Registration System

Al Khawarizmi International College, University-College System Registration System of existing students in KIC

Prepared By

Student ID:

111111

Student Name: Mohammed Saif

Al Kh awar aw ar i zm i In te rn at io na l Co ll eg e, Un iv er si t y -Col -C ol le ge Sy st em

2014

Table of Contents 1.Introduction ................... ........................................................................ 5 Campuses ................................................... ............................................. 6 Values of KIC ........................................................................ ................. 7 2. The Problem ........................................................................ ................. 8 2.1.1 Products and Services Provided ..................................................... 9 2.1.2 Organizational Structure ............................................................... 10 2.1.3 Customers and Stakeholders ........................................................ 10 2.1.4 Concerned Department(s) and their roles ...................................... 11 2.2 Description of the current work process .............................................. 12 2.3 Problems ................................ .......................................................... 13 3. The Proposed Solution ........................................................................ 14 3.1. What are the possible alternatives? ................................................ 14 3.3.3 System Deliverables .................................................................. 17 Let us consider CAD and DFD of this s ystem ...................................... 18 Use CASE Diagram ........................................................................ .... 20 Input/Process/Output (IPO) method ....................................................... 22 Class diagram ....................................................... ............................ 23 Ac ti vit vi t y di a gr am of Regi Re gi st ra ti on s yste ys te m .. .. .. .. .. .. .. .. .. . .. .. .. .. .. .. . .. .. .. .. .. .. . .. .. 25 25 4. System Implementation and maintenance ............................................. 26 Risk finding ....................................................................................... 28 5. Conclusion ........................................................................... ............... 33 6. References .......................................................................... ............... 35

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Table of Contents 1.Introduction ................... ........................................................................ 5 Campuses ................................................... ............................................. 6 Values of KIC ........................................................................ ................. 7 2. The Problem ........................................................................ ................. 8 2.1.1 Products and Services Provided ..................................................... 9 2.1.2 Organizational Structure ............................................................... 10 2.1.3 Customers and Stakeholders ........................................................ 10 2.1.4 Concerned Department(s) and their roles ...................................... 11 2.2 Description of the current work process .............................................. 12 2.3 Problems ................................ .......................................................... 13 3. The Proposed Solution ........................................................................ 14 3.1. What are the possible alternatives? ................................................ 14 3.3.3 System Deliverables .................................................................. 17 Let us consider CAD and DFD of this s ystem ...................................... 18 Use CASE Diagram ........................................................................ .... 20 Input/Process/Output (IPO) method ....................................................... 22 Class diagram ....................................................... ............................ 23 Ac ti vit vi t y di a gr am of Regi Re gi st ra ti on s yste ys te m .. .. .. .. .. .. .. .. .. . .. .. .. .. .. .. . .. .. .. .. .. .. . .. .. 25 25 4. System Implementation and maintenance ............................................. 26 Risk finding ....................................................................................... 28 5. Conclusion ........................................................................... ............... 33 6. References .......................................................................... ............... 35

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Table of figures Figure-1(Abu Dhabi Campus) Figure-2(Al Ain Campus) Figure-3 (Organization chart) Figure-4a (Current registration process for new student) Figure-4b (Current registration process for existing student) Figure-5 (System deliverable) Figure-6 CADs (Self student Registration process) Figure-7 Data flow diagram (Self student Registration process) Figure-8 (Add course process) Figure-9 (Add verify process) Figure-10 Use case diagram (Registration process) Figure-11 (Transformation of analysis model into design model) Figure-12 (IPO to level N) Figure-13 (ER-diagram of self student registration system) Figure-14a (Class-diagram) Figure-14b (Course Registration Package Class Diagram) Figure-15 (Activity-diagram) Figure-16 (Implementation & maintenance) Figure-17 (Gantt chart) Figure-18 (Network activity diagram) Figure-19 (constraints)

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em

2014

Vision KIC seeks to be a foremost institution of knowledge distinction by providing eminence education, research, and expert leadership to build noteworthy involvement in human capital development in the country.

Mission KIC is dedicated to gratify the necessitates of its varied student body by offering

modern,

premium

quality,

student

oriented,

profession

driven

educational programs, research, and enduring knowledge opportunities that synchronize with local cultural principles and international trends to complete sustainable development and progression in the public.

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1. Introduction Al Kh awari zm i In te rn at io na l Co ll ege (K IC ) was es ta bl is he d in 19 85 . In th e UAE, KIC is the first private institute to be recognized by the Ministry of Higher Education and Scientific Research. Since its commencement in Abu Dhabi, KIC has offered its students through a diversity of prospects that aspire to further their education and facilitate open doors for potential job opportunities. At KI C th ei r ce nt ra l at te nt io n is on te ac hi ng in th e co ur se of pr ac ti ca l application. They intend at producing highly skilled graduates who are prepared to convene the requirements of at present ’s workforce. Their programs offer their students with hypothetical and abstract knowledge in their disciplines. They train their students with appropriate practical expertise and perfections in turn for them to board effectively on their professions. They offer a diversity of programs to ensemble students from all strolls of life, and they present suitable course arrangement during mornings and evenings, in addition to the weekend, to make sure all students can get appropriate study times. In such flexible arrangement, their students are liberated to continue their work while carrying out the program of their preference and can achieve both specialized and educational knowledge simultaneously.

KIC

is

affiliated

with

different

international

universities/organizations as well as organizations in the United States,

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United Kingdom, Canada and Australia where their students can carry on their advanced education, or decide to move to, after studying at KIC. The classrooms at KIC are outfitted with high-tech learning conveniences to develop student’s understandings and make sure a most favorable learning atmosphere. They also endeavor to assurance convenience for all candidates consequently

they

have

set

reasonable

fees

and

suitable

payment

arrangements following their plan of offering education to a number of students. KIC is dedicated to continuing enduring associations with students both through their time at the college and following their education. Their devoted student relations panel is paying attention on making certain a strong, favorable environment for their students and assists to take the most of them. KIC intimately works with companies both nationally and globally to offer their graduates with employment opportunities and supervision, in addition to make sure their evolution into the qualified world is as much as feasible. Campuses

There are two campuses, as shown in the following: Ab u Dh ab i Un iv er si ty Co ll ege

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Figure-1(Abu Dhabi Campus) Al Ai n Al Kh awar izm i Un ive rs it y Colle ge – Al Ain Branch

Figure-2(Al Ain Campus)

Values of KIC 

Esteem for the UAE communal system, the

Islamic culture plus other

cultures 

Simplicity, equality, and evenhanded opportunities for all



Communal responsibility.



principled code of demeanor



Collaboration and optimistic

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em 

knowledge and modernism



Progressive, positive and applied learning

2014

2. The Problem KIC is providing educational services and facilitating the UAE people as well as other communities belong to different nationalities. It offers a number of courses to fulfill the requirements of the people who seek to get practical knowledge and education. The registration of the students is open in the beginning of each semester. Although the process of registration is very good and smooth, but still there are some rooms need to be improved and make it more users friendly. 2.1 About the Workplace

In this research report I am going to focus on the registration process of current student. In the beginning of each semester the students have to visit the college and see the counselor to register new courses. Sometimes the concern persons are busy with other students and rest of the students has to wait for long time. Sometimes the students could not find time to approach the college at the right time of registration to enroll themselves, because of their official duties and other business activities.

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em 2.1.1 Products and Services Provided

KIC provide the following programs in different streams. Bachelor Degree Programs Business Administration Information Technology Islamic Banking And Finance KIC is going to offer more degree courses in the following streams: Health Sciences

KIC also offers various courses at Associate level as well: Business Administration Information Technology Islamic Banking And Finance Health Management Computer Graphics & Animation Fashion Design Medical Records

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2.1.2 Organizational Structure Organization Chart of KIC Al Ain is shown in the following diagram.

President

Seceratry

Human Resource Management

Academic Director

Campus Manager

Deputy Academic Director

HR staff

Quality Manager

Admin Staff

Registerar

Senior Registration Officer

Registration officer

Program Leader

Program Coordinator

Faculty Members

Figure-3 (Organization chart)

2.1.3 Customers and Stakeholders

In KIC the following stake holders are involved. Higher management Ad mi ni st ra ti on Staff / Employees Students

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Finance Manager

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2.1.4 Concerned Department(s) and their roles In

this

research

work

the

registration

department

is

my

concerned

department. The role of this department in the organization is very important. Al Khawarizmi International College sees the job of the Registrar as critical to the welfare of the College. The Registrar: is mandatory to acquire the important function in supervising an effectual students' documentations system (hard copy and electronic copy) so that well-timed and precise information concerning all students is retained. The foremost tasks of the Registrar are, 

Effectively administers students' admissions



Manages and control final examinations



Manages and well-organized students' registration system.

The Registrar reports directly to the Academic Director and responsible to supervise Senior registration officer & registration officers in the campus. Senior registration officer and registration officer support the Registrar to conduct their daily jobs required in the registration. The most important responsibilities of the registration office are: 1. Efficient managing of student’s admission 2. Handle final examination process 3. Supervise and manage an efficient student registration system 4. Issue students with proper certification

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The employees of the registration office should thoroughly read the related documents in order to make acquainted her/him with the educational curriculums and the college. 2.2 Description of the current work process

In this research report I am going to talk about two important issues which are related to the registration office. 

Registration for the new students with /without TOEFL

This system consists of the following steps. It sounds good to register the new students. Step1.

Figure-4a (Current registration process for new student)

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Step2.

Figure-4b (Current registration process for existing student)

2.3 Problems 

Self registration of the courses for current students in each semester

For the current students 2.4 The problem statement KIC college/university student registration system is not capable to deal with the high number of phone calls acknowledged at registration time. Along with others, tiring signals and long distance/time consuming are intrinsic problems of the phone registration system. An online student registration system requires to be built up and expand. Additionally, students on campus or off campus and out of country can simply and reasonably take benefit of many of

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the facilities offered by the office of the Registrar, which nowadays need users to be on campus for the period of business hours.

3. The Proposed Solution 3.1. What are the possible alternatives?

In the beginning of each semester the students might ask for course information including a list of course of ferings for the new semeste r. Inform ation about each module, for instance the teacher, department, and prerequisites will be integrated to assist students make well-versed decisions. The new online registration system will allocate students to select the courses offerings for the upcoming semester. As well, each student will specify two different choices in case a course offering becomes packed or canceled. The session will be closed if the number of students reaches thirteen. No course/session offering will have less than ten students. A course offering with less than ten students will be closed. Once the registration procedure is accomplished for the student, the registration system forwards information to the account system, so the student can be allocated for the course fee. This system is prepared in such a manner that lecturers must be able to retrieve the on-line system to specify which modules they will be teaching. They will also require observing which students registered for their course existing. For every semester, there is an interval of time that students can add/drop their programs. The students must be capable to retrieve the online system through this time to add or drop the courses. The account system will credit all students for modules dropped through this period of time.

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The selected Solution and Its Justifications 

To recognize confronts of online registration system.



To identify whether the process used for online registration system without problems functional and available.



To evaluate and estimate the website used for online registration



To classify the problems coming out next to the application of online registration system

System Analysis

To arrange a development and accomplishment team self-possessed of people well-informed about the existing registration procedures with which customary meetings will be conducted. A progression of interviews with the administrators and the developers of the present registration system will be prearranged. Interview and comment from the employees and staff working with the online system is required to describe the current situation and prospect system requirements. A feasibility and threat estimation study will be accomplished to decide which solutions are mainly suitable depend upon the outcomes of the interviews. 3.3.1 Requirements gathering techniques

An ex te rio r view of th e pr oj ec t mo de l of th e st ud en t re gist ra ti on to ge th er wi th student records, section and personnel information, module requirements, and session timings will be prepared by using Unified Modeling Language

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em (UML).

This

structure

constraint

specifications

files

will

2014 outline

th e

documentation for the plan. Some preferred features of the new system contain: 

The capability to search/view modules offerings online

 Present

transcripts online



Assess prerequisites for modules of student records



Notify the students of registration stops and present capability to determine and registration differences



Let the students to complete applications for commencement and plans of study

3.3.2. Benefits and limitations of the selected solution

An al ys is me th od will en gage bu si ne ss in vest iga ti on , pre re quis it e an al ys is , information analysis, and procedure analysis and application architecture: 

Business analysis- It defines the business rules, organization system

interfaces,

business

purpose,

business

possession,

support and related project budget constraint 

Requirement analysis-the

system I/O

explanation, consumer

requirement description, well-designed and security constraint  Data

analysis-It engage data gathering process, data rationale,

data storage space, operation and recovery 

Process analysis-the

data/process s tream

breakdown and system borders

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Ap pl ic at io n ar ch it ec tu re -i t ex am in es th e ap pl ic at io n da ta str uc tu re , us ab il it y, graphical

user

interface

design,

communication

accomplishment. 3.3.3 System Deliverables

Figure-5 (System deliverable)

17

and

application


3.4 System Design Let us consider CAD and DFD of this system

Figure-6 CADs (Self student Registration process)

Figure-7 Data flow diagram

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(Self student Registration process)

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Figure-8 (Add course process)

Figure-9 (Add verify process)

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Use CASE Diagram

A us e ca se di ag ra m by us in g un if ie d mo de li ng la nguage (UML) is kind of behavioral diagrams define by and produced from a use case investigation. Its intention is to describe a graphical impression of the functionality presented by a system in the forms of actors, their tasks (characterized as use cases), and any reliance between those use cases. Use case diagrams are officially integrated in two modeling languages.

Figure-10 Use case diagram (Registration process)

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Design Is the procedure of implementing different techniques and rules for the reason of defining a mechanism, a procedure or a system in adequate detail to authorize its realization. Software disintegration into modules narrative of what each module is planned to do and of the association among the modules. Software design form- transformation of analysis model prepared during

analysis phase into data design is revealed in figure 9. All intended models are prepared by using the components of the analysis model as described below: Data design needs data dictionary and data flow diagram The data objects and their correlations acquired by DFD and data features from data dictionary prepared during the analysis phase present the view for implementation of data model of software.

Figure-11 (Transformation of analysis model into design model)

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Input/Process/Output (IPO) method

In this approach, for each level or step a definite input is required transform to the input into a definite output. This is also a feedback path. This approach is shown in figure.

Figure-12 (IPO to level N) Entity Relationship diagram (ERD)

Figure-13 (ER-diagram of self student registration system)

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em Class diagram

Figure-14a (Class-diagram)

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Figure-14b ( Course Registration Package Class Diagram )

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em Activity diagram of Registration system

Figure-15 (Activity-diagram)

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4. System Implementation and maintenance To implement this project is arranged step by step as given below. The user can simply access to each stage. This facilitates the administration to clearly sort out details of any student.

Figure-16 (Implementation & m aintenance)

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em 4.1 Gantt Chart

Figure-17 (Gantt chart)

4.2Network activity diagram

Figure-18 (Network activity diagram)

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4.3 Risk management and Risk Analysis

Risk Management of software is a practical move toward for reducing the ambiguity and possible loss related with a project. Some kinds of risk contain manufactured goods size,

business

crash,

customer

oriented,

process,

knowledge,

development

atmosphere, employment (size and understanding), program, and price. Risk Management is an exercise with processes, techniques, and tools for administration risks in the project. It presents a closely controlled setting for positive assessment making to



Assess constantly what could set out erroneous (risks)



Decide which risks are significant to contract with



Apply strategies to contract with such risks

Risk finding

Risk finding is a regular effort to identify threats to the project plan. By recognizing known and expected risks, we can acquire a first step in the direction of stay away from them when possible and calculating them when required. To carry out the risk identification, we classified the risk into diverse categories as: 1

Project Risk

Project risks make threats the project plan. The risks of the project here: • Changing in schedule. • Requirement specification is not completed. • Changes in user requirements. • Non -availability of the necessary resources. • Be short of communicatio n with the end user. • Inappropriate vision for the project.

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• The problems of recruitment and organization. Non -technical

•

clients

with

high

practical

expectations. 2

Technical Risk

Technical risk threatens the excellence and timeliness of the program to be produced. If it becomes technical risks reality, it may become difficult or impossible to implement. In this project technical risks are

3

4



Unavailable library files.



Difficulty in link to database server.



Problem in request server.



Difficulty in browser view.

Business

The Business Risk intimidates the feasibility of the

Risk

software to be built. 

Project not ready on time.



Switching of database configuration.

Predictable

The Predictable risks are extrapolated from previous

Risk

project practice. While we have not finished any existing

business

project

through

the

educational

years, the predictable risks were very less. The predictable risk contain mostly: 



Language mistake predictions. Lack of end user maintain in upcoming project improvement.

5

Unpredictable

The Unpredictable risks are the comic in the punch.

Risk

They can and do happen, but they are tremendously difficult to recognize in progress.

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Risk Analysis-each recognized risk is measured and the consequence and possibility of each risk are recognized during risk analysis. Risk Planning

Risk planning records the checkpoints that are prepared repeatedly to find out circumstances where the risk can becomes truth.

4.4 Budgeting

As bu dget co ns tr ai nt is on e of th e ke y iss ue s in th e pr oj ec ts, we de ci de d to use the open source BI tools / ETL. There many of the open sources BI and ETL tools available in the market. Most of the existing tools have begun in 2005. Although limited capacity and after that the disorder compared commercial products, and they are rapidly being enhanced and improved. In this case, it will not be more expensive just to design and develop required

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web pages and add them in the existing website of the college. A complete database is already available and working. So we need a programmer to develop the required web pages. We can hire a programmer on contract of three to four months to develop these web pages, he/she will be coordinated and guided by the system administrator as well. This cost will be affordable range. 4.5 Training and Familiarization plan

A for mal tr ai ni ng wi ll be re qu ir ed for th e re qu ir ed st af f as well it wi ll be required to provide some demo plan for the students to register themselves. For this purpose a comprehensive help and demo of registration process would be uploaded on the website, to guide the students to register their courses. 4.6 Testing Plan

In the beginning this system will be run on testing basis for first semester. College will allow the students to register themselves through this online system. Each transaction will be observed carefully and any kind of problem will be documented. 4.7 Adoption Plan

The student must be in fulfillment with following: 

Login information (username and password) is the same as for the assessment and Moodle systems and it is included with them. If the password has been altered for any of these systems, the online password will be altered in sequence.

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Al Kh awar izm i In te rn at io na l Co ll eg e, Un iv er si ty -Col le ge Sy st em 

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If the student does not remember his/her password, he/she must do the following: a) Contact to the I.T. department to ask for reset password. b) The system password must consist of maximum eight alpha numeric digits. c) The college student e-mail should be working ([email protected]) and keep the privacy of his/her login information.

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5. Conclusion Khawarizmi International College, university college has being provided a face rose in the feature of its IT and Business infrastructure and has its opponent in the modern world of IT improvement. This is in assumption that this project has being realistically being implemented in the College. It is valuable to wrap up that this project has in many ways being informative. More

information

architecture, knowledge

were

UML and

acquired

Modeling

replication

in

the

language, of

Factual

feature Object world

of

online

Oriented

registration

Concept

circumstances,

and

although

hypothesis were prepared in order to accomplish a close to actual world circumstances. It is very significant to reveal that this project is in no way very great, therefore it place room for advance research, development and improvement. 5.1 Limitations and Constraints

In this project we are doing our best in turn to examine the project management triangle with is not anything but the limitations/constraints of the project which are scope, schedule, and cost.

Figure-19 (constraints)

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These are the constraints that may confine, boundary, or standardize the project. These constraints are outer the total manages of the project team and we have to acknowledge them and contract with them cautiously. 5.2 Lessons learned

Through this system analysis and design we got a lot of practical experience about the software design. We learned how to upgrade the existing system as well. This research is an opportunity towards a project that can perform the services for the college students 5.3 Recommendations

In this project student registration system is designed that can be used in all such colleges/universities that based on the credit hours educational system. It will provide solution of many other issues. This proposed system will help the students to register their required courses from any place whenever they need. 5.4 Future Developments

Af te r su cc es sf ul ly im pl em en ta ti on and te st in g th is sy st em for th e exis ti ng students, the same system with some modifications will be applicable for the new students as well in near future.

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Registration System

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