which is designed according to the database specifications and shows the relationships and association between the various entities such as the tables that are present in the database schema (Bridgingthegap, 2017).

CRUD Tables

CRUD stands for Creates, Resides, Updates, Deletes and it is a table that is set up between the entities in the ER diagram and the business functions that are involved.

Use case

Student

Staff

Agent

Register student

C

D, U, R

C

Take attendance

R

D, U ,C

-

Pay fees

C, U

R, D

R

Make offer

R

C, U, D

R

Generate report

R

C, R, U, D

R

Website prototype
Group Members Description

Member

Role and Responsibility – Contribution

Team member - 1

Team member - 1

Team member - 1

Team member - 1

Reflections and Conclusion

Manual processes are no longer applicable to process the information and operations that are associated with any organization. In case of DSS, the decision has been taken to set up an automated Student Management System (SMS). The system shall be designed using the UI design principles and it shall also be made sure that Human Computer Interaction (HCI) and responsive web design is reflected in the system so as to gain maximum user satisfaction. There shall also be consideration taken towards the maintenance of the security so that there are no security risks and attacks that may be executed in the system.

 
References

Baars, W. (2006). Project Management Handbook. [online] Available at: https://www.projectmanagement-training.nl/wp-content/uploads/2015/05/book_project_management.pdf [Accessed 20 May 2017].

Bridgingthegap (2017). How to Create an Entity Relationship Diagram (ERD). [online] Bridging-the-gap.com. Available at: https://www.bridging-the-gap.com/erd-entity-relationship-diagram/ [Accessed 20 May 2017].

Ibm (2017). An introduction to the Unified Modeling Language. [online] Ibm.com. Available at: https://www.ibm.com/developerworks/rational/library/769.html [Accessed 20 May 2017].

Modernanalyst (2017). Introduction to Context Diagrams > Business Analyst Community & Resources | Modern Analyst. [online] Modernanalyst.com. Available at: https://www.modernanalyst.com/Resources/Articles/tabid/115/ID/1355/Introduction-to-Context-Diagrams.aspx [Accessed 20 May 2017].

Sharma, A. (2015). Data Flow Diagrams - Are They Worth It?. [online] Batimes.com. Available at: https://www.batimes.com/articles/data-flow-diagrams-are-they-worth-it.html [Accessed 20 May 2017].

Cite This Work

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My Assignment Help. (2022). Student Management System For Data Science School Essay.. Retrieved from https://myassignmenthelp.com/free-samples/info6030-systems-analysis-and-design/data-science-school-file-J872D3.html.

"Student Management System For Data Science School Essay.." My Assignment Help, 2022, https://myassignmenthelp.com/free-samples/info6030-systems-analysis-and-design/data-science-school-file-J872D3.html.

My Assignment Help (2022) Student Management System For Data Science School Essay. [Online]. Available from: https://myassignmenthelp.com/free-samples/info6030-systems-analysis-and-design/data-science-school-file-J872D3.html
[Accessed 04 March 2024].

My Assignment Help. 'Student Management System For Data Science School Essay.' (My Assignment Help, 2022) <https://myassignmenthelp.com/free-samples/info6030-systems-analysis-and-design/data-science-school-file-J872D3.html> accessed 04 March 2024.

My Assignment Help. Student Management System For Data Science School Essay. [Internet]. My Assignment Help. 2022 [cited 04 March 2024]. Available from: https://myassignmenthelp.com/free-samples/info6030-systems-analysis-and-design/data-science-school-file-J872D3.html.

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