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
o Maintaining Recruiting Details
o Managing Inquiries
o Entering Applications
o Maintaining Academic History
o Importing Admission Information
o Processing Applications
o Admitting Students
o Closing Admissions
o Generating Admission Statistics
• Enrolments
o Pre-Enrolment
o Timeslots
o Enrolment
o Waitlists
o Post Enrolment
o Transferring Students Between Programs, Units, and Unit Sets
o Setting Up Research Candidacy Details
• Student Finance
o Student Finance includes the following sections:
o Student Finance
o Processing Deposits
o Calculating Charges and Credits
o Billing
o Working with Holds
o Dealing with Refunds
o 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.

Data Collection Report-Assessment

By now, relevant data should have been collected. The objective of this Data Collection Report is to provide comprehensive summary of the data collection and analysis process and initial findings from the data. The patterns observed from the data and its relevance to the project problem should be identified and explained. The structure of the report should be decided by students, and should include: The problem being addressed, Theories or frameworks adopted to address the problem, Data collected, Data analysis techniques, Preliminary observations, Description of the Artefact(s) to be developed, and the Execution plan for the completion of the project. The report should also provide rich insights and justification regarding any changes from Project 1. This report should be brief and created with an aim to convince the client that the project problem is beingsystemically addressed. A good documentation of data collection and analysis provides a good justification for project outcomes, and forms an important part of the final project report.

Project Aim/Objectives and Problem

Is the project problem and aim clearly explained?
Adopted Theories/Frameworks
What framework has been selected to address the project problem?
Why was this framework selected?
Methodology and Data Collection/Analysis Techniques
Has data been collected?
What data has been collected?
How is the data being collected?
How is the data being analysed?
Explanation of Proposed Artefact(s)
What Artefact would be developed?
Why is this an important Artefact for this project?
How will the data collected and analysed inform the development of Artefact?
How does the Artefactprovide a solution to the project problem?
Project Completion Plan
Is a step by step plan for the completion of the project included?
Report Presentation and References
Is the report well written, with good sentence construction and good grammar?
Are relevant references included?