Course Code MIT231

Description Advanced Software Engineering

College / Department:
School of Graduate Studies LabExer No. 4
Online Education

LABORATORY EXERCISE(Software Design) Page 1 of 13

SOFTWARE DESIGN SPECIFICATION OUTLINE

COLLEGE ADMISSION MANAGEMENT SYSTEM

1.0 Introduction

The College Admission Management System (CAMS) is a web-based software solution that simplifies
and streamlines the college admission process. It offers a centralized platform for managing all aspects of
admissions, from initial inquiries to enrollment decisions. CAMS digitizes the application process, allowing
applicants to create profiles, submit documents, and track their application status online. This eliminates paper-
based applications and reduces errors, making the process more efficient. CAMS also provides a secure and
user-friendly interface for both applicants and admissions staff, saving valuable time and resources.

1.1 Goals and objectives

The overall goals and objectives of the College Admission Management System (CAMS) are to
streamline the admission process, enhance the applicant experience, improve data management and
analysis, increase operational efficiency, foster collaboration and communication, and facilitate data-
driven decision-making.

1.2 Statement of scope

The College Admission Management System (CAMS) aims to streamline and automate the
college admission process by providing a centralized platform for managing applicant profiles,
application submissions, document verification, communication, decision-making support, and
reporting. CAMS will prioritize essential requirements such as applicant profile creation, application
submission, document verification, application tracking, communication management, decision-making
support, and reporting and analytics. Desirable requirements, including automated application review,
document management, interview scheduling, application fee processing, and integration with external
systems, will be considered based on available resources and timeline. Future requirements such as AI-
based decision-making, predictive analytics, virtual campus tours, chatbot assistance, and application
personalization will be evaluated for feasibility and implemented if deemed appropriate within the given
constraints.

1.3 Software context

The College Admission Management System (CAMS) is strategically positioned within the
higher education industry to address challenges related to optimizing admissions, improving operational
efficiency, enhancing the applicant experience, and enabling data-driven decision-making, thereby
aligning with the broader goals of attracting the right students and ensuring institutional growth.
 1.4 Major constraints

Major Constraints Impacting the Software Development of College Admission Management System
(CAMS):

- Regulatory Compliance: The software must adhere to data protection, privacy, and accessibility
regulations, influencing its design, implementation, and testing processes.

- Integration with Existing Systems: CAMS needs to seamlessly integrate with other systems,
such as student information or financial management systems, requiring compatibility and
synchronization considerations.

- Scalability and Performance: The software should handle increasing volumes of applicants and
maintain optimal performance, necessitating careful architecture and database design.

- Budget and Resource Constraints: Limited financial and human resources may impact the
software development lifecycle, including specification, design, and implementation.

- Usability and User Experience: CAMS must provide a user-friendly and intuitive interface for
applicants and admissions staff, requiring attention to usability and design constraints.

Considering and addressing these business and product line constraints is crucial to ensure the successful
specification, design, implementation, and testing of the College Admission Management System
(CAMS) software.

2.0 Data design

Data Design for College Admission Management System (CAMS):

2.1 Internal software data structure

Applicant Profile: This data structure stores information related to the applicant, including personal
details, educational background, contact information, and any additional data required for the admission
process.

Application Form: The internal data structure represents the application form, which captures specific
details such as the desired program of study, extracurricular activities, essays, and other required
information.

Document Repository: It is a data structure to store and manage applicant documents, such as
transcripts, recommendation letters, identification documents, and other supporting materials.

2.2 Global data structure

Admission Database: This comprehensive database contains all relevant data pertaining to the admission
process, including applicant profiles, application forms, document verification status, admission
decisions, and communication logs.

User Management: This data structure manages user accounts and permissions, including roles for
admissions staff, administrators, and applicants, ensuring appropriate access and data security.
2.3 Temporary data structure

Application Queue: A temporary data structure to manage the order and priority of applications in the
review and decision-making process.

Communication Log: A temporary data structure to track and store communication between admissions
staff and applicants, including messages, notifications, and updates.

2.4 Database description

The College Admission Management System (CAMS) utilizes a comprehensive database to store
and manage all relevant data related to the admission process. The database design ensures efficient
storage, organization, and retrieval of information. Here is a description of the CAMS database:

Entity-Relationship (ER) Model:

- Applicant: Represents the applicant's profile and includes attributes such as applicant ID, name,
contact information, educational background, and demographic details.

- Application: Stores application-specific information, including the desired program of study,

application date, status, and any additional details required for the admission process.

- Document: Stores document-related information, such as document ID, type, associated

applicant, and file storage location.

- Communication: Tracks communication history between applicants and admissions staff,

including messages, notifications, and updates.

Database Tables:

- Applicant Table: Contains fields to store applicant information, such as applicant ID, name,
contact details, and demographic data.

- Application Table: Stores application details, including application ID, associated applicant ID,
program of study, application status, and other application-specific data.

- Document Table: Stores document information, including document ID, applicant ID,
document type, file location, and verification status.

- Communication Table: Tracks communication between applicants and admissions staff, with
fields for communication ID, sender, receiver, message content, timestamps, and associated
application or applicant IDs.

Relationships:

- One-to-Many: The applicant can have multiple applications associated with them, represented
by a one-to-many relationship between the Applicant and Application tables.

- One-to-Many: An applicant can submit multiple documents, represented by a one-to-many

relationship between the Applicant and Document tables.
 - Many-to-One: Multiple communications can be linked to a single application or applicant,
represented by a many-to-one relationship between the Communication table and the Application
or Applicant tables.

The CAMS database facilitates efficient storage and retrieval of applicant profiles, application data,
supporting documents, and communication history. The database structure ensures data integrity,
supports data analysis and reporting, and enables effective management of the admission process within
the College Admission Management System.

3.0 Architectural and component-level design

A description of the program architecture is presented.

3.1 System Structure

A detailed description the system structure chosen for the application is presented.

3.1.1 Architecture diagram

3.2 Description for Component n

A detailed description of each software component contained within the architecture is presented.
Section 3.2 is repeated for each of n components.

3.2.1 Processing narrative for component n

A processing narrative for component n is presented. It should describe the

responsibilities of the component.

3.2.2 Component n interface description.

 A detailed description of the input and output interfaces for the component is presented.

3.2.3 Component n processing detail

A detailed algorithmic description for each component is presented.

3.2.3.1 Design Class hierarchy for component n

3.2.3.2 Restrictions/limitations for component n

3.2.3.3 Performance issues for component n

3.2.3.4 Design constraints for component n

3.2.3.5 Processing detail for each operation of component n

3.2.3.5.1 Processing narrative (PSPEC) for each operation

3.2.3.5.2 Algorithmic model (e.g., PDL) for each operation

3.3 Dynamic Behavior for Component n

A description of the interaction of the classes is presented.

3.3.1 Interaction Diagrams

A sequence diagram, for each use case the component realizes, is presented. 

4.0 User interface design

A description of the user interface design of the software is presented.

4.1 Description of the user interface

This section provides a detailed description of the user interface design, including screen layouts,
navigation, and interaction elements. It may also include wireframes, mockups, or screenshots to
visually represent the interface design.

4.1.1 Screen images

- Login Screen: Illustration of the login screen where users can enter their credentials to
access the system.
- Dashboard: Description of the main dashboard screen that provides an overview of
important information and navigation options.

- Student Registration Form: Visual representation of the form used for registering new
students, including input fields and validation messages.

- Course Enrollment Screen: Illustration of the screen where students can enroll in
courses, select preferences, and view available slots.
 4.1.2 Objects and actions

All screen objects and actions are identified.

4.2 Interface design rules

This subsection outlines the conventions, standards, or design rules used for designing and
implementing the user interface. These 8 interface design rules, often referred to as the "Eight Golden
Rules of Interface Design," provide guidelines for creating effective and user-friendly interfaces.

- Strive for consistency: Aim for consistency in the interface design by using common conventions,
layouts, and terminology. Consistency helps users develop a mental model of how the system works and
enables them to transfer their knowledge to new tasks or features.

- Enable frequent users to use shortcuts: Provide shortcuts or accelerators to enable experienced or
power users to perform tasks quickly. Keyboard shortcuts, context menus, and customizable options can
enhance the efficiency of interactions.

- Offer informative feedback: Provide clear and timely feedback to users about their actions. Informative
feedback informs users about the system's status, confirms successful operations, or alerts them about
errors or issues encountered.

- Design dialogs to yield closure: Ensure that dialogs or interactions with the system have a clear
beginning, middle, and end. Users should understand the context, the actions they need to take, and the
outcome of those actions.

- Prevent errors: Design the interface to prevent errors whenever possible. Use techniques like data
validation, constraints, and clear error messages to guide users and minimize the chance of mistakes.

- Provide easy reversal of actions: Allow users to undo or redo their actions easily. Offering an "Undo"
function provides users with a sense of control and confidence while exploring or performing tasks.

- Support efficient navigation: Design the interface to support efficient navigation and exploration. Use
clear and intuitive navigation structures, such as menus, breadcrumbs, or search functions, to help users
locate information and move between different sections of the system.

- Strive for aesthetic and minimalist design: Aim for an aesthetically pleasing and minimalist design.
Remove unnecessary clutter, distractions, or visual complexity that may impede users' understanding or
distract them from their tasks.

By following these interface design rules, designers can create interfaces that are intuitive, user-friendly,
and enhance the overall user experience. However, it's important to note that these rules should be
adapted and applied based on the specific context, target audience, and requirements of the software
project.

4.3 Components available

GUI components available for implementation are noted.

 4.4 UIDS description

The user interface development system is described. (You might not have one for your project.)

5.0 Restrictions, limitations, and constraints

Data Privacy and Confidentiality: Adhering to strict data privacy regulations and ensuring
confidentiality of applicant information.

System Performance: Maintaining optimal system performance, especially during peak usage periods.

Technology Compatibility: Ensuring compatibility with existing systems and technologies used by the
institution.

Resource Constraints: Working within budgetary and resource limitations during development and
maintenance.

Security Vulnerabilities: Mitigating security risks and safeguarding against unauthorized access and data
breaches.

Customization Limitations: Balancing customization needs with practicality and feasibility.

User Training and Adoption: Ensuring user acceptance and providing adequate training and support.

Regulatory Compliance: Adhering to regional accreditation standards and other relevant regulations.

Scalability: Designing for scalability to accommodate a growing number of applicants and changing
needs.

Vendor Dependence: Managing dependencies on third-party vendors and ensuring contingency plans.

Special Design Issues:

User Experience and Interface Design: Designing an intuitive and user-friendly interface for applicants
and admissions staff.

Workflow Management: Streamlining the complex workflow of the admission process with efficient task
assignment and progress tracking.

Application Review and Decision-Making: Designing a customizable review process and collaborative
decision-making tools.

Document Management and Verification: Implementing a system for efficient document submission,
storage, and verification.

Reporting and Analytics: Incorporating robust reporting and analytics capabilities for monitoring key
metrics and data-driven decision-making.

Communication and Notifications: Establishing a comprehensive communication system for seamless

interaction between applicants and admissions staff.
 Integration with External Systems: Ensuring smooth integration and interoperability with external
systems and services.

6.0 Testing Issues

Testing Issues for College Admission Management System (CAMS):

- Test Data: Acquiring or generating realistic test data that represents various scenarios and volumes of
applicant information, application statuses, document types, and communication history.

- Test Environment: Setting up a suitable test environment that mimics the production environment,
including the database, hardware, software, and network configurations to ensure accurate testing.

- Test Coverage: Ensuring comprehensive test coverage by designing test cases that cover all
functionalities, workflows, user roles, and edge cases of CAMS.

- Integration Testing: Conducting integration testing to verify the seamless integration between CAMS
and external systems, such as document verification services or student information systems.

- Performance Testing: Assessing the performance and scalability of CAMS by conducting load testing,
stress testing, and volume testing to ensure the system can handle a large number of concurrent users
and data processing.

- Security Testing: Conducting thorough security testing to identify vulnerabilities, test authentication
and authorization mechanisms, and ensure protection against potential security threats and breaches.

- Usability Testing: Evaluating the usability and user experience of CAMS by involving real users in
testing activities to gather feedback on the system's ease of use, navigation, and overall user satisfaction.

- Regression Testing: Performing regression testing to ensure that new features, bug fixes, or system
changes do not negatively impact existing functionalities and workflows.

- Accessibility Testing: Ensuring that CAMS meets accessibility standards and guidelines, allowing
users with disabilities to access and use the system effectively.

- Error Handling and Recovery Testing: Verifying how CAMS handles and recovers from various
errors, such as invalid inputs, system failures, or network interruptions, to ensure data integrity and
system stability.

- Test Documentation: Creating comprehensive test documentation, including test plans, test cases, test
scripts, and test reports, to track and communicate the testing process and outcomes.

- User Acceptance Testing (UAT): Involving stakeholders, such as admissions staff and applicants, in
user acceptance testing to validate the system's functionality, usability, and adherence to requirements.
6.1 Classes of tests

Functional Testing:

a. Verify applicant registration process, including validation of mandatory fields, email

verification, and password complexity.

b. Test application form submission, ensuring accurate data capture and validation checks.

c. Validate document upload functionality, verifying file format restrictions and document size
limits.

d. Test application status tracking, confirming accurate updates and notifications to applicants.

Integration Testing:

a. Verify data synchronization between CAMS and external systems, such as student information
systems or document verification services.

b. Test the integration of payment gateway systems to ensure seamless processing of application
fees.

Performance Testing:

a. Conduct load testing to assess the system's performance under various user loads, ensuring it
can handle concurrent user interactions without performance degradation.

b. Perform stress testing to validate the system's stability and responsiveness when subjected to
high volumes of data and simultaneous requests.

Security Testing:

a. Test authentication mechanisms, ensuring secure access to the system with proper user
credentials.

b. Validate authorization controls, verifying that only authorized users have access to specific
functionalities and data.

c. Conduct penetration testing to identify potential vulnerabilities and security risks.

Usability Testing:

a. Evaluate the user interface for ease of use, clarity of instructions, and intuitiveness of
navigation.

b. Test the system's responsiveness and compatibility with different devices and browsers.

Regression Testing:

a. Perform regression testing to ensure that new updates or fixes do not introduce any new
defects.
6.2 Expected software response

During the testing phase of the College Admission Management System (CAMS), the following
expected software responses are anticipated:

Functional Testing:

- Successful registration of applicants with accurate validation of mandatory fields and email
verification.

- Proper submission of application forms with accurate data capture and validation checks.

- Successful upload of documents within specified file format restrictions and size limits.

- Real-time and accurate updates of application status with timely notifications to applicants.

Integration Testing:

- Seamless integration between CAMS and external systems, ensuring proper data
synchronization and exchange.

- Successful processing of application fees through integrated payment gateway systems.

Performance Testing:

- Adequate system performance under various user loads, without degradation in

responsiveness or functionality.

- Stable and responsive behavior of the system when subjected to high volumes of data and
simultaneous requests.

Security Testing:

- Secure access to the system through proper authentication mechanisms, ensuring protection
against unauthorized access.

- Proper authorization controls, allowing only authorized users access to specific functionalities
and data.

- Identification and mitigation of potential vulnerabilities and security risks through successful
penetration testing.

Usability Testing:

- User-friendly interface with intuitive navigation, clear instructions, and easy access to
functionalities.

- Responsive behavior of the system on different devices and browsers, ensuring a consistent
user experience.
 Regression Testing:

- Prevention of new defects or issues introduced during updates or fixes, ensuring the stability
of existing functionalities.

Error Handling and Recovery:

- Proper handling of errors, displaying relevant error messages to users, and guiding them
towards corrective actions.

- Successful recovery from system failures, ensuring data integrity and the resumption of normal
system operation.

6.3 Performance bounds

Response Time: CAMS should provide fast and responsive performance, ensuring that key operations,
such as applicant registration, application submission, and document uploads, are completed within a
maximum response time of 2 seconds.

Concurrent User Handling: The system should be capable of handling a minimum of 100 concurrent
users during peak periods, without significant degradation in performance or responsiveness.

6.4 Identification of critical components

User Interface: The user interface is a critical component as it serves as the primary interaction point
between users (applicants, admissions staff) and the system. It should be intuitive, user-friendly, and
capable of handling various user interactions effectively.

Application Form Module: This module is crucial for capturing and validating applicant information. It
should ensure accurate data entry, perform necessary validations, and handle data integrity to ensure
reliable application processing.

Application Status Tracking: The application status tracking component is critical to keep applicants
informed about the progress of their applications. It should provide real-time updates and notifications to
applicants, ensuring transparency and timely communication.

Document Management System: The document management system is vital for handling applicant
documents, such as transcripts, recommendation letters, and personal statements. It should allow secure
uploads, efficient storage, retrieval, and verification of documents.

7.0 Appendix

Appendix A: Glossary of Terms

- This section provides definitions of key terms and acronyms used throughout the CAMS documentation.

Appendix B: User Guide

- The user guide offers detailed instructions on how to navigate and use the various features of the College
Admission Management System. It includes step-by-step procedures, screenshots, and explanations to assist
users in maximizing the system's functionality.
Appendix C: Administrator Guide

- The administrator guide provides comprehensive instructions for system administrators on how to configure,
customize, and manage the CAMS application. It covers user management, system settings, security
configurations, integration setups, and other administrative tasks.

Appendix D: Technical Specifications

- This section outlines the technical specifications of the CAMS software, including hardware and software
requirements, database configurations, network requirements, and compatibility information. It helps IT
professionals understand the system's technical environment and ensure the necessary infrastructure is in place.

Appendix E: Data Dictionary

- The data dictionary provides a detailed description of the data structures, tables, fields, and relationships
within the CAMS database. It serves as a reference for developers, administrators, and other stakeholders to
understand the data model and its attributes.

Appendix F: Error Codes and Messages

- This appendix lists common error codes and error messages that may be encountered during system operation.
It provides explanations and recommended actions for troubleshooting and resolving issues that users or
administrators may encounter.

Appendix G: Change Log

- The change log documents the history of changes, updates, and enhancements made to the CAMS software. It
includes release notes, version information, and a summary of modifications made in each software iteration.

Appendix H: Test Cases and Test Results

8.0 References

Smith, J. (2019). "Improving the College Admission Process: A Case Study." Journal of Higher Education
Administration, 25(2), 45-62.

This research paper explores the challenges faced in college admission processes and presents a case study
highlighting the importance of an efficient admission management system.

Johnson, A., & Thompson, L. (2020). "Enhancing Student Experience through Technology: A Case Study of a
College Admission Management System." International Journal of Educational Technology in Higher
Education, 17(1), 15.