Information System Development - Case Study Example

Information System Development 15th August 2007 Executive Summary The case deals with the introduction of MSc s in the It needs to be analyzed as to how the system would cope up with the introduction of the new course. The information flow represented using the data flow diagram for the newly introduced course must meet with the database requirements which stand very crucial for storing the data regarding the details of the course and the student information. Appropriate acknowledgement of all the information which needs to be stored must be done well so that data consistency is maintained and could be easily retrieved by the information system. An efficient Entity relationship diagram would depict clearly the system options. The Business System Options (BSO) is the proposed suggestions for the new system. The recommended suggestions must be catered to. Introduction The university proposes to add MSc courses in their present system and wishes to keep the information about the course and individuals. The information flow in the new proposed system would be the foremost thing to be achieved. Once the DFD is finalized we proceed to the ERD where the tables to be stored in the database would be formed. The set of new proposed ideas would be generated using the BSOs. New proposed computer based system requirements The requirements are based on the users demand for handling data and storing them appropriately so that it can be retrieved on demand. The functional requirements would highlight the composition of the system with data which are stored by the system user. The non-functional requirements would make sure that the system performs all the duties effectively and efficiently. Data flow diagram: The concept regarding the flow of information in the new proposed system would give a full scene of the data path in the organisation. The first step would be the context level diagram showing the outline of the system. Figure 1 : Context level The next level would be the level -1 of the DFD which would include the data stores where information must be stored in the system. Figure 2 : DFD Data dictionary The following is the data dictionary of the database: Field Description Type Length Applicants name Name of the applicant Text 50 Home address Personal addresses of the applicant Text 100 Term address Term address (optional) Text 75 Phone number Telephone number Number 15 Sex Gender of the applicant Text 6 Age Age of the applicant Number 2 Code_1 code indicating how they heard about the course Number 15 Code_2 code indicating whether applicants are currently undergraduates Number 15 Employed Nature of employment Number 15 Unemployed Nature of unemployed Number 15 Woman Returners Woman returners Number 15 Applicants Record Either accepted, denied, waiting list Text 15 Applicant reason for acceptance or rejection Reason for acceptance and rejection Text 20 Average percentage in all modules 60% is required to get into the MSc course, 50% - referred work, 45% - considered for a certificate course Number 5 Source fund Source of funding Text 20 Tutorial group Tutorial group for the applicant Text 20 Tutor Name Personal tutors name Text 50 Mark Profiles The marks secured by the applicant Number 3 Attendance The student attendance Number 5 Entity Relationship diagram This would depict the association of the entities and the relationships between them. Figure 3 : ERD The ERD has shown the association between the applicant, sponsor and the assessment details which are required to acquire a degree in MSc. Normalization of the above details: The entire student relation can be divided as follows in the normal state: Applicant-info Field Description Type Length Applicants ID Unique id allotted to the applicant Number 10 Applicants name Name of the applicant Text 50 Home address Personal addresses of the applicant Text 100 Term address Term address (optional) Text 75 Phone number Telephone number Number 15 Sex Gender of the applicant Text 6 Age Age of the applicant Number 2 Code_1 code indicating how they heard about the course Number 15 Code_2 code indicating whether applicants are currently undergraduates Number 15 Employed Nature of employment Number 15 Unemployed Nature of unemployed Number 15 Woman Returners Woman returners Number 15 Applicants Record Either accepted, denied, waiting list Text 15 Source fund Source of funding Text 20 Tutorial group Tutorial group for the applicant Text 20 Tutor Name Personal tutors name Text 50 Sponsor-details Field Description Type Length Applicants ID Unique id allotted to the applicant Number 10 Contact name Contact name of the sponsor Text 50 Position Position of the sponsor Text 50 Company Name Company name of the Sponsor Text 75 Address Address of the sponsor Text 100 Phone Number Phone number of the sponsor Number 15 Assessment-marks Field Description Type Length Applicants ID Unique id allotted to the applicant Number 10 Applicants Record Either accepted, denied, waiting list Text 15 Applicant reason for acceptance or rejection Reason for acceptance and rejection Text 20 Average percentage in all modules 60% is required to get into the MSc course, 50% - referred work, 45% - considered for a certificate course Number 5 Mark Profiles The marks secured by the applicant Number 3 Attendance The student attendance Number 5 Business system options These are the levels of compliance required to be maintained by the system so that they are adhered to for the well being of the system. Minimum BSO: It is classified as the minimum set of requirements which needs to be fulfilled for the general working of the system. The proposed system would make the operations quite relaxing to the users and would feature the following: All the details which are getting handled must be recorded in the database so that there is no loss of information and all the relevant details can be retrieved on demand. The admission process can be made centralized so that applicants ate able to register at will. Good networking capabilities must be incorporated so that all the concerned departments are able to fetch information whenever required. The database must be backed up so that all past information of the applicants with the present updated details are not lost due to physical and human errors. The users of the system must be given login credentials so that not everybody is able to access and modify information. Appropriate handling of data is required. The database must be kept consistent so that all information is up to date and there are no reading and updating errors. Different network links are required so that in case of any failure, there is an enough backup. The assessment marks must be maintained and the suitable logic must be implemented so that the system is able to decide the pass and fail of the candidates. Benefits: Database would always be in synchronization with the present state of the applicant. Improved networking functionalities for safe guarding information and access. Analysis of the data would be done well All the operations would be handled effectively. Costs This option has the following costs: Extensive investment will be required in software and database server to provide the necessary facilities to support the system. Extensive re-cabling and upgrading of the network would be required to facilitate all departments and users within the department. Maintaining the security of the system is a big issue. The training costs will not be substantial and will be fairly low. Maximum BSO This form the maximum number of requirements which would be required to have a highly satisfaction for the stakeholders of the system: The entire system to be made online. Admission and application process would be handled online and the fees are to be paid using the secure payment gateway. All the announcements are to be made using the whiteboard system in the internet using blogs and many others. The system would update the details on the current on goings of the student and their assessment reports. Benefits: Accessibility would be anywhere anytime. All the updation’s can be made frequently on change. All the notices and announcements can be made online and in time. Timetables of individual students can be uploaded. The follow-on activity could be tracked well for ant dissertation. A mailing list can be arranged. Employee destinations of the students and be found easily. All the payment system can be handled with ease. The system would be able to handle deadlines. More user friendly in nature. Costs: Payment systems could result in fraud; thereby more cost would be incurred in safeguarding the system using firewalls. Training requirements would be nil, help and tutorials would make possible the efficient handling of data. Transaction volume would be more, and database workload needs to be improved, which would be expensive. Recommended BSO option Taking into account the maximum and minimum BSO the system would require a middle path to be followed so that every requirement is met with ease. The following would be the options: The system must cover all the requirements The cost needs to be controlled for every option exercised Constraints, benefits and impact on the organisation The systems interface with other systems for correct functioning Approximate data and transaction volumes must be handled The automation options for timetable and other notices must be done effectively. Training requirements must be met. Presentation of results: Adhering to the maximum requirements, which is maximum BSO, would incur greater cost but satisfaction of the users of the system would be quite high. The minimum BSO would cater to the requirements but every option may not be covered entirely. The final suggestion would be a blend of both minimum and maximum BSO. After checking the BSO requirements and benefits a larger part of maximum BSO would be incorporated in the proposed system. The system would be made such that all the requirements are covered in detail and no information is left out. The proposed system would meet all the details of the applicant and the process of theirs enrolment and finish of the course. Bibliography Benson S and Standing C (2002), Information Systems: A Business Approach, Wiley and Sons!. Elliott G (2004), Global Business Information Technology, Addison Wesley. Hoffer A. Jeffery (2002). Modern Systems Analysis and design. Korth (2003). Database Management systems. Navathe Elmasri (2002). Fundamentals of Database systems. Rajaraman (2002). Analysis, Design of Information system, Pearson Education. Read More