Srs Student4u

Student4U
Table of Contents
1.0 Introduction 2
1.1 Intended Audiences and Intended Use 2
2.0 Fact-findings 3
Fact-findings Techniques 3
Summary of Findings 5
Business Rules/ Logics 14
3.0 System Specification 17
3.1 Module/Function 17
3.1.1 Lists of Input Data 20
3.1.2 Processes Involved 23
3.1.3 Lists of Output Data 26
References 28
Appendices 29
Confidential Page 1 of 36
Student4U
1. Introduction
This document describes what the Student4U will do and how it will be expected to perform. It
also describes the functionality that the system needs to fulfill the stakeholders needs.
The followings are the section that will cover in this document:
i. Intended Audiences and Intended Use

ii. Fact-Findings Techniques
iii. Summary of Findings
iv. Business Rules/Logics
v. Modules/Functions
1.1 Intended Audiences and Intended Use
The intended audiences of this document are:

● System Developers
● UiTM Segamat Student Representative Council (MPP)
They use this document for:

● To form the basis of this entire project. It sets out the framework that all the development
teams will follow. It provides critical information to all the team members, including
development, operations, quality assurance (QA) and maintenance, ensuring the teams
are in agreement.
● To describe our client’s requests and what we will provide. To be more exact, it is the
written agreement between system developers and client with every detail of the app such
as modules and functions offered. So that any necessary modification or altering can be
done early.
● To prepare a clear set of requirements to ensure that the software meets the clients'
requests.
Student4U
2. Fact-findings
2.1 Fact-findings Techniques
The fact-finding techniques that we used are interviews, survey/questionnaire, and research.
These techniques are used to find the information and opinion for this project.
i. Interview
● Interviewee Name:
o Putri Elisa Binti Ishak
o Muhammad Firdaus Bin Mohamed
o Nur Rasyidah Binti Abu Mansor
● · Position of Interviewee:
o Putri Elisa Binti Ishak as Yang Dipertua Majlis Perwakilan Pelajar
UiTM Cawangan Johor.
o Muhammad Firdaus Bin Mohamed as Setiausaha Agung Majlis
Perwakilan Pelajar UiTM Cawangan Johor.
o Nur Rasyidah Binti Abu Mansor as Bendahari Kehormat Majlis
Perwakilan Pelajar UiTM Cawangan Johor.
● Organization/Company: All the interviewee are from Majlis Perwakilan

Pelajar UiTM Cawangan Johor.
● Date of Interview: All of them were interviewed on the same day which is
22th April 2022
● Method of Conducting the Interview: Face to face at Bilik Gerakan MPP
Student4U
ii. Survey/Questionnaire
● Respondent Group: 17 Students at UiTM Cawangan Johor Kampus
Segamat
● Method of delivering the Survey/Questionnaire: Google form
● Duration: 24th of April 2022 until 30th of April 2022
● Link: https://forms.gle/znkAGEw6Fz8KQV9s7
Student4U
2.2 Summary of Findings
This is the summary of the findings for our project which uses the interview and
survey/questionnaire method to gain the facts, information and opinion for our idea.
i. Interview
The followings are the information, facts and opinion gathered from the interview
session with Miss Putri Elisa Binti Ishak, Mr. Muhammad Firdaus Bin Mohamed, and
Miss Nur Rasyidah Binti Abu Mansor, the high council of Majlis Perwakilan Pelajar
UiTM Cawangan Johor.
No. Question Answer
1 How did the students reach MPP to As for now, the MPP’s main focus is
make a complaint or any report? on our official Instagram. So, we gain
lots of information and complaints
from students that are academically
related through social media and
sometimes we get complaints through
meeting face to face.
2 Does MPP record the details of students Usually, the MPP will only ask for the
that are making the complaints? full name and contact number, but
there’s no record saved for now.
3 Is a student's privacy safe when the Yes, it is safe. The official social
complaint is made by them? media is handled by a department
which consists of three people of
Student4U
MPP, and the privacy will be kept as

secret from the public.
4 How did MPP manage and respond to all Since now we accept all the
of the student’s complaints? complaints from MPP official
Instagram and Telegram, and we will
solve them according to the priority.
5 How did MPP manage and respond to We responded through email and the
the paperwork submission from the club checking process within two or three
committee when it comes with days. If there is major adjustment, the
paperwork approval? paperwork will be returned and they
must return it back to the MPP. As for
the approval, the paperwork must be
sent through the HEP and returned
back to the MPP.
6 Did MPP have any SOP or any file No. As for now there are only folders
system to record and manage all the in the laptop or PC but for every
paperwork submissions? semester it will be distributed.
7 Did MPP save and record all the Yes, but just a little bit scattered.
paperwork that has been submitted?
8 On a scale of 1 to 10, how would you 5

rate your current workflow in managing
student’s complaints and paperwork
submission?
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9 Do you face any paperwork submission Yes, because usually the email goes to
problems such as missing paperwork? (if spam and junk.
“yes”, does it often occur?)
10 Do you see any opportunity for a better It is a good system and has never
workflow if Student4U is developed? been developed on any other campus.
If the system is developed, you guys
will be credited for the system, but we
are worried about the scalability,
troubleshooting and the maintenance
process.
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ii. Survey/Questionnaire
The following are the results of a survey analysis that we collect from the Google form
that we created. Our google form contain three section which is
● The main section
● Complaint section
● Paperwork submission section
The main section
1. As the first question, we did ask the respondent full name.
2. Secondly, we asked about the course of the students and most of them were in the CS110
course.
3. As the third question, we ask about the current semester of the students and 87.5% of them
are in semester 4.
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Complaint Section
1. In this section, our first question is about, “Do you think that MPP is easy to reach?” For
the question, most of the respondents answered “Yes”, while some of our respondents
answered the opposite.
2. We do ask the reason for the previous question for those who answer “No”. Some of the
answers were positive while some of them were not positive. We got different answers
and opinion such as:
a. “Sometimes they are too busy”
b. “It needs a lot of commitment”
c. “It asks to do a lot of tasks”
d. “Must put more effort”
e. “Because they have an Instagram account that actively provides information
to students.”
f. “Because I never contact them”
g. “Because I don’t know how to reach them”
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3. Third question on the Complaint section is “Is there a proper platform for students to
complain about personal or academic related matters?” and the common answer is “Yes”
containing 62.5% votes.
4. On the next question, we asked our respondent to rate from scale 1 as the worst to 5 as
very good, about what they thought about the current student’s complaint system such as
eAduan. The best rate scale we got is 3 as natural which is 56.3%.
5. The next question also required the respondent to rate from scale 1 (strongly disagree) to
5 (strongly agree) about them though on the current system. “Is the current system fully
utilized?”. The most rated scale level is also 3(natural) with 50% votes..
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6. Next, we ask for their suggestions for improvement of the current system. This is the
example of answers that we received.
a. “For eAduan, the system does not need to ask for the toilet's number. We as
students want to make a complaint about toilets and it's really frustrating when
they ask for the number of the toilet while there is no number on the toilet's
door. For the students' room, it's really hard to make a complaint. There are so
many questions and empty fill to be filled in. Why don’t they just ask a simple
question for us to make a complaint such as the name of the block, number of
rooms, what to maintain and more.”
b. “Fast respond”
c. “Take action”
d. “Maybe should put it in easily accessible platform”
e. “Showing the progress of the complaint’s response”
f. “I think they need to make a complaint box at the lobby so easier to drop by”
g. “Make it until the MPP can received the complaints through notification”
h. “Make a report system”
7. The last question for this section is whether the respondent participates in any
club/association or not. If they answered “Yes” they will continue to the next section, but
if not, this will be the last question for them. We are thankful to those who are willing to
answer our survey.
Student4U
Paperwork submission section
1. Our first question on this section is how the respondent made a paperwork submission to
the MPP. The common answer (66.7%) for this question is to submit by hand directly to
the MPP.
2. Secondly, we ask the respondent to rate from scale 1 (totally difficult) to 5 (totally easy)
for the difficulty of the paperwork submission. Rate the most is 3 (natural) with 66.7%
votes.
3. Once again, we need the respondent to rate the difficulty to reach the MPP for paperwork
submission and it shares the same highest rate as the previous question.
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4. As the last question, we ask them whether they agree if a proper system or platform is
developed for paperwork submission or not. All of them agree with it.
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2.3 Business Rules/ Logics
● User Registration Module

1. Only registered MPP members can register a new account for the other MPP
members.
2. Students can access and register their details into the system.
● Login Module
1. The system is accessible by all registered MPP members and students.
2. The details inserted by the user will be validated through the system.
3. The verified user will be directed to the main dashboard of the system.
● Create a complaint
1. The students are able to file complaints through the system and submit them for
the next process.
2. The students are allowed to choose whether to file their complaints publicly or
anonymously.
3. The system can also be uploaded by an image as the evidence from the students.
● View all student’s complaints

1. The MPP members have the access to view all students’ complaints that have
been submitted.
2. The details for the student that chose to submit the complaint anonymously will
not be shown.
Student4U
● View self-proposed complaints

1. The students have the access to view the list of complaints that have been
proposed by them.
2. The complaints list will have the status about whether the complaints have been
responded to by the MPP or not.
● Response to the student’s complaints

1. The MPP members will have the access to respond to the complaints that have
been submitted by the students.
2. The returned complaints’ status will be changed from “In Progress” to
“Completed”.
● Delete a complaint
1. The students will have the access to delete their submitted complaints that have
not been approved or responded by the MPP
2. The complaint will be deleted from the system’s database
● Submit a paperwork
1. The club committee members will have the access to submit their paperwork
through the system.
2. The system will get the club’s name and the club member’s details.
3. The status will be changed to “In Progress”.
● Response to the student’s paperwork submission

1. The MPP members will have the access to respond to the paperwork submitted by
the club committee members.
2. The MPP members can file a comment about the paperwork and tag them along
Student4U
with the paperwork that will be returned to the club committee members.
3. The status will be changed to “Approve” after the paperwork has been returned if
the paperwork has no further amendment, but it will be changed to “Rejected” if
there is still a mistake in the paperwork.
● View self-proposed paperwork submission

1. The club committee members will have the access to view the previous submitted
paperwork including the comments that have been filed together with the
paperwork.
● Delete paperwork submission

1. The club committee members will have the access to delete the submitted
paperwork that have not been reviewed or approved by the MPP
● Register club name

1. The MPP members will have the access to register any clubs that have been
registered under UiTM.
2. The club’s details will be needed in the process of submitting paperwork.
● Delete club from the list

1. The MPP members will have the access to delete any club from the list
● View club list

1. The MPP members will have the access to view the list of all registered club.
2. They can add, delete and edit any club.
Student4U
3. System Specification
3.1 Module/Function
● Register user
This module is used to create information details about the students in UiTM Segamat
during account creation. This module is also used to create a new user account for the MPP
members. So basically, there will be two types of users of this system which are MPP members
and UiTM Segamat students. The roles of the MPP members are to register a new account for
MPP members, receive student complaints, respond to the complaints, receive paperwork
submission, respond to the paperwork submission, and register a club name into the system for
the paperwork submission process while the roles of the UiTM Segamat student create a
complain, view the complaints that made by it own, upload a paperwork submission, and view
the paperwork that being submitted with it status.
● Login the user
The purpose of this module is to do a validation of the user’s credentials and log the user
into the system by the email, password, and role of the user. Once the user is verified, the user
will be redirected to the main dashboard of the system.·
This module allows the student to file a complaint in the system and submit it to the
system. The student can write any complaint and be able to choose the “anonymous” mode to
hide their identity from the MPP. Instead of writing a complaint, the student is also able to
upload an image as evidence of the complaint.
Student4U
● View all student’s complaints
This module allows MPP to view all the student complaints that have been submitted by
the student. If the student chose the “anonymous” mode, the details of the user will be returned
as unknown.
This module will be used by the student. The student is able to view and check its own
complaints that are being submitted previously with their status and response from the MPP if
the complaints are successfully responded to.
This module is used by the MPP to respond to student complaints. MPP can write a
response and return the complaint or just simply return the complaint. When the complaint is
returned, the status of the complaint will change from “In Progress” to “Completed”.
This module allows students to delete any complaints that have not been approved or
responded to by the MPP yet. When the complaint is deleted, it will be deleted from the system
database.
This module allows the student to submit the paperwork regarding the club activities to
the MPP through the system. To submit the paperwork, the student needs to select his own club’s
name, and positions and upload the paperwork file. When the submission is successfully
submitted, the status of the submission will show as “In Progress”.
Student4U
The purpose of this module is for the MPP to respond to the student’s paperwork
submission. MPP is able to write a comment and upload a commented file to the form to return
the submission to the student if there is an amendment that needs to be done. If there is no
amendment, MPP can just simply approve the submission and the status of the submission will
change to the “Approved”. If there is an amendment, the status will change to “Rejected”.
This module allows the student to check and view all the paperwork submissions that
were submitted previously including the comments and its status.
● Delete a paperwork submission
This module allows the student to delete their paperwork submissions that have not been
reviewed or approved by the MPP.
This module is needed by MPP to register any club name that is already registered under
the UiTM. This data is needed for the student to choose their own club’s name to submit the
paperwork.
● Delete club from the list
This module allows MPP to delete the club name from the club list in the system.
● View club list
This module allows MPP to view all the registered clubs in the system and manage the
lists such as add, delete and edit the name of the club.
Student4U
3.1.1 Lists of Input Data
● Register user
a. MPP registration
1. Full name of the MPP member.
2. Student ID of the MPP member.
3. Email of the MPP member.
4. Password of the MPP member.
5. Phone number of the MPP member.
b. UiTM Segamat students
1. Full name of the student.
2. Student ID of the student.
3. Email of the student.
4. Password of the student.
5. Phone number of the student.
● Login user
1. Student ID of the user.
2. Password of the user.
Student4U
1. Title of the complaint.
2. Description of the complaint.
3. Image of attached file.
4. Student ID.
● View all student’s complaint
1. Complaint’s data
2. Complaint ID.
1. Student ID.
1. Response comment.
2. Complaint ID
1. Complaint ID
2. Student ID
1. Attached file that contains the paperwork.
2. Club’s name.
3. Student’s position in the club.
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4. Paperwork submission title.
1. Comment description.
2. Reviewed attached file.
3. Data of the selected paperwork.
4. Paperwork submission ID.
1. Student ID of the student.

2. Student ID
1. Club’s name.
● Delete club name

1. Club ID
● View club list
1. ID of all clubs.
Student4U
3.1.2 Processes Involved
● Register user
For the MPP, it will run the authorization validation to ensure only MPP members that
logged in can register the new user account for other MPP member. For student, it will directly
display the form to the user. After that, it will validate and sanitize all the inputs that are being
entered by the user to ensure all the information are filled.
● Login the user
In this module, after the student ID and password are entered by the user, it will identify
the user’s credentials and its roles is existed and have a match in the database. If it verified, it
would redirect the user to the main dashboard.
This module will verify if the student is logged in or not. If the student is logged in, it
will display the complaint form, and if it is not, it would redirect the student to the login page.
Furthermore, it will validate and sanitize all the inputs and file entered by the student before
submitting the data to ensure all the required field is filled with the correct format. The system
will identify if the “anonymous” mode is chosen by the student and by default the system will
treat it as disabled. Once the complaint is submitted, it will put the submission’s status into “In
Progress”.
● View all the student’s complaints
This module will authorize the user if the user is logged in and the roles of the logged-in
user to ensure the user has the MPP role. It will receive all the student complaint data from the
database into the system. The system will identify the status of the “anonymous” mode and if it
enabled, the system will hide the detail of the student from the MPP.
Student4U
The module authorized the user if it logged in and verified the user if it has the student
role. Once it is verified, the system will check for the logged user’s student ID. It will identify all
the complaints in the database owned by the student using student ID and display it to the user.
● Response to the student’s complaint
In this module, it will authorize the user if the user is logged in and the roles of the
logged-in user to ensure the user has the MPP role. Once verified, it will identify and retrieved
selected complaints. Next, the system will validate and sanitize to ensure that all the required
field is filled. Once the response is successfully submitted, the complaint status will change to
“Completed”.
The module will authorize and receive specific complaint ID and student ID to ensure the
selected complaint ID belongs to the particular student ID. After it has verified the ID, the
system will check the status of the complaint and make sure only the “In Progress” complaint
can be deleted. Once deleted, the complaint data will be deleted from the system based on the
complaint ID.
role. Once it is verified, the system will check for the logged user’s student ID. Next, the system
will receive all the cub lists from the database and list it in the paperwork submission form. Next,
the system will validate and sanitize to ensure that all the required field is filled. Once the
submission is successfully submitted, the submission status will automatically turn into “In
Progress”.
Student4U
In this module, it will authorize the user if the user is logged in and the roles of the
logged-in user to ensure the user has the MPP role. Once verified, it will identify and retrieve the
selected submission. Next, the system will validate and sanitize to ensure that all the required
field is filled. Then, the system will identify if the submission is rejected or approved. If rejected,
the submission status will change to “rejected” and returned the reviewed file to the student. If
approved, the system will update its status into “Approved” automatically.
● View self-proposed paperwork
role. Once it is verified, the system will check for the logged user’s student ID. Then, the system
will identify and retrieve the submission that matches with the logged user’s student ID and
display it to the student.
The module will authorize and receive specific submission ID and student ID to ensure
the selected submission ID belongs to the particular student ID. After it has verified the ID, the
system will check the status of the submission and make sure only the “In Progress” submission
can be deleted. Once deleted, it will delete the submission data based on the submission ID from
the system.
In this module, the system will authorize the user if the user is logged in and the roles of
the logged-in user to ensure the user has the MPP role. Once verified, it will display the club
registration form. Next, the system will validate and sanitize to ensure that all the required fields
are filled. The system will check whether the name of the club has existed or not in the database.
If it exists, it will return an error to the user. Once the registration is successful, the club data will
be saved into the system’s database.
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the logged-in user to ensure the user has the MPP role. Once verified, the MPP can delete any of
the club names from the list. Once deleted, the data will be deleted from the system.
● View club list
the logged-in user to ensure the user has the MPP role. Once verified, it will retrieve all the club
list from the database and display it to the user.
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3.1.3 Lists of Output Data
● Register user
a. MPP registration
1. MPP member’s details.
b. UiTM Segamat students
1. Student’s details.
● Login user
1. Details of the logged in user.
1. The details of the complaint.
2. The status of the complaint.
3. The mode of the complaint.
● View all student’s complaint
1. The list of the student’s complaints.
2. The status of all the student’s complaints in the list.
1. The list of the self-proposed complaint that submitted previously.
2. The status of all the self-proposed complaints in the lists.
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1. The comment description of the selected complaint.
2. The status of the selected complaint.
1. The data of the deleted complaint.
1. The details of the submitted paperwork.
2. The file is attached to the submitted paperwork.
1. The comment on the selected submission.
2. The file is attached to the selected submission.
3. The status of the selected submission.
1. The list of self-proposed paperwork submissions.
2. The list of files attached in the list of self-proposed paperwork submission.
3. The list of status of self-proposed paperwork submission.
1. The data of the deleted submission.
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1. The details of the club.
1. The data of the deleted club.
● View club list
1. The list of the clubs that registered in the system.
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References
Book:
● Scott Tilley, Harry J. Rosenblatt (2017). Systems Analysis and Design, Eleventh Edition.
United States of America: Cengage Learning.
Human:
● Putri Elisa binti Ishak, Yang Dipertua Majlis Perwakilan Pelajar UiTM Cawangan Johor.
Date interview: 22th of April 2022
● Muhammad Firdaus bin Mohamed, Setiausaha Agung Majlis Perwakilan Pelajar UiTM
Cawangan Johor.
● Nur Rasyidah binti Abu Mansor, Bendahari Kehormat Majlis Perwakilan Pelajar UiTM
Cawangan Johor.
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Appendices
figure 4.1 : Interview session with MPP organization
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figure 4.2 : Photo session with MPP organization
Student4U
PROJECT TITLE : Student4U
NAME MATRIC NO
TEAM MEMBERS: 1. NOOR RAIHAN BIN ABD RAHIM 2020821002
2. MUHAMMAD IMTIAZ BIN AZIZ 2020418738
3. FAATHIMATUL KAUTHAR BT 2020461046
MUMAMMAD NOR ALI
4. AMIRAH AFIQAH BINTI MOHAMAD HIDIR 2020894396
GROUP: JCS1104E
Range of Score:
5 4 3 2 1
Excellent Exceeds Meets Expectations Needs Below
Expectations Improvement Expectations
Student has excelled in Student performed Student performed the
Student attempted
performing the competency, the competency competency at an Unacceptable.
but did not achieve
works independently. very well, was acceptable Performance was
competency in all
Student has above average in level. Assistance or below expectations.
areas.
completed the work and effectiveness guidance from Needs significant
Needs
exceeded activity and/or preceptor was improvement.
improvement.
requirements. consistency. occasionally necessary.
Introduction
Criteria(s) Score Weight (W) Total Score

(Score x W)
Students able to identify the intended audience and
1
intended use
OVERALL TOTAL SCORE /5
Student4U
Fact-Finding

(Score x W)
The fact-finding techniques/methods used explained 1

and summarized
The information gathers from fact-findings complete 2

and accurate
Students can summarize the fact-finding clearly 2
The business rules/logics are stated clearly

2
System Specification

(Score x W)
The module/function well defined and explained 2
Students can list all the input data related 2
Students can identify all processes involved 2
Students can list all the output data related

2
Report Format

(Score x W)
Word processed or typed, clean and neatly bound in a 1

report cover, illustrations provided.
Students follow the format given for report writing. 1
Student4U

(Score x W)
OVERALL REPORT MARKS:
INTRODUCTION /5
FACT-FINDING /35
SYSTEM SPECIFICATION /40
REPORT FORMAT /10
TOTAL /90

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Student4U

i. Intended Audiences and Intended Use

1.1 Intended Audiences and Intended Use

The intended audiences of this document are:

They use this document for:

● Organization/Company: All the interviewee are from Majlis Perwakilan

2.2 Summary of Findings

No. Question Answer

MPP, and the privacy will be kept as

8 On a scale of 1 to 10, how would you 5

The main section

1. As the first question, we did ask the respondent full name.

Paperwork submission section

2.3 Business Rules/ Logics

● User Registration Module

● View all student’s complaints

● View self-proposed complaints

● Response to the student’s complaints

● Response to the student’s paperwork submission

● View self-proposed paperwork submission

● Delete paperwork submission

● Register club name

● Delete club from the list

● View club list

● Login the user

● View all student’s complaints

● View self-proposed complaints

● Response to the student’s complaints

● Response to the student’s paperwork submission

● View self-proposed paperwork submission

● Delete a paperwork submission

● Register club name

● Delete club from the list

● View club list

3.1.1 Lists of Input Data

1. Full name of the MPP member.

2. Student ID of the MPP member.

3. Email of the MPP member.

4. Password of the MPP member.

5. Phone number of the MPP member.

b. UiTM Segamat students

1. Full name of the student.

2. Student ID of the student.

3. Email of the student.

4. Password of the student.

5. Phone number of the student.

1. Student ID of the user.

2. Password of the user.

1. Title of the complaint.

2. Description of the complaint.

3. Image of attached file.

● View all student’s complaint

● View self-proposed complaints

● Response to the student’s complaints

1. Attached file that contains the paperwork.

3. Student’s position in the club.

4. Paperwork submission title.

● Response to the student’s paperwork submission

2. Reviewed attached file.

3. Data of the selected paperwork.

4. Paperwork submission ID.

● View self-proposed paperwork submission

1. Student ID of the student.