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11.1 System objectives
To allow students to attend classes from home or any other locations
To provide flexibility for students to create their own learning schedule
Scope of the system
Convenient Learning E-learning system will enable students to register for both classes and
examinations on-line. For a student to enrol with the college he or she:
Logs on to the colleges website and select the enrol button.
The student will then be prompted to enter his!her personal and academic information.
The prospective candidate attaches scanned copies of his or her particulars and
"ualifications for verification.
The student receives a message confirming a successful application. #f the posted
attachments and details meet the minimum re"uirements for the selected course.
The prospective candidate will only become a student of the college after ma$ing the
payment of fees so the student then ma$es his or her first payment. Fees are to be
deposited directly into the colleges account through mobile ban$ing or internet
%pon receipt of the payment& the system will send an e-mail to the student confirming
the payment and the students membership.
The e-mail will also contain information that assist the student to download and install
the e-learning application .The e-learning application will only last for the duration of
the students course .' after the end of the course it will be disabled (.
The students can attend lectures in two ways:
Following the predefined timetable
#n their own spare time
Followi! the p"e#efie# timet$ble %Sych"oo&s
For a student to attend a lecture a lecture& they log on to the convenient Learning E -learning
system at times prescribed by the college .)uring these lessons the student will have access to
learning materials li$e videos or text files .*lso the students can communicate directly with
both the lecturer and their colleagues through chatting. For practical lessons the students
would be re"uired to visit the college campus to conduct the lessons.
Asych"oo&s time t$ble
*lso student can learn in their own time .i.e. if they fail to meet the prescribed timetable the
student has a privilege to catch up with the others by logging on to the system and accessing
the same learning materials in their own time but not after three days from the day the lesson
was delivered .*ssignments and tests should be submitted on or before due dates by e-mail.
+tudents are re"uired to come to the college to ta$e their examinations. *ll the course of the
examinations are ta$en on-line .)uring the course of the examination& chats and lecture
materials will be disabled to avoid cheating. *lso if the students logs out of the system during
an examination the system will automatically submit the examination script and the student
will not be allowed access to the examination again
P"ocesses to be cot"olle#
Convenient E-Learning system will control the following processes
a) Enrolment of students
b) +tudent lecture attendance
c) +tudent access to lectures
d) Examinations registration
e) 'ecisios to be s&ppo"te#
,elow are some of the decisions to be supported by the system.
a) -hether to enrol a student or not
b) -hether to allow access to lectures and lecture
c) The decision to dis"ualify a student foe cheating during an examination
d) )ecision to discard or $eep a student
(ey Res&lt A"e$s $# )e$s&"es of Effectiveess
(ey Res&lt A"e$ )e$s&"e of Effectiveess
. #mprove Lecture attendance #ncrease attendance to lectures from the current
/01 to 201
3 4educe cheating in examinations Lower cheating ratio from .:5 to .:6
,y limiting students networ$ access during
examinations and eliminating access to the
internet and chats during an examination.
5 #mprove the Total pass rate #ncrease pass rate from an average of 7/1 to
261 by increasing student participation through
the implementation of chats with both peers and
8 4eduction of day to day running
4educe operational costs by 531 by reducing the
number of rooms re"uired for the running of the
institution since students will access lectures
outside the college premises.
6 #mprove student participation
during lectures
#ncrease participation from 701 to 201
)$jo" Alte"$tives Cosi#e"e#
The following are the ma9or alternatives considered:
1. )eveloping an in-house program.
2. ,uying existing software !buying off shelf pac$age.
3. Expand parts of the current system.
1. 'evelopi! $ ew system
*n internet based learning system will be designed and developed .The application is
designed to specifically meet the needs of the organisation ':eoples College( whilst
addressing the limitations of the current system.
Easy maintenance since the system is well $nown
Easy to use since the system is developed in consultation with the system users
4educes costs of running the business by automating operations
#ncrease productivity
;reater competitive advantage
<igh cost of development may hinder effective development
#f after implementation of the system& it is found out that the system does to meet the
re"uirements of the organisation= it results in wastage of resources.
2. *&yi! E+isti! Softw$"e
This alternative entails buying a generalised pac$age that provides a completely general set
of facilities .These systems usually meet the perceived needs of the mar$et.
>o development costs incurred since the software is bought as a complete pac$age.
There is less ris$ of wasting resources since the system is already in use somewhere.
<igh maintenance costs
There is high chances of system failure since the system may fail to address the
re"uirements of the organisation 'college(
The system is difficult to maintain since it was developed outside the organisation
The system may be complex and therefore prove difficult to use to system users
3. Imp"ovi! of the e+isti! system
This involves modifying the existing system to address the problems that the organisation is
currently facing.
Lower costs since only parts of the system are altered.
Less ! lower ris$ of wasting resources .+ince only parts of the system are changed
there is a lower ris$s of wasting resources
There is effective monitoring and maintenance of the system.
Limited effectiveness
:oor identification of which parts to improve can lead to wastages of resources
.2.1 P"efe""e# Sol&tio
The preferred solution is to develop a new system .The new system would re"uire the
following e"uipment to wor$ properly.
Computer for each student and lecture
#nternet connection
+erver computer
>etwor$ operating system for the Lecture ?aterials and +tudent )atabase File
*t least 36 networ$ed computers in each one of the two computer laboratories for
examinations and practicals
@ther sub9ect material for practicals
Re$sos fo" Choosi! the P"efe""e# Sol&tio
The choice to develop a new system was influenced by the fact that the college has the
capacity to fund the development and maintenance of the new system .The following is the
summary of the feasibility of developing the new system.
a) Soci$l fe$sibility
The development of a new system is anticipated by both management lectures and the
b) Techic$l fe$sibility
Technically the college has students and lectures who with the help of an expert can develop
a "uality system. The college will only need to hire systems analyst and a programmer to
spearhead the development process. *lso currently the college has one networ$ *dministrator
who will carry on with the system management and maintenance.
c) Ope"$tio$l fe$sibility
Considering the system re"uirements& the new system addresses all the outlined needs of the
d) Ecoomic fe$sibility
The new system proves to generate profits in the near future so economically the pro9ect
is possible .This is because the college can fund the development which later will
generate more profit. +ince there is a reduction in the day to day running costs and
improved delivery of service it is feasible to develop and implement the new system.
#mproved security and accuracy of information are also positive contributing factors to
the development of the new system.
Fit with ,o! $# )e#i&m Te"m Pl$s
The development of the new system fits well the colleges future plans in the next 6 to .0
years .+ince technology is advancing every day the college re"uires the e-learning system so
that it maintains its current mar$et and expand the mar$et.
.3.1 ,o! Te"m Pl$s
The new system implements the new technology of internet ban$ing and cyber learning. The
following are the long term plans for the system
To integrate the online A e ban$ing system with the proposed system so as to increase
system efficiency while reducing payment processing time.
.3.2 )e#i&m Te"m Pl$s
,elow are the medium term plans for the proposed system to be implemented in the next five
To continuously review the system so as to identify any areas to be modified to suit the
ever changing e-learning patterns
To interconnect the colleges branches by ta$ing advantage of inter Anetwor$ing.
Cost *eefit S&mm$"y
*n analysis of the costs and benefits of the desired solution was underta$en using the >et
:resent Balue cost benefit analysis techni"ue
1.1.2 The Net P"eset -$l&e
#t is a techni"ue that compares the annual discounted costs and benefits of the alternative
solutions .#t ta$es into account the profitability of a pro9ect and the timing of the cash flows
that are produced by discounting future cash flows by a percentage $nown as a discount rate.
The formula for >:B is
where :B is the annual :resent value and n is the number of years .
:B is given by :
nC number of years
4C )iscount 4ate
S&mm$"y of the cost beefit $$lysis
See appendix 1 for cost benefit analysis summary.
,imit$tios of the P"efe""e# Sol&tio
Dust li$e any other system& the desired solution also has its limitations. These are.
Financial limitations may slow down the ac"uisition of all the system resources needed
to develop and implement the new system
4esistance to change by wor$ing staff in fear of losing their 9obs may limit progress
and hence prolong the implementation of the system.
Time cost"$its
There is possibility that the system will not be developed and implemented in the
specified time frame due to a number of factors e.g. changing user re"uirements
Othe" si#e effects of ite"est to )$$!emet
Failure of the system to effectively address the current system problems is a ma9or
concern to management since the new system will become a liability to the
The current system allows students register or enrol with the college by physically visiting
the institution. To enrol& the students have to produce their academic or professional
"ualification for verification. #f the "ualifications meet the minimum re"uirements and if
there is a vacant place& the student can end .*lso the student has to fill in a student form .#t
prompts the student to enter their personal and academic details. *fter completing this form&
the student pays the fees after verification of the form. )uring course of the chosen
programme the student pays fees in monthly instalments. -hen coming for lectures& the
student is re"uired to carry his or her current receipts and if the student fails to produce the
receipts the student cannot attend the lectures.
S&mm$"y of P"oce#&"es2 St$ffi! $# E3&ipmet
.2.1 S&mm$"y of P"oce#&"es
For a student to complete their desired courses& the student follows through the following
The student physically visits the college to enrol and pay the first fees instalment.
The student details are captured on a student contract form.
The information about the student ' personal &academic and details of course being
underta$en ( are then forms into a student database .*lso a physical student visits the
college for lectures
The student is re"uired to ma$e monthly instalments of their fees .These should be paid
before the .0
of every month for the duration of the course.
+tudents also paid their examinations and centre fees for them to be able to sit for the
The student can either advance with the chosen course or resist for failed sub9ects
.2.2 S&mm$"y of st$ffi!
The current system is operated by:
The :rincipal
The Bice :rincipal
The <eads of )epartments
The lectures
The *ncillary staff
.2.3 S&mm$"y of E3&ipmet
#n the current system& the e"uipment re"uired are:
+tationary ' bond paper &boo$s and pens (
* computer networ$ lin$ed to the internet
Files and file cabinets
,ists of ip&t $# O&tp&t
,elow is a list of the inputs and outputs of the present system
.3.1 Ip&ts
+tudent )etails
Cell!Tel number
+tudent >ational #) >umber
+tudent >umber
Cell!Tel number
+tudent en"uiries
.3.2 O&tp&t
Lecture reports
Enrolment report
+tudent 4esults *nalysis 4eports
Financial Turnover 4eport
Cot"ol A# Sec&"ity Fe$t&"es
The present system offers the following control and security
.4.1 Sec&"ity
Physic$l sec&"ity
:hysical security includes the implementation of powder fire extinguisher for safeguarding
the computer room in case of fire brea$out.
*lso the doors are always loc$ed and burglar bars are in place on windows and screen doors
to avoid forced entry into the computer rooms.
,o!ic$l Sec&"ity
The introduction of user passwords& which grant privileges& will assist in ensuring logical
security. The passwords are changed regularly.
.4.2 Cot"ols
Ip&t Cot"ols A +ource documents are verified before being captured into the system .
P"opose# System 'esc"iptio
The e-learning system will enable a student to enrol with the college by logging on to the
college website and filling in the application form and then attach scanned copies of their
"ualifications .%pon verification of the "ualifications and assessment of the availability of
vacancies the student will be sent a response in the form of an e-mail .#f it is a success& the
email will have details about the payments and other college rules and regulations. The
student will then be re"uired to accept the terms and conditions set by the college .#f the
student is in agreement the student then ma$es his or her first payment online or by using
mobile ban$ing .-hen confirmation of payment is received &the system will automatically
send an e-mail to the student confirming the student number and the convenient learning e-
learning application .#n that confirmation e-mail &there will also be instructions on how to
download& install and use the application .*ll Lectures will be conducted online either
synchronous or asynchronous .+tudents will only be re"uired to visit the college for practical
lessons and examinations .)uring the course of learning &the students will also have access o
chats with lectures and peers during lessons or even outside lesson time .These chats will
only be disabled during examinations and also during the course of an examination the
system will not allow the student access to the world wide web. Each student will be
identified uni"uely by an automatically generated student number .Every student and lecture
would be re"uired to have his or her own account 'user name and password(. *lso the
students will have access to information put for sharing by the lecturer .The students are also
expected to pay the monthly fees instalments on time and failure to do so will deny the
student access to lectures and it will attract an interest .-hen a student completes the course&
the student will be removed from the college student database
'esi! of Ip&ts
Fiel# N$me '$t$ Type Si4e
+tudent >ame Text 60
+tudent >ational #) Text .6
+tudent >umber Text .0
%ser >ame Text .0
:assword Text 7
Course Text 50
Level Text .6
)ate of enrolment )ate .0
)ate of finishing )ate .0
Lecturer >ame Text 60
Lecture #) Text .0
'$t$ 'ictio$"y

Symbol )e$i!
C Table
F :rimary Gey
H Field
C +tudentI)etails
H +tudentI>ame
H +tudent I*ddress
H +tudentITel !Cell >umber
H +tudent I>at#)
F +tudentI#)
H CourseI#)
H CourseILevel
H )ateI@fIEnrolment
H )ateI@fIFinishing
C CourseI)etails
H CourseI>ame
H )epartment
C +ub9ect
H +ub9ectI>ame
H Lecture I#)
C Lecturer
H Lecture >ame
H LectureI#nitial
C :ayments
H +tudent #)
H Course #)
H Level
H *mount:aid
Cot"ol2 Ite!"ity A# Sec&"ity Fe$t&"es

.4.1 Cot"ol
Dust li$e any other system& control is a very important aspect that will be ta$en care of .The
following are the types of control that will be implemented in the convenient-learning e-
learning system.
Physic$l F$cility Cot"ol
*ccess to the control room where the file servers and other important information of the
system will be reserved only to authorised users. The control room and other important rooms
such as the examination office will be $ept always under loc$ and $ey so as to restrict and
discourage potential unauthorised access.
A#miist"$tive Cot"ol
The information in the college database will be protected from unauthorised access or
accidental access.
*ccess levels and passwords are going to be assigned such that the information stays
protected .*lso understandable short notifications will pop up to confirm any actions on the
data in the database. The passwords will be of alphanumeric reasonable length and will be
changed after every two wee$s. * record of already used passwords will be $ept so that users
will not use already used passwords. *lso a password will be loc$ed if the user enters a
wrong password for three consecutive trials.
System cot"ol
The system will also be protected from the outside world by the implementation of a
)emiliterised Jone ') ? J ( such that no external information gets into the college networ$
without being authenticated.
Ip&t Cot"ols
*ll source documents will be verified before being entered into the system so as to
ensure that data is entered free of errors.
P"ocessi! Cot"ols
Files entered are going to be error free and the wor$ is to be supported by written instructions
and 9ob manuals.
O&tp&t cot"ols
*ll processed data to be verified before being passed on to the intended users.
Access Cot"ols
%sers of the system different levels of accessing the information on the system for different
.4.2 Ite!"ity
)ata integrity will be ensured by the encryption of passwords and also the provision of error
chec$ points within the system .The chec$ points will help the system to start over from the
last chec$ point if system failure is experienced.
*lso each student will be assigned a password and user name that they use to log on to K
access the resources on the system .This log in information will be used to chec$ the
attendance and allow a student to use the Convenient learning E-Learning system .*lso the
system will only allow three log in trials and in the loc$ing of that account
#n the convenient learning e-learning system& user names cannot be identical .Each user name
has to be uni"ue and is accessible only to one individual as well s the password.
.4.3 Sec&"ity
Physic$l Sec&"ity
:hysical security will be ensured by the implementation of burglar bars and screen doors to
avoid forced entry into the computer rooms. *lso powder fire extinguisher will be used for
safeguarding the computer room in the case of fire brea$out. #n addition doors to computer
rooms will always be under loc$ and $ey so that no unauthorised users access the rooms.
,o!ic$l Sec&"ity
The use of passwords which grant privileges to the system users will be put in place so as to
monitor which networ$ resources each user is entitled to. These passwords will be uni"ue to
each user and will have to be changed regularly.
*eh$vio&" Sec&"ity
%sers will not be allowed to bring their own software since it might carry viruses.
For the college to change over from the old system to the new system it re"uires:
#,? +erver
>etwor$ E"uipment ' switches L5& 4outer & Cat 6 cables (
%ninterruptible :ower +upply'%:+(
<eavy )uty :rinter
*dditional :ersonal Computers
>etwor$ @perating +ystem: -indows 300M +erver
*ntivirus +oftware: E+ET Endpoint *ntivirus
)atabase +oftware : ?y +EL )atabase
*pplication +oftware : ?s @ffice 300M
: Corel )raw 300M
: *uto Card 300M
: ?s Bisual +tudio /
: :hotoshop
: )reamweaver ?N
#t is the analysts recommendation that the pilot method should be used since the college has
multiple branches across the city.
*ll the hardware and software re"uirements for conversion should be put in place on
)ocuments relating to how the system wor$s must be available
*ll data in the manual system and in the other computer database should be added
to the new system
The system should be complete and ready for testing
%ser training on how training on how to use the new system should ta$e place before
the actual the actual transition from the old to the new system
See $ppe#i+ 6 for ;antt Chart
@verally the pro9ect is going to be carried out is stages .These are:
1) Fe$sibility St&#y
This a study carried out to assess whether it is practical to go ahead with the pro9ect.
The feasibility study is going to produce a report called the feasibility study report after
carefully assessing the different types of feasibility such as economic& social& technical and
operational e.t.c
Feasibility study will be carried out within eight wee$s.
2) Re3&i"emets $$lysis
This is a stage !phase at which the use re"uirements are gathered and analyOed .?ethods of
gathering data such as.
4ecord inspection
-ill be used .*ccording to the systems analyst all of the above methods will be used.
4e"uirements analysis will be carried out in ten wee$s.
3) System 'esi!
*t the design phase& detailed system models will be produced .These includes activity
diagram& class diagrams& ob9ect diagrams& state diagrams and se"uence diagrams .*lso data
models and human interfaces will be produced at this phase.
See $ppe#i+ 7 for ;antt Chart
The analysis phase will be underta$en in a period of .0 wee$s .)uring this phase the
following stages would be followed:
*ll brief bac$ground of the current system will be out lines and also the description of the
proposed system
'$t$ 'ictio$"y
This is a detailed description of all the data elements to be included in the system .*ll data
elements will be described including features such as the data type &siOe etc
C&""et 'ictio$"y
This is a detailed description of all the data elements to be included in the system .*ll data
elements will be described including features such as the data type &siOe etc
C&""et System 'eficiecy
The limitations of the current system will be laid out in details
New System Re3&i"emet
)etailed data information will be gathered from the system uses& sponsors and clients so that
the re"uirements of the new system are produced .?ethods of gathering data such as
observations and interviews will be used so as to derive the new system re"uirements.
New System Rest"ictios
From the information gathered& the analyst will loo$ for the limitations of the new system.
These will be tabled so that solutions can be laid out.
New System )o#el
)iagrams that describe the new system will be drawn so as to describe it .Those include
conceptual diagrams &logical diagrams and more detailed physical system diagrams .*ll the
diagrams can ta$e the form of classes diagrams etc
System Cot"ol A# Sec&"ity
*ll the control and security features of the new system will be designed and developed
Cove"sio )o#el
The transitional model should be outlined so that it is $nown in advance how the new system
will be implemented
Revise# Cost *eefit A$lysis
The cost benefit analysis of the pro9ect is further analysed so that amendments can be made.
This will wor$ towards ma$ing the analysis resemble the real value for the pro9ect.
This will be a summary of the whole re"uirements analysis phase.
See $ppe#i+ 8 for ;antt Chart.
Considering the results of the phase of feasibility study& the analyst recommends
Continued active participation by users in the re"uirements analysis phase.
Continuous assessment of the current system and revision of user re"uirements so as
to fully meet user re"uirements
Appe#i+ :
Cost A# *eefit A$lysis
fo" the p"efe""e# sol&tio
The Net P"eset -$l&e
Costs 0e$" ; 0e$" : 0e$" 6 0e$" 7
Fi+e# costs
#,? +erver /M00 0 0 0
>etwor$ @perating +ystem .300 0 0 0
%ninterruptible :ower
+upply ./00 0 0 0
:ro9ect #ncentives 'Labour( /000 0 0 0
4enovations .700 0 0 0
*dditional :Cs 2000 0 0 0
#ntranet +et up Costs .000 0 0 0
>etwor$ing E"uipment 3600 0 0 0
Tot$ls 6<=;; ; ; ;

-$"i$ble Costs
@perational Costs 0 /M60 /220 M300
<ardware ?aintenamce 0 260 ..70 .300
+oftware ?aintenance 0 3.00 33M0 3550
Tot$ls ; <=;; :;88; :;>7;
?"$# Tot$ls 6<=;; <=;; :;88; :;>7;

T$!ible *eefits
4educed @perational Costs 0 5/00 5M00 5270
4educed @perational Expenditure 0 .5/00 .5M60 .5M20
4educed :rocessing Time 0 6M0 630 820
Tot$ls ; :>>>; :><>; :=6@;

It$!ible *eefits
#mproved +ystem +ecurity 0 260 .000 .070
#ncreased +taff ?orale 0 600 /00 /M0
#mproved +ervice )elivery 0 5000 5360 5600
#ncreased #nformation *ccuracy 0 .000 .070 ..60
Tot$ls ; A8A; A;7; @8;;
?"$# Tot$l beefits ; 6766; 67;;; 68@@;

Net Tot$l *eefits B6<=;; :786; :6A@; :7<7;

)iscounting 4ate is .01
)iscounting Factor C
where r C )iscounting 4ate
n C number of years
The :resent Balue is:

P"eset -$l&e B6<=;; :66;;
6 :;A<7CA

>et :resent Balue is:


Appe#i+ 6
Cove"sio Pl$
Activity '&"$tio J& J&l A&! Sept Oct Nov 'ec
*c"uire <ardware and
+oftware for Conversion
3 ?onths
Create +ystem
)ocumentation- %ser
. ?onth
*dd data from the current
system into the new system
. ?onth
Conduct %ser training . ?onth
Appe#i+ 7
Ove"$l P"oject Pl$
Activity '&"$tio Feb )$" Ap" )$y J& J&l A&!
3 ?onths
ts *nalysis
3 ?onths
)esign 3 ?onths
Appe#i+ 8
'et$ile# pl$ fo" the A$lysis Ph$se
Activity '&"$tio Ap"il )$y J&e
/1 : /1 6 /1 7 /1 8 /1 : /1 6 /1 7 /1 8 /1 : /1 6 /1 7 /1 8
)ata )ictionary . -$
Current +ystem
. -$
>ew +ystem
. -$
>ew +ystem
. -$
>ew +ystem
. -$
+ystem Control
and +ecurity
. -$
. -$
4evised Cost
,enefit *nalysis
. -$
Conclusion . -$
@verally be very carefull with your alignment& 9ustification& and anything that is possible to ma$e your document more appealing. 'you
improved your pro9ect it now better &9ust ta$e note of comments that # left your page numbers should be at the centre of the page( .