2.

Use case diagram:

In the Use case diagram, we reveal the behaviour of use cases that are functional
requirements of the system in a diagrammatic way. It mainly shows who are involved
in the system and what they are performing within this system. Student, Academic
Staff, Administrative Staff, Agent and Bank are the only actors that plays vital role in
this system.
.

Figure 1: Use Case Diagram

It can be inferred that the critical use case is “Request offer letter” because if no offer
requests are made then AIT will not be able to enrol any student.  Thus, the multiple
processes in the system would become meaningless.  After requesting an offer
letter, another process can be executed including invoicing and issuing COE.

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3. Context Level Diagram
After completion of use case diagram, we have emphasized upon traditional diagram like
Context Level Diagram that is very easy to draw and even non-technical person can
understand what the system is about (Ibrahim & Yen, 2011). The more important thing within
this diagram is that we can have all the external entity along with their respective data flow to
and from the AIT Student Management System. It is mainly prepared to have the general
and simple concept of the system.  

Figure 2: Context Level Diagram

   

From the figure 2; we can figure out that STUDENT, BANK, AIT ACADEMIC STAFF, AIT
ADMINISTRATIVE STAFF and AGENT are the only entity who will be flowing the data and
retrieving from the AIT STUDENT MANAGEMENT SYSTEM. All the entity beside than Bank
requires to have login into the system on the other hand Student and Agent need to register
their information in the system before login. Additionally, Student and Agent goes for
requesting Offer Letter and COE and in return they will receive their respective Offer and
COE letter. For bank, they simply achieve payment information and in return they provide
payment confirmation that goes in future as invoice to Student and as payment confirmation
itself to AIT Administrative Staff. Here AIT Academic Staff, they receive student details from
the system and offer grades and attendance to them whereas, AIT Administrative Staff grant
COE, offer letter and commission data to the system and extract reports from it. Finally, the
Agent will get their commission from the system.

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4. Data Flow Level 0 Diagram
The data flow level 0 diagram is the elaborative form of context diagram, where there will be
same entity and data flows with breakdown of the given processes into sub processes and
data stores with other additional data flows (Dennis, Wixom & Roth, 2008).  

Figure 3: Level 0 Data Flow Diagram

In the figure 3; we can observe that we are having same entity as we have drawn in the
context level diagram. However, we have broken down one process into 10 different sub
processes with 3 data stores. The processes that are formed in this level are:

i) Registration
ii) Authentication
iii) Offer Letter Process
iv) COE Process
v) Payment Process
vi) Update Applicant File
vii) Update Student File
viii) Academic Process
ix) Generate Reports and
x) Commission Process.

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And, the data stores are:
i) Applicant File
ii) Student File and
iii) Commission File.

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5. Entity Relationship Diagram (ERD):
An ERD diagram illustrates connections between entities and represents data as
attributes. This model is widely used for implementing a database successfully, more
specifically relational databases.  The ERD is an abstract model which comprises
foreign (FK) and primary keys (PK). An entity usually has a PK and in some
instances a FK.  A FK in one entity is a PK in another allowing to establish the so-
called relationships.

Two entities can display the following relationships amongst them: one to one, one to
many, and many to many.

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Figure 4: Entity - Relationship Diagram

Figure 4 contains an ER diagram.  The AIT system has multiple entities including student,
academic staff, administrative staff, agent, payment, attendance, enrolment, courses,
grades, invoices, commissions, grades, invoice, and documents.  Primary keys (PK), and
foreign keys (FK) are represented next to an attribute when required. Consequently, an ER
diagram facilitates the implementation of the database.

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6. CRUD Diagram
The full form of CRUD is Create Read Update and Delete. The CRUD diagram is the
combination of entity and process where it reveals which entity are having privileges to
create, read, update and delete the processes (Cieslak, 2011). It mainly ensures object are
controlling their data and the data file accessed by at least one process and the process are
accessing data.

Figure 5: CRUD Diagram

In the given figure 5, we are having our CRUD diagram with entity as like our context
diagram and processes that we have extracted in DFD Level 0. It further demonstrates AIT
ADMINISTRATIVE STAFF have more control and privileges in the system following by
STUDENT and AGENT then AIT ACADEMIC STAFF and finally BANK.   

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7. Web Design
AIT student management system (SMS) is a comprehensive solution that not only adds
value to the business but also solves the current issues.  Besides adding numerous
functionalities, the SMS mainly facilitates processes between AIT and students and agents.
Thus, efficiency is increased and costs are reduced.  After Global Business Systems (GBS)
had been hired to develop the system, a prototype was built employing JavaScript, Node js,
HTML, CSS and different frameworks.  Since then numerous iterations have modified the
prototype taking the client’s feedback into account.  Prototyping is inexpensive, and it allows
the client to get an accurate impression of the system to be developed.  It also provides a
thorough understanding of the SMS requirements.

7.1 Main objectives

-          Define the aesthetics of the user interface.
-          Provide an approximate experience of what the system would be
-          Allow the client to make the pertinent changes.  For instances adding or
modifying a functionality.
-          Work as a tool to get detailed and accurate feedback from the client.

7.2 Visual design

AIT’s SMS is web based application likely to have a positive impact on the current
business processes. For example, most manual processes are to be replaced . As a
consequence, AIT is to increase overall profitability. The user interface is user-friendly to
allow the users to execute tasks effortlessly. The design is responsive thus it can intelligently
adapt to multiple devices. These include mobile and nonmobile devices.

7.3 Fundamental aspects

Efficiency is the most fundamental aspect of the SMS. The ultimate objective of the system
is to increase profitability. Thus, by adopting an efficient user interface, processes and tasks
can be performed faster.  The system aims to be a tool for improving the workflow of users.
For example, in the dashboard, multiple information including latest enrolments, payments,
and commissions amongst others are displayed. Then, managers and authorised AIT’s staff
can get an overall and insightful perspective of the business through reports and metrics.
Another example illustrates agents and students lodging or requesting applications
conveniently. More specifically agents can submit and track commissions without delay or
errors. Consequently, increasing efficiency means that users involved in the system and the
organisation will obtain a substantial benefit. Users will improve their workflow, the agency
will increase profitability, and operational and staff costs will be minimised.

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7.4 User interface
7.4.1 Registration form:

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7.4.2 Login form:

7.4.3 Table example (students):

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7.4.4 Table example (applicants):

7.4.5 Form example (new applicant’s registration)

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7.4.6 User profile

7.4.7 Menu bar

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7.4.8 Invoices

7.4.9 Tracking commissions

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7.4.10 Dashboard

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8. Conclusion
This report introduced the main design concept of a future system. First, we provided
modelling diagrams to depict the main actors, use cases and processes of the system. Then
we have shown relations between main processes and outlined data elements that should
be used for proper implementation of SMS Information System. At the end of report, we
presented a prototype of web site architecture as well as design concept showing the main
visuals of the system. Also, we have given a step-by step video example of how the system
will be used by users in future.

The system interface is user-friendly and informative. Students will be able to quickly
understand how to use it which will make their interaction experience with the system much
easier. Therefore, this factor will promote more students to enrol for courses resulting in a
substantial increase of revenue for the Institute. Agents will be satisfied by the notification
system and the speed of system’s response to them enquires.  Staff will be able to store
grades and provide attendance for students securely. The payment process and its tracking
for all users would be implemented in a new system taking system usability into even higher
level. Due to computerised automation provided by the system the AIT will reduce staff cost
and secure all its business processes from duplication problems thus providing more income
in total.

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9. References/Bibliography
Cieslak, D. (2011). CRUD Matrix As a Software Design And Estimation Tool. Retrieved from:
http://blog.aplikacja.info/blog/2011/12/09/crud-matrix-as-a-software-design-and-estimation-
tool/

Dennis, A., Wixom, B. H. & Roth, R. M. (2008). Systems Analysis and Design. Milton,
Australia : John Wiley & Sons.

Ibrahim, R., & Yen, S. Y. (2011). A Formal Model for Data Flow Diagram Rules. ARPN
Journal of System and Software, 1(2), 60-69. Retrieved from http://scientific-
journals.org/archive/vol1no2/vol1no2_3.pdf

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