Introduction

1.1 Company Introduction

APU Hogwards Smart School is one of a small private school in Malaysia. For the past 3
years, it has offered a curriculum from preschool, kindergartens to grade 6. Last year the
school added after-school care usually referred to as after care, on premises. APU Smart
School is experiencing significant increases in applications for after-school care.

1.2 Business Process

The current business does not contain a system. Every business process is done manually. In
order to store the details of the students and teachers, the staffs are required to record all the
details word by word in book. The process of editing and updating are also done by manually.
Therefore, all the payment, total fees, additional charge of the student is calculated manually by
using calculator. This process of removing data also been done manually as well.

1.3 Project Objectives

The system will be developed within 4 months so that the project would not be delayed.
To classify the tasks equally among all members
The weekly tasks assigned are always completed and comments and suggestions are

given to those for improvement.

Information about the project are secured and the progress will be reported to the teacher
weekly.

2.0 Problems and Proposed Solutions

Problem 1

The high number of applicant for after care service.

Solution

Create an efficient detail input system.

Problem 2

Staffs working hours

Solution

Check in and out via sensor

Problem 3

Clients time spent in a day care

Solution

Check in and out via card sensor

Problem 4

Time and charges categories

Solution

Automated charge by default upon data enter

Problem 5

Billing system

Solution

Automated charge by default upon data enter

2.0.1 Problems and issues about the existing system

Following are the problems and issues about the existing system
1.
2.
3.
4.
5.
6.
7.

Client had to collect and fill in the form personally from the office
Had to enquire information through phone call or physically being there
Had to make reservation with forms.
No last minutes reservation allowed
Not keeping track of students who were attending the after-care program.
Accountant had to make the billing system manually every month.
Staff still stores the registered form manually, which makes data searching much slower.

2.0.2 Benefit of new system

Following are the benefit of new system
1.
2.
3.
4.
5.
6.

Client can access information such as pricing, time slot, brochure via schools website.
Client can register through online forms.
Client can make reservation and time slot online via schools website.
Registered students will be given a tag to scan whenever entering after-care room.
Authorized personnel can check clients details through e-database.
Staff could register new clients using e-system, which will be much more efficient then
having clients filling up the form manually.

3.0 System Development Life Cycle (SDLC)

Figure 1.1 System Development Life Cycle Phases

Based on Figure 1.1, System Development Life Cycle consists of seven phases namely system
planning, system analysis, system design, system implementation, system testing, and system
operation and maintenance.
Phase 1: System Planning

Firstly, the current system was evaluated by studying the background of the company ( APY
Hogwards Smart School), business process, and project objective. A preliminary investigation
was carried out to identify the problems in the existing system and the solution was proposed for
each of the problems identified. The scopes and the objectives of the system were listed down
based on the results of the investigation. Besides that, the project were planned with the aid of
Gantt chart, SDLC method and workload matrix. By using the Gantt chart is constructed to the
list out the list of tasks to be done including the time period to complete the project. Where by
the SDLC is a method has a series of six phases from planning to maintenance were produced to
ensure that system was made effectively and efficiently. The workload matrix was created for the
task distributions among the members to ensure that tasks were distributed accordingly.
Phase 2: System Analysis
The data collection methods are interview, survey and observation were implemented.
Interview session was accomplished after getting the approval from the manager of APU
Hogawards Smart School. Meanwhile, survey on the staffs of APU Horgwards Smart School
aftercare and observation were carried out at the same time. A feasibility study was made for the
project for a clear vision of the finished system and its function. The feasibility study involves
operational, technical, economical and schedule feasibility. The conclusion of the feasibility
study was made on the feasibility report. Not only were those, the functional requirements and
non-functional requirements for the new system listed out in this phase. A few diagrams such as
Context Diagram (CD), Data Flow Diagram (DFD) and Entity Relationship Diagram (ERD)
were designed to satisfy the requirements of the documentation for the proposed system. In the
CD, each entity will be related by the processes. The Level-0 DFD will show the processes of the
data flow in our proposed system. In the ERD, the relationships between each entity will be
connected.

Phase 3: System Design

In third phase, the interface design was drafted on papers. The interface designed on the
prototype with http://www.wix.com. The logo, buttons, pictures and hyperlinks with other
elements and controls were added to the prototype to make it partially functional.

Phase 4: System Implementation

To store and retrieve data for the system, a database was produced and developed. Besides that,
the interface was designed by referring to the prototype made. The coding was added to the
system after the interface was designed.

Phase 5: System Testing

For few days, tested and debugged to the system. The system was tested with hardware
components such as a monitor, a personal computer, a keyboard. After that, the system was
published.

Phase 6: System Operation and Maintenance

System operation and maintenance is to decisive to remain the system runs efficiently and to
avoid any unintentional to all of the activities needed to run a water supply and sanitation
scheme, except for the construction of new facilities. The overall aim of operation and
maintenance is to ensure efficiency, effectiveness and sustainability of water supply and
sanitation facilities (CARTER, 2009). The database system will back up the data and information
every day and the system update will be approved out every day after the business hours.

4.0 Feasibility Study

A feasibility study was approved out to resolve whether the planned system for Apu Hogwards
Smart School after-care is possible and has a reasonable chance of success.

4.1 Technical Feasibility

IT Consultancy proposed a system mainly related to web such as websites, web storage, but still
keeping the backup to a local computer for security reason. By using E-System, it enable clients
to book the time slot not limited to normal working hours, thus it lessen the error probability that
could be create by human interaction such as misplacing a document or taking a long time to
search through details.
The best thing about this system is the technical requirement doesnt need anything too
expensive, the possible minimum requirement would be a Microsoft Window 8 operating system
and software requirement for Microsoft Access 2016.

Figure 1.0 (Microsoft Access Requirements)

Figure 1.1 (Window 8 Operating System Requirement)

The requirement for these software and operating system can be easily met by a normal desktop
or laptop by brands such as Dell, HP, Asus or Acer.

4.2 Schedule Feasibility

Schedule feasibility is the process of assessing the degree to which the potential time frame and
completion dates for all major activities within a project meet organizational deadlines and
constraints for affecting change. Without this feasibility, it will be hard for a project team to
divide the job among themselves. Gantt chart as (shown in Appendix A and B) is one of the
scheduling tools that have been used in this project.
1. How can you speed up the process?
Hire more staff who can work overtime to speed up the process.

2. What is the time calculated to complete this project?

-The calculated time to complete this project is 2 months including holidays for staff.

3. Will the project complete within the estimated time?

-Yes, the project will be completed within estimated timeline.

4. What makes the project delay?

- The absence of staff and takes long time for a simple task is delay the project.

CONCLUSION: The schedule feasibility is positive.

5.1 Functional Requirements:

The system can be accessed by everyone. There are three types of users namely students ,parents
and the administrator.

5.1.1 Student Functionality

1. Update students future activities
2. Update co-curriculum studies

5.1.2 Parents Functionality

1. Update school information
2. Update preschool, kindergarten and primary information
3. Update monthly payment
4. Registration form
5. Request feedback
6. Update children details
7. Add new children details

5.1.3 Administrator Functionality

1. Update school information
2. Update directors, managers and teachers details
3. Update fees
4. Reponses feedback
5. Reponses emails
6. Update webpage design
7. Update monthly billing and payment

5.2 Non-functional Requirements:

5.2.1 Performance
1. The table below shows the system requirements that are required for the system to perform
well.

Minimum Requirements

Benchmark Specifications

Operating System

Windows XP

Windows 7 and above

Storage

1 GB available

2 GB available and above

RAM

1 GB

2 GB and above

Processor

Intel Core Duo E6600

Intel Core i5 and above

2. The list below shows the hardware requirement for the system to perform well.
- Computer
- Smartphone
- Wi-Fi
- Mouse
- Keyboard

5.2.2 Security
The system can only be accessed after the user has logged in.

5.2.3 Usability
The system is user-friendly that the users can adapt and learn to use the new system easily.

6.0Design Diagram
6.1Context Diagram