Project Documentation FOR Information systems 3.

(Oracle)

Members: Cuthbert Chinji 207014329

LOVE 207062102

Project Name: integrated_Student DATABASE_system FOR VAAL College

TABLE OF CONTENTS Page

1. Background 2. Mission & Vision 3. Objectives

4. Current System Infrastructure 2

2 2 2

4.1 4.2

Hardware Software

2 2 2 3 3 3 4 4 5 5 5 5 5 5 6 7 7 8 8 9 12

5. System Requirements 5.1 Server 5.2 Client 6. Pieces Framework 6.1 Performance 6.2 Information 6.3 Economics 6.4 Control and Security 6.5 Efficiency 6.6 Service 7. Purpose of the system 8. Business Rules for Vaal College 9. Vaal College Organization structure 10. Project Management Gantt Chart 11. Entity Relation Diagram ERD 12. Normalised Tables 13. Data Dictionary 14. Data Flow Diagram DFD 15. List of Forms and Reports 16. Reference

1. BACKGROUND
Vaal College (VC) is a private institution that has been existence for decades. It is one of the few colleges that has managed to remain positive despite the current economic hard times that many institutions face. It provides higher learning education to students. 2. MISSION & VISION VC aims to be the first African world class institution that provides distinctive learning environment to its students with the best state of the art technology. It also aims to merge with other private institutions to provide the best learning experience. This will substantially contribute to the growth of the economy and in turn reduce the high levels of employment.

3. OBJECTIVES VCs main objective is to provide a world class learning environment to its students through the implementation of database system called Integrated Student Database System.
4. CURRENT SYSTEM INFRASTRUCTURE VC uses traditional file processing system and relies heavily on paper work to conduct its day to day operations. The following hardware and software technology are currently in use:

Hardware: Intel Pentium 4 1.6GHZ (CPU) 40 GB IDE Hard drives CD-RW Drive VGA Monitor 640 x 800 InkJet Printer

Software: Windows 2000 SP 2 Microsoft Office 2003

5. SYSTEM REQUIREMENTS

Server: Intel Pentium 4 3GHZ (CPU) MS 2003 Server 500 GB IDE Hard drives DVD-RW

SVGA Monitor 780 x 1024 Laser Printer Oracle 10g Developer SQL 10g Database Client: Intel Pentium 2.5GHZ Windows XP SP 2 80 GB Hard drives DVD-RW SGVA 780 x 1024 Ms Office 2007
6. PIECES FRAMEWORK Pieces is an acronym for Performance, Information, Economics, Control, Efficiency and Service, which is a framework for identifying and classifying business or system problems and taking corrective action to improve the quality of services to business stakeholders. 1. Performance: (a) Throughput the amount of work VC staff members perform during registration is exhaustive (tiring) since staff members rely on manual paper work to register students each year. (b) Response Times students are not notified in time about the notification status. 2. Information: (a) Outputs: i. ii. iii. iv. Students do not have readily available access to information about their status of application. There is too much information information overload that is unnecessary. Information is not in useful format and that makes it difficult for students and other users to interpret it. Information is difficult to produce to reflect current VC available courses.

(b) Inputs: i. Due to excessive use of paper work, data sometimes is not captured or it is not captured in time.

ii. iii. iv.

Data captured contains errors that management cannot base their decision-making on it. Data captured contains redundancy and that creates a lot of confusion between information users. The accuracy of data captured cannot be verified - illegal data.

(c) Stored data: i. ii. Data is stored in multiple files/databases causing data redundancy consuming unnecessary storage space. Same data have different data values in different files. This causes poor data integration hence VC cannot trace students who have outstanding fees. Data is vulnerable to security and vandalism that would cost VC loss of valuable information. It becomes difficult to access stored data since data is not well organised.

iii. iv.

3. Economics: (a) Costs: i. ii. Costs are incurred but the source of the costs cannot be traced. Costs are too high and unjustifiable.

(b) Profits: i. ii. New markets can be explored. Students registration process can be improved.

4. Control and Security: (a) Too little Security: i. ii. Unauthorised people may fraudulently access data and use it commit various crimes. Data is not secured and there it is violated

(b) Too much control or security i. ii. Data is too secured and slows the system. Excessive controls cause inconvenience for system users.

5. Efficiency (a) People, machines or computers (i) Students records are redundantly input. (ii) Information is redundantly generated. (b) Staff members waste a lot of effort to access data. 6. Service (a) Since VC currently uses traditional file system, it produces: (i) Unreliable results (ii) Inaccurate reports (iii) Inconsistent results (b) The system is not user friendly and requires a lot of effort to learn it. 7. PURPOSE OF THE SYSTEM (Integrated Student Database System) Integrated Student Database System (ISDS) is a database system to be developed by C&L IT Solutions to address the challenges that Vaal College faces as indicated in the Pieces Framework. (a) It will speed up the registration process by automating data entry as opposed to manual (paper work) there by reducing the cost of stationery. (b) It will capture students application details and store them in a secured centralised database. (c) The system will generate reliable results and parameter driven reports upon which management can rely on decision-making. (d) The system will alert users about the availability of courses at hand (e) Students will be able to access their records in the database upon providing their credentials. This increases the level of database security. (f) VC Lecturers will be able to track students progress in time. 8. BUSINESS RULES FOR VAAL COLLEGE To ensure that Vaal College meets its objectives, the Cuthbert IT Solutions team will enforce business standards in its implementation of the new system. These rules ensure that a certain criterion is met before a certain business event is done.

The system will verify if the student has provided enough and valid information upon registration. The system will generate a student number and must use that number to register for a course. A student can register for more than course Once verified, the student information will be stored in the student master file for future reference and will be notified of the application status instantly. A student must attend subjects in order to write a test A Lecturer must be qualified in order to teach allocated subjects One subject cannot be taught by many lecturers at the same time.
9. VAAL COLLEGE ORGANISATIONAL STRUCTURE

Campus Director

Head of Academics

Lecturers

Lecturers

Students

Students

Students

Students

Figure 1. Vaal College Organisational Structure

10.

PROJECT MANAGEMEMNT GNANNT CHART

NB: Please refer to the sheet attached for the Gnannt Chart.

ENTITY RELATIONSHIP DIAGRAM (ERD)

S TU D E N T PK S tudentN um ber PK FisrtN am e LastN am e M iddleInitial Telephone # D ateO fB irth G ender P assw ord A ddress C ity ZipC ode S tate ID P hoto E N R O LLM E N T E nroll# S tudN um [F K ] C ourseC ode [F K ] E nrollD ate PK D E P A R TM E N T D epartm entID D epartm entN am e C ourseC ode (F K )

P R E S C R IP TIO N PK P resc# P rescD ate S ubjectC ode [F K ] C ourseC ode [F K ] LE C TU R E R PK S U B JE C T PK S ubjectC ode S ubjectN am e S ubjectD esc LectureID [F K ] LecturerID FirstN am e LastN am e M iddleInitial D ateO fB irth A ddress C ity ZipC ode S tate PK COURSE C ourseC ode C ourseN am e C ourseD esc

W R ITTE N _TE S T PK Test_N um ber S tudentN um ber[F K ] S ubjectC ode [F K ] M ark D ate

Figure 2. ERD for Vaal College Conceptual System

11. NORMALISED TABLES

1. STUDENT(StudentNumber, FirstName, LastName, MiddleInitials, Telephone, DateOfBirth, Gender, Password, Address, City, ZipCode, State, IDPhoto) 2. ENROLLMENT(Enrol#, StudentNumber, Coursecode, EnrollDate,) 3. COURSE(courseCode, CourseName, CourseDesc) 4. DEPARTMENT(DepartmentID, DepartmentName) 5. LECTURE(LectureID, FirstName, LastName, MiddleInitials, DateOfBith, Address, City, ZipCode, State) 6. SUBJECT(SubjectCode, SubjectName, SubjectDesc, LectureID) 7. PRESCRIPTION(Presc#, PrescDate, SubjectCode, CourseCode)

8. WRITTEN_TEST(Test_Number, StudentNumber, SubjectDesc, LectureID)

12. DATA DICTIONARY

ENTITIES STUDENT ENROLLMENT COURSE DEPARTMENT LECTURE SUBJECT PRESCRIPTION WRITTEN TEST

ALT NONE NONE NONE NONE NONE NONE NONE NONE

ACRONYM S E C D L S P W

13.

DATA FLOW DIAGRAM

STUDENT

Student Info

VERIFY STUDENT INFO

Verified Student Info

STUDENT FILE

Verified Student Info

Status
ENROLL STUDENT

Student Info

Student Info

Course Info
ASSIGN COURSE

Course Info

Course Info

Subject Info

PRESCRIBE SUBJECTS

Subject Info

Subject Info

Status

Test Info
WRITE TEST

Enrolled Student Info

Test Info

Test Results

Test Results
GENERATE RESULTS

Test Results

COLLEGE FILE

Figure 3. Description of the system process

14.

LIST OF FORMS AND REPORTS

15.1 FORMS FORMS STUDENT EVENT Insert, maintain and update Student record. ATTRIBUTES INVOLVED Student Number First Name Last Name Middle Initials Gender Date Of Birth Phone Address City Zip Code State Password ADDITIONAL CONTROLS Course LOV to assign student, accessible via LOV button.

COURSE

Insert, maintain and update course records.

Course Code Course Name Course Description

LOV to lookup and return student and course information.

ENROLMENT Assign existing student to existing course.

Enrollment Number Student Number Course Code Enrollment Date

LOV to return course and student information.

Report button that links enrollment report.

LECTURE

Insert, update, and maintain lectures records.

Lecturer ID First Name Middle Initials Last Name Address City Zip Code State Image

LOV to lookup and return lecturer and subject information.

SUBJECT

Insert, update and maintain subject records.

Subject Code Subject Name Subject Description

LOV to lookup and return subject information.

PRESCRIPTION

Assign student to prescription.

Prescription Number Prescription Date Subject Code Course Code

LOV to display prescription information.

WRITTEN TEST

Update written test records.

Test Number Student Number Subject Code Mark Date

LOV to lookup and return student and written test information. Report Button link to written test report.

DEPARTMENT

Insert, update and maintain department records.

Department Number Department Name

LOV to lookup and return department info.

15.2 REPORTS REPORT ENTITIES INVOLVED ATTRIBUTES INVOLVED Student Number First Name Last Name Middle Initials Gender Date Of Birth Phone Address City Zip Code State Password ADDITIONAL CONTROL Accessible via student form via button.

STUDENT/COURSE STUDENT REPORT COURSE

WRITTEN TEST

WRITTEN TEST

Test Number Student Number

Accessible via written test form via button.

Subject Code Mark Date

15.

REFERENCES

Bentley, D. & Whitten, L. 8th Ed. System Analysis & Design. New York: Mc Graw-Hill, 2007. Hoffer, J. 9th Ed. Modern Database Management. USA: Pearson, 2009. Schwale, K. 5th Ed. Information Technology Management. USA: Thomas Course Technology, 2007.