GROUP NAMES REGISTRATION NUMBERS
ELIMU JONATHAN 2024-D102-30457
SEMAKULA TREVOR
KAYEMBA ALVIN
SYSTEM ANALYSIS AND DESIGN REPORT: STREAMLINING STUDENT
ENROLLMENT PROCESS AT UGANDA MARTYRS UNIVERSITY
1.Project Overview
Project Title: Streamlining Student Enrollment Process (SEMS)
Project Purpose: To improve the efficiency and accuracy of the student enrollment process at
Uganda martyrs University by implementing a new, automated system.
To optimize the student enrollment process at UGANDA, reducing manual
errors, processing time, and administrative workload.
Project Objectives:
Reduce processing time for student enrollment by the biggest percentage.
Eliminate manual data entry errors.
Enable students to enroll online with real-time status updates.
Provide staff with tools to verify documents and manage enrollment data.
Ensure data accuracy and compliance with institutional policies.
Primary goals: Enhance the overall student enrollment experience. improve student experience,
and centralize enrollment records.
Intended Outcomes: Make the module more user friendly and convenient to even the user
beginners and eliminates paperwork backlogs at the university.
2.Requirement Gathering
Key Stakeholders and Roles;
Students: Provide enrollment information and access the system.
Parents/Guardians: Provide student information and consent.
School Administrators: Oversee the enrollment process and manage system access.
Registrar Staff: Process enrollment applications and maintain student records.
IT Staff: Maintain and support the system functionality and security.
Registrar's office: maintains student’s records and enrollment data.
Academic Affairs Office: overseeing curriculum and course affairs
Bursar's Office: provides financial clearance for enrollment, it also handles tuition issues.
Enrollment Service Office: provides general enrollment information and support.
Departmental Office: Coordinate with the registrar's office to ensure accurate course Information
and data.
Requirement Gathering Techniques:
Interviews: Conducted with registrar staff and administrators to understand current processes and
challenges.
Surveys: Distributed to students and parents to gather feedback on their enrollment experiences.
Categorized Requirements:
Functional Requirements: Online application submission, automated data validation, automated
communication with stakeholders, secure data storage, reporting and analytics.
Non-functional Requirements: System security, scalability, user-friendliness, system performance,
maintainability.
Business Requirements: Reduced processing time to under 5 days, improved accuracy, cost
savings, enhanced student experience.
User Needs: Easy-to-use interface/ more friendly interface, clear instructions, timely feedback,
secure data handling and support multiple languages.
3.System Analysis:
Gap Analysis
The current manual enrollment process is time-consuming, prone to errors, and lacks efficiency.
Data is scattered across multiple systems, making it difficult to access and analyze. The lack of
automation leads to delays and frustration for both staff and students.
Issues: Manual data entry errors, no real-time updates for students, inefficient staff workload
distribution.
Proposed Improvements: Automate application submission, digitize document storage, and
provide real-time notifications.
4.System Design
Conceptual Design:
Data Flow Diagrams (DFDs): Illustrate the flow of data from application submission to final
enrollment confirmation, including data validation and communication steps.
DATA FLOW DIAGRAM
Entity-Relationship Diagram (ERD): Defines the database structure, including entities such as
students, parents, courses, and enrollment records, and their relationships.
i.e. Entities: Student (ID, Name, Contact), Application (ID, Status, Submission Date), Staff (ID,
Role), Course (ID, Name).
Relationships: Student submits Application; Staff approves Application; Application links to
Course.
UI Prototypes: Simple mockups of the online application portal, showcasing user interactions for
submitting applications, tracking status, and accessing information.
The design will be scalable to accommodate future growth in student enrollment and adaptable to
changing requirements.
5.Additional aspects
Project Timeline:
Phase 1: Requirement Gathering (2 weeks)
Phase 2: System Analysis (1 week)
Phase 3: Design and Prototyping (3 weeks)
Phase 4: Development (5 weeks)
Phase 5: Testing and Deployment (3 weeks)
Total Duration: 14 weeks
6.Conclusion:
The new student enrollment system will significantly improve the efficiency and accuracy of the
enrollment process, reducing processing time, minimizing errors, and enhancing the overall
student experience at UGANDA MARTYRS UNIVERSITY.
References;
Dennis, A., Wixom, B. H., & Tegarden, D. (2015). Systems Analysis and Design.
Wiley.
Valacich, J., George, J., & Hoffer, J. A. (2020). Modern Systems Analysis and
Design. Pearson.
Author Unknown (2017). A Systems Analysis and Design Case Study for a Business
Modeling Learning Experience. ERIC.
Source: ERIC Archive.
Desklib. (n.d.). System Analysis and Design Report
Source: Desklib.
