System Analysis and Design Report: ABC University - Assessment 2

This report provides a comprehensive system analysis and design for an online student enrolment system at ABC University. It includes various diagrams like context models, level 0 and level 1 data flow diagrams, and an entity-relationship (ER) diagram. The assignment delves into the comparison between file systems and database management systems, outlining the advantages and disadvantages of each, especially in the context of data storage, retrieval, and security. The report also explores the components of a database management system environment, encompassing hardware, software, data, and users, while highlighting the benefits of database systems such as data redundancy minimization, improved data sharing, data consistency, and data integrity. The analysis is based on the case study of ABC University's online student enrolment system, which aims to replace the manual enrollment process. Furthermore, the report includes business rules and technical specifications provided by ABCU, such as integration with Blackboard and synchronization of student and staff login credentials.

Running head: SYSTEM ANALYSIS AND DESIGN
SYSTEM ANALYSIS AND DESIGN
Name of student
Name of university
Author’s note:

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Table of Contents
Task 1.............................................................................................................................2
Task 2.............................................................................................................................3
Task 3.............................................................................................................................4
Task 4.............................................................................................................................5
Task 5.............................................................................................................................6
Task 6...........................................................................................................................13
Referencing..................................................................................................................15

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Task 1
Figure 1: Context model
Source: (Created by author)

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Task 2
Figure 2: Level 0 Data Flow Diagram
Source: (Created by author)

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Task 3
Figure 3: Level 1 Data Flow Diagram
Source: (Created by author)

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Task 4
Figure 2: ER diagram
Source: (Created by author)

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Task 5
In any computer, the file system could be described as the method using which the
naming of files are done and the storage location of the files in the system. It allows the easy
retrieval of the files from the system and easy storing of the files in the system (Raikhlin &
Klassen, 2017). Without proper file system, the warehoused information would not be
secluded into individual files as well as it would be significantly difficulty to recognise and
extract all the required data. As there is a increase in the capacities of the data, the
accessibility as well as the organisation of the individual files are significant now in the data
storage (Janecka et al., 2018). The digital file system as well as the files are efficiently named
for as well as the modelled afterwards the paper based filing systems utilising the similar
method based on the logic is used for the storage and the retrieval of the documents (Fisch et
al., 2015). The file system could significantly differ among the operating system like the
Microsoft Windows, the Linux based system as well as the macOS. Several file system are
mainly developed for some particular applications. The majority of the kinds of file system
mainly includes the distributed file systems, the disk based file systems as well as the special
intention file systems (Dignös et al., 2016).
Working of the file systems could be considered as not efficient as the database
management systems that are presently used in the modern businesses (Srinivasan et al.,
2016). the file systems mainly stores as well as the organises the data and it could be
considered as the kind of the index for the complete data that is contained in the storage
device. The most popular devices that are presently used for storing the data of the
organisations are the hard disks, the optical drives as well as the flash drives (Mariotti et al.,
2018). Along with file itself, the file system mainly comprises of the information like the size
of file, and the attributes, the hierarchy and the location within directory in metadata. The
metadata could also recognise the free blocks of all the accessible storage on the drive and the

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amount of the space that is available for storing the data of the organisation (Dziadek,
Ferraccioli & Gohl, 2018).
It could be considered like any file system, the database management system
accurately stores the data of the organisation that could be retrieved as well as updated. These
two kinds of file systems could not be considered as the interchangeable, moreover. While
the unrelated, unstructured files are efficiently stored in the file systems, the DBMS is
primarily used for storing as well as managing the related, structured data (Yoon et al., 2016).
The DBMS mainly creates as well as defines all the limitations for any database. The file
system mainly permits the entrance to the sole files at any time as well as the addresses each
of the file individually. Due to this, the functions like the redundancy are mainly executed on
the separate level, not by file system itself. It makes the consistency of the file system
significantly less form of storing data than the DBMS that mainly maintains single repository
of all the data that has been defined once (Dziedzic et al., 2016). Simplified file sharing is
allowed by the centralised structure of the DBMS than the file system and it avoids the
irregularities that could happen when there are distinct changes that are executed on the files
in the file system (Currim et al., 2017). There are several methods available for protecting the
files in any file system, but for the heavy duty security, the DBMS has been considered as the
most optimised solution to choose. The security in the file system is mainly determined by
the OS and it could be significantly challenging in maintaining over significant time period as
the files could be accessed and the authorisation is provided to the users. The DBMS mainly
keeps the security limitations significantly high, depending on the password protection, the
encryption as well as the restricted authorisation (Pavlo, 2018). Increased security do
sometimes result in increase of the obstacles when the retrieval of data is done, and therefore
considering in common term, the simple-to-utilise file storage as well as retrieval, the file
systems are mainly preferred.

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SYSTEM ANALYSIS AND DESIGN
Although the database file systems are presently considered for storing the data of the
organisations, there are some features of file system that are significantly beneficial for the
organisations. Some of the common benefits of the file systems are:
Reduced costs: Because of the cost of property rental for storing the documentation,
the digital filing mainly initiates the paying for themselves when it has been implemented
(Maulini, 2018). As there are minimal use of any kind of physical paperwork, the main costs
of the transferring as well as handling documents forth and back are significantly reduced. It
also allows the proper filing of the documents that are required to be stored as paper and
significantly less costly locations (Behzadnia et al., 2017).
Smoother workflow: The retrieval along with the physically storing of hard copies of
the documents in the organisation has been considered as lengthy procedure that could be
significantly open to the human error, physical loss as well as the security issues (Zlatanova
et al., 2016). This aspect is not faced in the digital system. This could not be face while using
the digital file system, where the documents could be easily accessed in reduced time at any
portal of the users. It leads to the significantly shorter period of working, permitting the faster
progress as well as the increased time for the development of projects.
Improved security: While the traditional paper system could be easily opened by any
unauthorised users with illegally gaining access to the files, the digital file systems could
provide various stages of effective protection that could help in keeping the documents
confidential. With the utilisation of the passwords, the particular folders for the various users,
the data encryption and the audit trails that permits in keeping the record of the individual
who accessed the files. The security in the file management system could keep the documents
of the organisation with increased security (Appuswamy & Ailamaki, 2017).

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Although the file system provides the significant benefits to the organisation, the
security aspect is the major disadvantage of the file system that could be improved using the
database.
The main components of the environment of database system are:
Hardware: This aspect could be considered as actual computer system that has been
utilised for accessing as well as the keeping database. The traditional hardware in the DBMS
mainly includes the storage devices that are secondary, commonly the hard disks, where
physically the database resides, combined with the linked devices of the Input-Output, the
device controllers (Hardock et al., 2016). The databases mainly executes on vast range of the
machines ranging from the microcomputers to the large mainframes. Other issues in the
hardware for any DBMS mainly comprises of the database machines, that could be
considered as the actual hardware that has been developed particularly for supporting the
database system.
Software: This aspect of the DBMS mainly comprises of the actual DBMS. This
prospect of the database could resides among the layer of the physical database as well as all
the users of system. It is commonly considered as the DBMS. All the requests from the users
for accessing the database are mainly handled by DBMS. The most common function that is
offered by DBMS could be considered as the shielding of the database users from any kind of
sophisticated detail of the hardware level. The communication with the database is permitted
by the DBMS. With this consideration, it could be considered that this layer mainly acts as
efficient mediator among the users as well as the database. The access is mainly controlled by
the DBMS and it supports the maintaining of consistency of all the data that has been stored
in the database. The inclusion of all the utilities is done as the part of DBMS. The mainly
utilities could be considered as the report writers as well as the application development.

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Data: This prospect has been considered as the significant component of the
environment of the DBMS from perspective of the end users. As it has been displayed in the
observes that all the data mainly act as the bridge among the components of the users as well
as the machine components. The meta data as well as the operational data is included in the
database. All the organisational data is required to be included in the database of the
organisation. It could be considered that among the major characteristics of the database is
that all the actual data are required to be effectively separated from programs that utilise the
data. The database is required to always be designed, populated as well as the built for any
specific audience as well as for any particular intention.
Users: It could be observed, that when the database is implemented in the
organisations, there are several users of the database who use the database of the organisation
for particular purpose. There are numerous users who could access or even retrieve the data
on effective demand by using any of the applications as well as the interfaces that has been
offered by DBMS. Each kind of users requires various capabilities of the software. The users
of the data system could be effectively classified in respective groups, namely, relying on the
degrees of the expertise or even mode of the interactions that are made with DBMS
implemented in the organisation.
Some of the major advantages of the database in the organisations are:
Minimisation of data redundancy: Within the file processing system, the creation of
identical data is done in several locations as there are different programs with their own
respective files. It produces the data redundancy that wastes significant labour as well as
space. In database management system, integration of files is done within the sole database.
Complete data is efficiently deposited once at one place and therefore there is no issue of
duplicate data.

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SYSTEM ANALYSIS AND DESIGN
 Improved data sharing: In the DBMS file system, the sharing of data could be done
among the authorised users of that database. The database management possesses the
overall access to the database. The assigning of the users for accessing the database is
done by the system administrator. All the users have their respective right to the access of
database up to certain level. The other users have been provided the access to the database
and they could share the data among various users.
 Data constancy: The DBMS mainly handles the data redundancy that in turn controls the
significant data consistency. The data consistency mainly denotes that if any user intends
to make any updating in the data in any of the files in the database, then total files are not
required to be updated once more. As in the DBMS, the data has been stored in sole
database for allowing the consistency of the database as compared to the file processing
system.
 Data integrity: The data integrity mainly denotes that the unification of several files
within the sole file. In the DBMS, the data is mainly deposited in the various tables. Any
database comprises of various tables that have been associated among one another.
Several users mainly feed the entries in the tables and therefore it is significantly
important in maintaining the data items as well as the associated among the data items.
Significant data integrity is allowed in the DBMS, which makes is simplified to reduce
the data duplicity. It could be considered that the data integration mainly reduces the
redundancy and the data inconsistency.
Although the DBMS provides several benefits to the organisation, there are some
risks associated with the DBMS system that are required to be considered:
Complexity of the DBMS: The main provision of functionality that could be predicted
from any good DBMS makes this DBMS significantly complex piece of any software. The
designers of database, the developers as well as the database administrators are required to

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SYSTEM ANALYSIS AND DESIGN
accurately comprehend all the functionality for taking the complete advantage of the
functionalities. The failure in accurately comprehending the system could drastically lead to
the significantly bad decisions that could affect the organisation severely.
Performance: Commonly the file system are mainly designed for fulfilling any
particular demand of the organisation, and this development of the file system provides
significantly high performance to the company where the file system has been implemented.
Moreover, the DBMS is mainly designed for catering various kinds of applications of the
organisation that does not allow the DBMS to provide the optimum performance to the
organisation.
Cost of conversion: In several situations, the main implementation cost of the DBMS
as well as the additional hardware might be observed as insignificant with overall cost of the
conversion of the prevailing applications for executing on any new hardware as well as the
DBMS. This particular cost mainly includes all the required costs of efficiently training the
staff for using the innovative systems that have been implemented in the organisation and
probably the hiring of any specialist staff for helping with this particular conversion as well
as executing the system.
From the above analysis of the file system and the database system, it could be
concluded that the files of the university should be stored in the database system as it would
provide significant security and consistency. The file systems does not provide the reliability
required for storing the data in the system. With the implementation of database in the
university, the main aspects of data availability could be improved. The data storage could be
efficiently done in the database system and only the authorised users would be allowed the
access in the database storage. The admin employed by the university could make all the
required changes in the database and assign the users who could access the database.

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Task 6
Figure 6: Relational schema
Source: (Created by author)
Student (studentID (PK), student_date_of_birth, student_Name, student_phone,
student_email, student_address)
Campus (campusID (PK), campus_name, campus_type, campus_location, course_ID
(FK))
Subject (subjectID (PK), subject_name, subject_type, course_ID (FK), studentID
(FK))
Program director (directorID (PK), director_name, director_email, director_address,
course_ID (FK))

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SYSTEM ANALYSIS AND DESIGN
Admin (adminID (PK), admin_address, admin_phone, admin_name, admin_email,
paymentID (FK))
Student enrolment officer (officerID (PK), officer_name, officer_email,
officer_phone, course_ID (FK))
Course (courseID (PK), subjectID (FK), course_name, directorID (FK), studentID
(FK))
Classes (classID, class_name, subjectID (FK), studentID (FK), course_ID (FK),
campusID (FK))
Payment (paymentID (PK), payment_type, payment_date, payment_name, course_ID
(FK), enrolmentID (FK), studentID (FK))

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SYSTEM ANALYSIS AND DESIGN
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Hardware (pp. 95-117). Springer, Cham.

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SYSTEM ANALYSIS AND DESIGN
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