Assignment 2 - System Analysis and Design

This assignment focuses on the development of a Chatbot Application, discussing system development life cycle, approaches, requirements, diagrams, work breakdown, and Gantt chart.

Assignment 2 - System Analysis and Design,
Project Documentation
On
Chatbot For Subject Forum Question
Team Leader: Furba Tenzing Sherpa (s4598073)
Team Members: Dibesh Maharjan (s4597818)
Rakesh Kumar Dudala (s4580330)
Ranjna Devi (s4576171)
Shravya Kankanala (s4580503)

Table of Contents
Introduction................................................................................................................................4
System Development.................................................................................................................5
System Development Life Cycle...........................................................................................5
Phases of System Development Life Cycle...........................................................................5
System Development Approach.................................................................................................7
System Development Approach for the project.........................................................................8
The justification for selecting the Agile Approach..................................................................10
Functional Requirements.........................................................................................................11
Data Requirement Description.................................................................................................12
Data Flow Diagram..................................................................................................................13
Data Flow Diagram for the Project......................................................................................13
Class Diagram..........................................................................................................................15
Data description:......................................................................................................................16
Use Case Diagram....................................................................................................................18
Description of use case.............................................................................................................19
Non-Functional Requirements.................................................................................................22
System Navigation...................................................................................................................23
System navigation for student..............................................................................................23
System navigation for admin...............................................................................................24
System navigation for teacher..............................................................................................25
User interface Design...............................................................................................................25
Chatbot Sketch:....................................................................................................................25
Work Break Down System.......................................................................................................29
Gantt chart................................................................................................................................32
Issues needs consideration.......................................................................................................35
Issue Type................................................................................................................................35
Description...............................................................................................................................35
Measures..................................................................................................................................35
Level of Consideration..........................................................................................................35
Contribution of member...........................................................................................................36
Conclusion................................................................................................................................37
1

References:...............................................................................................................................38
2

Introduction
In the given assignment, the application project will be defined below. The application is
named as Chat Bot Application which is used to chat for the users asking some queries from
the chatbot application with the proper user interface and the user experience of the
application. It includes the development process for the application with the development
approaches. Mainly two approaches will be defined below but the best approach will be
selected with the proper explanation that why it is used or not. In the next part, the complete
application will be elaborated by such diagrams that are Data Flow Diagram, Use Case
Diagram, and Class Diagram. The Gantt chart is also created by considering the overall
requirements.
3

System Development
To develop the chatbot system there are some techniques were used such as designing,
implementing, defining and testing the new software or new program. It requires the proper
or better formation of the database, developed internally of an updated system and also
increase the development process of the third-party software application.
System Development Life Cycle
It is the type of Life Cycle model the elaborate the overall process into different phases of
developing the system. SDLC provides the details internally of all phases of the new system
that is to be developed. Each and every system is been developed into many phases. The
phases are analyzing the requirements, designing the system, implementing the resources,
testing and evolution. All phases will occur when the specific tasks were performed to
acquire the information that is required for the next phase (chowdhuru, et. al, 2018).
Phases of System Development Life Cycle
To develop the application for Chatbot, the SDLC phases will play an important role that was
defined below:
- Analyzing the requirements: This is the very first phase to develop the application
with gathering or analyzing the requirements of the clients or the users. It requires the
needs of the user for developing the application.
 Gather information for developing an application
 Defining the requirements of the user for the application
 The prototype will be built to discover the requirements.
 Will also evaluate and create alternatives.
- Designing the system: In the second phase, the solution will be defined with
analyzing the requirements of users that were gathered in the requirement phase.
 The network was designed and integrated with the requirements.
 The interface designing will be used.
 The system interface will be designed.
 The database was designed and integrated with the user’s requirements.
 The prototype was designed in detail.
 The design and integration were controlled by the system.
4

- Implementing the resources: In the third phase, the system was implemented with
the requirements that were designed in the second phase of life cycle.
 Components of the software were developed.
 Verify and test the new system
 The data was converted into the coded form to implement with the
requirements.
 The system will be documented and the users will also be trained.
 The system can be installed in this phase.
- Testing: In the fourth phase, the system that was implemented above in the third
phase will be tested or investigated to check whether the overall requirements were
covered or not. The developers who developed the application will check the overall
codes that are properly running with the proper functionality or not.
Testing types:
Testing was defined into two parts to implementing the system perfectly and
effectively:
 Quality Assurance: In this kind of testing, the developer or the designer will
test the complete process of software by giving the assurance of the quality. It
only focusses on the customer requirements and the software testing tools used
in developing the application.
 System Integration: It only checks that the designed system can able to
interact with the requirements of the customers and their satisfaction.
- Evolution: In the last phase, it is used to evaluate the overall requirements that were
covered in developing the application. It checks whether the application is effective or
not for the end users or not.
5

System Development Approach
There are two types of approaches were used to develop the chatbot system:
- Traditional Approach
- Agile Approach or Methodology
Traditional Approach: It is used while developing the modern application with the modular
programming also with the traditionally or structured approach that includes more variation
that depends on the new technologies. It is also called the development of Structure System.
To describe the structure of function, the design and the analyzing technique were used.
There is some technique used for designing and analyzing the software application were:
 It is designed to make understand and elaborate the requirements of the users for the
system effectively and easily.
 The Function is shown in the box that represents the activities and the entities.
 The input types were defined with the arrow sign.
There are some techniques that were used in the design and analysis of the structure
techniques. These are:
- Structured Analysis
- Structured Design
- Structured Programming
6

System Development Approach for the project
For developing the chatbot application, the Agile approach or the methodology was used.
Agile Approach
The Agile method is an approach to manage the project that was utilized in the development
of software. This method is used assist teams of development to respond properly for
constructing the software. This method uses iterative, the incremental working sequence for
developing the process.
For the Chatbot Application, the Agile methodology is used as a perfect approach that deals
with the real world objects and scenarios. Each and every stage of the application was
designed with the help of agile methodology life cycle.
Life Cycle of Agile Methodology:
- Requirements: In the first phase, it will gather the requirements of the user for the
software to start the planning for developing the application of Chatbot. Requirements
were gathered and analyzed to plan the application development process.
- Planning: In the second phase, the project planning will be done as per the
requirements were gathered in the first phase of the process. The developer will plan
or make a structured format considering the requirements to develop the application.
They make the prototype of the application to discover the requirements and also
create alternatives for the user satisfaction.
- Design: In the design phase, the developers will design the application with the help
of a prototype designed in the above phase. The network was designed and integrated
with the requirements. The interface designs and the system requirements were
integrated for designing the user interface of the application.
- Development: In the fourth phase, the developer will develop the application with the
designed user interface of the application. The developer gives the functionality for
each and every function that is to e performed to making the user-friendly application.
- Release: After developing and designing the application, it will handover the
application to the testing team to test the application and then provide the access to
the client or the end users to use the application (Abrahamsson, et. al., 2017).
7

- Track and Monitor: After giving the access to the end users, it will also monitor or
track the application for identifying some bugs into it to resolve it.
8

The justification for selecting the Agile Approach
For Chatbot application, the Agile approach was selected for some reasons as compared with
the traditional approach. The reasons were defined below:
- The agile approach is so very best for use with their defined techniques such as use
case model, relational model, and the conceptual model. The user interface of the
application is also designed with the customer requirements.
- The agile approach is used because in this cycle all phases were at the running
position. In each and every phase the application can be tested and it is the less time-
consuming process that’s why fewer bug problems will occur. It is also called a real-
time process or approach.
- As compared to the traditional approach, each and every phase of Agile approach was
developed with their own specification that helps to make better UI and UX of the
application (brhel, et. al., 2015).
Figure 1: Agile Development Life Cycle
9

Functional Requirements
Requirements that were used to define the chatbot system function and the components where
the behaviour of the functions depends on the output and the inputs. It shows each and every
requirement that is needed for the Chatbot application to execute the software application:
- Sign in or Register: In the application, firstly user will have to register or log in to
the application. Unauthorized users can’t access the application easily without
registering the application. It provides the proper identification of the registered user
who has valid access for the application.
- Chat Interface for Administrators: In the application, the chat interface has to be
created for the administrators with the perfect or identical user interface of the
application. Admin can able to edit, delete or create the new chat rooms for the new
users. Admin has the access to delete the chat after closing the chat room from the
web page. It can also modify the messages or the answers that were provided to the
users.
- Constant User Interface: In this application, the user interface has to be constant by
the look and feel for the users. Each and every user view the chatbot with the same
UI, same font size, and the color combination of the chatbot application.
- Chat Rooms: In this application, the chat rooms will be provided to all the users for
asking any type of query from the system or expert. But the necessary requirement for
that is to register themselves into the application because unauthorized users can’t
have access for the application to chat with the experts or the system.
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Data Requirement Description
Data requirement Description
Title: Chat Bot Number: 1
Date:1st Jan 2019
Description: To provide detailed information of all the data attributes and information
requirement
Preparation Information:
1. Their need to provide the identify the complete requirement required to set the data
and information communication for the chat bot.
2. As the chatbot will be developed for the targeted users as Students and teachers.
3. For students their need to gather all the required information related to their
department, Subject and semesters.
4. The students can only view the data stores in the database.
5. For teachers their need to gather all the required information related to their
department, subject and semesters with any modification information in the subjects.
6. The teachers have right to update the data stored in the database.
7. The admin of the chatbot will have the complete permission to insert, update, delete
any information stored in the database.
8. The student can also enquire for any admission procedure and admission related
information.
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Data Flow Diagram
The data flow diagram is the diagram that represents the data or information in the graphical
format within the whole chatbot system. This diagram gives a better advantage for
developing and website or the web application. It did not require any information in detail.
System overview can easily generate without getting detailed information. To make the
designed structure of the system the data flow diagram was used.
The input process and the output process of the system were stated by a data flow diagram.
Data flow diagram was also known by the name as bubble chart. It uses the approach as top-
down process and also called a a designed tool for designing the system with the user’s
requirements. The data flow diagram depends on the three main perspective that is the
database, system and the customer or user. The database gives the input to the system and the
system will create output and provide to the customer (xiong, et. al., 2017).
Data Flow Diagram for the Project
The data flow diagram was designed for the Chatbot Application. The Level 0 and the Level
1 diagram was designed with the help of the requirements of client or users. These were
shown below:
- Level 0: This level of DFD will give the general clue for the system with its required
components. It shows how the user will connect with the ChatBot Application to ask
queries and also the formation of getting a result. It shows that the user will ask any
query to the system then the system connects with the admin of the application.
Admin will update the information that user asked then after the application or the
system will forward the specified result to the user.
Figure 2: Level 0 - Data Flow Diagram
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- Level 1: This level of DFD provides the better or brief information of any system that
will happen actually into the system for developing the web applications. It defines
how an entity is connected with the other entity with the proper functionality provided
or required by the users. In the below figure, the DFD shows the entities working with
the other entities. In this user will ask the queries to the ChatBot Application directly
then it will connect with the admin but before this user have to register themselves
into the application. The unauthorized user cannot access the application without
registering themselves. Both user and the admin have to register or login themselves
to enter into the application otherwise they cannot do anything into the application.
Figure 3: Level 1 - Data Flow Diagram
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Class Diagram
The above class diagram displays the clear and complete relationship between all the classes
of chatbot. This diagram represents the detailed information of all the class showing their
attributes, methods, and datatype to provide the appropriate results to the user's input. This
class diagram provides the complete interaction of a data class with the other related class of
the chatbot (Decker, et. al., 2016).
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As per the information gathered and analyzed the chatbot will use four different classes such
as:
1. Student class: This class will deal with all the necessary information related to the
subject, student credentials and more.
2. Teacher class: This class will deal with all the necessary information related to the
subject, Teacher credentials and more.
3. Admin class: This class will deal with all the necessary information required at the
time of any update, delete and add of any query in the database.
4. Query class: This class will deal with the processing of all the instructions passed
through the all the declared class and store and retrieve the required information in the
database (yi, 2015).
Data description:
Entity Attributes Datatypes
Student  SID
 Name
 Password
 Username
 Semester
 Subjects
 Department
 Integer (Primary key)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
Teacher  TID
 Name
 Password
 Username
 Semester
 Subjects
 Department
 Integer (Primary key)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
Admin  AID  Integer (Primary key)
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 Name
 Password
 Username
 Varchar (30)
 Varchar (30)
 Varchar (30)
Query  QID
 Query
 Reply
 Semester
 Department
 Subject
 Integer (Primary key)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
 Varchar (30)
16

Use Case Diagram
The use case diagram is a diagram that provides detailed information over the relationship of
an actor of the system with the use cases of the system. This diagram provides a clear
representation of the actions that are performed or to be performed by the user in the
application (Techopedia.com, 2019).
In our chatbot application, the system will have the following use cases as:
USE CASE DESCRIPTION
Login This use case will work as an authentication mechanism to identify
the user and to display the appropriate information related according
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to their permission.
Reset Password This use case will provide the facility to change or update the
password in case the user wishes or forgot the password to log in to
the system.
Search Query This use case will provide the facility to search for the desired
content in the database that is asked by the user to the system in the
chatbot.
Keywords This use case will provide the facility to search the desired query
using the keyword for the subject, or any other required information.
Get Results This use case will provide the facility to display the desired result to
the user for the query asked by the user in the system.
Update Queries and
replies
This use case will provide the facility to update the information
stored in the database.
Add Queries and
replies
This use case will provide the facility to add new information to the
database.
Delete Queries and
replies
This use case will provide the facility to delete any unnecessary or
invalid information from the database (Lucidchart, 2019).
Description of use case
1. Login
use case name Login
Version Teacher, Student, Admin
Goal To authenticate the user interacting with the chatbot
Summary whenever a student, teacher access the chatbot the chatbot will
authenticate the user using the credentials provided to them for
login into the system. once the user is authenticated the chatbot will
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provide the information according to the rights specified to the user
by admin. which makes it more secure to interact with the chatbot
with the important and private queries related to the subjects and
semesters.
Actors Student, Teacher, Admin
Pre-condition The precondition of this use case is that the user must be having the
user login credentials provided by the admin of the chatbot.
Triggers the System triggers the database of the chatbot to validate the
credentials of the user.
Basic course of
actions
User enters username
User enters password
the login credentials were sent to the database to validate.
If confirms the user can now ask the desired queries.
else the user will have to check the inputted login credentials.
Post-condition The user will have to ask queries to the chatbot
Business Rule the inputted keyword must relate to any subject issued to the
student.
2. Get result:
use case name Get Result
Version Teacher, Student
Goal To provide the desired result to the user upon their asked queries.
Summary whenever a student, teacher access the chatbot the chatbot the user
will have to provide the keyword of the query that the user wants to
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ask to the chatbot. Once the result appears in the database
according to the specified keyword the chatbot will provide the
result to the user.
Actors Student, Teacher
Pre-condition The user must be logged in to the system and provided a keyword
for the query to the user.
Triggers The system triggers to the database to search appropriate result over
the user's input.
Basic course of
actions
User enter keyword
System checks for the same in the database
The system displays the result to the user.
Post-condition The user will have to ask queries to the chatbot
Business Rule the inputted keyword must relate to any subject issued to the
student.
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Non-Functional Requirements
Those requirements that were used to judge the software application with the specified
criteria with their specific operations and the behavior of the application after completing the
requirements.
Some non-functional requirements were discussed below for the Chatbot Application:
- Human Requirements: Only the admin of the application have the access of the user
registration and the overall information that was provided by the humans regarding
Chatbot application. Only admin provides the offers for the authorized users. If the
user is not registered or the unauthorized user, then he or she has to register first to get
the benefit or the best offers in the application.
- Performance Requirements: Requirements for the performance depends on the
mechanics of the system. If the system working is perfect then it will provide better
performance for the end users. If the system is not working perfectly then it can create
a big issue in the performance of the Chatbot application.
- Maintainability Requirements: System maintenance is very necessary to make the
growth of each and every system. The manager of maintenance will look to the
working of a system that it is working perfectly or not. He or she is responsible for
maintaining the system’s working. It is so necessary to check the application in the
specific period of time.
- Security Requirements: With the purpose of security the system with the head of the
security which looks towards the system security that is responsible for system
security.
o Hardware Requirements:
 SSD or HDD of 200 GB
 RAM of 6 GB
 The processor of Core i5
o Software Requirements:
 PHP version 7.1
 MySQL Database
 Apache Server
21

System Navigation
System navigation for student
22

System navigation for admin
23

System navigation for teacher
User interface Design
Chatbot Sketch:
1. Home screen(Experience UX, 2019)
24

2. Login screen
25

3. Chatbot
Chatbot Mockup:
1. Home screen
26

2. Login screen
27

3. Chatbot
Work Break Down System
The work Break Down system provides detailed information on all the tasks and sub-tasks
that are going to be performed in the complete development process of the application.
28

The above figure represents the complete breakdown of the work is represented with a clear
representation of all the activities that are going to be performed in the complete development
cycle of the application. The complete development process first breaks into six different
phases such as:
 Requirement Analysis
 Planning
 Design
 Development
 Release
 Test and monitor
These phases are individually braked into numerous phases. These phases individually
perform a certain task that is required to be performed for the development of the chatbot.
The requirement analysis phases include activities and tasks such as analysis of information
and collection of resources. This is one of the most important phases in the development
cycle of the chatbot (Workbreakdownstructure.com, 2019).
The second phase is divided into several tasks that are required to be accomplished to design
proper planning documentation.
The design phase is divided into the task to create a proper and accurate design for the
chatbot.
29
ChatBot
Requirement
analysis
Informaiton
analysed
Resources
collected
Planning
Complete plan
document is
prepared
Planning for all
the phases is
documented
resource
allocation
planning
Design
Wireframe design
preperation
Prototype
generation
Developement
Final product is
developed
Developement
testing
Release
Deployment of
final product
Test and monitor
System is
monitored
Testing of the
application

Further steps are Break down to perform the complete development process in an efficient
manner (Project Management Guide, 2019).
30

Gantt chart
ID Task Name Duration Start Finish Predecessors
1 Requirement
analysis
6 days Wed
02/01/19
Wed
09/01/19
2 Informaiton
analysed
4 days Wed
02/01/19
Mon
07/01/19
3 Resources
collected
2 days Tue
08/01/19
Wed
09/01/19
2
4 Milestone:
Requirement
analysis
completed
0 days Wed
09/01/19
Wed
09/01/19
3
5 Planning 4 days Thu 10/01/19Tue 15/01/19
6 Complete plan
document is
prepared
1 day Thu
10/01/19
Thu
10/01/19
4
7 Planning for all
the phases is
documented
2 days Fri
11/01/19
Mon
14/01/19
6
8 resource
allocation
planning
1 day Tue
15/01/19
Tue
15/01/19
7
9 milestone:
Planning
completed
0 days Tue
15/01/19
Tue
15/01/19
8
10 Design 7 days Wed 16/01/19Thu 24/01/19
11 Wireframe
design
preperation
4 days Wed
16/01/19
Mon
21/01/19
9
12 Prototype
generation
3 days Tue
22/01/19
Thu
24/01/19
11
13 milestone:
desing
completed
0 days Thu
24/01/19
Thu
24/01/19
12
14 Developement 8 days Fri 25/01/19Tue 05/02/19
15 Final product is
developed
5 days Fri
25/01/19
Thu
31/01/19
13
16 Developement
testing
3 days Fri
01/02/19
Tue
05/02/19
15
17 Milestone:
develpement
completed
0 days Tue
05/02/19
Tue
05/02/19
16
18 Release 1 day Wed 06/02/19Wed 06/02/19
19 Deployment of
final product
1 day Wed
06/02/19
Wed
06/02/19
17
20 milestone:
release
completed
0 days Wed
06/02/19
Wed
06/02/19
19
21 Test and monitor 2 days Thu 07/02/19Fri 08/02/19
22 System is
monitored
1 day Thu
07/02/19
Thu
07/02/19
20
23 Testing of the
application
1 day Fri
08/02/19
Fri
08/02/19
22
24 milestone: test
and monitor
compelted
0 days Fri
08/02/19
Fri
08/02/19
23
developer
developer
09/ 01
Manager,developer
developer,Manager
Manager,tester
15/ 01
developer[50%]
developer[50%],tester
24/ 01
developer
developer,tester
05/ 02
developer
06/ 02
tester
tester,developer
08/ 02
28 30 01 03 05 07 09 11 13 15 17 19 21 23 25 27 29 31 02 04 06 08 10 12 14 16
December 2018 January 2019 February 2019
The above figure represents the complete timeline of the task that is performed or to is
performed for the development of the chatbot. This Gantt chart provides detailed information
over all the tasks that are to be accomplished to develop the chatbot. This represents the time
taken by every task in the complete development cycle for a chatbot (ProjectManager.com,
2019).
31

32

The above figure includes the all the resources that are needed to complete the system with
their start time, finish time and number of the hour work done.
The above graph describes the cost of each resource. This graph represent the actual,
remaining, baseline cost of each professional resources that are involved in development of
the software.
33

Issues needs consideration
Issue Type Description Measures Level of
Consideration
Design This issue is related
to wireframes and
storyboard.
User interface
must be interactive
and all the
component must be
shown in interface.
High
Cost development Due to complexity of
the system the
overall cost may be
increased.
Budget will be
increased and
development time
will also be
increased.
Medium
Testing
Methodology
Testing of the system
after completion of
the each phase
Unit and integration
testing should be
implemented.
High
System Failure This type of issue can
be occurred when we
deploy the system
and system crashes
due to some
hardware or software
failure.
This type of issue can
be solved by
considering all
hardware and
software requirement
at the time
requirement phase of
the system. System
should be tested after
completion of every
phase.
High
Maintenance Maintenance is the
modification made
The backup of the
overall system is
Medium
34

for better
performance of the
system
made time to time.
Contribution of member
S.no. Student Name Contribution
1 Furba Tenzing Sherpa Analyze the Chatbot system and its structure
2 Dibesh Maharjan  Create work breakdown structure to
plan which phase of the system will
start and end.
 Also develop Gantt chart and plan
schedule
3. Rakesh Kumar Dudala Analyze all the functional and nonfunctional
requirement of the chatbot system
4. Ranjna Devi Design wireframes and interface of the
system
5. Shravya Kankanala Consider all types of issues like cutover,
over-budget etc. that may occur and also
found solution to overcome them
35

Conclusion
The overall assignment was designed for developing the application named as Chat Bot
Application. Two approaches were discussed with the proper explanation. Traditional and the
Agile approach were discussed in this but the best approach was Agile is selected for the
further process with the proper justification. The Non-functional and the functional
requirements were discussed for the system efficiency. The DFD, UML and the Class
Diagrams were also designed for making an easy process to understand the application usage.
At last, the work breakdown structure and the Gantt chart was also discussed by explaining
the risks and issues of this system.
36

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