Online Enrolment For Victoria University

This project aims to automate the student enrollment process of the records and information on the equipment as well as improve the efficiency of the support center. The scope of this project work covers the design and implementation of a Web based ICT activities and helpdesk system. It will assist in enrollment, distribution of resources as well as produce an inventory that aids to effectively manage records and university resources. The system is user friendly, enabling the enrollment officers to login easily for the purpose of management and to enhance accountability.

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ONLINE ENROLMENT FOR VICTORIA UNIVERSITY
Student’s Name
University
Course
Date

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Table of Contents
Background about client, profile and their operations.....................................................................2
Background..................................................................................................................................2
Operations....................................................................................................................................3
Operations....................................................................................................................................3
Purpose, Scope, Objective and Exclusion of the Project.................................................................4
Problem Statement(s):..................................................................................................................4
Objectives.....................................................................................................................................4
Scope and limitation.....................................................................................................................5
Assumption, Constraint, Deliverable, Schedule, Budget, Resources, Roles and Responsibility....5
Deliverable...................................................................................................................................5
Justification..................................................................................................................................5
Resources, roles and responsibility..............................................................................................6
Proposed Project Budget..............................................................................................................6
Meeting schedule.............................................................................................................................7
Gantt chart....................................................................................................................................7
Bibliography....................................................................................................................................8

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Background about client, profile and their operations
Background
The Victoria University ICT department is crucial in ensuring student’s affairs activities in the
university runs smoothly. It is responsible for acquisition, distribution and maintenance of
student’s affairs related resources (Paz, and Pow-Sang, 2016). It also provides user support and
network support across the university. The University has automated all its services from
learning to charging and discharge of students. This studies narrows down its scope to activities
that takes place around the student’s affairs department.
Operations
During acquisition of resources for the students acquired are received and recorded for
management purposes. They are then distributed to the University users upon demand. During
distribution details of the resource given, users acquiring to use the device and as to the location
of the University the resource is being taken to is recorded. This is in order to keep track of
students enrolled. Once the equipment are distributed, their maintenance is followed up to ensure
each student’s condition is known. Faculties and other student’s oriented services are reported to
the student’s affairs workshop which is responsible for serving the students. The details of the
students are recorded and status as on serving kept whenever the administration receives a
student’s issue. Upon completion of tackling an issue the responses are returned to the students.
Operations
As for user support, the student’s affairs department has a helpdesk where students can report
their challenges in their interaction with the administration and can receive rapid response to fix
their issues. A student’s affairs officer is assigned to a service desk to receive student’s cases,
complains and requests related to enrollment. Upon receiving a given case, the officer records

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the nature of the case, name of the caller, the extension number used and the department the
caller calls from. He in turns records the details again on a job card that is given to an officer
available to be accompanied to the field who resolves the problem. Upon resolving the student
signs to confirm satisfaction. Issues reported and resolved per day are then recorded on a
spreadsheet for storage.
For network support the ICT department is in charge. Issues to do with network layout, switch
installation and configuration, cabling, network troubleshooting, network devices replacement
are reported here. Just like the helpdesk, there is a service desk where a case is reported through
a call. Details concerning the student, location and issue itself are recorded. An available officer
is then sent to the field with a job card to resolve the problem. Once an enrollment issue is
resolved it is recorded and the data transferred to a spreadsheet.
Purpose, Scope, Objective and Exclusion of the Project
Problem Statement(s):
The student’s enrollment activities are effected manually. This includes registration and
orientation. User support and networking activities and tasks assigned to resolve issues affecting
the enrollment process are all captured manually. This makes it hard to make effective decisions
based on data collected from this areas as report generation is tedious and takes a lot of time to
come to conclusions (Pecchia, et al., 2015). Student’s satisfaction becomes hard to achieve.
Accountability is an issue in this system which results to poor of quality service provided
(Bergman, 2004). Therefore to improve the department’s services and management there is need
to automate the management of records and information as well as the support and network
activities which will ensure customer satisfaction is achieved effectively.
Objectives

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The project aims develop a web system that automates the student enrollment process of the
records and information on the equipment as well as improve the efficiency of the support center.
The following are the projects objectives:
i) To develop a system that will produce reports when needed and in the correct format.
ii) To develop a system that will keep track of all the processes taking place during
enrollment.
iii) To develop a system that will ensure accountability and responsibility by recording
officers against tasks assigned during student’s enrollment period.
Scope and limitation
The scope of this project work covers the design and implementation of a Web based ICT
activities and helpdesk system. It will assist in enrollment, distribution of resources as well as
produce an inventory that aids to effectively manage records and university resources (Benner, et
al., 2014). Thus it will capture the student’s details, numbers and inventory of university
resources and the helpdesk activities concerning student’s support and network support.
This project research is limited to the management of records and information by the student
enrollment department as well as ICT helpdesk activities coverage (Edgington, 2010). The
system will be coded in PHP scripting language as it can run on many platforms and can also
integrate with numerous devices.
Assumption, Constraint, Deliverable, Schedule, Budget, Resources, Roles and Responsibility
Deliverable
The project aims to develop a web system that automates the student enrollment department,
management of the records and information regarding students as well as improve the efficiency
of the support center by enhancing responsibility and accountability on the part of university

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staffs (Wanke, 2011). The system should generate reports on demand on tasks done, most
reported cases and on student enrollment to help management to make decisions on service
delivery and on improving customer service.
Justification
For the purpose of Automated Student Enrollment, proper management decision making,
analysis and even maintenance of various devices, the department need to find and embrace
proper strategies and effective way to automate their system in order to deal with earlier
mentioned challenges (Barrett, et al., 2006).
Resources, roles and responsibility
The system is user friendly, enabling the enrollment officers to login easily for the purpose of
management and to enhance accountability. This as result improves the quality of service
provided. It provides several modules: to display an inventory of equipment in the University in
use within a given time and to record and distribute university resources to the students (Jäntti,
2012). In addition to this the officer can sort the students and generate a report useful for
managerial purposes.
The system speeds up decision making by providing necessary useful reports as requested.
Proposed Project Budget
Item Cost($)
Hp Laptop core i3 450
Internet Service 55 (Monthly)
Printing Services 15
Transport and Movement 50
Hosting services 10 (yearly)

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Miscellaneous 20
Total 600

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Meeting schedule
Gantt chart
ACTIVITY TIME(weeks)
1 2 3 4 5 6 7 8 9 10 11 12 13
Concept Paper drafting
Literature review
Project planning
Analysis of the system
Proposal writing
Software design
Coding
System testing
System implementation
Documentation

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Bibliography
Bergman, B. &. K. B., 2004. Quality from Customer Needs to Customer Satisfaction. Lund:
Studentlitteratur.
Edgington, T. M. R. T. &. V. A. S., 2010. Using process mining to identify coordination patterns
in IT service management. Decision Support Systems, Vol 49, pp. 175-186.
Iden, J. &. E. T. R., 2013. Implementing IT Service Management. International Journal of
Information management, pp. 1-12.
informatik, 2010. The Complex Method SSADM. [Online]
Available at: http://www.informatik.uni-bremen.de/gdpa/methods/m-ssadm.htm
[Accessed 16 November 2015].
Jäntti, M., 2012. Improving IT Service Desk and Service Management Process in Finnish Tax
Administration. Berlin: Springer Berlin Heidelberg.
Wanke, P., 2011. Gestão de estoques na cadeia de suprimentos. São Paulo: Atlas.
Barrett, S., Higgins, C., Twomey, C. and Evans, M., Wilde Tech Ltd, 2006. Software
development process. U.S. Patent 7,000,219.
Benner, K.M., Feather, M.S., Johnson, W.L. and Zorman, L.A., 2014. Utilizing scenarios in the
software development process. Information system development process, 30, pp.117-134.
Pecchia, A., Cinque, M., Carrozza, G. and Cotroneo, D., 2015, May. Industry practices and event
logging: assessment of a critical software development process. In Proceedings of the
37th International Conference on Software Engineering-Volume 2 (pp. 169-178). IEEE
Press.
Paz, F. and Pow-Sang, J.A., 2016. A systematic mapping review of usability evaluation methods
for software development process. International Journal of Software Engineering and Its

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Applications, 10(1), pp.165-178.