Detailed Analysis of ABC University's Online Enrollment System

This report presents a detailed analysis of an online student enrollment system proposed for ABC University. The analysis begins with an introduction highlighting the inefficiencies of the current manual system and the need for automation to manage over 50,000 students across four campuses. It includes a stakeholder analysis identifying students, enrollment officers, IT technicians, and staff members, outlining their roles and impacts. The report meticulously defines both functional requirements, such as user authentication, course management, platform compatibility, prerequisite checks, timetable management, fee payment processing, and reporting, and non-functional requirements, including system availability, data accuracy, response time, scalability, network support, data security, structured data storage, and secure payment methods. A use case diagram is provided to illustrate the interaction of system users with the system. The use case descriptions detail scenarios like applying for courses and updating course timings. The report concludes by emphasizing the potential efficiency gains and benefits for both the university and its students. The system will streamline processes, reduce errors, improve data security, and provide 24/7 accessibility. References to relevant literature are included.

Introduction
Each and every business processes in almost every organization are simplified with the adoption
of information system. As there are a lot of issues with the manual or paper based system, the
need for the automated systems becomes evident. In this document we would discuss
development of online enrollment system for ABC University. The proposed system would
allow the students to enroll themselves online into desired system before their trimester and also
pay fees online for the same. Each trimester witness admission of over 50000 students around
their four campuses which makes the management of their current manual system inefficient and
difficult. In this document we would perform the detailed analysis of the proposed system
through functional and non-functional requirements, stakeholder analysis, possible use cases and
actors for the system, as an initial step to learn and understand the feasibility of the proposed
system.
Background:
ABC University provides the students with variety of courses and subject around their four
campuses in Australia. With the increase in the number of the students every year the manual
system for enrolment has proved to be inefficient and error prone. The University requires a
system that can enroll the students online without any human intervention. Along with the
enrolment it should also manage other management task such as course management, schedule
management, finance management and decision making. This document helps us to understand
the various features and requirements of the system.
Stakeholder Analysis:
The stakeholder for this project would be the individuals that would get impacted from the
development, success and/or failure of this system either directly or indirectly (Gunderse,
Ballenger, Crocker, Scifres & Strader, 2013). The stakeholders are not necessarily the persons
taking part in the development of the system, but are also the individuals or groups that have
some impact through its outcome. Some of the stakeholders in this system development are:
Students: They would have the direct impact from the project success as it would ease the
enrolment process for them and even after enrolling they would be able to get all the information
from the system.
Head of Enrollment department: The system developed would eliminate the workload of the
Enrollment department Officer rather he can perform effective decision making through the
system in order to benefit the university as well as students.
IT Technicians: These are the external stakeholders as they would support the external
operations of the system such as if the system has any technical issue, or working issue.
Staff member: Staff member would have complete visibility of all the students, courses and
timings that they need to oversee. Thus successful development of the project would decrease
their workload as well as increase their productivity.

Actors:
The actors are the users that uses one or more than one functions of the system to achieve a
specific purpose. The ABCU enrollment system would be used by Students, Enrollment Officer,
Staff Members, Program Directors, Timetabling Officers and Administrators.
Functional and non-functional requirements:
Functional Requirement:
1. Every user should have unique username and password to log in to the system as well as
privileges for example the student can only register themselves and pay through the
system whereas the Student Enrolment Officer can have other privileges as well.
2. The Enrollment officers should be able to make changes in the courses and the
underlying subjects offered by their school.
3. The system should display all the details of the schools along with the courses, subject,
lecture timings and tuition fees individually for every school so that the student can chose
from them the desired school and courses accordingly.
4. The developed system should be compatible with every platforms such as desktop,
mobile app or tablet, so that the student can access them from any device possible.
5. The student can be able to enroll into a particular course only if the given pre-requisites
met for them. These pre-requisites along with the other information such as course
availability and description should be set into the system by the Program Directors.
6. The system should store timetables corresponding to every subject. These subjects and
their timings should be visible to the student on the system and if the student selects two
subjects whose class timings clash than the system should prevent the user from enrolling
into them.
7. Subjects and staffs can only be selected by the students if they are available else it should
show a message to the student to choose another subject and/or staff.
8. These timetables can be added, removed and updated by the Timetabling Officers into
the system.
9. If a student enroll himself for more than or less than designated number of subjects than it
should be first approved by the Student Enrollment Officer. This can be done with the
help of a random string that is to be generated by the Officer for that particular student
after analyzing his/her case. This random number would be entered into the field by the
student that prohibits him/her from enrolling into more or less number of subject in one
trimester. Once the system verifies the number it allows the enrollment of the student.
10. As soon as the enrollment processes finishes the system should generate and display a
timetable to the student that has all the subjects and their timings and locations. The
student would get the option to send the timetable to their registered email account.

11. After completing the enrollment process successfully the student would be asked to pay
the complete fees through a secure payment process.
12. If the student has not completed all the steps in the enrolment process, the system should
send them reminders on their registered email to complete the process before mentioned
deadline.
13. As soon as the enrolment process is completed it should generate a payment receipt for
the student.
14. For every module there has to be distinct database, such as for, personal details of
student, for details of staff (if required), course details, etc.
15. For storing all the details of the student there should be a master student index that has
every record of the student alongside personal details, such as scholarly information
including previous results, university and school from which they passed out previously,
transfers etc.
16. The system should be able to process the payments through different methods such as
scholarships, net-banking, debit/credit card.
17. At the end of the month there should be monthly report generated for the total number of
students registered in a subject or course.
Non-functional requirement
The non-functional requirements of the systems are the desired attributes of the system such as
its reliability, security, maintainability, usability scalability and performance. The non-functional
requirements defines a set of restrictions or constraints on the aspired system design across
different backlogs. The effectiveness and usability of the entire system are ensured by defining
their non-functional requirements (Finley, 2016). Below are the non-functional requirements for
the proposed ABCU system:
1. The information within the system should be available 24x7 to the student whenever they
need.
2. The system should register every detail accurately.
3. The system should provide prompt response to the users.
4. System should have higher computation and memory as the number of students registering on
the system would get higher with time.
5. There should be continuous support of network as the system would be mainly used for online
enrollment.
6. The system should be able to maintain confidentiality, integrity and security of the student's
sensitive data, such as their personal details and bank details.

7. To utilize the data for effective analysis and decision making it should be stored in the
structured format.
8. System should support only secure payment sources.
Use case Diagram:
Use case diagram is the UML tool utilize as part of system analysis to design and analyze the
functionalities of the desired system. To analyze the system these diagrams provide detailed
communication as compared to other cases that are text-based. The interaction of various users
of the student enrollment system with the system itself can be understood well with help of the
use case diagram given below. The main actor of the enrollment system would be the student.
The student would utilize the system to register themselves for the courses online and can add or
remove subjects as per their choice. They can add or remove their personal details and other
subject details and select to register for the trimester. After enrolling for a particular course the
student can view all of their details on the dashboard. Another actor is the Student Enrollment
Officers that would be able to use the system to for creating, editing and removing the courses
and even specific subjects within each courses.

Use case description:
Name Apply for course available
Actor Student
Trigger Select the available course
Description Series of events:
• The student would log into the system
with proper credentials.
• Student would select major and
trimester from the available list
• Student would browse for the courses
available and select the course(s) of
his/her choice.
In case the course is not
available in the mentioned
timings or clash with other
subjects, then:
• Student would again select from the
list another subject or course.
• Student would select from the
available lecture timings.
• The system would approve the course
and schedule as per the availability.
• Student would apply for the course
Pre-condition Selected course(s) are available and timings
does not clash.
Post-condition Student gets the message upon successful
completion of the process
Exception Incorrect timings selected or details entered.
Use case description:
Name Update course timings
Actor Timetabling Officer
Trigger Officer selects on the update timings option
Description Series of events:
 Officer chose schedule
 The system displays the schedule.
 The officer chose the list of timings

for the courses.
 The system displays the list of
subjects along with their timings.
 The officer chooses the desired subject
and timings and make necessary
changes.
 The system shows the updated timings
for the subject.
Pre-condition Before the initialization of this use case the
office has already logged into the system
Post-condition The system updates the timings in the list as
well as the database.
Exception Invalid values entered in the list
Conclusion and Future Scope:
From the analysis of the proposed system it can be concluded that this online enrollment system
would be far more efficient than their current manual system. This is evident from the functional
and non-functional requirements drawn in this document. The developed system would be
possibly error free and would greatly reduce the stress of students as well administrators and
teachers as compared to their current system. With this system there would be no requirement for
managing separate departments for finance, courses and schedules and student's personal details.
The Object Oriented Methodology would improve the enrollment processes of the ABC
University and would simplify tedious tasks of schedule and payment management and unlike
the manual system, it can handle increased workload efficiently and can be scaled at any point of
time.
With the use of this information system the student as well the university would get innumerable
benefits, for example, the availability of the system would be 24x7 for the students, they can get
enrolled for the courses whenever they require and from the comfort of their home. Again as
compared to the manual system in which there may be errors and/or threat of misplace or
incorrect documentation, this proposed information system would ensure the records and details
are error-free and secure from any malicious users. The accuracy in the documentation is another
evident fact as compared to the manual documentation. Moreover, the students would be able to
view all kind of information alongside enrolment information at one place, and can anytime opt
in or opt out from any course they desire. Also in future if the number of users or students
increase the system developed would be flexible enough to handle the workload. Overall the
system would be beneficial for the University and the Student as well.

References:
Finley, L. (2016). Undergraduate business student’s perceptions of teaching presence in online
business courses. Retrieved from https://search.proquest.com/docview/1809782652?
accountid=30552
Gundersen, D. E., Ballenger, J. K., Crocker, R. M., Scifres, E. L., & Strader, R. (2013). An
exploratory study of student satisfaction with university web page design. American Journal of
Business Education (Online), 6(2), 201-n/a. doi:http://dx.doi.org/10.19030/ajbe.v6i2.7685