Process Documentation for the Implementation of a Student Management System
PROJECT DEFINITION
Background:
The ICT Global Learning Management needs to handle records for many students and maintenance across multiple platforms is difficult. Though an information system is being used, the processes arehighly manual. Hence there is a need to investigate the process to upgrade the system with a computer based information system that facilitates fast and accurate data access with appropriate interfaces for management and students alike. The proposed student management system would allow authorized members to access the record of academically registered students. It could then be used in various educational institutes across Australia and simplifiy PDL educational activities.
Project Objectives:
This project aims to investigate and document the types of processes required to implement a holistic student administration. The intent is to makeit easy to access any student's information at anytime, whilist ensuring the safekeeping of confidential information.
Desired Outcomes
- Successfully research and document the processes to implement a Student Management System
- Identify the requirements for a filtered layered access for all parties involved
- Identify the processes for integration with theCompany's accounting system - integration with SAP software.
- The new system must be robust, scalable and easily adaptable to changing requirements.
Project Scope and exclusions
A documented process for the integration of the following process requirements:
- Admissions
- Maintaining Recruiting Details
- Managing Inquiries
- Entering Applications
- Maintaining Academic History
- Importing Admission Information
- Processing Applications
- Admitting Students
- Closing Admissions
- Generating Admission Statistics
- Enrolments
- Pre-Enrolment
- Timeslots
- Enrolment
- Waitlists
- Post Enrolment
- Transferring Students Between Programs, Units, and Unit Sets
- Setting Up Research Candidacy Details
- Student Finance
- Student Finance includes the following sections:
- Student Finance
- Processing Deposits
- Calculating Charges and Credits
- Billing
- Working with Holds
- Dealing with Refunds
- Interfacing with General Ledger
- Reporting and maintenance
Constraints and Assumptions:
- A competing incumbent system is not in place so this project sets new standards.
- It is assumed the technologies used would be state of the art and compatible with all modern protocols and standards.
- Extensive testing would be performed before release to real world.
- Development environment will be provided to the development team.
- All required licenses and approvals would be purchased.
- The development process and product would adhere to existing and applicable Australian government laws.
Project Tolerances
- Nil
Key Users / Entities in the system
- Students (personal data, study plan, previous educational career, absence registration, etc.).
- Studies (structure and content: programmes of study, courses, exams, tests, etc.).
- Lecturers (staff members involved in the academic education process.).
- Organizational units (Schools, Departments, Institutes, etc.).
Interfaces
- Web based
- Intranet Portal
- Mobile App
Project Approach:The approach is to be determined by the Information Systems team. It is recommended to have some form of source control and to undertake the project tasks in a logical order.
Project Management Team
Structure:
The project team will determine their own structure to complete the assignment
Role description:
All roles within the team are to be determined internally.
Development Methodology:
The team is free to adopt any software development methodology but must regularly communicate the project status with client representative through client meetings and/or status reports.