acceptance test - welcome to siena college

Acceptance Test Requested by: Brother Michael Harlan, OFM Director Siena College

Franciscan Center for Service and Advocacy

Father Dennis Tamburello, OFM Academic Coordinator Siena College

Franciscan Center for Service and Advocacy

Digital Volunteer

Sharpe Software, Inc.

Prepared by: Eric Brandt, Team Leader Keith Kruczynski, Testing Leader Tara Marten, Chief Programmer Tom McGrath, Webmaster

April 28, 2003

Digital Volunteer Acceptance Test

Table of Contents Acceptance Test: Section 1: Product Overview and Summary …………………………….………………1 Section 2: Development, Operating and Maintenance Environments …………..………1 Section 3: Functional Requirements Review and Document.………..………………….1 Section 4: Acceptance Criteria Review and Document...………………………...……...7 Section 5: Website Testing Documents.…………………………………………..……11 Section 6: Prototype………………………………………………………………….....29 Section 7: User Manual…………………………………………………………………54 Section 8: Source Listing……………………………………………………………….57 Section 9: Glossary of Terms…………………………………………………………...61

Sharpe Software, Inc. Acceptance Test Page

1:1 Product Overview and Summary

The Siena College Franciscan Center for Service and Advocacy deals with over 50 service agencies and several hundred volunteers. Most of the information pertaining to volunteer activities produces an extensive amount of paper. As a result, tracking and summarizing volunteer data for services agencies, student volunteers, and interns is becoming increasingly difficult to manage in paper form.

As an on-line database system, the Digital Volunteer Software will allow the Siena College Franciscan Center for Service and Advocacy to more effectively track volunteer services for students and interns. This software system will allow service agencies to register to participate in volunteer fairs and to register to be included in the Directory of Service Agencies. The software system will allow interns and volunteers to sign-up for volunteer activities. Also, service agencies, volunteers and interns will be able to complete evaluation forms and submit their comments on-line. The information will be stored to a database and can be accessed at any time. As a result, the system will facilitate the tracking of volunteers and interns by Brother Michael Harlan and Father Dennis Tamburello and will result in better overall communications between the Franciscan Center for Service and Advocacy, volunteers, interns and service agencies.

1.2: Development, Operating and Maintenance Environments

The system was developed on the Siena College Software Engineering workstations. Oracle was used as the database management system and FrontPage and Dreamweaver will be used to develop and maintain the website. The users of the Digital Volunteer include the Franciscan Center for Service and Advocacy, volunteers, interns and service agencies. Operation of this system by each user is accessible with any computer system with Internet capabilities. Each user is able to access the web site and perform any necessary changes or additions to the system.

1.3: Functional Requirements Review

In the Software Requirements Specification of Digital Volunteer, we stated that the Digital Volunteer Software System will serve four users. The users include the service agencies, volunteers, interns, and the administrators from the Franciscan Center for Service and Advocacy. The following is a listing of functional requirements that the system will perform for each user: (1) Service Agency:


On-line form for Service Agencies to request to be added to the Directory of Agencies.

•

•

•

• •

• •

•

•

•

• •

• •

•

•

•

•

On-line form for Service Agencies to supply updated contact information, such as address change, telephone number change, etc. for the Directory of Agencies. On-line form for Service Agencies to report information on the volunteer services performed by volunteers and to evaluate the Franciscan Center for Service and Advocacy. On-line form for Service Agencies to evaluate interns. On-line forms for agencies/organizations to register or submit+ a special request for the Franciscan Center for Service & Advocacy throughout the year and during the Fall/Spring volunteer fairs. Confirmation to the user after each on-line submission of information. An email notification to the service agency if the registered user forgets their password.

(2) Volunteers:

On-line form to allow students/alumni/community members to register with the Franciscan Center for Service & Advocacy. On-line form to allow students/alumni/community members to update their personal information. On-line form for interns to search the database by service agency, keyword or dates of service. On-line form for volunteers to select and sign-up for volunteer activities. Confirmation to the user after each on-line submission of information.

(3) Interns:

On-line form to allow interns to update their personal information. On-line evaluation form for interns to complete and report on their internship experience. On-line form for interns to search the database by service agency, keyword or dates of service. Confirmation to the user after each on-line submission of information.

(4) Administrator/Coordinator:

On-line form to be completed by Brother Michael Harlan after a visit from a potential volunteer. This form will include the date of the visit, the referrals and recommendations made by Brother Michael to the volunteer and follow-up information. Fall semester, spring semester and annual reports to summarize volunteers and the number of hours they worked, along with the agencies and organizations registered.


A security system which will password protect the database from general access. Passwords will be assigned to users for access to their personal information and/or grade. Administrators will have complete access.

•

•

•

•

Email notification to Father Dennis after an intern evaluation has been completed and submitted to the system. Email notification to Service Agencies to refer them to the Digital Volunteer Website to complete the Volunteer Fair Form. Email notification to Father Dennis of a student’s interest in the internship program.

All information submitted via the Digital Volunteer on-line forms will be stored to an Oracle database. This database is referred to as the Digital Volunteer Database. On page 4 of this document is the Functional Requirements Testing Page that outlines what requirements were met.


Functional Requirements Document

I. Service Agency

Question Yes No

Is there an on-line form for Service Agencies to request to be added to the Directory of Agencies? Is there an on-line form for Service Agencies to supply updated contact information, such as address change, telephone number change, etc. for the Directory of Agencies? Is there an on-line form for Service Agencies to report information on the volunteer services performed by volunteers and to evaluate the Franciscan Center for Service and Advocacy? Is there an on-line form for Service Agencies to evaluate interns?

Are there on-line forms for agencies/organizations to register with the Franciscan Center for Service & Advocacy throughout the year and during the Fall/Spring volunteer fairs?

Is there a confirmation to the user after each on-line submission of information? Is there an email notification to the service agency if the registered user forgets their password?


II. Volunteer

Question Yes No

Is there an online form to allow students/alumni/ community members to register with the Franciscan Center for Service and Advocacy?

Is there an on-line form to allow students/alumni/ community members to update their personal information?

Is there an on-line form for interns to search the database by service agency, keyword or dates of service? Is there an on-line form for volunteers to select and sign-up for volunteer activities?

Is there a confirmation to the user after each on-line submission of information? III. Intern

Is there an on-line form to allow interns to update their personal information?

Is there an on-line evaluation form for interns to complete and report on their internship experience?

Is there an on-line form for interns to search the database by service agency, keyword or dates of service?

Is there confirmation to the user after each on-line submission of information?


IV. Administrators

Question Yes No

Is there an on-line form to be completed by Brother Michael Harlan after a visit from a potential volunteer? Does this form include the date of the visit, the referrals and recommendations made by Brother Michael to the volunteer and follow-up information? Are there fall semester, spring semester and annual reports to summarize volunteers and the number of hours they worked, along with the agencies and organizations registered? Is there a security system which will password protect the database from general access. Are passwords assigned to users for access to their personal information and/or grade? Do administrators have complete access? Is there an email notification to Father Dennis after an intern evaluation has been completed and submitted to the system? Is there an email notification to Service Agencies to refer them to the Digital Volunteer Website to complete the Volunteer Fair Form? Is there an email notification to Father Dennis of a student’s interest in the internship program?


1.4: Acceptance Criteria Review

In the Software Requirements Specification of Digital Volunteer, we stated that the Digital Volunteer software system will, at minimum, allow each user to complete the following tasks on-line:

1) Service Agencies to:

• Request to be listed in the Franciscan Center for Service and Advocacy’s Directory of Service Agencies;

• Update their agency’s contact information that is listed in the Directory of Service Agencies;

• Complete an evaluation of student volunteers and the Franciscan Center for Service and Advocacy;

• Complete an evaluation of an intern; • Request their forgotten password; • Register to participate in volunteer fairs, and; • Verify who actually volunteered at their agency.

2) Volunteers to:

• Search the database for volunteer activities by agency, keyword or dates of service;

• Request their forgotten password; • Signup for volunteer activities; • Request information on the Franciscan Center Internships or minor.

3) Interns to:

• Search the database for volunteer activities by agency, keyword or dates of service;

• Request their forgotten password, and; • Complete an evaluation of a service agency;

4) Administrators to:

• Request fall semester, spring semester and annual reports of volunteer activities;

• Update service agency information; • Accept/delete intern requests; • Update intern information; • Request intern evaluations; • Update volunteer information, and;


• Request volunteer evaluations; • Request various reports summarizing information.

Each user of the Digital Volunteer Software will receive confirmation from the system after they have completed and submitted information. On page 9 of this document is the Acceptance Criteria Testing Page that outlines if we met the criteria for Digital Volunteer to be acceptable to our clients.


Acceptance Criteria Document

I. Service Agency

Question Yes No

Does the software allow the Agency to: Request to be listed in the Franciscan Center for Service and Advocacy’s Directory of Service Agencies? Update their agency’s contact information that is listed in the Directory of Service Agencies? Complete an evaluation of student volunteers and the Franciscan Center for Service and Advocacy? Complete an evaluation of an intern? Request their forgotten password? Register to participate in volunteer fairs? Verify who actually volunteered at their agency? II. Volunteers

Does the software allow the volunteers to:

Search the database for volunteer activities by agency, keyword or dates of service? Request their forgotten password?

Signup for volunteer activities?

Request information on the Franciscan Center Internships or minor?


III. Interns

Question Yes No

Does the software allow the Intern to:

Search the database for volunteer activities by agency, keyword or dates of service? Request their forgotten password?

Complete an evaluation of service?

III. Administrators

Does the software allow the Administrators to: Request fall semester, spring semester and annual reports of volunteer activities? Update service agency information? Accept/delete intern requests? Update intern information? Request intern evaluations? Update volunteer information? Request volunteer evaluations? Request various reports summarizing information?


1.5: Website Testing Documents

In order for the Digital Volunteer Software to be acceptable for delivery, Sharpe Software has rigorously tested each web-page included in the system. These following documents from page 12 - 28 detail the testing that we did.


1.6 Prototype

Pages 30 through 53 of this document are screen shots of the Digital Volunteer software and show all forms that will be used by the service agencies, volunteers, interns, and administrators.


1.7 User Manual Section 1 – Login When the Digital Volunteer software is successfully loaded, the first screen shown is the Login screen. This screen allows the user to log into the system. Before a user can log in, he/she must first register. To do so, they must click the Register Here link and then click the Volunteer/Intern or Service Agency link to go to the correct registration form. Agencies need to be accepted by the administrators before receiving a password. After registering the first time, the user can enter their e-mail address & password to log in to the system. If the password matches the information in the database, the software will bring up the corresponding menu. If the user forgets their password, the user can click on Forgot Password? to go to a screen which asks for your e-mail address. The software will then email the user their password. Section 2 – Registration Volunteers/Interns fill out the Volunteer/Intern Registration form, filling in all the starred (required) fields. On submission, the information will be added to the database. Agencies fill out the Service Agency Registration form to request to be on the list of agencies. On submission, the information on the form will be sent to the administrators to be verified. Once verified, the agency’s information will be entered into the database. If the “Is this an urgent request” is selected ‘yes,’ the software will e-mail the information to the administrators. If the “interested in the Franciscan Center Internship or Minor” check box is selected ‘yes,’ the information on the form is e-mailed to the administrators. The email address must have correct form (ex. [email protected]). Section 3 – Volunteer/Intern Options a. Volunteer Evaluation The Volunteer Evaluation link will bring you to a form that will be submitted to the database. User must fill out all of the required fields. Upon submission, they will get a confirmation that their submitted evaluation has been accepted by the database. b. Search/Select Services After selecting the Search/Select Services link, the Digital Volunteer software will display a list of available Agency Events. The user will then have the option to click on the View Details link to view the agency’s profile. Once clicked, the software will then display pertinent information regarding the location, description, and contacts of the agency. The Request Volunteer Service link on the bottom of the web page will open up an e-mail message that can then be sent to the administrators. c. View/Edit Current Profile The volunteer/intern has the ability to update the information that was previously saved on their profile. The View/Edit Current Profile link opens a page that allows the user to make changes regarding their personal information. When Update is selected, the new information will be saved into the database. d. Change Password


mailto:[email protected]

The user can change their password by selecting the Change Password link. The volunteer/intern must type their new password in twice, then selecting Change will update the password in the database. e. Intern Evaluation Only interns have the option to select the Intern Evaluation link. This form will be submitted to the database. User must fill out all of the required fields. Upon submission, they will get a confirmation that their submitted evaluation has been accepted by the database and an e-mail will be sent to the administrator. f. Help The Help link will bring you back to the volunteer/intern home page. This screen gives the user the option to email the administrators if there are any problems. g. Logout Clicking on the Logout link will log the user out of the system & bring them back to the main Login page. Section 4 – Agency Options a. Intern Evaluation The agency has the ability to give evaluations of their interns by selection the Intern Evaluation link. The agency is brought to a form that they must fill out to be submitted to the database. The user will fill out the required fields regarding information on the intern and then give ratings based on Reliability, Initiative, & Quality of Work. By clicking Submit, the agency will receive a confirmation that the data has been submitted correctly. b. Survey The Survey link brings the agency to a form where they will answer questions regarding their participation with the Franciscan Center for Service & Advocacy. The agency must fill out the required forms and click on Submit to have this information entered into the database. An e-mail will be sent to the administrator notifying them that this form has been submitted. c. Agency Request for Volunteers/Special Events The agency has the option to request volunteers from the Franciscan Center. The Agency Request for Volunteers/Special Events link will direct the user to a form where they will fill out a form to notify the Franciscan Center of an event that needs volunteers. The agency must fill out the required forms and click on Submit to have this information entered into the database and an e-mail will be sent to the administrators. d. View/Edit Current Profile The agency has the ability to update the information that was previously saved on their profile. The View/Edit Current Profile link opens a page that allows the user to make changes regarding their agency’s personal information. When Update is selected, the new data will be stored into the database. e. Change Password The user can change their password by selecting the Change Password link. The agency must type their new password in twice, then selecting Change will update the password in the database.


f. Help The Help link will bring you back to the agency home page. This screen gives the user the option to email the administrators if there are any problems. g. Logout Clicking on the Logout link will log the user out of the system & bring them back to the main Login page. Section 5 – Administrator Options a. Intake Form The administrator can click on the Intake Form link and be brought to the Intake Form screen. The administrator can then Fill Out Intake Form, which opens a brand new intake form that the administrator can fill out regarding a visit from a student. Upon submission, the data in the intake form will be saved into the database. The administrator also has the option to View Existing Intake Forms. By clicking on View All, a list will be pulled from the database of all existing intake forms. The administrator can then select the View Details link on the intake form he’d like to view. There is also options for the intake forms to be searched by Last Name, Date Interview, or Filled Out By. b. Data Reports The Data Reports link will allow the administrator to view data reports with information pulled from the database. The administrator will select from a list of reports and click on Submit to view the desired data report. c. Agency Information

1. Agency Requests The Agency Requests link brings the administrator to a page that lists all of the agency who request to be added. The administrator can click on the View Details link corresponding to the desired agency. The administrator will then be able to view the agency profile and either Deny or Accept their request. An e-mail is then sent to the agency notifying them of their acceptance or denial. 2. Agency Information The administrator can click on the Agency Information link and be brought to the Agency Information screen. By clicking on View All, a list will be pulled from the database of all existing agencies’ profiles. The administrator can then select the View Details link on the agency profile they’d like to view. There is also options for the agency information to be searched by Agency Name or Area of Interest. 3. Requests for Volunteers/Special Events This link brings the user to a list of Existing Service Activities & Existing Service Activity Requests. The administrator can select View Details on any of the agencies listed. This brings up the corresponding information that will be pulled from the database. The administrator will have the option to Approve or Deny the agency requests. 4. Agency Evaluations The Agency Evaluations link brings the administrator to a list of all Agency Evaluations of Interns and Agency Surveys of Franciscan Center. The administrator can then select View Details on the desired Agency Name to view the information retrieved from the database.


d. Intern Information The Intern Information link brings the administrator to a page that lists all of the intern requests. The administrator can click on the View Details link corresponding to the desired intern. The administrator will then be able to view the intern’s profile and either Deny or Accept their request. The intern will receive an e-mail notifying them of their acceptance or denial. e. Volunteer Information f. Help The Help link will bring you back to the administrator home page. This screen gives the user the option to email the administrators if there are any problems. g. Logout Clicking on the Logout link will log the user out of the system & bring them back to the main Login page. 1.8 Source Listing

Login.php Login – TotalFrame.php Register Here – reghome.htm Forgot Password – passforgot.php reghome.htm Volunteer/Intern Registration – volReg.php Service Agency Registration – agReg.php BACK TO LOGIN – login.php volReg.php Submit - login.php BACK TO REGISTER - reghome.htm agReg.php Submit - login.php BACK TO REGISTER - reghome.htm Passforgot.php Submit - login.php BACK TO LOGIN - login.php TotalFrame.php menu.php main.php main.php Brother Michael Harlan email Father Dennis Tamburello email


menu.php Volunteer Evaluation - voevalua.php Search/Select Services - VolIntServ.php View/Edit Current Profile - voluinfoProfile.php Change Password - passchange.php Intern Evaluation - ievalAgSite.php Intern Evaluation - agEvalint.php Survey - AOSurvey.php Agency Request for Volunteers

/Special Events - ServActivity.php View/Edit Current Profile - agRegUpdate.php Change Password - passchange.php Intake Form - IntakeMenu.php Data Reports Agency Information - AdminAgMain.php Intern Information - InternMain.php Volunteer Information Help - main.php Logout - login.php

voevalua.php Submit - main.php BACK TO MAIN - main.php VolIntServ.php View Details - existingReq2.php BACK TO MAIN - main.php existingReq2.php Request Volunteer Service - mail BACK TO SERVICE LIST - VolIntServ.php voluinfoProfile.php BACK TO MAIN - main.php Update - main.php passchange.php Change - main.php BACK TO MAIN - main.php ievalAgSite.php Submit - main.php BACK TO MAIN - main.php agEvalint.php Submit - main.php BACK TO MAIN - main.php


AOSurvey.php Submit - main.php BACK TO MAIN - main.php

ServActivity.php Submit - main.php BACK TO MAIN - main.php

agRegUpdate.php Submit - main.php BACK TO MAIN - main.php IntakeMenu.php Fill Out Intake Form - IntakeForm.php View All - ViewIntakeDetails.php Search - ViewIntakeDetails.php

BACK TO MAIN - main.php IntakeForm.php Submit - main.php

BACK TO INTAKE MENU - IntakeMenu.php ViewIntakeDetails.php View Details - IntakeFinish.php

BACK TO INTAKE MENU - IntakeMenu.php IntakeFinish.php Submit - main.php

BACK TO INTAKE MENU - IntakeMenu.php

AdminAgMain.php Agency Requests - AgReqDetails.php Agency Information - AgAllDetails.php Requests for Volunteers/Special Events – AgencyActReq.php Agency Evaluations AgEvalSur.php BACK TO MAIN main.php AgReqDetails.php Back To Agency Information AdminAgMain.php View Details AgReqAD.php AgReqAD.php Back To Agency Request AgReqDetails.php


Accept AgReqDetails.php AgAllDetails.php View All AgAllAD.php Search AgAllAD.php Back To Agency Information AdminAgMain.php AgAllAD.php View Details AgDetails.php Back To Agency Information AdminAgMain.php AgDetails.php Back To Agency Information AdminAgMain.php AgencyActReq.php View Details existingReq.php View Details existingReq1.php Back To Agency Information AdminAgMain.php existingReq.php Accept main.php Delete main.php

Back To Activity Requests AgencyActReq.php

existingReq1.php Back To Activity Requests AgencyActReq.php AgEvalSur.php View Details AgEvalint1.php View Details AOSurvey1.php

AgEvalint1.php Delete main.php BACK AgEvalSur.php AOSurvey1.php Delete main.php BACK AgEvalSur.php InternMain.php View Details InternRequest.php BACK TO MAIN main.php InternRequest.php Deny main.php


Accept main.php BACK TO INTERN MAIN InternMain.php

1.9 Glossary of Terms

Code - The symbolic arrangement of data or instructions in a computer program or the set of such instructions.

Database - A collection of data arranged for ease and speed of search and retrieval.

Data flow diagram - A representation of the functional decomposition of a system.

Foreign Key – A reference from one record to another. Functional decomposition - A techniques used to create the functional hierarchy of a software system.

Gantt Chart - A chart that depicts progress in relation to time, often used in planning and tracking a project. Intern – A Siena college student enrolled in INSA400 (Seminary in Franciscan Service and Advocacy) or INSA480 (Internship in Franciscan Service and Advocacy)

Internet - An interconnected system of networks that connects computers around the world via the TCP/IP protocol.

Intranet - A privately maintained computer network that can be accessed only by authorized persons, especially members or employees of the organization that owns it.

Linear Sequential Model / Classic Waterfall Model – A systematic, sequential approach to software development that begins at the system level and progresses through analysis, design, coding, testing, and support. Link – A segment of text or a graphical item that serves as a cross-reference between parts of a hypertext document or between files or hypertext documents. Module – A portion of a program that carries out a specific function and may be used alone or combined with other modules of the same program.

NULL – A value stored in an empty field.

Primary Key – The candidate key selected as being most important for identifying a body of information. Process Model – A software engineering strategy that is used to develop a software system.

Registered User – An individual that that has signed on to the Digital Volunteer System and has been assigned a user name and password.



Software - Written programs or procedures or rules and associated documentation pertaining to the operation of a computer system and that are stored in read/write memory. Service Agency – An organization that provides assistance to poor and marginalized individuals.