Gt l

PROJECT TITLE

By

[Your Name]

[Your Teacher’s Name]

[Your Class]

[The Date]

Table of Contents

Understanding the Problem

- Problem Statement

- Preliminary Investigation

- Information System Diagram

Making Decisions

- Analysis Report

- Design Specifications

Designing Solutions

- Design Tools

- Technical Specifications

Implemetation

- Conversion Method

- Participant Training

- Initial Testing

Testing, Evaluating and Maintaining.

- Testing

- Evaluation

- Maintenance

Section I Understanding the Problem

I. Problem Statement The school needs a system which promotes the benefits of itself to the community while targeting new and existing parents along with students and the influence of community perception.

II. Preliminary Investigation

a. Problem To solve the problem a new system must be created which shows benefits of Greystanes High to the community. It needs to widely acknowledged but at the same time cost efficient. The client will only see results if the new system is created yet at the same time properly distributed/accessed

b. Data Collection The survey is attached in the appendixThe survey was given to existing students for their parents and friends. It was also handed out to the council representatives in order to gather a communal perspective to GHS. The survey results showed information about the school was passed mainly through word, and the existing system of brochures and newsletters were overlooked. It was found out from the survey that between the information systems listed, both the website and the brochure were the most popular. It was also suggested that a link be developed between them. Other suggestions included TV ads and/or radio ads. Currently the school is seen with a good image in the area. The discipline uniform was highly regarded. Along with this, sports and technological facilities seem to impress both parents and students. Expectations are quite high for Greystanes High, as it is already seen as a better school than most. Most people required good discipline, professional and dedicated teachers, effective communication to keep parents involved/informed. Facilities were also a great concern for few; however it was undermined with the image of the school as uttermost importance. Information required for most parents included the past results of the school, awards and other achievements.

The Data collected was in most terms valid and useful for the understanding of what is required in this new system. The questions could be appealed to all audiences and no sort of discrimination was encountered. However, the questions were in some terms too general yet still provided data that would steer the fate of the system.

c. Requirement Report The new system will need to be easily accessible and distributive while offering positive ideas about Greystanes High school in which parents and students can easily understand and comprehend the qualities of Greystanes High School. The problem of the client has to be met through various ways as there are many requirements that will be discussed. As the data has shown, values and perception is highly looked upon by parents, whereas the students focus more on what the school has to offer and how they will

be enriched in joining. The information put in the system will be the highest determinant of the success the system will have. It will also influence the effectiveness and its power to persuade why Greystanes is the school to be. Basically, the new system will offer a more effective system in which the users/participants will be able to find out about the school opposed to the limited method of the old system.

d. [Project Plan – identify tasks & time frame, Gantt chart] Kevin and Darshil:

Understanding the Problem               Preliminary InvestigationProblem statement  Survey (data collection)      Requirement report              Project plan     Information System diagram     Time (day) 1 2 3 4 5 6 7

Freeman/Group:Making Decisions            

Analysis Report    Potential solutions          Feasibility Study    Recommendation Design Specifications     Time (day) 8 9 10 11 12 13

Darshil:

e. [Project journal – outlining what was done each period during the task]

Date Journal Entry22.6 Group: started work, initiation of roles and schedule.

A brief discussion of aims and objectives24.6 Darshil: refined Gantt chart continued with

understanding the problem. General revision. 25.6 Group: continuation of Understanding the problem,

further scope of problem. 30.6 David: Data collection with help of group

Kevin: Requirements report with help of groupDarshil: Survey dissemination

2.7 Group: Understood the problem completely, looking at different solutions.Kevin: Undertook feasibility study

Friday 8.6

III [Summary with a Information System diagram]

Purpose To create a new system that allows the promotion of

Greystanes High school

Information Processes Collect data of features and characteristics of GHS Organise data in scope of the good which will create desired outcome

in its understanding Store the data in the medium which is to be presented Process the data to information that expresses a waypoint of attraction

to Greystanes High. Transmit information to participants and receive modifications to further

sustain the system. Display completed system to participants.

Participants

Students Parents Community Greystanes High School

Data/Information

Greystanes promotional information

Data from employees and records.

Information Technology

Computers Input and output devices (i.e.

monitors and printers Subsequent equipment

related to final solution

Section 2 Making Decisions

I. Analysis Reporta. Potential Solutions

Informative Website Educational Movie General Poster

b. Feasibility Study 1. Informative Website 2. Educational Movie 3. General Poster

Description An interactive and informative website which allows the user to understand the positives of the school.

A visual approach to show the school and allow students/parents/ community to view sociality.

A static expression on values of GHS, and showing the advantages of the school.

Advantages 1. Easily accessible2. Organised information3.Many mediums to deliver information

1. Easily captures the audience

2. Entertaining and visual

3. Presentable to a large audience

1. Cheap2. Quick/efficient3. Large spread4. Expressive

Disadvantages 1. Not 100% penetrable i.e. not everyone has internet2. Some technicality needed to produce an effective website3. Maintenance can be lengthy/difficult in some cases

1. Hard to produce2. Many variables to effectiveness3. Easy to lose track and hence sustainability

1. Careful planning of its presence needed2. Slight mistakes can alter its effect3. Lengthy in dissemination

Technical The school has all equipment to host, maintain and create a website. Traffic may increase which might require further hardware.

It will require amateur video cameras which the school possesses. The distribution will also be handled by current DVD Writers installed in school computers.

There will be minimal stress put on the Technical aspects. The most that will be required is basic publishing software and a third party printing system for mass production.

Operational The support will be evenly distributed between the necessities and the extra extent. It will meet both requirements of the problem and at the same time win over the support from users.

This will certainly fit into the organisation, but will not absolutely satisfy the problem with exact measures required. It will be utterly hard to produce and that too will be varied.

The poster does not entirely fit into the organisation’s demand as it will severely compromise the schools image to a wide audience and will not allow the desired outcome in terms of effectiveness.

Economic The cost will not be significant, as all required equipment and services are already available and future need for a new server will be justified by the returns of more participants becoming aware of GHS

The cost for mass producing this solution will be the only problem, however the mass production will either result in a positive outcome or a less than productive satisfactory outcome (in terms of media spread)

This is perhaps the most economic friendly solution as it does not demand much of the equipment and methods to produce this are quite simple.

Scheduling Time will not be friendly in this system, but it is perfectly possible. The website will need to be tested time and time again before it is implemented. Other than that, it will meet the schedule requirements.

Time is highly varied within this new system as the production of the movie contains many variables which will effect time indirectly. Editing will need to be performed and the right data has to be ensured.

The schedule will be able to fit into this system comfortably. It will offer no real stresses on time but the most consumed part will be the actual designing of the solution which will have to be tested for its efficiency and effectiveness.

c. Recommendation As per the above feasibility study and all other data acquired about the system/problem, it has come to conclusion through various reasons that solution 1: The Website, be chosen as the solution to the problem. Even though it poses slight difficulty in schedule compared to the poster, it has effectiveness that none of the other solutions offer. Firstly it has a wide audience which allows deeper penetration within the community, students and parents. This is a part of the main goal outlined in the problem statement.Secondly, it is flexible in a sense of what goes into the website and the ease of changing data/information whenever necessary from any computer. There are many ways information can be received by the participants such as images, text, movies, and many other effective mediums.Lastly, its economic, operational, technical and even scheduling requirements meet adequately in the problem and the solution delivers all that is necessary (whereas solution 2 offers too much and solution 3 offers too little). It is with this reasoning and evidence that the first solution is chosen to fix the problem and in result create an effective system for awareness of the school’s positive attributes.

II. Design Specifications[Provide details of what you require to solve the problem – hardware, software, and input, output processing]

Requirements Reasons for useHardware: Web server, Computers This has to be used to operate the

website and any changes/developments to it.

Software: Microsoft Expression Web/FrontPage

The software has to be used because it allows an easy and effective way to enter information and organise it in which it will process it to a desirable outcome.

Input: GHS data/information The data/information needs to be used in order to present the participants for something to understand: GHS and its benefits.

Output processing

Section 3 Designing Solutions

I. Design Tools (diagrammatic tool that describe the information systems that will operate in your project.

a. Context diagram (summary)

b. Data Flow Diagrams (multiple processes interacting together show data flow)

II. Technical Specifications

a. Hardware

Website ServerPentium Xeon/Pentium 4 2.4-2.8 GHz1GB RAM100/1000 mbits Ethernet connectionIntel server chipset

Website Client

b. SoftwareMicrosoft Expression WebMicrosoft FrontPage

Section 4 Implementation

I. Conversion Method a. Phased ConversionIs the gradual implementation of the new system but some of the system is still referred to the old system but one by one the new system gradually replaces the old system but never fully replaces as if there is a problem they are still able to refer to the old system.

b. Out of the 4 conversion methods we decided to go with the Phased Conversion as it u are still able to refer to the old system if the new system fails.

II. Participant Training [To ensure participants know the new system]a. The audience would be informed about the new website in the

school Mercury, and flyers that would be posted into mailboxes. By doing so, we can guarantee that neighbouring people acknowledge the benefits in attending our school.

b. [Provide details of any documentation you will provide participants. Actual documents should be in the Appendix]

III. Initial Testing[Outline the data and methods you are going to use that will ensure your system works under a variety of conditions].

Section 5 Testing, Evaluation and Maintenance

I. Testing The website works perfectly (as in, it is operational and on the internet).

a. Test that the website would be operational and the host can continually maintain and update the information.

b. [Outline the data and methods you are going to use that will ensure your system works under a variety of conditions].

c. [Tabulate the results]

II Evaluation The website does provide information about how Greystanes High School can be promoted. We still need more feedback from the audience to ensure that it satisfies the purpose into convincing them to join our school. Otherwise, the promotion of our school was quite successful.

a. A survey was constructed and random people (including new parents, and some teachers and parents/students who already attend the school) were asked to complete the questionnaire so we could see the varying results and reasons why people chose to attend/not attend our school, and to make amendments if need be.

b. [Summarise the results – actual questions etc should be in the appendix]

III. Maintenance [Ongoing evaluation and adjustment]a [Outline the methods you are going to use to ensure that a process exists for adjustments and minor modifications to the new system.]

b. [Documentation – The maintenance process should be included in the user documentation.]

Appendix

Parent/Student Survey

GHS Survey – School Promotion Information SystemPlease answer these questions about the current and desired system for promoting the school to parents, students and the community:

1. How do you find out about the school, and are those ways effective?______________________________________________________________

______________________________________________________________

______________________________________________________________

2. From the list below, which is the most suited system for you to receive information about the school?a) Websiteb) Brochurec) Email d) Presentatione) Newsletterf) Other: _________________

3. What is the held perception of the school?

______________________________________________________________

______________________________________________________________

______________________________________________________________

4. What do you as a student or a parent expect from Greystanes High

School?

______________________________________________________________

______________________________________________________________

______________________________________________________________

5. What would you like to know about Greystanes High School?

______________________________________________________________

______________________________________________________________

Thank you for your valuable time.