Faculty of Economics and Administration

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Chapter 1
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Introduction
This is a project of MIS students from King Abdul-Aziz University in the
Faculty of Economics and Administration. We chose in this project Student
Affairs in our university to develop a new system that facilitates student
experience, following all the phases of the chosen system development life
cycle (SDLC).
Client
Student Affairs in King Abdul-Aziz University has been chosen as the client for
this project.
Client Background
The Student Affairs Department at the university was transformed into a
deanship on 01/17/1394 by appointing its first dean. Since then, the Deanship
has evolved considerably to carry out the tasks of the services that the university
provides to its students, which are related to the student’s life, Deleted: ¶
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including housing, nutrition, subsidies, financial rewards, and educational care
by guiding, helping him to overcome the problems he faces and to form and
complement his personality through the various student activities. The Supreme
Council of the University, in its thirty-fourth meeting, held on 17/5/1404 AH
corresponding to 28/2/1984, issued a decision with the approval of the Council
to create a deanship called (the Deanship of Student Affairs) that takes care of
male and female students and provides the necessary services to them.
Vision
Leadership in care, sophistication in services, excellence in activities.
Mission
Create an attractive university environment and stimulating programs that
contribute to the development of the student’s personality and skills, to be an
active member of his community.
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Goals & Objectives
– Providing services and Supportive care for students.
– Investing in student programs and activities to create an effective and balanced
personality.
– Strengthening the relationship between the deanship, the graduate and the labour
market.
Organizational structure
(figure 1-1)
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Project Description
It is System that serves the students of the university where it provides them
facilitates them to book the lockers and pay their fees and knowledge of the
courses and events held at the university and also allows registration in the
clubs of the university.
Project Goals
o Provide easy and effective affairs services for students
o promote the use of technology and benefit from it.
o Maintain students’ time.
Project Objectives
o transferring student affairs services from form manual to atomic by
December 2020.
o Connect the system to the student database to notify them of the courses
and events held.
o Easy booking locker, pay fees and save student time by 80%
1.4 Conceptual Development
In this phase….
1.4.1Problem or need statement
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The Student Affairs Department at King Abdulaziz university help the students
in a lot of things such as locker reservation and registration in training courses
and clubs and join in activities that make student more social and this make it is
presence very important for the students to continue their university life.
Therefore, because today everything is done quickly using mobile devices over
the internet, it is important to keep up with the technological developments.
Hereby, we came up with an idea to set up a new system that will make it easier
for students to benefit from the services without going to Student Affairs
building and waste their time waiting and to not make congestion in the
building by convert the system from manual to electronical. We also came up
with new features that we want to add it in the system is that students can see
their violations and warnings to be ware about it and they can see the
announcements for events and training courses. Also we will do a questionnaire
for students of King Abdulaziz University to know more about what they want
and what the problems they have faced and then we will try to solve these
problems to make the system be more effective and useful.
Information gathering
The information in this project was gathered from two resources, primarily from
the Deanship of Student Affairs official website and from the questionnaire we
will do for the students of King Abdulaziz University.
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Commented [sb1]: Move it to Info. Gathering
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¶¶¶¶
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Constraints
➢ Schedual: The system must be sufficiently implemented and completed on
8/12/2020.
➢Performance: The system will be tested and maintenance before It is
launched to eliminate any possible technical issues.
Alternative analysis
At first we thought about creating a website but then we found that Students
Affairs already have a website so we chose to create a new system for their
website so we can add the services and the features that will help to make it
easier and faster for students of King Abdulaziz university to make benefits as
much as possible from the services.
Statement of Work (SOW)
add a table for Brief Introduction Of SOW (Date Submitted, Revision Number, Project Name, Project
Identification Number, SOW Prepared By)
Scope of Work
The main aim of this project is to ease daily processes for students of the
university by converting them into a technological process. Furthermore, booking
Commented [sb2]: add if there any constraints about
budget, human and client Acceptance.
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and paying fees for lockers, knowledge of the courses and events held at the
university, registration in the clubs of the university and also a live chat with the
Students Affairs. We will start with gathering information by conducting a
questionnaire to the students in the university, collecting data from the student’s
affairs website, defining the requirements and constraints and setting a
comprehensive plan. Followed by designing the website’s UI and the databases.
Testing will be conducted every month. A contract will be concluded with the
responsible authority whenever required for maintenances.
Approach
§ Hold regular meeting with the project team to represent all complete
tasks.
§ Keep tracking with end users to ensure all specifications are
implemented.
§ Issue a request to obtain hardware and software.
Resource Requirement
Three programmers will be expected with experience in creating websites and
Java programming language. Therefore, having three hardware that are suitable
for programming and designing the website is important. Furthermore, a suitable
meeting room with a proper environment is needed.
Risks and Concern
§ Estimating and/or scheduling errors.
Commented [sb3]: a) Summary of work requested
b) Background
c) Description of major deliverables of the completed project
:
Deliverables(Service provided by the head of personnel,
Query Service,
Create independent databases for each …)
D) Expected Benefits
e) Items Not Covered In Scope
f) Priorities assigned to each element in the project
Commented [sb4]: a) Major milestones events
anticipated:
Table for Milestones(Information gathering report, Report of
analysis and planning phase, Final report)
b) Special standards or methodologies to be observed
c) Impact on exiting system or project
d) Assumptions critical to the project
e) Plans for status report updates
f) Procedures for changes of scope or work effort
Deleted: ¶


Commented [sb5]: a) Detailed plan/rationale for resource
needs and assignments:
Table for Resource Need An Assignments( Person Name,
Role)
b) Other material resources need
c) Expected commitment from other department in support
d) Concerns or alternatives related to staffing plan
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Mistakes in estimating the time for the project is a possibility. For
instance, the planning phase is expected to be between the 8th of
September and the 22nd of September. Any delays with the planning
phase will cause a delay to the whole project. Therefore, we must
expand working hours by 2 hours per day to ensure that the planning
process is completed as intended.
§ Damages occurring to the hardware.
Malfunctions to the hardware could happen in the middle of the
work, causing a loss to codes and parts of the application program
forcing programmers to repeat the work which leads to a delay to the
project. To avoid this from happening, we will be uploading the
codes to a cloud server continuously in case of any unfortunate
events.
Acceptance Criteria
o The website must be easy to use. Students should be able to navigate
through its sections smoothly.
o If a website malfunction suddenly occurs, a team should be ready to fix
the issue quickly.
Estimated Time and Cost
§ This project started at the 1st of September 2010, and will end at the 3rd of
December. The duration is 93 days.
§ There are no expected costs.
Outstanding Issues
There are no outstanding issues to be identified in this project.
Commented [sb6]: Execution, Technical, Commercial and
Client Acceptance Risks
b) Risk Impact Matrix:
In this section, three types of risks: Availability Of Technical
Requirement, Changing In Project Requirement, Usability Of
The System.
Table( Risks Risk Factor, Probability, Consequence)
Deleted: ¶
¶¶¶
Commented [sb7]: a) Detailed acceptance process and
criteria:
b) Testing/qualification approach:(Unit Testing, Function
Testing or System Testing, Performance Testing, Acceptance
Testing, Installation Test)
c) Termination of project:
Commented [sb8]: a) Estimated time to complete project
work:
b) Estimated cost to complete project work:
c) Anticipated ongoing costs:
Deleted: ¶
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Scope Statement
Establishing the Project Goal Criteria
• Schedule:
o The project starts at 1/9/2020
o The project ends at 3/12/2010
• Performance:
o The system use data, save time and effort.
Development of the Management Plan for the Project
The management plan must consist of the organization structure of the project
team, policies and the following producers:
§ Team members must adhere working hours.
§ All team members must understand the full idea of the project.
§ Team members need to communicate with each other to be aware of any
updates in the project.
Establishing a work breakdown structure (WBS)
In 1-2 figure shows the work breakdown structure of student affairs project and
stages that the project will pass ,which are 6 stages namely the initiating ,
planning, design, testing, implementing and closure and each step passes
through many stages.
Commented [sb9]: give a brief about your scope
statement
Commented [sb10]: What about cost?
Deleted: ¶
¶¶
Commented [sb11]: give a short brief about the following
figure
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14 pt, Not Bold
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