DAR AL HEKMA COLLEGE

M I S D E PA RT M E N T
2012-2013

STUDENT PERFORMANCE FOLLOW UP SYSTEM

PROJECT REPORT
SUBMITTED TO THE MIS department in Dar Al Hekma College , Jeddah , Saudi
Arabia
IN FULFILLMENT OF THE REQUIREMENTS
FOR THE AWARD OF THE DEGREE OF
BACHELOR of Science
IN
Management information system
 PREPARED BY:
BAILASAN SHAWLI

SUPERVISED BY:
MS. BASMA AL ZEIN

2012-2013
 CHAPTER 1

1. Planning Phase
Outline:

1.1 Client Profile

1.1.1 Client Background

1.1.2 Organizational Chart

1.1.3 Client Business Statement

1.1.3.1 Client Vision Statement

1.1.3.2 Client Mission Statement

1.2 project Information

1.2.1 Project Description

1.2.2 Project Goals

1.2.3 Project Description

1.2.4 Project Deliverables

1.3 Project Scope

1.3.1 In-scope

1.3.2 Out-scope

1.3.4 Stakeholders

1.4 project Methodology

1.5 Work Breakdown Structure

1.6 Project Scheduling

1.7 Project Estimated Effort/Duration

Conclusion

Introduction:
 The first phase of the system development life cycle is the Planning Phase. This phase
consist of all the planning required to conduct this project. It helps the system developer manage
time, cost , and quality of the project.

The beginning of this chapter talks about the client and a gives a brief description about
the client profile which consist of information about the background of the client, organizational
structure, mission and vision statements. More over the chapter describes the project
methodology, work breakdown structure, project scope, goals, deliverables, and the calculated
estimated time and effort.

1.1 CLIENT PROFILE

1.1.1 Company Background Information:

Our school is a community, children, parents and teachers going forward hand in hand.
We believe that only in this way can we truly be successful in ensuring the well being of
everyone involved with the school.

This website is designed to give you an overview of the education we offer and answer most of
your questions. We look forward to having your children with us, meeting you and being with
you at the many school and social functions we will have during the course of the year.

Logo:
 Figure 1.1: Logo

1.1.3 Client Business Statements

1.1.3.1 Mission:

 Mission
1. Delivering a well-balanced American, French Baccalaureate and
international curriculum up to grade 12.
2. Maintaining fully accredited status with The Middle States
Association of Colleges and Schools and licensed status with the
KSA Ministry of Education.
1.1.3.3 Sector: school education

1.2 Project Information

Student performance followup system is an information system that manages student

performance, being developed for JIS.

1.2.1 Project Description

Project description describes the objectives of the system, which is developing an

information system for a chosen company to solve current problems that they are facing and
enhance their business process. The company chosen is JIS company and the system is a Student
performance followup system.

The system will automate the process of monitoring student performance by their parents,
it will improve efficiency of the business process to help the company expand.

1.2.2 Project goals

Goals of a project are the intended tangible or intangible results. There are many project
goals, first is to develop a system to assist JIS Company monitoring student performance by
parents. Secondly the system developer aims to eliminate all paper based transaction regarding
student performance monitoring to ensure full productivity.
As well as assisting senior students to apply the four year knowledge gained throughout
the college major year, and to fulfill the graduation requirements for Management Information
System major at Dar Al-Hekma College.
Lastly, the system developer plans to execute a full documentation for all the system
development life cycle, and a user manual to guide system users when using the system.

Figure 1.1: Work Breakdown Structure

 1.2.4 Project deliverables

Project deliverables are the overall measurable outcomes of the project phases.

Deliverables from Student system developer to JIS

· Project prot type System responsible for monitoring Student performance .

· documentation of each phase of the system development life cycle.
· System user manual to assist and guide system users.

1.3 Project Scope

1.3.1 In Scope
All the project deliverables that will be accomplished is included in the project In-Scope.
In-Scope of this project includes a proto-type system, a detailed documentation of every phase of
the system development life cycle, and finally a user manual will be developed to help assist
potential system users.

1.3.2 out of scope

All the project desired goals that won’t be accomplished in the time frame of this project
is included in the project Out-Scope. It includes a mobile application that provides check forms,
and integration with the accounting information system used at the company.

1.3.3 Stakeholders

Stakeholders include all those who are effected or have an effect on the system and those
who hold interest in it. Two types of stakeholders have been identified:
Primary Stakeholder. They have a distinguished stake in the success of the project.

· Dar Al-Hekma College who is the sponsor of this project, it facilitates tools for example
certain softwares needed to develop the system.
· Project Supervisor Ms Basma al Zein who supervises the system development process
and
· Student Bailasan Shawli who is the system developer
· JIS who give all the requirements

Secondary Stakeholders. They contribute to the definition of the project and are interested in the
outcomes of the project.
· JIS Admin
· JIS staff
· JIS teachers

Figure 1.3: Gantt Chart

1.4 Project methodology

This project follows the System Development Lifecycle Methodology. It consists

of five phases; planning, investigation, analysis, design, and maintenance. Each phase

consists of several activities as the following:

· Planning: in this phase the system to be developed has been defined which is a student

performance followup system. The project scope is to be identified.

· Investigation: Where it is set to know more about the business processes of the

department that will use the system, identify client requirements, and identify current

problems of the client. Through interviewing and distributing questionnaires to system

managers and system users, and through observation of the work flow and business

procedure. It is also required in this phase to research the local and international market

for current similar systems

· Analysis: Where all analysis takes place, after identifying problems and requirements in

investigation phase they are further analyzed in analyzing phase. As well as decision

analysis is done.

· Design: system models will be designed and test conditions will be set.
 · Implementing: The system is tested and installed in the implementation phase.

Maintenance: the system will be kept up to date with the changes in the JIS to ensure that it

meets their goals.

System Development Life Cycle

Work Break down Structure

1.5 Work Breakdown Str

1.5 Work Breakdown Structure

Figure 1.5: Work Break down Structure

Project estimated effort/duration

Phase/Activity Hours Days Estimated effort

Description
Planning 3 hours 2 weeks 42 hours
Investigation 2 hours 2 weeks 20 hours
(5 days)
Analysis 4 hours 1 week 28 hours
Design 3 hours 3 weeks 63 hours
Implementation 4 hours 3 weeks 84 hours
Maintenance
Total 237 hours

Table 1.1: Time/effort estimation.

 CHAPTER 2

2. INVESTIGATION
 Introduction

This chapter discusses the Investigation phase which consists of fact finding
techniques that range from interviews, questionnaires, and observation. Interview was
chosen as a fact finding technique for the purpose of this project to find out the
requirements of the project.
2.1 Interview

Interviewing is a structured meeting between the system analyst and an interviewee, who is
most likely to be a member of staff of the organization under study who is a potential user of the
system.
The objective of the interviews is to understand the business processes of the student
performance monitoring, identify problems faced, and determine the requirements as well as
business rules. Two interviews were conducted one with a senior manager who is a co-
founder of the JIS who holds the school manager position as well, he gave an overview of the JIS
functions, and how activities are carried out. The interviewee stated that they don’t have a
system for monitoring student performance. In his point of view, although data for monitoring
students’ performance are available in a paper-based format, it is difficult to get accessed. The
second interview was conducted with a teacher who explained in details the business processes
and the problems faced in each sub-process. Structured form of interview was used that allows
the interviewee to answer in his own words.

System analyst who needs to collect requirements needs to follow the following steps.
First of all is the preparation phase where the identification letter of the college is sent to the
intended JIS, second step is that the project proposal should be submitted to the project
supervisor at college. Third step is to determine which people to interview in the organization
under study, and take appointments with them. There are two levels of users for any system in
any organization. They are executive and managerial users. Hence, we chose two kinds of people
to interview at the JIS School. They were school Manager as an executive decision maker and
teacher as managerial user.
 The fourth step is to determine the objectives of interviewing each targeted user. Hence, in
this step we chose the main objectives of interviewing each level of system targeted users at the
JIS school. The objectives of each level are summarized in table 2.1.
The fifth step was to select the questions for each level of interviewee according to the
selected objectives in the previous step.

The sixth step was to make appointments with the interviewees who are the targeted users
of the proposed system. Table 2.2 summarize appointments schedule.
The seventh step was to conduct interviews. Questions to be asked to each level of users of
the system in any organization have been determined. The objective of an interview is to get
business users to talk about what they do and why they do it. This was done by asking all levels
of interviewees about their job responsibilities and their performance metrics which could be
successfully translated later into a business process model for the system. Because these types of
questions let interviewees tell about key business processes without asking directly about
business processes.

Furthermore, Managerial interviewees were asked about the normal operations they
currently perform which provided us with sufficient information about requirements. Moreover,
business executives have been asked about their vision for a better information system. This type
of questions has been asked to make sure that the system deliverables match the business
demands and expectations. As each interview was coming to a conclusion each interviewee has
been asked about his success criteria for the system such as easy to use and fast. This meant
something different to each level of interviewees.
 The student used note taking technique to record the answers and comments through the
interview. At the end of each interview the interviewee has been thanked for his insights. After
the interviews each interview notes was reviewed quickly and any gaps were filled.

Interviewee level Interview objectives

school Manager • To determine the most important business processes and facts
for the subject area under study (student performance).
• To determine the vision for better system to monitor student
performance.

teacher - to determine the type of reports

regarding students.

Table 2.2: Objectives of each Interview Level

Sample question for each level of users interviewed can be found in Appendix
A.

interviewee Appointment date and time

School Manager 18/10/2012

Duration : An hour and thirty minutes.

teacher 15/10/2012
Duration: 2 hours.

Table 2.2: Interview Timetable

 Conclusion

This chapter presented the fact finding technique that has been followed in this project. It
involves seven steps. In addition, the outcome of each phase was discussed.