Student Information Management System

Design Document

Spring Quarter, 2001

April 16, 2001
Document author:
Altaf Ahmad
Richard Connelly
Amy Rathay
Diahann Witter

SIMS Team:
Diahann Witter, Team Leader
Altaf Ahmad, Programmer
Richard Connelly, Programmer
Amy Rathay, Programmer

Project Sponsor:
English Language Center at Rochester Institute of Technology

Contents
Proposed System Description

High-Level Architecture Design

Design Specification Class Diagrams
User Interface

The Proposed Student Information Management System

Physical System
The proposed physical system will be the same as the current system.

Logical System
The proposed logical system will keep the information centralized on a single machine while allowing users to access that
information from their own workstations. There will be an optimized database on the server and an improved user
interface on each client machine.

Functional Specifications
The system will allow multiple users to view English Language Center data from their own PC through an intuitive user
interface. Selected users will also be able to add and update information in the system.
The system will be used to keep information the following types of information:

Students

Instructors

Classes

Test scores

Grades

Recommendations

Billing

Course registration

Quarterly information

The system will also generate printable reports for use by ELC staff.

Class List

Class Counts

Maximum test scores by quarter and level

Final grade report

Bar Graphs indicating attendance by quarter, year, full or part time status

Tracking report of a potential students first inquiry to actual registration, inclusive of any information required.

The system must also implement a secure log in system with the following categories of user access level:
1)

Admin can perform administration duties like assigning new log-ins

2)

Data Entry can enter data into the database

3)

View can only view reports

Data Dictionary
Table: CLASS

Properties
Date Created:
Description:
OrderByOn:

8/28/00 9:47:29 AM
ELC courses
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/23/01 10:17:42 AM
70

Name

Type

Size

ClassID
Descrip
Hours
ChrgAmt

Text
Text
Number (Integer)
Currency

Columns
3
50
2
8

Table Indexes
Name

Number of Fields

PrimaryKey
Fields:

1
ClassID, Ascending

Table: GRADE

Properties
Date Created:
Description:
OrderByOn:

8/28/00 10:01:08 AM
Grades for courses
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/23/01 9:49:19 AM
5

Columns
Name

Type

Size

Grade
QualityPts

Text
Number (Long)

1
4

Table Indexes
Name

Number of Fields

PrimaryKey
Fields:

1
Grade, Ascending

Table: INSTRUCTOR

Properties
Date Created:
Description:
OrderByOn:

8/28/00 9:48:11 AM
All teaching instructors.
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/23/01 9:24:37 AM
10

Columns
Name

Type

InstructNum
InstructorName
FirstName

Number (Long)
Text
Text

Table Indexes
Name
InstructNum
Fields:
PrimaryKey
Fields:

Table: LEVEL

Number of Fields
1
InstructNum, Ascending
1
InstructNum, Ascending

Size
4
50
50

Properties
Date Created:
Description:
OrderByOn:

8/31/00 9:21:23 AM
Possible student levels
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/22/01 4:32:02 PM
10

Columns
Name

Type

LevelAbbreviation
FullText

Text
Text

Size
5
50

Table Indexes
Name

Number of Fields

PrimaryKey
Fields:

1
LevelAbbreviation, Ascending

Table: MOP

Properties
Date Created:
Last Updated:
RecordCount:

3/22/01 5:20:03 PM
3/23/01 9:25:23 AM
6

Def. Updatable:
OrderByOn:

True
False

Columns
Name

Type

MOP
Descrip
MOPNum

Text
Text
Number (Long)

Size
2
20
4

Table Indexes
Name

Number of Fields

MOPNum
Fields:
PrimaryKey
Fields:

1
MOPNum, Ascending
1
MOP, Ascending

Table: PAYMENT

Properties
Date Created:
Last Updated:
RecordCount:

3/22/01 5:19:14 PM
3/23/01 10:17:22 AM
2

Def. Updatable:
OrderByOn:

True
False

Columns
Name

Type

PayNum
PayDate
PayAmt
MOP
StudentNum

Number (Long)
Date/Time
Currency
Text
Number (Long)

Table Indexes
Name
MOPPayment
Fields:
PayNum
Fields:
PrimaryKey
Fields:
StudentNum
Fields:
STUDENTPayment
Fields:

Number of Fields
1
MOP, Ascending
1
PayNum, Ascending
1
PayNum, Ascending
1
StudentNum, Ascending
1
StudentNum, Ascending

Size
4
8
8
50
4

Table: QUARTER

Properties
Date Created:
Description:
OrderByOn:

8/28/00 9:58:10 AM
RIT quarter & code
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/23/01 10:37:01 AM
13

Name

Type

Size

QtrCode
FullText

Text
Text

Columns
5
30

Table Indexes
Name

Number of Fields

PrimaryKey
Fields:
QtrCode
Fields:

1
QtrCode, Ascending
1
QtrCode, Ascending

Table: QUARTERLY_COURSE_INFO

Properties
Date Created:
Description:
OrderByOn:

Columns

8/28/00 9:51:39 AM
Courses and their instructors
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/23/01 10:36:33 AM
3

Name

Type

QCINum
QtrCode
ClassID
Section
InstructNum

Number (Long)
Text
Text
Text
Number (Long)

Size
4
3
3
2
4

Table Indexes
Name

Number of Fields

InstructNum
1
Fields:
InstructNum, Ascending
INSTRUCTORQUARTERLY_COURSE_I
1
Fields:
InstructNum, Ascending
ItemNum
1
Fields:
ClassID, Ascending
PrimaryKey
1
Fields:
QCINum, Ascending
QCINum
1
Fields:
QCINum, Ascending
QtrCode
1
Fields:
QtrCode, Ascending

Table: QUARTERLY_STUDENT_INFO

Properties
Date Created:
Description:
OrderByOn:

8/28/00 9:44:53 AM
Student's rec., advisor, level, RIT
dept by quarter
False

Def. Updatable:
Last Updated:

True
3/23/01 10:36:28 AM

RecordCount:

Columns
Name

Type

QSINum
StudentNum

Number (Long)
Number (Long)

Size
4
4

QtrCode
Department
Advisor
Level
Recommendation
Comments
FurtherStudy

Text
Text
Text
Text
Text
Text
Text

3
4
50
5
1
255
175

Table Indexes
Name

Number of Fields

LEVELQUARTERLY_STUDENT_INFO
1
Fields:
Level, Ascending
PrimaryKey
1
Fields:
QSINum, Ascending
QtrCode
1
Fields:
QtrCode, Ascending
RECOMMENDATIONQUARTERLY_STU
1
Fields:
Recommendation, Ascending
StudentNum
1
Fields:
StudentNum, Ascending
STUDENTQUARTERLY_STUDENT_INF
1
Fields:
StudentNum, Ascending

Table: RECOMMENDATION

Properties
Date Created:
Description:
OrderByOn:

8/28/00 10:56:09 AM
Possible recommendations
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/22/01 4:31:48 PM
6

Columns
Name

Type

RecCode
Sentence

Text
Text

Size
1
225

Table Indexes
Name

Number of Fields

PrimaryKey
Fields:
RecCode
Fields:

1
RecCode, Ascending
1
RecCode, Ascending

Table: REGISTRATION

Properties
Date Created:
Description:
OrderByOn:

8/28/00 9:54:30 AM
Students and their courses by
quarter
True

Def. Updatable:
Last Updated:

True
3/23/01 10:36:26 AM

RecordCount:

Columns
Name

Type

RegNum
StudentNum
RegDate
QtrCode
ClassID
Section
MidtermHomework
MidtermTest
MidtermAttendance
MidtermParticipation
MidtermGrade
FinalGrade

Number (Long)
Number (Long)
Date/Time
Text
Text
Text
Text
Text
Text
Text
Text
Text

Table Indexes
Name
ClassID
Fields:
CLASSREGISTRATION

Number of Fields
1
ClassID, Ascending
1

Size
4
4
8
3
3
2
2
2
2
2
2
1

Fields:
GRADEREGISTRATION
Fields:
PrimaryKey
Fields:
QtrCode
Fields:
STUDENTREGISTRATION
Fields:

ClassID, Ascending
1
FinalGrade, Ascending
1
RegNum, Ascending
1
QtrCode, Ascending
1
StudentNum, Ascending

Table: STUDENT

Properties
Date Created:
Description:
OrderByOn:

8/28/00 9:35:51 AM
Student personal information
False

Def. Updatable:
Last Updated:
RecordCount:

True
3/23/01 9:32:52 AM
79

Columns
Name

Type

StudentNum
StudentID
FirstName
LastName
Country
NativeLanguage
LocalAddr
LocalCity
LocalState
LocalZip
LocalPhone
HomeAddr1
HomeAddr2
HomeAddr3
HomePhone
Email

Number (Long)
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text

Size
4
11
20
20
15
15
40
10
2
5
12
50
50
25
15
25

Picture
BirthDate
Sex

OLE Object
Date/Time
Text

8
1

Table Indexes
Name

Number of Fields

PrimaryKey
Fields:
StudentID
Fields:
StudentNum
Fields:

1
StudentNum, Ascending
1
StudentID, Ascending
1
StudentNum, Ascending

Table: TEST_SCORE

Properties
Date Created:
Description:
OrderByOn:

8/28/00 9:39:21 AM
Students test scores by quarter
(pre & post)
False

Def. Updatable:
Last Updated:

True
3/23/01 9:44:32 AM

RecordCount:

33

Columns
Name

Type

TestNum
StudentNum
QtrCode
PreOrPost
Michigan
Ilyin
Writing
LA

Number (Long)
Number (Long)
Text
Text
Number (Long)
Number (Long)
Number (Single)
Number (Long)

Table Indexes

Size
4
4
3
4
4
4
4
4

Name
PrimaryKey
Fields:
QtrCode
Fields:
StudentNum
Fields:
STUDENTTEST_SCORE
Fields:
TextNum
Fields:

Number of Fields
1
TestNum, Ascending
1
QtrCode, Ascending
1
StudentNum, Ascending
1
StudentNum, Ascending
1
TestNum, Ascending

File Structure
Clients

Two files: executable user interface and active X .dll for user interface business logic
Server

The Access database will reside on the server with an active X .dll that the client side
.dll will access the database through.
Non-functional Requirements
Because there is data still being used in the current database, the existing data will have to be imported into the new
database when the system is completed.

System Evolution

Although its not possible to anticipate all the possible changes and problems that
will effect the system in the future, there are a few foreseeable improvements that
can be made.
The billing included in the proposed system is simplified because of time constraints. The proposed system will provide
the ELC with what they need to track billing in the system. However, its foreseeable that billing methods may change or
become more complex in the future. Therefore billing is an area that may need remodeled or added to later on.
ELC administrators and employees may find that they would like additional reports or graphs available to them. Once the
groundwork is laid for providing the reports proposed for the system, it will be simple to add addition reports or graphs that
are requested. On a similar note, the proposed system will track the number of students who register with the ELC, but
never sign up for instruction. It may become necessary in the future to track students in other ways as well. The
complexity of adding the new tracking methods will vary according to each method.
This proposed system does not include a web interface. The world is becoming very web oriented and its highly likely
that there will be need for a web interface in the future. Because of the design of the proposed system, a web interface
can be added later. The proposed system is designed in such a way that the user interface is separate from all the
business logic and data processing parts of the program and can easily be replaced. Therefore the only foreseeable
difficulty in adding web capabilities is that additional hardware and software configuration will be required for the web
server.

The Student Information Management System uses the Component-based Scalable Logical Architecture to modularize the information allowing easy
maintenance and a high degree of scalability. A set of clients are connected to a server that provides a gateway to the information stored in a Database that
contains information about students, the classes they are taking, test scores, etc.
The SIMSManager provides a User Interface that allows an ELC employee to request data about a particular student. That request is sent to the
appropriate object in the SIMSObjects component, and the objects state is serialized by a Buffer and sent across the network. Another Buffer in the SIMSServer
component de-serializes the objects state and updates the appropriate objects Persist object by querying the ELC Database. Once the data is populated in the
objects Persist object, the SIMSServer Buffer serializes the data and sends it back over to the SIMSObjects Buffer. That Buffer de-serializes the data and
populates the appropriate object, which is then sent back to the SIMSManager and displayed to the user.
The user may request a report to be generated that requires information about many different objects, so a collection is used to hold all the information
of a particular object. For example, an ELC employee may request a report that includes a list of all students enrolled in a particular class. The request is sent
through as above, however instead of being displayed to the user at the end, for each record returned from the database a student object gets added to the Students
collection. That collection, in turn, is used to generate the report.

Design Specification Class Diagrams

The user interacts with student object almost exclusively. All other objects are valued and measured by their
relationship with the student object.
The class object can be updated and utilized without reference to a student or students, but it is only significant to
the user when the class object is related to the student(s) through the Registrations.
All tables (and objects) are updateable. Some tables are static with most actions. However, the most often
cases are described here.

The User Interface

The Student Information Management System (SIMS) will be implemented in a Multiple Document Interface (MDI) style. The picture
below is illustrative of the type of content screen

that the users will see. There will be added enhancements on the welcome screen.

The start-up screen of the SIMS will display a logon form for signing into the system. Upon authorization, a form showing the highlevel system functions will be shown.
All of the functions in the GUI will be available through a set of menu items on the main menu bar of the application.

Most of the functions in the SIMS application will be available through a series of child forms.

Users will be able to look up individual student records by going through a prompt for the ID number. The record will be displayed in
a pop-up child form with the information categorized according to topic in a tabbed-panel fashion.

Client

Server

SIMSObjects
SIMSServer

Student
Ethernet Connection

Buffer
Students

Buffer

QSI

StudentPersist
QSIs
TestScore
QSIPersist
TestScores
RegistrationPersist

Registration

Registrations

TestScorePersist

SIMSManager

ELC Database

VB GUI