National University: University Enrolment System Design Report

This report presents the design of a university enrolment system, focusing on its capabilities, business benefits, and feasibility. It begins with an introduction highlighting the need for IT systems in educational institutions, specifically referencing the National University in Melbourne, Australia. The report details important system capabilities such as faster data processing, instantaneous access to user information, coordination with internal data, boundary spanning, automation of business processes, and flexible payment options. Use case and class diagrams are included to visualize the system's functionality. The perceived business benefits for both students and the administration are discussed, including reduced manual workload and improved data management. The resources required for the system's development, including people, hardware, and software, are outlined. A broad feasibility study addresses potential risks and their mitigation strategies. The proposed outcome emphasizes the positive impact on the university's admission process, reduced manual labor, and the implementation of a centralized, secure database. References to relevant research papers are provided to support the analysis.

Running head: DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
Design of a University Enrolment System
Name of the Student
Name of the University
Author note

1DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
Table of Contents
1. Project Introduction.....................................................................................................................2
2. Important System Capabilities.....................................................................................................2
3. Perceived Business Benefits........................................................................................................8
4. Resources Required.....................................................................................................................8
5. Broad Feasibility of the Project.................................................................................................10
6. Proposed Outcome from the Project..........................................................................................11
References......................................................................................................................................12

2DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
1. Project Introduction
With the emergence of computing system and mobile based strategies, it has been highly
needful for the implementation of such kind of Information Technology (IT) systems in every
sector (Conti & Giordano, 2014). The National University is considered to be the leading
educational institution in Melbourne, Australia. The university offers several courses such as
diploma, undergraduate and post-graduate courses based on the expertise in several streams.
These streams include Information Systems, Information Technology, Law, Arts, Accounting
and Humanities. The university is responsible for facilitating students with the purpose of
registering themselves at the administration department.
The report discusses about the design specifications and business benefits after the
implementation of the University Enrolment System. The report would also focus over the
important form of system capabilities and the perceived business benefits based on the
implementation of the new business systems (Lyytinen & Newman, 2015). Based on the
discussed project scenario, the stakeholders involved within the development phase would be
determined. The broad feasibility study from the project would be determined based on the
analysis over the development phase of the project.
2. Important System Capabilities
With the development of the Enrolment Systems, some of the important system
capabilities of the new system are defined as:
1. Faster Data Processing – The new enrolment systems within the university would
gain the credentials of the students during the time of registration. This data would be stored in a
highly accessible database and thus can be retrieved at a later phase with much ease. Whenever,

3DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
the student would choose for a particular stream, they would be redirected to the particular page
based on which they would choose the different selected options of subject (Velasco et al.,
2014). Each of the subjects selected in a particular course would have a unique ID. The data
collected from the students would be mapped and thus they would be assigned to particular
classes.
2. Instantaneous Access to User Information – With the implementation of the system,
the system would require the user to select from a wide range of subject options. It would also
require the term for which they would want to enrol their names (Henderson, Selwyn & Aston,
2017). After a particular student has performed the registration process, the internal mapping
algorithms would determine whether the student would be able to avail the subject and also list
the specified area.
3. Coordination with internal data – The coordination of data collected from the
students would be matched with the required criteria of the university (Rabovsky, 2014). Based
on the number of registrations for a particular course, the system would calculate the internal
data and thus process them as per the needs of the university.
4. Boundary Spanning – This form of technical system would help the university in
receiving intelligent gathering of data from the environment. The computerized information
would be able to provide authentic data about the student registration process (Spieth,
Schneckenberg & Ricart, 2014). Any kind of incorrect details about the data provided from the
student would be matched with the eligibility qualifications of the university.
5. Automation of Business and Educational Processes – The system would incur an AI
based programmable system that would help in automating the processes of work that were

4DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
previously done manually (Thakar, 2015). This would help in allocating each students to the
respected classrooms
6. Flexible Payment Option Availability – During the time of registration, the student
would be provided with a variety of options such as through the use of master cards, designated
account number or debit card (Dynarski, 2015). After a proper verification of the user
credentials, the payment to the university would be made.

5DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
(Figure 1: Use Case Diagram of the University Enrolment Systems)
(Source: Created by author)

6DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
(Figure 2: The Class Diagram of the University Enrolment Systems)
(Source: Created by author)

7DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
(Figure 3: The Stakeholder Map of the University Enrolment Systems)
(Source: Created by author)

8DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
3. Perceived Business Benefits
The university enrolment system would be mainly designed to be accessible by a wide
number of users. A large category of students would make use of the university enrolment
system in order to register themselves to the university. The system would also be designed in
order to facilitate students with the ease of performing registration functions within the
university. The eligible students would be able to choose their preferred courses and the subjects
based on a first-come first-serve basis.
The well-built enrolment system would also be useful for storing the information records
of the student. This would also be useful for reducing the manual load from the people within the
administrative department (Kilburn, Kilburn & Cates, 2014). The enrolment system would thus
help in fast processing of systems. This system would also be updated on a periodic basis, which
would help in continuously evolvement of the extended features.
With the help of the university enrolment system, the entire process of entering,
processing and verification of gathered data from the student based on the registration process
would be based on an automated process. The students would also be able to track the process of
verification of the student application. The feature of verification of payments would also be
added during the making of payments. In an overall manner, the enrolment system would be able
to benefit the students and administration as it would help in reducing the human errors and also
promote easy access for the users.
4. Resources Required
The resources that might be required during the development phase of the university
enrolment system are described as:

9DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
1. People Resources – These include the end users, which can be the clients or the users
of the system who would make use of the enrolment system. In this case, the potential users are
the students and administrative people within the university (Ally & Prieto-Blázquez, 2014). The
IS specialists who have designed the internal systems and the coding part of the assignment. The
system design specialists based on designing the requirements for the university would be
considered as resources.
2. Hardware Resources – Each of the physical materials and devices used for designing
the enrolment systems could be considered as important hardware resources. Some of the
examples of computer hardware resources include midrange computer systems, interconnected
peripheral devices and large form of mainframe computer systems.
3. Software Resources – The operating systems would be considered as an important
software resource within the development process (Luxin, 2015). The use of proper technical and
software resources such as the use of AI based software systems would be embedded within the
systems.

10DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
5. Broad Feasibility of the Project
After gaining an idea about the brief idea of the project, the feasibility study over the
concerned project should be made in order to understand the scenarios of risks. This study would
also describe each of the risks and define possible risk treatment methods. Some of the discussed
risks and the possible feasible approaches of mitigating them are:
Type of
Risks
Explanation of Risks Possible Risk Treatment
Technical
risks
Some of the risks based on technical
grounds is that the to-be used software
would not be procured. The software
packages might not be supportable with
the present working operating system.
The technical analyst should perform a
thorough analysis over each of the
technical details. The current or to-be
used operating system should be properly
assessed before the project start (Ruzic-
Dimitrijevic & Dakic, 2014). The analyst
should hold responsibility for assessing
the criteria based on meeting with the
objectives of the technical aspect.
Economic or
budgetary
risks
The resource determination is
considered as another important
criteria. The estimated costs for
hardware and software resources might
be out of scope (Schendel &
McCowan, 2016). Hence, the costs for
the development of the enrolment
system might exceed than the pre-
estimated costs.
The project sponsor and project manager
should properly assess each of the criteria
that would be responsible for the
completion of the project.
The project sponsors should be able to
understand the value made over the
investment. They should also consider
the short-term and long-term gains from
the project. The project should not
proceed further if it would not be found
to be economically feasible.
Operational
risks
Some discussed risks could be based on
the fact that there might be a lack in the
amount of system developers who
would develop the systems. This would
lead to complexity in meeting up to the
expectations of the
The system developers and other human
resources who would be required within
the project should be hired on an early
basis (Radnor et al., 2014). The
administrative department should also
procure the technical items on an early
basis such as it would not hamper the
progress of the project in the later phases.

11DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
6. Proposed Outcome from the Project
In the recent times, it has been seen that the university enrolment systems have been
majorly been helpful for facilitating the ease of business and administrative processes. The
university enrolment system has been mainly designed based on the use for a large number of
students. They would register their names to the database of the university. The enrolment
system would have to be designed in such a manner that it would run on multiple devices and
could support a large number of users.
With the help of the online enrolment system, it would put a profound effect over the
entire admission process of the National University. Different kind of research have been made
in the field of developing an intelligent system that would assist the university in enrolling a
large number of students within their domain. The enrolment system would also reduce the
amount of manual labour that was previously done by the administrative department in
registering the details of each student and thus enlisting them within the database of the
university.
The enrolment system would bring in major kind of developmental changes within the
architecture of the administrative department of the university. The use of a centralized and
robust database system would help in the storage of data of the students in a cloud base database
systems. The security of the data would also be maintained by the university enrolment system.
Hence, with the efforts of the system developers and the administrative department, there would
be several improvements within the internal processes of the system.

12DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
References
Ally, M., & Prieto-Blázquez, J. (2014). What is the future of mobile learning in
education?. International Journal of Educational Technology in Higher Education, 11(1),
142-151.
Conti, M., & Giordano, S. (2014). Mobile ad hoc networking: milestones, challenges, and new
research directions. IEEE Communications Magazine, 52(1), 85-96.
Dynarski, S. M. (2015). An economist's perspective on student loans in the United States.
Henderson, M., Selwyn, N., & Aston, R. (2017). What works and why? Student perceptions of
‘useful’digital technology in university teaching and learning. Studies in Higher
Education, 42(8), 1567-1579.
Kilburn, A., Kilburn, B., & Cates, T. (2014). Drivers of student retention: System availability,
privacy, value and loyalty in online higher education. Academy of Educational
Leadership Journal, 18(4).
Luxin, X. (2015). Research on the optimization of enrollment data resources based on cloud
computing platform. International Information and Engineering Technology
Association, 2(2), 9-12.
Lyytinen, K., & Newman, M. (2015). A tale of two coalitions–marginalising the users while
successfully implementing an enterprise resource planning system. Information Systems
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Rabovsky, T. M. (2014). Using data to manage for performance at public universities. Public
administration review, 74(2), 260-272.

13DESIGN OF AN UNIVERSITY ENROLMENT SYSTEM
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public services delivery: The contribution of service blueprinting. Public Management
Review, 16(3), 402-423.
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travelogue. arXiv preprint arXiv:1509.05176.
Velasco, E., Agheneza, T., Denecke, K., Kirchner, G., & Eckmanns, T. (2014). Social media and
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