2023

Student Data Management System Proposal

–
The implementation of eSkooly at Bugandi
Secondary School

Systems Analysis &

Design Project # 1

RESEARCHED & COMPILED BY;

R MIALL
JEREMIAH E L A X SIMEON
II NARIS
22201254 22201261

SUBJECT COORDINATOR | MR IAN.COSMAS

 IT-Section-IS226 System Analysis & Design

Bugandi Secondary School

Student Data Management System
Proposal
Table of Contents
1. Executive Summary............................................................................................................ 2
i) Findings from Requirements Elicitation ......................................................................... 4
ii) Project Scope .................................................................................................................. 6
a. Project Overview; Student Data Management System – For Bugandi Secondary
School ................................................................................................................................. 6
b. Project deliverables; .................................................................................................... 6
2. Business Requirements ....................................................................................................... 8
a. Business Requirements ............................................................................................... 8
b. User Requirements ...................................................................................................... 9
Use Case ........................................................................................................................... 10
Use Case Diagram ............................................................................................................ 11
c. Functional Requirements........................................................................................... 12
d. Non-Functional Requirement .................................................................................... 12
3. Feasibility Analysis .......................................................................................................... 13
Alternative Matrix Table .................................................................................................. 13
4. Process Model................................................................................................................... 15
iii) Context Diagram ........................................................................................................... 15
iv) Level 0 Data Flow Diagram .......................................................................................... 15
5. Data Model ....................................................................................................................... 18
6. Appendices ....................................................................................................................... 19
i. Appendix A – Technical Feasibility ............................................................................. 19
a. Technical Feasibility ................................................................................................. 19
b. Economic Feasibility (Cost Benefit Analysis) .......................................................... 19
c. Organisational Feasibility ......................................................................................... 19
ii. Appendix B – Findings from Elicitation Requirements (Sample Questions Used)...... 20
iii. Appendix C – System Overview – eSkooly ................................................................. 21

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Bugandi Secondary School

Student Data Management System
Proposal
1.Executive Summary
Bugandi Secondary School currently faces significant obstacles in maintaining and optimizing
the efficiency of its student record management system. Being a government-run institution,
financial limitations have prevented the school from investing in premium student management
software. Nevertheless, we have an economical and effective solution that aims to elevate the
school's operational capabilities - eSkooly, a COTS Student Data Management System
specifically customized to meet the unique requirements of Bugandi Secondary School.
Bugandi Secondary School currently grapples with several pressing issues such as:
1. Inefficient Record-Keeping: The school relies on antiquated paper-based systems,
resulting in inefficiencies that slow access to vital student data, hinder tracking of
student progress, and increase administrative workloads.
2. Data Inaccuracy: Manual data entry is error-prone, leading to inaccuracies that impact
academic processes, teacher-parent communication, and the school's reputation.
3. Limited Accessibility: Restricted access to physical records limits decision-making,
collaboration among stakeholders, and parental involvement in their child's education.
4. Time-Consuming Administrative Tasks: A significant portion of staff time and
resources are wasted on managing paper records, which could be redirected towards
more productive endeavors.
5. Data Security Concerns: Physical records are vulnerable to loss, damage, and
unauthorized access, posing risks to data confidentiality and the school's integrity.
6. Communication Challenges: Paper-based records hinder coordination between
departments, resulting in miscommunication, delays, and a fragmented school
environment.

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Proposed Solution - eSkooly:

Recognizing the budgetary constraints of Bugandi Secondary School, we propose the
implementation of eSkooly, a cost-effective and tailored Student Data Management System.
Here's how eSkooly addresses Bugandi's specific needs:
1. Efficient Record-Keeping: eSkooly replaces paper-based records with a user-friendly
digital platform, streamlining data storage, retrieval, and updates, thereby reducing
administrative burdens and enhancing data accuracy.
2. Data Accuracy: Automation within eSkooly significantly reduces the risk of errors in
student records, promoting academic excellence and bolstering the school's reputation.
3. Enhanced Accessibility: eSkooly provides secure, real-time access to authorized
personnel, fostering transparency, informed decision-making, and improved parent-
school communication.
4. Time Savings: The adoption of eSkooly frees up valuable time and resources, allowing
for reinvestment in educational quality, staff development, and student support
services.
5. Data Security: eSkooly employs robust security measures to safeguard sensitive student
data, ensuring compliance with data protection regulations and preserving the school's
reputation.
6. Seamless Communication: eSkooly facilitates collaboration among school
departments, streamlining administrative processes, and promoting a unified
educational environment.
Bugandi Secondary School is a beacon of hope for the community it serves, and its
commitment to providing quality education is commendable. The adoption of eSkooly as a
tailored Student Data Management System aligns perfectly with the school's financial realities
while offering substantial benefits in terms of efficiency, data accuracy, and communication.
There are other Commercial off-the-shelf Software (COTSS) that will be analyzed in this
proposal to show their economic feasibility in a cost-benefit analysis and to show the board
why eSkooly is strongly recommended. We strongly urge the school board to approve the
implementation of eSkooly, as it is a practical and cost-effective solution that will propel
Bugandi Secondary School towards a brighter educational future, benefitting both students and
staff. This decision will not only optimize operations but also reflect the board's dedication to
the school's continued development.

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i) Findings from Requirements Elicitation

The requirements for the proposed system were gathered through interviews and questionnaires
with school staff. The existing system relies heavily on Excel for various functions, including
grading, positioning, ranking, and generating reports. However, several challenges have been
identified:
1. Current Systems and Software:
• Excel Usage: Excel is primarily used for grading, positioning, ranking, and report
generation.
2. Challenges with Current System/Software:
• Data Entry: Updating a student's name requires manual updates in multiple subject
records, leading to inefficiencies.
• Data Handling: The current system faces challenges in efficient data handling.
3. Desired Features for the Proposed System:
The school would like the proposed system to have the following features:
• Registration Integration: Integrate the registration process.
• Comprehensive Student Information: Link student information across all school
departments and the admin.
• User-Friendly Interface: Develop a user-friendly system to enhance usability.
4. Budget Constraints:
• There are no strict budget constraints, but the school aims to keep the implementation
cost under K15,000.
5. Timeline:
• The school expects the system to be implemented by the end of January, allowing for
approximately 2 months for development and deployment.
6. System Type Preference:
• The school prefers a web-based system for its convenience and user-friendliness.
7. Additional Information:
• The school currently operates offline without a network setup.
• Various school sections (admin, finance, academic, discipline, guidance & and
counselling) work separately, and there is a need for network integration.
• There are a total of 9 departments in the school, each with a Head of Department
(HOD).
• Teachers record assessments in the academic office, but the current system is not
integrated.
• Assessment records are sent to Port Moresby for the Measurement Services Division
(MSD) and the Department of Education.
• Total Students: 2,200

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• Total Staff: 58
• Ancillary staff: 32
• Average class size: 55-60 students
Cloud Computing:
• The school is open to implementing cloud computing but prioritizes data security and
safety.
8.Specific Requests:
• Create a system that is only accessible within the school premises.
• Establish a secure and efficient network linking all school sections and departments.
• Ensure that the new system addresses the needs of each department and facilitates data
integration and reporting.

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ii)Project Scope
a. Project Overview; Student Data Management System – For
Bugandi Secondary School
Client: Bugandi Secondary School
Business Need:
To establish a new Student Data Management system and streamline the student registration
and reporting process
Here is an overview of how the system will work;
• Streamline the student registration process.
• Use the registration data to send to respective sections within the school such as the
admin section or department section.
• The data is then used by the teacher to conduct assessments.
• Assessment is conducted via the system(for instance, recording of test marks) and
entered into the system.
• Students are able to login to the system using their credentials to view their marks.
• Teachers are responsible for recording marks and conducting assessments.
• At the end of the year, a student report card will be generated using the system.
This project aims to enhance the overall efficiency and effectiveness of Bugandi Secondary
School's student record management system.

b. Project deliverables;
a. Project deliverables;
1. Registration
• Deliverable 1: Quick and Efficient registration process system
• Deliverable 2: User-friendly interface
• Deliverable 3: Student profiles and record management system
• Deliverable 4: Security measures taken to safeguard student data
2. Academic Reports
• Deliverable 5: Database schema and data models for storing student information,
subject data, subject results, and academic results.
• Deliverable 6: Report generation functionality for generating progressive reports,
report cards, and transcripts.
• Deliverable 7: User management module for administrators and teachers to enter or
edit results
• Deliverable 8: Automated alerts and notifications for Students about academic
results or reports

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• Deliverable 9: Security measures to protect sensitive academic data, which includes

encryption and access controls.
• Deliverable 10: Backup and disaster recovery plan to ensure data integrity and
availability.
3. School Data Management
• Deliverable 11: Data Schema and data models for storing student information, staff
records, subject data, and other necessary data.
• Deliverable 12: User management module for administrators, teachers, and staff.
• Deliverable 13: Student information data management.
• Deliverable 14. Staff information data management.

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2.Business Requirements
a. Business Requirements
Business requirements refer to what the organization needs. After the elicitation process was
concluded, it was clear that the school needed a new Student Data Management
System(SDMS) to help streamline the registration and report generation process. The SDMS
aims to enhance the overall efficiency and effectiveness by streamlining two processes which
are the;
• Student Enrollment and Registration Process &
• Report Generation Process.

Student Registration Process:

• Online Registration: The SDMS should allow students and their guardians to
complete the registration process online, reducing the need for physical paperwork.
• Data Accuracy: Ensure that all student information, including personal details, course
enrollments, and contact information, is accurately recorded and maintained in a
central database.
• Document Upload: Enable the secure uploading of necessary documents, such as birth
certificates, transcripts, and identification, during the registration process.
• Integration: Integrate with other school systems, such as the admin section, to
automatically verify tuition payments and financial aid status during registration.

Report Generation Process:

• Customizable Reports: Allow administrators to generate customizable reports on
student demographics, enrollment statistics, attendance, and academic performance.
• Automated Report Scheduling: Implement an automated scheduling system that
generates and sends predefined reports to relevant stakeholders (e.g., teachers,
parents, and school board members) at regular intervals.
• Data Security: Ensure that sensitive student data is secure and only accessible to
authorized personnel with appropriate permissions.
• Historical Data: Maintain an archive of historical data for trend analysis and auditing
purposes, allowing the generation of historical reports when needed.
• Export and Printing: Enable the export of reports in various formats (e.g., PDF, Excel)
and support printing capabilities for hard-copy distribution when necessary.

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b. User Requirements
User requirements emphasize what the users need to do. The users of this system are;
✓ Teachers
✓ Student
✓ Administrative Staff (Principal and Deputy Principals User Requirements):
Teacher User Requirements:
• User-Friendly Interface: Teachers should have access to an intuitive and easy-to-use
interface for inputting and accessing student data.
• Grading and Assessment: Teachers require tools for entering and calculating grades,
managing assignments, and generating progress reports for individual students and
classes.
• Data Analysis: Access to student performance data and analytics to help identify areas
for improvement and intervention.
Student User Requirements:
• User-Friendly Interface: Students should have access to an intuitive and easy-to-use
interface for inputting and accessing their data.
• Access to Personal Information: Students should be able to view their own academic
records, including grades, attendance, and schedules.
• Communicate with teachers: Students should be able to communicate with teachers in
a user-friendly manner.
Administrative Staff (Principal and Deputy Principal User Requirements):
• Dashboard and Overview: Provide a comprehensive dashboard with an overview of
key school performance metrics, including enrollment, attendance, and academic
achievements.
• Student Data Access: Access to detailed student profiles, allowing them to view and
manage individual student records.
• Academic Performance: Access student academic records, including grades, test
scores, and progress reports.
• Communication: Send and receive messages to and from teachers, students, and
parents through the system.
• Enrollment Management: Oversee the enrollment process, including admissions,
transfers, and withdrawals.
• Report Generation: Generate various reports for school performance, such as student
performance reports, attendance summaries, and enrollment statistics.
• Security and Data Privacy: Ensure the security of student data and have the ability to
manage user access and permissions to maintain data privacy and compliance.
• Data Analysis and Decision Support: Access data analytics tools to help inform
strategic decisions and improve school operations.

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Use Case
The Use Cases below are there to show the two processes.
Use Case Name: Student Enrollment Registration Process ID: UC 1 Priority: High
Actor: Teacher, Student
Description: This use case describes the process of a teacher logging into the system, recording student data, generating student
credentials, and registering the student in the school's database.
Trigger: The teacher initiates the student enrollment process.
Type: Primary
Preconditions:
1. The teacher has a valid account and is logged into the system.
2. The teacher has access rights to perform student enrollment.
Normal Course:
1. The teacher logs into the system using their credentials.
2. The system verifies the teacher's credentials.
3. Upon successful login, the teacher selects the "Student Enrollment" option.
4. The system presents a form for the teacher to input student data.
5. The teacher submits the student data to the system.
6. The system validates the data for completeness and accuracy.
7. If the data is valid, the system generates unique student credentials, such as a student ID and login details (username and
password).
8. The system adds the student's information to the school's database.
9. The teacher receives a confirmation message that the student has been successfully
Postconditions:
1. The student's information is stored in the school's database.
2. The student is assigned a unique student ID.
3. The student has login credentials for any future system interactions.

Exceptions:
1. If the teacher's login credentials are invalid, the system displays an error message and does not allow access to the
enrollment process.
2. If there are missing or invalid data fields on the student enrollment form, the system displays an error message and prompts
the teacher to correct the data.
3. In the event of a database error or system failure, the system displays an error message and advises the teacher to contact
technical support.

Use Case Name: Report Generation Process ID: UC 2 Priority: High

Actor: System, Teacher
Description: This use case involves preparing data for end-of-year academic reports.
Trigger: Start of the end-of-year reporting period.
Type: Primary
Preconditions:
1. End-of-year reporting period has started.
2. Data from academic assessment and other sources is available.
3. Teachers submit their class/subject reports
Normal Course:
1. Teachers submit their students’ subject results
2. Subject results are entered into the system
3. Student subject performances are graded
4. Student end of year report cards/transcripts are produced
5. Report cards/ transcripts are sent to respective departments
6. Respective departments distribute Report cards/transcript to individual students
Postconditions:
1. Report Data is stored for later use if required
2. Report Data is linked to each individual student account on the system
Exceptions:
1. Subject grading must be accurate according to students’ assessment results
2. Input errors can be edited before report is finalized
3. Result recording is handled by teachers/ academic staff
4. Result production is handled by system admins
5. Result distribution is handled by academic staff/teachers

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Use Case Diagram

Source: Visual Paradigm Enterprise

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c. Functional Requirements
• Student Enrollment & Registration Integration: This requirement indicates that the
system should seamlessly integrate with the student enrollment and registration
processes. It should facilitate the efficient onboarding of new students and the
registration of existing ones.
• Academic Record Management & Monitoring: The system should have the capability
to manage and monitor academic records. This includes recording and updating
student grades, attendance, and other relevant academic information.
• Student Information Retrieval: Users should be able to retrieve student information
easily. This implies a search or retrieval feature that allows authorized users to access
specific student details quickly.
• User Authentication and Access Control: The system should have user authentication
to verify the identity of users. Access control mechanisms should be in place to ensure
that only authorized personnel can access certain functions and data within the
system.
• Data Backup and Recovery: This requirement underscores the importance of
regularly backing up data to prevent data loss. It should also include procedures and
mechanisms for data recovery in case of system failures or data corruption.
• User Support and Training: The system should provide user support, such as help
documentation or a support desk, and training materials or sessions to help users
understand and use the system effectively.

d. Non-Functional Requirement
• Student Enrolment & Registration Integration: This requirement indicates that the
system should seamlessly integrate with the student enrolment and registration
processes. It should facilitate the efficient onboarding of new students and the
registration of existing ones.
• Academic Record Management & Monitoring: The system should have the capability
to manage and monitor academic records. This includes recording and updating
student grades, attendance, and other relevant academic information.
• Student Information Retrieval: Users should be able to retrieve student information
easily. This implies a search or retrieval feature that allows authorized users to access
specific student details quickly.
• User Authentication and Access Control: The system should have user authentication
to verify the identity of users. Access control mechanisms should be in place to ensure
that only authorized personnel can access certain functions and data within the
system.
• Data Backup and Recovery: This requirement underscores the importance of
regularly backing up data to prevent data loss. It should also include procedures and
mechanisms for data recovery in case of system failures or data corruption.
• User Support and Training: The system should provide user support, such as help
documentation or a support desk, and training materials or sessions to help users
understand and use the system effectively.

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3.Feasibility Analysis
Alternative Matrix Table

Explanation of Criteria used;

Technical Issues:
• Compatibility: Assessing how well the software integrates with existing systems and
technologies without conflicts.
• Scalability: Evaluating the software's capacity to grow and handle increased
workloads or user numbers.
• Performance: Measuring the speed, responsiveness, and efficiency of the software in
real-world usage scenarios.
• Security: Evaluating the software's robustness in protecting sensitive data and
guarding against potential threats.
Economic Issues:
• Total Cost of Ownership: Calculating the overall cost of acquiring, implementing,
and maintaining the software throughout its lifecycle.
• ROI (Return on Investment): Determining the potential financial returns or cost
savings associated with using the software.
• Maintenance & Support Costs: Evaluating ongoing expenses for software updates,
technical support, and maintenance.

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Organization Issues:
• Alignment with School Goals: Assessing the degree to which the software aligns
with the strategic objectives and educational goals of the school.
• Change Management: Examining the software's features and tools that facilitate
smooth transitions and minimize resistance when implementing changes.
• Support & Training: Evaluating the availability and effectiveness of resources and
training programs to support users in adopting and utilizing the software effectively
See Appendix A for Feasibility Analysis

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4.Process Model
iii) Context Diagram Source: Visual Paradigm Enterprise

iv) Level 0 Data Flow Diagram Source:

Enterprise
Visual Paradigm

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As-Is System Overview:

Processes:
1. Student Enrolment & Registration
• At the beginning of the school year, students are manually registered and
enrolled.
• Information is stored in the Student Database.
2. Assessment & Grading
• Responsible for conducting assessments and grading student marks.
• Acts as an intermediary between teachers, students, and administration staff.
• Assessments are sent to students, and teachers record student marks during the
assessments.
• The marks are stored in the Subject Database.
• A summary of the assessments is sent to the administration staff for review.
3. Report Generation
• In the final process, reports are created and delivered to students.
• An annual school performance report is generated and sent to the
administration staff.
• The annual report is forwarded to Port Moresby annually for the Department
of Education.
Entities:
1. Student
• Enrolled and registered at the beginning of the year.
• Assessed and graded during the academic term.
• Receives reports at the end of the year.
2. Teacher
• Conducts assessments and records student marks.
• Collaborates with administration staff for assessment summaries.
3. Administration Staff
• Manages the enrolment and registration process.
• Reviews assessment summaries.
• Sends annual school performance reports to the Department of Education.

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Data Stores:
1. Student Database
• Stores student information for enrolment and registration.
2. Subject Database
• Stores student assessment data, including marks and summaries.
3. Report Database
• Stores generated reports, including the annual school performance report.

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5.Data Model

Source: Visual Paradigm Enterprise

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6.Appendices
i. Appendix A – Technical Feasibility
a. Technical Feasibility
The technical infrastructure required for the SDMS is available and includes:
✓ Sufficient hardware and network resources: The school has operational computers and
laptops at the moment and only require a LAN setup
✓ Compatibility with existing systems: eSkooly requires a simple set up on all devices in
order to be operational
✓ Availability of skilled IT personnel for system implementation and maintenance:
Careful training and documentation will be carried out to prepare personals to run the
system.
✓ Mobile Accessibility: eSkooly has mobile accessibility features. Students can login and
view their records or access educational resources and teachers can also record students
marks via the app.

b. Economic Feasibility (Cost Benefit Analysis)

A Cost Benefit Analysis (CBA) indicates that the benefits of implementing the SDMS far
outweigh the costs. The estimated initial cost of K3661.58 ($999) for software licensing alone.
Below is a cost benefit analysis for different types of alternatives for the Student Data
Management System.

c. Organisational Feasibility
The SDMS aligns with Bugandi Secondary School's mission of providing efficient and
effective education services. Staff members have expressed support for the system, and the
organizational culture encourages innovation and improvement in administrative processes.

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• Leadership Support: Ensure that there is strong support and commitment from the
school's leadership, including the principal, school board, and key administrators. Their
endorsement is vital for successful implementation.
• Stakeholder Buy-In: Engage with various stakeholders, such as teachers, students,
parents, and administrative staff, to garner their support and input. Address their
concerns and demonstrate how eSkooly will benefit them.
• Resource Allocation: Evaluate the availability of resources, both financial and human,
required for the implementation of eSkooly. Allocate budget for software licenses,
hardware upgrades, training, and ongoing maintenance.

ii. Appendix B – Findings from Elicitation

Requirements (Sample Questions Used)
The Elicitation method used to gather information for this project were;
• Observation – Teachers were monitored recording student assessment data in person
• Interviews – Several Admin staff were interviewed such as the school principal and the
deputy principle
• Questionnaires – An 18-page questionaries were sent to the school for the principle to
fill, below is a sample;
Sample Questionnaire

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iii. Appendix C – System Overview – eSkooly

eSkooly offers a wide range of features and functionalities to help enhance the academic
administration and management experiences within educational institutions.
eSkooly features;
eSkooly offers the following key features:
1. Student Enrollment management:
• Simplified online enrollment forms and procedures for both new and existing students.
• Automated student data collection, including student information, academic history,
and emergency contacts.
2. Registration Management:
• Customizable registration forms to collect essential information from students, parents,
and guardians.
• Online payment processing for registration fees and other charges.
3. Attendance tracking
• Real-time attendance monitoring to track student attendance.
• Automatic notifications sent to parents and school administration for a students
unexcused absence.
4. Report Card generation
• Automated report card generation based on student performance data.
• Customizable report card templates to meet specific school requirements.
eSkooly benefits;
• Streamlined enrollment and registration process, reducing administrative workload.
• Improved data accuracy and accessibility.
• Enhanced communication between schools, teachers and parents.
• Automated report card generation saving time and reducing human errors.
eSkooly provides comprehensive implementation support, including training for staff and
ongoing technical support. The software is designed to be user-friendly, ensuring that
educational institutions can maximize its benefits.

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Appendix C. i.) Desktop View of eSkooly Employee Section

Appendix C. ii.) Mobile View of eSkooly Menu

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