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IS480 Team wiki: 2010T1 Groupers/project documentation

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Process Diagrams

As-Is Process

Data Collection Process

The data collection process begins when stakeholders of TEF, Sue and Pat make annual visits to schools in Banda Aceh to interview students and get their details stored in excel and powerpoint. The detailed process are as follows:

Data collection2.png



Detailed Data collection process (As-Is) Step 1: Sue and Pat visit the list of schools in banda aceh.
Step 2: Sue and Pat interview the students from the schools. Students can be existing or new students who has just been admitted into TEF program. For existing students, Sue and Pat will note down their updated information.
Step 3: Sue and Pat will then take photo of the student with their bank book.
Step 4: Finally, Sue and Pat will bring the information and update them in excel and PowerPoint.


Issues of Data collection process (As-Is) Based on the above as-is data collection process, it was tedious for TEF stakeholders to handle spreadsheet/ PowerPoint of 500 students and 80 schools. They have to manage both excel and PowerPoint, which is time consuming, and may result in data inaccuracy. Moreover, TEF members have to tally their own set of data in Singapore and Banda Aceh. More often than not, duplicate data entry has caused TEF members unable to track the most updated/accurate info of the students. The following points summarizes the current problem that they are facing:

1) Data storage in different locations
2) Different formats, different inputs
3) Tedious data entry
4) Situation worsens as data increases

Fund Approval Process

There are some criteria for students to get approved for funding. This includes:
1. Students must have a valid bank account no.
2. Students must submit their most recent school reports.

With the above two criteria fulfilled, student’s status will be set as active for funding.

Fundapproval1.png


Detailed fund approval process (As-Is)
Step 1: Student submit report to TEF stakeholders, Fata and Ai.
Step 2: Upon receiving the students’ recent reports, Fata and Ai will approve their fund eligibility. They will then collate the list of students, print it, and the monthly instructions to Banda Aceh bank.
Step 3: Bank will distribute the funds to students on the list.
Step 4: Bank will then send a list of bank statements back to Fata and Ai to notify them.
Step 5: Upon receiving the bank statements, Fata and Ai will send notifications to Jumiah and Pat.
Step 6: Upon receiving the notifications, Jumiah and Pat will check the bank balance.
Step 7: If the bank balance is low, Jumiah and Pat will inform Wayne.
Step 8: Wayne will then approve and replenish the funds in Banda Aceh bank.


Issues of fund approval process (As-Is)

1. Coordination between stakeholders
Fata and Ai have to plan among themselves of who is going to print out the monthly instructions and sent it to the bank.

2. Time lag between information transfers
The rest of Administrator have no immediate notification on the current stage of Funding Approval Process. When funding information from Banda Aceh reaches to other general admins in Singapore, which usually took several months, the information eventually become outdated and it will be no longer useful to the general admins, except for storage purpose.

3. Funding information are kept in separate spreadsheets
To look for funding information of a particular student, TEF stakeholders have to go through various spreadsheets, which took up a lot of time to do so.

4. No meaningful representation of funding information
Often they only keep a excel spreadsheet that consists of only numbers and name. To tabulate the funding performance for the past few years would be very tedious.

To-be process

Fund Approval Process

Fund approval.jpg

Data Collection Process

Data collection.jpg

Scope Description

Member Management

This allows the TEF’s administrator to manage user access control in their system.

Only Admins are able to create, delete, modify and view members. For normal users, they are only able to view members

Each member profile consists of

  1. Login details (username and password) to login
  2. Contact information for each TEF member.
  3. Different capabilities or access rights ranging from Super Admin, Admin and Helper.

Create Function

The page to create member profiles. Users enter the required information in the fields provided to create a member.

Information captured consists:

  1. login details
  2. contact details
  3. access rights (capabilities).


Version 1

Validation is done to ensure information are captured accurately and reduce human errors. Password is validated by requiring user to re enter the password in another field and compared. Usernames are also checked to ensure there will no two users with the same user name.

Member Create Early Screenshot


Version 2

After reviewing with the client, we removed "Level" as not necessary and added "Reconfirm password".

Member Create v2 Screenshot


Version 3

Descriptions were added to give users a clear view of what type of information is required when adding a member.

Member Create v3 Screenshot

View Function

This page allows the admin to search and view members’ profile.


Version 1

Member View Early Screenshot


Version 2

Member View v2 Screenshot


Version 2

Member View v3 Screenshot

Modify Function

This page allows the admin to search and modify a member’s profile.


Version 1

Member Modify Early Screenshot


Version 2

Member Modify v2 Screenshot

Admins is able to reset the password and change details for the members. The reason for resetting password is because of the SALT implementation. This is to ensure that password is not in plaintext.

Member Modify v2 Screenshot


Version 3

Member Modify v3 Screenshot
Member Modify v3 Screenshot

Delete Function

This page allows the super admin to search and delete a member’s profile.


Version 1

Member Delete Early Screenshot


Version 2

Admin is not able to delete himself/herself. Before deleting the members, the function will prompt the admin if he/she is sure of deleting the members.

Member Delete v2 Screenshot

The details for View, Modify and Delete will be presented in a grid view and can be further filtered by their names. Note that the interface for View, Modify and Delete will be similar for School, Student and Guardian Management functions.

Version 3

Member Delete v3 Screenshot

Manage Account

Version 1

Members are allowed to edit their profile, password and email by clicking on "My Account" at the top right corner of the page.

Member My Account Main Menu Screenshot

Version 2

Member My Account Main Menu V2 Screenshot

Guardian Management

Guardian Management allows users to create, view modify and delete guardian profiles. As each student has a guardian to take of their daily needs, and TEF needs these guardian profiles to maintain contact with the students’ whereabouts and updates.

Create Function

Guardian Create Early Screen Shot
Guardian View Details Early Screen Shot

The page to create guardian profiles. Users enter the required information in the fields provided to create a guardian profile.

Validation is done to ensure that no guardian can have the same name and address.

Information captured during creation are :

  1. Contact details (Name, address, home and mobile contact number)
  2. Occupation
  3. Income
  4. No. of children under his/her care
  5. Guardian’s relationship with their children*
  • This is a mapping of a guardian’s relationship to their children. Users will be able to search and select multiple students for whom the guardian is known to be taking care of.

View Function

This page allows the admins and members to search and view guardians’ profile. Users will be able to view the full details of the guardian by clicking on “view details”

Modify Function

This page allows the admins and members to search and modify a guardian’s profile.

Delete Function

This page allows the admins and members to search and modify a guardian’s profile.


School Management

School Management allows users to create, view modify and delete school profiles. The school profile provides essential information such as address and operating hours to TEF members as they make visits to collect data and update their information on students.

Create Function

School Create Early Screenshot

The page to create school profiles. Users enter the required information in the fields provided to create a school profile.

Validation is done to ensure that no school can have the same name and address.

Information captured during creation are :

  1. School details (Name, level, address, contact number)
  2. Headmaster Contact details (Name, Contact)
  3. Teachers-in-charge contact details
  4. Operating hours
  5. Visit Date
  6. Comments
  • This is a mapping of a guardian’s relationship to their children. Users will be able to search and select multiple students for whom the guardian is known to be taking care of.

View Function

This page allows the admins and members to search and view profiles of schools. Users will be able to view the full school profile by clicking on “view details”

View students who belong to the selected school Users will be able to view the students who belong to a school by clicking on the population number.

Modify Function

This page allows the admins and members to search and modify a school’s profile.

Delete Function

This page allows the admins and members to search and modify a school’s profile.


Student Management

Student Management allows users to create, view modify and delete student profiles. The student profile provides information about the student and as well as their siblings who are funded by TEF. This will allow TEF members to contact the student more easily by contacting their sibling if they cannot find the student during their visit.

The student profile also serves as an interface which allows TEF members to have a complete view of linkages between a student and his bank account information, schools, siblings, and current status.

Create Function

The page to create student profiles. Users enter the required information in the fields provided to create a student profiles.

Validation is done to ensure that no student can have the same name and address.

Information captured during creation are:

  1. Student details (Name, Alias1, Alias2, address, gender, dob)
  2. Student contact details (home contact number, mobile contact number, email)
  3. Bank account number
  4. School*
  5. Guardian name and relationship*
  6. No. of siblings
  7. Sibling name and relationship*
  8. Class level
  9. Visit Date
  10. Comments
  • Relationship mapping

Users will be able to search for a school and map the school to the student profile so as to show that the student belongs to the school. The same can be done to guardians and siblings.

Version 1

Student Create early screenshot


Version 2

Student Create new screenshot

Version 3

Student Create new screenshot

View Function

This page allows the admins and members to search and view profiles of students. Users will be able to view the full student profile by clicking on “view details”

View Student screenshot v1

View Student screenshot

View Student Details screenshot v1

View Student Details screenshot


View student screenshot v2

View Student screenshot


View student Details screenshot v2

View Student Details screenshot v2

Modify Function

This page allows the admins and members to search and modify a student’s profile.

Modify Student (search) screenshot v1

Modify Student screenshot v1

Modify Student (edit) screenshot v1

Modify Student screenshot v1


Modify Student (search) screenshot v2

Modify Student screenshot v2

Modify Student (edit) screenshot v2

Modify Student screenshot v2

Delete Function

This page allows the admins and members to search and modify a student’s profile.

Delete Student (search) screenshot

Delete Student screenshot

Delete Student (delete) screenshot v1

Delete Student screenshot v1


Delete Student (delete) screenshot v2

Delete Student screenshot v2

Profiling

Student Profile early screenshot
Student Profile current screenshot


Student Profile

The student profile also serves as an interface which allows TEF members to have a complete view of linkages between a student and his bank account information, schools, siblings, and current status.

This is accessed by first searching for student in "View" of Student Management and clicking on icon under "Detail" column

School Profile

The school profile also serves as an interface which allows TEF members to have a complete view of linkages between the students and the school information, the point of contacts and the location of the school.

This is accessed by first searching for school in "View" of School Management and clicking on icon under "Detail" column

Guardian Profile

The guardian profile also serves as an interface which allows TEF members to have a complete view of linkages between the students and the guardian.

This is accessed by first searching for guardian in "View" of Guardian Management and clicking on icon under "Detail" column

Photo Management

The photo management function allows TEF members to upload multiple photos for each student/school.

Photo Album

TEF members are able to edit details of each photo. This includes deleting, edit captions, set profile pictures, and adding more photos.

Edit Photo Details

Fund Management

The fund management will be used by TEF’s Finance administrators to approve and monitor funds. The function is meant to support the administrators by providing the information needed to be sent to the bank and as well as an interface for them to update the bank account when they receive updates from the bank.

Approve Funds Function

Approve funds allow finance administrators to search for a student and update his/her eligibility. A student is eligible if he is currently studying in a school in Banda Aceh, lives in Banda Aceh and has submitted his latest school report to the Finance Administrator.

This function allows finance administrators to update the student’s eligibility on these three criteria when they receive new updates from other TEF members or from the students themselves.

Information captured in Approve Funds are:

  1. Student Address
  2. Current School and School Level
  3. Eligibility For Fund Status
  4. Amount to Fund
  5. New School Report Submission Date

Version 1

Approve Funds Early screenshot


Version 2 Approve funds has been merged with fund student

Fund Student Function

This function generates the list of students who are eligible for funding for the current month. Finance Administrators will also be able to write monthly instructions and print this list to send to the bank.

Version 1

Fund student V1 screenshot


Version 2

Fund student V2 screenshot

Update Account Function

When finance administrators receive the bank statements from the bank, they will access this function to update the bank transaction record of those students that were deemed eligible in “Fund Students” function

Version 1

Update Account Early screenshot

Version 2

Update Account V2 screenshot

Reporting Function

This is a reporting tool that reports on:

  1. No. of students funded by year
  2. No. of students not funded by year and month
  3. Amount funded for each year
  4. Amount funded for each student by year and month

Users will be able to ‘drill up’ and ‘drill down’ to access the above information and will also be able to export and print the report.

Version 1

Reporting Early screenshot v1


Version 2 Overall Report

Overall Report

Report by school

Report by School

Funding Trail

Funding Trail

Export Report

Export Report

Upload File

Version 1 The upload function supports the data collection process by providing an interface to allow TEF members to upload their data collection template in CSV format.

Upload v1 screenshot

Version 2

Upload v2 screenshot

Export Data

TEF members will be able to export student and school data in csv and as well as print them on hardcopy with photos to be used as photo scrapbooks. They are used to identify students when they make visits to collect data.

Export Screenshot

Notification

The notification function sends an email to TEF members whenever a change is made on the information in the system.

Sample notification sent to email

Archiving

The system has a profile status to mark student information as archived when students graduate from high school.

Change Log

Change log Screenshot

Archiving - Restore or delete database

Archiving Screenshot

Documentations

Use Case and Description

Click on the links below to download any of the use cases:

  1. Member Management Use Case | Member Management Use Case v2
  2. Student Management Use Case | Student Management Use Case v2
  3. Guardian Management Use Case | Guardian Management Use Case v2
  4. School Management Use Case | School Management Use Case v2
  5. Upload File Use Case | Upload File Use Case v2
  6. Notification Use Case
  7. Fund Management Use Case | Fund Management Use Case v2
  8. Photo Management Use Case
  9. Export Management Use Case

Diagram

  1. ER Diagram
  2. ER Diagram (Revised on 25/08/10)
  3. ER Diagram (Revised on 21/09/10)
  4. ER Diagram (Revised on 23/11/10)


Test Cases

Our team adopted regression testing technique.

Login

  1. Login Test Case Iteration 1
  2. Login Test Case Iteration 2
  3. Login Test Case Iteration 3
  4. Login Test Case Iteration 4
  5. Login Test Case Iteration 5
  6. Login Test Case Iteration 6
  7. Login Test Case Iteration 7
  8. Login Test Case Iteration 8

Member Management

Note that notifications is tested together with Member Management in iteration 5 to 8.

  1. Member Management Test Case Iteration 1
  2. Member Management Test Case Iteration 2
  3. Member Management Test Case Iteration 3
  4. Member Management Test Case Iteration 4
  5. Member Management Test Case Iteration 5
  6. Member Management Test Case Iteration 6
  7. Member Management Test Case Iteration 7
  8. Member Management Test Case Iteration 8

Guardian Management

  1. Guardian Management Test Case Iteration 1
  2. Guardian Management Test Case Iteration 2
  3. Guardian Management Test Case Iteration 3
  4. Guardian Management Test Case Iteration 4
  5. Guardian Management Test Case Iteration 5
  6. Guardian Management Test Case Iteration 6
  7. Guardian Management Test Case Iteration 7
  8. Guardian Management Test Case Iteration 8

School Management

  1. School Management Test Case Iteration 3
  2. School Management Test Case Iteration 4
  3. School Management Test Case Iteration 5
  4. School Management Test Case Iteration 6
  5. School Management Test Case Iteration 7
  6. School Management Test Case Iteration 8

Student Management

  1. Student Management Test Case Iteration 2
  2. Student Management Test Case Iteration 3
  3. Student Management Test Case Iteration 4
  4. Student Management Test Case Iteration 5
  5. Student Management Test Case Iteration 6
  6. Student Management Test Case Iteration 7
  7. Student Management Test Case Iteration 8

Fund Management

Note that notifications is tested together with Fund Student

  1. Fund Management Test Case Iteration 5
  2. Fund Management Test Case Iteration 6
  3. Fund Management Test Case Iteration 7
  4. Fund Management Test Case Iteration 8

Reporting

  1. Reporting Management Test Case Iteration 6
  2. Reporting Management Test Case Iteration 7
  3. Reporting Management Test Case Iteration 8

Photo Management

  1. Photo Management Test Case Iteration 3
  2. Photo Management Test Case Iteration 4
  3. Photo Management Test Case Iteration 5
  4. Photo Management Test Case Iteration 6
  5. Photo Management Test Case Iteration 7
  6. Photo Management Test Case Iteration 8

Import

  1. Import CSV Test Case Iteration 1
  2. Import CSV Test Case Iteration 2
  3. Import CSV Test Case Iteration 3
  4. Import CSV Test Case Iteration 4
  5. Import CSV Test Case Iteration 5
  6. Import CSV Test Case Iteration 6
  7. Import CSV Test Case Iteration 7
  8. Import CSV Test Case Iteration 8

Export

  1. Export Test Case Iteration 4
  2. Export Test Case Iteration 5
  3. Export Test Case Iteration 6
  4. Export Test Case Iteration 7
  5. Export Test Case Iteration 8

User Acceptance Test (UAT)

Mid Terms

Test Cases

Mid Term UAT Test Case

Results

  • Team Guru

Team Guru - Dong Ming
Team Guru - Gina
Team Guru - Khaw Boon Ann
Team Guru - Paul Tan
Team Guru - Wang Chao
Team Guru - Xiang Xuan

Final

Test cases

Final UAT Test Case for Admin
Final UAT Test Case for Helper

Results

Final UAT Test Case for Admin - Jumiah
Final UAT Test Case for Admin - Pat
Final UAT Test Case for Admin - Wayne