English Language Institute student tracking and proficiency system

Functional and Technical Document

File Name:

Requirements Document.docx

Original Document Created

Original Document Created

Original Document Created

Document Reviewers/Approvers

Position

Reviewer

Reviewer and Approver

Sign-off Date

Smith Joe

Department Dean

Smith Joe

Underhill James

Underhill James

Jane Mary

Accounting Officer

Jane Mary

Assumptions, Restrictions & Limitations

Data Flow

Customer Workflows

As-Is Diagram and Actors

To-Be Diagram and Actors

Business and Functional Requirements

Business/functional requirements

Non-functional requirements

Quality of Service Requirements

Reliability

System Availability

Interfaces

User Interfaces

Software Interfaces

Data Migration Interfaces

Purchased Components

Licensing Requirements

Legal, Copyright and Other Notices

Documentation Requirements

User Acceptance Test Strategy

Use Cases

Use Case

Use Case

Metrics

Security 17

20 Reports 17

20.1 General 17

20.2 Supplies Report 17

20.3 Supplies Budget Request Report 18

21 Appendices 20

21.1 Appendix A: RACI Matrix 20

21.2 Appendix B: Problem Statement 21

21.3 Appendix C: Context Diagram 22

21.4 Appendix D: Stakeholder Profile 23

Table of Figures

Figure 31: As-Is diagram 6

Figure 41: As-Is diagram 7

Figure 201: Report -- Sample 20

Table of Tables

Table 71: Report 1 -- Fields Order 13

Functional and Technical Document

Executive Summary

This project aims to solve the problems that students face with regards to listening, writing and speaking of English. Typically, students' speaking and listening skills are very weak, which make professors to face challenges in communicating effectively with students. Moreover, English deficiency of some students makes native speakers to spend more time with non-native speakers when there is a group project. More importantly, many students face hard time in improving their English for professional, academic and personal purposes. The overall effects include projects' misunderstanding, personal- assignment time delay, and low academic performances that lead to low GPA for students. The project attempts to solve the problems by providing more opportunities for students to interact with native speakers in the university and local community using the webpage format. The strategy will improve their academic experience within the university campus. The other solution to the problems is that the English Language Institute is to validate the English proficiency of non-native English speakers who have currently enrolled in the university programs. This project is to use the English Language Institute to track students' information, their grades, and their register classes. The audience of the project includes Students, Professor, and Departmental Dean. The project also tracks the information of the Professors, their assigned classes, and students' grade. More importantly, the project will track the approved budget of the English Language Institute, the budget report and report on Departmental Dean. Finally, the project will be used to track the activities of accounting department that include professor's salary, tuition fees, taught classes, and registered class hours. The project's non-functional requirements are designed to enhance easy and friendly use for all web-page users.

Assumptions, Restrictions & Limitations

All users are to have access to the system.

Accounting department will supply the check

Users are required to have internet access

All students are assumed to register for classes

Department Dean is to approve the budget and budget report

Professor is assumed to grade students' performances.

The project manager is to inspect and ascertain that the materials to complete the project are in a good condition.

The project manager will complete the purchasing of project's materials, and specifications will be ascertained by IT team.

The constraint of the project is that the allotted budget may increase due to unforeseen increase in the prices of materials.

Moreover, the specifications of software, hardware, servers and other peripherals to complete the project may change.

The limitations that the project may face are that there may be shortage of materials to complete the functionality of the systems.

Internet connectivity may be down leading to a delay in completing the project.

Intruder may view unsecured information of the web page systems through sniffing.

Lack of backup may result to a loss of data or rework.

Data Flow

The illustration below reveals the project's data flow that provides how information is stored, processed, and input.

Figure 31: "As-Is diagram"

Customer Workflows

"As-Is Diagram and Actors"

The figure below reveals the 'big picture' of the business use cases (business processes) that will be replaced or modified with the English Language Institute Tracking project. The actors involved in each processes of the projects are also shown.

Figure 41: "As-Is diagram"

"To-Be Diagram and Actors"

The figure below reveals all actors and use cases involved in the English Language Institute web project.

Figure 4.2: "To-be diagram"

"Business and Functional Requirements"

Requirements

A1. "Business and Stakeholder requirements"

A.1.1. English Language Institute shall provide a system to enhance efficient and effective tracking of student information, class grade, and professor information.

A.1.2.English Language Institute shall provide timely tracking system to update student information, professor information, track budget report and budget approval.

A.1.3. The system shall be used to track and update tuition fees, taught hours and registered class hours.

B2. "Solution requirements (functional & nonfunctional)"

B 2.1. Users shall use their account password and account ID to login into the system.

B 2.2. Users shall use different mobile devices that include tablet and smart phone with web browser to get access into the system.

B 2.3. Different tab control and user interface shall assist different stakeholders to get access to the system.

C3. Technical requirements

C3.1. English Language Institute shall use the paper free and web-based for tracking system.

C3.2. All the transactions and report shall be stored and display via the network system.

C3.3.Database system shall be used to store students, professor and account information.

D4. Transitional requirements

D4.1. The storage, server, and network shall be updated to match increase in the data and networking

D4.2. The English Language Institute shall modify the policies, procedures and workflow with increase in the network load of the tracking system.

D4.3. The English Language Institute shall implement training delivery, skill enhancements, one-on-one support and super user programs for effective use of the tracking system.

Reliability

The English Language Institute information system shall provide technical support to handle technical and common error. The database in the webpage may display error and user can use dictionary to fix the error.

• Mean Time Between Failures -- less than 5-6 hours.

• Accuracy -- System is to integrate keyword that can be used to search for users and look up for the required system's output.

• Defect Rate or Maximum Bugs -- 4000 error: Level, which the user may not be able to connect with the system.

• Defect or Bugs Rate -- 3766 error: No result to output.

0. Performance

Average response time par transaction: less than 0.19 seconds.

Maximum response time par transaction: less than 0.6 seconds.

Throughput: 9 transactions per second.

Capacity: the number of customer or transactions the system is able to accommodate is 2000.

System Availability

The software interface and reports created for this project will be in operation and online during normal business hours.

The maximum allowable and acceptable downtime will be 9.99 hours at the beginning period of each semester.

During the studying time and semester periods, the maximum allowable downtime for the system will be 8 hours.

System maintenance is to be scheduled every month and implemented from Saturday 9 a.m. through Friday at 5 p.m. Maintenance at any other time may be performed with minimum three business days with advanced notice to the affected stakeholders.

Interfaces

The interface is web-based, which assists user getting access to the report from the system. Throughout the internet protocol, the interface will be linked to the database.

User Interfaces

Student, professor and other users shall be able to access the web browser from different locations and platform without installing software locally.

The English Language Institute shall include operation interface and login user interface.

Login user interface shall consist of User ID and Password that allow users to log in and input and log data.

Operation interface shall consist of four parts: The first part is for the student. The second interface will be used by Professor. The third interface will be used by Department Dean and the last interface will be used by the Accounting Officer. Users shall be able to create, display, update and delete information based on the extent they are granted to the system.

10.Software Interfaces

1. The system shall be integrated with various software tools for viewing the content, which include:

MS Office

Dreamweaver

Internet Explorer

OpenOffice

Google Chrome

Adobe Acrobat Reader

Mozilla FireFox

Other Default System Editors

2. The system shall use the Search Agents and Subscription that include XML- based web-services (WSDL, SOAP, WSDL) and RSS feeds

3. The system shall also use Peer-to-Peer services, which include JXTA.

4. The system shall use HTTPs and HTTP protocols needed for transfer and publish document.

5. The system shall use the distributed computing standards that include RMI and CORBA.

6. The system shall also use various networking protocols that include UDP and TCP/IP.

7. The system shall use the database system and SQL for backup, user information, and live storage.

Data Migration Interfaces

The data of non-active users will be migrated to the Cloud technology to be retrieved when needed.

Data of students who have graduated from the Institute will be migrated to the Cloud.

The Data of previous employees shall be migrated to the Cloud.

Financial Data of the last ten years shall be migrated to the Cloud.

Purchased Components

The laptop and tablet shall be purchased to assist professor to store student's data.

Accounting software shall be purchased to assist Accounting Department to calculate tuition fee and other financial information.

The laptop shall be purchased for Department Dean in order to prepare budget report of the English Language Institute.

The Microsoft Office shall be purchased and be installed in the entire desktop and laptop computer.

Licensing Requirements

The project shall ensure that License of Oracle Database is active.

The Window 8 shall be installed in the computer system, which will have an active license.

The laptop and Desktop will use Microsoft Office to prepare document and its license shall be active.

Legal, Copyright and Other Notices

The website design and all the content in the webpage shall be protected from the Copyright law.

The copyright notice shall be written at the end of the Home page to notify all viewers of the web pages that the web is protected from any copy.

The English Language Institute shall have a unique logo and the logo shall be protected from the copyright law.

All the software and hardware procured by the English Language Institute shall have at least 1-year warranty.

All materials procured by the English Language Instituted shall adhere to the policy of the English Language Institute.

All contracts shall be under the direction of the English Language Institute, and it is forbidden for any member of staff to implement contract without the knowledge of the English Language Institute.

Documentation Requirements

The manual documentation shall be prepared by a skilled third party technical writer, which reveals all the system functionalities and method to update the database.

The documentation shall be distributed to the users through the Institute email and hardcopy shall be distributed by post or hand delivery.

The Institute shall employ a permanent web administrator, who will be in charge of reviewing and updating the document as when needed.

User Acceptance Test Strategy

The program shall be tested throughout the project lifecycle to ensure that the project conforms to the laid policy

The English Language Institute shall approve the entire test before being implemented.

The Department Dean and developer shall evaluate the program to indentify how the project can be improved in the future.

Use Cases

Use Case 1

Revision History

Author

Description of change

04/10/2015

Jean Peter

Track Student Progress

Introduction

Use Case Name

Use Case ID

Date Created

Created By

Track Student Progress

UC-111

04/10/2015

Jean Peter

Primary Actors

Secondary Actors

Department Dean

Professor

Use Case Description

Use Case: Track Student Progress.

Description

The Department Dean shall be responsible to track student progress. The tracking progress shall include student class attendance, student grade, registered and overall student report. The method will make the Institute to understand the performance of the Institute with reference to the teaching of English Language. Moreover, the tracking system shall be used by the Institute for the marketing purpose. (Indiana Government, 2013).

Primary Actor

Department Dean

Supporting Actors

Professor

Accounting Officer

Stakeholders and Interests

Department Dean is interested in approving budget and track students' report.

Professor is interested in teaching students' English Language and monitor their progress.

Accounting Officer is interested in preparing the accurate accounting report for the Institute.

Students are interested in taking English language course to enhance their written and spoken of English proficiency.

Pre-Conditions

All the stakeholders shall be subscribed to the internet before allowed to log into the system and connect to the Institute webpage.

Post Condition

Success and condition

Department Dean is able to track student report.

The professor is able to track student's attendance and monitor students' English language proficiency.

Failure end condition:

Manual method of presenting student report will no longer be available since there is an internet connection to present the report.

Students will not be allowed to prepare their report.

Minimal Guarantee

Student can be able to access their academic report online after report is prepared.

Professor will be able to post students' data online, which students should be able to access upon log in.

Trigger

Student will be able to view their data online upon log in using the username and password.

Professor will also be able to view the student performances online after log in using his username and password.

Main Success Scenario

Professor shall access the system to display, create, update and delete student information

After updating student report, professor shall get a confirmation from the system.

Accounting Officer and Department Dean could view student report from the system

Extensions

Delete duplicate data from the system.

Professor is required to delete duplicate data from the system

Professor is required to keep the data updated and unique

Variations

The professor shall use the keyboard to input text in the computer system and replacing the manual method of presenting data.

Frequency: Once in a week and every month except vacation days.

Assumptions

Professor is to use the American English only to prepare report and teach student

Professor should use American English to update information in the system.

Special Requirements

Performance:

The system shall be updated at every 5 seconds subject to professor's request .

User Interface:

All user interface shall be display in American English.

Professor shall be able to access the user interface.

Security:

English Language Institute shall make a policy that no member of staff shall display his or her username and password to anybody including member of their family.

Issues.

Professor shall be able to retrieve his password if forgotten his password.

To do

System shall allow other user as Department Dean and Accounting Officer to the updated data.

Figure 17-1-2: "UC 1 Use Case Diagram"

17.2Use Case 2

17.2.1.Introduction

Use Case Name

Use Case ID

Date Created

Created By

Process Institute Budget

UC-300

04/15/2015

John Ambros

Primary Actors

Secondary Actors

Department Dean

Students

17.2.2.User Case Description

Use Case: Prepare Budget Report

Description

Department Dean can approve the budget sent by the Accounting department. The responsibility of accounting department is to prepare the budget which shall be checked and approved by Department Dean.

Primary Actor

Department Dean.

Accounting Officer

Supporting Actors

Students

Stakeholders and Interests

Professor is interested in the budget of the Institute and approval of the budget.

Department Dean is interested in the quality of budget supplied by the Accounting Officer.

Students are interested in the quality of the budget and leisure received from the professor.

Pre-Conditions

All the end user and stakeholders shall have access to the internet and Institute web pages.

Accounting Officer shall supply budget report through the system.

Post Conditions

Success end condition

Accounting Officer shall write the budget format budget through the system.

Department dean shall possess the authority to approve the budget.

Failure end condition:

Department Dean is unable to approve the budget

Accounting department is unable to prepare the budget

Professor is unable to deliver students' grade to the Accounting Department.

Minimal Guarantee

Accounting Department could retrieve budget approval from the system.

Trigger

To approve the budget, Department Dean shall ensure that all accounting principles have been applied.

Main Success Scenario

Accounting Department should access the system to create budget of the Institute.

Department Dean could send the budget approval through the system .

Students can access the approved budget through the system.

Extensions

Department has the right to go through the budget request of the English Language Institute.

System can automatically display the attributes of Institute budget .

Department Dean can use computer keyboard to retrieve the budget format from the system.

Frequency:

Frequency is 3-to-4 months based on the duration of each project.

Assumptions

Accounting officer should provide a valid budget.

The budget is prepared in English.

All students understand basic English to understand the content of the budget.

Special Requirements

Performance:

The information in the system shall be updated within 5 seconds of Department Dean supplies the budget approval report.

All the interface of the system is displayed in English.

Professor, Department Dean, and Student are able to have access budget through the user interface.

Security:

Password and Username will not display password when user input their password.

Issues

Department Dean or students can retrieve their password if their passwords are lost.

To do

System can permit other stakeholders such as professor and students to view the status of the budget.

Figure 17-2-2: "UC 2 Use Case Diagram"

18.Metrics

The metric to measure the student performances shall be through the following:

Through the student grade.

Through student performances in the external exams such TOEFL or IETLS.

The Institute shall carry out occasional survey to sample their opinion of external stakeholders about the performances of the Institute towards English teaching.

The Institute shall also use survey to sample the opinion of students about their progress in English and the way the Institute can make an improvement.

19 Security

Firewall will be used to protect the webpage from an unauthorized traffic.

The encryption system shall be used to protect database from an unauthorized access.

If a user input unmatched username and password three times, the system shall automatically lock the Account ID and only the helpdesk can unlock the Account ID.

The system shall demand for verification when a user logs in.

If a user forgot his or her password, the system will allow the user to reset the password using he security questions and answers

20.Reports

20.1.General

The layout of the webpage shall consist of 5 pages and several subpages. The Home page will provide the attractive and communicative message to catch attention of page view. The message will consist of brief history of the Institute and achievement of the Institute since it has been established. Under the Home Page, there will be subpages that reveal

Intensive English Program

Program Design

Program Dates and Costs

Current Students

Future Students

How to Apply for School Admission

Student Handbook (pdf)

R.20.2. Report 1

The users shall prepare general report using the A4 size and the print-out shall include 1 inch margin at left, right, top and down part of the page. Moreover, the landscape will be used for paper orientation. The report name shall be displayed at the left; the report editor's name shall be displayed in the middle. The edit time and date shall be displayed at the right side. The footer shall display the page number.

R 2.1. Student Report

Student report shall include Student Name, Student ID, Student Grade, Student Attendance, Student Address, and Registered Class. The system will automatically update student report based on the report supplied by the Professor and Account Department.

R 2.1.1. The report title shall be .

R 2.1.2. The report description shall be .

R.2.3 Header and Footer

The report editor shall change to the Student name, and the edit date shall change the student attendance history time and date

R.2.4 Special Rules or Conditions

The webpage shall be displayed only English. The Header shall consist of the brand name of the Institute, and its logo. The footer shall consist of copyright notification, disclaimer and phone number of the Institute.

R.2.5 Fields Order - The report shall have the following columns:

Student ID, Student Name, Student Class Description, Student Course Type, Course Hour, Class Attendance Student Grade, Professor ID, Professor Name, Professor Address, Professor Assigned Class, Professor Salary.

R.2.6 Groups - The data shall be grouped by Student Type

R.2.6.1 Every Student type shall start on a new page.

R.2.6.2.When the next Student type display starts from the current page, the page number shall be reset to 1.

R.2.6.3.When the next Student type "display starts the total number of pages number for the report shall be reset to correspond to the total pages for the new Student Type."

R.2.7 Sort Order

R.2.7.1."The reports shall be produced in ascending order of Student ID"

R.2.7.2. "The report shall be sorted in ascending order of Sudent ID"

R 2.2. Totaling

< Total number of students shall be recorded every two weeks.

R 2.3. Sample

Figure 71: Report -- Sample

20.3.Approval Budget Report

R 3.1. Approval Budget Report shall include the Project ID, Budget Number, Budget Year, Budget Description and Project Manager Name. The report shall be prepared by the Accounting Department and brought to the office of Department Dean for an approval. The budget shall consist of the anticipated expenditure and revenue for the next year

R 3.2. Title

R 3.3. The report title shall be Approval Budget Report.

R 3.4. Header and Footer

The header of the report editor shall be changed to the, Department Dean name. The edit date shall be changed to the approval budget updated time and date.

R 3.5. Special Rules & Conditions

N/A

R 3.6. Fields Order

Budget Name, Budget Description, Budget Type, Budget ID, Project Group Name, Department Dean Name.

R 3.6. Groups - The data shall be grouped by Budget type.

R 3.6.1. Every Budget approval report shall start in a new page.

R 3.6.2. When the Budget Report display starts, the total no of pages of the report shall be reset to a correspond total pages of the new Budget Type.

R 3.7. Sort Order

R 3.7.1. The reports shall be produced in ascending order using the R. 3.8. Totaling

Total budget for the year shall be recorded.

R 3.9. Sample

Figure 20-2-9: "Report-Sample: Approval Budget Report"

Reference

Indiana Government (2013).Screening Technical Design Document Version 2.0. Indiana Screening and Referral Tool.

Appendices

"Appendix A: RACI Matrix"

RACI matrix

Appendix B: problem Statement

Problem Statement

The problem of students having a hard time to improve their English for academic, professional, or personal life. Their listening and speaking is very weak for their academic classes.

Affects university professors who communicate with them difficultly, and their native classmates should spent more time to talk with them about their group project.

The impact of this is misunderstanding the project, low quality of the group project, personal assignments time delay, low GPA for students.

A successful solution would be to provide students with more opportunities to experience the life of American university campus and to interact with native students of the university campus and the local community. Also English language institution should validate the English proficiency of non-native speakers of English who are currently enrolled in University programs.

Appendix C: Context Diagram