CHAPTER ONE

1. JUSTIFICATION

11.1 System objectives

To allow students to attend classes from home or any other locations

To provide flexibility for students to create their own learning schedule

Scope of the system

Convenient Learning E-learning system will enable students to register for both classes and

examinations on-line. For a student to enrol with the college he or she:

Logs on to the college’s website and select the enrol button.

The student will then be prompted to enter his/her personal and academic information.

The prospective candidate attaches scanned copies of his or her particulars and

qualifications for verification.

The student receives a message confirming a successful application. If the posted

attachments and details meet the minimum requirements for the selected course.

The prospective candidate will only become a student of the college after making the

payment of fees so the student then makes his or her first payment. Fees are to be

deposited directly into the college’s account through mobile banking or internet

banking.

Upon receipt of the payment, the system will send an e-mail to the student confirming

the payment and the student’s membership.

The e-mail will also contain information that assist the student to download and install

the e-learning application .The e-learning application will only last for the duration of

the student’s course .( after the end of the course it will be disabled ).

The students can attend lectures in two ways:

Following the predefined timetable

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In their own spare time

Following the predefined timetable /Synchronous

For a student to attend a lecture a lecture, they log on to the convenient Learning E -learning

system at times prescribed by the college .During these lessons the student will have access to

learning materials like videos or text files .Also the students can communicate directly with

both the lecturer and their colleagues through chatting. For practical lessons the students

would be required to visit the college campus to conduct the lessons.

Asynchronous time table

Also student can learn in their own time .i.e. if they fail to meet the prescribed timetable the

student has a privilege to catch up with the others by logging on to the system and accessing

the same learning materials in their own time but not after three days from the day the lesson

was delivered .Assignments and tests should be submitted on or before due dates by e-mail.

Students are required to come to the college to take their examinations. All the course of the

examinations are taken on-line .During the course of the examination, chats and lecture

materials will be disabled to avoid cheating. Also if the students logs out of the system during

an examination the system will automatically submit the examination script and the student

will not be allowed access to the examination again

Processes to be controlled

Convenient E-Learning system will control the following processes

a) Enrolment of students

b) Student lecture attendance

c) Student access to lectures

d) Examinations registration

e) Decisions to be supported

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Below are some of the decisions to be supported by the system.

a) Whether to enrol a student or not

b) Whether to allow access to lectures and lecture

c) The decision to disqualify a student foe cheating during an examination

d) Decision to discard or keep a student

Key Result Areas and Measures of Effectiveness

Key Result Area Measure of Effectiveness1 Improve Lecture attendance Increase attendance to lectures from the current

60% to 90% 2 Reduce cheating in examinations Lower cheating ratio from 1:3 to 1:5

By limiting students’ network access during

examinations and eliminating access to the

internet and chats during an examination.3 Improve the Total pass rate Increase pass rate from an average of 86% to

95% by increasing student participation through

the implementation of chats with both peers and

lecturers.4 Reduction of day to day running

cost

Reduce operational costs by 32% by reducing the

number of rooms required for the running of the

institution since students will access lectures

outside the college premises.

5 Improve student participation

during lectures

Increase participation from 80% to 90%

Major Alternatives Considered

The following are the major alternatives considered:

1. Developing an in-house program.

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2. Buying existing software /buying off shelf package.

3. Expand parts of the current system.

1. Developing a new system

An internet based learning system will be designed and developed .The application is

designed to specifically meet the needs of the organisation (People’s College) whilst

addressing the limitations of the current system.

Advantages

Easy maintenance since the system is well known

Easy to use since the system is developed in consultation with the system users

Reduces costs of running the business by automating operations

Increase productivity

Greater competitive advantage

Disadvantages

High cost of development may hinder effective development

If after implementation of the system, it is found out that the system does to meet the

requirements of the organisation; it results in wastage of resources.

2. Buying Existing Software

This alternative entails buying a generalised package that provides a completely general set

of facilities .These systems usually meet the perceived needs of the market.

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Advantages

No development costs incurred since the software is bought as a complete package.

There is less risk of wasting resources since the system is already in use somewhere.

Disadvantages

High maintenance costs

There is high chances of system failure since the system may fail to address the

requirements of the organisation (college)

The system is difficult to maintain since it was developed outside the organisation

The system may be complex and therefore prove difficult to use to system users

3. Improving of the existing system

This involves modifying the existing system to address the problems that the organisation is

currently facing.

Advantages

Lower costs since only parts of the system are altered.

Less / lower risk of wasting resources .Since only parts of the system are changed

there is a lower risks of wasting resources

There is effective monitoring and maintenance of the system.

Disadvantages

Limited effectiveness

Poor identification of which parts to improve can lead to wastages of resources

.2.1 Preferred Solution

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The preferred solution is to develop a new system .The new system would require the

following equipment to work properly.

Computer for each student and lecture

Internet connection

Server computer

Network operating system for the Lecture Materials and Student Database File

Sever

At least 25 networked computers in each one of the two computer laboratories for

examinations and practical’s

Other subject material for practical’s

Reasons for Choosing the Preferred Solution

The choice to develop a new system was influenced by the fact that the college has the

capacity to fund the development and maintenance of the new system .The following is the

summary of the feasibility of developing the new system.

a) Social feasibility

The development of a new system is anticipated by both management lectures and the

students.

b) Technical feasibility

Technically the college has students and lectures who with the help of an expert can develop

a quality system. The college will only need to hire systems analyst and a programmer to

spearhead the development process. Also currently the college has one network Administrator

who will carry on with the system management and maintenance.

c) Operational feasibility

Considering the system requirements, the new system addresses all the outlined needs of the

users.

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d) Economic feasibility

The new system proves to generate profits in the near future so economically the project

is possible .This is because the college can fund the development which later will

generate more profit. Since there is a reduction in the day to day running costs and

improved delivery of service it is feasible to develop and implement the new system.

Improved security and accuracy of information are also positive contributing factors to

the development of the new system.

Fit with Long and Medium Term Plans

The development of the new system fits well the college’s future plans in the next 5 to 10

years .Since technology is advancing every day the college requires the e-learning system so

that it maintains its current market and expand the market.

.3.1 Long Term Plans

The new system implements the new technology of internet banking and cyber learning. The

following are the long term plans for the system

To integrate the online – e banking system with the proposed system so as to increase

system efficiency while reducing payment processing time.

.3.2 Medium Term Plans

Below are the medium term plans for the proposed system to be implemented in the next five

years.

To continuously review the system so as to identify any areas to be modified to suit the

ever changing e-learning patterns

To interconnect the college’s branches by taking advantage of inter –networking.

Cost Benefit Summary

An analysis of the costs and benefits of the desired solution was undertaken using the Net

Present Value cost benefit analysis technique

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1.1.2 The Net Present Value

It is a technique that compares the annual discounted costs and benefits of the alternative

solutions .It takes into account the profitability of a project and the timing of the cash flows

that are produced by discounting future cash flows by a percentage known as a discount rate.

The formula for NPV is

where PV is the annual Present value and n is the number of years .

PV is given by :

n= number of years

R= Discount Rate

Summary of the cost benefit analysis

See appendix 1 for cost benefit analysis summary.

Limitations of the Preferred Solution

Just like any other system, the desired solution also has its limitations. These are:

Financial limitations may slow down the acquisition of all the system resources needed

to develop and implement the new system

Resistance to change by working staff in fear of losing their jobs may limit progress

and hence prolong the implementation of the system.

Time constraints

There is possibility that the system will not be developed and implemented in the

specified time frame due to a number of factors e.g. changing user requirements

Other side effects of interest to Management

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Failure of the system to effectively address the current system problems is a major

concern to management since the new system will become a liability to the

organisation

CHAPTER TWO

THE PRESENT SYSTEM

Background

The current system allows students register or enrol with the college by physically visiting

the institution. To enrol, the students have to produce their academic or professional

qualification for verification. If the qualifications meet the minimum requirements and if

there is a vacant place, the student can end .Also the student has to fill in a student form .It

prompts the student to enter their personal and academic details. After completing this form,

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the student pays the fees after verification of the form. During course of the chosen

programme the student pays fees in monthly instalments. When coming for lectures, the

student is required to carry his or her current receipts and if the student fails to produce the

receipts the student cannot attend the lectures.

Summary of Procedures, Staffing and Equipment

.2.1 Summary of Procedures

For a student to complete their desired courses, the student follows through the following

phases

The student physically visits the college to enrol and pay the first fees instalment.

The student details are captured on a student contract form.

The information about the student ( personal ,academic and details of course being

undertaken ) are then forms into a student database .Also a physical student visits the

college for lectures

The student is required to make monthly instalments of their fees .These should be paid

before the 10th of every month for the duration of the course.

Students also paid their examinations and centre fees for them to be able to sit for the

examinations

The student can either advance with the chosen course or resist for failed subjects

.2.2 Summary of staffing

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The current system is operated by:

The Principal

The Vice Principal

The Heads of Departments

The lectures

The Ancillary staff

.2.3 Summary of Equipment

In the current system, the equipment required are:

Stationary ( bond paper ,books and pens )

Computers

A computer network linked to the internet

Files and file cabinets

Lists of input and Output

Below is a list of the inputs and outputs of the present system

.3.1 Inputs

Student Details

Name

Surname

Gender

Course

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Level

Cell/Tel number

Student National ID Number

Student Number

Lecturer

Name

Address

Cell/Tel number

Qualifications

department

Student enquiries

.3.2 Output

Lecture reports

Enrolment report

Student Results Analysis Reports

Financial Turnover Report

Control And Security Features

The present system offers the following control and security

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.4.1 Security

Physical security

Physical security includes the implementation of powder fire extinguisher for safeguarding

the computer room in case of fire breakout.

Also the doors are always locked and burglar bars are in place on windows and screen doors

to avoid forced entry into the computer rooms.

Logical Security

The introduction of user passwords, which grant privileges, will assist in ensuring logical

security. The passwords are changed regularly.

.4.2 Controls

Input Controls – Source documents are verified before being captured into the system .

.

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CHAPTER THREE

THE PROPOSED SYSTEM

Proposed System Description

The e-learning system will enable a student to enrol with the college by logging on to the

college website and filling in the application form and then attach scanned copies of their

qualifications .Upon verification of the qualifications and assessment of the availability of

vacancies the student will be sent a response in the form of an e-mail .If it is a success, the

email will have details about the payments and other college rules and regulations. The

student will then be required to accept the terms and conditions set by the college .If the

student is in agreement the student then makes his or her first payment online or by using

mobile banking .When confirmation of payment is received ,the system will automatically

send an e-mail to the student confirming the student number and the convenient learning e-

learning application .In that confirmation e-mail ,there will also be instructions on how to

download, install and use the application .All Lectures will be conducted online either

synchronous or asynchronous .Students will only be required to visit the college for practical

lessons and examinations .During the course of learning ,the students will also have access o

chats with lectures and peers during lessons or even outside lesson time .These chats will

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only be disabled during examinations and also during the course of an examination the

system will not allow the student access to the world wide web. Each student will be

identified uniquely by an automatically generated student number .Every student and lecture

would be required to have his or her own account (user name and password). Also the

students will have access to information put for sharing by the lecturer .The students are also

expected to pay the monthly fees instalments on time and failure to do so will deny the

student access to lectures and it will attract an interest .When a student completes the course,

the student will be removed from the college student database

Design of Inputs

Field Name Data Type Size

Student Name Text 50

Student National ID Text 15

Student Number Text 10

User Name Text 10

Password Text 8

Course Text 30

Level Text 15

Date of enrolment Date 10

Date of finishing Date 10

Lecturer Name Text 50

Lecture ID Text 10

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Data Dictionary

Symbol Meaning

= Table

@ Primary Key

+ Field

= Student_Details

+Student_Number

+ Student_Name

+ Student _Address

+ Student_Tel /Cell Number

+ Student _NatID

@ Student_ID

+ Course_ID

+ Course_Level

+ Date_Of_Enrolment

+ Date_Of_Finishing

= Course_Details

@Course_Code

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+ Course_Name

+ Department

= Subject

@Subject_Code

+ Subject_Name

+ Lecture _ID

= Lecturer

@Lecture_ID

+ Lecture Name

+ Lecture_Initial

= Payments

+ Student ID

+ Course ID

+ Level

+ AmountPaid

+DateOfPayment

Control, Integrity And Security Features

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.4.1 Control

Just like any other system, control is a very important aspect that will be taken care of .The

following are the types of control that will be implemented in the convenient-learning e-

learning system.

Physical Facility Control

Access to the control room where the file servers and other important information of the

system will be reserved only to authorised users. The control room and other important rooms

such as the examination office will be kept always under lock and key so as to restrict and

discourage potential unauthorised access.

Administrative Control

The information in the college database will be protected from unauthorised access or

accidental access.

Access levels and passwords are going to be assigned such that the information stays

protected .Also understandable short notifications will pop up to confirm any actions on the

data in the database. The passwords will be of alphanumeric reasonable length and will be

changed after every two weeks. A record of already used passwords will be kept so that users

will not use already used passwords. Also a password will be locked if the user enters a

wrong password for three consecutive trials.

System control

The system will also be protected from the outside world by the implementation of a

Demiliterised Zone (D M Z ) such that no external information gets into the college network

without being authenticated.

Input Controls

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All source documents will be verified before being entered into the system so as to

ensure that data is entered free of errors.

Processing Controls

Files entered are going to be error free and the work is to be supported by written instructions

and job manuals.

Output controls

All processed data to be verified before being passed on to the intended users.

Access Controls

Users of the system different levels of accessing the information on the system for different

operations

.4.2 Integrity

Data integrity will be ensured by the encryption of passwords and also the provision of error

check points within the system .The check points will help the system to start over from the

last check point if system failure is experienced.

Also each student will be assigned a password and user name that they use to log on to &

access the resources on the system .This log in information will be used to check the

attendance and allow a student to use the Convenient learning E-Learning system .Also the

system will only allow three log in trials and in the locking of that account

In the convenient learning e-learning system, user names cannot be identical .Each user name

has to be unique and is accessible only to one individual as well s the password.

.4.3 Security

Physical Security

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Physical security will be ensured by the implementation of burglar bars and screen doors to

avoid forced entry into the computer rooms. Also powder fire extinguisher will be used for

safeguarding the computer room in the case of fire breakout. In addition doors to computer

rooms will always be under lock and key so that no unauthorised users access the rooms.

Logical Security

The use of passwords which grant privileges to the system users will be put in place so as to

monitor which network resources each user is entitled to. These passwords will be unique to

each user and will have to be changed regularly.

Behaviour Security

Users will not be allowed to bring their own software since it might carry viruses.

CHAPTER FOUR

CONVERSION

CONVERSION REQUIREMENTS

For the college to change over from the old system to the new system it requires:

Hardware

IBM Server

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Network Equipment ( switches ×3, Router , Cat 5 cables )

Uninterruptible Power Supply(UPS)

Heavy Duty Printer

Additional Personal Computers

Software

Network Operating System: Windows 2007 Server

Antivirus Software: ESET Endpoint Antivirus

Database Software : My SQL Database

Application Software : Ms Office 2007

: Corel Draw 2007

: Auto Card 2007

: Ms Visual Studio 6

: Photoshop

: Dreamweaver MX

It is the analyst’s recommendation that the pilot method should be used since the college has

multiple branches across the city.

CONVERSION PLAN

All the hardware and software requirements for conversion should be put in place on

time

Documents relating to how the system works must be available

All data in the manual system and in the other computer database should be added

to the new system

The system should be complete and ready for testing

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User training on how training on how to use the new system should take place before

the actual the actual transition from the old to the new system

See appendix 2 for Gantt Chart

CHAPTER FIVE

FUTURE PLAN

OVERAL PROJECT PLAN

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Overally the project is going to be carried out is stages .These are:

1) Feasibility Study

This a study carried out to assess whether it is practical to go ahead with the project.

The feasibility study is going to produce a report called the feasibility study report after

carefully assessing the different types of feasibility such as economic, social, technical and

operational e.t.c

Feasibility study will be carried out within eight weeks.

2) Requirements analysis

This is a stage /phase at which the use requirements are gathered and analyzed .Methods of

gathering data such as.

Interviews

Observation

Questionnaires

Record inspection

Will be used .According to the systems analyst all of the above methods will be used.

Requirements analysis will be carried out in ten weeks.

3) System Design

At the design phase, detailed system models will be produced .These includes activity

diagram, class diagrams, object diagrams, state diagrams and sequence diagrams .Also data

models and human interfaces will be produced at this phase.

See appendix 3 for Gantt Chart

DETAILED PLAN FOR THE ANALYSIS PHASE

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The analysis phase will be undertaken in a period of 10 weeks .During this phase the

following stages would be followed:

Introduction

All brief background of the current system will be out lines and also the description of the

proposed system

Data Dictionary

This is a detailed description of all the data elements to be included in the system .All data

elements will be described including features such as the data type ,size etc

Current Dictionary

This is a detailed description of all the data elements to be included in the system .All data

elements will be described including features such as the data type ,size etc

Current System Deficiency

The limitations of the current system will be laid out in details

New System Requirement

Detailed data information will be gathered from the system uses, sponsors and clients so that

the requirements of the new system are produced .Methods of gathering data such as

observations and interviews will be used so as to derive the new system requirements.

New System Restrictions

From the information gathered, the analyst will look for the limitations of the new system.

These will be tabled so that solutions can be laid out.

New System Model

Diagrams that describe the new system will be drawn so as to describe it .Those include

conceptual diagrams ,logical diagrams and more detailed physical system diagrams .All the

diagrams can take the form of classes diagrams etc

System Control And Security

All the control and security features of the new system will be designed and developed

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Conversion Model

The transitional model should be outlined so that it is known in advance how the new system

will be implemented

Revised Cost Benefit Analysis

The cost benefit analysis of the project is further analysed so that amendments can be made.

This will work towards making the analysis resemble the real value for the project.

Conclusion

This will be a summary of the whole requirements analysis phase.

See appendix 4 for Gantt Chart.

RECOMMENDATIONS FOR PARTICIPATION IN THE NEXT PHASE

Considering the results of the phase of feasibility study, the analyst recommends

Continued active participation by users in the requirements analysis phase.

Continuous assessment of the current system and revision of user requirements so as

to fully meet user requirements

CHAPTER SIX

APPENDICES

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Appendix 1

Cost And Benefit Analysis for the preferred solutionThe Net Present ValueCosts Year 0 Year 1 Year 2 Year 3Fixed costs IBM Server 6700 0 0 0Network Operating System 1200 0 0 0Uninterruptible Power Supply 1600 0 0 0Project Incentives (Labour) 6000 0 0 0Renovations 1800 0 0 0Additional PCs 9000 0 0 0Intranet Set up Costs 1000 0 0 0Networking Equipment 2500 0 0 0Totals 29800 0 0 0 Variable Costs Operational Costs 0 6750 6990 7200Hardware Maintenamce 0 950 1180 1200Software Maintenance 0 2100 2270 2330Totals 0 9800 10440 10730Grand Totals 29800 9800 10440 10730 Benefits Tangible Benefits Reduced Operational Costs 0 3600 3700 3980Reduced Operational Expenditure 0 13600 13750 13790Reduced Processing Time 0 570 520 490Totals 0 17770 17970 18260 Intangible Benefits Improved System Security 0 950 1000 1080Increased Staff Morale 0 500 600 670Improved Service Delivery 0 3000 3250 3500Increased Information Accuracy 0 1000 1080 1150Totals 0 5450 5030 6400Grand Total benefits 0 23220 23000 24660 Net Total Benefits -29800 13420 12560 13930 Discounting Rate is 10% Discounting Factor =

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where r = Discounting Rate n = number of years The Present Value is:

Present Value -29800 1220010380.2 10593.5

Net Present Value is: 3373.69

Appendix 2

Conversion Plan

Activity Duration Jun Jul Aug Sept Oct Nov DecAcquire Hardware and

Software for Conversion

2 Months

Create System

Documentation- User

manuals

1 Month

Add data from the current

system into the new system

1 Month

Conduct User training 1 Month

Appendix 3

Overal Project Plan

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Activity Duration Feb Mar Apr May Jun Jul AugFeasibility

Study

2 Months

Requiremen

ts Analysis

2 Months

Design 2 Months

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Appendix 4

Detailed plan for the Analysis PhaseActivity Duration April May June

Wk 1 Wk 2 Wk 3 Wk 4 Wk 1 Wk 2 Wk 3 Wk 4 Wk 1 Wk 2 Wk 3 Wk 4IntroductionData Dictionary 1 WkCurrent System

Deficiency

1 Wk

New System

Requirements

1 Wk

New System

Restriction

1 Wk

New System

Model

1 Wk

System Control

and Security

1 Wk

Conversion

Model

1 Wk

Revised Cost

Benefit Analysis

1 Wk

Conclusion 1 Wk

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Overally be very carefull with your alignment, justification, and anything that is possible to make your document more appealing. (you

improved your project it now better ,just take note of comments that I left your page numbers should be at the centre of the page) .

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