Running head: GREENDALE SCHOOL

Greendale School
Solomon Kunnuji
February 9, 2015
Baker College, Owosso
CIS 251
Travis Perdue

GREENDALE SCHOOL

Table of Contents
Preliminary investigation report
System requirement document
System design specification
Final report to management

GREENDALE SCHOOL

Greendale School
Greendale School is a small, private school in the Midwestern United States. For the past 25
years, it has offered a curriculum for preschool through grade 3. It also offers after-school
care, usually referred to as after care, on premises. Last year, the school added a new
classroom to allow the curriculum to expand to provide a grades 46 program. Greendale is
experiencing significant increases in enrollment applications for all programs from preschool through the grades 46 program. Increases in applications coupled with the expanded
program and increased demand for after-school care, have led to a very high workload for the
administrative person on staff. The principal and teachers have stepped in where possible, but
the demand is becoming too great. Greendale School is a non-profit, and is not in a position
to hire another full-time administrative position, which are what the principal and
administrator thinks would be needed to handle the increased workload.

The paid staff of the school is as follows:

Jeff Winger is the principal of Greendale, Jeff handles payroll for teachers and teacher aides.
Jeff also substitutes in any of the school classrooms when a teacher is out. Troy Barnes is the
vice-principal. He is responsible for the after-care program. He has traditionally handled or
been responsible for all administrative tasks related to tuition and after-care fees. Troy sends
out monthly bills for tuition and after-care, records payments and handles bank deposits.
While students must be pre-registered for after-care required on a daily basis, the school does
offer drop-in care on an as space allows basis. Troy handles all requests for drop-in care
in consultation with the after-care teachers, and adjusts monthly bills accordingly. He also
maintains the school calendar, prepares handouts and reminders for parents, and administers

GREENDALE SCHOOL

the camps that run during the two weeks that the school is not in session during the spring,
and the summer programs that run through July and August. He maintains all student records,
and ensures that contact and pick-up lists for all classrooms and after-care programs are upto-date. He also handles payroll for the after-care teachers and part-time assistants in the
after-care programs. Currently, Troy handles all him responsibilities using Microsoft Word
and Excel. He is comfortable with the applications, but finds that maintaining records and
producing reports, payroll, etc. results in a lot of duplication of effort, as he has to copy a lot
of information from one worksheet or document to another. There are seven full-time
teachers at Greendale;. Each teacher is responsible for keeping attendance records and
recording them in the student files. There are two full-time after-care teachers, one for the
pre-school-kindergarten group, and one for the primary grades. Each after-care teacher has
part-time assistants assigned to the program. Assistants report to the after-care teacher. The
number of students pre-registered in the after-care program determines the number of
assistants. The after-care teachers are responsible for keeping timesheets for their part-time
assistants and submitting them every two weeks to Troy Barnes. In addition, the after-care
teachers are responsible for submitting weekly summary sheets to Troy Barnes detailing any
hours above those pre-registered for that students spent in the after-care program, so that
parents are billed for the additional time.

Jeff Winger prepares the seven full time teachers and teacher aids payrolls, Troy
Baynes prepares the two full-time after-care teaches and teacher aids payrolls, the two full-time
after care teachers must provide a weekly summary sheet and every two weeks a time sheet of
their assistants. For the preliminary investigation, the requirements will include time and cost,
scope and constraints, and what will happen if Jeff and Troy Hired assistants and I teach them all

GREENDALE SCHOOL

how to use access database as an alternative to a new system. If the new system is mandatory to
Greendale school I will use interview, observation, fact finding and research to determine the
requirements.

Greendale school have a strong business case, reason is currently the school is
experiencing an increase of student. The staff will be unable to do their jobs effectively because
workload has increased. Duplicating the same information on different system is extremely
tedious and time consuming. An information system will prepare the school for future increasing
and allow the staffs more time to focus on their various duties. The project is very much feasible.
In the operational feasibility, the system will reduce workload on workforce. In the technical
feasibility, resources will be required for hardware and software but networks in unsure, Troy
and Jeff both have the technical expertise. Economically speaking, the committee does fund
raisers to generate funds, and some parents are willing to participate in it. The benefits of the
system will outweigh the cost. Referring to the scheduling feasibility the committee has not
established a firm timetable. The project scalability is more employees to Greendale school and
more students, and increasing the size of the system now to handle more data, which has been
put into consideration to come up with five years SDLC for the system.

Greendale could use transaction processing system for students attendance, billing a
payments, enrollment; manage regular school and after-care pick-up. User productivity system
will be a good asset for Greendale school to help Troy maintain records and organize the
calendar, and his after-care teachers send him their reports. And a business support system will
be very helpful to Jeff and winger, because it will help them manage their payroll; it will help

GREENDALE SCHOOL

manage the after-care preregistration so it does not have to be done on a daily basis, and will
easily determine how many spots are left and if more assistance will be required.
The proposed system is to be completed in eight weeks or sooner. The in-house system so far has
been estimated to $6,000. It systems will improve operations, decrease cost and reduce some
administrative workload, and also reduce or eliminate the ten hours a month spent on correcting errors..
The new system is estimated (SDLC) for five years including year 0. If Troy Barns continues with the
$910 per month for nine months of school will equal to $8,190 multiplied by 4 years equal to the 5 years
of SDLC will equal to $32,760. The In-house system is estimated $6,000 not including $1000 for
database hardware and three desktop computers for $400 per unit multiplied by three is $1,200 that will
total $8,200. $8,200 divided by 7% is a total of $7626.

Greendale school will be able to add more students without extra paperwork. Increasing the
size of the system now to handle more data and allow parents to have a single bill layout
functions and report to the committee will be an easy task. The system will reduce the amount of
workload on the employees, while eliminating errors that take 25 minutes to fix;
retyping/reduplication of data, and allow more time for productivity. For the five years,
Greendale school will have the system that will save thousands of dollars and improve the
relationship with old murky river school. Parents will be happy to see their requests meet and
more willing to volunteer and help the school.

GREENDALE SCHOOL

During the interview process, Greendale school staffs were first interviewed whereby Annie
Edison a teacher shared that she is aware of a school that has just completed a similar project.
Her good friend, Britta Perry, is the principal of Old Murky River School, which is in the next
state. Old Murky River School has recently completed a similar information system project and
Edison has suggested that Greendale examine the project. The Greendale staff has unanimously
agreed to call and has asked for a teleconference call with Perry. Three days later, the discussion
covered how the information system at her school was implemented. The discussion includes the
following excerpt: hiring a project manager who had a firm understanding of technology; so
chosen was an experienced IT programmer to head up the project. After listening to our needs,
he immediately knew the technologies that would be needed to implement the new system. He
created a list of tasks to be performed and estimated the time and cost that each would take given
our resources. The project's scope was not laid out in writing, but they knew of the basic
requirements were to handle tuition, student records, and billing. Initially they decided to leave
the details up to the project manager. After the project began, however, several board members
introduced additional requirements and suggestions for the system. Small changes like these
continued to stream in and made the project very difficult to handle. So the system's
requirements seemed to grow out of reach, due to lack of resources to do what everyone wanted
while staying on schedule and within budget. So suddenly they had to define in clear terms what
we wanted the system to do and not do. The project manager did not set up a reporting scheme in
place to update the school on the progress of the project, so communication decreased as the
project went on which became frustrating, because they didn't know how the project was doing
at any given time. The project lost the support of a few board members because of this. Deadline
was not meet, but they were close. In the last month of the project, they saw that they were

GREENDALE SCHOOL

behind schedule. In hindsight, they did not enough milestones by which to gauge our progress.
Only three parents were interviewed. Parental input should not be bias at all, because it disrupts
the entire fact-finding process, so it is a poor idea. Fact-finding from parents should not be
selected from people the vice president value their opinion or that will agree with his point of
view. Randomly or from parents with only school kids and with kids in the aftercare program.
Reason is, it will diversify the opinion of the parents and eliminate personal bias.

GREENDALE SCHOOL

The development program will be the agile method, due to its adaptive, flexible, and
efficient in dealing with change. For the system output design I will be using printer and
digital media to print the results while input will be keyboard, mouse, and graphical inputs.

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10

File and database design will include billing, student, employee, and enrollment. It will store
data to enrollment of school and the aftercare program, employee information including
payroll, payment history balance and committee reports and detailed calendar schedule. It
will also include a transaction processing system.
The hardware and software are going to be quite simple, to install a server, database
hardware and three personal computers as clients on a local area network. Two of these
personal computers will be new units, the third will be an existing machine purchased very
recently. The network will include a backup unit. Microsoft Access will be used to develop
the billing system. Now I have determined the system architecture for the Greendale School
will be server architecture instead of a file server, the database hardware will be a
commercial package.

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11

STUDENT REGISTERATION APPLICATION

APPLICANT INFORMATION
Name:
Date of birth:

SSN:

Phone:

City:

State:

ZIP Code:

Allergies:

Monthly payment or lump sum:

How long?

GLENDALE
SCHOOL
Current address:

Date: June 9, 2013

Statement # [100]

PARENT INFORMATION

Current employer:

[Student Name]

BIll To:

[Name]

Employer address:

[Street Address]

[Fathers Name]

Phone:
[City, ST ZIP Code]
[Phone]

E-mail:

City:

[Street Address]
[City, ST ZIP Code]

State:

Fax [000-000-0000]

Position:
[E-MAIL ADDRESS]

Hourly

[Phone]

SalaryCustomer
(Please
circle)
ID [ABC12345]

[Name]

How long?

[mothers Name]

Fax:
ZIP Code:

[Street Address]
[City, ST ZIP Code]
[Phone]

Annual Customer
income: ID [ABC12345]

EMERGENCY CONTACT
Name of a relative not residing with you:
DATE

AFTER
CARE
Address:

TUITION

City:

DISCOUNT

State:

BALANCE
Phone:

AMOUNT

ZIP Code:

Relationship:
SCHOOL
Medical condition:
Grade:

Student id #:

PARENT INFORMATION
Current employer:
Employer address:

How long?

Phone:

E-mail:

Fax:

City:

State:

ZIP Code:

Position:

Hourly

Salary

(Please circle)

Annual income:

AFTER CARE
Time In:

Time slot 3:30 5:30

Time Out:
CURRENT

1-30 DAYS
Time
slot
PAST
DUE

Time slot 1:30 3:30

31-60 DAYS
Noon
1:30
PAST
DUE

61-90 DAYS
PAST DUE

Time slot 3:30 5:30

OVER 90 DAYS
Time slot
PAST DUE

Time slot 1:30 3:30

AMOUNT

3:30 DUE
5:30

NECESSERY INFORMATION (NEED TO KNOW)

REMITTANCE
Payment received

SIGNATURES

Statement #

100

I authorize the verification of the information provided on this

form as to my credit and employment. I have received a
Date
copy of this application.
Amount Due

Signature of applicant:
Signature of spouse (only if for a joint membership):

[school of
excellence]

Amount Enclosed

Date:
Date:

Make all checks payable to [Glendale school]

THANK YOU FOR YOUR BUSINESS!

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12

The systems design has been completed, and design specifications approved. Now
benefiting from the 15 hours a week of volunteer time from one of the parents who is assisting
with the programming and testing. Training of volunteers, users and administrators was
extremely simple, because during the preliminary investigation and implementation process
they visited old murky river school to gain some training experience on new system. Post
implementation testing only took a week to learn the new changes in the database server and
the entire system. During data convergence we just started the new then transferred the data
into the system, once fully operational we shut down the old the gradually.

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13

Object Relationship Diagram

Is stored in

Billing

After-care tuition

School Tuition

Student Bill

d
e
t
e
r
m
i
n
e
s

Time block spent

Lea

ds t
o

Balance/Payment records

GREENDALE SCHOOL

14

The proposed system is to be completed in eight weeks or sooner. The in-house system so far has
been estimated to $6,000. It systems will improve operations, decrease cost and reduce some
administrative workload, and also reduce or eliminate the ten hours a month spent on correcting errors..
The new system is estimated (SDLC) for five years including year 0. If Troy Barns continues with the
$910 per month for nine months of school will equal to $8,190 multiplied by 4 years equal to the 5 years
of SDLC will equal to $32,760. The In-house system is estimated $6,000 not including $1000 for
database hardware and three desktop computers for $400 per unit multiplied by three is $1,200 that will
total $8,200. $8,200 divided by 7% is a total of $7626.
The development program agile method has been implemented and completed. File and database
design include billing; users and administrators in Greendale school are using all student,
employee, and enrollment. Parents are pleased and satisfied with their billing system, receipt and
the transaction processing system has reduced troy Barnes work by half. The hardware and
software are simple to maintain and backup. Users are happy with the interface of the entire
system especially the database and three personal computers as clients on the local area network.
Two of these personal computers will be new units, the third will be an existing machine
purchased very recently. Network security is active and meets security standard requirements. In
conclusion the new system meet all the objectives, specification and parents requirements with
the performance, confidentiality, availability and integrity.