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H O U S I N G D E PARTM E N T AN A LYS I S

OFFICE OF RESIDENTIAL LIFE

Kimberly Davis, Anastasia Taing, Lauren Hagaman, Hoan Nguyen


Group 2
System Analysis and Design
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PROJECT OVERVIEW

Executive Summary:
The purpose of this report is to analyze the Housing Department within Stockton
University, and to outline a new information system to take advantage of new
opportunities and improve the functionality of the current system. The new system will
address the asethic flaws in the Student Housing Portal and create a centralized location of
all housing aspects. Using updated technology to improve the current information system
will allow employees to become more productive and create a better experience for
students when interacting with the housing portal.

Delegation of Components:
Kimberly Davis
Meeting Minutes
Business Description
Use Case Scenario: Select Housing
Process Specifications: Structured English
Project Repository
Process Modeling
Designing the User Interface: Forms

Anastasia Taing
Business Description
Use Case Diagram
Use Case Scenario: Make Payment
Process Modeling
Designing the User Interface:The Website- Input and Output Interfaces

Hoan Nguyen
Business Description
Use Case Scenario: Resolve Conflict
Process Modeling: Creating Diagrams in Visible Analyst
Process Specifications: Decision Table, Decision Tree

Lauren Hagaman
Business Description
Use Case Scenario: Apply for Housing
Process Modeling
Business Report
Presentention
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Content

1. Business Description

2. Process Modeling

a. Context Level Data Flow Diagram


b. Diagram 0
c. Child Diagrams
Apply for Housing
Resolve Conflict
Process Payment
Select Housing
d. Use Case Diagram
Use Case Scenarios
e. Entity Relationships

3. Project Repository

a. External Entities
b. Input Data Flows on the Context Level DFD
c. Output Data Flows on the Context Level DFD
d. Data Stores

4. Process Specifications

a. Structured English
b. Decision Table
c. Decision Tree

5. Designing User Interface

a. Main Menu
b. Forms Tab

6. Input Interface Design

a. View Bill - Select Academic Year


b. Report an Issue
c. Waiver Submission

7. Output Interface Design

a. Confirmation Page Report an Issue


b. Confirmation Page Waiver Submission
c. View Bill

8. Visible Analyst Report


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9. Appendix

a. Signed Contract
b. Team Weighting Contract
c. Meeting Minutes
d. Presentation Slides
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BUSINESS DESCRIPTION

1.1 NAME OF DEPARTMENT/BUSINESS


Richard Stockton University Housing Department - Office of Residential Life

1.2 PURPOSE OF DEPARTMENT/BUSINESS


The mission of the housing department is to provide a painless and precise process when
signed up for housing, renewing housing, and making changes to the housing contract.
This is to accommodate students who will be living on campus during the academic school
year. Not only does the department handle the students housing needs but they also deal
with issues with roommates, the program activities for students living on campus, and
educational aspects.

1.3 SUMMARY OF BUSINESS ACTIVITIES


The business activities that the department is in charge of include sorting students
requests for housing, assigning housing, and keeping a record of demographic data. The
Housing Department uses two programs, Starrez and Banner, to maintain student records
and interact with the other departments within the university. Residential life directly
handles some student education elements such as programming activities, handling
roommate conflicts, and reporting dangerous situations.

1.4 IDENTIFY PROBLEMS, OPPORTUNITIES AND OBJECTIVES


The Housing Department is currently facing many problems that need to be addressed
including parental complaints, the inaccessible Student Housing Portal, and the
organization of the Office of Residential Life. The parental complaints stem from the
authorization to release student information. Legally, there needs to be a form on file,
approving the release of information to someone other than the student. Parents are
upset when the university refuses to give them access to their childs information. The
second problem involves the Housing Portal that students use to manage their housing
contract. Currently, all aspects of housing are scattered around the Stockton goPortal,
misleading students and causing widespread frustration. The aesthetics of the Student
Housing Portal are unappealing and the site lacks flow. Finally, the organization of the
Office of Residential Life prevents students from resolving conflicts and participating in the
activities hosted by the Residential Assistants.

When addressing these issues, the Housing Department can take advantage of different
opportunities to improve the functionality of the departments processes. The parental
complaints can easily be reduced if an Authorization to Release Information form is
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included in the housing contract. Therefore the student is forced to fill out the form, either
authorizing or denying the release of information with the option to update the decision in
the future. Another opportunity the Housing Department can take advantage is updating
the user interface of the Student Housing Portal. The structure of the website lacks flow,
making it hard to navigate through it. The fundamental elements of living on campus are
not all included in one central location. For instance, if a student wants to check the
Laundry View or put in a Work Order with maintenance, these options are nowhere to be
found on the Student Housing Portal. Finally, the Housing Department can work with the
Residential Assistants to create a more structured process for resolving conflicts for
students. This process should include documentation for future reference; however, there
is no procedure for this.

The main objectives of the proposed system will incorporate solutions to the problems
outlined above while taking advantage of the opportunities presented. The parental
complaints will be reduced, allowing the staff of the Office of Residential Life to focus on
important business activities and become more productive. The Student Housing Portal
will be improved with the current technology available, creating a more user-friendly site.
The Residential Assistants will take a more proactive role in resolving conflicts with
students and get more students involved with programming activities.

1.5 BUSINESS CASE


The goal is to create a more up-to-date system with wider functionality and a more user-
friendly interface as well as, implement a procedure to assist in automating conflict
resolution for students living on campus. Problems caused by the current system slow
down the organizations activities and cause miscommunications with students and with
other departments of the University. Parental complaints, a trivial issue which could be
eliminated, are distracting employees, leading to lower job performance.

As the University expands, the Housing Department will have to deal with an increased
volume of students who require housing, which the old system may be incapable of
handling. The new system will facilitate faster processing time, help centralize all aspects
of residential life, and contribute to an increase in students overall satisfaction with their
college experience.

1.6 INFORMATION REQUIREMENT


The current process keeps track of demographic information provided by students. The
Housing Department receives admission status and financial information from the Office of
Admissions and the Bursars Office. The Student Housing Portal maintains records of
students personal preferences regarding residential life. The system also maintains
housing availability.

1.7 SYSTEM NEEDS


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The new information system will perform the following functions:

keep track of students enrolled in the housing program and store their information,
such as name, student ID number, birth date, phone number, emergency contact;
keep track of housing and storing information about its availability;
provide a list of housing options available to students according to their
preferences;
send and receive information to and from other departments;
provide requested information to parents and students;

Special attention will be placed on developing a user-friendly interface that is easy to use
and requires minimal training and experience.
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PROCESS MODELING
2.1 Context Level Data Flow Diagram
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2.2 Diagram 0
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2.3 Child Diagrams:

APPLY FOR HOUSING

RESOLVE CONFLICT
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PROCESS PAYMENT
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SELECT HOUSING
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2.4 Use Case Diagram


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2.5 Use Case Scenarios


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Use case name: Apply for Housing Unique ID: Student UC


001
Area: Student System
Actors: Student, Housing Provider
Stakeholder: Saatkamp
Level: Blue
Description: Allow Stockton Student to apply for Housing online using a secure
website.
Triggering Event: Student uses Stockton Portal, enters student ID and password, and
clicks the logon button.
Trigger type: External
Steps Performed (Main Path) Information for Steps
1. Student logs in using the secure Web Student ID, Password
server.
2. Student record is read and password is Student Record, Student ID, Password
verified.
3. Student continues to Housing Portal.
4. Student clicks Apply for Housing
button.
5. Student chooses academic year. Terms Web Form
6 Student clicks Begin Application Application Web Form
Button.
7. Student watches video and reads the Contract Web Form
contract.
7.1 Student enters initials. Student Initials, Contract Web Form
7.2 Student clicks I Agree button. Contract Web Form
8. Student watches video for Online Online Payment Web Form
Payment and clicks Save and Continue
button.
8.1 If Student is a Freshman, Transfer, or Online Payment Web Form, Student Record
Commuter student, fee is $150.00.
8.2 If Student is a Renewal, fee is $50.00.
9. Student Record is updated for the Confirmation Message, Student Record
student on the Student Master.
10. Student enters applicant information Student Record, Contact Information Web
on the Contact Information Page and Form
clicks Save and Continue button.
11. Student Record is updated for the Student Record
student on the Student Master.
12. Student fills out information on the Student Personal Preferences, Personal
Personal Preference Page, and clicks Preferences Web Form
Save and Continue button.
13. Student chooses Meal Plan from drop Meal Plan Selection, Meal Plan Preference
down menu, and clicks Save and Web Form
Continue button.
14. Meal Plan record is updated for Meal Plan Record
student on Student Master.
15. Vehicle Registration Page is displayed. Vehicle Registration Web Form
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15.1 If student has a vehicle to register,


fill out form and click Save and
Continue button.
15.2 If student does not have a vehicle to
register, click Save and Continue
button,
16. Occupancy & Roommate Page is Student Record, Occupany & Roommate
displayed with confirmation of Page
application.
Preconditions: Student is on Student Life of Stockton portal.
Postconditions: Student has successfully applied for Housing.
Assumptions: Student has a browser and a valid student ID and password.
Success Guarantee: Student has successfully applied for Housing and it is being
reviewed.
Minimum Student was able to logon.
Guarantee:
Requirements Met: Allow students to be able to apply for Housing using a secure
website.
Outstanding Issues: The existing user interface is not aesthetically pleasing and not
intuitive.
Priority: High
Risk: Medium

Use case name: Pay for Housing Unique ID: Student UC


002
Area: Student System
Actors: Student, Bursars Office
Stakeholder: Stockton Management
Level: Blue
Description: Allow Stockton Student to make housing payment online using a secure
Web site
Triggering Event: Student uses Stockton Portal, enters student ID and password, and
clicks the logon button.
Trigger type: External
Steps Performed (Main Path) Information for Steps
1. Student logs in using the secure Web Student ID, Password
server.
2. Student record is read and password is Student Record, Student ID, Password
verified.
3. Students financial information is Student Record
displayed on the Bursars/Payments
page.
4. Student clicks Make a Payment Payment Web Form
button.
5. Student enters payment information Payment Web Form
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and clicks Submit button.


5.1 If Student is paying by credit card, Secure Credit Card Web Page
credit card is charged for housing
fees.
5.2 If Student is paying by e-check,
Student bank account is charged.
5.3 If Student is using a loan or
scholarship, student account is
credited.
6. Student Record is updated on the Payment Web Form, Student Record
Student Master.
7. Payment confirmation Web page is Confirmation Page
sent to the student.
8. Confirmation email is sent to the
student from Bursars Office.
Preconditions: Student is on Bursars section of Stockton portal.
Postconditions: Student has successfully submitted a payment.
Assumptions: Student has a browser and a valid student ID and password.
Success Guarantee: Student has successfully made a payment and it went through.
Minimum Student was able to logon.
Guarantee:
Requirements Met: Allow students to be able to make a housing payment using a secure
Web site.
Outstanding Issues: The existing user interface is not aesthetically pleasing and not
intuitive
Priority: High
Risk: High

Use case name: Roommate and Meal Plan Selection Unique ID: Student UC
003
Area: Student System
Actors: Student, Housing Provider
Stakeholder: Saatkamp, Housing Department
Level: Blue
Description: Allow Stockton Students to select roommates, desired housing complex,
and a meal plan.
Triggering Event: Student uses Stockton Portal, enters student ID and password, navigates
to the housing portal, and follows on screen instructions under
Application and Room Selction.
Trigger type: External
Steps Performed (Main Path) Information for Steps
6. Student logs in using the secure Web Student ID, Password
server.
7. Student record is read and password is Student Record, Student ID, Password
verified.
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8. Student continues to Housing Portal. Housing Portal System


9. Student clicks Application and Room
Selection
10. Student chooses academic year. Academic Year Selection Tab
7 Student clicks Save and Submit.
17. Student will fill out personal Personal Preferences Tab
preferences
18. Student will save and continue.
19. Student will be brought to the Roommate Selection Tab
Roommate Selection.
19.2 Student then selects desired
roommates.
19.3 Those chosen will have to Roommate Selection Process
accept incoming roommate offers
through E-Mail
20. Student clicks save and continue.
21. Student will be navigated to the Room Room Selection Tab
Selection tab.
11.1 Student will choose desired Housing Record, Housing Selection System
location based upon what is offered.
11.2 Student submits desired location
22. Student will click save and continue.
23. Students will be navigated to the Meal Meal Plan Selection, Meal Plan Preference
Plan tab. Web Form
13.1 If student chooses to live in
housing I or IV, no meal plan is
required.
13.2 If student wants a meal plan,
student will select desired plan.
24. Student will click save and continue.
25. Student Record is updated on the Student Record
Student Master.
26. Students will be brought to an Vehicle Registration page
optional vehicle registration tab.
27. Confirmation email is sent to the
student.
Preconditions: Student is on Housing Portal located inside the Stockton portal.
Postconditions: Student has successfully selected roommates and meal plan.
Assumptions: Student has a browser, valid account, and already submitted
payment to secure housing.
Success Guarantee: Student has been assigned a room and a meal plan he/she selected.
Minimum Student was able to log into the Housing Portal.
Guarantee:
Requirements Met: Allow students to select roommates and a meal plan in an orderly
fashion.
Outstanding Issues: The remaining housing may be scarce. Meal plan selection is
necessary if you cannot get into Housing I or IV.
Priority: High
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Risk: Low

Use case name: Resolve Conflict Unique ID: Student UC


004
Area: Student System
Actors: Student, Residential Life Office
Stakeholder:
Level: Blue
Description: Allow Stockton Student to resolve a conflict with roommates or
neighbors.
Triggering Event: Student speaks to the RA when a conflict arises that could not be
resolved without assistance from proper authorities.
Trigger type: External
Steps Performed (Main Path) Information for Steps
1 Student seeks out RA. RAs contact information
2 Student describes concerns with RA. Students room number, Roommates name
3 RA advises student on how to
approach the situation.
4 RA may direct the student to Residential Life Office
additional on campus resources.
1 RA may direct the student to the
Complex Director.
5 The Complex Director further assists
the student in resolving the conflict.
6 If necessary, the Housing Department Police Department
may transfer the case to the Police
Department.
Preconditions: Student is an on-campus resident.
Postconditions: Student has successfully contacted proper authorities.
Assumptions: Student has a conflict with roommate.
Success Guarantee: Student has successfully contacted proper authorities and resolved
the conflict.
Minimum Student is provided assistance from RA.
Guarantee:
Requirements Met: Creates a peaceful living environment for on-campus residents.
Outstanding Issues:
Priority: Low
Risk: Low

2.6 Entity-Relationship Diagrams:


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PROJECT REPOSITORY
3.1 External Entities
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Office of Admissions

Location: Campus Center 101


Telephone: 609-652-4261
E-mail: admissions@stockton.edu
Mail: 101 Vera King Farris Drive
Galloway, NJ 08205

The office of admissions handles incoming student enrollment, verifies class


schedules, and helps to keep track of the student records.
Student
Name
Address
Date of Birth
Telephone Number
ID Number - Z Number
Vehicle Information
Housing Plan
Meal Plan

The student is the active entity in which their personal information is needed, who
enrolls into the system, and the individual who is working to obtain housing through the
housing system.

3.2 Input Data Flows on the Context Level DFD

Student Information: Student information is the combination of data about the


students identity, class schedule, and proof of enrollment.
Housing Request: The housing request is what is generated by the student after
their verification of enrollment has processed. The housing request sends out an
application asking to obtain housing for the following school year.

3.3 Output Data Flows on the Context Level DFD

Student Bill: The student bill is generated from the payment information and
payment type desired by the student. This is sent out to the Bursars office to be
processed.

3.4 Data Stores


Housing Bill Master: The housing bill master is a database that stores the payment
records of students housing payments. It collects and updates data as needed.
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Student Master: The student master holds all of the students records from their
time of enrollment till their time of graduation. It collects and updates data as
needed.

PROCESS SPECIFICATIONS

4.1 Structured English


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SELECT HOUSING

IF Student has Approval for Housing AND Pending Application THEN

CREATE Housing selection

IF Application is Confirmed UPDATE Personal Preferences

THEN Select Room AND Select Roommate

THEN Select Meal Plan

ELSE IF no Meal Plan EXIT Meal Plan

END ELSE IF

THEN Confirm Selection

UPDATE Student Master

END IF

EXIT SELECT HOUSNG

4.2 Decision Table


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4.3 Decision Tree

DESIGNING USER INTERFACE

5.1 Main Menu Screen


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5.2 Forms Tab


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INPUT INTERFACE DESIGN


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6.1 View Bill Select Academic Term

6.2 Report an Issue


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6.3 Waiver Submission


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OUTPUT INTERFACE DESIGN


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7.1 Confirmation Page Report an Issue

7.2 Confirmation Page Waiver Submission


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7.3 View Bill


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VISIBLE ANALYST REPORT


See attached Visible Analyst Report
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APPENDIX
a. Signed Contract
b. Team Weighting Contract
c. Meeting Minutes
d. Presentation Slides