System Analysis And Design Of Student Management System For Data Science School

Approach to Systems Development: Existing process system

The case study of Data science school is being analysed to address the need of the required management system to store and access the data of the students witness along the process from the time of admission up till the time of completion of enrolment (Patel 2013). The current process being followed is the paper process for storing information manually. A most appropriate student management system has been chosen. The related functional and non-functional requirements of the system are understood. The money expenditure is judged on basis of Cost benefit analysis. Besides this, a project schedule is also planned to understand its scope (Adekola, Idowu and Adebayo 2016). 

The current procedure being followed at the DSS is very tiresome and requires automation and remove paper work. As the organization has grown and is being expanded in other regions too the paper work has to be replaced by some other more efficient technology (Allen 2013.). The organization has good amount of student and staff members. All the process are manual including details of students applying, their fee payment, list of agents, referral details and many other such procedures (Cramer and Bennett 2015).  Several problems have been witnessed from the ongoing system which are:

• Loss integrity in documentation procedure
• No effective means of recording details of the agents
• Access restrictions to important information leading to bottlenecks at time particular staff is away
• The deadlines details cannot be maintained as the system is not well efficient for that

The organization plans to implement an automated Student Management System. This kind of system could be handled with help of Prototype methodology where all the details of the students along with the details of the agents via which the students are enrolling are updated. It will allow only the authorized person to view the information of the academically registered students. In addition, the information stored will be safe and can be accommodated for a longer period of time without the need of changing the accounting platform (example registers) which spoil too after some time (Díaz 2015). Some of the benefits that would be acquired are:

• Accurate student attendance
• Less administration required
• Easy enrolment procedure
• Tracking and lodging of online applications in process
• Agents track record and commission claim settlement

The system requirements comprises of the functional and the non-functional requirements which are: 

• Setting of Authorization level- System can have different sets of user like Admin, Staffs, Agents, Student. Different users can be allotted access to different portion of the system so that absence of any particular staff does not disturb the working of any other user.
• Authentication setup- The system will contain all the predefined defined setup to allow or not to allow a person the permission to get access into the system.
• Administration work process- The system will allow staffs and other members in accordance to their authorization power may access, update or edit the data present in the system. This will maintain the information integrity and avoid any kind of possible duplicity (El-Katary, Hamed & Mahmoud 2016).
• Logger Book- This section would manage student’s attendance and other records which help in tracking the students all throughout their course along with their assessment grade details.
• Agent logging portal- the students come through agents too. Thus the organization requires recording the agent’s activities and commission provided them for the enrolments.
• Paying through the system- The enrolment payments and other such expenditure can be paid through the system without any trouble of recording manually the payment details. This will also remove the need for the cashier.
• Notification- The system could provide timely reminder or deadline notification for the assessments, payments or enrolments.
• Student portal- A student portal may also be connected to the system from where the student can post queries, submit assignments or gather information related to their course once they receive their valid User ID.

• Security requirements- The data and information of the students requires to be secure.
• Performance requirements- the system in consideration will enhance the productivity and working efficiency of the administration.
• User-friendly- The system must be easy to use.
• Maintenance- The database backup should be there in cases of emergency.

The Cost Benefit analysis is a process which helps in analysing all possible strengths and weakness of the events in accepting any new procedures or systems. The analysis involves the checking of the possibilities of transactions functional business requirements and activities (MINE and AREA 2015). It defines those approaches which are maximally suitable for achieving the benefits. The cost associated with the operation for a term decided is measured. It is a quantitative approach. The business operation pros and cons are developed with help of this analytical tool. 

 Figure 1: Cost Benefit Analysis 

The management on basis of this can decide that the project under consideration is feasible or not and should be proceeded with or not. The Data Science School makes such an analysis by determining the Net Present Value (NPV) (Browning 2014). The Return on Investments is also calculated along with the Pay Back period wherefrom the project starts gaining profits. The calculation shows that the NPV is positive and the breakeven is realized in between of the second and third year which is measured as 2.74. This assures that the project span is three years. The analysis conducted suggested that the project is economically stable and feasible and most probably can be implemented.

Project Work Breakdown Structure

Desired Process System

The work structure or the break down highlights the structure and the essential activities that are required to carry on with the project. It actually presents an outline structure of the project being carried out. The first figure represents the work breakdown. The tasks have been clearly divide into phases which are Initialization of the plan, analysis of the requirements, designing of the system, running of the system and then finally closure of the project (Kerzner 2013). The second figure that is the Gnatt chart presents a clear idea of the time and other resources utilization justifying the work breakdown structure. These work structures are further divided into several more categories.

Figure 2: Project Work Breakdown Structure

FIGURE 3: Gnatt Chart 

The project’s defined goals and objectives are finely distributed in the work schedule. The requirements analysed has been broken up to be filled with in the time gap considered. The whole project phases have been divided in several steps so that every aspect of project is fulfilled and not any of the work process is missed or altered. The project schedule has been designed well to meet the demands of the project at the right time. Since, the working of the project has been well schedule and is estimated to be completed on time, the project can be assumed feasible with a reasonable project schedule.

The Stakeholders

The people who externally or internally are connected to the project in force with definite tasks are called the stakeholders (Summers, Joshi and Morkos 2014). The present project stakeholders can be listed as under: 

Internal stakeholders

• Owners
• Head Authorities
• Managers
• Employees
• IT Staffs
• Teachers

External stakeholders

• Students
• Agents
• Supplier

The present system witnessed several draw backs and the thought of automating the entire system was considered. It was witnessed through some major techniques namely:

• Observation
• Documentation
• Questionnaire

Observation- This process of Requirement analysis involves examining every ongoing procedures in the administration. The work procedures efficiency and qualities are measured by assigned analysts who record it at first hand. This technique provides a realistic view and data collection to the management in real time (Vieru and Rivard 2014). However it may be expensive and time consuming too. In addition, some of the problems might not occur at the time of observation.

Document Analysis- This procedure reviews the documents, existing records and data along with the related processes of documentation which provides the analyst a clear picture of the present documenting scenario. Being a readymade information source it is easier to gather and analyse (Mansor et. al.,  2016.). Yet there are some loopholes of such procedures like fake or duplicate documentation or Insufficient documentation.

Questionnaire- It is a process of posing identical question through emails or paper based question system. The question posed is generally the open or close questions. It is useful only when large amount of data is not required. The technique is efficient for large number of users needs to be questioned.

Reflections and Conclusions

The project once achieved will surely overcome the inefficiencies being faced right now by the organization. The organization required a system which will ease their present working process and reduce the present paper work. The Student management System installed into the Data Science School makes it easy for the management, enrolled Student and the agents involved in the long term procedures. Summing up, the project aim into the fulfilment of the present requirement of the Data Science School which is very much feasible to be implemented in schedule time in accordance with the Cost-Benefit analysis conducted. 

Conclusively, it can be said the identified problem has been resolved proficiently with help of Student Management System. The requirements were identified clearly with help of functional and non functional requirements. The assumptions and statements were made on the required budget and time from the Gnatt chart and the Cost-Benefit analysis conducted. Thos made it economically feasible for the organization. The project schedule designed makes the work distribution efficient and reduces the work load. All the process conducted makes it evident that the Student Management System is completely feasible and will provide great business operation efficient for the Data Science School.

References 

Adekola, O.D., Idowu, S.A. and Adebayo, A.O., 2016. Component Based Software Engineering in Student Management System Domain: A Development for Reuse Approach. International Journal of Software Engineering and Its Applications, 10(9), pp.149-162.

Allen, J., Gregory, A., Mikami, A., Lun, J., Hamre, B. and Pianta, R., 2013. Observations of effective teacher-student interactions in secondary school classrooms: Predicting student achievement with the classroom assessment scoring system-secondary. School Psychology Review, 42(1), p.76.

Browning, T.R., 2014. Managing complex project process models with a process architecture framework. International Journal of Project Management, 32(2), pp.229-241.

Cramer, E.D. and Bennett, K.D., 2015. Implementing Culturally Responsive Positive Behavior Interventions and Supports in Middle School Classrooms: Narrating the Experience of a Young Classroom Teacher Who Collaborates with an Experienced Special Education Teacher to Reduce Subtle Assumptions Filled with Cultural Bias, This Article Reveals Important Implications for Managing Student Behavior in More Productive and Culturally Sensitive Ways. Middle School Journal, 46(3), pp.18-24.

Díaz, F.J., Schiavoni, M.A., Osorio, M.A., Amadeo, A.P. and Charnelli, M.E., 2015. Integrating a learning management system with a student assignments digital repository: a case study. International Journal of Continuing Engineering Education and Life Long Learning, 25(2), pp.138-150.

El-Katary, H. M., Hamed, E. M. R., & Mahmoud, S. S. (2016). A Model for Classification Secondary School Student Enrollment Approval Based on E-Learning Management System and E-Games. INTERNATIONAL JOURNAL OF ADVANCED COMPUTER SCIENCE AND APPLICATIONS, 7(2), 68-73.

Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Mansor, Z., Razali, R., Yahaya, J., Yahya, S. and Arshad, N.H., 2016. Issues and Challenges of Cost Management in Agile Software Development Projects. Advanced Science Letters, 22(8), pp.1981-1984.

MINE, P.O. and AREA, C., 2015. Cost Benefit Analysis.Expósito, A.G., Gomez-Exposito, A., Conejo, A.J. and Canizares, C. eds., 2016. Electric energy systems: analysis and operation. CRC Press.

Patel, U.A., 2013. Student Management System Based on RFID Technology. International Journal of Emerging Trends & Technology in Computer Science (IJETTCS), 2(6), pp.173-178.

Summers, J.D., Joshi, S. and Morkos, B., 2014, August. Requirements evolution: Relating functional and non-functional requirement change on student project success. In ASME 2014 International design engineering technical conferences and computers and information in engineering conference (pp. V003T04A002-V003T04A002). American Society of Mechanical Engineers.

Vieru, D. and Rivard, S., 2014. Organizational identity challenges in a post-merger context: A case study of an information system implementation project. International Journal of Information Management, 34(3), pp.381-386.

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