BalUtsav: Online Student Management System

The opportunity

▪ SAP Local social sabbaticalThe SAP ELI program is a unique, short term high-impact volunteering offering for SAP employees, who work together in cross-functional teams to solve concrete business challenges for non-profit organizations in local markets, while gaining expertise on the topic of “run simple” within the context of a resource constrained sector and strengthening their understanding of SAP’s CSR strategy.

▪ Project GoalTransition from the existing excel-based student-data management system to a robust online system that can be used as a data harvesting model for measuring & reporting the reach and quality of the education they provide.

WHY?“The common question that gets asked in business is, 'why?' That's a good question, but an equally valid question is, 'why not?' “

Jeff Bezos  the founder and CEO of Amazon.coM

WHY?

SCALABILITYExtend BalUtsav’s

contribution to other Govt. schools

Scholarships

Infrastructure

WASHWater

Sanitation Hygiene

Teacher’s professional development

HOW?“Only those who will risk going too far can possibly find out how far one can go.”

T. S. Eliot - one of the twentieth century's major poets

scoping workshop - outcomes

• Review BalUtsav’s data collection efficiencies and impact measurement processes and give recommendations for efficient online digital tracking tool and process.

Problem Statement

• Stakeholder Interviews. • Requirement Breakdown.• Research on tools.• Recommendation on tools

In-Scope• Web designing and

development of the tool.

• Working model of the tool.

Out-Of-Scope

transformation process

To Be

Online System

Ease of data entry

Analytics &

Reporting

AsIs

Paper & Excels

Cumbersome & error prone

Basic reporting

using macros

Our approach to the problem

Understand

- Stakeholderinterviews

Observe

- Contextual enquiries

Point OfView

- Process Flow Diagrams

Ideate

-Brainstorming sessionsResearch

Prototype

- Plug & Play tools- Web forms- Database design

Test

Design Thinking

What?“What really matters is what you do with what you have.”

H. G. Wells -  a prolific English writer

Our findings

understand & observe

• User experience• Data entry operations• Data validation• reporting

Point of view

• A new Addition to the existing process

ideate

• Excel break up• tools requirement• UI blueprints & Database Design

prototype

• Tools demo• Web forms • Database architecture

Tool research

Tools shortlisted Open source

• Opensis• RosarioSIS

Paid tool• Hyperdrive

Requirements for tool ▪ Cost

▪ Ease of Use ▪ Scalability ▪ Performance ▪ Portability ▪ Compatibility ▪ IT Infrastructure

Prototype workshop

• Demo of tools

• Comparison of tools

• ALTERNATE options

New scope to come up

with A SOLUTION

architecture customized for

balutsav

Revised scope(Agreed with Balutsav)

• Tool customization time consuming & less effective due unique structure of balutsav

• Dependency due to maintenance & upgrade

Motivation for change

• Architecture of database tables

• UI web forms

Change in scope• Ease in process

of data entry & reporting

• Efficient & productive

How it will help balutsav

Requirement breakup

Data entry through

web forms

Insert into database

reporting

Process flowTechnical requirementSWeb forms design

HTML pagesUser

interface

Data Model

Table structure

database

As-Is /To-Be Model

AS-IS• Data Entry/Data Update – Excel Sheet• Data Validation – User dependent• Area/School Scalability – Additional Sheets• Program/Course/Subject Scalability –

Additional Columns/Tabs

TO-BE• Data Entry/Data Update – Individual Web

Forms• Data Validation – In built logic in forms• Area/School Scalability – Possibility of adding

multiple areas and schools.• Program/Course/Subject Scalability –

Possibility of adding multiple subjects, courses and programs for schools.

Overall Architecture

Web form 1

Web form 2

Web form n

Client(files, browsers.) Server

(Engines, DB ..)

Requests

Response

Network

Database

(https)

Paper Forms

Application Server

Pros and Cons

1:1 Mapping OF BalUtsav’s Requirements

Scalability

Ease of Use

Data Validation

ComPREHENSIVE Reporting

Cost of Implementation

Data Migration

Solution Implementation

BalUtsav Excel Sheet

Paper Forms

Interviews & Discussions

DB Architecture Web Forms

Technical Documentation

DB Architect-

ureSolution OverviewWeb Forms

Architect-ure

BlueprintTechnical

DocumentationModule

Structure

Infrastructure

Implementation PrerequisiteTeam

The BalUtsav Experience

We thank

SAP

pyxera

BALUTSAV

Our Mentors

Our managers

Our teams

Our Families!!!

Thank you!!!