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 Khawari zmi International Col lege, Uni versity-Col lege System 2014

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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 Organi zational Structure ............................................................... 10
2.1.3 Customers and Stakeholders ........................................................ 10
2.1.4 Concerned Department(s) and thei r 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 alternati ves? ................................................ 14
3.3.3 System Del i verables .................................................................. 17
Let us consider CAD and DFD of this system ...................................... 18
Use CASE Diagram ............................................................................ 20
Input/Process/Output (IPO) method ....................................................... 22
Class diagram ................................................................................... 23
Acti vity diagram of Registration system ................................................. 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 (Organi zation chart)
Figure-4a (Current registration process for new student)
Figure-4b (Current registration process for existi ng student)
Figure-5 (System deli verable)
Figure-6 CADs (Self student Registration process)
Figure-7 Data flow di agram (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 anal ysis model into design model)
Figure-12 (IPO to level N)
Figure-13 (ER-diagram of self student registration system)
Figure-14a (Cl ass-di agram)
Figure-14b (Course Registration Package Class Di agram)
Figure-15 (Acti vity-di agram)
Figure-16 (Implementation & mai ntenance)
Figure-17 (Gantt chart)
Figure-18 (Network acti vity diagram)
Figure-19 (constraints)


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Vision
KIC seeks to be a foremost institution of knowledge distinction by providing
eminence education, research, and expert leadership to build noteworthy
invol vement 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 dri ven
educational programs, research, and enduring knowledge opportunities that
synchroni ze with local cultural principles and international trends to complete
sustainable development and progressi on in the public.


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1. Introduction
Al Khawari zmi International Col lege (KIC) was established in 1985. In the
UAE, KIC is the first pri vate institute to be recogni zed by the Ministry of
Hi gher Education and Scientific Research. Since its commencement in Abu
Dhabi, KIC has offered its students through a di versity of prospects that
aspire to further their education and facil itate open doors for potential job
opportunities.
At KIC their central attention is on teaching in the course of practical
application. They i ntend at producing hi ghl y skil led graduates who are
prepared to convene the requi rements of at present s workforce. Their
programs offer their students with hypothetical and abstract knowledge i n
their discipl ines. They train thei r students with appropriate practical expertise
and perfections in turn for them to board effectivel y on thei r professions.
They offer a di versity of programs to ensemble students from all strolls of
life, and they present suitable course arrangement during mornings and
evenings, in additi on to the weekend, to make sure all students can get
appropriate study times. In such flexi ble arrangement, their students are
liberated to continue their work whil e carrying out the program of their
preference and can achieve both speciali zed and educational knowledge
simultaneousl y. KIC is affiliated with different international
universities/organi zations as wel l as organi zations in the United States,

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United Kingdom, Canada and Australi a where thei r students can carry on
their advanced education, or decide to move to, after studying at KIC.
The classrooms at KIC are outfitted wi th high-tech learning conveniences to
develop students understandings and make sure a most favorable learning
atmosphere. They also endeavor to assurance convenience for all candidates
consequentl y they have set reasonable fees and suitable payment
arrangements following thei r plan of offering education to a number of
students.
KIC is dedicated to continuing enduring associations wi th students both
through their time at the college and following their educati on. Their devoted
student relations panel is paying attention on making certain a strong,
favorable envi ronment for their students and assists to take the most of
them. KIC intimately works with companies both nationall y and global l y 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:
Abu Dhabi Uni versity Col lege

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Fi gure-1(Abu Dhabi Campus)
Al Ain
Al Khawari zmi Uni versity Col lege Al Ain Branch

Fi gure-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 al l
Communal responsi bility.
principled code of demeanor
Collaboration and optimistic

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knowledge and modernism
Progressi ve, positi ve and applied learni ng
2. The Problem
KIC is providing educational services and facilitating the UAE people as wel l
as other communiti es belong to different nationalities. It offers a number of
courses to fulfill the requirements of the people who seek to get practi cal
knowledge and education. The registration of the students is open in the
beginning of each semester. Although the process of regi stration 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 regi stration 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 ri ght time of registration to enroll themsel ves, because of
their official duties and other business acti vities.


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2.1.1 Products and Services Provided
KIC provide the following programs in different streams.
Bachelor Degree Programs
Busi ness Admini strati on
Information Technology
Islamic Banking And Finance
KIC is going to offer more degree courses in the following streams:
Health Sci ences

KIC also offers vari ous courses at Associate level as wel l:
Busi ness Admini strati on
Information Technology
Islamic Banking And Finance
Health Management
Computer Graphics & Animation
Fashi on Design
Medical Records


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

Fi gure-3 (Organi zati on chart)
2.1.3 Customers and Stakeholders
In KIC the following stake holders are invol ved.
Hi gher management
Administration
Staff / Employees
Students
President
Human Resource
Management
HR staff
Academic
Director
Deputy Academic
Director
Program Leader
Faculty Members
Program
Coordinator
Registerar
Registration
officer
Senior
Registration
Officer
Campus Manager
Admin Staff
Quality Manager Finance Manager
Seceratry

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2.1.4 Concerned Department(s) and their roles
In this research work the regi stration department is my concerned
department. The role of this department in the organi zation 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 students 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 thoroughl y 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 col lege/uni versi ty student registrati on system is not capable to deal with
the high number of phone calls acknowl edged at regi stration time. Along with
others, tiring si gnal s and long distance/time consuming are intrinsic problems
of the phone regi stration system. An online student registration system
requires to be built up and expand. Additionall y, students on campus or off
campus and out of country can simpl y and reasonabl y 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 offerings for the new semester. Information about each
module, for instance the teacher, department, and prerequisites wil l 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 wil l 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 wil l be teaching.
They wil l al so require observing whi ch 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 wil l credit al l students for
modules dropped through thi s period of time.


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The selected Solution and Its Justificati ons
To recogni ze confronts of online regi stration 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 wel l-informed about the existing registration procedures with which
customary meetings wil l be conducted. A progression of interviews with the
administrators and the developers of the present registration system wil l be
prearranged. Intervi ew and comment from the employees and staff working
with the onl ine system is requi red to describe the current situation and
prospect system requi rements. A feasibility and threat estimation study wi ll
be accomplished to decide which soluti ons are mainl y suitable depend upon
the outcomes of the interviews.
3.3.1 Requirements gathering techniques
An exterior view of the project model of the student registration together with
student records, section and personnel information, module requirements,
and session timings wi ll be prepared by using Unified Modeling Language

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(UML). This structure constraint specifications files wil l outline the
documentation for the plan.
Some preferred features of the new system contain:
The capability to search/view modules offerings onl ine
Present transcripts online
Assess prerequisites for modules of student records
Notify the students of registration stops and present capabil ity to
determine and regi stration differences
Let the students to complete applications for commencement and plans of
study
3.3.2. Benefits and limitations of the selected solution
Analysis method wi ll engage business investi gation, prerequisite anal ysis,
information analysis, and procedure anal ysi s and application architecture:
Business anal ysis- It defines the business rules, organi zation
system interfaces, business purpose, business possession,
support and related project budget constraint
Requirement anal ysis-the system I/O explanation, consumer
requirement description, wel l-designed and security constraint
Data anal ysis-It engage data gathering process, data rationale,
data storage space, operation and recovery
Process anal ysi s-the data/process stream anal ysi s, process
breakdown and system borders

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Application architecture-it examines the application data structure, usabil ity,
graphical user i nterface design, communication and application
accomplishment.
3.3.3 System Deliverables

Fi gure-5 (System deli verable)


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

Fi gure-6 CADs (Self student Registration process)

Fi gure-7 Data flow diagram (Sel f student Regi strati on process)

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Fi gure-8 (Add course process)

Fi gure-9 (Add verify process)

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Use CASE Diagram
A use case diagram by using unified modeling language (UML) is kind of behavioral
diagrams define by and produced from a use case investigation. Its intention is
to describe a graphi cal impression of the functionality presented by a system
in the forms of actors, thei r tasks (characteri zed as use cases), and any
reliance between those use cases. Use case diagrams are officiall y
integrated in two modeling languages.
Fi gure-10 Use case diagram (Regi strati on process)


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Desi gn 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 authori ze its real i zation. Software disintegrati on into modules
narrati ve 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 desi gn is revealed in figure 9. All intended models
are prepared by using the components of the analysis model as described
below:
Data desi gn needs data dictionary and data flow diagram
The data objects and their correlations acqui red by DFD and data features
from data dictionary prepared during the analysis phase present the view for
implementation of data model of software.

Fi gure-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 requi red transform
to the input into a definite output. This is also a feedback path. This
approach is shown i n figure.

Fi gure-12 (IPO to l evel N)
Entity Relationship diagram (ERD)

Fi gure-13 (ER-di agram of self student registration system)

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Class diagram

Fi gure-14a (Class-diagram)


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Fi gure-14b (Course Registration Package Class Diagram)


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Activity diagram of Registration system

Fi gure-15 (Acti vity-diagram)


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4. System Implementation and maintenance
To implement this project is arranged step by step as gi ven below. The user
can simpl y access to each stage. This facil itates the administration to clearl y
sort out details of any student.

Fi gure-16 (Implementation & maintenance)


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4.1 Gantt Chart

Fi gure-17 (Gant t chart )
4.2Network activity diagram

Fi gure-18 (Network acti vit y 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 constantl y what could set out erroneous (risks)
Decide which risks are si gnificant to contract with
Apply strategies to contract with such ri sks
Risk finding
Risk finding is a regular effort to identify threats to the project plan. By
recogni zing known and expected risks, we can acqui re 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 classi fied the risk into
di verse categories as:
1 Project Risk Project risks make threats the project plan. The risks
of the project here:
Changing in schedule.
Requirement speci fication is not compl eted.
Changes in user requi rements.
Non-availabi lity of the necessary resources.
Be short of communication with the end user.
Inappropriate vision for the project.

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The problems of recruitment and organi zation.
Non-technical cl ients with hi gh practical
expectations.
2 Technical
Risk
Technical risk threatens the excellence and timeliness
of the program to be produced. If it becomes technical
risks real ity, it may become difficult or impossible to
implement. In this project techni cal risks are
Unavailable library files.
Difficulty in l ink to database server.
Problem in request server.
Difficulty in browser view.
3 Business
Risk
The Business Risk intimidates the feasibil ity of the
software to be built.
Project not ready on time.
Switching of database configuration.

4 Predictable
Risk
The Predictable risks are extrapolated from previous
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 mostl y:
Language mistake predictions.
Lack of end user maintain in upcoming project
improvement.
5 Unpredictable
Risk
The Unpredictable risks are the comic in the punch.
They can and do happen, but they are tremendously
difficult to recogni ze in progress.


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Risk Anal ysis-each recogni zed risk i s measured and the consequence and
possibi lity of each ri sk are recogni zed during risk anal ysi s.
Risk Planning
Risk planning records the checkpoints that are prepared repeatedl y to find
out circumstances where the risk can becomes truth.

4.4 Budgeting
As budget constraint is one of the key i ssues in the projects, we decided to
use the open source BI tools / ETL. There many of the open sources BI and
ETL tools avai lable in the market. Most of the existing tools have begun in
2005. Although limi ted capacity and after that the disorder compared
commercial products, and they are rapidl y being enhanced and improved. In
this case, it wi ll not be more expensi ve just to desi gn and develop requi red

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web pages and add them in the existing website of the college. A complete
database is already avai lable and worki ng.
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 wil l be coordinated and guided by the system administrator as wel l.
This cost wi ll be affordable range.
4.5 Training and Familiarization plan
A formal training wil l be requi red for the required staff as wel l it wi ll be
required to provide some demo plan for the students to register themsel ves.
For this purpose a comprehensi ve help and demo of regi stration process
would be uploaded on the website, to guide the students to register thei r
courses.
4.6 Testing Plan
In the beginning thi s system wil l be run on testing basis for first semester.
College wi ll allow the students to regi ster themsel ves through this online
system. Each transaction wi ll be observed carefull y and any kind of problem
wil l 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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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 (student_id@khawarizmi.com)
and keep the privacy of his/her login information.


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5. Conclusion
Khawari zmi International College, uni versity col lege 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 reali sticall y being implemented in the College.
It is valuable to wrap up that this project has in many ways being informati ve.
More information were acquired in the feature of online registration
architecture, UML Modeling language, Object Oriented Concept and
knowledge and replication of Factual world circumstances, although
hypothesi s were prepared in order to accomplish a close to actual world
circumstances. It is very si gnificant 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 triangl e with i s not anything but the limitati ons/constraints of
the project which are scope, schedule, and cost.

Fi gure-19 (constraints)

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These are the constraints that may confine, boundary, or standardi ze the
project. These constraints are outer the total manages of the project team
and we have to acknowledge them and contract with them cautiousl y.
5.2 Lessons learned
Through this system analysis and desi gn we got a lot of practical experience
about the software design. We learned how to upgrade the exi sting system
as wel l. This research i s an opportunity towards a project that can perform
the services for the college students
5.3 Recommendations
In this project student registration system is desi gned that can be used in al l
such colleges/uni versities that based on the credit hour s educational system.
It wi ll provide soluti on of many other issues. This proposed system wi l l help
the students to regi ster their requi red courses from any place whenever they
need.
5.4 Future Developments
After successfully i mplementation and testing this system for the existing
students, the same system with some modifications will be applicable for the
new students as wel l in near future.

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6. References
www.kic.ae
A rational approach to software development using rational rose 4.0.
Viewed and retrieved on 4
t h
august, 2010 from
http://www.augustana.ab.ca/~mohrj/courses/2007.fall/csc220/papers/ration
al_approach_to_software_development/rational_approach.htmlewed
Overview on UML. Viewed and retri eved on 4
t h
august 2010 from:
http://www.globaltechpro.com/uml.pdf
Adepoju S.A and Alhassan J.K. (2008): Student Perception about Online
Registration. Journal of Science, Education and Technology. Vol 2(1) Pp
230-234

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