System Analysis and Design

ASIA PACIFIC INSTITUTE OF INFORMATION

TECHNOLOGY

APIIT Diploma Part II

INCOURSE ASSIGNMENT

INSIGHT CENTRE FOR EDUCATION DEVELOPMENT

COUNSELLOR ALLOCATION SYSTEM

Prepared By

A.N.Ahamed Nishadh (CB004081)

S.D.Ilangakoon (CB004041)

A.C.Tiffaniya Fernando (CB004165)

Module Code & Title

AAPP007-3-2– System Analysis and Design

Cohort

DF10A1ICT

Date of Submission

10th January 2011

Instructor

Ms. Nadeera Ahangama

Submitted in partial fulfillment for the degree of

Bachelor of Science (Hons) in Computing

Word Count

[3001 words]

http://apiit.edu.my/

DF10A1ICT AAPP007-3-2 System Analysis and Design

i


ii

WORKLOAD MATRIX


iii

PROJECT GNATT CHART


iv

ACKNOWLEDGEMENTS

Firstly we would like to thank our lecturer Ms.Nadeera Ahangama for all the help

and guidance given to us while doing this assignment. Especially for bearing with us

during lectures and always willing to help us out at difficult times.

Also there are many individuals who have helped us in numerous ways directly and

indirectly so that we were able to complete this assignment.

We would also like to thank Mr.Fazmil Fyzer, Manager Programs at Insight Centre

for Education Development for all the help provided to us in this project.

APIIT Lanka for providing us with resources and the Tech Team at APIIT Lanka for

their assistance at required times.

And last but not least our friends, parents and the well-wishers without whose moral

support and encouragement, we would not have been able to do a good job.

Finally, if there are any shortcomings in this project, then we request to excuse us for

all those and accept this documentation.

Ahamed Nishadh

Deshan Ilangakoon

Tiffaniya Fernando


v

TABLE OF CONTENTS

WORKLOAD MATRIX .............................................................................................. ii

PROJECT GNATT CHART ....................................................................................... iii

ACKNOWLEDGEMENTS ........................................................................................ iv

TABLE OF CONTENTS .............................................................................................. v

TABLE OF FIGURES ................................................................................................ ix

1.0 – INTRODUCTION TO THE PROJECT ............................................................... 1

2.0 – INTRODUCTION TO THE COMPANY ........................................................... 2

3.0 – THE CURRENT SYSTEM .................................................................................. 3

2.1 – HOW THE CURRENT SYSTEM WORKS ................................................... 3

2.2 – PROBLEMS IN THE CURRENT SYSTEM .................................................. 3

4.0 – SYSTEM DEVELOPMENT LIFE CYCLE ........................................................ 5

5.0 – FACT FINDING .................................................................................................. 6

6.0 – FEASIBILITY STUDY ....................................................................................... 7

6.1 – TECHNICAL FEASIBILITY ......................................................................... 7

6.1.2 – PRACTICALITY ...................................................................................... 7

6.1.2 – TECHNOLOGY AVAILABILITY .......................................................... 8

6.1.3 – TECHNICAL EXPERTISE OF THE TEAM........................................... 8

6.2 – OPERATIONAL FEASIBILITY .................................................................... 8

6.3 – ECONOMIC FEASIBILITY ........................................................................... 9

6.4 – SCHEDULE FEASIBILITY ......................................................................... 13


vi

7.0 – SYSTEM ANALYSIS ....................................................................................... 15

7.1 – DATA FLOW DIAGRAMS ......................................................................... 15

7.1.1 – CONTEXT LEVEL ................................................................................ 15

7.1.2 – LEVEL 0 ................................................................................................. 16

7.1.3 – LEVEL 1 – PROCESS 1.0...................................................................... 17

7.1.4 – LEVEL 1 – PROCESS 2.0...................................................................... 18

7.2 – ASSUMPTIONS ........................................................................................... 19

7.3 – DATA DICTIONARY .................................................................................. 19

7.3.1 – EXTERNAL ENTITIES ......................................................................... 19

7.3.2 – DATA STORES...................................................................................... 20

7.3.3 – DATAFLOW .......................................................................................... 20

8.0 – SYSTEM DESIGN ............................................................................................ 23

8.1 – TABLE STRUCTURES ................................................................................ 23

8.1.1 – CLIENT TABLE .................................................................................... 23

8.1.2 – CLIENT_RESULTS TABLE ................................................................. 23

8.1.3 – COUNSELOR TABLE ........................................................................... 24

8.1.4 – COUNSELOR_DATES TABLE ............................................................ 24

8.1.5 – EXPERTISE TABLE.............................................................................. 24

8.1.6 – MEETING TABLE ................................................................................. 24

8.2 – RELATIONSHIP STRUCTURE .................................................................. 25

8.3 – PROCESS SPECIFICATION ....................................................................... 26


vii

8.3.1 – PROCESS 1.1 - CLIENT PROCESS ..................................................... 26

8.3.2 – PROCESS 1.2 – REQUIREMENT PROCESS ...................................... 26

8.3.3 – PROCESS 2.1 – CHECK COUNSELOR ............................................... 26

8.3.4 – PROCESS 2.2 – DATE CHECKING ..................................................... 27

8.3.5 – PROCESS 2.3 – MEETING ALLOCATION ........................................ 27

8.3.6 – PROCESS 3.0 – MEETING PROCESS ................................................. 28

9.0 – SYSTEM DEVELOPMENT.............................................................................. 29

9.1 – FORM DESIGNS .......................................................................................... 29

9.1.1 – SWITCHBOARD DESIGN.................................................................... 29

9.1.2 – Add New Application Form.................................................................... 30

9.1.3 – SEARCH COUNSELOR FORM ........................................................... 31

9.1.4 – AVAILABLE COUNSELOR FORM .................................................... 32

9.1.5 – ADD NEW MEETING FORM .............................................................. 33

9.1.6 – PRINT MEETING SHEET FORM ........................................................ 34

9.1.7 – SEARCH MEETING FORM ................................................................. 35

9.1.8 – ADD NEW COUNSELOR FORM ........................................................ 36

10.0 – SYSTEM TESTING ........................................................................................ 37

10.1 – TEST LOG .................................................................................................. 38

11.0 – IMPLEMENTATION ...................................................................................... 40

BIBLIOGRAPHY ....................................................................................................... 41

APPENDIX ................................................................................................................. 42


viii

1.0 – INDIVIDUAL REPORTS ............................................................................. 42

1.1 – AHAMED NISHADH (CB004081) .......................................................... 42

1.2 – DESHAN ILANGAKOON (CB004041) .................................................. 45

1.3 – TIFFANIYA FERNANDO (CB004165) ................................................... 48

2.0 – MEETING MINUTES .................................................................................. 50

2.1 – 1ST

MEETING ........................................................................................... 50

2.2 – 2ND

MEETING ........................................................................................... 52

2.3 – 3RD

MEETING ........................................................................................... 54

2.4 – 4TH

MEETING ........................................................................................... 56

2.5 – 5TH

MEETING ........................................................................................... 58

3.0 – INTERVIEW EXTRACT ............................................................................. 59

3.1 – 1ST

INTERVIEW ....................................................................................... 59

3.2 – 2ND

INTERVIEW ...................................................................................... 59

3.3 – 3RD

INTERVIEW ....................................................................................... 60

4.0 – SAMPLE APPLICATION FORM ................................................................ 61

5.0 – SAMPLE MEETING SHEET ....................................................................... 62


ix

TABLE OF FIGURES

Figure 1 - System Development Life Cycle ................................................................. 5

Figure 2 - PIECES Framework .................................................................................... 9

Figure 3 - Company Financial Details ....................................................................... 10

Figure 4 - Project Costs .............................................................................................. 11

Figure 5 - Payback Period Calculation ....................................................................... 11

Figure 6 - Net Present Value Calculation................................................................... 11

Figure 7 - ROI Calculation ......................................................................................... 12

Figure 8 - Schedule Feasibility Chart ......................................................................... 14

Figure 9 - External Entities Data Dictionary .............................................................. 19

Figure 10 - Data Stores Data Dictionary .................................................................... 20

Figure 11 - Dataflow Data Dictionary........................................................................ 22

Figure 12 - Client Table ............................................................................................. 23

Figure 13 - Client_Results Table ............................................................................... 24

Figure 14 - Counselor Table....................................................................................... 24

Figure 15 - Counselor_Dates Table ........................................................................... 24

Figure 16 - Expertise Table ........................................................................................ 24

Figure 17 - Meeting Table .......................................................................................... 25

Figure 18 - Relationship Structure ............................................................................. 25

Figure 19 - 1.1 Client Process .................................................................................... 26

Figure 20 - 1.2 Requirement Process ......................................................................... 26

Figure 21 - 2.1 Check Counselor ............................................................................... 27

Figure 22 - 2.2 Date Checking ................................................................................... 27

Figure 23 - 2.3 Meeting Allocation ............................................................................ 28

Figure 24 - 3.0 Meeting Process ................................................................................ 28


x

Figure 25 - Form Design | Switchboard ..................................................................... 29

Figure 26 - Form Design | Add New Application 1 ................................................... 30

Figure 27 - Form Design | Add New Application 2 ................................................... 30

Figure 28 - Form Design | Search Counselor 1 .......................................................... 31

Figure 29 - Form Design | View Counselors .............................................................. 32

Figure 30 - Form Design | Add New Meeting............................................................ 33

Figure 31 - Form Design | Print Meeting Sheet ......................................................... 34

Figure 32 - Form Design | Search Meeting 1 ............................................................. 35

Figure 33 - Form Design | Search Meeting 2 ............................................................. 35

Figure 34 - Form Design | Add New Counselor ........................................................ 36

Figure 35 - Test Log ................................................................................................... 39

Figure 36 - Application Form Sample........................................................................ 61

Figure 37 - Meeting Sheet Sample ............................................................................. 62


1

1.0 – INTRODUCTION TO THE PROJECT

In this project, we have introduced a computerized system for a Non-Governmental

Organization in automating the process of allocating and storing information

regarding one of their projects called the Counseling Program.

This system basically will ease the process of allocating counselors to those who

request for and also store that information digitally for future reference and storage

purpose.


2

2.0 – INTRODUCTION TO THE COMPANY

Insight Center for Education Development is a Non-Governmental Organization that

was started in the year 2009 with the intention of uplifting the education standards of

the country and also to provide other necessary services in the education field. In 2

years of its existence, Insight has grown from strength to strength undertaking many

projects in collaboration with other educational related organizations as well as sole

handedly.

The organization is primarily funded by donors. Insight now also has its own

education institute called the Insight Institute for Management and Technology

located in Colombo 3 and also has a technical training campus called the Mawanella

Instute of Technical Training located in Mawanella, Sri Lanka.

Insight currently also provides counseling services for members of the public. This is

done free of charge as a community service and counseling is given in various

different areas from education to general affairs. Counselors who have volunteered

to sign up with this project are used for in this process in addition to those counselors

who have been paid and employed by Insight for specialized counseling. (Fazmil,

2010)


3

3.0 – THE CURRENT SYSTEM

The system that we have been assigned by the client to design is a Counselor

Allocation System. This is a system where a client is allocated a counselor according

to his needs and requirements who will guide the client in that specific area. After

the meeting, the counselor will provide feedback on that meeting and depending on

the feedback necessary action will be taken by the manager.

2.1 – HOW THE CURRENT SYSTEM WORKS

In the current system, everything is done manually. No computerized system has yet

been made for this system.

One of the files that are maintained is the students file. This file contains all the

application forms that were filled and submitted by the students themselves. Through

this application form all necessary information needed by the administrator is taken.

Then the administrator analyzes the application manually and identifies the

requirements of the student. After which the administrator goes to the other file

which contains details of all counselors signed up with Insight and then matches the

requirements of the clients with their area of expertise of the counselor and then files

another sheet of paper in a third file which contains meeting information. Then the

meeting is set up and informed to both parties by the manager.

After the meeting has taken place, the counselor provides a feedback on the meeting

which is then appended to the meeting information file and then according to the

feedback received, the manager can take necessary action.

2.2 – PROBLEMS IN THE CURRENT SYSTEM

1. Security – as all the data is recorded in paper, there is a huge security threat.

First it should be noted that all the details provided by the students are private

and confidential. And hence these data has to be stored. But as the current

system is manual and paper based, no such security methods are available.


4

2. Data Duplication – the data entered may get duplicated due to simple human

error to identify existing data. This may lead to the same data being stored

more than once in the same location or in different locations.

3. Wastage of Resources – resources such as storage may be wasted when all

the paperwork is stored. Also more staff may be required to handle all the

paper work while fewer staff can handle the same job in a computerized

system. Also liquid resources such as money get wasted as investment has to

be made for the security of the data, the storage etc.

4. Human Errors – human errors may happen in a manual system during the

process where a client may enter details which may accidentally not get

processed etc. In an automated system this can be eliminated as the client

details are entered once and can be retrieved at will to check.

5. Time Wastage –Time wastage can occur. Where a job can be done within a

minute in an automated system, it may take around 10-15 minutes on a

manual system as all details have to be manually be entered or retrieved.

6. Tracking – in the current system, the staff find it difficult to keep track of the

proceedings and there is a lot of paperwork that is available and they usually

get lost or forget about certain students when they are working on another

student which they find it very frustrating.


5

4.0 – SYSTEM DEVELOPMENT LIFE CYCLE

We have chosen to use the System Development Life Cycle (SDLC) methodology

for the development of our system. This is one of the widely used methodologies for

system development.

We chose to go with the SDLC methodology because

It is a systematic method.

Easy to understand and follow.

All the members in our team knew this methodology very well.

Widely used by many who develop systems.

Figure 1 - System Development Life Cycle

(Ahangama, 2010)


6

5.0 – FACT FINDING

Fact finding is the process of finding facts about the system and how it works by the

system analyst before the system is designed or developed. There are various

methodologies that can be used for fact finding. They are

1. Interviewing. – This is where the system analyst interviews certain people in

the organization related to the system and ask questions about the system.

2. Questionnaires – this is where there is a large number of individuals are

needed to be interviewed. In this case, the system analyst can use a

questionnaire with a set number of questions and then get the individuals to

answer them. This can be in paper form or electronic form.

3. Observation – this is where the system analyst will visit the relevant

organization and other places where the system will be in use and observe the

surroundings and make notes which may be useful during the design and

development of the system.

4. Document analyzing – when the system analysts analyzes the existing

documents of the existing system.

(Ahangama, 2010)

In our system, we used the Interviewing methodology. We interviewed Mr.Fazmil

Fyzer of Insight Center for Education Development who is the Manager Programs.

An extract of the interview we had with Mr. Fazmil has been attached to the

appendix of this document.


7

6.0 – FEASIBILITY STUDY

The System that we will be developing for the client, Insight Centre for Education

Development, is system that will help them maintain their student counselors with

efficiency and accuracy.

Currently they use a manual method to keep record of the counselors and their

clients. The way the system manages the clients is by firstly getting the information

from the user and then this information is manually given to the management to

assign a counselor for the client. This system is a very slow and tedious process and

requires a lot of man power to handle and maintain all the information.

The proposed solution that we have come up with, after conducting the study is that

the we would develop a system would allow the people at Insight to easily enter

information and to store and used the information without the worry of losing data in

the process of transferring it from one location to another manually.

The system will be developed using Microsoft Office Access. This is to ensure that

while the system remains simple and easy to work on it will give the user the

greatest result.

6.1 – TECHNICAL FEASIBILITY

6.1.2 – PRACTICALITY

The practicality of this project was the first area that we looked into as a group when

we went to meet the client. We had to ensure that given the constraints like time we

had to ensure that we would be able to do the project successfully and without any

problems arising towards the latter stages of the project.

The main area that we checked when we were assessing the practicality of the

project was whether it was within the scope of a project that we could handle. We

had to ensure that the project was practical and possible give the constraint of time

that we had.


8

After taking all the information available to us we were able to conclude that the

project was practically possible to accomplish give the constraints.

6.1.2 – TECHNOLOGY AVAILABILITY

Another main area that was of concern to us was whether Insight had the

technological equipment to run a system of this nature in Microsoft Access. It was

however easily concluded that the company did in fact have the necessary

technological equipment like computers to run the new system that was going to be

installed. Also since the system was being developed on Microsoft Access which is

widely available on most computers the team will not have to go to extra trouble to

acquire special software to run the system.

6.1.3 – TECHNICAL EXPERTISE OF THE TEAM

The team comprises of three members who have prior to this worked with Microsoft

Access to develop a system. Therefore the team should not find it too complicated to

develop the system since they have prior experience.

6.2 – OPERATIONAL FEASIBILITY

The operational feasibility was carried out using the PIECES frame work. This

stands for Performance, Information, Economy, Control, Efficiency and Control.

Given bellow is the feasibility study using the PIECES frame work:

Operational Feasibility (PIECES framework)

Performance The current system employees a slow and tedious method

of having to manually enter data save data on hard copies

and maintain them and update them manually. The system

is compromised heavily when it comes to speed and

efficiency. The data also has a chance of being misplace

as it is very difficult to maintain back-ups and also to keep

the system in check since it is running manually with only

hard copies of the data. The new system will be able to

overcome this since it will be running from a machine and

thus enabling the data to travel much faster.

Information The information in the current system is in an extremely

vulnerable state. The information is kept in files that are

stored in filing cabinets. Thus the information has a very

large tendency to get misplaced or even damaged due to a

variety of possible reasons. The information is also not


9

well protected and therefore is liable to be changed by

people who do not have proper authority to access this

information. With proper security feature the new system

will be able to easily overcome this problem.

Economy The system operates currently by employing several

workers to maintain and also to update the system. This

method of operation can be very costly as the costs of

these employees have also to be covered. Also the cost of

time that will be wasted as this system runs at an

extremely slow pace have to be taken into account. The

proposed new system will greatly help to cut back on the

company’s costs as the system will help to reduce needed

cost like labor and also to save back on the cost of time

wasted.

Control

The current system does not allow too much control over

the information for the system users. This problem will be

caused again due to the lack of proper security for the

system. This can be solved with the security features that

we will enable in the new system.

Efficiency

The prevailing system is highly inefficient. The system

faces a major problem of time management and also

resources like time are also heavily wasted. This can be

easily overcome with the new system that we propose to

install to replace the existing. The system will also be able

to protect the data with a security feature that only allows

people with the proper authority to access the information

and to make changes to this information.

Service

The services that the current system provides are

extremely minimal and thus the information in the system

is also constricted. This would be a main area that we will

be looking into when developing the new system.

Figure 2 - PIECES Framework

6.3 – ECONOMIC FEASIBILITY

When it comes to the Economic Feasibility of the project, the main area that we

looked into was whether the client had the monetary ability to sustain the

development and the installation of a project of this nature. This area is vital since if

the company is unable to fund the project during the development stages the

company would face huge problem even though a high return on the project might

be shown on paper. Therefore this was one of the main areas that we looked into

before we took on this project.


10

The company since it is a charitable organization does not have a high annual profit

levels and their main source of income is derived from donations that the

organization receives. An estimate of the company income and expenditure is given

bellow as we were not granted access to their financial records:

Description Amount

Annual Expenditure Rs. 1,235,000/=

Income Rs. 1,450,000/=

Net Profit Rs. 215,000/=

Figure 3 - Company Financial Details

Given below are the estimated costs that will be incurred for the development and

the installation of the new system:

Cost

Specification

Cost Description Amount

Direct Cost –

Hardware

Central

Processing Unit

HP Pavilion p6100z

series (Genuine Windows

7 Home basic with

Service Pack 1 (32-bit)

AMD Sempron(TM)

LE1300 (2.3GHz, 512MB

L2, up to 1600MT/s bus)

2GB DDR2-800MHz

SDRAM (1 DIMM)

320GB 7200rpm SATA

3Gb/s Hard Drive

Rs. 40,200/=

Monitor HP 2009m 20” Diagonal

HD Ready Widescreen

LCD Monitor

Rs. 20,700/=

Keyboard Logitech Internet 350

Vista Qualified USB

Keyboard (Black)

Rs. 2.100/=

Mouse Logitech 3-button USB

Optical Wheel Mouse-

Black (SBF-96)

Rs. 1,100/=

Printer HP Officejet 6000 Printer Rs. 6,900/=

Labor Service Charges Rs. 15,000/=

Installation Cost of installing the new system and the cost

of transport for the hardware equipment.

Rs. 15,000/=

Survey Research and Investigation costs. Rs. 5,000/=

Indirect Cost – Other costs that cannot be directly allocated to Rs. 44,000/=


11

Miscellaneous the system development process.

TOTAL Rs. 150,000/=

Figure 4 - Project Costs

The projected estimates for this system during the course of its life are given bellow

(the benefits are the money that will be saved due to the installation of the system):

Year

Cost Benefits

Cost Cumulative

Cost Benefit

Cumulative

Benefits

Year 0 Rs. 150,000 Rs. 150,000 Rs. 10,000 Rs. 10,000

Year 1 Rs. 26,000 Rs. 176,000 Rs. 60,000 Rs. 70,000

Year 2 Rs. 28,000 Rs. 204,000 Rs. 80,000 Rs. 150,000

Year 3 Rs. 34,300 Rs. 238,300 Rs. 110,000 Rs. 260,000

Year 4 Rs. 45,000 Rs. 283,300 Rs. 130,000 Rs. 390,000

Figure 5 - Payback Period Calculation

According to the above information the payback period for the project can be

calculated. The payback period is in this situation is 2 years and 5.8 moths. This

method is not completely accurate as this method does take into account the

depreciating value of money over time. To overcome this problem we have used the

Net Present Value (NPV) to appropriate for the depreciation of the value of money

over time. Given bellow is the NPV of the project:

Year NPV

10%

Cost Benefits

Cost Cost Present

value Benefit

Benefits

Present

Value

Year 0 0 Rs. 150,000 Rs. 150,000.00 Rs. 10,000 Rs. 10,000

Year 1 0.909 Rs. 26,000 Rs. 23,634.00 Rs. 60,000 Rs. 54,540

Year 2 0.826 Rs. 28,000 Rs. 23,128.00 Rs. 80,000 Rs. 66,080

Year 3 0.751 Rs. 34,300 Rs. 25,759.30 Rs. 110,000 Rs. 82,610

Year 4 0.683 Rs. 45,000 Rs. 30,735.00 Rs. 130,000 Rs. 88,790

TOTAL Rs. 253,256.30 Rs. 302,020

NET PRESENT VALUE Rs. 302,020.00 – Rs. 253,256.30 =

Rs. 48,763.70

Figure 6 - Net Present Value Calculation


12

The above table shows the Net Present Values that the new project will generate for

the company. The table above shows the project generating a NVP of Rs. 48,763.70.

This NPV of Rs. 48,763.70 can be said to be a fairly good NPV for a project of its

nature.

Another tool that was used to assess the Economic Feasibility of the new system was

by checking the Return on Investment of the project. Given bellow is the ROI of the

system that we will be developing using the formula given bellow:

(

)

Year

Cost Benefits

Cost Cumulative

Cost Benefit

Cumulative

Benefits

Year 0 Rs. 150,000 Rs. 150,000 Rs. 10,000 Rs. 10,000

Year 1 Rs. 26,000 Rs. 176,000 Rs. 60,000 Rs. 70,000

Year 2 Rs. 28,000 Rs. 204,000 Rs. 80,000 Rs. 150,000

Year 3 Rs. 34,300 Rs. 238,300 Rs. 110,000 Rs. 260,000

Year 4 Rs. 45,000 Rs. 283,300 Rs. 130,000 Rs. 390,000

Figure 7 - ROI Calculation

(

)

This ROI of 37.66% can be said to be fairly good however require another ROI to

compare against.


13

6.4 – SCHEDULE FEASIBILITY

The Schedule feasibility for the student councilor system that we are building is

given below:

Task Time allocation Task assignment

Identifying the problems

and the requirements of the

current system

25th

October 2010

- 27th

November

2010

Interview with the

client

6th

November 2010

20th

November

2010

27th

November

2010

All Members

Feasibility Report 20th

November

2010 - 27th

November 2010

Deshan Ilangakoon

Determine the system

requirements

28th

November

2010 – 30th

November 2010

Acquire information

regarding what is

needed from the new

system

28th

November

2010 – 30th

November 2010

Ahamed Nishadh

Analyze the system needs

and make initial design

1st December 2010

– 4th

December

2010

Data Flow Diagrams 1st December 2010

– 2nd

December

2010

Ahamed Nishadh

Data Dictionaries 3rd

December 2010

– 4th

December

2010

Tiffaniya Fernando

Design the main system 5th

December 2010

– 15th

December

2010

Design the system in

Microsoft Access

5th

December 2010

– 15th

December

2010

Ahamed Nishadh

Develop and Document the

new system

15th

December

2010 – 26th

December 2010

System 15th December

2010 – 20th

Tiffaniya Fernando


14

Implementation December 2010

Develop the system 15th

December 2010

– 26th

December

2010

Ahamed Nishadh

Document the new

system

15th

December 2010

– 26th

December

2010

Deshan Ilangakoon

Tiffaniya Fernando

System Testing 27th

December

2010 – 2nd

January

2011

Test the new system

for bugs

27th

December 2010

– 2nd

January 2011

Deshan Ilangakoon

Installation and evaluation

of the new system

3rd

January 2011 –

7th

January 2011

Install system and

evaluate the

performance

3rd

January 2011 –

7th

January 2011

All Members

Figure 8 - Schedule Feasibility Chart


15

7.0 – SYSTEM ANALYSIS

7.1 – DATA FLOW DIAGRAMS

7.1.1 – CONTEXT LEVEL


16

7.1.2 – LEVEL 0


17

7.1.3 – LEVEL 1 – PROCESS 1.0


18

7.1.4 – LEVEL 1 – PROCESS 2.0


19

7.2 – ASSUMPTIONS

Only the administrator has access to the system. Client fills the form on paper

and submits it to the manager (sample of form can be seen in the appendix of

this document). The manager enters the details into the system. Then creates

the meeting and then prints the meeting sheet (sample of meeting sheet can

be seen in the appendix of this document) and sends it to the Counselor and

the Client. After the meeting, the counselor will fill out area given in the

meeting sheet and submit it to the manager again who will retrieve the

meeting and enter the feedback given by the counselor and then take any

necessary action.

If a client is to be set up with another meeting with a different counselor after

the recommendations of the first counselor, then a new meeting record is

created.

All paper based documents are discarded after they have been entered into

the system.

7.3 – DATA DICTIONARY

7.3.1 – EXTERNAL ENTITIES

Name of

External

Entity

Description Input Data

Flows

Output data

Flows

Client

Meeting information such

as date, time, venue and

counselor information are

sent to client

Meeting

Details

Application

information

Manager

Manager receives the

client’s requirements and

arranges the meeting with

the counselor and gives the

meeting details to the client

back.

Meeting

Details, List of

counselors

Client

requirements,

Counselor’s

name.

Counselor Counselor gets the meeting

details form the manager.

Meeting

Details, client

requirements,

meeting

feedback

Meeting

details,

Manager

Feedback

Figure 9 - External Entities Data Dictionary


20

7.3.2 – DATA STORES

Name of

Data

Structure

Description Input Data

Flows

Output

Data

Flows

Data Structure

Meeting

Details

After date checking

process the selected

counselor’s name is

sent to meeting

details store, and if

there are any existing

meeting is already

fixed on the same day

the notification of

existing meeting will

be sent to date

checking process

again

Counselor

name,

meeting

date, time,

and venue

Existing

meeting

details

Meeting

details=

Counselor

name+ meeting

date+ meeting

time+ meeting

place

Counselor

File

Stores all the

information such as

counselor name and

the available time and

date for the meeting.

Counselor

name, client

requirement

List of

counselors,

available

dates.

Counselor File=

Counselor

name+ available

time+ date+

educational

level.

Figure 10 - Data Stores Data Dictionary

7.3.3 – DATAFLOW

Name Description Origin Sink/Destinat

ion

Data Structure

Meeting

Details

1

After receiving the

application from the

client, date and time

for the meeting sent

to the client.

Date, time,

Venue and

counselor

for the

meeting.

Client

External

Entity

Meeting Details 1=

counselor name+

Date+ time+ place

of the meeting

Meeting

Details

2

Meeting details such

as meeting date,

time, place and the

counselor’s name

will be allocated.

Meeting

details are

allocated

and sent to

meeting

details.

Meeting

Details Data

Store

Meeting Details 2=

Date, Time, Place,

Counselor’s name.

Meeting

Details

3

Meeting details such

as meeting date,

time, place and

counselor’s name

will be allocated and

sent to counselor.

Meeting

details are

allocated

and sent to

the

counselor.

Counselor

External

Entity

Meeting Details 3=

Date+ Time+ Place+

client name+

Educational

qualification.

Client

Require

After the client

submits the

What type

of

Manager

External

Client Requirements

1= Educational


21

ments 1 application,

according to that the

client’s requirements

are collected.

educational

counseling

the client

needs.

Entity qualification+ type

of education for

counseling.

Client

Require

ments 2

After client submits

the application, the

client’s requirement

is gathered, and

according to the

counselor is selected

and requirements are

sent to counselor’s

file.

After

checking

the

counselor

the client’s

requiremen

ts are sent

to

counselor’s

file.

Counselor

File Data

Store.

Client Requirement=

Client’s educational

qualification+

interested education

type.

Counsel

or’s

Name 1

The counselor is

chosen by the

manager according

to the client’s

application

requirement.

Process of

choosing

the

counselor.

Manager

External

Entity

Counselor Name=

Counselor name+

????

Counsel

or’s

Name 2

After selecting the

counselor from the

list of the counselors

the information sent

to counselor file.

Finalize the

counselor

for the

meeting.

Data Store

counselor for

the meeting.

Counselor’s name =

Counselor Name

Counsel

or’s

Name 3

The selected

counselor name sent

to the meeting

details

Select the

counselor

and give

the details

for the

meeting.

Meeting

details Data

Store

Counselor’s Name=

Counselor Name

List of

counsel

ors

After the application

process according to

the application

information, the list

of counselors

available in specific

area sent to

manager.

Process of

choosing

the list of

counselors

Manager

External

Entity

List of counselors=

counselors name+

counselor

specialization+

available day+ time

Existing

meeting

details

Existing meeting

details are sent to the

meeting allocation,

to allocate date, time

and counselor for

other meetings.

Process of

sending

date, time,

and

counselor

name for

the new

meeting

allocation

Data Store

Meeting

Details

Existing Meeting

Details= Date+

time+ Venue+

counselor name

Meeting

date

Meetings are set

according to the

Process of

sending the

Process Date

Checking

Meeting Date= Date


22

availability of

counselor and sent to

the process of

allocating of

meeting.

available

dates for

the meeting

Availab

le Dates

The counselor

available dates are

sent to check the

dates for the

meeting.

Process of

sending the

available

dates of

counselor

form

counselor

file.

Data Store

Counselor

File

Available Dates=

Date

Figure 11 - Dataflow Data Dictionary


23

8.0 – SYSTEM DESIGN

8.1 – TABLE STRUCTURES

8.1.1 – CLIENT TABLE

Field Data Type

appID Text

First Name Text

LastName Text

Address Text

Telephone Text

Mobile Text

Email Text

Date of birth Date/Time

Sex Text

NIC Text

English Text

Sinhala Text

Tamil Text

Counselling Text

Skills Text

Other comments text

Figure 12 - Client Table

8.1.2 – CLIENT_RESULTS TABLE

Field Data Type

appID Text

OL1_sub Text

OL1_marks Text

OL2_sub Text

OL2_marks Text

OL3_subs Text

OL3_marks Text

OL4_sub Text

OL4_marks Text

OL5_sub Text

OL5_marks Text

OL6_sub Text

OL6_marks Text

OL7_sub Text

OL7_marks Text

OL8_sub Text

OL8_marks Text

OL9_sub Text

OL9_marks Text

OL10_sub Text


24

OL10_marks Text

AL1_sub Text

AL1_marks Text

AL2_sub Text

AL2_marks Text

AL3_sub Text

AL3_marks Text

AL4_subs Text

AL4_marks Text

AL5_sub Text

AL5_marks Text

Figure 13 - Client_Results Table

8.1.3 – COUNSELOR TABLE

Field Data Type

CID Text

FirstName Text

LastName Text

Expertise1 Text

Expertise2 Text

Language Text

District Text

Figure 14 - Counselor Table

8.1.4 – COUNSELOR_DATES TABLE

Field Data Type

CID Text

Monday Yes/No

Tuesday Yes/No

Wednesday Yes/No

Thursday Yes/No

Friday Yes/No

Saturday Yes/No

Sunday Yes/No

Figure 15 - Counselor_Dates Table

8.1.5 – EXPERTISE TABLE

Field Data Type

Expertise Text

Figure 16 - Expertise Table

8.1.6 – MEETING TABLE

Fields Data Type

meetingID Text

appID Text

CID Text

Meetdate Date/Time


25

Venue Text

Time Date/Time

Counsellor Comments Memo

Figure 17 - Meeting Table

8.2 – RELATIONSHIP STRUCTURE

Figure 18 - Relationship Structure


26

8.3 – PROCESS SPECIFICATION

8.3.1 – PROCESS 1.1 - CLIENT PROCESS

Name 1.1 Client Process

Description Get client information and update the Client File and

send the information to Requirement Process

Input Application Information

Output Application Information

Client Requirement

Process Specification Begin

READ Application Information from the Client

UPDATE Client File with Application information

READ Client requirement to Requirement Process

Process

End

Figure 19 - 1.1 Client Process

8.3.2 – PROCESS 1.2 – REQUIREMENT PROCESS

Name 1.2 Requirement Process

Description Take the client requirements and pass it on to the

Manager

Input Client Requirement

Output Client requirement


READ Client Requirement from the Client process

Process

DISPLAY Client Requirement to Manager

End

Figure 20 - 1.2 Requirement Process

8.3.3 – PROCESS 2.1 – CHECK COUNSELOR

Name 2.1 Check Counselor

Description Check the availability of the Counselor and to update the

Counselor File and to provide Manager with a list of the

Counselors

Input Client Requirement

List of Counselors

Output Client Requirement

List of Counselors


GET Client Requirement from Manager

READ Counselor details from Counselor file Data

Store


27

GET List of available Counselors from Counselor

file Data Store

DISPLAY List of Counselors to Manager

End

Figure 21 - 2.1 Check Counselor

8.3.4 – PROCESS 2.2 – DATE CHECKING

Name 2.2 Date Checking

Description Check if the Counsellor is available on the date specified

and if available create a meeting date.

Input Available Details

Existing Meeting Details

Counsellor Name

Output Counsellor Name

Counsellor Name

Meeting Date


GET Counsellor Name from Manager

READ Counsellor names from Counsellor File Data

Store

GET Available Dates from Counsellor File Data

Store

IF Date is available

READ Counsellor Name to Meeting Detail Data

Store

GET Existing Meeting Details from Meeting

Details Data Store

READ Meeting date to Meeting Allocation Process

ELSE

DISPLAY Date is not available

END IF

End

Figure 22 - 2.2 Date Checking

8.3.5 – PROCESS 2.3 – MEETING ALLOCATION

Name 2.3 Meeting Allocation

Description Takes the meeting details from the Date Checking

Process and allocate a meeting.

Input Meeting Details

Output Meeting Details

Meeting Details

Meeting Details

Meeting Details



28

READ Meeting Date from Date Checking Process

UPDATE Meeting Details Data Store with Meeting

Details

DISPLAY Meeting Details to Client

DISPLAY Meeting Details to Counsellor

End

Figure 23 - 2.3 Meeting Allocation

8.3.6 – PROCESS 3.0 – MEETING PROCESS

Name 3.0 Meeting Process

Description Take the meeting details and update the data stored and

to send information regarding the meeting to the external

parties need to get the information

Input Meeting Feedback

Manager Feedback

Output Meeting Feedback

Meeting Feedback

Manager Feedback


READ Meeting Feedback from Counsellor

UPDATE Meeting Details data store with Meeting

Feedback

DISPLAY meeting Feedback to Manager

READ manager Feedback from Manager

UPDATE Meeting Details Data Store with Manager

feedback

End

Figure 24 - 3.0 Meeting Process


29

9.0 – SYSTEM DEVELOPMENT

9.1 – FORM DESIGNS

9.1.1 – SWITCHBOARD DESIGN

This is the system main Screen, which allows the user to select either any of these

four options to continue into the system.

Figure 25 - Form Design | Switchboard


30

9.1.2 – Add New Application Form

Figure 26 - Form Design | Add New Application 1

When the user clicks on the New Application tab, the system takes the user to the

Add New Application Form as shown above.

Figure 27 - Form Design | Add New Application 2


31

After the user fills the application form, the user has to save the application by

clicking the option called Save Application.

9.1.3 – SEARCH COUNSELOR FORM

Figure 28 - Form Design | Search Counselor 1

When the user clicks on the Add Counselor button on the figure 25, the system takes

the user to the form shown above. And in this form the user can select the options

which is stored in the system, it help to get the counselor for the meeting.


32

9.1.4 – AVAILABLE COUNSELOR FORM

Figure 29 - Form Design | View Counselors

When the user selects the options on search counselor form and click on search tab,

the user will be taken to Available Counselor’s Form shown above. Also by clicking

the tabs given in the system as previous and next, the user can view all the

counselors available in the selected combination. Once the user finalize the

counselor user can click on the Select Counselor tab.


33

9.1.5 – ADD NEW MEETING FORM

Figure 30 - Form Design | Add New Meeting

After the user select the counselor Add New Meeting Form will open by the system.

And the system automatically gives the Application ID and the Counselor ID. But

the user have to enter the Meeting ID, it should be 3 letters and 4 digit numbers.


34

9.1.6 – PRINT MEETING SHEET FORM

Figure 31 - Form Design | Print Meeting Sheet

When the user goes back to the switch board design, and click on the Print Meeting

Sheet tab, system appears as shown above and the user have to enter the meeting ID

as entered before in the Add New Meeting form and select OK. Then the meeting

Report will be opened with the details of the meeting searched for which can then be

printed.


35

9.1.7 – SEARCH MEETING FORM

Figure 32 - Form Design | Search Meeting 1

To search the meeting, the user has to give the Meeting ID and click on search.

Figure 33 - Form Design | Search Meeting 2

When the user enter the meeting ID as shown in figure 32 the system gives the above

page, so that the user can edit his meeting details and there is an option available in

the system to Save the details, user can click on that tab and save it.


36

9.1.8 – ADD NEW COUNSELOR FORM

Figure 34 - Form Design | Add New Counselor

This form helps to add a new counselor to the system. When the system handler fills

the information and click on the save tab it’ll be saved in the system.


37

10.0 – SYSTEM TESTING

Testing is one of the most crucial areas of any System Development Life Cycle. In

this area the system will be checked for bugs or any and every error that is inevitably

present in any system. The testing phase will also help the system have a greater

success rate and fewer errors during the operation of the system.

A system test is initially carried by using sample data which is acceptable and also

data that will generate an error message to appear. This way the system is checked as

to how it will operate under conditions with normal data as well as incorrect data.

There are three main way in which to test the system. These methods are Black Box

testing, White Box testing and Daily Build and Smoke technique. Under the Black

Box testing method what happens is that the system is checked from the outside or

external party. This method does not require for a person with special computing

knowledge.

The next method is called White Box method. This method unlike the black box

method the system is checked from inside and in depth. This method will require

someone with a though knowledge of computing and also coding. This method

though harder is far more effective and more comprehensive.

Daily build and Smoke technique is another method that can be used to test the

system. This is where the system is tested daily on the work that has done so far.

This method is more time consuming but will allow for an early detection of an error

and also prevent complication from occurring later on in the development stages of

the system.

(Ahangama, 2010)


38

10.1 – TEST LOG

The testing that we have done have been logged as follows:

Test No. Test area Descripti

on

Data

type

Expecte

d

outcome

Actual

outcome

Comme

nt

TST0001

.v

newclient

form

Check if

the input

masks

and

validation

rules

work

Valid

informati

on

Accept

the input

System

did not

allow for

incorrect

data to be

entered

Successf

ul

TST0001

.iv

newclient

form

Check if

the input

masks

and

validation

rules

work

Invalid

Informati

on

Deny the

input

System

denied the

access for

informati

on to be

entered

Successf

ul

TST0002

.v

searchcouns

elor form

Run a

search for

a

counselor

Valid

Informati

on

Display

available

counselo

rs

System

showed a

list of

counselor

s who

were

available

according

to

specificati

on

Successf

ul

TST0002

.iv

searchcouns

elor form

Run a

search for

a

counselor

Invalid

Informati

on

Do not

display

any

counselo

rs

Will not

show any

counselor

s

Successf

ul

TST0003

.v

newmeeting Check

Validatio

n rules

and input

mask

Valid

informati

on

Allow

data to

be

entered

System

allowed

the user to

enter the

informati

on

Successf

ul

TST0003

.iv

newmeeting Check

Validatio

n rules

and input

mask

Invalid

informati

on

Do not

allow

data to

be

entered

System

did not

allow the

data to be

entered

Successf

ul

TST0004 searchmeetin Search Valid Display System Successf


39

.v g for

meeting

details

input meeting

details

opened

the form

with all

the

meeting

details

ul

TST0004

.iv

searchmeetin

g

Search

for

meeting

details

Invalid

input

Will not

display

any

informati

on

The

system

displayed

a blank

form

Successf

ul

TST0005

.v

newcounselo

r

Input and

validation

rule

check

Valid

input

Will

allow the

user to

enter the

data

The

system

allowed

the

informati

on to me

entered

Successf

ul

TST0005

.iv

newcounselo

r

Input and

validation

rule

check

Invalid

input

Deny

invalid

data from

being

entered

The

system

did not

accept the

invalid

data that

was

entered

Successf

ul

TST0006

.v

Creating

Reports

Report

print

check

Valid

input

Print

report

with all

the

meeting

details

The

system

produced

a report

with all

the

meeting

details

Successf

ul

TST0006

.iv

Creating

Reports

Report

print

check

Invalid

input

Do not

print

meeting

report

The

system

did not

print a

report

Successf

ul

Figure 35 - Test Log


40

11.0 – IMPLEMENTATION

There are four ways in which the implementation can be carried out. They are

Parallel Implementation, Pilot Implementation, Phased Implementation and Cutover

Implementation.

The method that we have selected is the Parallel Implementation method. The reason

that we have selected this method is because the current method that the client is

using is a manual system and therefore the transition will need to be slow. This is

because the users will not be used to operating on a computerized system, therefore

they will require training to get adjusted to the new system.

The way that we will carry out the change is by slowly getting the users of the

system to operate both the systems. This way the users will get used to the new

computerized system that we have developed. This method will also double as a

training session for the users of the system. The user will be trained in the

functionalities of the system such as the way to operate the forms and the queries.

Basic training on how to repair small problems will also be given to the user during

this period of parallel implementation.

The reason that we did not opt for a Pilot system is due to the company being so

small and because it would be impractical to implement in this method.

The choice not to take up a Phased Implementation method is because the system

was too small to separate into segments and implement in separate segments.

The cutover method was abandoned because the risks involved were quite

significant. This is because if a single error occurs the entire system will be down.

Therefore this choice was immediately discarded.

(Ahangama, 2010)


41

BIBLIOGRAPHY

Fazmil, F. (2010), About Insight Center for Education Development. [Interview] 6th

November 2010.

Ahangama, N., 2010. Overview of SDLC - Part 1. Presentation. Asia Pacific Institute

of Information Technology.

Ahangama, N., 2010. System Analysis - Part 1. Presentation. Asia Pacific Institute of

Information Technology.


42

APPENDIX

1.0 – INDIVIDUAL REPORTS

1.1 – AHAMED NISHADH (CB004081)

What I did in the project:

Project Introduction

Company Introduction

Current System

System Development Life Cycle

Fact Finding

Interviewing Mr. Fazmil Fyzer

Data Flow Diagrams

Compiling the documentation

The System

o Tables

o Forms

o Macros for buttons

o VB Codes for buttons.

Project Introduction, Company Introduction and Current System

I took over doing these areas because I had a previous experience in this organization

as well as the existing system that was in use hence I was able to write on these

topics easily with my experience and knowledge as well as from the information that

I gathered in extra.

Fact Finding and Interviewing

Once again I took over these sections because I had previous experience in this

system and also the Interviewee was known to me personally and the other group

members insisted that I do the interview while they take down notes.


43

Data Flow Diagrams

This was rather an interesting section for me. I never had prior experience in making

DFD’s and making this was quite a work. With the guidance of the lecturer, I was

able to complete the DFD’s in time and also I used Microsoft Visio to make them

which made my life easier.

The system

Making the system was quite a hectic task to do. With the help of others I was able to

do it. I did most of the areas since I had prior experience in making systems in

Access and also I was able to do the coding in Visual Basic.

Compiling the document

The hardest of all was this area. Since I had to collect the information from all

members, add it to the system and then also to edit it, style it according to

requirements, add the other necessary requirements such as captions, citations and

making the alignments all were hectic. But with the experience I gained from

compiling the documentations of other projects, I was able to handle this section

without much hassle.

Critical Evaluation

By doing this project, I almost was exhausted. Even my prior experiences in making

systems and documenting didn’t help me out in this instance as those instances were

done for case study situations. This being a real life situation, the system had to be

carefully done with very few errors.

It was easy working with my group members in this task as all 3 of us have had prior

experience in making systems using Microsoft Access and also documenting it. All 3

of us had done ICT for our Advanced Levels and it was in there we gained our prior

experiences.


44

While doing this I did not have much of a negative experience except for the stress

of finishing it on time which I was able to successfully overcome due to the

timeliness of my other group members who submitted their work in due time by

keeping to the deadlines.

It should be noted that it was fun working with my group members in this project

and also helping each other in the areas that we were not good at increased each

other’s knowledge.

Finally I would like to thank all my group members for their support and corporation

given during this project.


45

1.2 – DESHAN ILANGAKOON (CB004041)

Areas covered by me:

Feasibility Study

o Technical Feasibility

o Operational Feasibility

o Economic Feasibility

o Schedule Feasibility

Implementation

Process Specification

Data Structure

Data Testing

Gantt chart

Meeting Minutes

Database Queries

Feasibility Study

I was given the task creating the Feasibility Study as I had a fair knowledge in the

commerce field. The topics under the Feasibility study that I covered are:

Technical Feasibility: Under this topic I had to cover the areas of whether

the project was practically feasible and whether we could carry it out

properly.

Operational Feasibility: In this section I evaluated the operational feasibility

of the project by using the PIECES framework method. This helped me form

a guide line for my feasibility study.

Economic Feasibility: there were three tools that I used in the evaluation of

the Economic Feasibility of the project. The tools that I employed are the

Payback calculation the Return on Capital and the Net Present Value

calculations. These tools were used to calculate the economic feasibility of

the project.


46

Schedule Feasibility: In this section what was done was to create a table

with the work break down, the persons to whom the work had been assigned

to and the time frame for the completion of the assigned work.

Implementation

This section was regarding as to how the system would be integrated into the

company and the method used. The method we used to implement the system was

the parallel implementation method.

Process Specification

For this area what I did was the writing about the processes that were there in the

system that we were developing. I used the format that had been provided during a

lecture by Ms Nadeera Ahangama.

Data Structure

Here what I have done is to specify what the format of the data is in the system. This

was done in tabular format where the field name and the data type of each field in the

system was written down.

Data Testing

In this segment the data was tested by entering values that were both correct, which

the system would accept, and data that was incorrect, to access if the system would

reject the incorrect data. The details of the results were logged for future reference if

needed.

Gantt Chart

The Gant chart a useful tool in project management to keep the project going so that

it would be able to meet deadlines was another essential part. This was done using

the Microsoft Project 2010 tool.


47

Meeting Minutes

I volunteered to take on the task of maintaining the meeting minutes for the system

that we had created. The minutes were written a day or two after the meeting and

were passed off to be correct at the next meeting.

Critical Evaluation

I have gained a vast amount of experience form carrying out this project. I had prior

to this done a project of similar nature however it was based on a case study and not

on a real life situation as this project was based on. This project gave me a great

amount of exposure to a real life situation and I greatly appreciated the opportunity.

Working with the rest of my group was also a new experience as this was the first

time in a group with all three members together and it was another novel experience.

A draw back that I felt during the assignment was the fact that the company that we

did the assignment for was not forthcoming with their financial reports as they were

a privately run N.G.O. and this made it harder for me when it came to the creating of

the Economic Feasibility, as I had to talk with the contact that we had inside the

company to gather a rough estimate of the company’s financial standings.

However other than for the above mentioned problem, I did not during the course of

the project have any problems with neither system nor the documentation. Neither

did i have any problem with the group or the work that I was assigned to work with.


48

1.3 – TIFFANIYA FERNANDO (CB004165)

Parts done in this project

Data Dictionary

External Entities

Data Stores

Data Flows

System Form designs

Analyzing system needs

Data Flow Diagrams

System Reports

Data Dictionaries

After making the DFDs the data dictionary was made as well. I created the table to

write the data dictionaries, so that it will be user friendly to read it. After writing the

data dictionaries, it is shown to our lecturer and few errors were corrected.

System Form Designs

Forms Designs were done by me, I have explained the whole system and the way it

works with clear screenshots of the system. It was done after the system was

completely finished by our group. This document gives the clear idea and

explanation about the system.

Analyzing system needs

All three types of DFDs were made; all the problems in our DFD’s were later

corrected by our lecturers.


49

Data Flow Diagrams

This was an interesting work for me. I already had experience in making DFD’s in

my AS level ICT projects. With the help from our lecturer and together with my

group member Ahamed, We were able to complete the DFD’s in time and also we

used Microsoft Visio to draw it easier.

Critical Evaluation

As a member in a my team it also helped me in managing the work of the entire team

and provided valuable experience on delegating work between members by

identifying their strengths. This also helped me find out what exactly user’s

requirements mean and what it takes to achieve these requirements.

Our project aim mainly was to design a basic system for Insight in order to make the

institute to register their clients to Insight.

Computerizing the functions carried out would make things simpler to be performed

whereas the firm is planning to make use of the MS Access database package.

I have been a part of in making this system work out by creation of database, fact

finding and conducting interviews, collecting source documents and creating the

logical design of the system using data flow diagram along with the data dictionary.

However it was a great experience for me although I have done ICT projects for ma

Advanced Level, because to work as a group. I enjoyed doing the project and as well

I learned so many things in System Analyzing and Designing.


50

2.0 – MEETING MINUTES

2.1 – 1ST

MEETING

Date: Thursday 28th

October 2010

Time of Commencement: 03.30 pm

Time of Conclusion: 04.00 pm

Venue: APIIT, Union Place, 6th

Floor Cafeteria

Members Present: Ahamed Nishadh

Deshan Ilangakoon

Tiffaniya Fernando

Agenda:

Discuss details of the client company

Arrange interview with the client

Making of a Feasibility Study

Maintaining and recording of meeting minutes

Concerns arising from the matters discussed

Minutes

The first topic on the agenda for the initial meeting for the System Analysis and

Design brought up by Ahamed Nishadh who stated for the minutes that he had been

able to locate a company that would allow us to develop a system for them. The

company is and N.G.O. called “Insight Center for Education Development”. He also

stated that the system that we would be developing for them would be a Councilor

system since the existing system was inadequate and cumbersome.

The next topic that was discussed was the interviews that would be held on with the

client to acquire the information regarding what would be needed to be done by us in

the development stages of the project. For this Ahamed said that he would go and set

a date for the initial meeting with the client.


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The next matter that arose was the making of a Feasibility study. It was decided that

Deshan should create the Feasibility Study for this assignment and present it at the

next meeting so that the official go ahead for the project could be given.

After this the next matter that was brought up was the recording and maintaining of

the minutes of the meeting that is being held and those to come. Deshan volunteered

to take on this task and said he would maintain all the records.

A main concern raised by Deshan at this occasion was regarding the complexity and

the level of work that would be needed to be done to develop the project, since if the

project was too complex it would be impractical to take on the project and a new

project would have to be selected.

After this the meeting was adjourned until the interviews with the client were

concluded.

……………………….

Lecturer


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2.2 – 2ND

MEETING

Date: Sunday 28th

November 2010

Time of Commencement: 10.30 am


Venue: Ahamed Nishadh’s residence, Wellawata


Deshan Ilangakoon

Tiffaniya Fernando

Agenda:

Reading of previous meeting minutes

Review of Feasibility Study

Allocation of works

System Design Planning

Minutes

The meeting started with the reading of the minutes of the previous meeting by

Deshan. After which Ahamed proposed the minutes to be in order and Tiffanya

seconded this.

The next point that was brought up was the Feasibility study that Deshan had taken

on to do. Deshan read out the Feasibility study that he had completed and it was

concluded by all present that the Councilor system should be accepted.

The next main topic to be discussed was the how and what the system would look

like. This being the data inputs the processors and the outputs of the new system. For

this section Ahamed agreed to take on the Data Flow Diagrams and the Data

Dictionaries would be handled by Tiffanya. Afterwards the way in which the system

would operate was discussed. A rough sketch of the Data flow was drawn to act as a

guide line when the final Data Flow diagrams would be drawn.


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After this the meeting was adjourned until the 7th

of December 2010 where the actual

designing of the project would start.

……………………….

Lecturer


54

2.3 – 3RD

MEETING

Date: Tuesday 7th

December 2010

Time of Commencement: 03.30 pm


Venue: APIIT, Union Place, 6th

Floor Cafeteria


Deshan Ilangakoon

Tiffaniya Fernando

Agenda:

Reading minutes of the previous meeting

Work Review

System Development

System Development and Documentation

Minutes

The meeting started with the reading of the minutes of the previous meeting by

Deshan. After which it was proposed to be in order by Ahamed and seconded by

Tiffaniya.

The first matter that was brought up was a review of the work that had been allocated

to be done at the previous meeting. The area that was mainly looked into was the

section that Tiffaniya was assigned to work on which was the Data Dictionary area.

Tiffaniya said that she had finished the Data Dictionaries. Ahamed after this said that

the Data Flow Diagrams had also been completed and that he had shown them to

Miss Nadeera and that apart from a few corrections she had agreed that they were

fine and was overall proper.

The next topic that was taken up for discussion was the design that would be done

for the system. Topics such as the format and the form layout were discussed.


55

After the design for the system was discussed the documentation and development

part was brought up. It was agreed that this segment will be divided among the three

members equally.


of December 2010 by which time

the system should be completed and ready for testing.

……………………….

Lecturer


56

2.4 – 4TH

MEETING

Date: Monday 27th

December 2010





Deshan Ilangakoon

Tiffaniya Fernando

Agenda:

Reading of the previous meeting minutes

Evaluation of the previous meeting minutes

System test designed

Minutes

The meeting was started with the reading of the minutes of the previous meeting

minutes. These minutes were proposed to be in order by Ahamed and this was

seconded by Tiffaniya.

After this the system that had been developed over the past few weeks was evaluated

by all the members and it was said to be in a satisfactory condition and since there

were no changes to make to the system it was decided to move on to the next section.

The next matter that was taken up was the format and the way in which the testing of

the system would be carried out. The test format was designed. The way in which the

system would be checked is by entering both correct information into the system and

by entering incorrect data into the system and checking out how the system will react

to this input of information.

After this the initial testing commenced where the screenshots of the errors that

appear when you enter wrong data into the system.


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of January 2011 where the group

would meet up to compile all the documentation that had been done so far.

……………………….

Lecturer


58

2.5 – 5TH

MEETING

Date: Monday 27th

December 2010





Deshan Ilangakoon

Tiffaniya Fernando

Agenda:

Reading of the Minutes of the previous meeting

Work Compilation

Minutes

The minutes of the previous meeting were read and were said to be in order by

Ahamed and was seconded by Tiffaniya.

After this the main reason for the meeting was arrived upon. This is the compile all

the document that has been created so far. All the members gave Ahamed the

documents that were in their possession and then Ahamed compiled it into a single

document.

Finally Ahamed congratulated all the members for a great job and the final meeting

was adjourned.

……………………….

Lecturer


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3.0 – INTERVIEW EXTRACT

There were 3 interviews conducted in our project and all interviews were done with

Mr.Fazmil Fyzer of Insight Centre for Education Development

Extracts of the 3 interviews are below.

3.1 – 1ST

INTERVIEW

Date: 6th

November 2010

Venue: Insight City Campus, Colombo 3

Questions Asked:

1. What is Insight?

2. A brief history of Insight.

3. What is the system that needs to be made?

4. What is the current system?

5. What are the problems faced in the current system?

6. What kind of a solution is expected by your organization?

3.2 – 2ND

INTERVIEW

Date: 20th

November 2010

Venue: Insight City Campus, Colombo 3.

Questions Asked:

1. Insights into the current system.

2. Give us some samples of the materials that are used in the current system.

3. The expected design and layout of the new system.

4. The technology already available at the organization.

5. The budget of Insight intended for this sytem.


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3.3 – 3RD

INTERVIEW

Date: 27th

November 2010

Venue: Insight Head Office, Maradana, Colombo 10.

Questions Asked:

1. Other people who will be using the system.

2. Security measures required in the system.

3. How does the implementation have to be?

4. Are the prototyped designs satisfactory?


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4.0 – SAMPLE APPLICATION FORM

This is the sample of the application form that is given to the clients. This was given

to us by the organization.

Figure 36 - Application Form Sample


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5.0 – SAMPLE MEETING SHEET

This is the sample of the meeting sheet that is generated by the system to be sent to

the counselor by the manager.

Figure 37 - Meeting Sheet Sample

System Analysis and Design

Documents