MIS605 - ABC University: System Analysis and Design Report

This report details the system analysis and design of an online student enrolment system for ABC University. It begins by introducing the context and objectives, emphasizing the need for a new system to replace the current manual process. The report identifies and categorizes stakeholders, including Program Directors, Pro Vice Chancellors, Enrolment Officers, Timetabling Officers, and Students, outlining their roles and responsibilities within the system. It then defines the actors involved, such as Students, Enrolment Officers, Program Directors, and Timetabling Officers, detailing their interactions with the system. The report proceeds to specify both functional requirements, such as login/logout, study load approval, enrolment, and payment, and non-functional requirements, including performance, capability, usability, security, and integrity. A use-case diagram and descriptions are also included, which illustrate the interactions between the actors and the system to achieve specific goals, such as enrolling in courses and managing timetables. The report concludes by summarizing the key findings and recommendations for the proposed online enrolment system, providing a comprehensive overview of the system's design and functionality.

Running head: SYSTEM ANALYSIS AND DESIGN
System Analysis and Design
Name of the Student
Name of the University
Author Note

1SYSTEM ANALYSIS AND DESIGN
Table of Contents
Introduction......................................................................................................................................2
Stakeholders.....................................................................................................................................2
Actors...............................................................................................................................................4
Student.........................................................................................................................................4
Student Enrolment Officer...........................................................................................................4
Program Director.........................................................................................................................4
Timetabling Officer.....................................................................................................................5
Functional Requirements.................................................................................................................5
Non-Functional Requirements.........................................................................................................6
Use Case Diagram...........................................................................................................................7
Use Case Description.......................................................................................................................9
Conclusion.....................................................................................................................................10
References......................................................................................................................................11

2SYSTEM ANALYSIS AND DESIGN
Introduction
An information system is a system or software that improves the user interaction to
support any organization or business process. The enrolments system can be categorized as an
information system (Dworatschek, 2018). The Information system development can be
developed using the SDLC (System Development Life Cycle) methods. It helps in analysing the
system requirements which will lead to the business objectives and goals. However, the system
can have multiple goals and which can be divided into the objectives. Objectives of the system
can be derived from the functions and requirements (Malakooti, 2013). ABC University was
founded in Sydney in 2013 and recently the growth in the student numbers have caused its
directors to introduces an enrolment system for the students. The student can enrol for their
semester by selecting the course and subjects in the system with the help of their Program
directors, Enrolment officers and Timetabling officers. Currently the university has more than
50000 students across four campuses. The newly proposed system is supposed to replace the
current manual system. This report intends to discuss about the ABC University enrolment
system along with the identification of the stakeholders and actors of the system. It is also
discussed here that what will be functional and non-functional requirements of the system. In the
later sections of the report use-case modelling and description is also described.
Stakeholders
An individual or group of individuals who are directly and indirectly associated with the
project referred as stakeholders. In the current scenario of ABC university Enrolment system, the
stakeholders of the project can be categorised into two types: Internal and External stakeholders
(Kuzu, Gökbel & Güleş 2013). Generally, the internal stakeholders are directly involved in the
project for example the managers, teams, organization etc. Whereas an External stakeholder is
someone who is indirectly associated with the project for example the users of the system or
software which will be the end result of the project (Turker & Altuntas 2013). In ABCU, the
following stakeholders can be identified:
 Program Directors: The Program directors can log into the system and he have the
responsibility of check the status of the requisite subjects and available subjects

3SYSTEM ANALYSIS AND DESIGN
according to the relevant courses. It is also the responsibility of the Program Director to
prepare and provide a descriptor of the status report.
 Pro Vice Chancellor: The Pro Vice chancellor of ABCU is responsible for learning and
teaching in the university and providing an online student enrolment system. The email
reminders for the enrolment of the student is also done by the system.
 Enrolment Officer: The Student Enrolment officers are supposed to create, edit and
remove the subjects as well as the courses according to the student’s study load,
payments and availability of the course and subjects. The core subjects and electives
subjects are also the part of the management. The report generated by the Program
directors can be customized by the Enrolment officers and add some statistical data about
the no of stdents taken admission in a particular subject or course.
 Timetabling Officer: The Timetabling officers have the responsibility of assigning the
timetable for each class according to the students, subject and relevant course. A subject
can have multiple classes in the university. He can create, add or remove the time
schedule for any classes for an individual courses.
 Students: Students can log into their accounts and view the available courses and
subjects they want to enrol in. A study load approval is analysed by the Enrolment officer
then the students are allowed to choose the number of subjects. Students can pay their
tuition fees through a secured payment portal in the system. The student’s numbers in any
university create impacts on a business level of these type of organizations.
 ABCU: The ABC University is the main stakeholder in the current project as it provides
an online enrolment system to the students. The University is an educational organization
and it has opened three new campuses over Australia. The main shares and stakeholder is
the university and the increment in the job demands causing the more number of
admissions in the university.
 Other Staffs of ABCU: The remaining staff members like teachers, management etc. are
also participating in the improvement of the system directly. The management has been
successfully identifying the job demands in the market and providing the infrastructure
for the increasing capacity.

4SYSTEM ANALYSIS AND DESIGN
Actors
The actors of the system can be referred as the individuals or teams who can interact with
system to functionally operate the system (Pinho et al., 2014). The main goal of the system can
be distributed in several objectives and the objectives can be achieved by the different functions
that a system can fully operate. Each actor must be associated with at least one interaction at any
point of the time and place of the interaction (Papajorgji & Pardalos, 2014). The following actors
can be identified in the newly proposed information system for ABCU:
Student
Students can interact to the system by log in and view the subjects and courses. The
subjects can be selected and reviewed by the Enrolment Officer and after the study load
evaluation Enrolment officer can add or remove the number of subjects for a particular student.
Along with that students need to pay their tuition fees using the system also. The payment
includes the adding the payment details like credit card, debit card or net banking details etc. As
the results of the interaction student can get the updates of the available subjects, generated time
table for classes and email reminders.
Student Enrolment Officer
The Student Enrolment officer can interact with the system by login into the system,
editing, removing or creating subjects for a student, generate individual report, analyse the study
load on the student and payment status for the system. The study load approval allows the
student to proceed for the enrolment. Also the generated report by the Program director is
reviewed by the Enrolment officer and further customized with the details regarding the number
of students taken admission in a particular course or subjects. The report helps in evaluating the
availability of the subjects.
Program Director
The Program director is supposed to interact with the system by login into the system,
checking the requisite subjects and courses, updating the available subjects and courses and
generating a system report for the numbers of students enrolled for a subject and availability of
the subjects. The report is later reviewed ad customized by the Enrolment Officer.

5SYSTEM ANALYSIS AND DESIGN
Timetabling Officer
Timetabling officer can create, remove and edit the classes for the subjects according to
the subjects and the student. The officer can assign multiple classes for one subject in the
campus. The assignment of the subjects depends on the number of students per subjects.
Functional Requirements
Functional requirements can be referred as a sets of operations that a system does and
define the system or the different components and sections of the system. It consists of the
functions that a system is supposed to perform to achieve the main goal of the system
(Widyantoro & Baizal, 2014). The functions of the system can be business process, calculation,
interaction or manipulation. It is also known as functional specifications of the system (Goubali
et al., 2016). In the current system all the processes are done manually and the newly proposed
system is having new system requirements which is an upgrade. The system will provide
different functionalities depending on the type of users. According to the user’s category the
privileges will be given, where the Enrolment officer has the highest privileges in the system
(Council, 2018). In ABCU system, the following functional requirements can be identified and
described:
a. LOGIN/LOGOUT: The student, enrolment officer, Timetabling Manager and Program
director should login or logout from the system via all kind of devices (smartphone,
tablet, laptops)
b. STUDY LOAD APPROVAL: The Enrolment officer should check the study load upon
student then the student can add subjects or drop subjects in application.
c. ENROL: The student should be enrolled after the study load approval by the Enrolment
officer. The Enrolment in the course and subject are also done by the Enrolment officer.
d. UPDATES ABOUT AVAILABILITY: Program director should check the requisite
subjects and courses. Based on that evaluation, he will update the availability of the
courses and subjects in the system.
e. COURSE AND SUBJECT MANAGEMENT: The Enrolment Officer should add,
remove or edit courses and subjects while enrolments. The core subjects and the elective
subjects both can be added, deleted and edited for a student based on the study load.

6SYSTEM ANALYSIS AND DESIGN
f. TIMETABLE MANAGEMENT: Based on the enrolment and courses, the subject can
have multiple classes in the campus. The routine and the time table for the classes is done
by the Timetabling Officer.
g. PAYMENT: After the enrolment, student should pay his/her tuition fees in the system
through a secured payment portal.
h. ADD PAYMENT DETAILS: The payment is successfully done by adding the card or
net banking details by the student. The system saves the details for future transactions.
i. VIEW SUBJETCS AND COURSES: The student can view the available subjects in the
system according to the each course and details. The available subjects can be chosen for
the further application of the enrolment.
j. EMAIL REMINDERS: The system should send email reminders to the student who
have not enrolled or applied for the enrolment yet. The list of the students will be fetched
from the generated report.
k. GENERATE TIMETABLE: The Timetabling manager should generate separate time
table for the courses and subjects in the system which can be seen by the student after
logging into the system.
l. VIEW TIME TABLE: The student can see the generated timetable for his course and
subjects.
m. GENERATE REPORT: The whole factual data of the system, for example, the number
of students enrolled, the courses and subjects assigned to the students etc. should be
generated by the Program director in the system which will be sent to the Enrolment
officer.
Non-Functional Requirements
The requirements on which the functionality of the system does not depend can be
referred as the non-functional requirements of the system (Ghezzi & Sharifloo, 2013). However,
the non-functional requirements are necessary to work the system smooth and to provide correct
results as the output. The performance of the system, reliability, usability, safety and availability
are some examples of the non-functional requirements (Khan et al., 2016). For the ABCU system
the Non-functional requirements can be listed and described below:

7SYSTEM ANALYSIS AND DESIGN
i. Performance: The Performance of the hardware and the software must be high as there
are thousands of students may enrol and the management runs simultaneously. The
higher the configuration of the infrastructure the easier and faster the process will be.
Hence, the higher the speed of the system the higher the rate will be the execution of
enrolment (Tewari et al., 2015).
ii. Capability: The capacity of the system for example no of users logged in at a time
should be high. Also, the data stored during the process could be very large where higher
capacity will provide support to the system (Antunes & Borbinha, 2013).
iii. Usability: The interface of the system should be simple and user friendly to get easy
access to the functions. The design and implementation will affect the usability of the
system. Providing manuals for using the system will help.
iv. Security: The security must be high as there will be personal information of the students
will be stored as name, address contact etc. (Khabou et al., 2015). Apart from that the
class schedules and enrolment details are also the sensitive data regarding the student’s
activity in the campus.
v. Integrity: The system should link all the necessary documentation to the different section
to make the flow of the functions easier. For example, the reports and the timetable
should be integrated in the system so the Enrolment officer and student can see the
updates.
vi. Recoverability: The system must have recoverability feature as the loss of data in the
system can cause serious damage to the organisation. All the records are necessary for
running the university. Hence, a backup should be created in the system for the existing
records.
vii. Manageability: The system software should be easily manageable and bug free to run
efficiently. The Better components and upgrades with the time may help in managing the
system.
Use Case Diagram
Use case diagram is a part of Unified modelling language (UML). It is a modelling
technique to design in system development life cycle. It is represented using the use cases as
functions of the system and actors as the users of the system (Reggio et al., 2014). The Fig 1.

8SYSTEM ANALYSIS AND DESIGN
shows the use-case diagram and the interaction between the user and the system’s functions of
ABC University Enrolment system.
Figure 1: Use-case diagram of ABC University Student Enrolment System
Source: created by author

9SYSTEM ANALYSIS AND DESIGN
Use Case Description
The use case description can describe the use cases, its functionality, priorities, actors
associated with it, preconditions and post conditions etc. to better understand the system
processes (Yalla & Sharma, 2014). The Use-case description of the ABCU enrolment system can
be described below in a tabular format:
1.
Use Case Name Manage Courses/Subjects
ID None
Priority High
Actor Enrolment Officer
Description The use case defines the function of managing
subjects and courses by the Enrolment officer
in ABCU system.
Trigger Students enrolment into the University
Precondition Student must exist.
Enrolment Officer must exist.
Subject and courses must exist.
Normal Course Enrolment officer interacts with the system.
Alternative courses None
Postconditions Student must be enrolled.
Subject must be created, edited or removed.
Exceptions None
2.
Use Case Name Update
ID None
Priority High
Actor Program director and student
Description Updates the availability and requisite of the

10SYSTEM ANALYSIS AND DESIGN
subjects and courses.
Trigger Student log into the system.
Precondition Student must exist.
Program officer must exist.
Normal Course Program officer interacts with the system.
Alternative courses Student interacts with the system.
Postconditions Availability must be reported and reviewed
Exceptions None.
Conclusion
To make a student’s life, staffs work and business process for the Universities the
Information system helps a lot. The ABC University has become very large in terms of number
students and the operations of it. Hence it can be said that the problem in the enrolment system
which was done earlier manually can be sorted by using information system implementation. The
above report clearly identifies the stakeholder’s management, usability requirements, and
modelling of the system successfully to develop an information system. The main functional
requirements along with the non-functional requirements has also been identified and described
in the above report so the system goals can be set. Finally, the system development can move
further into implementations, deployment and management.

11SYSTEM ANALYSIS AND DESIGN
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