TERM PROJECT FINAL REPORT

ISL343E

MANAGEMENT INFORMATION SYSTEMS

Project Name: EasyMaster

Instructor: Nihan Yıldırım

GROUP 13

Berin Arıcı 070200237

Bora Yorguncu 070220352

Can Erbaşoğlu 070200297

Çayan Dinlergüler 070180243

Deniz Köksal 070200286

Faik Kemal Özer 070190307

Laçin Bağdatlıoğlu 070190250

Merve Gülmez 070200758

Taha Berkay Şahin 070200302

 CONTENT

1. PRELIMINARY STUDY......................................................................................................... 4
1.1. Abstract.............................................................................................................................. 4
1.2. Description of the Problem.................................................................................................4
1.3. Project Proposal..................................................................................................................5
1.3.1. System Definition......................................................................................................5
1.3.2. Key Business Goals...................................................................................................5
1.3.3. Primary Company......................................................................................................6
1.3.4. Stakeholders.............................................................................................................. 6
1.3.5. Assumptions & Restrictions...................................................................................... 6
1.3.5.1. Assumptions..................................................................................................... 6
1.3.5.2. Restrictions....................................................................................................... 6
1.3.6. Benefit Proposition....................................................................................................7
1.4. The Project and The Background....................................................................................... 7
1.4.1. Aim of the Project..................................................................................................... 8
1.4.2. Defined Needs........................................................................................................... 8
1.4.2.1. Functional Requirements..................................................................................8
1.4.2.2. Implementation Requirements......................................................................... 9
1.4.3. Brief Research and Similar Systems....................................................................... 10
1.4.4. Benchmark Table.....................................................................................................10
1.4.5. List of the Users of the System and the Data.......................................................... 11
1.4.6. Multi-Criteria Decision Matrix................................................................................11
1.5. Boundary of The System.................................................................................................. 16
1.6. Possible Inputs and Outputs of The System..................................................................... 16
1.6.1. Inputs....................................................................................................................... 16
1.6.2. Outputs.................................................................................................................... 17
1.6.3. Basic Components of the Proposed System............................................................ 17
1.6.4. Excluded Components.............................................................................................17
1.7. Initial Feasibility Reports................................................................................................. 18
1.7.1. Technical..................................................................................................................18
1.7.2. Economic.................................................................................................................18
1.7.2.1. Development Cost.......................................................................................... 19
1.7.2.2. Operating Cost................................................................................................19
1.7.2.3. Intangible Benefits......................................................................................... 19
1.7.2.4. Tangible Benefits............................................................................................20
1.7.2.5. Target Market................................................................................................. 20
1.7.3. Operational.............................................................................................................. 20
1.7.4. Legal........................................................................................................................ 21
1.8. The Alignment With The 17 Sustainable Development Goal..........................................24
1.8.1. 4th Goal - Quality Education...................................................................................24

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 1.8.2. 10th Goal – Reduced Inequalities........................................................................... 25
1.8.3. 16th Goal - Peace, Justice, and Strong Institutions................................................. 25
2. SYSTEM ANALYSIS..............................................................................................................25
2.1. Sub and Supra Systems of The Current System (Components and Environment).......... 26
2.2. Block Process Diagram of the Current System................................................................ 27
2.3. Current System Limitations..............................................................................................29
2.4. Integration with Other Systems........................................................................................ 30
2.5. Context Diagram.............................................................................................................. 31
2.6. Use Case Diagram............................................................................................................ 32
2.7. Data Flows of Existing System........................................................................................ 33
2.8. Process Analysis of Existing System............................................................................... 34
2.9. Data Analysis of Existing System.................................................................................... 35
2.10. E-R Diagram of The Current System............................................................................. 43
2.11. Information Requirement List........................................................................................ 43
2.11.1. Problem with the Current System..........................................................................43
2.11.2. Needs..................................................................................................................... 44
2.11.3. GAP Analysis........................................................................................................ 44
2.12. Conclusion-Final Decision For The Solution.................................................................45
3. SYSTEM DESIGN.................................................................................................................. 46
3.1. Process Hierarchy List/ Chart........................................................................................................ 46
3.2. Physical Design / System Components Details............................................................................. 48
3.2.1. Context Diagram...................................................................................................................48
3.2.2. Sub and Supra Systems of the Proposed System..................................................................49
3.2.3. Block Process Diagram of the Proposed System..................................................................50
3.3. Input and Storage - File and Database Design............................................................................... 51
3.3.1. Tables....................................................................................................................................52
3.3.2. Data Flow Diagram.............................................................................................................. 57
3.3.3. Entity-Relationship Diagram................................................................................................58
3.3.4. Input Interface Screens......................................................................................................... 59
3.4. Program Design - Application Design........................................................................................... 61
3.4.1. Use Case Diagrams...............................................................................................................61
3.4.2. Detailed Process Analysis of the Proposed System..............................................................62
3.5. Output Design................................................................................................................................ 63
3.5.1. SQL Queries......................................................................................................................... 63
3.5.2. Output Interface Screens...................................................................................................... 65
3.6. Test Design/Testing Plans.............................................................................................................. 66
3.6.1. Testing Process Flow............................................................................................................ 68
3.6.2. Unit Testing Plan.................................................................................................................. 69
3.6.3. System Testing Plan..............................................................................................................70
3.7. Implementation Recommendations - Support Processing Design................................................ 72
4. CONCLUSION...................................................................................................................................... 73
4.1. Summary........................................................................................................................................ 73

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 4.2. Potential Impacts of the System on the Organization.................................................................... 73
4.3. Challenges Faced........................................................................................................................... 74
4.4. Recommendations for Further Practices........................................................................................ 74
5. REFERENCES...................................................................................................................................... 75

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 1.​ PRELIMINARY STUDY
1.1.​ Abstract

This proposal outlines the development of a centralized system to streamline the master's
program application process for Turkish students applying to EU universities. The fragmented
nature of existing application procedures from different websites is recognized as a primary
challenge and seeks to address it by introducing a merged digital platform called EasyMaster.

The proposal delineates the system's design, goals, and anticipated benefits. It examines current
industry practices, assumptions, boundaries and feasibility considerations. The proposal seeks to
characterize the system by examining it from the previously mentioned aspects.

1.2.​ Description of the Problem

Getting into European Union universities for a master's degree is a big goal for many students.
However, one of the biggest challenges they face is the complicated process of submitting all the
necessary documents for scholarships and applications. Right now, it is a bit of a mess. Students
have to collect lots of different papers, like school records and letters of recommendation, and
send them to different places for each university they want to apply to. This creates a lot of stress
because each university has its own rules for what documents they need and how they should be
sent. It is confusing for students, especially if they are applying to more than one university.
They end up spending a lot of time trying to figure out what they need to send where.

Another problem is that there is no centralized system for managing all these documents.
Students have to keep track of everything themselves, jumping between different websites or
emails to make sure everything gets sent on time. This makes it hard for them to know if their
documents were received and if they are on track with deadlines. But it is not just students who
struggle with this process. University staff also find it challenging to manage the flood of
documents they receive. It takes a long time to go through everything, and sometimes mistakes
happen, leading to delays in processing applications.

Lastly, the technology used for sending documents is not very good. While there are online
platforms available, they often do not work well together, and they do not cover all the steps
students need to complete, such as applying for scholarships.

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In summary, the current process of submitting documents for EU university applications is
complicated and stressful for both students and staff. By simplifying this process and creating a
more centralized and user-friendly system, we can make it easier for everyone to apply and get
into university.

1.3.​ Project Proposal

System aims to improve the process of uploading the documents required for scholarships and
school applications within the scope of the European Union's master's degree application
process. EasyMaster offers a comprehensive solution designed specifically for Turkish students,
by arranging the often complex and time-consuming procedures on a single user-friendly
platform.

1.3.1.​ System Definition

The platform is designed for Turkish students. It provides a central system where they can
efficiently upload all the necessary documents for master's degree applications and scholarship
opportunities at various universities within the EU. Thanks to intuitive design and seamless
integration, the system simplifies the document submission process, saves time and reduces
administrative burdens.

1.3.2.​ Key Business Goals

Simplifying the process of submitting documents for Turkish students to apply to master's
programs at EU universities.
Increases efficiency and reduces errors in document processing and processing.
Improves accessibility and user experience through an user-friendly interface.
Collects and converts documents to the university's standards for applications to universities and
scholarship providers.
Creates a scalable infrastructure to accommodate future expansion and customization for other
student demographics and regions.

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 1.3.3.​ Primary Company

Universities from Europe who accept to attend this program, Institutions who are providing
scholarships for students, Government

1.3.4.​ Stakeholders

Turkish Students: Simplified primary users utilizing document submission processes.

EU Universities: Institutions receiving applications and managing admissions.
Scholarship Providers: Organizations that offer financial aid to students.
Administrators: Individuals responsible for managing the platform and ensuring its smooth
operation.
Regulatory Authorities: Bodies that oversee compliance with data protection and other relevant
regulations, it is initiated with the government.

1.3.5.​ Assumptions & Restrictions

1.3.5.1.​ Assumptions

●​ A centralized platform is needed to streamline the document.

●​ Application process for Turkish students applying to EU universities.
●​ Universities are willing to share application requirements and deadline information in
this system.
●​ Universities and scholarship providers are willing to adopt new technological solutions
for document management.

1.3.5.2.​ Restrictions

●​ EU data such as GDPR compliance with protection regulations.

●​ Integration with existing university systems and databases may present technical
difficulties.
●​ Limited starting resources for development and marketing

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 1.3.6.​ Benefit Proposition

●​ Our platform is for Turkish students regulating in a simpfly way the complex landscape
of master's program applications at EU universities.
●​ It is a system in which the document upload process proceeds from a single system.
●​ By centralizing document submission processes, it allows students to focus on their
academic goals instead of administrative obstacles.
●​ To ensure that deadline monitoring and research processes are facilitated in university
graduate programs, especially for students who wish to apply 3 or more times.
●​ Universities and scholarship providers can provide a more efficient and transparent
application by benefiting from streamlined workflows and improved data accuracy.

1.4.​ The Project and The Background

With the globalization of the world, the disappearance of borders, and the increase in interaction
between people, studying in other countries has become the preference of many people.
Opportunities for specialization and deepening, personal development, and international
experience offered by master's education. It has caused many people to go to different countries
to get an education in line with their expectations and ideals. Many examples of this situation
apply to Turkish students as well. Master's education in Europe is an attractive option for many
Turkish students.

However, problems encountered in this process, such as lack of information, complexity of the
application process, and failure to evaluate scholarship opportunities correctly, make the
decision process of students difficult. Students have to research and examine each university's
master's degree specifications one by one, send the documents to the relevant university, and
keep track of them one by one. Therefore, this process cannot be carried out optimally and this
process becomes difficult for many people because it is complicated to follow this flow.

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 1.4.1.​ Aim of the Project

The main purpose of the system we are trying to optimize is to create a web-based platform that
will guide Turkish students through the application process for master's degree education in
Europe. This platform aims to provide students with a comprehensive resource on managing
application documents and evaluating scholarship opportunities. Thanks to the advanced
filtering options included in the system, it is planned that users will be able to easily access
information about the requirements of the universities they are considering applying to. Thanks
to the user profile they create, it is aimed that users will not have to upload their documents to
the system one by one for each application (except for the motivation letter) and will be able to
manage the application tracking process more easily by forwarding their applications to the
relevant universities through our platform.

1.4.2.​ Defined Needs

1.4.2.1.​ Functional Requirements

●​ User Registration and Profile Creation

○​ Users are able to register on the platform and create their personal profiles.
●​ Document Upload and Storage
○​ Users are able to upload and store general documents (transcripts, diplomas,
language certificates, etc.) and retrieve them during the application process.
●​ Upload Custom Motivation Letter
○​ Providing a feature allowing users to upload a custom motivation letter for each
university application.
●​ Application Process Management
○​ Users are able to track and manage their application processes, view application
statuses, and make edits if necessary.
●​ Database Management
○​ Implementing a secure database system to store user profiles, uploaded
documents, and application information.

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●​ System Security
○​ Ensuring the security of user information through appropriate encryption and
other security measures.
●​ Email Notifications
○​ Setting up automatic email notifications to inform users about updates in the
application process.
●​ Search and Filtering
○​ Implementing an effective search and filtering system, allowing users to search
and filter universities, scholarships, and accommodation options based on various
criteria.

1.4.2.2.​ Implementation Requirements

●​ Web-Based Application
○​ Developing a web-based application accessible through web browsers.
●​ Mobile-Friendly Interface
○​ Designing a user interface that is responsive and accessible from mobile devices.
●​ Database Structure
○​ Creating a database structure that accommodates user profiles, uploaded
documents, and application details.
●​ User Authentication and Authorization
○​ Implementing user authentication and authorization mechanisms, ensuring that
users can only edit their own profiles.
●​ File Storage System
○​ Developing a file storage system to securely store uploaded documents and grant
access permissions as needed.
●​ Enhanced Search and Filtering
○​ Implementing advanced search and filtering options for users to find universities,
scholarships, and accommodation options based on various criteria.
●​ E-mail Integration
○​ Setting up email integration for automatic notifications and system updates.

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 ●​ Security Testing
○​ Conducting regular security tests to ensure the application's security and make
necessary updates.

1.4.3.​ Brief Research and Similar Systems

There are several assisting platforms that allow students to conduct comprehensive research
during their process of application to higher education. Some not only offer extensive
information related to procedures but also provide crucial data such as deadlines, scholarships,
etc. However, as a result of a benchmark analysis, it has been observed that none of them fully
meet the requirements of the application process. Therefore, the primary objective of this study
is determined as constituting a user-friendly platform that combines many useful attributes at
once.

1.4.4.​ Benchmark Table

The data obtained from benchmark analysis can be seen in the table below for a detailed
comparison.

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 1.4.5.​ List of the Users of the System and the Data

​ ​ ​

1.4.6.​ Multi-Criteria Decision Matrix

Perso Applica Availa Eligible All

nal​ tion​ ble for​ to pay​ high​
All
Decision Points/​ Accou Submiss Europ Deadli Scholars applicat level
Evaluation Factors nt ion e nes hips ion fee edu

Higher Education
Compass 0 0 0 5 0 0 15

FindA Masters 20 0 15 10 0 0 15

Study Portals 0 0 20 20 0 0 20

Studielink 0 0 0 10 0 0 0

UniAssist 5 5 0 10 5 5 15

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EasyMaster 20 20 15 20 20 10 0

Weights

0,1 0,25 0,1 0,2 0,15 0,05 0,15

Standardized Decision​
Matrix ( R)

Higher Education
Compass 0 0 0 25 0 0 225

FindA Masters 400 0 225 100 0 0 225

Study Portals 0 0 400 400 0 0 400

Studielink 0 0 0 100 0 0 0

UniAssist 25 25 0 100 25 25 225

EasyMaster 400 400 225 400 400 100 0

Total of Sqr (A) 825 425 850 1125 425 125 1075

32,7
SQRT (A) 28,72 20,62 29,15 33,54 20,62 11,18 9

Standardized Decision​
Matrix ( R)

Higher Education
Compass 0 0 0 0,1491 0 0 0,45

FindA Masters 0,696 0 0,5145 0,2981 0 0 0,45

0,61
Study Portals 0 0 0,6860 0,5963 0 0 00

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Studielink 0 0 0 0,2981 0 0 0

UniAssist 0,174 0,2425 0 0,2981 0,2425 0,4472 0,45

EasyMaster 0,696 0,9701 0,5145 0,5963 0,9701 0,8944 0

V​
Matrix

Higher Education
Compass 0 0 0 0,0298 0 0 0,06

FindA Masters 0,069 0 0,0514 0,0596 0 0 0,06

Study Portals 0 0 0,0686 0,1193 0 0 0,09

Studielink 0 0 0 0,0596 0 0 0

UniAssist 0,017 0,0606 0 0,0596 0,0364 0,0224 0,06

EasyMaster 0,069 0,2425 0,0514 0,1193 0,1455 0,0447 0

Ideal Solution Set (A*)

0,069 0,2425 0,0686 0,1193 0,1455 0,0447 0,09

Ideal Solution Set (A-)

0 0 0 0,0298 0 0 0

Ideal Separation Measures

Differences

Higher Education
Compass -0,069 -0,2425 -0,068 -0,089 -0,1455 -0,0447 -0,02

FindA Masters 0 -0,2425 -0,017 -0,059 -0,1455 -0,0447 -0,02

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Study Portals -0,069 -0,2425 0 0 -0,1455 -0,0447 0

Studielink -0,069 -0,2425 -0,068 -0,059 -0,1455 -0,0447 -0,09

UniAssist -0,052 -0,1819 -0,068 -0,059 -0,1091 -0,0224 -0,02

EasyMaster 0 0 -0,017 0 0 0 -0,09

Square of Differences

Higher Education
Compass 0,004 0,0588 0,0047 0,008 0,0212 0,0020 0,00

FindA Masters 0 0,0588 0,0003 0,0036 0,0212 0,0020 0,00

Study Portals 0,004 0,0588 0 0 0,0212 0,0020 0

Studielink 0,004 0,0588 0,0047 0,0036 0,0212 0,0020 0,00

UniAssist 0,002 0,0331 0,0047 0,0036 0,0119 0,0005 0,00

0,00
EasyMaster 0 0 0,0003 0 0 0 84

Total sum of Sqr. Root of T.S. Of Sqs

Higher Education
Compass 0,1001 0,3164

FindA Masters 0,0864 0,2939

Study Portals 0,0868 0,2947

Studielink 0,1035 0,3217

UniAssist 0,0570 0,2388

EasyMaster 0,0087 0,0931

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 Negative Ideal Seperation Measures

Differences

Higher Education
Compass 0 0 0 0 0 0 0,06

FindA Masters 0,069 0 0,0514 0,0298 0 0 0,06

Study Portals 0 0 0,0686 0,0894 0 0 0,09

Studielink 0 0 0 0,0298 0 0 0

UniAssist 0,017 0,0606 0 0,0298 0,0364 0,0224 0,06

EasyMaster 0,069 0,2425 0,0514 0,0894 0,1455 0,0447 0

Square of Differences

Higher Education
Compass 0 0 0 0 0 0 0,00

FindA Masters 0,004 0 0,0026 0,0009 0 0 0,00

Study Portals 0 0 0,0047 0,008 0 0 0,00

Studielink 0 0 0 0,0009 0 0 0

UniAssist 0,000 0,0037 0 0,0009 0,0013 0,0005 0,00

EasyMaster 0,004 0,0588 0,0026 0,008 0,0212 0,002 0

Total sum of Root of T.S. Of Relative Closeness to Ideal

Sqr. Sqs Solution

Higher Education
Compass 0,0047 0,0686 0,1783

FindA Masters 0,0131 0,1144 0,2802

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 Study Portals 0,0211 0,1452 0,3300

Studielink 0,0009 0,0298 0,0848

UniAssist 0,0114 0,1068 0,3090

EasyMaster 0,0975 0,3122 0,7703

According to the multi-criteria decision making calculations, EasyMaster scored the highest in
the analysis, followed by Study Portal.

1.5.​ Boundary of The System

The aim of the project is to facilitate the application process for master's programs and guide
students throughout this process. In this context, the system aims to help students find master's
programs they can apply to, upload their application documents, and complete the application. In
terms of inputs and outputs, various data such as student information, application documents,
and search criteria are entered into our system. The system processes these inputs to list suitable
programs for students and manage the application process. Outputs include application
approvals, application status updates, and program information provided to students. The
boundaries of our system encompass the master's programs that students can apply to. Excluded
components in this context include undergraduate programs or other levels of higher education.
Additionally, the system is limited to facilitating the application process only; details regarding
the acceptance process or the educational period are beyond the scope of the system.

1.6.​ Possible Inputs and Outputs of The System

1.6.1.​ Inputs

●​ Students and universities must enter user information to log in to the system.
●​ Universities should input information about their programs into the system and update it
as necessary.

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●​ In order for students to identify the master's degree programs they want to apply to, they
need to input detailed information into the system, such as the country, city, application
deadline, departments and fees.
●​ Students are required to upload documents such as transcripts, language proficiency
certificates, and graduation information to the system database for their master's
university applications.
●​ The payment details are entered for universities requiring application fees, and then
confirmed.

1.6.2.​ Outputs

●​ Master program universities are filtered according to students' criteria, and the relevant
universities are listed accordingly.
●​ Students will be able to view detailed information about the programs they are interested
in.
●​ Confirmation is given that students' applications have been received. The applications are
then directed to the respective universities.

1.6.3.​ Basic Components of the Proposed System

1.6.4.​ Excluded Components

●​ Undergraduate programs
●​ Other levels of higher education

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 1.7.​ Initial Feasibility Reports

1.7.1.​ Technical

The project is technically feasible. Technology infrastructure will consist of several

interconnected components including the front-end and back-end for the website, a database for
storing applicant information, document metadata and other relevant data, a file storage to store
uploaded documents and finally application programming interfaces (APIs) for integration with
university and government systems. All these requirements can be obtained through existing
open source/commercial software development tools, cloud service providers and other vendors.

Given the seasonal nature of the college applications choosing cloud-based services can be a
cost-effective and scalable solution rather than renting/buying the required hardware. A team of
developers proficient in web development, database management and cybersecurity will be
needed. Additionally, a lawyer familiar with the GDPR (General Data Protection Regulation)
and KVKK (Personal Data Protection Law) may be needed to make sure our processes are in
line with the regulations.

There are some regulatory and technical risks. Ensuring the safety of the data may prove to be
expensive. Furthermore, failing to comply with data protection regulations may result in fines up
to €20.000.000 in EU and up to ₺2.700.000 in Turkey.

1.7.2.​ Economic

Economic feasibility is a crucial factor in assessing the viability of projects, particularly those
aiming to bridge educational opportunities across borders, such as facilitating the application
process for bachelor's degree students in Turkey seeking master's degrees in Europe. This
assessment will involve a detailed look at development and operating costs, tangible and
intangible benefits, and an analysis of the target market. Each of these components plays a vital
role in determining the project's potential for success and sustainability.

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 1.7.2.1.​ Development Cost

Design Cost: This section includes the design and layouts of the website a. A web designer is
needed to do this job.The wage of this employee is approximately 2500$.
Software Development Cost: A software developer is needed to create and develop the
necessary software. The wage of this employee is approximately 3000$.
Data Analysis Cost: We need data analytics for gathering, cleaning, and studying data sets to
improve and be more efficient in our project. The wage of this employee is approximately
2500$.
Backend Development Cost: A backend developer is needed to create, maintain, test, and
debug the entire backend of a system. The wage of this employee is approximately 3000$.
Front-end Development Cost: A front-end developer is needed to create design elements. The
wage of this employee is approximately 3000$.
Server Cost: 300-400$.

1.7.2.2.​ Operating Cost

The operating cost of the website contains various expenditures. The performance of the
website, in which the project meets the consumer, is the most important part of customer
satisfaction. Server's costs vary according to the data clusters, where the data will be gathered
and stored. In order to calculate these costs, the experts' knowledge will be consulted. Another
important cost of the project is the wages of the employees. The employees mentioned in the
development section will be constant in the project and their costs are fixed. In addition, the cost
of the support section to be established to resolve the problems of the users within the website
will vary in parallel with the number of consumers.
In the above section, the main costs of the project were evaluated. During the management of the
project, different costs may arise, but the ratio of these costs to the main costs will be quite low.

1.7.2.3.​ Intangible Benefits

The EasyMaster project will provide a very wide range of intangible benefits. These benefits
include many sustainable development goals. These are quality education, reduced inequalities,

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and strong institutions. Thanks to the convenience offered by EasyMaster, students will be able
to easily learn about regional and university scholarship opportunities and enroll in master
programs suitable for their economic situation. Students will be able to easily apply for a
master's degree by viewing the documents required by various universities and selecting them
from the documents they have uploaded to the system, thus they will more easily go through the
difficult application process to access quality education. In this process, the partnership
established by institutions with EasyMaster will make the master process more efficient and
strengthen the structure of the institutions.

1.7.2.4.​ Tangible Benefits

EasyMaster enables students to complete the complex and time-consuming master's application
process easily and in a short time. EasyMaster charges a certain fee for this service. This project
delivers appeals to universities in a certain order, allowing the applications to be examined more
easily.

1.7.2.5.​ Target Market

EasyMaster is a project targeting Turkish students who plan to do a master's degree in Europe.
EasyMaster promises customers to easily learn the different documents required by different
universities during the master's application process and apply through a single system.
Additionally, EasyMaster shares information about scholarship opportunities with the user, thus
helping customers choose suitable schools. The increasing demand of students in Turkey to
study for a master's degree abroad increases the potential customer potential of this project day
by day.

1.7.3.​ Operational

The stakeholders of this project are Turkish students, EU universities, scholarship providers,
administrators, and regulatory authorities.

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In the initial phase, the developers who will oversee the process and the sales department
responsible for introducing the system to universities play a pivotal role. In the second stage, an
operational team will manage the application process, including individuals evaluating
applications within the university and the applicants themselves.

System users: Individuals who have completed their undergraduate education and personnel
within the department managing university application processes.

1.7.4.​ Legal

The project, being initially tailored for graduates of Turkish universities, necessitates a system
design aligned with the legal framework outlined by the Turkish government for data privacy
and protection. Specifically, adherence to the regulations established by the Personal Data
Protection Authority (KVKK) is imperative.

Given that the scrutiny of uploaded documents and papers will be undertaken by designated
university departments, these user interactions must align with the stipulations of the General
Data Protection Regulation (GDPR) as mandated by the European Union. Furthermore, the
system should be meticulously structured to comply with data security legislations set forth by
individual European Union member states, in addition to GDPR.

In light of the planned integration of payment systems, it is imperative to implement SHA-256

encryption for heightened security, accompanied by the issuance of a legally compliant invoice.

In order for the system to be equal for everyone, a certain standard should be established for
individuals with disabilities so that they can benefit from the system.

If the mentioned requirements are adhered to, the system should not encounter any legal issues.

Feasibility Analysis Summary

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 Availability of technology and software conditions
●​ There is no technological obstacle for the system to work.
●​ The technology infrastructure will comprise interconnected components such as
website front-end and back-end, a database for storing applicant information,
document metadata, and relevant data, along with file storage for uploaded
Technical documents.
●​ Existing tools, cloud services, and vendors can provide the necessary
components for integration with university and government systems through
APIs.

Resources and personal required

●​ A team of five professionals, including a web designer, a software developer, a
data analytics, a backend developer and a front-end developer, who will
undertake the development of the application.

Project size and risk

●​ The project entails regulatory and technical risks associated with data safety
and compliance, while its scope encompasses the integration of various
interconnected components, suggesting a medium to large-scale endeavor.

Compatibility
●​ Compatibility considerations are paramount in ensuring seamless integration
with university and government systems.
●​ Ensuring compliance with GDPR and KVKK regulations is imperative to
safeguarding data privacy and security throughout the project's development
and implementation phases.

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 Development cost
●​ Salaries: The approximate salaries of 5 employees, web designer, software
developer, data analytics, backend developer, and front-end developer, are
2500$, 3000$, 2500$, 3000$, and 3000$ respectively, and their total salary is
14000$ dollars.
●​ server cost: 300-400$qualit education reduced inequalities, strong institutions
Economic
Operational cost
●​ Our operation costs Server costs vary depending on the data sets in which the
data will be collected and stored. Additionally, the cost of the support line on
our site will be parallel to the number of users. quality education reduced
inequalities, strong institutions

Intangible benefits
●​ Quality education: EasyMaster project enhances quality education by
simplifying the application process for master's programs and providing access
to scholarship opportunities, fostering greater educational accessibility.
●​ Reduced inequalities: EasyMaster fosters reduced inequalities by providing
students, with accessible information on scholarship opportunities and master's
programs, thus promoting greater equity in educational access.
●​ Strong institutions: EasyMaster's partnership with institutions enhances
institutional strength, streamlining the master's program application process and
reinforcing the structural integrity of educational organizations.

Tangible benefits
●​ EasyMaster is the streamlined and expedited completion of the complex
master's program application process for students, along with the organized
delivery of applications to universities, facilitating easier review processes.

23
 ●​ Turkish students
●​ EU universities
Operational ●​ Scholarship providers
●​ Administrators
●​ Regulatory authorities

●​ The project must align its system design with the legal framework outlined by
the Turkish government for data privacy and protection, particularly adhering to
the regulations established by the Personal Data Protection Authority (KVKK).
Legal
●​ The scrutiny of uploaded documents by designated university departments must
comply with the stipulations of the GDPR mandated by the European Union,
ensuring that user interactions adhere to GDPR requirements.

●​ The system should be meticulously structured to comply with data security

legislations set forth by individual European Union member states, in addition
to GDPR, to ensure comprehensive legal compliance across different
jurisdictions.

●​ Implementation of SHA-256 encryption for payment systems is imperative to

ensure heightened security, accompanied by the issuance of legally compliant
invoices to meet regulatory standards.

1.8.​ The Alignment With The 17 Sustainable Development Goal

The relationship of the system with 17 sustainable development goals can be examined
especially by highlighting the 4th, 10th, and 16th development goals considering their potential
impact on education, inequality reduction, and peacebuilding.

1.8.1.​ 4th Goal - Quality Education

24
Providing improved access to multiple master’s degree programs contributes to the quality of
education conclusively by facilitating the search and application process for applicants.
Additionally, assisting the process of application with more comprehensive information both for
master’s degree options and scholarship options leads applicants to make superior choices which
is going to affect their lifelong learning skills and developments.

1.8.2.​ 10th Goal – Reduced Inequalities

Enhanced access to higher education reduces inequalities in many aspects. Initially, the system
democratizes the applications by gathering them in one platform. Higher access from one
particular website will level the opportunities for all students, regardless of their socio-economic
backgrounds or locations. Additionally, scholarship opportunities becoming more accessible on
EasyMaster will help financially disadvantaged students to pursue education on more equal
terms.

1.8.3.​ 16th Goal - Peace, Justice, and Strong Institutions

Promoting transparency, accountability, and inclusivity in education can be also related to the
16th goal. Providing accurate information and a secure platform for documents fosters trust and
promotes fairness between organizations and individuals.

Lastly, it can be emphasized that collaboration between stakeholders, which includes

universities, governmental agencies, scholarship providers, and students themselves, also
supports the 17th sustainable development goal. It is also a significant goal for the designed
system since the transfer of information via collaboration between stakeholders is crucial for the
system.

2.​ SYSTEM ANALYSIS

25
 2.1.​ Sub and Supra Systems of The Current System (Components and
Environment)

A system can be described as the collection of elements that transform given inputs into outputs
toward a certain purpose. Systems consist of smaller systems called ‘subsystems’ that focus on
particular tasks or functions.

In general, users and people who ensure the continuity of the system in technical and managerial
terms can be considered as the main agents in a subsystem of existing systems.

Meanwhile, the first group mainly consists of university graduates who seek guidelines for the
master's application process, it is possible to encounter families and counselors as users as well.

Administrators, developers, and employees can be seen as the main components of the second
group who are responsible for the functionality of the existing system, and its interactions with
subsystems and the environment.

The positioning of the agent 'universities' can be contradictory based on the existing system
examined. The reason for this is that while in some existing systems, such as UniAssist,
universities are active participants in the system since they use the system as an assistant
platform for application collection, the majority of them do not prefer to use these systems as
their application process. Since it has been observed that the majority of the agent 'universities'
take part as third parties in benchmark analysis, it is reflected as a part of the 'environment' in the
notation below.

26
2.2.​ Block Process Diagram of the Current System

27
Family members and counselors support students and provide recommendations.
Students research and apply to scholarship providers individually, and receive application results
from their websites.

Students find and take foreign language exams required for master's application, and learn their
results.

StudyPortals provides students with information about master's programs, and students select
programs of interest. MasterPortal transfers this information to the relevant university websites
for access to official information.

Students learn about master's programs on university websites, begin the application process,
upload documents, and submit applications. They learn application results later.

28
Administrators manage StudyPortals.

Developers handle technical infrastructure development and updates for StudyPortal.

Employees conduct daily operations for StudyPortals.

Infrastructure providers supply technical infrastructure for StudyPortals.

Regulatory authorities perform data protection and compliance audits for StudyPortals.

2.3.​ Current System Limitations

●​ StudyPortals does not have payment systems integrated into the system, but payment
systems attach importance to the process.

●​ Although StudyPortals lists universities worldwide, it does not cover all programs
regionally.

●​ The portal may not be able to update the constantly changing application requirements
and dates of universities and programs on time. This can lead to incorrect or outdated
information.

●​ The security of personal and academic information is critical. If a portal does not have
strong security measures, there may be a risk of data leakage or misuse.

●​ A cluttered or unfriendly interface can negatively impact the user experience. This may
make it difficult for students to complete their applications correctly. The portals
included in the StudyPortal system are displayed in a small way at the bottom of the
interface, and this has negative effects on the user's ability to access these portals.

●​ Scholarship opportunities listed on StudyPortals are very limited. A small number of

scholarship opportunities are listed and the scholarship providers are always the same
institutions.

29
 ●​ Applications cannot be sent directly to universities and scholarship providers from the
MastersPortal; the StudyPortals only function as a guide.

2.4.​ Integration with Other Systems

StudyPortal's system works integrated with 3 different systems. These systems are users,
universities, and scholarship providers. Users list the master's programs and scholarships they
want to apply on StudyPortal. StudyPortal directs users to the master's programs and scholarship
providers of their choice.

30
 2.5.​ Context Diagram

The central system of StudyPortals facilitates the exchange of information between students and
educational institutions. It manages student applications, distributes scholarship information
from sources to qualified applicants, and relays program details and selection criteria from
universities to students. The context diagram summarizes the input and output data flow between
sources and recipients when students are utilizing StudyPortals during the application of the
master program process. As the diagram indicates, every university has its own application
system, so students must adjust and enter the same information more than once, keep track of

31
numerous deadlines, and customize their application materials to fit the needs of various
programs.

2.6.​ Use Case Diagram

Use case diagram is demonstrated according to StudyPortals and similar 3rd party educational
websites which are adopted to show general information about master programs and
scholarships. It also shows what occurs after the process of leading students to related
institutional websites to apply for master programs and scholarships that they are willing to
apply for.

32
2.7.​ Data Flows of Existing System

33
2.8.​ Process Analysis of Existing System

34
 2.9.​ Data Analysis of Existing System

Students Table (ST)

Entity Data Type Length Prima Foreig Types of

ry n Keys Relationships
Keys

students_id Autonumber + SIT One to One

FT One to Many

name Short Text 255

surname Short Text 255

Mail Hyperlink 255

phone Number 255

password Short Text 255

gender Short Text 255

birth_date Date/Time

nationality_count Short Text 2

ry_iso

nationality_count Number 255

ry_id

emailing_updates Yes/No

emailing_scholars Yes/No
hips

emailing_favourit Yes/No
es

35
Students Information Table (SIT)

Entity Data Type Length Primary Foreign Types of

Keys Keys Relationships

students_id Number + ST One To One

study_level Short Text 255

proficiency_test Short Text 255

ielts Number

work_experience Number

self_assessment_profici
Short Text 255
ency

pte Number 255

tuition_budget Number

interests_countries Short Text 255

start_period_date Date/Time

attendance Short Text 255

residence_country_id Number

currency Short Text 255

36
 living_budget Number

interests_disciplines Short Text 255

study_country_id Number

proficiency_type Short Text 255

disciplines Short Text 255

gpa Number

gre Number

gmat Number

University Information Table (UIT)

Entity Data Length Primary Foreign Types of

Type Keys Keys Relationships

AutoNu + UMPT One to Many

university_id
mber

Short
university_name 255
Text

Hyperli
website
nk

37
 Short
nationality_country_iso 255
Text

nationality_country_id Number

ranking_times Number

ranking_top Number

ranking_nw Number

Short
masters 255
Text

academic_staff Number

students Number

students_int Number

students_f Number

Short 255
institution_type
Text

University Master's Programmes Table (UMPT)

Entity Data Length Primary Foreig Types of

Type Keys n Keys Relationships

38
university_id Number UIT One To Many

AutoNu + SCT One To Many

program_id
mber PST One To Many

Short 255
program_name
Text

duration Number

Short 255
currency
Text

Short 255
language
Text

Date/Tim
start_date
e

Date/Tim
end_date
e

credits Number

Short 255
delivered
Text

Hyperlin
programme_website
k

39
international_fee Number

living_cost Number

funding Number

Date/Tim
apply_date
e

gpa Number

gre Number

gmat Number

ielts Number

pte_aca Number

toefl Number

Programme Structure Table (PST)

Entity Data Type Length Primary Foreign Types of

Keys Keys Relationships

university_id Number

program_id Number UMPT Many To One

40
 course_id +
AutoNumb
er

course_name Short Text

Scholarships Table (SCT)

Entity Data Type Length Prima Foreign Types of

ry Keys Relationships
Keys

scholarship_id +
AutoNumb
er

scholarship_name Short Text 255

nationality_country_iso Short Text 255

nationality_country_id Number

disciplines Short Text 255

locations Short Text 255

nationality_student Short Text 255

study_experience_required Yes/No

age Number

currency Short Text

application_deadline Date/Time

41
 scholarship_type Short Text 255

number_scholarships_award Number

grant Number

scholarship_coverage Number

applicable_programme_id Number UMPT Many to One

applicable_programme_name Short Text 255

Favorite Table (FT)

Entity Data Type Length Primary Keys Foreign Keys Types of

Relationships

favorite_id Autonumber +

students_id Number ST Many to One

university_id Number

program_id Number UMPT Many to One

42
 2.10.​ E-R Diagram of The Current System

2.11.​ Information Requirement List

2.11.1.​ Problem with the Current System

●​ The inability to apply to desired master's programs through the system.

●​ The lack of a document management process to help applicants organize their needed
documents which differ from master's program to program.
●​ Hard to use and inefficient filtering system.
●​ The lack of scholarship information to help students find what scholarships they can use
to finance their educations for each master's program.

43
 2.11.2.​ Needs

●​ A centralized platform integrated with university systems to enable the students to apply
to their desired master's program through a single system.
●​ A progress tracking system, made possible by the centralized platform, lets the applicants
know which stage of the application process they are currently in.
●​ A document management system for a more efficient application process.
●​ A more efficient search and filtering system to help the applicants find masters,
scholarships, and accommodations suitable for them.
●​ Information about scholarships available to the desired master's program, and the means
to apply to it.

2.11.3.​ GAP Analysis

Existing System New System

Individual university requirements warrant Users can readily access information

separate investigation. regarding diverse university requirements
through advanced filtering options.

Documents must be re-uploaded for each Documents uploaded to the system can be
application used in different applications

After submission, it is imperative to The monitoring of applications is facilitated

meticulously track each application by the intuitive user interface provided.
individually.

The availability of scholarship A wealth of information about scholarship

opportunities is constrained by a dearth of opportunities is readily accessible.
information.

44
The universities included in the Streamlines the application process for
application process are universally open students enrolled in academic programs
for submission. within Turkey.

There is no payment system in the The implemented payment system enables

application users to engage in financial transactions
directly within the platform, providing a
streamlined and secure method for
payments.

2.12.​ Conclusion-Final Decision For The Solution

There are some obstacles with the current method for searching and applying for a
master's program, such as inconsistent information, duplicate document submissions, and
a deficiency of thorough scholarship data. Simplifying the user experience, a centralized
platform can combine many institution requirements and application processes into a
single interface. The requirement for multiple uploads will be removed with the
implementation of a single document management system, which will also preserve a
uniform format among apps. Students will benefit greatly from easier access to thorough
scholarship and accommodation information as they plan and apply to various programs.
Reductions in application time and administrative burdens are guaranteed by the concept
for a smooth and user-friendly design.

The goals of the new proposed system can be defined as;

●​ Offering a streamlined, centralized application procedure that can be accessed via
a single platform.
●​ Improving document management's effectiveness while lowering mistakes and
saving time.
●​ Increasing accessibility to important data, like prerequisites unique to each
program and scholarships offered.
●​ Providing a thorough tracking system that enables applicants to keep track of the
status of their applications.

45
 The choice to create the unified "EasyMaster" platform was made in order to improve the
inadequacies of the current application process for Turkish students wishing to apply to
master's programs at EU universities. The suggested system will greatly improve
document management, application tracking, and access to information on scholarships
and accommodations by combining numerous university requirements and procedures
into a single, user-friendly interface. This will improve the entire application process and
student success rate by lowering the administrative load, shortening application
deadlines, and enhancing transparency and accessibility. The creation of the system is in
line with the strategic objectives of promoting global academic interactions and
streamlining educational procedures.

3.​ SYSTEM DESIGN

3.1.​ Process Hierarchy List/ Chart

46
47
3.2.​ Physical Design / System Components Details

3.2.1.​ Context Diagram

48
 3.2.2.​ Sub and Supra Systems of the Proposed System

Regarding the sub and supra systems of the proposed system, as it is already described in the
existing system, the main agents in a subsystem can be recognized as the actors who ensure the
continuity of the system in technical and managerial terms. In the proposed system the actors
‘Universities’, ‘Scholarship Providers’, and ‘Payment Systems’ are integrated into the proposed
system since the main aim of EasyMaster is to create a more comprehensive and compact
structure that will provide a smoother usage experience.

49
 3.2.3.​ Block Process Diagram of the Proposed System

This block process diagram visualizes the application process of Turkish students to European
universities. The main users are students. While students upload their application documents and
manage the application process, families and counselors also provide support.

The system management and development team ensures the functioning of the platform and
performs updates. Universities and scholarship providers evaluate applications and offer
acceptance or financial support. Regulatory bodies conduct audits on data protection and
compliance issues.

In this process, technology and infrastructure providers maintain the technical infrastructure of
the platform. Academic and language testing providers also offer the required tests for university
applications.

50
This diagram clearly illustrates the main components and interactions in the application process,
providing a guide for Turkish students to understand the application process for European
universities.

EasyMaster enables all these processes to be conducted through a single platform, allowing
students to easily manage the process, simplifying complex operations, and enabling all
components to efficiently utilize their time.

3.3.​ Input and Storage - File and Database Design

This part of the project involves the design and implementation of a comprehensive
database system for EasyMaster. The main purpose is to design a database system based on the
necessities of a website to manage its activities effectively. The applicability of the system is
quite high because it provides a robust and reliable data infrastructure that will help EasyMaster
optimize its operations, improve customer service, and increase operational efficiency. The
system consists of various integrated components, as expected. These interconnections and
interactions between different elements are optimized by the application of the normalization
process.
The purpose of database normalization can be explained as eliminating redundant data to
ensure logical relations of dependent data and reducing data anomalies. This project aims to
apply normalization principles to create an easier understanding, to make enhancing/ extending
the database easier, and to protect the database from any type of anomalies (insertion, update,
deletion anomalies).
Once the tables’ columns and primary keys are determined, the relationships between the
tables begin to be defined. After defining the relationships and cardinalities, an Entity
Relationship Diagram has been added to provide a clearer understanding. ‘Officers’ and
‘Scholarship Providers’ tables are added to the database structure in the proposed system and the
‘Payment’ system is integrated so that the necessary transactions are collected in a single system
to provide easier usage for the users. Additionally, tables containing the applications and their
status are added.

51
 3.3.1.​ Tables
Application Table

Favorite Table

Officer Table

52
Payment Table

Programme Structure Table

Scholarships Provider Table

53
Scholarships Table

Student Table

54
Student Information Table

University Information Table

55
University Master’s Programmes Table

56
3.3.2.​ Data Flow Diagram

57
3.3.3.​ Entity-Relationship Diagram

58
 3.3.4.​ Input Interface Screens

This input interface shows how to register a user on our website. It lists the private data needed
to register for a new account. For users to successfully register, they must enter accurate details.
This stage makes sure the user's profile is finished and prepared for additional application
procedures.

59
Users will find a demonstration of the document upload procedure on this input interface.
Students can upload the required application files using this feature. Files like diplomas,
transcripts, language certifications, and results from standardized tests can be submitted by
users. These uploads can be used by students as a draft for other applications. Motivation letters,
portfolios, and reference letters are among the types of documents that are unique to university
master's programs and should be uploaded using the application interface of that program.

60
3.4.​ Program Design - Application Design

3.4.1.​ Use Case Diagrams

61
 3.4.2.​ Detailed Process Analysis of the Proposed System

The proposed system's process flow begins by identifying the user's type—student, university
employee, or scholarship provider. If the user is a student, the system checks their registration
status; registered students login, while unregistered students enroll. Once logged in, students
either search and apply for programs or check their application status. If applying, they review
program details, select a program, verify document uploads, pay the registration fee, and
complete the application. For users who are not students, the system checks registration
similarly. University employees can either enter program details or check application statuses,
while scholarship providers can enter scholarship details or review scholarship applications. The
process ends when the user’s specific actions are completed, ensuring a streamlined interaction
tailored to each user's role and needs.

62
 3.5.​ Output Design

3.5.1.​ SQL Queries

To observe the real-life usage of a database 'Output Design' part is added to the paper.
Potential questions were identified to obtain more in-depth information about the current
situation of the EasyMaster and answers were obtained by creating the necessary SQL queries.

●​ In the created SQL query below, the purpose is to create a query that will allow accessing
LMU Munich master programs and their relevant information such as program name,
fee, application date, etc.

SELECT [University Master's Programmes Table].program_name, [University Information

Table].university_name, [University Master's Programmes Table].international_fee, [University
Master's Programmes Table].apply_date, [University Information Table].nationality_country_iso

FROM [University Information Table] INNER JOIN [University Master's Programmes Table]
ON [University Information Table].[university_id] = [University Master's Programmes
Table].[university_id]

WHERE ((([University Information Table].[university_name])="LMU Munich"));

●​ In the created SQL query below, the purpose is to create a query that will allow accessing
a student's master applications with their applications' status and related extra
information.

63
SELECT Application.applicationId, Application.applicationStatus, Application.Date,
[University Master's Programmes Table].program_name, [University Information
Table].university_name

FROM ([University Information Table] INNER JOIN [University Master's Programmes Table]
ON [University Information Table].[university_id] = [University Master's Programmes
Table].[university_id])

INNER JOIN Application ON [University Master's Programmes Table].[program_id] =

Application.[program_id];

64
 3.5.2.​ Output Interface Screens

This output interface shows students how filtered programs are presented to them according to
the criteria they have chosen. Students may quickly identify and contrast programs that fit their
needs and interests thanks to EasyMaster.

65
University administrators can view applications that have been submitted to their programs by using
this output screen. It offers comprehensive details on every candidate, such as contact details,
educational background, date of application, and current application status. Additional document
data are also accessible to administrators on request. With the help of this interface, administrators
may successfully oversee the admissions process by having a thorough overview of all applications.

3.6.​ Test Design/Testing Plans

To ensure EasyMaster operates effectively, a comprehensive testing plan is essential. The

primary goals of the testing process are:
●​ To verify that each component of the system works with no error.
●​ To ensure the system works with high performance.
●​ To identify and solve any bugs present in the system.

66
The testing plan has to be created taking various factors into account such as the risks,
objectives, resources and the nature of the system, which is EasyMaster. Given the resource
constraints such as time and money, testing efforts should be prioritized on riskier parts of the
system. In the case of EasyMaster, the most critical components are the basic functionality of the
system, integration with university systems and handling of the personal information. The
testing efforts will concentrate on these components. One example of said prioritization would
be not testing features that are outsourced, and frequently used and maintained by others, such as
payment processing.

The testing strategy includes three main stages: Unit Testing, System Testing and Acceptance
Testing. To better showcase the boundaries of these stages, testing process of the document
upload component is summarized below:
-​ Unit Testing: Document size validation, document format validation.
-​ System Testing: Document upload functionality validation.
-​ Acceptance Testing: Validate that users can upload their documents during their
application process.
There are certain exit criterias to conclude the testing process and consider it successful. Several
KPIs are to be met, such as:

●​ Test case execution rate - 100%

●​ Test case documentation rate - 100%
●​ Test case pass rate - 90%
●​ All test cases dealing with personal data handling must pass.
●​ End-to-end transaction success rate - 99%
●​ All critical bugs must be resolved.
A review strategy is also developed to complement the testing process and better ensure the
quality. The review process includes walkthroughs and inspections. This means walking through
the code with peers, line by line, to judge the quality of the code written and processes, and
better understand it.

The overall test design will ensure all critical components are thoroughly tested for their
functionality, performance and usability. This design also complements the implementation
strategy, which will be discussed in the next chapter.

67
3.6.1.​ Testing Process Flow

68
 3.6.2.​ Unit Testing Plan

Actual
Test Case Test Steps Expected Results Results Pass/Fail
1. Open registration page User registered
Verify user registration 2. Enter valid details successfully, receives [Pass/Fail]
3. Submit confirmation email
Application submitted
1. Log in
Verify application form successfully,
2. Complete application [Pass/Fail]
submission confirmation message
form 3. Submit
displayed
1. Log in
Documents uploaded
2. Navigate to document
Verify document upload successfully,
upload section [Pass/Fail]
functionality confirmation message
3. Upload valid documents
displayed
4. Submit
1. Submit application Application data synced
Verify integration with
2. Check integration logs with university systems [Pass/Fail]
university systems
and database updates without errors
Support ticket created
1. Open support page
Verify user support ticket successfully,
2. Create new support ticket [Pass/Fail]
creation confirmation message
with valid details
displayed

69
3.6.3.​ System Testing Plan

70
71
 3.7.​ Implementation Recommendations - Support Processing Design

In the implementation phase, the first point of consideration is the conversion strategy. Out of
the four strategies under consideration, each one has their own pros and cons.

Strategy Pros Cons

Direct Cutover Faster adoption High risk

Parallel Running Smooth adoption Too costly, high risk

Pilot Conversion Managed risk, chance to gain feedback Slower transition, planning costs

Phased Conversion Managed risk, incremental changes Not suitable

After considering viable strategies, Pilot Conversion is decided to proceed with. Given the
importance of the system functionality to its users, limiting the risk with a Pilot Conversion
while benefiting from the feedback and training the user population in small parts is the most
ideal strategy for EasyMaster.

For the post-implementation phase:

●​ A help desk and ticket system can be established to manage user queries, a knowledge
base from which users can provide self-help can be created, user training can be provided
and a feedback mechanism can be implemented.
●​ Regular updates can be scheduled, system performance monitored and a bug tracking
system maintained.
●​ Strict access controls, encryption, and regular security audits can be implemented.
●​ Security processes can be tested regularly by making regular data backups and creating a
disaster recovery plan.
●​ Key performance indicators (KPIs) can be defined and regular performance reviews can
be conducted with monitoring tools.
●​ A support team for user queries, system administrators for maintenance, a security team
for data protection, and backup experts for data recovery. Basic tools such as help desk

72
 software, knowledge base systems, monitoring tools, security software and backup
solutions can be used.

4.​ CONCLUSION

4.1.​ Summary

Easymaster is a project that aims to simplify the application processes of Turkish students
applying to master programs of universities in the European Union. This project facilitates this
process for students by providing document submission, application tracking and access to
scholarship information with an easy interface with the new platform created. Apart from this, it
makes this process more efficient for university staff by standardizing application procedures.
Easymaster provides convenience to the parties with its payment system. Easymaster fulfills the
necessary obligations by protecting user information through the security measures it takes.
Easymaster promises to contribute to students' satisfaction and success rates by being involved
in the application process with data management in line with the goals of improving students'
access master programs.

4.2.​ Potential Impacts of the System on the Organization

The Easymaster project will mediate the application process, making this process more efficient
by reducing the time and effort required for students to apply for a master's degree and
universities' application evaluation process. Listing the required documents and keeping the
uploaded documents regularly in the database will provide improved accuracy by reducing errors
and inconsistencies. The project will provide users with a better user experience by making it
easier for students to find suitable program and scholarship options with its advanced search and
filtering features. The database in the project will enable better data management by enabling
students and universities to store, retrieve and manage data more effectively. Easymaster, which
has a scalable and flexible design, will allow the application to be expanded in the future for
universities in different regions and students in different countries.

73
 4.3.​ Challenges Faced

We experienced several difficulties during the design of the Easymaster project. Technical
difficulties arose during the proper integration of university databases into the EasyMaster
project's system. It has been realized that creating a system that complies with obligations
regarding the protection of personal data is a costly and complex process. We also found that
creating a database that provides the advanced filtering and searching required for a user-friendly
interface and a design that appeals to the user is a difficult process.

4.4.​ Recommendations for Further Practices

Comprehensive tests performed by users of the system provide important information for regular
improvement of the system, and the information collected through these tests aims to ensure user
satisfaction of the system. The system should use an approach that is updated according to user
feedback and new technologies. Meeting the needs of all stakeholders, including students,
universities and authorities, is one of the most important parts of the project development
process. The security of user data should be ensured by performing regular security audits. The
system must be designed to be scalable and flexible, thus facilitating the adaptation of the system
to changing requirements.

74
 5.​ REFERENCES

FindAMasters. (n.d.). FindAMasters. Retrieved from https://www.findamasters.com/

Glassdoor. (n.d.). Software Developer Salaries. Retrieved from

https://www.glassdoor.com/Salaries/software-developer-salary-SRCH_IM1160_KO0,18.htm?cli
ckSource=searchBtn

Google Cloud. (n.d.). Pricing Calculator. Retrieved from

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