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SoftwareRequirements Specification for University Management System Group 8

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S O F T W A RE R E Q U I R E M E N T S

S P E C I F I C A T I O N

F O R

UNIVERSITY MANAGEMENTSYSTEM

V E R S I O N 1 . 0 A P P R O V E D

P R E P A R E D B Y G R O U P 8

C O D E - 4 T E A M

0 6 / 1 0 / 1 0

Team members

SC/ITC/08/0003

SC/ITC/08/0031

SC/ITC/08/0032

SC/ITC/08/0034

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TABLE OF CONTENTS

1. Introduction............................................................................................................................................... 1Purpose ............................................................................................................................................................................................ 1Intended Audience and Reading Suggestions .............................................................................................................. 1Project Scope ................................................................................................................................................................................. 1References ...................................................................................................................................................................................... 1document overview ................................................................................................................................................................... 1

2. Overall Description.................................................................................................................................. 3Product Perspective .................................................................................................................................................................. 3Product Features ......................................................................................................................................................................... 4User Classes and Characteristics ........................................................................................................................................ 5Operating Environment ........................................................................................................................................................... 5Design and Implementation Constraints ........................................................................................................................ 5User Documentation.................................................................................................................................................................. 6Assumptions and Dependencies ......................................................................................................................................... 6

3. System Features ........................................................................................................................................ 6Registration.................................................................................................................................................................................... 7Profile ................................................................................................................................................................................................ 8Track Student Progression .................................................................................................................................................... 9User Management .....................................................................................................................................................................10System Management ...............................................................................................................................................................13Department Management .....................................................................................................................................................13Class Management ....................................................................................................................................................................15Online Application ....................................................................................................................................................................16

4. External Interface Requirements...................................................................................................... 17User Interfaces ...........................................................................................................................................................................17Software Interfaces ..................................................................................................................................................................18Communications Interfaces .................................................................................................................................................18

5. Other Nonfunctional Requirements ................................................................................................. 18Performance Requirements ................................................................................................................................................18

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Safety Requirements ...............................................................................................................................................................19Security Requirements ...........................................................................................................................................................19Software Quality Attributes .................................................................................................................................................19

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1. INTRODUCTION

PURPOSE

The purpose of this software requirement specification is to capture requirements for developing a

University Management System for the University of Cape Coast. This document describes the

design decisions, architectural design and detailed design needed to implement the system. This

document helps to capture requirements in the early stages of the development cycle thus reduces

the risk of schedule slippage or budget overspending and enables developers to develop the

system in a more efficient manner.

INTENDED AUDIENCE AND READING SUGGESTIONS

This document is intended for use by all stakeholders involved in the development of the system.Stakeholders comprise of customer representatives and software representatives (designer,developer, documenter and tester).This document has been prepared to capture the requirementsof all stakeholders so that those requirements are traceable to the end product.

PROJECT SCOPE

The university management system is a web based application that will allow the university tocreate a more structured organization, increases the transaction handling capacity and improvesthe system of internal control.

The UMS also provides the university a system that is responsive, efficient, reliable, easy to use,

and easy to maintain. Besides, it will present a good user experience for all users.

The scope of UMS is global i.e. registered users must be able to login to their accounts by directlyaccessing the universitys website and then signing in with their username and password anytimeanywhere.

The goal of this project is to transform the university workflow into internet-based operations andservices, integrated database and seamless information systems to be available at any time andplace.

REFERENCES

[1] Ian Sommerville, Software Engineering Ninth Edition, 2011.[2] Jessica keyes, Software Engineering Handbook, 2005.[3] Karl E. Wiegers, Software Requirements, Second Edition, 2003.[4] IEEE Document Standards published in IEEE Standards Collection. 2001 Edition.

DOCUMENT OVERVIEW

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The remainder of this document is divided into section which gives information about therequirement specification of the system under development.

Section 2 of this document describes the system under development from a holistic point of view.Product perspective and features, characteristics, constraints, assumptions, dependencies, and

overall requirements are defined from the system-level perspective.Section 3 of this document describes the system features in details, by stating the description andpriority, stimulus/response sequences and functional requirements of each feature.

Section 4 of this document describes the external interface requirements of the system i.e. theUser Interfaces, Software Interface and the Communication Interface.

Section 5 of this document describes the other nonfunctional requirement performance, safety,security and software quality attributes of the system under development.

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2. OVERALL DESCRIPTION

PRODUCT PERSPECTIVE

The University Management System is a new system that replaces old paper work system; it is an

online application that will run on any electronic device that has a web-browser. The system

provides a view, submit, online registration, checking of results and other miscellaneous resources.

The view will be based on different categories, like attendance view, report generation, grade view

and many more.

Further the faculty members can add/update/remove the resource available to the students; they

can also mark the attendance of student online.

The System will also have an Administrator who will have full-fledged rights over every user. The

Administrator will be able to add and delete users; add new departments, branches, programs and

so on. The system is expected to evolve over several releases.

FIGURE 1.0: CONTEXT DIAGRAM FOR UMS

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PRODUCT FEATURES

The university management system is an online application that will operate in four modes:

y Administrative mode for administrators

y Faculty mode for lecturers

y Student mode for admitted students

y Applicants mode for applying students

In each mode, a user has access to a different set of services helping to control access to the

system and maintain the integrity of the data stored in the databases.

The features that are available to the Administrator are:

y Backup and Restore of database

y Creation, Deletion or Modification of an account/user

y Can change users password

y Insert/delete/edit the information available on the UMS

y Can access all the accounts of the faculty members/students

The features available to faculty members are

y Viewing of self details

y Viewing student marks and Grade

y Uploading marks, assignments, reading materials for student

The features available to the student are:

y Registration

y Viewing of Grades

y Download reading material for a course

The features available to the applicants are:

y Apply for form online.

y Filling and Submitting of form online

Refer to figure 1.0 for more features.

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USER CLASSES AND CHARACTERISTICS

There are various kinds of users for the product. Usually web products are visited by various users

for different reasons.

The various users include:

y Administrators (Data Processing Unit): has the privileges of an administrator. Some level

of technical expertise is needed for some of the administrators like super administrator. This

knowledge is required in some technical function like the database management.

y Faculty Members: they would make use of the above mentioned features by accessing the

UMS online. They should have a basic knowledge of using a computer hence technical

expertise is not required.

y Students: they would make use of the above mentioned features by accessing the UMS

online. They should also have a basic knowledge of using a computer.

y Applicants: they would make use of the above mentioned features by accessing the UMS

online. A basic knowledge of using a computer is sufficient.

OPERATING ENVIRONMENT

The UMS shall operate with the following Web browsers: Microsoft Internet Explorer version 5.0and higher, Netscape Communicator version 4.7 and other higher version, Opera 7.0 or otherhigher versions available and Mozilla Firefox.

The UMS shall operate in a windows environment, running an Apache Version 2.2.11 server. TheDBMS that will be used to manage the universitys data is MySQL. The only requirement to usethis online product will only be the internet connection.

DESIGN AND IMPLEMENTATION CONSTRAINTS

The UMS shall use the client/server architecture and therefore be capable of handling multiple

requests concurrently

All script shall be written in PHP (server side scripting) and JavaScript (client side scripting).

All HTML code shall conform to the HTML 4.0 standard.

The development team has to deal with changing requirements by the clients since the model

being used in developing the software allows for that.

Another major constraint is developing the software within the time limit:

y The university might implement a new policy which states that students cannot edit their

user profile.

y There must be constant power supply to keep the server running.

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USER DOCUMENTATION

User manual will be delivered alongside the software product. It will include product overview,

complete configuration of the used software, technical details, basic operation of the product and

contact information which will include email address.

ASSUMPTIONS AND DEPENDENCIES

UMS shall work even at when the network traffic is high. Sever shall have a power backup as well

as a database backup. The UMS shall be compatible with most of the operating systems i.e.

previous and latest ones.

Over time, the technology employed by the UMS may change. New version of the DBMS will

become available. New features will help the administrator maintain the databases, improve the

response time for simultaneous transactions, and prompt the development of new features for

student, and faculty members.

3. SYSTEM FEATURES

The users of the system will be exposed to different features depending on the user mode, all

users except applicants have to login with their unique username and password.

FIGURE3:1 DATA FLOW DIAGRAM FOR LOGIN

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REGISTRATION

DESCRIPTION AND PRIORITY

This feature shall be available only to students of the university, it shall allow them to registertheir courses for the semester, and add or drop some of the courses they will be offering for

the semester. The priority of this feature is low.

STIMULUS/RESPONSE SEQUENCE

This functionality is access from the student page.

Stimulus Response

Click on the Registration menu button Three sub-menus will drop down, Register,add course and drop course.

Click on Register button A table is displayed showing the course for

the semester, their respective credit hours,and the total credit hours.

Click on OK button The student is being registered with thecourses and the database is updated

Click on Add course button A table is displayed showing the possiblecourses you can add, and a list of alreadyregistered courses

Click on any course from the list of possiblecourses

The course is being added to registered listof course

Click on OK The student database is being updated

Click on Drop course A list of registered courses is displayedClick on any course from the list of course The course is being remove from the list

Click on OK The select course is removed and thedatabase is updated.The new registered course is displayed.

FUNCTIONAL REQUIREMENTS

Function Register

Input Uses the username that was used to login which is the

student index number

Process Gets the student department and level by analyzing the indexnumber.Fetches the courses mounted for the semester from thedepartment and level the student belongs to.

Output Courses to be offered that semester and their correspondingcredit hours.

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Requirement Student has not failed three (3) or more courses.

Function Add Course

Input Selected courses from the available courses.Total credit hours of course already registered for.

Process Sums the credit hours of the selected course and registeredcourse and make sure it is not greater than 21 hours, whichis the maximum credit hours an individual can take persemester. If greater than 21 hours the update will be cancel

Output The final courses to be offered that semester and theircorresponding credit hours.

Requirement Total credit hours is not greater than 21.Student must have registered before he/she can add course.

Function Drop Course

Input Selected courses from the registered courses.List of Compulsory courses from the database

Process Check if the selected course is part of the compulsorycoursesSums the credit hours of the selected course and registeredcourse and make sure it is not greater than 21 hours, whichis the maximum credit hours an individual can take persemester. If greater than 21 hours the update will be cancel

Output The final courses to be offered that semester and theircorresponding credit hours.

Requirement Student must be registered before he can drop courseCompulsory course cant be dropped

PROFILE


This feature shall be available to the students and faculty members of the university; it shall

display basic information about the individual. It shall also allow changing of password. The

priority of this feature is medium.


Stimulus Response

Click on the Profile menu button Opens the individual profile page, showingthe name, profile picture, contacts, and E-

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mail.

On the profile page, click on changepassword

Displays a form, with four (4) textbox andone (1) dropdown combo box, requesting forold password, new password, retype newpassword, security question (combo box),and security answer.

Clicking on OK button after filling the form Updates the database, by changing thepassword, security question, and securityvalue of the individual.


Function Change password

Input Old password, new password, security question and securityanswer.Current password from the database.

Process Checks if the password from the database matches the oldpassword entered by the student.If true the change is made and the database is updated.If false, the change is not made and the user is notified aboutthe error.

Output If change is successful, a prompt shall notify the user that thechange has been made.If change is unsuccessful, a prompt shall notify that thechange was not made

Requirement New password must be not be less than six (6) characters.

TRACK STUDENT PROGRESSION


This feature shall be available to the students of the university; it shall allow them to check their

result, and calculate their CGPA. The priority of this feature is low.


Stimulus Response

Click on Track student progressionmenu button on the student page

Two sub-menu will drop down, check resultand calculate CGPA

Click on check result A table is displayed, showing a list of all thecourses the student registered for theprevious semester and their correspondinggrades.

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Click on calculate CGPA A list of all the courses the student hasregistered for from the first semester in level100 to the current semester in the currentlevel, with their corresponding grades andbelow is the CGPA.


Function Check result

Input Student index number which is the username.Database that holds the table.

Process Matches the student index number through the table holdingthe courses which the student registered for the previoussemester and fetches the grade of each course.

Output A list of courses and their corresponding grade.

Requirement Only student who have already completed one semester canuse check their result

Function Calculate CGPA

Input Student index number - usernameDatabase holds the table

Process Runs the student index number through the table holding thecourses which the student has registered for from the firstsemester of first year to the current semester for the currentyear to fetch the grade and the credit hours of the course.The CGPA is computed by summing the product of the gradeweighting and the credit hours of each course and dividingthe summation by the total credit the student has registeredfor.

Output List of courses, their corresponding grades and calculatedCGPA.

Requirement Only student who have completed one semester cancalculate their CGPA.

USER MANAGEMENT


This feature is available to administrators only. It allows management of different users of

the UMS. This feature is divided into Student management, Faculty management, and

Administrator Management. It allows the administrators to search for users, to view or

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modify user information, add new users, and delete users. This function is available to all

management mode selected. The priority of this feature is high.


Stimulus Response

Click on User Management menu button Three sub-menu will drop down, Studentmanagement, Faculty management, andAdministrator management.

Clicking on any of the sub-menu Loads a page that allows you to performfunction on the type of user managementchosen. Searching, viewing and modificationof user information, adding or deleting users.

Enter an information about a user andclicking on Search button

Displays a list of users that corresponds toinformation that is searched on.If search does not match any user, amessage is displayed to the user informingto modify search key.

Click on Edit User when a user ishighlighted

Loads a form that hold all the record aboutthe user that are editable.

Click on Ok button after makingmodification

Updates the information on the user in thedatabase.

A prompt informing the user that themodification was successful

Click AddUser Loads a form that is meant to be filled withthe information of the user to be added.

Click on Submit button after filling the form If all required field are filled correctly, aprompt displays the user is successfullyadded.If all required field are not correctly filled, anerror message is displayed beside the fieldthat is not correctly field.

Click on Delete User when a user ishighlighted

Displays a prompt asking for confirmation ifthe admin if he/she wants to perform thedelete action.

Click Ok button Prompt the admin that the deletion wassuccessful.

Click Cancel button Returns the user back to the search result.


Function Search

Input Unique identifier e.g. student index number for students. or

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name of the userDatabase for kind of user management chosen.

Process Query the database to fetch user with value matching thesearch word.

OutputA list of user(s) with matching the search word or an errormessage if no user matches the search word.

Requirement TBD

Function Edit User

Input The selected user, then value filled into the form for the user.

Process Checks if the form has all required field filled correctly, ifcorrectly filled the database is updated with the new valuesfor the user.If not correctly filled, loads the form again with error message

Output Displays a message that the update was successful

Displays the form with error message, and error marks infront of the field which was wrongly filled.

Requirement The user must be searched for and highlighted first beforeyou can edit it.

Function AddUser

Input Name, unique identifier, contact information, email, level(student), date of birth, program (student), department,gender.

Process Check if the unique identifier is already in the database of themanagement mode selected.

Adds the new user by creating record in the database.

Output Displays a message that user was successfully addedDisplays an error message if the required field are notcorrectly filled or if unique identifier already exist.

Requirement All required field must be correctly filled.

Function Delete User

Input The selected user from the search result.

Process Deletes the whole record of the selected user from the

databaseOutput A confirmation message if admin wants to perform the delete

action

Requirement The user to be deleted must be searched for first before youcan delete it.

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SYSTEM MANAGEMENT


This feature is available to the administrators only. It allows the admin to restore and backupthe database as well as other system related functionalities. The priority is high.


Stimulus Response

Click on System Management Drops down two options, Backup andRestore

Click on Backup Loads the backup page, allowing the user tobackup the system.

Click on Restore Loads the restore page, allowing the user tochoose the restore point.


Function Backup

Input All the record stored in the database

Process Copying of the records on the database and storing them ona tape drive

Output Message showing the progress of the backup.Message showing the backup is completed

Requirement A tape drive with tape which is large enough to store the dataon the database.

Function Restore

Input Backup data from a tape drive

Process Populate the database with the data from the tape drive

Output Message showing the progress of the restore process.

Requirement Tape drive must have the backup data

DEPARTMENT MANAGEMENT


This feature is available to the administrator. It allows the administrator to add new

departments, mount new programs and assign lecturers to particular courses.

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Stimulus Response

Clicking on Department Management Drops down three sub-menu, Add newdepartment, Mount program and assign

lecturesClicking on Adddepartment button This loads a form that requires the name of

the department, the head of the department,and the department number.

Clicking on add button Creates a department in the databaseAnd message is displayed to show that theoperation is successful

Clicking on Mount program This will load a form that requires the nameof the program, the department which theprogram belongs to, and program number.

Click on mount button This create a new program in the databaseAnd prompt displaying the successfulcreation of the database is displayed to theuser.

Click on Assign lectures This displays a form requiring the name ofthe course and the name of the lecturer.Combo boxes are used here.

Clicking on assign button This will display message if the operation issuccessful.


Function AdddepartmentInput Name of the department, department number, head of the

department, school the department belongs to, and thedepartment number.

Process Checks if the department already exists in the database andif all required fields are filled.If positive result the department is created, else an errormessage is displayed to the user.

Output Success message if the operation is successfulError message, if the operation is not successful

Requirement TBD

Function Mount Program

Input Name of program, department name, and program number.

Process Checks if the program has already been mounted and if allrequired field are correctly filled


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Requirement TBD

Function Assign Lectures

Input Course name and the lecturer name

Process Fetches for the lecturers id and the course id, and checks ifthe lecturer has been assigned to more than three course,If okay the lecturer is assigned to the course else an errormessage is displayed specifying the cause of the error.


Requirement Lecturer must not be assigned to more than three courses.

CLASS MANAGEMENT


This feature will be available to faculty members of the university; it will allow them to

manage their student attendance and grades. The priority of this feature is medium


Stimulus Response

Click on Class management Display two sub-menu Attendance andGrading

Clicking on Attendance Displays all the course the lecturer is takingClicking on a course Displays the list of student taking the course

selected.Each student has checkbox in front of itsstudent number.

Checking on the check box in front of astudent name

This marks the student to be present for thatmeeting.

Un-checking on the checkbox This marks the student to be absent for thatmeeting.

Clicking on Grading Displays all the courses the lecturer is taking

Clicking on a course Displays the list of student offering thecourse.

Each student has a combo box in front of itsstudent number. The combo box list all thepossible grade a student can get.

Selecting a grade for a student Updates the database of the student record


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Function Attendance

Input Lecturer Id, Course Id from the user, checks from the checkbox

Process Search through the database for the courses the lecturer is

lecturing.Search through the database for student who have registeredfor that course, and set if they are present by increasing thenumber of present each student has to a particular course

Output Displays the total number of student present and absent forthat particular meeting

Requirement Lecturer must be assigned to a course.

Function Grading

Input Course Id, lecture Id, and grades for each student

Process Search through the database for the courses the lecturer is

lecturing and displays itSearch for the students who are offering the course selectedby the lecturer.

Assign the grade chosen to the student database.

Output Confirmation that the update should be made.Notification that the operation is successful.

Requirement Student with Incomplete result shall be change to E after oneweek.

ONLINE APPLICATION


This feature is available to only applicants to the university. It shall allow to them to apply

and fill form online. The priority of this feature is medium.


Stimulus Response

On the homepage click on Applicants This takes you to the applicant page, where

the user has to fill a form.Clicking on apply This submits all the information the

applicants has entered into the form.A message is displayed to the applicantsthat message has

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Function Applicants

Input Name of the applicants, result of the applicants, e-mail, andprevious school.

Process Checks that all the required fields are filled correctlySaves it into the applicant database

Output If all required field are correctly filled, a message is displayedto the user that the application has been submitted.

Requirement TBD

4. EXTERNAL INTERFACE REQUIREMENTS

USER INTERFACES

All pages of the system shall follow a consistent theme and clear structure. The occurrence of

errors shall be minimized through the use of checkboxes, radio buttons and dropdown menu in

order to reduce the amount of text input from user.

JavaScript implement in HTML in order to provide a Data Check before submission. HTML Tables

to display information to give a clear structure that easy to understand by user. Error message

shall be located beside the error input which clearly highlight and tell user how to solve it.

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FIGURE4:1 USER INTERFACE

SOFTWARE INTERFACES

The application interfaces with a MySQL database which holds the data required for the

application. It would also interface with the web browsers on which the application will be accessed

by the user.

COMMUNICATIONS INTERFACES

The UMS shall send an e-mail to applicants who have gain admission to the University. The HTTP

protocol will be used to facilitate communications between the client and server.

5. OTHER NONFUNCTIONAL REQUIREMENTS

PERFORMANCE REQUIREMENTS

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Response time to queries shall take no longer than 7 seconds to load onto the screen after the

user submits the query.

The system shall display confirmation messages to users within 4 seconds after the user submits

the information to the system.

SAFETY REQUIREMENTS

The database may get crashed at any certain time due to power or operating system failure.

Therefore it is required to backup the database. The system has been configured in a way to allow

scheduled backup of the whole systems database. This is will be done at the early hours of the

morning when the system is not expected to be used.

SECURITY REQUIREMENTS

All Users except applicants shall be required to log in to the UMS for all operations.

y The students index number shall be used as username.

y All users password must exceed six characters.

The database for the UMS shall be a secured one, where changes to the database shall be based

on the kind of user accessing the database.

y Administrators shall have full control over the database.

y Students shall be able to change only password.

y Faculty members shall be able to upload into the database, mark attendance and enterstudent grades.

y Applicants shall only be able to enter data into the database i.e. filling of form.

SOFTWARE QUALITY A TTRIBUTES

MAINTAINABILITY

The system will be designed so that it will be easily extensible; that is new services for each user

mode (Administrator, Faculty, Student, and Applicant) can be added using the same paradigm.

While developers are required to extend the system, the code to develop new services is notexpected to be complex.

The system will allow changes to the software in order to correct defects and deficiencies found

during the field usage.

AVAILABILITY

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High availability is a primary and critical requirement. It means that the system shall be up and

running 24/7 with no downtime. The system shall be able to recover immediately from any failure

situation from software bugs to hardware crashes.

SCALABILITYScalability ensures that the UMS can adapt to growing demands such as being able to handle

more users or larger number of enquires and transactions, and to have the capability to meet peak

demand periods without introducing unacceptable delays for processing queries.

*** End of the SRS ***

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