Software Development

Project Group Assignment

AAPP006-4-2-SDP

System Name : University Consultation

Schedule Management System

Intake Code : UCDF1505ICT(SE)

Group Members:

1. Antonia Doreanna Marianus

(TP038964)

2. Yana Azia (TP038695)

3. NurFatihah bt. Aziz (TP038923)

4. Muhammad Haiqal bin

Kamaruddin (TP039086)
Table of Contents
Workload Matrix ............................................................................................................................. 3

Introduction ..................................................................................................................................... 4

1.0 Project Background .......................................................................................................... 4

1.1 Problem Context.................................................................................................................... 5

1.2 Proposed Solution ................................................................................................................. 5

1.3 Project Scope ......................................................................................................................... 6

1.4 Rules & Regulations.............................................................................................................. 7

1.5 Project Objectives ................................................................................................................. 8

Project Plan ..................................................................................................................................... 9

2.0 System Development Methodology ................................................................................. 9

2.1 Project Gantt Chart .............................................................................................................. 11

System Hierarchy Chart ................................................................................................................ 12

Context Diagram ........................................................................................................................... 13

Data Flow Diagrams ..................................................................................................................... 14

3.0 Level-0 ........................................................................................................................... 14

3.1 Level-1 ................................................................................................................................ 15

Process 1: Publish and Modify Timetable ............................................................................. 15

Process 2: View Timetable .................................................................................................... 15

Process 3: Upload Consultation Slot ..................................................................................... 16

Process 4: Book Consultation ................................................................................................ 16

Data Dictionary ............................................................................................................................. 17

Entity Relationship Diagram......................................................................................................... 25

Flowcharts ..................................................................................................................................... 26

Publish lecturer’s timetable ....................................................................................................... 27

 View lecturer’s timetable .......................................................................................................... 28

Update lecturer’s timetable ....................................................................................................... 29

View lecturer’s timetable .......................................................................................................... 30

View and Book consultation slot .............................................................................................. 31

View Details/Cancel consultation slot ...................................................................................... 32

View the timetable (by lecturer)................................................................................................ 34

View, modify and cancel the consultation slot ......................................................................... 35

Logout Process .......................................................................................................................... 36

Preliminary Screen Design ........................................................................................................... 37

Preliminary Report Design ........................................................................................................... 56

Test Plan........................................................................................................................................ 58

Conclusion .................................................................................................................................... 67

4.0 Perceived Assumptions .................................................................................................. 67

4.1 Perceived Limitations .......................................................................................................... 67

4.2 Perceived Enhancements ..................................................................................................... 68

References ..................................................................................................................................... 69

Appendix ....................................................................................................................................... 70

5.0 Meeting Minutes ................................................................................................................. 70

Workload Matrix
Introduction
1.0 Project Background
Lincoln University College was first established in 2002 as Lincoln College located at Petaling
Jaya, Selangor. Lincoln University College is one of the private institutions that provides
undergraduates and postgraduates in the areas of science, medicine, hospitality, pharmacy,
engineering, dentistry and nursing (College, 2016). Every student in Lincoln University College
have their own account to access their official website. Students can review their examination
schedule, examination results and the latest news. Students can book consultation hours but done
manually between the students and lecturers themselves. This is because they don’t have any
particular function on booking consultation hours in their system. The current system does not
provide students with the lecturer’s timetable and it will be difficult for students to keep in touch
with their lecturer.

However, the new system which is University Consultation Schedule Management System are
created with a better improvement and quality to help the students to achieves their potential in
education and university life. Thus, by developing this system, we will use VB.Net software as it
is the most suitable software to be used to develop such system. For screen and report designing,
Pencil Software have been used for easy designing of such interfaces as well as its interactive
buttons.
1.1 Problem Context
There are many problems with the current Consultation Schedule Management System in
Lincoln University. Firstly, there is no proper computerized system to manage the consultation
sessions of students with lecturers. The students need to book and cancel consultation
appointments at the administration office. This is a time-wasting process as the students need to
queue if there are a lot of people in the office.

Other than that, the venue of consultation is fixed in the administration office. Most of the
time, consultations booked by students are rejected because the venue space is limited. This causes
trouble to students who have urgent matters to meet with the lecturers.

Next, students are not notified if lecturers cancel the consultation. Therefore, students will
never know about it until the staff in administration office tells them as they attend for the booked
consultation. It is very tedious and time wasting for the students.

1.2 Proposed Solution

To improvise the current system, we have decided to develop an additional system which
is University Consultation Schedule Management System. University Consultation Schedule
Management System is a scheduling system which can be used by lecturers and students to plan
academic consultation and integrate with lecturer’s timetable.

This system allows lecturers to set and publish the schedule for consultation slots while
students able to book appointments from the published consultation slots. With this system,
students do not have to waste to go to the administrator or meet lecturers to book for consultation
hours. Administrator, lecturers and students can use the offered functions in the system by just
clicking through buttons. Every data in the system will be organized and managed well.
1.3 Project Scope
The proposed solution for the current Consultation Schedule Management System enable
Administrators, Lecturers and Students to use it through the University’s website itself. It is of
course offer more features than the current system.

Through this proposed system, administrators are able to publish lecturer’s timetable.
Regarding on timetable, it is based on the availability of venue, intake size, and modules.
Administrators can update timetable anytime in a year based on intakes and changes of venue.
They are given the authority to modify the timetable if there are to be any changes as per request
from lecturers. However, they cannot be involved in Consultation matters.

As for lecturers, they can view their own timetable on the website. The information
included in the timetable consists of time, hours, date and day of the class as well as the venue.
They are not authorized to modify the timetable except for consultation hours. They can set new
and edit their consultation’s schedule. Lecturers will be responsible to publish their consultation’s
schedule. The schedule is based on office hours which is from 8.30a.m until 6.00p.m., on weekday
basis. Lecturers should define the venue, time and date as well as the date validation of the
consultation hour into the schedule. Details of the schedule are venue, time and date of
consultation. Lecturers are also able to modify the published consultation’s slot by modifying
lecturer’s availability or cancel certain published slots and ones that has not been booked yet by
students.

Lecturers can view the details of the student’s appointment which consists of student’s
ID, name, booked slot time, date, day and also purpose of appointment. They can cancel booked
slot if they are unable to attend plus give a remark as reason for cancellation. Thus, student will
receive a notification through e-mail regarding the cancellation. Vice versa, lecturers also will
receive a notification from student through e-mail if student has cancelled the booked
consultation’s slot. Information of the cancelled slot by student consists student ID, student name
and the booked time and date.

Regarding on lecturer’s timetable, students can view the published timetable by selecting
lecturer’s name. The information consists of lecturer’s name, time, date and day of class and venue.
Also, student can view and check slots in the published consultation’s schedule of particular
lecturer. Consultation ‘s session information consists of lecturer’s name, time, date and day of the
consultation and venue.

For consultation’s slot, student can book an appointment or 5 at maximum with the
lecturer per week through the published schedule in which student should fill in their ID, name,
select date, time and day of consultation’s slot as well as purpose of appointment. Afterwards, the
appointment details will be submitted and notify the lecturer. Student can check and revise details
of booked appointment including student’s ID, name, selected date, time and day of the
consultation’s slot, plus the status of the appointment. However, if student unable to attend it, his
or her cancellation will notify and sent to the lecturer as mentioned previously.

1.4 Rules & Regulations

For certain, every system has its own rules. This proposed system too have them which all
users must apply for better efficiency and effectiveness.

The rules include the limitation of booking appointments for student. Students are not to
book more than 5 times per week. This is to consider lecturers’ break and lessen the pressure. Any
bookings should be done 1 week earlier or latest, a day before. Administrators are responsible
to update lecturer’s timetable every Friday, depending on the changes of venue or requests.
Next, lecturers and students should make cancellation of consultation slots latest by a day
before the booked date. Lastly, lecturers should update their consultation schedule every month,
or in urgent cases, weekly. Lecturers are to set a range of dates for the consultation schedule. For
example, if they have consistent breaks from 20th January until 1st February, they should make a
consistent consultation schedule for those range of dates as well.

Thus, rules and regulations are important as it functions to help consistent flow of the
system and easy management for users.
1.5 Project Objectives
This system is proposed mainly to improvised the current system which does not offer most
functions that are included in the proposed system.

One of the objective of this project is to enhance various functions that is available in the
computer-based system itself, in other words, available on the university’s computers. With these
functions, the system will be more satisfying and fulfill most of the users’ requirements.

As this system offers better management of consultation and timetable concerns, users can
make changes anytime. Hence, students can check lecturer’s timetable and book or cancel
consultation easily without meeting lecturers for scheduling. Lecturers can arrange and publish
consultation schedule based on their free time. Administrators also can publish and view lecturer’s
timetable. Any changes requested by lecturers regarding on timetable is to be done by admin.

From above explanation, this emphasizes on fair users’ authority delegation. All 3 users
have fair share of authority in using system. Through this, it will improve the efficiency of the
system.

Lastly, with a well-done system as such, the response time is also improvised as any
updates on timetable and consultation matters are directly changed in the system. For example,
when students cancel any booked consultation made, a notification will be sent directly to the
respective lecturer’s e-mail, and vice versa for students if lecturers did the same.
Project Plan
2.0 System Development Methodology
The waterfall model methodology approach is used for this project. This is because the time given
for this project is short. By using this method, each phase is made sure to be completed successfully
before moving to another stage. Plus, each phase is scheduled with a given time limit. This gives
the advantages to software developers to complete the project within the given deadline.

Phase 1: Requirements

In the first phase, general problems, objectives and system requirements were identified for the
project. To gain information, an observation of the current scheduling and consultation system for
Lincoln University was done. From that, the problems, objectives and system requirements became
more clarified. There is no computerized system for the consultation system. Therefore, this
project will develop a new consultation system. All of the requirements were documented in a
requirement specific documentation.

Phase 2: Design

In this phase, the requirement specifications were studied carefully. With that, system design was
prepared. The first design for the project is data flow diagram. It is also developed to determine
how data is processed by a system in terms of inputs and outputs. The flow of information, where
data comes from, where it goes and how it gets stored are also shown in the diagram. Other
diagrams such as entity relationship diagram that describes the relationship among tables and
flowchart containing the algorithm of every program within each program were designed. System
hierarchy chart is also created to outline the modules that will be in the system. Lastly, a storyboard
for the overall system interface was designed by using a software named Pencil. With the
storyboard, the look of system interface becomes clearer.
Phase 3: Implementation

The first step in implementation is to construct the interface of the system. Next, the coding for
each unit is completed. Unit is a small program. For example, the functionality of publishing
timetable is considered as a unit.

Phase 4: Testing

In this phase, all the units developed in implementation phase are integrated into a completed
system after testing each unit. After integration, the entire system is tested for any failures. The
failures will then be corrected and a completed system is delivered to users.

Phase 5: Maintenance

In this phase, the users are using the developed system. There might be some issues which come
up. For example, changes in users’ requirements over time. As these requirements are changing,
updates are given to users to fix and enhance the system. Maintenance ensures the quality and
sustainability of a system.
2.1 Project Gantt Chart
System Hierarchy Chart

LOGIN

Main

Admin Lecturer Student

View Lecturer's View Lecturer's

Add Timetable
Timetable Timetable

Update Add Consultation Book

Timetable Schedule Consultation Slot

View
View Lecturer's Cancel Booked
Consultation
Titmetable Slot
Schedule

Update View
Consultation Consultation
Schedule Details

Cancel
Consultation
Context Diagram

Figure 1 shows the Context Diagram of Consultation Schedule Management System.

Data Flow Diagrams
3.0 Level-0

Figure 2 shows the Data Flow Diagram Level-0 of the system.

3.1 Level-1
Process 1: Publish and Modify Timetable

Figure 3 shows the Data Flow Diagram Level-1 for Process 1.

Process 2: View Timetable

Figure 4 shows the Data Flow Diagram Level-1 for Process 2.

Process 3: Upload Consultation Slot

Figure 5 shows the Data Flow Diagram Level-1 for Process 3.

Process 4: Book Consultation

Figure 6 shows the Data Flow Diagram of Process 4.

Data Dictionary
Data Dictionary

Field Name Data Type Constrain Description Example

a_id Text Primary key Admin id for AC038790
system login
a_pw Text Not null Admin admin123
password for
system login
a_name Text Not null Admin’s full Adam Livine
name
l_id Text Primary key Lecturer id for LC788966
system login
l_pw Text Not null Lecturer lec123
password for
system login
l_name Text Not null Lecturer’s full Maria Cabana
name
l_contactNo Text Not null Lecturer’s 012-2288779
contact number
l_email Text Not null Lecturer’s maria@lincoln.edu.my
email
moduleCode Text Primary key The code for MC001-ISWE
each module in
timetable
t_date Text Not null Date for 10/2/2017
timetable
allocation
t_module Text Not null Module name Introduction to
Software Engineering

t_venue Text Not null Class venue L5-3

t_time Text Not null Class time 10.35-12.35
l_id Text Foreign key Lecturer name Maria Cabana
for assigned
module
s_id Text Primary key Student id for SC067890
system login
s_pw Text Not null Student
password for
system login
s_name Text Not null Student’s full Niall Corden
name
 s_intakeCode Text Not null Student’s LUF1609ICT
intake code
s_email Text Not null Student’s email niallcorden@gmail.com
s_contactNo Text Not null Student’s 012-9998868
contact number
c_code Text Primary key Consultation CC000001
code
c_venue Text Not null Consultation L1-1
venue

c_date Text Not null Consultation 14/2/2017

date
c_reason Text Not null Reason of Ask about assignment
consultation
c_status Text Not null Status of Confirmed
consultation
c_startTime Text Not null Consultation 10.00
start time
c_endTime Text Not null Consultation 11.00
end time
l_id Text Foreign key Lecturer’s Maria Cabana
name for
consultation
s_id Text Foreign key Student’s name Niall Corden
for assigned
consultation

Data Dictionary for DFD

1. External Entity

Name Admin
Description Publish and modify lecturers’ timetables
Input data flows Published timetable
Output data flows Timetable details

Name Lecturer
Description View timetable, publish and modify
consultation schedule and view the details of
students who have booked for consultation.
 Input data flows Notification, consultation summary, published
timetable
Output data flows Manage consultation

Name Student
Description View consultation schedule, lecturer’s timetable
and book consultation
Input data flows Notification, published timetable
Output data flows Consultation details

2. Data Dictionary for Process

Name 1.0 Publish and modify timetable

Description Saves new or modified timetable details into
database and publish it for users to view
Input data flows Timetable details
Output data flows Save (to database)
Process Step 1: Enter module code, date, module name,
description venue, date, time and lecturer id
Step 2: Publish new or modified timetable

Name 2.0 View timetable

Description Admin, lecturer and students view verified
lecturer’s timetable
Input data flows Verified details
Output data flows Published timetable
Process Step 1: Select lecturer’s name
description Step 2: View timetable
 Name 3.0 Upload consultation
Description Lecturers publish and modify consultation
schedule for students to view and book
consultation
Input data flows Manage consultation
Output data flows Save (to database)
Process Step 1: Enter date, venue, start and end time
description Step 2: Publish new or modified consultation
schedule

Name 4.0 Book consultation

Description Students book consultation according to empty
slots arranged by lecturers and receives
notification for the consultation status
Input data flows Consultation details and consultation status
Output data flows Save, notification and consultation summary
Process Step 1: Select lecturer’s name, enter student id,
description reason and choose a slot to book
Step 2: Receive notification via email regarding
consultation status, whether confirmed or
cancelled.

3. Data Dictionary for Data Flow

Name Timetable details

Description To allow admin to enter timetable details
Origin/Source Admin external entity
Destination Publish and modify timetable process
Data Structure Venue, time, date, module code, module name,
lecturer id
Name Save
Description To allow timetable details to be saved into
database
Origin/Source Publish and modify timetable process
Destination Timetable data store
Data Structure Venue, time, date, module code, module name,
lecturer id

Name Verified details

Description To allow verified timetable details to be
published as timetable
Origin/Source Timetable data store
Destination View timetable process
Data Structure Venue, time, date, module code, module name,
lecturer id

Name Published timetable

Description To allow timetable to be viewed by admin,
lecturer and student
Origin/Source View timetable process
Destination Lecturer, admin and student external entities
Data Structure Venue, time, date, module code, module name,
lecturer id

Name Manage consultation

Description To allow lecturer to publish and modify
consultation schedule
Origin/Source Lecturer external entity
Destination Upload consultation slot process
Data Structure Venue, start time, end time, date, consultation
code

Name Save
Description To allow consultation details to be saved into
database
Origin/Source Upload consultation slot process
Destination Consultation data store
Data Structure Venue, start time, end time, date, status,
consultation code

Name Consultation details

Description To allow consultation schedule to be viewed by
students
Origin/Source Consultation data store
Destination Book consultation process
Data Structure Venue, start time, end time, date, status,
consultation code

Name Consultation details

Description To allow students to enter consultation details
Origin/Source Student external entity
Destination Book consultation process
Data Structure Student id, reason, time, date, consultation code

Name Save
Description To allow students’ consultation details to be
saved into database
Origin/Source Book consultation process
Destination Consultation data store
Data Structure Student id, reason, time, date, consultation code

Name Consultation status

Description To update the confirmation or cancellation of a
booked consultation slot
Origin/Source Consultation data store
Destination Book consultation process
Data Structure Student id, lecturer id, status, reason, time, date,
venue, consultation code

Name Notification
Description To allow lecturers to be notified about the status
of a booked consultation slot
Origin/Source Book consultation process
Destination Lecturer external entity
Data Structure Student id, lecturer id, status, reason, time, date,
venue, consultation code

Name Notification
Description To allow students to notified about the status of
booked consultation
Origin/Source Book consultation process
Destination Student external entity
Data Structure Student id, lecturer id, status, reason, time, date,
venue, consultation code
 Name Consultation summary
Description To allow lecturers to see students’ details and
the details of booked consultation
Origin/Source Book consultation process
Destination Lecturer external entity
Data Structure Student id, lecturer id, status, reason, time, date,
venue, consultation code

4. Data Dictionary for Data Store

Name Timetable
Description Stores timetable details
Input data flows Save
Output data flows Verified details
Data Structure Venue, time, date, module code, module name,
lecturer id

Name Consultation
Description Stores consultation details
Input data flows Save
Output data flows Consultation details and consultation status
Data Structure Student id, lecturer id, status, reason, time, date,
venue, consultation code
Entity Relationship Diagram

Figure 7 shows the Entity Relationship Diagram of the system.

Flowcharts
Start

Identify user
type

Admin Student Lecturer

Login Login Login

Enter Enter
Enter
username and username and
username password password
and

Login Login
error
error

No No Valid
Valid Valid
input
input
input No

Yes Yes Yes

Display Display Display

admin student lecturer
homepage homepage homepage

A A2 A3 B1 B2 B3 B4

1 C1 C2 C3

A4 C4
Publish lecturer’s timetable

Click on publish new lecturer’s

timetable option

Select the lecturer’s name and week on

the combo box

Set the venue,

intake size and
modules

No

Save to
database

Yes

Database

New lecturer’s timetable published in

system

End
View lecturer’s timetable

A2

Click on lecturer’s
timetable option

Select the lecturer’s name and

week on the combo box

Database

Search for
No

lecturer’s
timetable data

Yes
Display lecturer’s
timetable

End
Update lecturer’s timetable
A3

Click on update timetable

option

Select the lecturer’s name

and week on the combo box

Database

No
Search for
lecturer’s
timetable data

Yes
Display lecturer’s
timetable data

Update lecturer’s
timetable

Save to No

database

Yes

Database

Updated lecturer’s timetable

published in system

End
View lecturer’s timetable

B1

Click on view
lecturer’s timetable
option

Select lecturer’s
name

Database

Search for
No
lecturer’s
timetable data

Yes

Display lecturer’s
timetable

End
View and Book consultation slot

B2

Click on consultation
hours option

Select the lecturer’s name and week on

the combo box

Database

Search lecturer’s
timetable

Display lecturer’s
timetable

Choose
consultation slot

Book the
consultation slot

Fill in student’s
details

Click on confirm
button

Database

End
View Details/Cancel consultation slot

B3

Click on ‘View My
Consultation Details’

Database

Search for No
Error message
student’s data

Yes
Display
consultation list

Select the slot to view

details

Select the ‘cancel

booked’ button

Confirm the cancellation

process

Database

Display updated
consultation list

End
Publish new consultation slot (by lecturer)

C1

Click on publish “new

consultation slot”

Select lecturer’s name

and week

Set the information

such as venue, time
and date

No
Save to
database

Yes

Database

New lecturer’s consultation slot

published in system

End
View the timetable (by lecturer)

C2

Click on “view
timetable” option

Select lecturer’s
name

Database

Search for No
lecturer’s
timetable data

Yes

Display the chosen

week’s timetable

End
View, modify and cancel the consultation slot
C3

Click on “consultation slot” option

Database

Search for
No
consultation data

Yes
Display the consultation
slot details

Update consultation slot View student appointment’s details

Click on the slot to view

Update the consultation
details
slot
Cancel the booked
Database appointment
Database
Display student details Database
Updated consultation slot
published in the system
Updated consultation slot
End published in the system

End
End
Logout Process

A4 B4 C4

Select ‘Logout’ button

Back to login page

END
Preliminary Screen Design
Screen Designs

LOGIN PAGE

The picture above shows the login page of the University Consultation Schedule Management
System. The users which is admin, lecturers and students need to login before access into the
system. The users must input the username and password and click “LOGIN” button to login.

HOMEPAGE

As there are three main users for this system, three homepage are designed for each user of this
system which is admin, lecturers and students. The homepages are shown as below; Admin
Homepage
The admin need to click on “Publish New Timetable” button to publish the new timetable for
lecturers every week. Once the admin click the button, the admin will be shown the below page;

Publish New Timetable (Admin)

First of all, the admin must choose the lecturer’s name and select week from the combo box and
click the “Confirm” button. Click “Back” button to go to the previous page.
This page allows the admin to add the timetable for the lecturer. Click “ADD” button to add details
for the timetable. The “Save” button is used to save the whole complete timetable.

This admin need to fill in the schedule’s details into the space required and click “Add” once
completed. The user also can cancel the task by click the “Cancel” button.
Once the user click on the “Save” button, this page will appeared. This page inform the user that
the data has been saved successfully through message box. The user can click “Yes” to publish the
timetable on that time.

View/Modify lecturer’s timetable (Admin)

The admin can view the lecturer’s timetable by click on “View Lecturer Timetable” button on
admin’s homepage and the picture above shows the view lecturer’s timetable first page. The admin
must select the lecturer’s name and week from the combo box and click on “Confirm” button to
view the next page.

This page consists the lecturer’s timetable which the admin can update or modify the table by
select the “Modify” button. The “Home” button is created for the user to back to their homepage
easily.
This page allows the admin (user) to modify the lecturer’s timetable. First of all, the user need to
select the “Edit” button that required in the table. Once the user clicked on it, the page below will
be directly shown.

On this page, the admin need to enter all the details that they want to update from the lecturer’s
timetable and save it by click on the “Update” button. If they want to cancel the tasks they can
select on the “Cancel” button.
Lecturer’s Homepage

Publish the Consultation Slot (Lecturer)

Click “ADD” button is used to fill in the new slot for the consultation hours. The lecturer can
choose when to add their consultation slot based on their available time. Once the lecturer complete
the consultation’s timetable, the lecturer can publish it by click the “Publish” button for student’s
view.

After clicking the “ADD” button on the previous page, the user need to fill in the information on
the space required on the page shown above. When finish, then click the “Add” button.

On this page, the user just need to enter “OK” or “Cancel” button before the timetable are published
on public.
View Lecturer’s Timetable (Lecturer)

This is the first page when the user click on “View Lecturer Timetable” on the lecturer’s
homepage. First of all, they must select the lecturer name on the combo box. Then, click “Confirm”
button.

This page consists of the lecturer’s timetable where all the lecturers can view their schedule.
View/Modify/View Student Details on Consultation Slot (Lecturer)

This page will displayed when the lecturer click on “Consultation Slot” button on their homepage.
This page allows the lecturer to view their consultation slot and even they can update their
consultation slot as well by select the yellow “Update” button.

The lecturer can modify their timetable by clicking on the “edit” button except the slot that already
booked by the student.
The user need to fill in the information on the space required on this update consultation slot details
page. The user must click “Save” in order to update their timetable successfully or “Cancel” button
to cancel the tasks.

Once the user click “Save” on the previous page, this message box will appeared on this page. The
message box inform the user that the data has been saved successfully and the user can click “OK”
to publish the updated timetable.
The lecturer can view the student’s details who booked the appointment by click on the “Booked”
button and all the student details will appeared. The lecturer also can cancel the booked
appointment by select the “Cancel Appointment” button on the Student’s Appointment Details
page. If the lecturer just want to view their details, the lecturer can back to the previous page
(Consultation Slot’s page) by click the “Done” button.
The message box about the cancellation appointment tasks will be appeared when the user click
on the “Cancel Appointment” button on the previous page. The lecturer can click “OK” to confirm
the cancellation or “No” button cancel the tasks.

Student’s Homepage
View Lecturer’s Timetable (Student)

First of all, the student have to select their lecturer’s name and click “Confirm” button to proceed
to the next page.

The page consists of the lecturer’s timetable. “Home” button is used to go back to student’s
homepage. “Back” button for proceed to the previous page.
View/Book Lecturer’s Consultation Slot (Student)

This page will appear when student select the “Consultation Hours” button on their homepage.
Select the lecturer name and week before go to the next page by clicking the “Confirm” button.
The student can book the consultation hour by click on the “Book” button. The green button means
available consultation slot meanwhile the red button means the slot is not available for student or
already booked by other students.

The student need to fill in those information in order to booking the consultation hour with their
lecturer. The student must confirm the booking by select the “Confirm” button or “Cancel” button
to cancel the tasks.
This page consists the message box stated that the student’s appointment has been booked.

View Consultation Details (Student)

The students can view their list of appointment by select the “View My Consultation Details” on
their homepage. This page obviously shows the list of the student’s appointment. The student can
view their details by click on the “Click here to View Details” link or “Cancel Booked” to cancel
their booked consultation slot. The “Home” button is created to go back to the main page easily.

The picture above shows the Student’s Appointment Details page. This page includes the student’s
details and the status of their appointment. Click “Done” once finish.
This page consists the message box that asks the user to confirm their cancellation process. The
student can click “Yes” to confirm their cancellation or in other way select “No” button.

This page only displayed the message box that stated about the cancellation process has been done
successfully. “Done” button will bring the student back to their homepage.
Preliminary Report Design
1. Report of Lecturer’s Timetable
The report below shows the report of lecturer’s timetable that contains the lecturer’s name
and the week of the view timetable. This report allows the students and lecturers to print
and view the lecturer’s schedule on particular week. The timetable with date, time, venue,
module code and intake are provided.

University Consultation Schedule Management System

Lincoln University College

Lecturer’s Timetable

LECTURER NAME: XXXXXXXXXXXXXX

WEEK: MONDAY, 06 FEBRUARY 2017

DATE TIME VENUE MODULE INTAKE(S)

CODE
MONDAY XXXXX XXXXX XXXXX XXXXX
06/02/2017
TUESDAY XXXXX XXXXX XXXXX XXXXX
07/02/2017
WEDNESDAY XXXXX XXXXX XXXXX XXXXX
08/02/2017
THURSDAY XXXXX XXXXX XXXXX XXXXX
09/02/2017
FRIDAY XXXXX XXXXX XXXXX XXXXX
10/02/2017
SATURDAY XXXXX XXXXX XXXXX XXXXX
11/02/2017
 2. Report of Lecturer’s Consultation Timetable
This report allows the students and lecturers to print and view the lecturer’s consultation
schedule on particular week. The date, time, venue and classroom are provided on the
timetable.

University Consultation Schedule Management System

Lincoln University College

Lecturer’s Consultation Timetable

LECTURER NAME: XXXXXXXXXXXXXX

WEEK: MONDAY, 06 FEBRUARY 2017

DATE/TIME 9.00-10.00 10.00-11.00 11.00-12.00 2.00-3.00 3.00-4.00 4.00-5.00

MONDAY VENUE XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

CLASS XXXXX XXXXX XXXXX XXXXX XXXXX
06/02/2017

TUESDAY XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX
07/02/2017

WEDNESDAY XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX
08/02/2017

THURSDAY XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX
09/02/2017 XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

FRIDAY XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX
10/02/2017

SATURDAY XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX
11/02/2017
Test Plan
LOGIN

Expected
Test Title Test Procedures Test Data Actual Result
Result
Users are
accessed into
their
Users have to key-in Users will be respective
UserID and associated UserID & directed Homepage
Login Page
password into the Password access into
presented fields the system

As expected

User will not

Login with Incorrect
User key-in incorrect be able to
incorrect UserID &
userID and password access to the
details Password
system

As expected

View
User click on view Full password
password Password
password checkbox to detail
function
view key-in password
ADMIN’S HOMEPAGE

Expected
Test Title Test Procedures Actual Result
Result
As expected

Admin click on the

“Publish New
button and will direct
Click “Publish New Lecturer
into “Publish New
Timetable” button Timetable” page
Lecturer Timetable”
shown
page

As expected

“View Lecturer’s
Click “View
Click on the button Timetable” page
Timetable” button
shown

As expected

Admin click on the “View Lecturer’s

Click “Modify
button if they want to Timetable” page
Timetable” button
modify lecturer’s shown
timetable

Admin click on this As expected

Directed back to
Click “Logout” button button when no longer
Login page
using the system
Click “Exit Click on this button to Application As expected
Application” button close application closed
PUBLISH NEW TIMETABLE(ADMIN)

Expected
Test Title Test Procedures Test Data Actual Result
Result
Admin click on the As expected
Select Lecturer’s Lecturer’s
combo box and pick
lecturer’s name in combo name
lecturer’s name
name box displayed
As expected

Admin select week

through combo box for Week by Week number
Select week
new timetable of month displayed
selected lecturer

Click Click on this button Editing As expected

“Confirm” when all fields are - window will be
button satisfied directed
Click “Add” Course Intake, As expected
Click on the button on Data selected
button in the venue and
specific time & displayed
timetable module’s name
Message box Admin click on
will be shown “Yes” button to
Click “Save” Click this button when
- asking to publish
button timetable is completed
confirm
publish

VIEW/MODIFY LECTURER’S TIMETABLE(ADMIN)

Expected
Test Title Test Procedures Test Data Actual Result
Result
Admin click on the As expected
Select Lecturer’s Lecturer’s
combo box and pick
lecturer’s name in combo name
lecturer’s name
name box displayed
As expected

Admin select week

Week by Week number
Select week through combo box for
month displayed
selected lecturer

Click Click on this button “Lecturer’s As expected

“Confirm” when all fields are - Timetable”
button satisfied will be shown
 Edit button, As expected
Edit button
“Schedule
Click shown in the
Click on the button to details”
“Modify” timetable,
modify timetable window;
button data selected
venue, intake,
& displayed
module’s name
Changes will As expected
Click Click this button when
be shown on
“Update” “Schedule Details” fields -
the updated
button are filled
timetable

LECTURER’S HOMEPAGE

Expected
Test Title Test Procedures Actual Result
Result
As expected

Lecturer click on the

Click “Publish button and will direct “Publish New
Consultation into “Publish Consultation
Slot” button Consultation Slot” Slot” page shown
page

As expected

“View Lecturer’s
Click “View
Click on the button Timetable” page
Timetable” button
shown

As expected

Lecturer click on the

Click “Consultation “Consultation
button if they want to
Slot” button Slot” page shown
view and modify
Consultation slot

Lecturer click on this As expected

Directed back to
Click “Logout” button button when no longer
Login page
using the system
Click “Exit Click on this button to Application As expected
Application” button close application closed
PUBLISH NEW CONSULTATION SLOT(LECTURER)

Expected
Test Title Test Procedures Test Data Actual Result
Result
Click “Add” “Consultation As expected
button in the Click on the button on Slot Details”
-
consultation specific time window will
table pop-up
As expected

Click “Add” “Confirmation

Lecturer fill up data
button Message”
fields;venue & Venue &
“Consultation message box
classroom; for the classroom
Slot Details” will appear on
respective slot
window screen

Click “OK” As expected

Click on this button to Data saved
button on -
confirm details and published
Message box
Click As expected
Click on the button if Data unsaved
“Cancel”
lecturer wish to cancel - and not
button on
consultation slot details published
Message box

VIEW LECTURER’S TIMETABLE (LECTURER AND STUDENT)

Expected Actual
Test Title Test Procedures Test Data
Result Result
Select Click on the combo box Lecturer’s As expected
Lecturer’s name
lecturer’s and pick lecturer’s name name in combo
displayed
name box
Click Click on this button “Lecturer’s As expected
“Confirm” when all fields are - Timetable” will
button satisfied be shown
Click “Home” As expected
Click on the button to Lecturer/Student
button in
direct back to will be directed
“Lecturer’s -
lecturer’s/student’s to respective
Timetable”
homepage homepage
page
Click “Back” As expected
Click this button when Redirected back
button in
user wishes to reselect to “View
“Lecturer’s -
lecturer’s name or Lecturer’s
Timetable”
selected wrong lecturer Timetable” page
page
VIEW/MODIFY CONSULTATION SLOT(LECTURER)

Expected
Test Title Test Procedures Test Data Actual Result
Result
Lecturer click on As expected
the button if they
Click “Update” “Edit” button
wish to modify the -
button displayed
empty slots

As expected

Button selected “Update

when they wish to Consultation
Click “Edit” button -
schedule on empty Slot Details”
slots window shown

Click “Save” “Update As expected

Click on this button
button in “Update Venue & Consultation
when all fields are
Consultation Slot Classroom Slot” pop-up
satisfied
Details” window box shown
Click “OK” button As expected
Click on the button
in “Update Data saved
to Publish modified -
Consultation Slot” and published
slots
pop-up box
Click “Cancel” Click this button As expected
Data unsaved
button in “Update when lecturer
- and not
Consultation Slot” wishes to cancel
published
pop-up box edited slot
Pop-up As expected
Lecturer click to
message box
Click “Booked” view details of
will show
button on the student’s -
student
schedule appointment for
appointment
the slot
details
Lecturer click on Confirmation As expected
Click “Cancel this button to message box
-
Appointment” cancel booked will appear on
consultation slot screen
Click “Yes” button Click on the button Data saved As expected
-
in message box to confirm cancel and published
Click this button As expected
Data unsaved
Click “No” button when lecturer
- and not
in message box wishes not to
published
cancel booked slot
STUDENT’S HOMEPAGE

Expected
Test Title Test Procedures Actual Result
Result
As expected

“View Lecturer’s
Click “View Lecturer’s
Click on the button Timetable” page
Timetable” button
shown

As expected

“Lecturer’s
Click “Consultation Student click on the
Consultation
Hours” button button if they want to
Slot” page shown
view Consultation slot

As expected

Student click on this Directed to “List

Click “View My
button when they wish of My
Consultation Details”
to view their booked Appointment”
button
consultations page

Student click on this As expected

Directed back to
Click “Logout” button button when no longer
Login page
using the system
Click “Exit Click on this button to Application As expected
Application” button close application closed
VIEW/BOOK LECTURER’S CONSULTATION SLOT (STUDENT)

Expected
Test Title Test Procedures Test Data Actual Result
Result
Select Click on the combo box Lecturer’s Lecturer’s As expected
lecturer’s and pick lecturer’s name name in combo name
name box displayed
As expected

Select week through

Week by Week number
Select week combo box for selected
month displayed
lecturer

Click Click on this button “Consultation As expected

“Confirm” when all fields are - Slot” will be
button satisfied shown
Click “Back” As expected
button in Click on the button to Student will
“Lecturer’s direct back to student’s - be directed to
Consultation homepage homepage
Slot” page
Click this button when Redirected As expected
Click “Back”
student wishes to back to
button in
reselect lecturer’s name - “Lecturer’s
“Consultation
or selected wrong Consultation
Slot” page
lecturer Slot” page
Student click on this “Booking As expected
Click “Book”
button if they wish to Consultation
button on -
book at the respective Hours”
schedule
time slot window shown
Click As expected
Student’s ID,
“Confirm” Confirmation
Click on this button to name &
button on message box
confirm details purpose of
pop-up shown
appointment
window
Click As expected
“Cancel” Click on the button if Data unsaved
button on student wish to cancel - and not
pop-up task published
window
Click “OK” As expected
Click on this button to Data saved
button on -
confirm details and published
Message box
Click “Back” Click on the button if Data unsaved As expected
button on student wish to cancel - and not
Message box consultation slot details published
VIEW CONSULTATION DETAILS (STUDENT)

Expected Actual
Test Title Test Procedures Test Data
Result Result
“Cancel Booked As expected
Click “Cancel Click on this button
Appointment”
Booked” when student wishes to -
window will be
button cancel appointment
shown
Data saved and As expected
published;
Click “Yes”
Click on the button to directed back to
button in -
confirm cancel “Lecturer’s
message box
Consultation
Slot” page
Click “No” Click this button if Data unsaved As expected
button in student wishes not to - and not
message box cancel booked slot published
Click “Click Click on this to view “Details of As expected
here to View selected appointment - appointment”
Details” details window shown
Click “Done” As expected
in “Details of Click on this button to
- Window closed
appointment” close window
window
Conclusion
4.0 Perceived Assumptions
As this documentation is documented only partially, we have finalized it with a perceived

assumptions of this system.

The main users of this consultation computer system are admin, lecturers and students. All
of the users are required to enter the data into the system. For example, the users need to input in
their username and password on the login page to allow them access legally into the system. Other
than that, the users need to enter some information regarding on the tasks they made. The admin
must input in the data such as venue, intakes and modules name on publishing the lecturer’s
timetable tasks. The admin also need to input the same data as they want to update or modify the
new timetable. For booking process, the students must input the data by select the book button and
fill in the required data such as student’s ID, student name and purpose of appointment in the text
box. All the records will be stored within the database. When there is necessary, the users can
generate the timetable reports such as lecturer’s timetable and lecturer’s consultation timetable by
printing them out.

4.1 Perceived Limitations

For this system, there are some perceived limitations. Of certain, this system surely works
well, however, there still some drawbacks that we assume this system may face.

For Admin, they are not to interfere in Consultation matters as in is only under lecturer’s
authorization. Admin can only publish and view one lecturer’s timetable at a time to maintain
efficiency of the system.

As for lecturers, they are authorized to publish any timetable, however, they can publish
their own consultation slot which consists of 5 slots per day, depending on their available hours.
They must cancel booked consultation slots a day before it’s actual date.

For students, they only can view lecturer’s timetable and consultation schedule as well as
book consultation slots. They are not to book consultation slot with the same lecturer multiple
times a day. Therefore, they can book 5 consultation slots per week.
 In overall look of the system, its functions is limited to only computer-based in which users
have to access through the university’s computer itself.

Last but not least, as notifications are sent through e-mail, users tend to not be bothered
about it, which leads to misinformation between one another. Lecturers or students might just go
for the consultation without know anything, thus, it’s a waste of time for both.

4.2 Perceived Enhancements

The system for this project is not perfect. Therefore, it could be further enhanced with more
resources in the future. The first enhancement is to make this system available online as well as
mobile phones as students are more to mobile applications and on-line these days for easier access.
With an online system as such, the users can book consultation and view timetable by using their
own devices. So, users do not have to depend on the university computers to access the system
anymore.

Next, the notification function should be enhanced as to receive them in the system itself
by having an Inbox features or a pop-up message through mobile application. A text message sent
by system to users is also a good enhancement to inform any new updates especially on
consultation matters. This is to make they are kept informed and avoid the tendency to not be
bothered by new updates. This also saves a lot of time as messages are directed in a convenient
speed time.
References
College, L. U., 2016. Our Story. [Online]
Available at: http://www.lincoln.edu.my/flttemplate.aspx?transid=EC9577B6-DF31-4E01-804B-
3314796E3F6C
[Accessed 20 January 2017].
Appendix
5.0 Meeting Minutes
Minutes Meeting: No 1

Date Venue Attendance (Group member’s name)

11/01/2017 Class 1.Antonia Doreanna Marianus
2.NurFatihah bt. Aziz
3.Yana Azia
4. Muhammad Haiqal bin Kamaruddin

What have been done?

1. Understanding assignment question and its case study
2. Discussion on which University to be focused on for this project
3. What we should use to develop such system
4. Discuss on why this system is important and what can be achieved
5. Discussion on the functional and non-functional requirements of the system

What is currently being done?

1. Introduction part of the project:
a. Project Background
b. Problem Context

What will be done?

1. Rest part of the Introduction:
a. Proposed Solution
b. Project Scope
c. Project Objectives
Minutes Meeting: No 2

Date Venue Attendance (Group member’s name)

18/01/2017 Class 1.Antonia Doreanna Marianus
2. NurFatihah bt. Aziz
3. Yana Azia
4. Muhammad Haiqal bin Kamaruddin

What have been done?

1. Discuss on what are the proposed solutions to cover problems faced by the current system
2. Brainstorm on how big is the project, what are the system requirements and its rules and
regulations
What is currently being done?
2. Introduction part of the project:
a. Proposed Solution
b. Project Scope
c. Rules and Regulations
d. Project Objectives
e. System Requirements

What will be done?

2. Project Plan:
a. System Development Methodology
b. Project Gantt Chart
3. System Hierarchy Chart
4. Context Diagram
5. Data Flow Diagrams
Minutes Meeting: No 3

Date Venue Attendance (Group member’s name)

25/01/2017 Class 1.Antonia Doreanna Marianus
2. NurFatihah bt. Aziz
3. Yana Azia
4. Muhammad Haiqal bin Kamaruddin

What have been done?

1. Come to an agreement which Methodology should follow
2. Plan and organize Gantt Chart
3. Sketch and draft for hierarchy chart, context diagram and data flow diagrams.
What is currently being done?
a. System Development Methodology
b. Gantt Chart
c. System Hierarchy Chart
d. Context Diagram
e. Data Flow Diagrams

What will be done?

1. Data Dictionary
2. Entity Relationship Diagram
3. Flowcharts
4. Screen & Report Design
Minutes Meeting: No 4

Date Venue Attendance (Group member’s name)

08/02/2017 Class 1.Antonia Doreanna Marianus
2. NurFatihah bt. Aziz
3. Yana Azia
4. Muhammad Haiqal bin Kamaruddin

What have been done?

1. Discuss on how system should be working
2. Drafts of screen and report designs
3. Plan what methods to test system and how data is validated
4. Lookthrough what are perceived conclusions through preliminaries done

What is currently being done?

a. Data Dictionary
b. Entity Relationship Diagram
c. Flowcharts
d. Screen & Report Design

What will be done?

1. Test Plan
2. Conclusion