Asia Pacific Institute of Information Technology: Prepared by

ASIA PACIFIC INSTITUTE OF INFORMATION
TECHNOLOGY
APIIT Diploma Part II
INCOURSE ASSIGNMENT
INSIGHT CENTRE FOR EDUCATION DEVELOPMENT

COUNSELLOR ALLOCATION SYSTEM
Prepared By
A.N.Ahamed Nishadh (CB004081)
S.D.Ilangakoon (CB004041)
A.C.Tiffaniya Fernando (CB004165)
Module Code & Title

AAPP007-3-2 System Analysis and Design
Cohort
DF10A1ICT
Date of Submission
10th January 2011
Instructor
Ms. Nadeera Ahangama
Submitted in partial fulfillment for the degree of

Bachelor of Science (Hons) in Computing
Word Count
[3001 words]
DF10A1ICT AAPP007-3-2 System Analysis and Design
i
WORKLOAD MATRIX
ii
PROJECT GNATT CHART
iii
ACKNOWLEDGEMENTS
Firstly we would like to thank our lecturer Ms.Nadeera Ahangama for all the help
and guidance given to us while doing this assignment. Especially for bearing with us
during lectures and always willing to help us out at difficult times.
Also there are many individuals who have helped us in numerous ways directly and
indirectly so that we were able to complete this assignment.
We would also like to thank Mr.Fazmil Fyzer, Manager Programs at Insight Centre
for Education Development for all the help provided to us in this project.
APIIT Lanka for providing us with resources and the Tech Team at APIIT Lanka for
their assistance at required times.
And last but not least our friends, parents and the well-wishers without whose moral
support and encouragement, we would not have been able to do a good job.
Finally, if there are any shortcomings in this project, then we request to excuse us for
all those and accept this documentation.
Ahamed Nishadh
Deshan Ilangakoon
Tiffaniya Fernando
iv
TABLE OF CONTENTS
WORKLOAD MATRIX .............................................................................................. ii
PROJECT GNATT CHART ....................................................................................... iii
ACKNOWLEDGEMENTS ........................................................................................ iv
TABLE OF CONTENTS ..............................................................................................v
TABLE OF FIGURES ................................................................................................ ix
1.0 INTRODUCTION TO THE PROJECT...............................................................1
2.0 INTRODUCTION TO THE COMPANY ...........................................................2
3.0 THE CURRENT SYSTEM..................................................................................3
2.1 HOW THE CURRENT SYSTEM WORKS ................................................... 3
2.2 PROBLEMS IN THE CURRENT SYSTEM.................................................. 3
4.0 SYSTEM DEVELOPMENT LIFE CYCLE ........................................................5
5.0 FACT FINDING ..................................................................................................6
6.0 FEASIBILITY STUDY .......................................................................................7
6.1 TECHNICAL FEASIBILITY ......................................................................... 7
6.1.2 PRACTICALITY ...................................................................................... 7
6.1.2 TECHNOLOGY AVAILABILITY .......................................................... 8
6.1.3 TECHNICAL EXPERTISE OF THE TEAM........................................... 8
6.2 OPERATIONAL FEASIBILITY .................................................................... 8
6.3 ECONOMIC FEASIBILITY ........................................................................... 9
6.4 SCHEDULE FEASIBILITY ......................................................................... 13
v
7.0 SYSTEM ANALYSIS .......................................................................................15
7.1 DATA FLOW DIAGRAMS ......................................................................... 15
7.1.1 CONTEXT LEVEL ................................................................................ 15
7.1.2 LEVEL 0 ................................................................................................. 16
7.1.3 LEVEL 1 PROCESS 1.0...................................................................... 17
7.1.4 LEVEL 1 PROCESS 2.0...................................................................... 18
7.2 ASSUMPTIONS ........................................................................................... 19
7.3 DATA DICTIONARY .................................................................................. 19
7.3.1 EXTERNAL ENTITIES ......................................................................... 19
7.3.2 DATA STORES...................................................................................... 20
7.3.3 DATAFLOW .......................................................................................... 20
8.0 SYSTEM DESIGN ............................................................................................23
8.1 TABLE STRUCTURES ................................................................................ 23
8.1.1 CLIENT TABLE .................................................................................... 23
8.1.2 CLIENT_RESULTS TABLE ................................................................. 23
8.1.3 COUNSELOR TABLE ........................................................................... 24
8.1.4 COUNSELOR_DATES TABLE ............................................................ 24
8.1.5 EXPERTISE TABLE.............................................................................. 24
8.1.6 MEETING TABLE ................................................................................. 24
8.2 RELATIONSHIP STRUCTURE .................................................................. 25
8.3 PROCESS SPECIFICATION ....................................................................... 26
vi
8.3.1 PROCESS 1.1 - CLIENT PROCESS ..................................................... 26
8.3.2 PROCESS 1.2 REQUIREMENT PROCESS ...................................... 26
8.3.3 PROCESS 2.1 CHECK COUNSELOR ............................................... 26
8.3.4 PROCESS 2.2 DATE CHECKING ..................................................... 27
8.3.5 PROCESS 2.3 MEETING ALLOCATION ........................................ 27
8.3.6 PROCESS 3.0 MEETING PROCESS ................................................. 28
9.0 SYSTEM DEVELOPMENT..............................................................................29
9.1 FORM DESIGNS .......................................................................................... 29
9.1.1 SWITCHBOARD DESIGN.................................................................... 29
9.1.2 Add New Application Form.................................................................... 30
9.1.3 SEARCH COUNSELOR FORM ........................................................... 31
9.1.4 AVAILABLE COUNSELOR FORM .................................................... 32
9.1.5 ADD NEW MEETING FORM .............................................................. 33
9.1.6 PRINT MEETING SHEET FORM ........................................................ 34
9.1.7 SEARCH MEETING FORM ................................................................. 35
9.1.8 ADD NEW COUNSELOR FORM ........................................................ 36
10.0 SYSTEM TESTING ........................................................................................37
10.1 TEST LOG .................................................................................................. 38
11.0 IMPLEMENTATION ......................................................................................40
BIBLIOGRAPHY .......................................................................................................41
APPENDIX .................................................................................................................42
vii
1.0 INDIVIDUAL REPORTS ............................................................................. 42
1.1 AHAMED NISHADH (CB004081) .......................................................... 42
1.2 DESHAN ILANGAKOON (CB004041) .................................................. 45
1.3 TIFFANIYA FERNANDO (CB004165) ................................................... 48
2.0 MEETING MINUTES .................................................................................. 50
2.1 1ST MEETING ........................................................................................... 50
2.2 2ND MEETING ........................................................................................... 52
2.3 3RD MEETING ........................................................................................... 54
2.4 4TH MEETING ........................................................................................... 56
2.5 5TH MEETING ........................................................................................... 58
3.0 INTERVIEW EXTRACT ............................................................................. 59
3.1 1ST INTERVIEW ....................................................................................... 59
3.2 2ND INTERVIEW ...................................................................................... 59
3.3 3RD INTERVIEW....................................................................................... 60
4.0 SAMPLE APPLICATION FORM ................................................................ 61
5.0 SAMPLE MEETING SHEET ....................................................................... 62
viii
TABLE OF FIGURES
Figure 1 - System Development Life Cycle ................................................................. 5
Figure 2 - PIECES Framework .................................................................................... 9
Figure 3 - Company Financial Details ....................................................................... 10
Figure 4 - Project Costs .............................................................................................. 11
Figure 5 - Payback Period Calculation ....................................................................... 11
Figure 6 - Net Present Value Calculation................................................................... 11
Figure 7 - ROI Calculation ......................................................................................... 12
Figure 8 - Schedule Feasibility Chart ......................................................................... 14
Figure 9 - External Entities Data Dictionary.............................................................. 19
Figure 10 - Data Stores Data Dictionary .................................................................... 20
Figure 11 - Dataflow Data Dictionary........................................................................ 22
Figure 12 - Client Table ............................................................................................. 23
Figure 13 - Client_Results Table ............................................................................... 24
Figure 14 - Counselor Table....................................................................................... 24
Figure 15 - Counselor_Dates Table ........................................................................... 24
Figure 16 - Expertise Table ........................................................................................ 24
Figure 17 - Meeting Table .......................................................................................... 25
Figure 18 - Relationship Structure ............................................................................. 25
Figure 19 - 1.1 Client Process .................................................................................... 26
Figure 20 - 1.2 Requirement Process ......................................................................... 26
Figure 21 - 2.1 Check Counselor ............................................................................... 27
Figure 22 - 2.2 Date Checking ................................................................................... 27
Figure 23 - 2.3 Meeting Allocation ............................................................................ 28
Figure 24 - 3.0 Meeting Process ................................................................................ 28
ix
Figure 25 - Form Design | Switchboard ..................................................................... 29
Figure 26 - Form Design | Add New Application 1 ................................................... 30
Figure 27 - Form Design | Add New Application 2 ................................................... 30
Figure 28 - Form Design | Search Counselor 1 .......................................................... 31
Figure 29 - Form Design | View Counselors .............................................................. 32
Figure 30 - Form Design | Add New Meeting............................................................ 33
Figure 31 - Form Design | Print Meeting Sheet ......................................................... 34
Figure 32 - Form Design | Search Meeting 1 ............................................................. 35
Figure 33 - Form Design | Search Meeting 2 ............................................................. 35
Figure 34 - Form Design | Add New Counselor ........................................................ 36
Figure 35 - Test Log ................................................................................................... 39
Figure 36 - Application Form Sample........................................................................ 61
Figure 37 - Meeting Sheet Sample ............................................................................. 62
x
1.0 INTRODUCTION TO THE PROJECT
In this project, we have introduced a computerized system for a Non-Governmental

Organization in automating the process of allocating and storing information
regarding one of their projects called the Counseling Program.
This system basically will ease the process of allocating counselors to those who
request for and also store that information digitally for future reference and storage
purpose.
1
2.0 INTRODUCTION TO THE COMPANY
Insight Center for Education Development is a Non-Governmental Organization that

was started in the year 2009 with the intention of uplifting the education standards of
the country and also to provide other necessary services in the education field. In 2
years of its existence, Insight has grown from strength to strength undertaking many
projects in collaboration with other educational related organizations as well as sole
handedly.
The organization is primarily funded by donors. Insight now also has its own
education institute called the Insight Institute for Management and Technology
located in Colombo 3 and also has a technical training campus called the Mawanella
Instute of Technical Training located in Mawanella, Sri Lanka.
Insight currently also provides counseling services for members of the public. This is
done free of charge as a community service and counseling is given in various
different areas from education to general affairs. Counselors who have volunteered
to sign up with this project are used for in this process in addition to those counselors
who have been paid and employed by Insight for specialized counseling. (Fazmil,
2010)
2
3.0 THE CURRENT SYSTEM
The system that we have been assigned by the client to design is a Counselor
Allocation System. This is a system where a client is allocated a counselor according
to his needs and requirements who will guide the client in that specific area. After
the meeting, the counselor will provide feedback on that meeting and depending on
the feedback necessary action will be taken by the manager.
2.1 HOW THE CURRENT SYSTEM WORKS

In the current system, everything is done manually. No computerized system has yet
been made for this system.
One of the files that are maintained is the students file. This file contains all the
application forms that were filled and submitted by the students themselves. Through
this application form all necessary information needed by the administrator is taken.
Then the administrator analyzes the application manually and identifies the
requirements of the student. After which the administrator goes to the other file
which contains details of all counselors signed up with Insight and then matches the
requirements of the clients with their area of expertise of the counselor and then files
another sheet of paper in a third file which contains meeting information. Then the
meeting is set up and informed to both parties by the manager.
After the meeting has taken place, the counselor provides a feedback on the meeting
which is then appended to the meeting information file and then according to the
feedback received, the manager can take necessary action.
2.2 PROBLEMS IN THE CURRENT SYSTEM

1. Security as all the data is recorded in paper, there is a huge security threat.
First it should be noted that all the details provided by the students are private
and confidential. And hence these data has to be stored. But as the current
system is manual and paper based, no such security methods are available.
3
2. Data Duplication the data entered may get duplicated due to simple human
error to identify existing data. This may lead to the same data being stored
more than once in the same location or in different locations.
3. Wastage of Resources resources such as storage may be wasted when all
the paperwork is stored. Also more staff may be required to handle all the
paper work while fewer staff can handle the same job in a computerized
system. Also liquid resources such as money get wasted as investment has to
be made for the security of the data, the storage etc.
4. Human Errors human errors may happen in a manual system during the
process where a client may enter details which may accidentally not get
processed etc. In an automated system this can be eliminated as the client
details are entered once and can be retrieved at will to check.
5. Time Wastage Time wastage can occur. Where a job can be done within a
minute in an automated system, it may take around 10-15 minutes on a
manual system as all details have to be manually be entered or retrieved.
6. Tracking in the current system, the staff find it difficult to keep track of the
proceedings and there is a lot of paperwork that is available and they usually
get lost or forget about certain students when they are working on another
student which they find it very frustrating.
4
4.0 SYSTEM DEVELOPMENT LIFE CYCLE
We have chosen to use the System Development Life Cycle (SDLC) methodology
for the development of our system. This is one of the widely used methodologies for
system development.
We chose to go with the SDLC methodology because
It is a systematic method.
Easy to understand and follow.
All the members in our team knew this methodology very well.
Widely used by many who develop systems.
Figure 1 - System Development Life Cycle
(Ahangama, 2010)
5
5.0 FACT FINDING
Fact finding is the process of finding facts about the system and how it works by the
system analyst before the system is designed or developed. There are various
methodologies that can be used for fact finding. They are
1. Interviewing. This is where the system analyst interviews certain people in

the organization related to the system and ask questions about the system.
2. Questionnaires this is where there is a large number of individuals are
needed to be interviewed. In this case, the system analyst can use a
questionnaire with a set number of questions and then get the individuals to
answer them. This can be in paper form or electronic form.
3. Observation this is where the system analyst will visit the relevant
organization and other places where the system will be in use and observe the
surroundings and make notes which may be useful during the design and
development of the system.
4. Document analyzing when the system analysts analyzes the existing
documents of the existing system.
(Ahangama, 2010)
In our system, we used the Interviewing methodology. We interviewed Mr.Fazmil

Fyzer of Insight Center for Education Development who is the Manager Programs.
An extract of the interview we had with Mr. Fazmil has been attached to the
appendix of this document.
6
6.0 FEASIBILITY STUDY
The System that we will be developing for the client, Insight Centre for Education
Development, is system that will help them maintain their student counselors with
efficiency and accuracy.
Currently they use a manual method to keep record of the counselors and their
clients. The way the system manages the clients is by firstly getting the information
from the user and then this information is manually given to the management to
assign a counselor for the client. This system is a very slow and tedious process and
requires a lot of man power to handle and maintain all the information.
The proposed solution that we have come up with, after conducting the study is that
the we would develop a system would allow the people at Insight to easily enter
information and to store and used the information without the worry of losing data in
the process of transferring it from one location to another manually.
The system will be developed using Microsoft Office Access. This is to ensure that
while the system remains simple and easy to work on it will give the user the
greatest result.
6.1 TECHNICAL FEASIBILITY
6.1.2 PRACTICALITY
The practicality of this project was the first area that we looked into as a group when
we went to meet the client. We had to ensure that given the constraints like time we
had to ensure that we would be able to do the project successfully and without any
problems arising towards the latter stages of the project.
The main area that we checked when we were assessing the practicality of the
project was whether it was within the scope of a project that we could handle. We
had to ensure that the project was practical and possible give the constraint of time
that we had.
7
After taking all the information available to us we were able to conclude that the
project was practically possible to accomplish give the constraints.
6.1.2 TECHNOLOGY AVAILABILITY

Another main area that was of concern to us was whether Insight had the
technological equipment to run a system of this nature in Microsoft Access. It was
however easily concluded that the company did in fact have the necessary
technological equipment like computers to run the new system that was going to be
installed. Also since the system was being developed on Microsoft Access which is
widely available on most computers the team will not have to go to extra trouble to
acquire special software to run the system.
6.1.3 TECHNICAL EXPERTISE OF THE TEAM

The team comprises of three members who have prior to this worked with Microsoft
Access to develop a system. Therefore the team should not find it too complicated to
develop the system since they have prior experience.
6.2 OPERATIONAL FEASIBILITY

The operational feasibility was carried out using the PIECES frame work. This
stands for Performance, Information, Economy, Control, Efficiency and Control.
Given bellow is the feasibility study using the PIECES frame work:
Operational Feasibility (PIECES framework)

Performance The current system employees a slow and tedious method
of having to manually enter data save data on hard copies
and maintain them and update them manually. The system
is compromised heavily when it comes to speed and
efficiency. The data also has a chance of being misplace
as it is very difficult to maintain back-ups and also to keep
the system in check since it is running manually with only
hard copies of the data. The new system will be able to
overcome this since it will be running from a machine and
thus enabling the data to travel much faster.
Information The information in the current system is in an extremely
vulnerable state. The information is kept in files that are
stored in filing cabinets. Thus the information has a very
large tendency to get misplaced or even damaged due to a
variety of possible reasons. The information is also not
8
well protected and therefore is liable to be changed by

people who do not have proper authority to access this
information. With proper security feature the new system
will be able to easily overcome this problem.
Economy The system operates currently by employing several
workers to maintain and also to update the system. This
method of operation can be very costly as the costs of
these employees have also to be covered. Also the cost of
time that will be wasted as this system runs at an
extremely slow pace have to be taken into account. The
proposed new system will greatly help to cut back on the
companys costs as the system will help to reduce needed
cost like labor and also to save back on the cost of time
wasted.
Control The current system does not allow too much control over
the information for the system users. This problem will be
caused again due to the lack of proper security for the
system. This can be solved with the security features that
we will enable in the new system.
Efficiency The prevailing system is highly inefficient. The system
faces a major problem of time management and also
resources like time are also heavily wasted. This can be
easily overcome with the new system that we propose to
install to replace the existing. The system will also be able
to protect the data with a security feature that only allows
people with the proper authority to access the information
and to make changes to this information.
Service The services that the current system provides are
extremely minimal and thus the information in the system
is also constricted. This would be a main area that we will
be looking into when developing the new system.
Figure 2 - PIECES Framework
6.3 ECONOMIC FEASIBILITY

When it comes to the Economic Feasibility of the project, the main area that we
looked into was whether the client had the monetary ability to sustain the
development and the installation of a project of this nature. This area is vital since if
the company is unable to fund the project during the development stages the
company would face huge problem even though a high return on the project might
be shown on paper. Therefore this was one of the main areas that we looked into
before we took on this project.
9
The company since it is a charitable organization does not have a high annual profit
levels and their main source of income is derived from donations that the
organization receives. An estimate of the company income and expenditure is given
bellow as we were not granted access to their financial records:
Description Amount
Annual Expenditure Rs. 1,235,000/=
Income Rs. 1,450,000/=
Net Profit Rs. 215,000/=
Figure 3 - Company Financial Details
Given below are the estimated costs that will be incurred for the development and
the installation of the new system:
Cost Cost Description Amount
Specification
Direct Cost Central HP Pavilion p6100z Rs. 40,200/=
Hardware Processing Unit series (Genuine Windows
7 Home basic with
Service Pack 1 (32-bit)
AMD Sempron(TM)
LE1300 (2.3GHz, 512MB
L2, up to 1600MT/s bus)
2GB DDR2-800MHz
SDRAM (1 DIMM)
320GB 7200rpm SATA
3Gb/s Hard Drive
Monitor HP 2009m 20 Diagonal Rs. 20,700/=
HD Ready Widescreen
LCD Monitor
Keyboard Logitech Internet 350 Rs. 2.100/=
Vista Qualified USB
Keyboard (Black)
Mouse Logitech 3-button USB Rs. 1,100/=
Optical Wheel Mouse-
Black (SBF-96)
Printer HP Officejet 6000 Printer Rs. 6,900/=
Labor Service Charges Rs. 15,000/=
Installation Cost of installing the new system and the cost Rs. 15,000/=
of transport for the hardware equipment.
Survey Research and Investigation costs. Rs. 5,000/=
Indirect Cost Other costs that cannot be directly allocated to Rs. 44,000/=
10
Miscellaneous the system development process.

TOTAL Rs. 150,000/=
Figure 4 - Project Costs
The projected estimates for this system during the course of its life are given bellow
(the benefits are the money that will be saved due to the installation of the system):
Cost Benefits
Year Cumulative Cumulative
Cost Benefit
Cost Benefits
Year 0 Rs. 150,000 Rs. 150,000 Rs. 10,000 Rs. 10,000
Year 1 Rs. 26,000 Rs. 176,000 Rs. 60,000 Rs. 70,000
Year 2 Rs. 28,000 Rs. 204,000 Rs. 80,000 Rs. 150,000
Year 3 Rs. 34,300 Rs. 238,300 Rs. 110,000 Rs. 260,000
Year 4 Rs. 45,000 Rs. 283,300 Rs. 130,000 Rs. 390,000
Figure 5 - Payback Period Calculation
According to the above information the payback period for the project can be
calculated. The payback period is in this situation is 2 years and 5.8 moths. This
method is not completely accurate as this method does take into account the
depreciating value of money over time. To overcome this problem we have used the
Net Present Value (NPV) to appropriate for the depreciation of the value of money
over time. Given bellow is the NPV of the project:
Cost Benefits
NPV Benefits
Year Cost Present
10% Cost Benefit Present
value
Value
Year 0 0 Rs. 150,000 Rs. 150,000.00 Rs. 10,000 Rs. 10,000
Year 1 0.909 Rs. 26,000 Rs. 23,634.00 Rs. 60,000 Rs. 54,540
Year 2 0.826 Rs. 28,000 Rs. 23,128.00 Rs. 80,000 Rs. 66,080
Year 3 0.751 Rs. 34,300 Rs. 25,759.30 Rs. 110,000 Rs. 82,610
Year 4 0.683 Rs. 45,000 Rs. 30,735.00 Rs. 130,000 Rs. 88,790
TOTAL Rs. 253,256.30 Rs. 302,020
Rs. 302,020.00 Rs. 253,256.30 =
NET PRESENT VALUE
Rs. 48,763.70
Figure 6 - Net Present Value Calculation
11
The above table shows the Net Present Values that the new project will generate for
the company. The table above shows the project generating a NVP of Rs. 48,763.70.
This NPV of Rs. 48,763.70 can be said to be a fairly good NPV for a project of its
nature.
Another tool that was used to assess the Economic Feasibility of the new system was
by checking the Return on Investment of the project. Given bellow is the ROI of the
system that we will be developing using the formula given bellow:
( )
Cost Benefits
Year Cumulative Cumulative
Cost Benefit
Cost Benefits
Year 0 Rs. 150,000 Rs. 150,000 Rs. 10,000 Rs. 10,000
Year 1 Rs. 26,000 Rs. 176,000 Rs. 60,000 Rs. 70,000
Year 2 Rs. 28,000 Rs. 204,000 Rs. 80,000 Rs. 150,000
Year 3 Rs. 34,300 Rs. 238,300 Rs. 110,000 Rs. 260,000
Year 4 Rs. 45,000 Rs. 283,300 Rs. 130,000 Rs. 390,000
Figure 7 - ROI Calculation
( )
This ROI of 37.66% can be said to be fairly good however require another ROI to
compare against.
12
6.4 SCHEDULE FEASIBILITY

The Schedule feasibility for the student councilor system that we are building is
given below:
Task Time allocation Task assignment

Identifying the problems 25th October 2010
and the requirements of the - 27th November
current system 2010

th
Interview with the 6 November 2010 All Members
client 20th November
2010
27th November
2010
Feasibility Report 20th November Deshan Ilangakoon
2010 - 27th
November 2010
Determine the system 28th November
requirements 2010 30th
November 2010

th
Acquire information 28 November Ahamed Nishadh
regarding what is 2010 30th
needed from the new November 2010
system
Analyze the system needs 1st December 2010
and make initial design 4th December
2010
Data Flow Diagrams 1st December 2010 Ahamed Nishadh
2nd December
2010
Data Dictionaries 3rd December 2010 Tiffaniya Fernando
4th December
2010
Design the main system 5th December 2010
15th December
2010

th
Design the system in 5 December 2010 Ahamed Nishadh
Microsoft Access 15th December
2010
Develop and Document the 15th December
new system 2010 26th
December 2010
System 15th December Tiffaniya Fernando
2010 20th
13
Implementation December 2010

Develop the system 15th December 2010 Ahamed Nishadh
26th December
2010

th
Document the new 15 December 2010 Deshan Ilangakoon
system 26th December Tiffaniya Fernando
2010
System Testing 27th December
2010 2nd January
2011

th
Test the new system 27 December 2010 Deshan Ilangakoon
for bugs 2nd January 2011
Installation and evaluation 3rd January 2011
of the new system 7th January 2011

rd
Install system and 3 January 2011 All Members
th
evaluate the 7 January 2011
performance
Figure 8 - Schedule Feasibility Chart
14
7.0 SYSTEM ANALYSIS
7.1 DATA FLOW DIAGRAMS
7.1.1 CONTEXT LEVEL
15
7.1.2 LEVEL 0
16
7.1.3 LEVEL 1 PROCESS 1.0
17
7.1.4 LEVEL 1 PROCESS 2.0
18
7.2 ASSUMPTIONS
Only the administrator has access to the system. Client fills the form on paper
and submits it to the manager (sample of form can be seen in the appendix of
this document). The manager enters the details into the system. Then creates
the meeting and then prints the meeting sheet (sample of meeting sheet can
be seen in the appendix of this document) and sends it to the Counselor and
the Client. After the meeting, the counselor will fill out area given in the
meeting sheet and submit it to the manager again who will retrieve the
meeting and enter the feedback given by the counselor and then take any
necessary action.
If a client is to be set up with another meeting with a different counselor after
the recommendations of the first counselor, then a new meeting record is
created.
All paper based documents are discarded after they have been entered into
the system.
7.3 DATA DICTIONARY
7.3.1 EXTERNAL ENTITIES

Name of Description Input Data Output data
External Flows Flows
Entity
Meeting information such

as date, time, venue and Meeting Application
Client
counselor information are Details information
sent to client
Manager receives the

clients requirements and Client
Meeting
arranges the meeting with requirements,
Manager Details, List of
the counselor and gives the Counselors
counselors
meeting details to the client name.
back.
Meeting
Meeting
Details, client
Counselor gets the meeting details,
Counselor requirements,
details form the manager. Manager
meeting
Feedback
feedback
Figure 9 - External Entities Data Dictionary
19
7.3.2 DATA STORES

Name of Description Input Data Output Data Structure
Data Flows Data
Structure Flows
After date checking
process the selected
counselors name is
sent to meeting Meeting
details store, and if Counselor details=
there are any existing name, Existing Counselor
Meeting
meeting is already meeting meeting name+ meeting
Details
fixed on the same day date, time, details date+ meeting
the notification of and venue time+ meeting
existing meeting will place
be sent to date
checking process
again
Counselor File=
Stores all the
List of Counselor
information such as Counselor
Counselor counselors, name+ available
counselor name and name, client
File available time+ date+
the available time and requirement
dates. educational
date for the meeting.
level.
Figure 10 - Data Stores Data Dictionary
7.3.3 DATAFLOW
Name Description Origin Sink/Destinat Data Structure
ion
Meeting After receiving the Date, time, Client Meeting Details 1=
Details application from the Venue and External counselor name+
1 client, date and time counselor Entity Date+ time+ place
for the meeting sent for the of the meeting
to the client. meeting.
Meeting Meeting details such Meeting Meeting Meeting Details 2=
Details as meeting date, details are Details Data Date, Time, Place,
2 time, place and the allocated Store Counselors name.
counselors name and sent to
will be allocated. meeting
details.
Meeting Meeting details such Meeting Counselor Meeting Details 3=
Details as meeting date, details are External Date+ Time+ Place+
3 time, place and allocated Entity client name+
counselors name and sent to Educational
will be allocated and the qualification.
sent to counselor. counselor.
Client After the client What type Manager Client Requirements
Require submits the of External 1= Educational
20
ments 1 application, educational Entity qualification+ type

according to that the counseling of education for
clients requirements the client counseling.
are collected. needs.
Client After client submits After Counselor Client Requirement=
Require the application, the checking File Data Clients educational
ments 2 clients requirement the Store. qualification+
is gathered, and counselor interested education
according to the the clients type.
counselor is selected requiremen
and requirements are ts are sent
sent to counselors to
file. counselors
file.
Counsel The counselor is Process of Manager Counselor Name=
ors chosen by the choosing External Counselor name+
Name 1 manager according the Entity ????
to the clients counselor.
application
requirement.
Counsel After selecting the Finalize the Data Store Counselors name =
ors counselor from the counselor counselor for Counselor Name
Name 2 list of the counselors for the the meeting.
the information sent meeting.
to counselor file.
Counsel The selected Select the Meeting Counselors Name=
ors counselor name sent counselor details Data Counselor Name
Name 3 to the meeting and give Store
details the details
for the
meeting.
List of After the application Process of Manager List of counselors=
counsel process according to choosing External counselors name+
ors the application the list of Entity counselor
information, the list counselors specialization+
of counselors available day+ time
available in specific
area sent to
manager.
Existing Existing meeting Process of Data Store Existing Meeting
meeting details are sent to the sending Meeting Details= Date+
details meeting allocation, date, time, Details time+ Venue+
to allocate date, time and counselor name
and counselor for counselor
other meetings. name for
the new
meeting
allocation
Meeting Meetings are set Process of Process Date Meeting Date= Date
date according to the sending the Checking
21
availability of available
counselor and sent to dates for
the process of the meeting
allocating of
meeting.
Availab The counselor Process of Data Store Available Dates=
le Dates available dates are sending the Counselor Date
sent to check the available File
dates for the dates of
meeting. counselor
form
counselor
file.
Figure 11 - Dataflow Data Dictionary
22
8.0 SYSTEM DESIGN
8.1 TABLE STRUCTURES
8.1.1 CLIENT TABLE

Field Data Type
appID Text
First Name Text
LastName Text
Address Text
Telephone Text
Mobile Text
Email Text
Date of birth Date/Time
Sex Text
NIC Text
English Text
Sinhala Text
Tamil Text
Counselling Text
Skills Text
Other comments text
Figure 12 - Client Table
8.1.2 CLIENT_RESULTS TABLE

Field Data Type
appID Text
OL1_sub Text
OL1_marks Text
OL2_sub Text
OL2_marks Text
OL3_subs Text
OL3_marks Text
OL4_sub Text
OL4_marks Text
OL5_sub Text
OL5_marks Text
OL6_sub Text
OL6_marks Text
OL7_sub Text
OL7_marks Text
OL8_sub Text
OL8_marks Text
OL9_sub Text
OL9_marks Text
OL10_sub Text
23
OL10_marks Text
AL1_sub Text
AL1_marks Text
AL2_sub Text
AL2_marks Text
AL3_sub Text
AL3_marks Text
AL4_subs Text
AL4_marks Text
AL5_sub Text
AL5_marks Text
Figure 13 - Client_Results Table
8.1.3 COUNSELOR TABLE

Field Data Type
CID Text
FirstName Text
LastName Text
Expertise1 Text
Expertise2 Text
Language Text
District Text
Figure 14 - Counselor Table
8.1.4 COUNSELOR_DATES TABLE

Field Data Type
CID Text
Monday Yes/No
Tuesday Yes/No
Wednesday Yes/No
Thursday Yes/No
Friday Yes/No
Saturday Yes/No
Sunday Yes/No
Figure 15 - Counselor_Dates Table
8.1.5 EXPERTISE TABLE

Field Data Type
Expertise Text
Figure 16 - Expertise Table
8.1.6 MEETING TABLE

Fields Data Type
meetingID Text
appID Text
CID Text
Meetdate Date/Time
24
Venue Text
Time Date/Time
Counsellor Comments Memo
Figure 17 - Meeting Table
8.2 RELATIONSHIP STRUCTURE
Figure 18 - Relationship Structure
25
8.3 PROCESS SPECIFICATION
8.3.1 PROCESS 1.1 - CLIENT PROCESS

Name 1.1 Client Process
Description Get client information and update the Client File and
send the information to Requirement Process
Input Application Information
Output Application Information
Client Requirement
Process Specification Begin
READ Application Information from the Client
UPDATE Client File with Application information
READ Client requirement to Requirement Process
Process
End
Figure 19 - 1.1 Client Process
8.3.2 PROCESS 1.2 REQUIREMENT PROCESS

Name 1.2 Requirement Process
Description Take the client requirements and pass it on to the
Manager
Input Client Requirement
Output Client requirement
READ Client Requirement from the Client process
Process
DISPLAY Client Requirement to Manager
End
Figure 20 - 1.2 Requirement Process
8.3.3 PROCESS 2.1 CHECK COUNSELOR

Name 2.1 Check Counselor
Description Check the availability of the Counselor and to update the
Counselor File and to provide Manager with a list of the
Counselors
Input Client Requirement
List of Counselors
Output Client Requirement
List of Counselors
GET Client Requirement from Manager
READ Counselor details from Counselor file Data
Store
26
GET List of available Counselors from Counselor

file Data Store
DISPLAY List of Counselors to Manager
End
Figure 21 - 2.1 Check Counselor
8.3.4 PROCESS 2.2 DATE CHECKING

Name 2.2 Date Checking
Description Check if the Counsellor is available on the date specified
and if available create a meeting date.
Input Available Details
Existing Meeting Details
Counsellor Name
Output Counsellor Name
Counsellor Name
Meeting Date
GET Counsellor Name from Manager
READ Counsellor names from Counsellor File Data
Store
GET Available Dates from Counsellor File Data
Store
IF Date is available
READ Counsellor Name to Meeting Detail Data
Store
GET Existing Meeting Details from Meeting
Details Data Store
READ Meeting date to Meeting Allocation Process
ELSE
DISPLAY Date is not available
END IF
End
Figure 22 - 2.2 Date Checking
8.3.5 PROCESS 2.3 MEETING ALLOCATION

Name 2.3 Meeting Allocation
Description Takes the meeting details from the Date Checking
Process and allocate a meeting.
Input Meeting Details
Output Meeting Details
Meeting Details
Meeting Details
Meeting Details
27
READ Meeting Date from Date Checking Process

UPDATE Meeting Details Data Store with Meeting
Details
DISPLAY Meeting Details to Client
DISPLAY Meeting Details to Counsellor
End
Figure 23 - 2.3 Meeting Allocation
8.3.6 PROCESS 3.0 MEETING PROCESS

Name 3.0 Meeting Process
Description Take the meeting details and update the data stored and
to send information regarding the meeting to the external
parties need to get the information
Input Meeting Feedback
Manager Feedback
Output Meeting Feedback
Meeting Feedback
Manager Feedback
READ Meeting Feedback from Counsellor
UPDATE Meeting Details data store with Meeting
Feedback
DISPLAY meeting Feedback to Manager
READ manager Feedback from Manager
UPDATE Meeting Details Data Store with Manager
feedback
End
Figure 24 - 3.0 Meeting Process
28
9.0 SYSTEM DEVELOPMENT
9.1 FORM DESIGNS
9.1.1 SWITCHBOARD DESIGN

This is the system main Screen, which allows the user to select either any of these
four options to continue into the system.
Figure 25 - Form Design | Switchboard
29
9.1.2 Add New Application Form
Figure 26 - Form Design | Add New Application 1
When the user clicks on the New Application tab, the system takes the user to the
Add New Application Form as shown above.
Figure 27 - Form Design | Add New Application 2
30
After the user fills the application form, the user has to save the application by
clicking the option called Save Application.
9.1.3 SEARCH COUNSELOR FORM
Figure 28 - Form Design | Search Counselor 1
When the user clicks on the Add Counselor button on the figure 25, the system takes
the user to the form shown above. And in this form the user can select the options
which is stored in the system, it help to get the counselor for the meeting.
31
9.1.4 AVAILABLE COUNSELOR FORM
Figure 29 - Form Design | View Counselors
When the user selects the options on search counselor form and click on search tab,
the user will be taken to Available Counselors Form shown above. Also by clicking
the tabs given in the system as previous and next, the user can view all the
counselors available in the selected combination. Once the user finalize the
counselor user can click on the Select Counselor tab.
32
9.1.5 ADD NEW MEETING FORM
Figure 30 - Form Design | Add New Meeting
After the user select the counselor Add New Meeting Form will open by the system.
And the system automatically gives the Application ID and the Counselor ID. But
the user have to enter the Meeting ID, it should be 3 letters and 4 digit numbers.
33
9.1.6 PRINT MEETING SHEET FORM
Figure 31 - Form Design | Print Meeting Sheet
When the user goes back to the switch board design, and click on the Print Meeting
Sheet tab, system appears as shown above and the user have to enter the meeting ID
as entered before in the Add New Meeting form and select OK. Then the meeting
Report will be opened with the details of the meeting searched for which can then be
printed.
34
9.1.7 SEARCH MEETING FORM
Figure 32 - Form Design | Search Meeting 1
To search the meeting, the user has to give the Meeting ID and click on search.
Figure 33 - Form Design | Search Meeting 2
When the user enter the meeting ID as shown in figure 32 the system gives the above
page, so that the user can edit his meeting details and there is an option available in
the system to Save the details, user can click on that tab and save it.
35
9.1.8 ADD NEW COUNSELOR FORM
Figure 34 - Form Design | Add New Counselor
This form helps to add a new counselor to the system. When the system handler fills
the information and click on the save tab itll be saved in the system.
36
10.0 SYSTEM TESTING
Testing is one of the most crucial areas of any System Development Life Cycle. In
this area the system will be checked for bugs or any and every error that is inevitably
present in any system. The testing phase will also help the system have a greater
success rate and fewer errors during the operation of the system.
A system test is initially carried by using sample data which is acceptable and also
data that will generate an error message to appear. This way the system is checked as
to how it will operate under conditions with normal data as well as incorrect data.
There are three main way in which to test the system. These methods are Black Box
testing, White Box testing and Daily Build and Smoke technique. Under the Black
Box testing method what happens is that the system is checked from the outside or
external party. This method does not require for a person with special computing
knowledge.
The next method is called White Box method. This method unlike the black box
method the system is checked from inside and in depth. This method will require
someone with a though knowledge of computing and also coding. This method
though harder is far more effective and more comprehensive.
Daily build and Smoke technique is another method that can be used to test the
system. This is where the system is tested daily on the work that has done so far.
This method is more time consuming but will allow for an early detection of an error
and also prevent complication from occurring later on in the development stages of
the system.
(Ahangama, 2010)
37
10.1 TEST LOG

The testing that we have done have been logged as follows:
Test No. Test area Descripti Data Expecte Actual Comme

on type d outcome nt
outcome
TST0001 newclient Check if Valid Accept System Successf
.v form the input informati the input did not ul
masks on allow for
and incorrect
validation data to be
rules entered
work
TST0001 newclient Check if Invalid Deny the System Successf
.iv form the input Informati input denied the ul
masks on access for
and informati
validation on to be
rules entered
work
TST0002 searchcouns Run a Valid Display System Successf
.v elor form search for Informati availableshowed a ul
a on counselo list of
counselor rs counselor
s who
were
available
according
to
specificati
on
TST0002 searchcouns Run a Invalid Do not Will not Successf
.iv elor form search for Informati display show any ul
a on any counselor
counselor counselo s
rs
TST0003 newmeeting Check Valid Allow System Successf
.v Validatio informati data to allowed ul
n rules on be the user to
and input entered enter the
mask informati
on
TST0003 newmeeting Check Invalid Do not System Successf
.iv Validatio informati allow did not ul
n rules on data to allow the
and input be data to be
mask entered entered
TST0004 searchmeetin Search Valid Display System Successf
38
.v g for input meeting opened ul

meeting details the form
details with all
the
meeting
details
TST0004 searchmeetin Search Invalid Will not The Successf
.iv g for input display system ul
meeting any displayed
details informati a blank
on form
TST0005 newcounselo Input and Valid Will The Successf
.v r validation input allow the system ul
rule user to allowed
check enter the the
data informati
on to me
entered
TST0005 newcounselo Input and Invalid Deny The Successf
.iv r validation input invalid system ul
rule data from did not
check being accept the
entered invalid
data that
was
entered
TST0006 Creating Report Valid Print The Successf
.v Reports print input report system ul
check with all produced
the a report
meeting with all
details the
meeting
details
TST0006 Creating Report Invalid Do not The Successf
.iv Reports print input print system ul
check meeting did not
report print a
report
Figure 35 - Test Log
39
11.0 IMPLEMENTATION
There are four ways in which the implementation can be carried out. They are
Parallel Implementation, Pilot Implementation, Phased Implementation and Cutover
Implementation.
The method that we have selected is the Parallel Implementation method. The reason
that we have selected this method is because the current method that the client is
using is a manual system and therefore the transition will need to be slow. This is
because the users will not be used to operating on a computerized system, therefore
they will require training to get adjusted to the new system.
The way that we will carry out the change is by slowly getting the users of the
system to operate both the systems. This way the users will get used to the new
computerized system that we have developed. This method will also double as a
training session for the users of the system. The user will be trained in the
functionalities of the system such as the way to operate the forms and the queries.
Basic training on how to repair small problems will also be given to the user during
this period of parallel implementation.
The reason that we did not opt for a Pilot system is due to the company being so
small and because it would be impractical to implement in this method.
The choice not to take up a Phased Implementation method is because the system
was too small to separate into segments and implement in separate segments.
The cutover method was abandoned because the risks involved were quite
significant. This is because if a single error occurs the entire system will be down.
Therefore this choice was immediately discarded.
(Ahangama, 2010)
40
BIBLIOGRAPHY
Fazmil, F. (2010), About Insight Center for Education Development. [Interview] 6th
November 2010.
Ahangama, N., 2010. Overview of SDLC - Part 1. Presentation. Asia Pacific Institute
of Information Technology.
Ahangama, N., 2010. System Analysis - Part 1. Presentation. Asia Pacific Institute of
Information Technology.
41
APPENDIX
1.0 INDIVIDUAL REPORTS
1.1 AHAMED NISHADH (CB004081)

What I did in the project:
Project Introduction
Company Introduction
Current System
System Development Life Cycle
Fact Finding
Interviewing Mr. Fazmil Fyzer
Data Flow Diagrams
Compiling the documentation
The System
o Tables
o Forms
o Macros for buttons
o VB Codes for buttons.
Project Introduction, Company Introduction and Current System
I took over doing these areas because I had a previous experience in this organization
as well as the existing system that was in use hence I was able to write on these
topics easily with my experience and knowledge as well as from the information that
I gathered in extra.
Fact Finding and Interviewing
Once again I took over these sections because I had previous experience in this
system and also the Interviewee was known to me personally and the other group
members insisted that I do the interview while they take down notes.
42
Data Flow Diagrams
This was rather an interesting section for me. I never had prior experience in making
DFDs and making this was quite a work. With the guidance of the lecturer, I was
able to complete the DFDs in time and also I used Microsoft Visio to make them
which made my life easier.
The system
Making the system was quite a hectic task to do. With the help of others I was able to
do it. I did most of the areas since I had prior experience in making systems in
Access and also I was able to do the coding in Visual Basic.
Compiling the document
The hardest of all was this area. Since I had to collect the information from all
members, add it to the system and then also to edit it, style it according to
requirements, add the other necessary requirements such as captions, citations and
making the alignments all were hectic. But with the experience I gained from
compiling the documentations of other projects, I was able to handle this section
without much hassle.
Critical Evaluation
By doing this project, I almost was exhausted. Even my prior experiences in making
systems and documenting didnt help me out in this instance as those instances were
done for case study situations. This being a real life situation, the system had to be
carefully done with very few errors.
It was easy working with my group members in this task as all 3 of us have had prior
experience in making systems using Microsoft Access and also documenting it. All 3
of us had done ICT for our Advanced Levels and it was in there we gained our prior
experiences.
43
While doing this I did not have much of a negative experience except for the stress
of finishing it on time which I was able to successfully overcome due to the
timeliness of my other group members who submitted their work in due time by
keeping to the deadlines.
It should be noted that it was fun working with my group members in this project
and also helping each other in the areas that we were not good at increased each
others knowledge.
Finally I would like to thank all my group members for their support and corporation
given during this project.
44
1.2 DESHAN ILANGAKOON (CB004041)

Areas covered by me:
Feasibility Study
o Technical Feasibility
o Operational Feasibility
o Economic Feasibility
o Schedule Feasibility
Implementation
Process Specification
Data Structure
Data Testing
Gantt chart
Meeting Minutes
Database Queries
Feasibility Study
I was given the task creating the Feasibility Study as I had a fair knowledge in the
commerce field. The topics under the Feasibility study that I covered are:
Technical Feasibility: Under this topic I had to cover the areas of whether
the project was practically feasible and whether we could carry it out
properly.
Operational Feasibility: In this section I evaluated the operational feasibility

of the project by using the PIECES framework method. This helped me form
a guide line for my feasibility study.
Economic Feasibility: there were three tools that I used in the evaluation of
the Economic Feasibility of the project. The tools that I employed are the
Payback calculation the Return on Capital and the Net Present Value
calculations. These tools were used to calculate the economic feasibility of
the project.
45
Schedule Feasibility: In this section what was done was to create a table
with the work break down, the persons to whom the work had been assigned
to and the time frame for the completion of the assigned work.
Implementation
This section was regarding as to how the system would be integrated into the
company and the method used. The method we used to implement the system was
the parallel implementation method.
Process Specification
For this area what I did was the writing about the processes that were there in the
system that we were developing. I used the format that had been provided during a
lecture by Ms Nadeera Ahangama.
Data Structure
Here what I have done is to specify what the format of the data is in the system. This
was done in tabular format where the field name and the data type of each field in the
system was written down.
Data Testing
In this segment the data was tested by entering values that were both correct, which
the system would accept, and data that was incorrect, to access if the system would
reject the incorrect data. The details of the results were logged for future reference if
needed.
Gantt Chart
The Gant chart a useful tool in project management to keep the project going so that
it would be able to meet deadlines was another essential part. This was done using
the Microsoft Project 2010 tool.
46
Meeting Minutes
I volunteered to take on the task of maintaining the meeting minutes for the system
that we had created. The minutes were written a day or two after the meeting and
were passed off to be correct at the next meeting.
Critical Evaluation
I have gained a vast amount of experience form carrying out this project. I had prior
to this done a project of similar nature however it was based on a case study and not
on a real life situation as this project was based on. This project gave me a great
amount of exposure to a real life situation and I greatly appreciated the opportunity.
Working with the rest of my group was also a new experience as this was the first
time in a group with all three members together and it was another novel experience.
A draw back that I felt during the assignment was the fact that the company that we
did the assignment for was not forthcoming with their financial reports as they were
a privately run N.G.O. and this made it harder for me when it came to the creating of
the Economic Feasibility, as I had to talk with the contact that we had inside the
company to gather a rough estimate of the companys financial standings.
However other than for the above mentioned problem, I did not during the course of
the project have any problems with neither system nor the documentation. Neither
did i have any problem with the group or the work that I was assigned to work with.
47
1.3 TIFFANIYA FERNANDO (CB004165)

Parts done in this project
Data Dictionary
External Entities
Data Stores
Data Flows
System Form designs
Analyzing system needs
Data Flow Diagrams
System Reports
Data Dictionaries
After making the DFDs the data dictionary was made as well. I created the table to
write the data dictionaries, so that it will be user friendly to read it. After writing the
data dictionaries, it is shown to our lecturer and few errors were corrected.
System Form Designs
Forms Designs were done by me, I have explained the whole system and the way it
works with clear screenshots of the system. It was done after the system was
completely finished by our group. This document gives the clear idea and
explanation about the system.
Analyzing system needs
All three types of DFDs were made; all the problems in our DFDs were later
corrected by our lecturers.
48
Data Flow Diagrams
This was an interesting work for me. I already had experience in making DFDs in
my AS level ICT projects. With the help from our lecturer and together with my
group member Ahamed, We were able to complete the DFDs in time and also we
used Microsoft Visio to draw it easier.
Critical Evaluation
As a member in a my team it also helped me in managing the work of the entire team
and provided valuable experience on delegating work between members by
identifying their strengths. This also helped me find out what exactly users
requirements mean and what it takes to achieve these requirements.
Our project aim mainly was to design a basic system for Insight in order to make the
institute to register their clients to Insight.
Computerizing the functions carried out would make things simpler to be performed
whereas the firm is planning to make use of the MS Access database package.
I have been a part of in making this system work out by creation of database, fact
finding and conducting interviews, collecting source documents and creating the
logical design of the system using data flow diagram along with the data dictionary.
However it was a great experience for me although I have done ICT projects for ma
Advanced Level, because to work as a group. I enjoyed doing the project and as well
I learned so many things in System Analyzing and Designing.
49
2.0 MEETING MINUTES
2.1 1ST MEETING

Date: Thursday 28th October 2010
Time of Commencement: 03.30 pm
Time of Conclusion: 04.00 pm
Venue: APIIT, Union Place, 6th Floor Cafeteria
Members Present: Ahamed Nishadh

Deshan Ilangakoon
Tiffaniya Fernando
Agenda:
Discuss details of the client company

Arrange interview with the client
Making of a Feasibility Study
Maintaining and recording of meeting minutes
Concerns arising from the matters discussed
Minutes
The first topic on the agenda for the initial meeting for the System Analysis and
Design brought up by Ahamed Nishadh who stated for the minutes that he had been
able to locate a company that would allow us to develop a system for them. The
company is and N.G.O. called Insight Center for Education Development. He also
stated that the system that we would be developing for them would be a Councilor
system since the existing system was inadequate and cumbersome.
The next topic that was discussed was the interviews that would be held on with the
client to acquire the information regarding what would be needed to be done by us in
the development stages of the project. For this Ahamed said that he would go and set
a date for the initial meeting with the client.
50
The next matter that arose was the making of a Feasibility study. It was decided that
Deshan should create the Feasibility Study for this assignment and present it at the
next meeting so that the official go ahead for the project could be given.
After this the next matter that was brought up was the recording and maintaining of
the minutes of the meeting that is being held and those to come. Deshan volunteered
to take on this task and said he would maintain all the records.
A main concern raised by Deshan at this occasion was regarding the complexity and
the level of work that would be needed to be done to develop the project, since if the
project was too complex it would be impractical to take on the project and a new
project would have to be selected.
After this the meeting was adjourned until the interviews with the client were
concluded.
.
Lecturer
51
2.2 2ND MEETING
Date: Sunday 28th November 2010

Time of Commencement: 10.30 am
Venue: Ahamed Nishadhs residence, Wellawata

Deshan Ilangakoon
Tiffaniya Fernando
Agenda:
Reading of previous meeting minutes

Review of Feasibility Study
Allocation of works
System Design Planning
Minutes
The meeting started with the reading of the minutes of the previous meeting by
Deshan. After which Ahamed proposed the minutes to be in order and Tiffanya
seconded this.
The next point that was brought up was the Feasibility study that Deshan had taken
on to do. Deshan read out the Feasibility study that he had completed and it was
concluded by all present that the Councilor system should be accepted.
The next main topic to be discussed was the how and what the system would look
like. This being the data inputs the processors and the outputs of the new system. For
this section Ahamed agreed to take on the Data Flow Diagrams and the Data
Dictionaries would be handled by Tiffanya. Afterwards the way in which the system
would operate was discussed. A rough sketch of the Data flow was drawn to act as a
guide line when the final Data Flow diagrams would be drawn.
52
After this the meeting was adjourned until the 7th of December 2010 where the actual
designing of the project would start.
.
Lecturer
53
2.3 3RD MEETING
Date: Tuesday 7th December 2010

Time of Commencement: 03.30 pm
Venue: APIIT, Union Place, 6th Floor Cafeteria

Deshan Ilangakoon
Tiffaniya Fernando
Agenda:
Reading minutes of the previous meeting

Work Review
System Development
System Development and Documentation
Minutes
The meeting started with the reading of the minutes of the previous meeting by
Deshan. After which it was proposed to be in order by Ahamed and seconded by
Tiffaniya.
The first matter that was brought up was a review of the work that had been allocated
to be done at the previous meeting. The area that was mainly looked into was the
section that Tiffaniya was assigned to work on which was the Data Dictionary area.
Tiffaniya said that she had finished the Data Dictionaries. Ahamed after this said that
the Data Flow Diagrams had also been completed and that he had shown them to
Miss Nadeera and that apart from a few corrections she had agreed that they were
fine and was overall proper.
The next topic that was taken up for discussion was the design that would be done
for the system. Topics such as the format and the form layout were discussed.
54
After the design for the system was discussed the documentation and development
part was brought up. It was agreed that this segment will be divided among the three
members equally.
After this the meeting was adjourned until the 27th of December 2010 by which time
the system should be completed and ready for testing.
.
Lecturer
55
2.4 4TH MEETING
Date: Monday 27th December 2010


Deshan Ilangakoon
Tiffaniya Fernando
Agenda:
Reading of the previous meeting minutes

Evaluation of the previous meeting minutes
System test designed
Minutes
The meeting was started with the reading of the minutes of the previous meeting
minutes. These minutes were proposed to be in order by Ahamed and this was
seconded by Tiffaniya.
After this the system that had been developed over the past few weeks was evaluated
by all the members and it was said to be in a satisfactory condition and since there
were no changes to make to the system it was decided to move on to the next section.
The next matter that was taken up was the format and the way in which the testing of
the system would be carried out. The test format was designed. The way in which the
system would be checked is by entering both correct information into the system and
by entering incorrect data into the system and checking out how the system will react
to this input of information.
After this the initial testing commenced where the screenshots of the errors that
appear when you enter wrong data into the system.
56
After this the meeting was adjourned until the 8th of January 2011 where the group
would meet up to compile all the documentation that had been done so far.
.
Lecturer
57
2.5 5TH MEETING
Date: Monday 27th December 2010


Deshan Ilangakoon
Tiffaniya Fernando
Agenda:
Reading of the Minutes of the previous meeting

Work Compilation
Minutes
The minutes of the previous meeting were read and were said to be in order by
Ahamed and was seconded by Tiffaniya.
After this the main reason for the meeting was arrived upon. This is the compile all
the document that has been created so far. All the members gave Ahamed the
documents that were in their possession and then Ahamed compiled it into a single
document.
Finally Ahamed congratulated all the members for a great job and the final meeting
was adjourned.
.
Lecturer
58
3.0 INTERVIEW EXTRACT

There were 3 interviews conducted in our project and all interviews were done with
Mr.Fazmil Fyzer of Insight Centre for Education Development
Extracts of the 3 interviews are below.
3.1 1ST INTERVIEW

Date: 6th November 2010
Venue: Insight City Campus, Colombo 3
Questions Asked:
1. What is Insight?
2. A brief history of Insight.
3. What is the system that needs to be made?
4. What is the current system?
5. What are the problems faced in the current system?
6. What kind of a solution is expected by your organization?
3.2 2ND INTERVIEW

Venue: Insight City Campus, Colombo 3.
Questions Asked:
1. Insights into the current system.

2. Give us some samples of the materials that are used in the current system.
3. The expected design and layout of the new system.
4. The technology already available at the organization.
5. The budget of Insight intended for this sytem.
59
3.3 3RD INTERVIEW

Venue: Insight Head Office, Maradana, Colombo 10.
Questions Asked:
1. Other people who will be using the system.

2. Security measures required in the system.
3. How does the implementation have to be?
4. Are the prototyped designs satisfactory?
60
4.0 SAMPLE APPLICATION FORM

This is the sample of the application form that is given to the clients. This was given
to us by the organization.
Figure 36 - Application Form Sample
61
5.0 SAMPLE MEETING SHEET

This is the sample of the meeting sheet that is generated by the system to be sent to
the counselor by the manager.
Figure 37 - Meeting Sheet Sample
62

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ASIA PACIFIC INSTITUTE OF INFORMATION

APIIT Diploma Part II

INSIGHT CENTRE FOR EDUCATION DEVELOPMENT

Module Code & Title

Submitted in partial fulfillment for the degree of

PROJECT GNATT CHART

WORKLOAD MATRIX .............................................................................................. ii

PROJECT GNATT CHART ....................................................................................... iii

TABLE OF CONTENTS ..............................................................................................v

TABLE OF FIGURES ................................................................................................ ix

1.0 INTRODUCTION TO THE PROJECT...............................................................1

2.0 INTRODUCTION TO THE COMPANY ...........................................................2

3.0 THE CURRENT SYSTEM..................................................................................3

2.1 HOW THE CURRENT SYSTEM WORKS ................................................... 3

2.2 PROBLEMS IN THE CURRENT SYSTEM.................................................. 3

4.0 SYSTEM DEVELOPMENT LIFE CYCLE ........................................................5

5.0 FACT FINDING ..................................................................................................6

6.0 FEASIBILITY STUDY .......................................................................................7

6.1 TECHNICAL FEASIBILITY ......................................................................... 7

6.1.2 PRACTICALITY ...................................................................................... 7

6.1.2 TECHNOLOGY AVAILABILITY .......................................................... 8

6.1.3 TECHNICAL EXPERTISE OF THE TEAM........................................... 8

6.2 OPERATIONAL FEASIBILITY .................................................................... 8

6.3 ECONOMIC FEASIBILITY ........................................................................... 9

6.4 SCHEDULE FEASIBILITY ......................................................................... 13

7.0 SYSTEM ANALYSIS .......................................................................................15

7.1 DATA FLOW DIAGRAMS ......................................................................... 15

7.1.1 CONTEXT LEVEL ................................................................................ 15

7.1.2 LEVEL 0 ................................................................................................. 16

7.1.3 LEVEL 1 PROCESS 1.0...................................................................... 17

7.1.4 LEVEL 1 PROCESS 2.0...................................................................... 18

7.2 ASSUMPTIONS ........................................................................................... 19

7.3 DATA DICTIONARY .................................................................................. 19

7.3.1 EXTERNAL ENTITIES ......................................................................... 19

7.3.2 DATA STORES...................................................................................... 20

7.3.3 DATAFLOW .......................................................................................... 20

8.0 SYSTEM DESIGN ............................................................................................23

8.1 TABLE STRUCTURES ................................................................................ 23

8.1.1 CLIENT TABLE .................................................................................... 23

8.1.2 CLIENT_RESULTS TABLE ................................................................. 23

8.1.3 COUNSELOR TABLE ........................................................................... 24

8.1.4 COUNSELOR_DATES TABLE ............................................................ 24

8.1.5 EXPERTISE TABLE.............................................................................. 24

8.1.6 MEETING TABLE ................................................................................. 24

8.2 RELATIONSHIP STRUCTURE .................................................................. 25

8.3 PROCESS SPECIFICATION ....................................................................... 26

8.3.1 PROCESS 1.1 - CLIENT PROCESS ..................................................... 26

8.3.2 PROCESS 1.2 REQUIREMENT PROCESS ...................................... 26

8.3.3 PROCESS 2.1 CHECK COUNSELOR ............................................... 26

8.3.4 PROCESS 2.2 DATE CHECKING ..................................................... 27

8.3.5 PROCESS 2.3 MEETING ALLOCATION ........................................ 27

8.3.6 PROCESS 3.0 MEETING PROCESS ................................................. 28

9.0 SYSTEM DEVELOPMENT..............................................................................29

9.1 FORM DESIGNS .......................................................................................... 29

9.1.1 SWITCHBOARD DESIGN.................................................................... 29

9.1.2 Add New Application Form.................................................................... 30

9.1.3 SEARCH COUNSELOR FORM ........................................................... 31

9.1.4 AVAILABLE COUNSELOR FORM .................................................... 32

9.1.5 ADD NEW MEETING FORM .............................................................. 33

9.1.6 PRINT MEETING SHEET FORM ........................................................ 34

9.1.7 SEARCH MEETING FORM ................................................................. 35

9.1.8 ADD NEW COUNSELOR FORM ........................................................ 36

10.0 SYSTEM TESTING ........................................................................................37