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IS CAPTAINS_ LLC

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									IS CAPTAINS, LLC




 PLP PROJECT DOCUMENTATION
          Nick Leonard
            Cole Usry
        Valerie Bookwalter
        John Weatherford
          Matt Schubert
         Andrew Ledford
                    PLP Data Management System
                                  Project Charter




Table of Contents      2 I.S. Captains, LLC
    PLP Data Management System




     CPSC 350 FALL 2009




3                         I.S. Captains, LLC
                                                     PLP Data Management System
                                                                 Table of Contents

Table of Contents
Project Charter ................................................................................................................................................ 6
Project Requirements per CPSC 350 .............................................................................................................. 7
Project Documentation Requirements ............................................................................................................ 8
System Scope ................................................................................................................................................10
Context Diagram ...........................................................................................................................................12
Schedule ........................................................................................................................................................14
Feasibility Study ............................................................................................................................................18
Staffing ..........................................................................................................................................................24
Launching Document ....................................................................................................................................26
Information Gathering ...................................................................................................................................28
QUESTIONNAIRE .............................................................................................................................................28
Functional Requirements ...............................................................................................................................38
Prototypes ......................................................................................................................................................42
Event Table....................................................................................................................................................45
ERD ...............................................................................................................................................................54
Domain Class Diagram (Class 0) ..................................................................................................................56
Use Case Diagrams........................................................................................................................................58
Domain Class Diagrams ................................................................................................................................68
System Sequence Diagrams...........................................................................................................................91
Data Descriptions ........................................................................................................................................120
Recommendations .......................................................................................................................................124
Appendix A: Presentation and Supporting Documentation for Document Set 1 .........................................129
Transcript Meeting #1 – IS Captains talking with Dr. Larson ....................................................................129
Gantt Chart of Schedule ..............................................................................................................................133
Transcript Meeting #2 .................................................................................................................................134
Appendix B: Presentation and Supporting Documentation for Document Set 2 .........................................140
JAD Presentation .........................................................................................................................................140
JAD Notes (Andy) .......................................................................................................................................143
JAD Notes (Valerie) ....................................................................................................................................144
Additional Prototypes ..................................................................................................................................146
PLP supplied System Tracking Examples ...................................................................................................148
Document Set 2 presentation .......................................................................................................................150
Appendix C: Presentation and Supporting Documentation for Document Set 3 .........................................155
Document Set 3 presentation .......................................................................................................................155

Table of Contents                                                 4 I.S. Captains, LLC
                                                PLP Data Management System
                                                            Table Of Contents
Appendix D: Presentation and Supporting Documentation for Document Set 4 .........................................160
Document Set 4 presentation .......................................................................................................................160
Appendix E: Presentation and Supporting Documentation for Document Set 5 .........................................163
Recommendation Document delivered to PLP. ...........................................................................................163
Document Set 5 Presentation .......................................................................................................................171




Table of Contents                                           5 I.S. Captains, LLC
                                  PLP Data Management System
                                                Project Charter

Project Charter

Project Name: PLP Data Management System
Project Client: President’s Leadership Program
Project Contractor: I.S. Captains, LLC
Project Purpose:
The President Leadership Program at Christopher Newport University will be growing within the next five
years. Currently PLP has been tracking students’ basic information which includes name, address, phone
number, email, and parents’ address through excel. This is a very inefficient data management system that
requires full time data entry personnel. Searching the excel spreadsheet is often difficult and time
consuming for employees of PLP. I.S. Camptains', LLC has been contracted to provide PLP a systems
analysis and system requirements which will increase efficiency of data entry and management to allow
PLP employees more time with students. The project will include all documentation as listed later under
Required Documentation.
Anticipated Completion: December 3, 2009
Approved Budget: $0.00
Key Participants:


Participant                         Position                     Primary Responsibilities
Dr. Anyiwo                          Professor                    Supervise project team
                                                                 Check project status
                                                                 Serve on oversight committee
Brian Larson                        PLP Directory                Chair oversight committee
Chris Fox                           PLP                          Oversight Committee Member
Lori Throupe                        PLP                          Oversight Committee Member
Katie Litle                         PLP                          Oversight Committee Member
Stuart Farrand                      PLP                          Oversight Committee Member
April Le                            PLP                          Oversight Committee Member
I.S. Captains, LLC                  Team Members                 Project Analysts
Nick Leonard                                                     Project Leader
Valerie Bookwalter                                               Database Design
Cole Usry                                                        PLP Liaison
Matt Schubert                                                    Programmer
John Weatherford                                                 System Analyst
Andrew Ledford                                                   System Analyst




Project Charter                           6 I.S. Captains, LLC
                                   PLP Data Management System
                                                 Project Charter


Project Requirements per CPSC 350
   Set up your team as a fictitious Systems Analyst Corporation

        –    appoint appropriate corporate officers;

   Go find a Client Organization:

        –    any small company/business located close enough to campus for frequent meetings;

        –    an organization that is willing to work with you, knowing fully well that you’re students
             working on a class project, e.g. a department of CNU or some other organization;

   Schedule a meeting with your Client Organization.

        –    At that meeting, identify which people from your client organization will constitute your
             project's oversight committee (that is, those who will supervise your project activities at your
             client organization);

        –    acquire as much information as you can about your client's business; that is, find out all you
             can about their tactical and strategic business plans;

        –    identify your client's current information systems, if they have any, and any new information
             systems they plan to introduce into their operations in the near future;

        –    ask your client if they have any specific information system they would have you examine for
             them.

   Schedule a Project Team Meeting:

        –    From the knowledge you acquired in item above, determine what new information systems
             and/or what modifications to their existing information systems are necessary to increase your
             client's competitive edge in their industry.

   Schedule another meeting with your Client Organization. At that meeting:

        –    discuss your findings from your team meeting, above, with your oversight committee; and

        –    identify, with the help of your oversight committee, which new or modified information
             system you should focus on.




Project Charters                            7 I.S. Captains, LLC
                                 PLP Data Management System
                                               Project Charter

Project Documentation Requirements

Report Groups & Work Items                               Deliverable Documents
A: SYSTEMS PLANNING                                      DOC#1        Due 9/17
       Problem Definition;                                         The System Scope Document ;
       Project Schedule;                                           Context Diagram
       Project Feasibility;                                        Project Schedule PERT/GANTT
       Project Staffing;                                            charts;
       Project Launching                                           Project Feasibility Study;
                                                                    Project Staffing Document;
                                                                    Project Launching Document
B: SYSTEMS REQUIREMENTS SPECIFICATION                    DOC#2        Due 10/15
   Gather/Collect Project Information;                             Information Gathering
   Develop a Set of System Requirements;                            Instrument(s) and Outcome;
   Prototype parts of the System, if and where                     Functional Requirements;
    possible, so that you can check/test the                        Non-Functional Requirements;
    feasibility, and Client's acceptability, of the                 Prototypes
    anticipated System's Requirements.
C: REQUIREMENTS MODELING: Part 1                         DOC#3        Due 11/3
   From the System's Requirements, determine                       Event Table;
    the “Things” and “Events” involved in the                       ERD;
    Project;                                                        Class Diagrams;
   Present the System's “Events” in an Event
    Table;
   Present the System's “Things” with an ERD
    and a Class- Diagram.
D: REQUIREMENTS MODELING: Part 2                         DOC#4 Due 11/24
   Model the System (“Things” and “Events”)                        Use Case Diagrams
    using the Traditional Approach;                                 Domain Class Diagrams
   Model the System (“Things” and “Events”)                        Sequence Diagrams
    using the Object-Oriented Approach.                             Data Descriptions
E: EVALUATION, SELECTION &                               DOC#5 Due 12/3
RECOMMENDATION                                                      Recommendation Document
   Prioritize the Specified System's Requirements;
   Conceptually determine different ways
    (Alternatives) of Acquiring a System that
    would satisfy the Specified System
    Requirements;
   Review the above alternatives;
   Recommend to the Client what should be done;
    that is, present to the Client a final System's
    Requirements Specification as well as the best
    alternative for implementing the recommended
    system.


Project Charters                          8 I.S. Captains, LLC
                   PLP Data Management System
                                 Project Charter




Project Charters      9 I.S. Captains, LLC
                               PLP Data Management System
                                              System Scope

System Scope

 Problem Description

 The President Leadership Program at Christopher Newport University will be growing within
 the next five years. Currently PLP has been tracking students’ basic information which
 includes name, address, phone number, email, and parents’ address through excel. This is a
 very inefficient data management system that requires full time data entry personnel.
 Searching the excel spreadsheet is often difficult and time consuming for employees of PLP.

 Anticipated Business Benefits

 The primary business benefit is to increase efficiency of data entry and management to allow
 employees more time with students. More immediate benefits include the following:

        Maintain up to date record of students in PLP
        Decrease errors caused by manually entering data
        Maintain record of PLP alumni
        Reduce time spent entering data
        Allow students to update contact information


 System Capabilities

 To obtain the business benefits listed above the data management system must include the
 following capabilities:

        Ability for students to register for workshops online
        Allow staff to override workshop registration
        Ability for students to enter community service information online
        Ability to report attendance of leadership requirements
        Provide online form for students to update information
        Maintain a database of current and past students
        Allow students to track leadership requirements




System Scope                          10 I.S. Captains, LLC
               PLP Data Management System
                              System Scope




System Scope      11 I.S. Captains, LLC
                  PLP Data Management System
                               Context Diagram

Context Diagram




Context Diagram      12 I.S. Captains, LLC
                  PLP Data Management System
                               Context Diagram




Context Diagram      13 I.S. Captains, LLC
           PLP Data Management System
                             Schedule

Schedule




Schedule     14 I.S. Captains, LLC
           PLP Data Management System
                             Schedule




Schedule     15 I.S. Captains, LLC
           PLP Data Management System
                             Schedule




Schedule     16 I.S. Captains, LLC
           PLP Data Management System
                             Schedule




Schedule     17 I.S. Captains, LLC
                                PLP Data Management System
                                             Feasibility Study

Feasibility Study

                    Feasibility Area                           Score   Weight
                                                               0-10     0/1
Technical Feasibility
                                                                9        0
       Analysts are all students learning the
        material needed although most skills are
        already present
       All technologies needed for design and
        implementation are already available and
        can be easily acquired through CNU’s
        extensive program library or hardware
        resources
Economic Feasibility
                                                                9        1
       Very cost effective
       Minimal Implementation Costs
       Use of PLP payroll (staff) will increase
        efficiency as a result and be more
        effective
Legal Feasibility
                                                               10        0
       Strictly an analysis so there is no worries
        about data privacy or implementation
        causing legal problems
Operational Feasibility
                                                                8        1
       Team is composed of CPSC 350 students
        so we are required to meet and have class
        time to complete work scheduled
       Team organization is very high so work
        management will be fairly effortless
Schedule Feasibility
                                                                9        1
       Schedule is governed by the team and its
        availability
       Professor has set milestones for
        documentation in a reasonable time frame
       Customer has pledged unconditional
        availability
                              Feasibility Results               9




Feasibility Study                      18 I.S. Captains, LLC
                                  PLP Data Management System
                                               Feasibility Study

Assess the risk to the project (risk management)




Organizational and Cultural Feasibility
What items might prevent the effective use of the new system and the resulting loss of business benefits?
Organizational and Cultural Issues:
        ·   Low level of computer competency
        ·   Potential change of job responsibilities
        ·   Fear of job security
        ·   Fear of having all information “live”

In order to counter-act their low level of computer competency, the system we put into place can be setup
in such a way that only minimal computer training would be necessary. After our information systems
have been put into place, employee’s job activities would consist of less repetitive and busy work and
would allow employees to track their work more efficiently and have better organization throughout the
workplace. Because they currently only have a small number of employees, their job security should
remain about the same. The employees will still have job tasks to perform; however, their specific tasks
would simply shift into other areas.


Technological Feasibility
    ·    Materials
    ·    Labor
    ·    Physical Location
    ·    Technology

    After our analysis of the organization, we collected several systems that needed to be improved upon,
as well are numerous solutions for each area. We will have all the materials necessary to implement these
technological systems. With our allotted class time to work on this project as well as our as needed
scheduled work sessions, we will have the required manpower to complete their system. We have our class
location in Gosnold 110, the Hunter Creech computer lab, study rooms located in the Trible Library, as


Feasibility Study                          19 I.S. Captains, LLC
                                   PLP Data Management System
                                                Feasibility Study
well as numerous other locations in which we will have access to in order to efficiently design a new
structure for the organization. We have access to many software products, which will help us stay
organized, track resources, communicate with our project team and the organization, stay on schedule,
develop project plans, and implement our plans.


Schedule Feasibility
         The time frame allotted for this project, from start to presentation is approximately 90 days. The
project calls for an in depth analysis of the President’s Leadership Program’s implemented information
systems. Also this includes designing a plan to streamline data management and increase efficiency. The
PLP staff has made themselves available at a moments notice for meetings and any questions that might
arise and need to be addressed by our team. Class time will be allotted for work on the project and
meetings within the team itself. We have also been instructed that this time can be used for off site
meetings with PLP as well.

        Our team of analysts have come up with a schedule that we feel is more than enough time to
complete our tasks. The allotted team times and schedule flexibility make our schedule more than
reasonable and therefore we find this to be Feasible.


Resource Feasibility
       The resources that will be needed for the successful completion of this project include team
members, PLP staff, campus facilities, and computer resources.

          Our team consists of members of the CPSC 350 class therefore we are ensured that we can keep
track of each other’s progress and use our manpower efficiently in the completion of tasks. Our team
consists of versed students in the field of computer science and programming so this will be essential to the
understanding of the material and tasks ahead. Also we have made our schedules available to one another
to ensure that we are available to get work done.

         The PLP staff has made it very clear to us that we will have any resource needed from them in
order to complete our analysis. They want us to succeed in our analysis of their system and so we will find
no hindrance in the allocation of their time.

          Computer resources will be needed to complete and organize written assessments done by our
team of analysts. Also we will need the use of the CNUConnect system to organize team functions and
keep in touch via e-mail. Christopher Newport University’s campus offers many computer labs to students
free to use. Also, any software that is needed is provided on these systems. In addition to the free on
campus computer labs, our team members have their own personal computer at their disposal. In our
textbook we have been given free 60-day trial versions of Microsoft’s project management software, which
should prove very valuable to our time management and scheduling. CNU has licenses to all of Microsoft’s
software libraries and many other database management programs and software suites. If CNU does not
already have the software needed we will go about purchasing it through CNU and their educational
discounts. This will allow us to minimize costs associated with project implementation.

          Our system will be very unassuming on a computer system, as it will not need large amounts of
processing power and storage space, as it is a relatively small database at this time. The need for expansion
eventually might require a small server to carry the system but it again will be very minimal and cost
effective.
Since the database will be designed so that it is moveable this transition can be done by any IT Services
tech later on as system demands rise.

Feasibility Study                          20 I.S. Captains, LLC
                                    PLP Data Management System
                                                 Feasibility Study

Economic Feasibility
          Because this is an educational project, and our team of students will do the analysis and design, we
will incur no cost in labor and will not be charging for our services. This makes our project completely
non-profit and non-revenue seeking on our side as the analyst team. Also the PLP department will incur no
financial costs for our services. Although there are no actual labor costs incurred we have included
theoretical salaries and other costs to the project in this study. They can be seen below after the benefits
analysis. This will illustrate the feasibility level if our company was profit seeking and actually charged for
our services. This project will be strictly on the analysis and theoretical design of a new streamlined data
management system for the PLP department so there will be no cost in the form of equipment, training,
support staff, and software and licenses at this time but software and hardware will need to be procured in
the actual implementation of our design.

          There are many benefits that will result from our analysis of the PLP system and their use of our
Design:

         Reduced data entry time
         Instant data reporting from the database
         Ability to maintain all student data in one environment and location
         Reduced man hours spent on data verification
         Ability to use student assistants for more than just data entry
         Reduced data redundancy
         Improved and automated scheduling system
         Allows PLP staff to spend more hours helping students rather than managing them

Some intangible benefits include:

         Improved employee moral
         Higher productivity
         The ability to keep pace with other departments in data management terms
         Increased levels of service to students within the department and other CNU influences
         Ease of communication and relations between members of PLP and Staff


Cost Analysis

           This analysis outlines the costs that the project will incur from start to completion. Please note a
few key items. First, you will notice in the cost summary that some items will incur no costs. The facilities
that we use here at CNU regardless of whether they are meeting rooms, computer labs, and or design
facilities they are free to use for our team so we will incur no costs using them. Also, the Utilities section is
left without charges because any design or organizational utility that our team will use will be free or we
are using on a free-trial basis therefore we will incur no costs on that realm either.

          Lastly, Installation will be minimal as it will be mainly software based and will require little to no
hardware at this time although we will allow for hardware expansion in our design. Also, system support
will be administered at first by our team with the hope to transfer this responsibility to a 3rd party once all
the training and the implementation is complete. This project is very economically feasible as the system
will be inexpensive and will save many hours of labor costs used to do data entry as well as labor costs
incurred by the PLP department used to manage student accounts and their activities.


Feasibility Study                            21 I.S. Captains, LLC
                          PLP Data Management System
                                       Feasibility Study


Projected Team Member Salaries

 Name                     Title                   Salary
 Nick Leonard             Project Leader                $91,000.00
 Valerie Bookwalter       Database Design               $87,000.00
 Cole Usry                PLP Liaison                   $81,000.00
 Matt Schubert            Programmer                    $81,000.00
 John Weatherford         System Analyst                $76,000.00
 Andrew Ledford           System Analyst                $76,000.00
                          Total Wages                 $492,000.00



Summary of Costs for Development of PLP Data Management System
 Expense Category          Amount
 Salaries/Wages                   $492,000.00
 Equipment Installation             $5,000.00
 Training                           $2,000.00
 Facilities                             $0.00
 Utilities                              $0.00
 Support Staff                     $20,000.00
 Travel/Miscellaneous               $2,000.00
 Licenses                           $2,000.00
 Total                           $523,000.00




Feasibility Study               22 I.S. Captains, LLC
                    PLP Data Management System
                                 Feasibility Study




Feasibility Study      23 I.S. Captains, LLC
                        PLP Data Management System
                                            Staffing

Staffing

             Resource                 Title        % Time Requested
Valerie Bookwalter         Systems Design                100
Andrew Ledford             Systems Analyst               100
Nick Leonard               Project Leader                100
Matt Schubert              Systems Programmer            100
Cole Usry                  PLP Liaison                   100
John Weatherford           Systems Analyst               100




Staffing                   24 I.S. Captains, LLC
           PLP Data Management System
                               Staffing




Staffing      25 I.S. Captains, LLC
                                         PLP Data Management System
                                                   Launching Document

Launching Document

                                   The Captains’ Open Their Orders
NEWPORT NEWS, VA - Much like Christopher Newport did when he opened the sealed orders of the
Virginia Company of London that declared Captain John Smith a member of the Colony’s Council over
two centuries ago when in “Jamestowne” (Jamestowne Society, 2007), The President’s Leadership
Program (PLP) at Christopher Newport University has chosen the IS Captains, LLC. to lead their
needs on a technical level as PLP looks to develop a new guiding strategy in technological development.
The current strategy PLP uses today is strictly based on old technological ideologies that no longer
make sense as the needs of the business has changed and grown. For example, the main client program/file
currently used to track constituents (students) is a simple spreadsheet program which stores data in a static
single-user file instead of dynamic multi-user database.
PLP has announced a need for the ability to register constituents, track constituents, perform advanced data
reporting, and track employee information all in one active keyed database. PLP also wishes to build a web
presence with the World Wide Web Consortium and Section 508 standards. By updating the current
technological systems, IS Captains’ LLC. will meet all the requirements as set forth by PLP in the
won Request for Proposal.
IS Captains’ LLC and PLP have generated an ad-hoc Leadership Oversight Committee to command the
integral plans for the project. This committee has conducted a Feasibility Analysis and distributed it to
through the proper internal and external channels.
IS Captains’ LLC. will make it possible for PLP to have higher productivity, more ease in
communication, improved automation and increased redundancy (backup systems) when all parts of
the agreed upon projected project schedule have been completed.
Press: If you have any thoughts or concerns, please correspond with IS Captains’ LLC. Public Relations.
Formed in 2009, IS Captains’ LLC. is a multi-tiered company with an emphasis on Information Systems Design and
Analysis. The speciality of the company is integrated systems for educational processing.
Press Contact:
Cole Usry
Public Relations & Systems Analyst
IS Captains’ LLC
(434) 981-7611

President’s Leadership Program and PLP are registered logos and trademarks of Christopher Newport University. IS Captains’ LLC.
and the IS Captains’ LLC. logo are registered logos and trademarks of IS Captains’ LLC.




Launching Document                                 26 I.S. Captains, LLC
                     PLP Data Management System
                               Launching Document




Launching Document      27 I.S. Captains, LLC
                                 PLP Data Management System
                                          Information Gathering

Information Gathering

QUESTIONNAIRE
For Tuesday’s meeting, please bring any data-collection-forms, and any other documents used to manage
data within PLP.
Analysis
    1. How happy are you with your current system on a scale of 1-10.


    2. What typical computer skills are you familiar with? (I.e. Word, Excel,
       PowerPoint, Access, MySQL, iWork, FileMaker, OS X, Windows).


    3. What do you typically find yourself needing a computer system for?



    4. Is there any repeated task you find yourself doing a lot that you feel a computer
       system could automate?


Planning:

    1. What is the biggest change you would like to see from your current computer
       system setup?


    2. What changes are you looking to make in your strategic in the short term/long
       term? In other words, what changes in infrastructure of the program do you see in
       the near future?


    3. What function do you want to use the new system for the most often?


    4. How do you see yourself using this new system?




Information Gathering                    28 I.S. Captains, LLC
                                    PLP Data Management System
                                             Information Gathering

QUESTIONNAIRE
For Tuesday’s meeting, please bring any data-collection-forms, and any other documents used to manage
data within PLP.
Name: April Lee
Analysis
1. How happy are you with your current system on a scale of 1-10.
5
2. What typical computer skills are you familiar with? (I.e. Word, Excel, PowerPoint,
   Access, MySQL, iWork, FileMaker, OS X, Windows).
Word
Excel
Powerpoint
Windows
3. What do you typically find yourself needing a computer system for?
Word processing
e-mail
web-browsing
spreadsheets
4. Is there any repeated task you find yourself doing a lot that you feel a computer
   system could automate?
I don’t think so
Planning:
1. What is the biggest change you would like to see from your current computer system
   setup?
It seems like keeping track of and organizing a large amount of data is really stressful to this office. It is
always a slow process and only a few people can really access the large pools of information.

2. What changes are you looking to make in your strategic in the short term/long term?
   In other words, what changes in infrastructure of the program do you see in the near
   future?
 I think we're expecting to accumulate more and more students over the next few years which would be the
biggest change. I think we're also wanting to create more of a curriculum for the program, providing more
structure for students during each year of their experience with us.

3. What function do you want to use the new system for the most often?
Our biggest need is probably tracking the students. Maybe also a more effective and error-free way of
collecting data.

4. How do you see yourself using this new system?
I'm not sure...maybe just being able to access data with greater speed and better accuracy.


Information Gathering                        29 I.S. Captains, LLC
                                   PLP Data Management System
                                            Information Gathering

QUESTIONNAIRE
For Tuesday’s meeting, please bring any data-collection-forms, and any other documents used to manage
data within PLP.
Name: Kathryn Litle
Analysis
1. How happy are you with your current system on a scale of 1-10.
   With 1 being the worst and 10 being the best I would say a 3. WAY too complicated
   there HAS to be a better system!!
2. What typical computer skills are you familiar with? (I.e. Word, Excel, PowerPoint,
   Access, MySQL, iWork, FileMaker, OS X, Windows).
-word
-excel
-powerpoint
-limited access
3. What do you typically find yourself needing a computer system for?
Tracking PLP students. Being able to find information for 700+ students such as contact information,
requirements, service hours, basically an organized overview of what they are doing, have done, or will do
and this needs to be able to be broken down by class, gender, scholarship level, etc.
4. Is there any repeated task you find yourself doing a lot that you feel a computer
   system could automate?
Looking up basic info about students-what is their major, year, how many hours they did, workshops they
went too, etc. basic info sheet at the push of a button and something we do not feel OVERWHELMED BY
but rather just understand!
Planning:
1. What is the biggest change you would like to see from your current computer system
   setup?
       Not sure-but has to be better way to organize all the information we want
2. What changes are you looking to make in your strategic in the short term/long term?
   In other words, what changes in infrastructure of the program do you see in the near
   future?
the program will GROW and keep on GROWING. How do you manage 700+ students and make sure they
do not fall by the waist side? Also challenge in that ALL the staff needs access to the same info so how can
we makes sure things are up to date and all the staff knows that. We just need a better system-any change
will help!
3. What function do you want to use the new system for the most often?
     Obtaining information on all our students
4. How do you see yourself using this new system?
Day to day basis by tracking students on requirements, accomplishments, etc. being able to share with the
rest of campus what PLP has done and is doing all in an organized way!




Information Gathering                      30 I.S. Captains, LLC
                                 PLP Data Management System
                                          Information Gathering

QUESTIONNAIRE
For Tuesday’s meeting, please bring any data-collection-forms, and any other documents used to manage
data within PLP.
Analysis
Name : Lori Throupe
1. How happy are you with your current system on a scale of 1-10.
        1. 6 in the realm of vision (what it intends to accomplish)
        2. 4 in the realm of usability (tends to be confusing)
        3. in the realm of what's available (there are too many possibilities to still be
            using excel!)
2. What typical computer skills are you familiar with? (I.e. Word, Excel, PowerPoint,
    Access, MySQL, iWork, FileMaker, OS X, Windows).
          Word
          Excel
          PowerPoint
          OS X
          Windows
3. What do you typically find yourself needing a computer system for?
tracking, data management, and file sharing
4. Is there any repeated task you find yourself doing a lot that you feel a computer
    system could automate?
          Absolutely
                  workshop assignments, reminders, and notifications
                  status notifications
                  general data managment and updates
                  data entry
Planning:
1. What is the biggest change you would like to see from your current computer system
   setup?
NOT EXCEL!!!! I want to see student PROFILES that we can access based on any field we enter!
Usability plan for staff members.
2. What changes are you looking to make in your strategic in the short term/long term?
    In other words, what changes in infrastructure of the program do you see in the near
    future?
We desperately need a software system that can manage this data for us. It would be even
more brilliant if we were tied to Admissions, Office of First Year Initiatives(aka: Setting
Sail), the Registrar, LAMS?, and ultimately the Alumni Office
I have attempted to condense those management databases we use now. It's quite a bear.
3. What function do you want to use the new system for the most often?
Tracking, reporting, and potentially assessment!
4. How do you see yourself using this new system?
Daily

Information Gathering                    31 I.S. Captains, LLC
                                    PLP Data Management System
                                             Information Gathering

QUESTIONNAIRE
For Tuesday’s meeting, please bring any data-collection-forms, and any other documents used to manage
data within PLP.
Name: Stuart Farrand
Analysis
1. How happy are you with your current system on a scale of 1-10.
    I would have to say a 6
2. What typical computer skills are you familiar with? (I.e. Word, Excel, PowerPoint,
   Access, MySQL, iWork, FileMaker, OS X, Windows).
 I am more familiar with OSX than I am with Windows. I am fairly familiar with how to do everyday tasks
on SPSS, Word, Excel, and Powerpoint.
3. What do you typically find yourself needing a computer system for?
For my uses its mainly making basic spreadsheets of students who are interested in or will be attending
certain events, as well as typing letters, forms, etc. For the most part, my use of the system is pretty basic,
although I know some of the staff use our programs for more advanced purpose
4. Is there any repeated task you find yourself doing a lot that you feel a computer
   system could automate?
 Not specifically for me, but I know our student tracker database should be automated since it requires at
least one individual to devote considerable time for input and upkeep
Planning:
1. What is the biggest change you would like to see from your current computer system
   setup?
The largest thing I hope would happen is the some sort of reworking of our student tracking system. Right
now its very confusing, complex, and not user friendly. My hope would be that there would be some way
to automate the process or have a program other than excel which can better manage that type of data.
Also, if there is someway to allow multiple people to access/edit data at one time, or have data from one
spreadsheet automatically dumped in the appropriate configuration into another. A question that I
personally have is whether there are programs that are alternatives to the Office Suite that are more user
friendly and have compatibility?
2. What changes are you looking to make in your strategic in the short term/long term?
   In other words, what changes in infrastructure of the program do you see in the near
   future?
     Our program is going to be changing a lot in the next several years. A major factor that has
    contributed to this necessity is that our freshman class grew considerably this year, as we currently
    have just over 300 freshman in the program (this constitutes about half of the program itself). It has
    been confirmed that this trend is likely to continue. The largest change that will occur is that the staff
    will be much more focused on managing the program rather than having personal interactions with
    students. Furthermore, the sheer number of students now in the program (potentially 1200 in four
    years) means that the staff needs to be very selective in the information about students that it chooses
    to manage, and also have a system that can better manage a considerable amount of data being added
    every semester.
3. What function do you want to use the new system for the most often
Mostly likely tracking student progress in the program.
4. How do you see yourself using this new system?
Me personally not that much, but that is because I am not as involved in the daily maintenance of the
Program. But, I do know that this needs to be done.




Information Gathering                       32 I.S. Captains, LLC
                                    PLP Data Management System
                                             Information Gathering

QUESTIONNAIRE
For Tuesday’s meeting, please bring any data-collection-forms, and any other documents used to manage
data within PLP.
Name: Brian Larson
Analysis
    5. How happy are you with your current system on a scale of 1-10.
5
    6. What typical computer skills are you familiar with? (I.e. Word, Excel,
       PowerPoint, Access, MySQL, iWork, FileMaker, OS X, Windows).
Word, Excel, OS X, Windows
    7. What do you typically find yourself needing a computer system for?
Database management. Creating lists of students to compare against lists from other offices. Looking for
contact information from the students to provide to other offices or to make contact myself.
    8. Is there any repeated task you find yourself doing a lot that you feel a computer
       system could automate?
Creating lists, reviewing lists for differences between lists, trying to determine common denominators to
create lists (ie. Academic class, major, type of scholarship, etc)
Planning:
    5. What is the biggest change you would like to see from your current computer
       system setup?
Ease of use to create necessary reports. I would also like to ensure that it is compatible with other
University systems such as Banner and Excel.
    6. What changes are you looking to make in your strategic in the short term/long
       term? In other words, what changes in infrastructure of the program do you see in
       the near future?
There will continue to be growth in numbers of students. We are looking to add curriculum requirements in
the near future which will require more tracking.
    7. What function do you want to use the new system for the most often?
Data management. Tracking the progress of our students, contact information, scholarships, academic
progress. Nearly everything we do with the students must be tracked in one form or another. This
information often needs to be shared with other departments.
    8. How do you see yourself using this new system?
I see myself using this system on a daily basis throughout the day. I would like to be able to take the
information and glean small amounts and manipulate it into reports quickly.




Information Gathering                       33 I.S. Captains, LLC
                           PLP Data Management System
                                    Information Gathering

JAD MEETING PLAN



Goal: To obtain all necessary information from the PLP staff to clearly
define and validate system Requirements.


Team Members Attending:
        Nick Leonard – Project Leader
        Valerie Bookwalter -
        Andrew Ledford
        Matt Schubert
        Cole Usry
        John Weatherford


PLP Staff Attending:
        Brian Larson – Director
        Chris Fox – Assistant Director
        Lori Throupe – Information Director
        Stuart Farrand – Fellow
        April Lee – Fellow


Date and Time : October 6, 2009 at 11:00AM




Information Gathering             34 I.S. Captains, LLC
                         PLP Data Management System
                                  Information Gathering

JAD MEETING ITINERARY




11:00AM – Meeting Commencement with introductory slide show done by
the IS Captains team.

11:10AM – Introductions of the PLP staff to the IS Captains and full
introduction of IS Captains team to PLP staff.

11:15AM - 11:45AM

        OPEN FORUM with PLP staff and team members to extract
information about system requirements.

11:45AM- Validate and prioritize discovered requirements

12:00PM – Meeting Adjourned




Information Gathering         35 I.S. Captains, LLC
                                      PLP Data Management System
                                               Information Gathering

JAD NOTES

-Want to be able to enter name/id and get GPA, 4-year records of individual students including all their
info, current status, student photo, etc.

-Ability to sort by class

-Select which categories you want to see on report

-Total service hours for each class

-Report by major, so when PLP members graduate they can see trends

-Complete documentation of system for future employees and future system maintenance

-Registrar lets PLP see banner list and then expects them to destroy it

-Want the ability to track required classes for each individual student

-Want the ability to sort by who is short service hours, missed workshop, scholarship level, etc.

-Be able to select specific categories to export and send to other departments

-Allow students to see their standings on workshops, speakers, etc.

-Admin view, worker view, student view (with separate access levels for each)

-Ability to approve required hours

-System creates a report of all changes (made by both employees and students) to student profiles at a set
time (such as once a week)

-Allow student workers to make changes to records (pending changes that require admin approval on
certain categories)

-Ability to add a note to a student’s profile (with timestamp?)

-Admin ability to add scholarship levels, change desired fields


-Ability for students to update their info online using honor code
          -Community service hours along with where the hours took place
          -Workshop attendance
          -Speaker attendance
          -Update personal contact info




Information Gathering                       36 I.S. Captains, LLC
                        PLP Data Management System
                                 Information Gathering




Information Gathering      37 I.S. Captains, LLC
                                   PLP Data Management System
                                         Functional Requirements

Functional Requirements
Data Storage
STUDENT RECORDS
Rationale: The President’s Leadership Program tracks the status of members using Student Records. This
information must be called upon for analysis, diagnostic, and reporting services of the information system.
Summary: Student Records encompass personal information and shall incorporate the following fields:
Student ID, Years At CNU, Current Designation (i.e. Freshman, Sophomore, Junior, Senior, or Alumni),
Home Address, and School Address, phone numbers, and email(s). Other information related to student
records will be correlated with Academic Records.
ACADEMIC RECORDS
Rationale: The President’s Leadership Program tracks the status of members using Academic Records.
This information must be called upon for analysis, diagnostic, and reporting services of the information
system.
Summary: Academic Records encompass academia related information and shall incorporate the
following fields: Student ID, Title, First Name, Last Name, Suffix, In Good Standing (Boolean),
Cumulative Grade Point Average, , Honor System Violations (Boolean), Other Disciplinary Violation
(Boolean), and the Total Credits Earned, classes enrolled, major/minor designation, housing, scholarship
eligibility,
My note: the notion of previous, last, this in regards to semesters or years needs to be referenced
differently. i.e. All semesters' and ALL years' information will be kept. SO, records are just current info
with a data mechanism which supports previous info. Information shall be entered by PLP members only
and set to private viewing.
INVOLVEMENT RECORDS
Rationale: The President’s Leadership Program tracks the status of members using Involvement Records.
This information must be called upon for analysis, diagnostic, and reporting services of the information
system.
Summary: Involvement Records shall allow entry of current information as well as maintaining all
previously entered information. Involvement Records shall incorporate the following fields: Student ID, On
Campus Cumulative Volunteer Hours Off Campus Cumulative Volunteer Hours, Organization, Contact
Person, Location, Date, number of hours, and the Last Volunteer Form (Entered Date). Multiple volunteer
entries shall be allowed for each volunteer form entered. Data shall be entered by student and must be
approved by a designated PLP member.
CONTACT RECORDS
Rationale: The President’s Leadership Program wants to track interactions with members using Contact
Records. This information will be called upon for historical reporting services of the information system.
Summary: Contact Records, which shall be correlated to Student Records, shall incorporate the following
fields: PLP member, Date, Time, Place, Note. The Note shall be freeform and allow user to enter any
relevant information in textual format.
DATA FIELD MODULATION
Rationale: The President’s Leadership Program needs to account for many different years of students.
Summary: The requirements for the years change as new students go through the system. This needs to be
accounted for by having the requirements of the previous year's notated in the Graphical User Interface.
The President’s Leadership Program also needs to be able to change and update these requirements. This
means that new fields may need to be accessible in the future with a Graphical User Interface that can
expand to these needs. The system should also be able to account for the changes in these requirements
through the years with automated reporting, sorting, and filtering at all levels of data entry and retrieval.
DATA FIELD SECURITY


Functional Requirements                    38 I.S. Captains, LLC
                                   PLP Data Management System
                                         Functional Requirements
Rationale: The President’s Leadership Program needs to account for many different users on the system.
The system needs to include security on all fields which can only be approved by specified staff.
Summary: All the fields need to have read/write attributes. Temporary Changes should be allowed, but
must be approved to go into the permanent database. Sensitive data shall also be protected in viewing
mode.
Data Retrieval
DATA MANIPULATION
Rationale: The President’s Leadership Program requires the ability to sort and filter information for easier
access. In order to do this a Graphical User Interface front-end will need to be put in place to permit this.
Summary: In order to call the system’s records more quickly, including Academic, Student, Contact and
Volunteer Records, the system needs to be able to sort and filter the information based on user defined
criteria.
ADMINISTRATIVE GRAPHICAL USER INTERFACE
Rationale: The President’s Leadership Program requires Graphical Interfaces to support administrative
tasks.
Summary: This should include all options for modifying, sorting, and analyzing data and controlling Data
Manipulation and Data Modulation.
STUDENT GRAPHICAL USER INTERFACE
Rationale: The President’s Leadership Program requires the ability for Students to enter and view their
information.
Summary: This should include forms for entry of Student and Volunteer Records; report(s) for analysis
of current placement and standing in the program; and modification forms to all students to make changes
to their data. Student data must go through an approval process prior to being accepted as permanent data.
AUTOMATED ELECTRONIC COMMUNICATIONS
Rationale: The President’s Leadership Program requires the ability to send information to students
automatically via email and post. Information includes, but not limited to, lack of volunteers hours, missed
workshops and/or lectures, and general PLP announcements.
Summary: The system should include a listserv or other mailing list system that can handle automated
messaging based on a template and filled in with the specific information the student needs to know. The
system shall provide a means by which a list of students can be produced, based on a user defined set of
criteria. The specific student information: address, email, name, incomplete requirements; will be
automatically entered into the selected template and emailed or printed for postal mailing. A record of this
transaction shall also be entered into the system as a Contact Record.
Data Reporting
STUDENT REPORTS
Rationale: The President’s Leadership Program requires the ability for Students to view their information.
Summary: This should include a report of current student information including Student Record,
Academic Records (as approved by PLP), and Involvement Records. The student shall have the ability to
track their progress for all requirements as based upon the current PLP approved requirements.
ADMINISTRATIVE REPORTS
Rationale: The President’s Leadership Program requires the ability to process system data to produce
reports required for other departments as well as PLP temporal report requirements.
Summary: These reports shall be user definable, allowing the PLP member to select filters and sort criteria
to produce the report and then allow the report to be exported in a readable format. The sort and filter
criteria shall include, but not limited to, class, standing status, involvement requirements, major/minor,
scholarship eligibility, housing, violations, workshops, speakers, etc. The output of the report shall be
limited to the information selected by the user as output.
STUDENT MANAGEMENT REPORTS

Functional Requirements                    39 I.S. Captains, LLC
                                   PLP Data Management System
                                         Functional Requirements
Rationale: The President’s Leadership Program requires the ability to produce reports utilizing student
data within the system. The purpose of these reports is to allow mentoring of students.
Summary: These reports shall produce output of all relevant student information. This includes Student,
Academic, Involvement, and Contact Records. The reports shall include all present and historical data.
These reports shall be categorized via user defined sorts and filters.
STATISTICAL REPORTS
Rationale: The President’s Leadership Program requires the ability to produce reports utilizing student
data within the system which can produce statistical reports which can be utilized by PLP for feedback into
their program.
Summary: These reports shall produce tabular lists based on criteria selected by the user. The criteria shall
be based on, but not limited to, graduation class, standing status, involvement requirements, major/minor,
scholarship utilization, violations, workshops and speakers attended, volunteer organization, PLP supplied
opportunities, exit dates and reason, transfers, etc.




Functional Requirements                    40 I.S. Captains, LLC
                          PLP Data Management System
                                Functional Requirements




Functional Requirements      41 I.S. Captains, LLC
             PLP Data Management System
                              Prototypes

Prototypes




Prototypes      42 I.S. Captains, LLC
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                              Prototypes




Prototypes      43 I.S. Captains, LLC
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                              Prototypes




Prototypes      44 I.S. Captains, LLC
                                      PLP Data Management System
                                                      Event Table

Event Table

     EVENT               TRIGGER           SOURC        USE CASE           RESPONSE          DESTINATIO
                                               E                                                   N
Staff wants to look    Student profile     Staff      Retrieve student   Display student     Staff
up student profile     records                        profile records    profile records
Staff wants to look    Alumni profile      Staff      Retrieve alumni    Display alumni      Staff
up alumni profile      records                        profile records    profile records
Staff updates          Profile records     Staff      Edit profile       Change profile      Staff
profile records                                       records            records
Staff wants to         Community           Staff      Record             Change service      Staff
enter service hours    service data                   community          hours
                                                      service data
Staff wants to         New workshop        Staff      Record             Change              Staff
enter workshop         data                           workshop data      workshop data
data
Staff wants to         New seminar         Staff      Record seminar     Change seminar      Staff
enter seminar data     data                           data               data
Staff wants report     Profile records     Staff      Request/Export     Display report of   Staff
of records                                            report of          records
                                                      records
Staff meets with       Profile records     Staff      Record Contact     Display of          Staff
student                                               Note               contact note
Staff wants to         System              Staff      Approve            Displays updated    Staff
approval entries       displays new                   Student Entries    entries
                       student entries
Staff wants to         Workshop            Staff      Create/Update      Display of          Staff
create workshop        records                        Workshop           new/updated
                                                                         workshop
Staff wants to         Seminar             Staff      Create/Update      New/updated         Staff
create a seminar       records                        Seminar            seminar
Staff wants to add     Volunteer           Staff      Add/Update         Volunteer           Staff
organization           records                        Volunteer          organization
                                                      organization
Staff wants to send    Profile records     Staff      Generate Mail      Letter and          Mail system
mail to selected                                      (email or          students selected
group of students                                     postal) form       for mail
                                                      letter
Staff wants to         Department          Staff      Generate           Report              Staff
generate report for    reports / Profile              Department
another                records                        Reports
department
Staff want to          Statistical         Staff      Generate           Report              Staff
generate statistical   reports / Profile              Statistical
report                 records                        Reports
Admin wants to         Permissions         Admin      Grant              New permissions     Admin
change staff           and Staff                      Permissions to
permissions            Profile                        Staff



Event Table                                  45 I.S. Captains, LLC
                                   PLP Data Management System
                                                   Event Table
     EVENT             TRIGGER         SOURC        USE CASE         RESPONSE        DESTINATIO
                                          E                                                N
Admin wants to       Filter/sort       Admin      Create/Update    New filter/sort   Admin
change filter/sort   criteria                     Filter/Sort      criteria
criteria                                          Criteria
Admin wants to       Requirement       Admin      Create/Update    New               Admin
change               records                      Requirements     requirements
requirements
Admin wants to       Template          Admin      Create           New template      Admin
create a template    source                       Templates
Admin want to        Template          Admin      Update           Modified          Admin
modify a             source                       Templates        template
template
Admin want to        Mail merge        Admin      Create/Update    New or            Admin
modify mail          records                      mail merge       updated mail
facility                                          data             records
Admin adds new       Profile records   Admin      Create           New account       Admin
account                                           Staff/Student
                                                  Account
Student needs to     Data entry        Student    Enter personal   Conformation      System
enter personal                                    information      dialog
information into
the system
Student wants to     Data entry        Student    Enter            Conformation      System
log requirement                                   Requirements     dialog
completed                                         Fulfilled
Student want to      Status inquiry    Student    Look up          Status report     Student
know status in                                    current status
program
Student wants        Transcript        Student    Request          Transcript        Student
their transcript     request                      Transcript
Incoming             Data entry        Incomin    Enter personal   Conformation      System
Student needs to                       g          information      dialog
enter personal                         Student
information into
the system
Alumni needs to      Data entry        Alumni     Enter personal   Conformation      System
update personal                                   information      dialog
information into
the system
Alumni wants         Transcript        Alumni     Request          Transcript        Alumni
their transcript     request                      Transcript




Event Table                              46 I.S. Captains, LLC
              PLP Data Management System
                              Event Table




Event Table      47 I.S. Captains, LLC
                           PLP Data Management System
                                   Use Case Descriptions
USE CASE DESCRIPTIONS
Retrieve student profile records
Staff searches student name and the system retrieves student profile. The
student’s profile records are displayed, which include contact information, GPA,
academic standing, major/minor, scholarship type, service hours completed, and
workshops attended.

Retrieve alumni profile records
Staff searches alumni name and the system retrieves alumni profile. The alumni’s
profile records are displayed, including contact information, year graduated, and
major/minor.

Edit profile records
Staff searches profile records and the system retrieves student profile. Staff enters
new data for profile, including GPA, academic standing, scholarship type, and
workshops attended, honor system violations, Disciplinary violations, Total credits
earned, Classes enrolled, Major/minor, Housing eligibility.

Record community service data
Staff searches for student, system return student, staff enter students’ community
service information in to the system, system updates students’ profile record.

Record workshop data
Staff searches for student, system return student, staff enter students’ attendance
of the workshop, system updates students’ profile record.

Record Seminar data
Staff searches for student, system return student, staff enter students’ attendance
of the seminar, system updates students’ profile record.

Request/Export reports of records
Staff request report of student records from system, system creates report
summarizing user requested information, based on users sort and filter criteria,
system presents in data to user and allows user to export data.

Record Contact Note
Staff initiates a contact note, student saves data and updates student profile.

Approve Student Entries (personal information, requirements fulfilled)
Staff is presented student entries in need of approval, staff can approve, deny or
modify data, then tell system to save data. System then update students' profiles.

Use Case Descriptions             48 I.S. Captains, LLC
                            PLP Data Management System
                                    Use Case Descriptions

Create/Update Workshop
Staff creates new workshop, system saves data, then staff opens the workshop for
student's to sign up.

Create/Update Seminar
Staff creates new seminar, system saves data, then staff opens the workshop for
student's to sign up.

Add/Update Volunteer organization
Staff creates new Volunteer Organization by entering relevant data, system saves
data and add organization to list of available volunteer opportunities for students.

Generate Mail (email or postal) form letter
Staff requests a form letter, fills out requested data, filters students to receive the
form letter, then tells the system to do a mail merge. The system presents the final
draft of the form letter along with the list of recipients. The staff confirms or
cancels the request, the system responds by sending the letter or canceling the
request.

Generate Department Reports
Staff requests a report template. Staff chooses sort and filter criteria. System
performs the search and display information in the chosen template format. The
system then allows the staff to export/print the report.

Generate Statistical Reports
Staff requests a statistical template. Staff chooses sort and filter criteria. System
performs the search and display information in the chosen template format. The
system then allows the staff to export/print the report.

Grant Permission to Staff
Admin requests a list of staff. The system presents the staff to the user and allows
the user to set the permission levels for each staff for the following areas: view
student records, edit student records, approve student entries. System saves the
data and updates the staff profile.

Create/Update Filter/Sort Criteria
Admin requests system to display current list of sort/filter criteria permissible in
the system. Then admin can add/modify/delete (mark as obsolete) each criteria.
The system saves the data and update related templates and reports.


Use Case Descriptions              49 I.S. Captains, LLC
                                  PLP Data Management System
                                          Use Case Descriptions
Create/Update Requirements
Admin creates new requirement, system saves data, student profiles are updated to
reflect new requirement.

Create new Template (Report/Mail/Statistical)
Admin add a new template to the system. System saves template and template
menus are updated.

Update Template (Report/Mail/Statistical)
Admin requests system to display all current templates. The admin selects the
template to be modified. The system display the template to the user for editing
and saves changes. The system then updates all template/report menus with latest
edition.

Create/Update mail merge data
Admin request system to create/update mail merge data, criteria and forms
available. System responds to changes and updates appropriate system menus.

Create Staff/Student Account
Admin requests system to establish a new account and marks account as staff or student. System saves the
new account and makes account active.




Use Case Descriptions                     50 I.S. Captains, LLC
                                  PLP Data Management System
                                          Use Case Descriptions

INTERMEDIATE USE CASE DESCRIPTION


Flow of activities for scenario of Alumni/Student Requests Transcript
 Main Flow:
     1. User logs into system
     2. System verify login
     3. System retrieves that users information
     4. User navigates to transcript request
     5. User requests transcript
     6. System retrieves transcript data
     7. System outputs transcript data
     8. Allow option to navigate back to student information
     9. Allow user to log off
     10. System confirms end of session
 Exception Conditions:
     1. User provides incorrect login information
           a. Allow user to try again
           b. Allow user to exit
           c. User can invoke forgotten password processing
     2. Student information not available
           a. Provide error report including contact information
     3. No transcript exists
           a. Provide error report including contact information




Use Case Descriptions                     51 I.S. Captains, LLC
                              PLP Data Management System
                                      Use Case Descriptions

FULL USE CASE DESCRIPTION


Use Case Name:          Create Admin Report
Scenario:               Create new admin report
**Triggering Event: Report is requested (by staff, trible, etc)
Brief Description:      When a report is requested, an admin logs into the system, create a new
                        report, determine what information the report will contain, and finalize
                        the report.
Actors:                 System admins
Related Use Cases:
Stakeholders:           PLP staff: to review data.
                        President Trible: to verify information content is adequate.
                        Representatives from each scholarship organization: to analyze and
                        review data.
Preconditions:          PLP student records must exist.
Postconditions:         Report must be created.
Flow of Activities:                     Actor                                      System
                        1. A request or need for a report to be
                        created.
                        2. Admin logs into the system.              2.1 Verify admin login.
                        3. Admin initiates the creation of a new    3.1 Create a new report.
                        report.
                        4. Admin determines what student            4.1 Add data to the report.
                        information to include on report.
                        5. Admin finalizes report.                  5.1 Finalize the report.

Exception               2.1 If admin login is incorrect, then deny access
Conditions:             4.1 If desired data is not there, then
                            a. choose not to create report
                            b. request staff to add desired access if available




Use Case Descriptions                52 I.S. Captains, LLC
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                                Use Case Descriptions




Use Case Descriptions      53 I.S. Captains, LLC
      PLP Data Management System
                            ERD

ERD




ERD     54 I.S. Captains, LLC
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                            ERD




ERD     55 I.S. Captains, LLC
                         PLP Data Management System
                               Domain Class 0 Diagram

Domain Class Diagram (Class 0)




Domain Class 0 Diagram      56 I.S. Captains, LLC
                         PLP Data Management System
                               Domain Class 0 Diagram




Domain Class 0 Diagram      57 I.S. Captains, LLC
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                                  Use Case Diagrams

Use Case Diagrams
PLP Staff Retrieve student/alumni profile records




Use Case Diagrams            58 I.S. Captains, LLC
                    PLP Data Management System
                              Use Case Diagrams

PLP Staff




Use Case Diagrams      59 I.S. Captains, LLC
                       PLP Data Management System
                                 Use Case Diagrams

Request/Export reports of records




Use Case Diagrams            60 I.S. Captains, LLC
                        PLP Data Management System
                                  Use Case Diagrams

Approve Student Entries (personal information, requirements fulfilled)




.

Use Case Diagrams            61 I.S. Captains, LLC
                       PLP Data Management System
                                 Use Case Diagrams

Generate Department/Statistical Reports




Use Case Diagrams           62 I.S. Captains, LLC
                    PLP Data Management System
                              Use Case Diagrams

PLP Admin




Use Case Diagrams      63 I.S. Captains, LLC
                       PLP Data Management System
                                 Use Case Diagrams

PLP Admin Create Staff/Student
Account.




Use Case Diagrams           64 I.S. Captains, LLC
                    PLP Data Management System
                              Use Case Diagrams

PLP Student




Use Case Diagrams      65 I.S. Captains, LLC
                             PLP Data Management System
                                       Use Case Diagrams

PLP Student Request Transcript
User logs into system, User directs themselves to transcript request through navigation,
User requests transcript, system calls transcript, system displays
transcript.




Use Case Diagrams                   66 I.S. Captains, LLC
                    PLP Data Management System
                              Use Case Diagrams




Use Case Diagrams      67 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Domain Class Diagrams

Admin Create/Update mail merge data




Domain Class Diagrams      68 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Admin Create Staff/Student Account




Domain Class Diagrams       69 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Admin Grant Permission to Staff




Domain Class Diagrams       70 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Retrieves Student/Alumni profile records




Domain Class Diagrams        71 I.S. Captains, LLC
                             PLP Data Management System
                                    Domain Class Diagrams

Staff Edit profile records




Domain Class Diagrams           72 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Record community service data




Domain Class Diagrams       73 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Record workshop data




Domain Class Diagrams        74 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Record Seminar data




Domain Class Diagrams       75 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Request/Export reports of records




Domain Class Diagrams         76 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Record Contact Note




Domain Class Diagrams      77 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Approves Student Entries (personal information, requirements
fulfilled)




Domain Class Diagrams        78 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Create/Update Workshop




Domain Class Diagrams      79 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Create/Update Seminar




Domain Class Diagrams         80 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Add/Update Volunteer organization




Domain Class Diagrams       81 I.S. Captains, LLC
                         PLP Data Management System
                                Domain Class Diagrams

Staff Generate Mail (email or postal) form letter




Domain Class Diagrams          82 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Generates Department/Statistical Report




Domain Class Diagrams        83 I.S. Captains, LLC
                         PLP Data Management System
                                Domain Class Diagrams

Staff Create/Update Filter/Sort Criteria




Domain Class Diagrams          84 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Create/Update Requirements




Domain Class Diagrams       85 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Staff Create/UpdateTemplate (Report/Mail/Statistical)




Domain Class Diagrams        86 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Student Records Requirement service data




Domain Class Diagrams       87 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Student enters Personal Information Record
Alumni updates Personal Information Record
Incoming Student enters Personal Information Record




Domain Class Diagrams       88 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams

Alumni requests PLP transcript
Student requests PLP transcript
Student Retrieves status




Domain Class Diagrams        89 I.S. Captains, LLC
                        PLP Data Management System
                               Domain Class Diagrams




Domain Class Diagrams      90 I.S. Captains, LLC
                             PLP Data Management System
                                System Sequence Diagrams

System Sequence Diagrams

Staff Retrieves Student Records



                                                              :System


                Staff



                                       login(ID, password)



                                           mainPage



                 Loop for all items


                                 retreiveRecord(STUDENT_ID)



                                             record




                                            logout()



                                           loginPage




System Sequence Diagrams              91 I.S. Captains, LLC
                               PLP Data Management System
                                  System Sequence Diagrams
Staff Edit profile records



                                                                         :System


                    Staff



                                           login(ID, password)



                                               mainPage



                     Loop for all items

                                      retreiveRecord(STUDENT_ID)


                                                 record
                           editRecord(STUDENT_ID, SOCIAL_SECURITY, LAST_NAME,
                        FIRST_NAME, MIDDLE_NAME, STREET, APT_SUITE, CITY, STATE,
                         ZIPCODE, HOME_PHONE, CELL_PHONE, CNU_PHONE, EMAIL,
                             DATE_ENROLLED, EXPECTED_GRADUATION, PICTURE,
                            FACULTY_ID, ACADEMIC_STANDING, STUDENT_STATUS)

                                          editConfirmationPage




                                                logout()



                                               loginPage




System Sequence Diagrams              92 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Staff Records Community Service Data



                                                                            :System


                    Staff



                                             login(ID, password)



                                                  mainPage



                     Loop for all items




                            recordService(SERIVICE_ID, STUDENT_ID, SERVICE_HOURS,
                                               STAFF_APPROVAL)


                                           recordConfirmationPage




                                                  logout()



                                                  loginPage




S



System Sequence Diagrams                93 I.S. Captains, LLC
                              PLP Data Management System
                                 System Sequence Diagrams

taff Record Workshop Data



                                                                       :System


                    Staff



                                          login(ID, password)



                                              mainPage



                     Loop for all items



                             recordWorkshop(WORKSHOP_ID, STUDENT_ID,
                                         STAFF_APPROVAL)




                                          recordConfirmation




                                               logout()



                                              loginPage




System Sequence Diagrams            94 I.S. Captains, LLC
                             PLP Data Management System
                                System Sequence Diagrams

Staff Records Seminar Data



                                                                        :System


                   Staff



                                         login(ID, password)



                                             mainPage



                    Loop for all items



                            recordSeminarData(SEMINAR_ID, STUDENT_ID,
                                         STAFF_APPROVAL)



                                         recordConfirmation




                                              logout()



                                             loginPage




System Sequence Diagrams            95 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Staff wants to Request/Export Report of Records



                                                                          :System


                  Staff



                                           login(ID, password)



                                               mainPage



                   Loop for all items



                          requestReport(REPORT_ID, TITLE, DESCRIPTION, AUTHOR,
                                          ORIG_DATE, CFG_FILE)




                                                 report




                                                logout()



                                               loginPage




System Sequence Diagrams                96 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Staff Shall Record Contact Note



                                                                        :System


                  Staff



                                          login(ID, password)



                                              mainPage



                   Loop for all items


                           newContactNote(CONTACT_ID, STUDENT_ID, STAFF_ID,
                                        CONTACT_DATE, NOTES)


                                          createConformation




                                               logout()



                                              loginPage




System Sequence Diagrams               97 I.S. Captains, LLC
                             PLP Data Management System
                                System Sequence Diagrams

Staff Shall Approve Student Entries



                                                                    :System


                   Staff



                                          login(ID, password)



                                              mainPage

                                    requestEntriesForApproval()


                                          EntryApprovalPage

                    Loop for all items


                                [entryApproved] commandApproved()




                                         approvalConfirmation




                                               logout()



                                              loginPage




System Sequence Diagrams            98 I.S. Captains, LLC
                               PLP Data Management System
                                  System Sequence Diagrams

Staff Creates/Updates Workshop Data



                                                                    :System


                    Staff



                                          login(ID, password)



                                              mainPage



                     Loop for all items




                            newWorkshop(WORKSHOP_ID, WORKSHOP_LOCATION,
                               WORKSHOP_DESCRIPTION, WORKSHOP_DATE)




                                          createConfirmation




                                               logout()



                                              loginPage




System Sequence Diagrams             99 I.S. Captains, LLC
                              PLP Data Management System
                                 System Sequence Diagrams

Staff Creates/Updates Seminar Data



                                                                         :System


                     Staff



                                           login(ID, password)



                                               mainPage



                      Loop for all items




                              newSeminar(SEMINAR_ID, SEMINAR_LOCATION,
                                 SEMINAR_DESCRIPTION, SEMINAR_DATE)




                                              confirmation




                                                logout()



                                               loginPage




System Sequence Diagrams            100 I.S. Captains, LLC
                                  PLP Data Management System
                                     System Sequence Diagrams

Add Volunteer organization



                                                                              :System


                     Staff



                                               login(ID, password)



                                                   mainPage



                  Loop for all Organization




                             addVolunteerOrganization(SERVICE_ID, SERVICE_LOCATION,
                                    SERVICE_SESCRIPTION, SERVICE_CONTACT)



                                                addConfirmation




                                                    logout()



                                                   loginPage




System Sequence Diagrams                 101 I.S. Captains, LLC
                                 PLP Data Management System
                                    System Sequence Diagrams

Update Volunteer organization



                                                                            :System


                   Staff



                                               login(ID, password)



                                                    mainPage



                Loop for all Organization


                                  updateVolunteerOrganization(SERVICE_ID,
                                 SERVICE_LOCATION, SERVICE_SESCRIPTION,
                                            SERVICE_CONTACT)



                                                 addConfirmation




                                                     logout()



                                                    loginPage




System Sequence Diagrams                    102 I.S. Captains, LLC
                                 PLP Data Management System
                                    System Sequence Diagrams

Generate Mail (email or postal) form letter



                                                                       :System


               Staff



                                        login(ID, password)



                                             mainPage




                       generateMail(MAIL_ID, SUBJECT, MESSAGE, DATE, SENDER)



                                             newLetter




                                              logout()



                                             loginPage




System Sequence Diagrams                103 I.S. Captains, LLC
                                 PLP Data Management System
                                    System Sequence Diagrams

Generate Department/Statistical Report



                                                                         :System


                Staff



                                          login(ID, password)



                                              mainPage




                        generateReport (REPORT_ID, TITLE, DESCRIPTION, AUTHOR,
                                         ORIG_DATE, CFG_FILE)



                                                Report




                                               logout()



                                              loginPage




System Sequence Diagrams                104 I.S. Captains, LLC
                              PLP Data Management System
                                 System Sequence Diagrams

Grant Permissions to Staff



                                                                        :System


                Admin



                                        login(ID, password)



                                             mainPage




                        changeStaffPermissions (STAFF_ID, PERMISSION_LEVEL)



                                         editConfirmation




                                              logout()



                                             loginPage




System Sequence Diagrams              105 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Create Filter/Sort Criteria



                                                                           :System


                 Admin



                                          login(ID, password)



                                               mainPage




                           newFilter/SortCriteria(CRITERIA_ID, CRITERIA_NAME,
                                 CRITERIA_FIELDNAME, CRITERIA_DATE)



                                             Confirmation




                                                logout()



                                               loginPage




System Sequence Diagrams               106 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Update Filter/Sort Criteria



                                                                         :System


               Admin



                                        login(ID, password)



                                             mainPage




                       updateFilter/SortCriteria (CRITERIA_ID, CRITERIA_NAME,
                               CRITERIA_FIELDNAME, CRITERIA_DATE)



                                           Confirmation




                                              logout()



                                             loginPage




System Sequence Diagrams               107 I.S. Captains, LLC
                              PLP Data Management System
                                 System Sequence Diagrams

Admin Create new requirement



                                                                 :System


               Admin



                                     login(ID, password)



                                         mainPage




                       newRequirement(SEMESTER_ID, REQUIREMENT_NAME,
                         REQUIREMENT_FIELDNAME, REQUIREMENT_DATA)



                                   createConformationPage




                                          logout()



                                         loginPage




System Sequence Diagrams            108 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Update Requirements



                                                                       :System


                  Admin



                                           login(ID, password)



                                               mainPage



                   Loop for all Requirements

                           updateRequirement(SEMESTER_ID, REQUIREMENT_NAME,
                              REQUIREMENT_FIELDNAME, REQUIREMENT_DATA)



                                        updateConformationPage




                                                logout()



                                               loginPage




System Sequence Diagrams               109 I.S. Captains, LLC
                             PLP Data Management System
                                System Sequence Diagrams

Create new Template



                                                                 :System


                Admin



                                     login(ID, password)



                                          mainPage




                          newTemplate(REPORT_ID, TEMPLATE_NAME,
                     TEMPLATE_LABE, TEMPLATE_FIELDNAME, TEMPLATE_TYPE)



                                   createConformationPage




                                          logout()



                                          loginPage




System Sequence Diagrams           110 I.S. Captains, LLC
                             PLP Data Management System
                                System Sequence Diagrams

Admin Update Templates (Report/Mail/Statistical



                                                                  :System


                 Admin



                                      login(ID, password)



                                           mainPage




                  Loop for all Templates
                          updateTemplate(REPORT_ID, TEMPLATE_NAME,
                      TEMPLATE_LABE, TEMPLATE_FIELDNAME, TEMPLATE_TYPE)



                                    updateConformationPage




                                           logout()



                                           loginPage




System Sequence Diagrams           111 I.S. Captains, LLC
                           PLP Data Management System
                              System Sequence Diagrams

Admin Create Mail merge data



                                                           :System


                   Admin



                                    login(ID, password)



                                         mainPage




                                 newMailMerge(MAIL_ID)



                                  createConformationPage




                                         logout()



                                         loginPage




System Sequence Diagrams       112 I.S. Captains, LLC
                           PLP Data Management System
                              System Sequence Diagrams

Admin Update mail merge data



                                                                  :System


                  Admin



                                    login(ID, password)



                                        mainPage




                           updateMailMerge(MAIL_ID, STUDENT_ID)



                                  updateConformationPage




                                         logout()



                                        loginPage




System Sequence Diagrams        113 I.S. Captains, LLC
                           PLP Data Management System
                              System Sequence Diagrams

Admin Create Student/Staff account
a




                                                           :System


                   Admin



                                     login(ID, password)



                                         mainPage




                                  newAccount(ID, type)



                              newAccountConformationPage




                                          logout()



                                         loginPage




System Sequence Diagrams      114 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Student enters Personal Information Record



                                                                           :System


                  Student



                                            login(ID, password)



                                                 mainPage



                           editRecords(SOCIAL_SECURITY, LAST_NAME, FIRST_NAME,
                           MIDDLE_NAME, STREET, APT_SUITE, CITY, STATE, ZIPCODE,
                               HOME_PHONE, CELL_PHONE, CNU_PHONE, EMAIL,
                             DATE_ENROLLED, EXPECTED_GRADUATION, PICTURE)

                       ,
                                           dataConformationPage
                       CNUPghh




                                                 logout()



                                                 loginPage




System Sequence Diagrams               115 I.S. Captains, LLC
                                PLP Data Management System
                                   System Sequence Diagrams

Student Records Requirement Service Data



                                                                      :System


                  Student



                                           login(ID, password)



                                                mainPage




                           recordRequirements(REQUIREMENT_NAME, REQUIREMENT
                                                  DATA)



                                          dataConformationPage




                                                 logout()



                                                loginPage




System Sequence Diagrams               116 I.S. Captains, LLC
                            PLP Data Management System
                               System Sequence Diagrams

Student Retrieves Status



                                                        :System


                  Student



                                  login(ID, password)



                                       mainPage




                                    retrieveStatus()



                                     studentStatus




                                        logout()



                                       loginPage




System Sequence Diagrams      117 I.S. Captains, LLC
                           PLP Data Management System
                              System Sequence Diagrams

Student requests PLP transcript



                                                             :System


                 Student



                                      login(ID, password)



                                          mainPage




                                      retrieveTranscript()



                                       studentTranscript




                                           logout()



                                          loginPage




System Sequence Diagrams          118 I.S. Captains, LLC
                           PLP Data Management System
                              System Sequence Diagrams




System Sequence Diagrams     119 I.S. Captains, LLC
                           PLP Data Management System
                                       Data Descriptions

Data Descriptions

                    NAME                               TYPE            DOMAIN
                                   STUDENT
 STUDENT_ID                                INT                0-999999
 SOCIAL_SECURITY                           STRING             9
 LAST_NAME                                 STRING             32
 FIRST_NAME                                STRING             32
 MIDDLE_NAME                               STRING             32
 STREET                                    STRING             126
 APT_SUITE                                 STRING             126
 CITY                                      STRING             126
 STATE                                     CHAR               2
 ZIPCODE                                   STRING             5
 HOME_PHONE                                STRING             11
 CELL_PHONE                                STRING             11
 CNU_PHONE                                 STRING             11
 EMAIL                                     STRING             64
 STRING_ENROLLED                           STRING             mm/yyyy
 EXPECTED_GRADUATION                       STRING             mm/yyyy
 PICTURE                                   OBJ                JPG
 FACULTY_ID                                STRING             0-9999
 ACADEMIC_STANDING                         STRING             32
 STUDENT_STATUS                            BINARY             0/1
                                     STAFF
 STAFF_ID                                  INT                0-9999
 LAST_NAME                                 STRING             32
 FIRST_NAME                                STRING             32
 POSITION                                  STRING             32
 PICTURE                                   OBJECT             1
 OFFICE_PHONE                              STRING             11
 CELL_PHONE                                STRING             11
 EMAIL                                     STRING             126
 PERMISSION_LEVEL                          INT                3
                                SCHOLARSHIP
 SCHOLARSHIP_ID                            INT                0-999999
 SCHOLARSHIP_TITLE                         STRING             32
 SCHOLARSHIP_DESCRIPTION                   STRING             32
                           SCHOLARSHIP_AWARDED
 SCHOLARSHIP_ID                            INT                0-999999
 STUDENT_ID                                INT                0-999999
 DATE_AWARDED                              STRING             MM/DD/YYYY
 AMOUNT_AWARDED                            FLOAT              7.2




Data Descriptions             120 I.S. Captains, LLC
                           PLP Data Management System
                                       Data Descriptions

                    NAME                               TYPE        DOMAIN
                                   REPORTS
 REPORT_ID                                 INT                0-999999
 TITLE                                     STRING             126
 DESCRIPTION                               STRING             1024
 AUTHOR                                    STRING             64
 ORIGINATION_DATE                          STRING             MM/DD/YYYY
 CFG_FILE                                  STRING             64
                              CONTACT_NOTE
 CONTACT_ID                                INT                0-999999
 STUDENT_ID                                INT                0-999999
 STAFF_ID                                  INT                0-999999
 CONTACT_DATE                              STRING             MM/DD/YYYY
 NOTES                                     STRING             1024
                                  WORKSHOP
 WORKSHOP_ID                               INT                0-999
 WORKSHOP_TITLE                            STRING             64
 WORKSHOP_DESCRIPTION                      STRING             256
 WORKSHOP_DATE                             STRING             mm/dd/yyyy
 WORKSHOP_LOCATION                         STRING             32
                           WORKSHOP ATTENDANCE
 WORKSHOP_ID                               INT                0-999
 STUDENT_ID                                INT                0-999999
 STAFF_APPROVAL                            BINARY             0/1
                                   SEMINAR
 SEMINAR_ID                                INT                0-999
 SEMINAR_TITLE                             STRING             64
 SEMINAR_DESCRIPTION                       STRING             256
 SEMINAR_DATE                              STRING             mm/dd/yyyy
 SEMINAR_LOCATION                          STRING             32
                            SEMINAR ATTENDANCE
 WORKSHOP_ID                               INT                0-999
 STUDENT_ID                                INT                0-999999
 STAFF_APPROVAL                            BINARY             0/1




Data Descriptions             121 I.S. Captains, LLC
                           PLP Data Management System
                                       Data Descriptions

                    NAME                               TYPE        DOMAIN
                           SERVICE_ORGANIZATION
 SERVICE_ID                                INT                0-999999
 SERVICE_NAME                              STRING             126
 SERVICE_DESCRIPTION                       STRING             126
 SERVICE_CONTACT                           STRING             64
 STREET                                    STRING             126
 APT_SUITE                                 STRING             126
 CITY                                      STRING             126
 STATE                                     STRING             2
 ZIPCODE                                   STRING             5
 PHONE                                     STRING             11
                              SERVICE_HOURS
 SERVICE_ID                                INT                0-999
 STUDENT_ID                                INT                0-999999
 SERVICE_DATE                              STRING             MM/DD/YYYY
 SERVICE_HOURS                             INT                2
 STAFF_APPROVAL                            BINARY             0/1
                               MAIL_MESSAGE
 MAIL_ID                                   INT                0-99999
 SUBJECT                                   STRING             126
 MESSAGE                                   STRING             1024
 DATE                                      STRING             MM/DD/YYYY
 SENDER                                    STRING             64
                             MAIL_RECIPIENT
 MAIL_ID                                   INT                0-999999
 STUDENT_ID                                INT                0-999999
                             FILTER CRITERIA
 CRITERIA_ID                               INT                0-99999
 CRITERIA_NAME                             STRING             32
 CRITERIA_FIELDNAME                        STRING             64
 CRITERIA_DATA                             STRING             64




Data Descriptions             122 I.S. Captains, LLC
                    PLP Data Management System
                                Data Descriptions




Data Descriptions     123 I.S. Captains, LLC
                                   PLP Data Management System
                                              Recommendations

Recommendations


Description of Technical Requirements

    1. Pre-Packaged Solution
MICROSOFT ACCESS or FILEMAKER PRO

Compatibility With Current Systems

         The PLP department currently uses two different types of systems, either Windows based or OSX
based systems. With Microsoft Access we will be only able to implement the database management system
on a Windows based machine as there is no current OSX version of Access. Although Access can only be
implemented on a windows based PC, the system will use a web portal for user access and therefore any
web browser can access the system as long as the internet connection is not broken.

          Filemaker Pro currently is a multi-platform system made by a subsidiary of Mac. This means that
it can be implemented on both types of machines and allows for a wider range of hardware choices when
implementing the DBMS. Again, the system will use a web interface to allow access so end-user system
compatibility is not an issue.

Hardware Needed

         With either of these solutions the hardware needed to implement is identical. These systems will
require a system that is stationary in the PLP office with a sustained internet connection. The system will
have a moderate workload at times so the system will need to be dedicated to the use and operation of the
system. Only basic processing power is needed so almost any current hardware configuration found in the
office can be allocated for the
DBMS.

Network Needs

          Currently the CNU network supports up to 35Mbps transfer speeds with outside connections and
the internal network is more than sufficient. This means that the current internal and external network in
place will support our solutions needs and no additional hardware is needed.

Software Needs

          Currently CNU has licenses with Microsoft Access and therefore there will be no cost with this
software package. Also, the software needed to run an Apache Server and PHP interface is open source so
it can also be obtained free of charge.

          If Filemaker is used a license will have to be purchased. This will be a multi-user license so the
cost will be somewhat substantial. The CNU IT department will be able to acquire this at an educational
discount though.




Recommendations                            124 I.S. Captains, LLC
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                                              Recommendations

    2. Semi-Packaged Solution

PostgreSQL or MYSQL Server

With Apache Web Server and PHP Interface

Compatibility With Current Systems

        There will be no issues with compatibility as all of these programs are mutli-platform and can be
used with all current major operating systems.

Hardware Needed

         For this implementation we will need a dedicated machine. This implementation requires that we
have a machine that is dedicated to the function of the database so a system will need to be allocated for the
use and upkeep of this database and web server.

Software Needs

       The software needed to run this implementation is all open source so there will be no cost to the
PLP department for the use of these software packages




Recommendations                            125 I.S. Captains, LLC
                                  PLP Data Management System
                                             Recommendations

Desription of Functional Requirements
      Data Storage
                 Student Records
                 Academic Records
                 Involvement Records
                 Contact Records
                 Data Field Modulation
                 Data Field Security
        Data Retrieval
                 Data Manipulation
                 Administrative Graphical User Interface
                 Student Graphical User Interface
                 Automated Electronic Communications
        Data Reporting
                 Student Reports
                 Administrative Reports
                 Student Management Reports
                 Statistical Reports

Description of General Requirements
          With a pre-packaged solution such as Filemaker or Access, all of PLP’s requirements could be
met. Filemaker is an application owned by Apple, while Access is owned by Microsoft. PLP’s staff is
familiar with Microsoft’s packages, and Filemaker would require minimal training. Both applications have
many users, which means there are relatively few errors and that they are stable. These options have pages
of online support as well as help functions built into the application. However, direct contact with
experienced staff might not be possible, there are knowledgeable users on forums as well as tutorials and
how to guides on the internet for the applications. While PLP already has the licenses for Microsoft
Access, Filemaker would cost somewhere between $1,000 and $3,000 dollars depending on how many
licenses they would want. The expected benefits of these applications would be: efficiently manage
student contact information, create and print detailed reports, create email campaigns to promote upcoming
community service activities as well as workshops. The length of deployment would be less than a month
since the pre-packaged applications are so accessible and easy to install and setup. The pre-packaged
solution would not have a significant impact on PLP’s current computer system, and would allow
employees to be more efficient and focus on other activities. With this pre-packaged solution, it would
eliminate the need for internal expertise. This would impact PLP, but would not affect the necessary skill
levels of employees to continue doing their jobs. We would do simple training and walkthroughs, as well
as provide them with a well documented hard copy guide for the system. Their current system (excel)
would be able to be imported into either Filemaker or Access, eliminating the cost of data conversion. PLP
could also seek support from outside vendors. IT service employees are familiar with Access and similar
database applications and could assist PLP, as well as the well documented step by step guide which we
will provide for them.

         With a partially packaged solution such as postgresql with php, all of PLP’s requirements could be
met. Many partially packaged solutions that would benefit the PLP department are open source. There are
many people using and contributing to these which leads to limited errors and a high level of stability.
These solutions are backed by large online communities, many of which are advanced users and designers
who can provide technical support. The development costs of these partially packaged solutions would be
zero since they are open source and free. The expected value of the benefits created by such a solution

Recommendations                           126 I.S. Captains, LLC
                                  PLP Data Management System
                                             Recommendations
would be great since employees would be able to spend less time repeating tasks and could then focus their
time on other activities. A partially packaged solution would take a couple of months to implement, and
intermediate training of the staff. An internal expertise would be needed to manage the system, such as an
IT employee overseeing the system a few hours daily. With a partially packaged solution, would require
several hours of data conversion in order to transfer all student data to the new system. IT services would
have adequate experience to guide PLP staff through any questions and complications should they occur.




Recommendations                           127 I.S. Captains, LLC
                  PLP Data Management System
                             Recommendations




Recommendations     128 I.S. Captains, LLC
                                   PLP Data Management System
                                                   Appendix A

Appendix A: Presentation and Supporting Documentation for
Document Set 1

Transcript Meeting #1 – IS Captains talking with Dr. Larson

Nick - Analysis explanation.

Team - What is your goal to see what you would like improved?

BLarson - Data management is a huge problem. We now have 685 students in PLP. When it comes down to
just tracking name, address, home address, current school address, cell phone, preferred email, parents'
address, add to the effect of split family... For 685 people, do you do an Excel spreadsheet? This is archaic,
now you add to data management... upkeep of who is in the program and people like that. ... Set amount of
requirements... speakers, workshops, community service, GPA... how do you track that... we have done a
hard copy of this, but then what we have to do is transfer that in. Then we have done worksheets that have
X checks, track with excel spreadsheet. That is a free system for us, but not a good system for us. We
would like to have multiple people pull and push data at any given time. This is a full time data entry ... not
a good thing. We are also down one person ... in a search, but no one right now. We went to a Google form
this year to get the basic contact information this year, so at least we are not typing it right now. We have
looked into the possibility of moving this service and involvement form to this. Unfortunately you can't go
back to anything. At this point it is pretty basic, but...

Nick: If you saw digital entry online? If people could go put their stuff online? If people could keep track
of the information online, would you like that?

BLarson: Well. Because our form isn't ready... schedules to keep - like practices, were you on the football
team. That would be a lot better (i.e. dynamic).

Nick: Data live?

BLarson: Yes. So we could send out a congrats form saying your done, thank you... that would be great.
This would make my load a lot easier. If you turn something in and I don't let you all know until January.
There is a big load for a small window. This creates a problem not only for us, but also only for the student.
This also comes to the scholarship problems as well. I'm more and more concerned about this with a lack of
students.

Nick: Do you see that number growing?

BLarson: We have had 200 the last three years, to 300, (new students) -> 685-> 700, and then a class of
350 -> minus 100 for graduation. We couldn't track this number the way we are doing it now.

Cole: Tracking of Workshops concern

BLarson: Yes, sigh, we offer three different sessions on any given day and tracking all of these keeps stuff
moving and time frames based on class schedules. First requests for different choices out of 15 and then
work out how to plot people and then develop how this system entry works to get people who can't make
such and such a session, then you move the person to Tuesday. Now I have to figure out that he did go to
one, but needs to go to this one. If there is a way you could structure it that this doesn't work, etc.


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Val: Would you like to make the system do a registration and then override, would you be fine?

BLarson: Yes, I would be okay with that as long as I can override on excuses

Cole: How are scholarships currently tracked?

BLarson: Financial Aid will send me a spreadsheet. Three departments, admissions (these are the 25
cannon, 100 Smithfield, and rest of PLP). Then we track... with Excel... I don't know what we would do
without Excel.

Nick: What about lowering and increasing.

BLarson: If we could sort it somehow, that would be great... They don't meet the criteria, etc. That would
be golden.

Cole: You all basically use Excel.

BLarson: They had tried to use Access until that time, but no one really learns or wants to mess with it.
Thoughts We Have

Nick: Training?

BLarson: We just haven't had someone who has said this will be revolutionary

Cole: The website

BLarson: I talked to Bruce Brunstein... You know the PR Office is the only one who controls that. In fact
you had to get training to use the system and it was something more than I wanted to investigate. They are
in the midst of doing a website re-construction: It's mostly an advertising tool. We first started using, like
this summer, BlogSpot... But, um all this was, was links to packing lists, what to expect, make this
somewhat appealing. We moved from that to I guess it was a Google Site, I guess through the portal, I
guess sites within Google. This is specifically for students, not parents or potential students. Because we
require students to do community service, a lot of community organizations will ask for info. As students
would continue getting them then they would just hit delete on emails. So the Google Site. Link only for
Community Service. Am I going to get in trouble with PLP over an Alcohol problem?

Calendar discussion ensued.

Val: Do you all have any types of forms?

BLarson: Yes, I think there are a few.

BLarson: I still have your note from Cole...

Cole: Yeah, that is one of the things I suggested before we decided to do this.

BLarson: You have to be logged in to get a hold of this.

Nick: So you truly have to be internal.

BLarson: I want it to be nuts and bolts. We sell enough. I just want it to be nuts and bolts.



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Nick: Yeah.

Val: So Admissions does PLP admissions.

BLarson: Yes. We don't ask them to fill out an application and there is an interview, but they handle that.

Val: Is this an honor code thing for involvement.

BLarson: Exactly, this is really where we are.

Since PLP gets to register with class early. How does that work?

BLarson: Thank you, that does remind me. We do double checking and triple checking of lists to make the
system work Typically this is highlighted Excel on their side.

Val: Is this the type of system they have over there?

BLarson: yes, my understanding. If I were able to highlight and have this auto generate and kick this name
over, that would be great. Constantly this is what does this indicate. This is a huge time commitment.

Nick: So maybe like the first thing you made is contact. This would be like something like this is active... /
No longer active to make the system print.

BLarson: Yeah, for sure. I mean Banner is where the Masters of all masters works. They code active
students, out of state; this starts with admissions, to financial aid, to registrar, etc. We do not have access to
Banner. Only very select people have access to Banner. These people will then give this out of banner.
Ideally someone would just give someone to banner.

Forms database???

BLarson: I don't know if that would simplify life, but they don't want to many people in the kitchen. I can
appreciate that, but I don't know if that could help. It would definitely be less of a time commitment.

BLarson: -> Val: Financial Aid, Admissions, Registrar, and occasionally CHECs...

BLarson: Not to complicated. We just do enough we could possibly do something.

Also, if we went to something like a co-curricular transcript. You get a piece of paper saying you have
committed yourself to PLP as well as the Admissions Office. You can then put this in. That may be
something that again.. Your mid-way, 5-10 pages of the service and enrolment form... That would be
ridiculous. Anything we can be doing over the four-year system...

Andrew: Do you keep track of Alumni information? We ask right before the Graduation. Do you know
what you are going to be doing, any last contact info. Etc.

BLarson: Yes, we keep the information in an alumni section.

Val: We will need to put all documentation together.

BLarson: I can get the entire staff together.

Nick: I think that is a great idea.



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BLarson: Okay good.

Nick: We’re definitely open for that.

Nick: Right now we are just getting the ball rolling, but we will probably make this a pretty good
occurrence.

BLarson: One, we're always glad to help, and it's important to your grade and working process. If anything
is generated, great. If you go it's going to cost 10000 dollars, then okay, I won't hold it against you.

Val: What would you consider the most important thing to get out of this?

BLarson: I would like to see; um efficiency is a key word. It is ludicrous we are going over the summary of
information so much. Then Cole is saying hey I didn't get the email. Then I had a student worker go
through one by one having to make sure all the emails are put together. We need to make sure we are not
re-inventing systems over and over again. This is something I would like to see. The President is not going
to fire me over typing data, but the President is going to be like okay...If this can become something
worthwhile, then okay. I don't know if that helps summarize.




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Gantt Chart of Schedule




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Transcript Meeting #2
IS Captains Speaking with Brian Larson and Lori Throupe

Nick: -> Lori: Our class’s job is to design a system for a group of people. We have typed up a plan so far
and presented it, and now we need to define system requirements, usability, what people in the department
think it should work, the environment in which it will be used. So if we could meet with as many people in
PLP as possible and get everyone’s input. Basically we will be able to go over, in-depth, what is going on.
able to get back. We should have a formal presentation on this.

Brian – Good. That’s great.

Nick – We wanted to know if there is any clarification? Do you need any clarification?

Brian – I went over everything with them I could think of -> Lori. Cole has some experience from being in
the program. We talked about information we have to go to other schedulers.

Lori – Do you want me to show them a blank tracker?

Nick – Whatever forms you all have, we can make a prototype of a digital form. So we can go in, even if it
is with access, build some digital forms. That is definitely something we would like to have in the meeting.

Brian – So we can take some time to get that together.

Nick – Well

Andrew – We…

Nick – Go ahead Andy…

Andrew – No…

Nick – We’ll have a survey.

Brian – We’ll even fill out the survey before so we don’t take up your time. We are interested in not having
to create the wheel every time.

Nick – The only thing is an express schedule we have. The next documentation is due two weeks from
Thursday.

Lori – It would have to be Monday or Tuesday for me.

Brian – Lori, do you have a copy of your calendar.

Nick – It looks like 11-Noon, 3-4

Cole – What no… Oh, 11-Noon, yes.

Andrew – What about Tuesday

Nick – Looks like everyone is free.

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Brian – What time does class start?

Nick – Anytime before 2:30 on the six.

Lori – Between 10 and 1 on Tuesday.

Nick – Cole do you want me to add it to the Calendar.

Nick – That room over by the computer?

Cole – That’s Harrison. What about Madison or Monroe?

Lori – I think Madison. Or even a library project.

Nick – Okay. … This is the context diagram so far. We talked about the registrar. We represent the
different users of the entire system. Students and requirement logs. Program changes so you can change
that as well. Program status again, student data, financial aid office, so you can give things.

Lori – The only thing that is not on there is the Admissions Office. Our only hiccup right now is that the
Admissions Office sends different fields every time. They use Banner right now.

Nick – Well ultimately we should be able to… well we should be able to … you said you want to keep the
costs as minimal as possible. We should be able to access all the Microsoft files for free. You just have to
go PC based.

Brian – Points to Mac

Nick – We’ll be able to look at other stuff as well. We are trying to keep costs at the minimum. If anything,
hypothetically we have stuff working. I know you all were working on costs.

Brian – Yeah, you all could say well: “The software’s only 10,000 dollars”.

Nick – Well, we’re looking at like mass import, data,

Lori – It’ll wipe out old information.

Cole – No, merge most likely.

Nick – We’re looking at archiving alumni as well, etc. That would be great if we could meet with everyone
as soon as possible as well. I know we are trying to land in a feasible project and I think this is just
beautiful for us.

Lori – This is great for us too.

Nick – And we have insider information from Andrew and Cole.

Lori – I’m probably going to have a lot of questions just because I’m trying to utilize Excel the best I can to
design a system that will carry us. Our huge amounts of information means we will put tons of data in
excel.

Brian – You just go miles to the right in Excel.


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Lori – The problem is things change every year.

Cole – And macros won’t work on that Mac.

Brian – I’m always causing trouble.

Lori – Ohhh…
Nick – Yeah, bring in everything possible, we are going to begin designing a new diagram, login
information, down to record management step-by-step. We have to design how this thing is going to work.

Lori – I’ll just generate a student and fill out the whole thing.

Nick – Ok.

Lori – The only things you guys can’t do is laugh at me okay.

Nick / Brian – No

Lori – No kidding, I have drams… Currently I have two different tracking systems… Information tracking
system and a requirement tracking system. Also…. Part of this is I used a Google Form to grab all the
information to marry it to the Excel form. Thank you, thank you, and thank you.

Nick – I know we had talked with Brian about trying to get login information. So there could be
information tracking. Data tracking, just using the database. It jumps a step instead of a ton of steps. I know
we need to make this easy to learn. Support staff is going to be limited, so we are going to try to make this
as simple to use as possible. We are going to try to make it so you can add things.

Nick – Questions -> Samples, fields, etc. Even the lists of fields in Word.

Brian – Can you put together an itinerary with times. An hour goes very quickly. We need to reserve time
to do things so we are succinct. We can spend an hour doing questions. Depending on your schedule.

Nick – Well, the majority of that time will be information recording. We actually transcribe.

Cole – Yep, that’s what I’m doing right now.

Andrew – laugh.

Nick – 5-10mins at most right now.

Lori – Just a suggestion for you guys to have something to consider. The usability factor – authorizations
for changes… Can you incorporate log files and have an approval process. Have the ability to approve final
fields, but have an authentication hierarchy. So there will be higher levels of access to PLP staff.

Brian – Yeah, so we don’t all lose data. So I can re-capture data.

Lori – Yeah, so I don’t have to make the final commitment. Brian would do that.

Brian – Like having that sent on the folder. Excel on yesterdays version on the computer’s backups…
Backups on the master share. …



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Nick – Like a time capsule?

Brian – Yea?

Nick – We are also thinking about giving students access to current info. Then we would have a
notification come to you with administrative rights. A report would then be generated and sent to you.
Certain versions snapshots. That’s right with lists.

Lori – And if I cry in the meeting… You have to type that … It’s tears of joy.

Nick – We’re just trying to make you all be the customer … happy.

Lori – I’m glad that’s what you all want to do, because it gives most of you a headache.

Brian – None of us are really a techy person.

Lori – Yeah, systems management, but not in this stuff.

Nick – You know, things like Banner, etc. We’ll try and find things that will make basic computer
knowledge marriage to things. Like hey, this is how you make a form that will manipulate Banner.

Nick – I really haven’t.

Lori – did you get my Benadryl comment?

Cole – No, but I have carrots.

Nick- Anything else?

Brian – No.

Nick – Thank you all for meeting with us.

Lori – Yeah, thank you guys.




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                                   Appendix B

Appendix B: Presentation and Supporting Documentation for
Document Set 2
JAD Presentation




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JAD Notes (Andy)
-Want to be able to enter name/id and get GPA, 4-year records of individual students including all their
info, current status, student photo, etc.

-Ability to sort by class

-Select which categories you want to see on report

-Total service hours for each class

-Report by major, so when PLP members graduate they can see trends

-Complete documentation of system for future employees and future system maintenance

-Registrar lets PLP see banner list and then expects them to destroy it

-Want the ability to track required classes for each individual student

-Want the ability to sort by who is short service hours, missed workshop, scholarship level, etc.

-Be able to select specific categories to export and send to other departments

-Allow students to see their standings on workshops, speakers, etc.

-Admin view, worker view, student view (with separate access levels for each)

-Ability to approve required hours

-System creates a report of all changes (made by both employees and students) to student profiles at a set
time (such as once a week)

-Allow student workers to make changes to records (pending changes that require admin approval on
certain categories)

-Ability to add a note to a student’s profile (with timestamp?)

-Admin ability to add scholarship levels, change desired fields


-Ability for students to update their info online using honor code
          -Community service hours along with where the hours took place
          -Workshop attendance
          -Speaker attendance
          -Update personal contact info




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JAD Notes (Valerie)

JAD meeting between PLP and IS Captains', LLC on 6 th October 2009.
PLP members present: Brian Larson (Director), Chris Fox (Assistant Director), Katie Litle (Coordinator),
Lori Throupe (Coordinator), Stewart Farrand (Fellow), April Le (Fellow)
IS Captains' members present: Nick Leonard, Andrew Ledford, Matthew Schubert, John Weatherford,
Valerie Bookwalter.
<NL> Gave and introductory power point presentation to describe our purpose in the project and what are
goal was for this JAD meeting.
<BL> Our purpose and goals for this project that we have previously discussed include: efficiency, data
reliability, GUI easy to use, connectivity between departments, and connectivity between staff and students.
<NL> requested forms/samples of all data input/output with sample, not real, student data. And a small
description of usage.
PLP does interact with other departments: registrar, grades, housing, scholarships
Tracking for PLP is a priority as is keeping contact information for current and previous students.
<NL> Surveys were previously handed out to all PLP members and all have been collected.
<CF> when a student transfer or leaves PLP I want to be able to select their name, see demographics, info,
historic info, hours of service, standing (good/bad), involvements, anything having to do with the student.
Then I want to be able to note that I met with the student and some description of the context of the
meeting. If the person decides to leave that more them as withdrawn.
<CF> I want to be able to see listing of students by class. Ex Class of 2011. Or all students in PLP. Or to
select filters.
<CF> I want a cohesive GUI for negotiating the system especially in selecting student information.
<KL> friendly user interface would be needed. We will be hiring a secretary soon and they would need to
be able to quickly get up to speed on the system and be able to negotiate it. Only certain people know the
current system and sharing "how to work the system" is tribal knowledge.
<CF> Each person does their system their own way. For example color codes for information.
<NL> GPA query desired? Integrate with banner if possible?
<BL> Confidentiality is the issue with that (GPA).
<BL> When counseling a transfer student, being able to see GPA is important; But protected for global
viewing. Counsel on what minor to do, it is helpful to see what classes they have taken which goes towards
the minor. Which means seeing registrar information.
<SF> Progress Tracker from registrar's office integrate with PLP's system would be nice.
<NL> Can't promise but dream big. So, you would want GPA, Photo of Student, classes taken…
<CF> We have a facebook sort of page with each student's photo. Need to look at a person. If that photo
could come up with the student information that would be good.
<BL><CF> Word version of facebook with photos provided by students is what is currently being used.
<LT> mail merger – sort by status, major, service hours, levels, print letters, print name tags, collect all
email addresses.
<BL> people who missed workshops could be notified more readily. Like banner's search criteria
<BL> what is the feasibility that someone in IT services could continue our system into the future?
<NL> we have to train, make it useable, documentation, etc. We would try to create the system such that it
can be maintained easily in the future. We would select software that is known and IT services would know
how to use.
<BL> Reporting to other departs would be helpful if the system could automatically produce. Send an
electronic copy is important, rather than excel spreadsheets like in the past.
<NL> our system would export to excel (query results), a web portal for students to sign in and see their
own information
<BL> that would be much better. Reminder email if they are low in service hours.
<KL> Admin view and student view would need to be different. Admin view to approve student input like

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service hours.
<NL> So you would want authorization levels
<KL> levels: admin, student worker, student
<NL> use of student id's for unique id.
<KL> Students' initial input: Incoming students – admissions – send invitation to student, if student accepts
then student gets access to PLP's system; Student then enters their information into PLP's system and it gets
approved/checked. Students need access to PLP documents in the summer prior to entry. Then students
could fill in other stuff. How to integrate the information from other offices (registrar, house, etc)?
<CF> average GPA and SAT scores, number of students accepting the offers; input GPA/SATs, incoming
profiles. All these stats need entered in the PLP system.
<LT> Keep all past student info. Students have to update info every semester.
<NL> sort of like facebook status updates that report to PLP staff (weekly?) what has changed by students.
<LT> log into system to see all changes and counsel sessions
<NL> then PLP approval of changes?
<LT> requirements review tracker – status sent to students, mail merge, off excel spreadsheet. Total
violations – then send letters with their status. This is done on requirements (ex workshops) so the letters
would vary. Need to filter the students. Also want for requirements per class.
<CF> Historical data very important to see the total student
<LT> status changes – GPA, housing, etc that affects PLP eligibility.
<LT> speaker attendance, excused vs. unexcused
<BL> my job is not just administration, my job is mentoring students. It is about providing support to make
our jobs easier.
<NL> a notes section (for counseling, phone calls, meetings, etc)
<BL> notes are very important. They would should what is going on with the student and let me know if
the student met with someone else already or not and what they talked about.
<LT> more students, more it changes, how to manage? Ex workshop attendance. "This requirement" is no
longer needed or it changes (per year); the scholarship eligibility and what moneys are available change.
We need to be able to incorporate those changes.
<NL> ex. Historical data – a lot of spreadsheets that related to each other. A new table for a new year. How
to create changing requirements for each year?
<LT> add columns/requirements is what happens now.
<NL> must keep old 2009 requirements, while getting new 2010 requirements. A table of requirements.
<CF><LT> look at all students. Brian looks by class. We all have different points of view as to how we
want to see the data based on what we are trying to do.
<CF> Assessment piece (reports), user defined queries.
Trending and feedback would be great. Hard to do now. Being able to track when students leave the
program, time frame, major related? Which workshops they attend? Where service hours are spent? At
what organization? Contact info? Then sort/categorize by area of service.
Tracking opportunities and involvement. Which are being taken advantage of and which are not? Ex. Study
abroad scholarships, committees, leadership in school. Connecting to sorority positions or if they leave a
sorority.
<CF> Involvement form online would be excellent
<LT> Currently uses Google forms and merges to excel for mailing/emailing. Service involvement forms
change.
<LT> We tried scanning IDs, but the scans were not reliable and too slow. Printout not showing correctly.
<LT> Honor code violations need to be tracked.
<LT> letter templates for students.
<LT> I got current system a year ago January and I have been slowly modifying it.
<BL> When I got here in 2003 active vs. inactive students were noted on two different excel files for
tracking. Information had to be copied and pasted from one to the other.




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Additional Prototypes




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PLP supplied System Tracking Examples




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Document Set 2 presentation




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Appendix C: Presentation and Supporting Documentation for
Document Set 3
Document Set 3 presentation




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Appendix D: Presentation and Supporting Documentation for
Document Set 4
Document Set 4 presentation




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                                              Appendix E

Appendix E: Presentation and Supporting Documentation for
Document Set 5

Recommendation Document delivered to PLP.
Introduction
Project Name: PLP Data Management System (DMS)
Project Client: President’s Leadership Program
Project Contractor: I.S. Captains, LLC
Project Purpose:
The President Leadership Program at Christopher Newport University will be growing within the
next five years. Currently PLP has been tracking students’ basic information which includes
name, address, phone number, email, and parents’ address through excel. This is a very
inefficient data management system that requires full time data entry personnel. Searching the
excel spreadsheet is often difficult and time consuming for employees of PLP. I.S. Camptains',
LLC has been contracted to provide PLP a systems analysis and system requirements which will
increase efficiency of data entry and management to allow PLP employees more time with
students.
Anticipated Completion: December 3, 2009
Approved Budget: $0.00
Key Participants:


Participant                     Position                   Primary Responsibilities
                                                           Supervise project team
Dr. Anyiwo                      Professor
                                                           Check project status
                                                           Serve on oversight committee
Brian Larson                    PLP Directory              Chair oversight committee
Chris Fox                       PLP                        Oversight Committee Member
Lori Throupe
                                PLP                        Oversight Committee Member
Katie Litle
                                PLP                        Oversight Committee Member
Stuart Farrand
                                PLP                        Oversight Committee Member
April Le                        PLP                        Oversight Committee Member
I.S. Captains, LLC              Team Members               Project Analysts
Valerie Bookwalter                                         Systems Analyst
Andrew Ledford                                             Systems Analyst
Nick Leonard                                               Project Leader / Systems Analyst
Matt Schubert                                              Systems Analyst
Cole Usry                                                  Systems Analyst
John Weatherford                                           Systems Analyst

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OVERVIEW OF NEED
PROBLEM DESCRIPTION
The President Leadership Program at Christopher Newport University will be growing within the
next five years. Currently PLP has been tracking students’ basic information which includes
name, address, phone number, email, and parents’ address through excel. This is a very
inefficient data management system that requires full time data entry personnel. Searching the
excel spreadsheet is often difficult and time consuming for employees of PLP.
ANTICIPATED BUSINESS BENEFITS
The primary business benefit is to increase efficiency of data entry and management to allow
employees more time with students. More immediate benefits include the following:
     Maintain up to date record of students in PLP
     Decrease errors caused by manually entering data
     Maintain record of PLP alumni
     Reduce time spent entering data
Allow students to update contact information
SYSTEM CAPABILITIES
To obtain the business benefits listed above the data management system must include the
following capabilities:
     Ability for students to register for workshops online
     Allow staff to override workshop registration
     Ability for students to enter community service information online
     Ability to report attendance of leadership requirements
     Provide online form for students to update information
     Maintain a database of current and past students
Allow students to track leadership requirements




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SYSTEM CONTEXT DIAGRAM




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DESCRIPTION OF TECHNICAL REQUIREMENTS


Pre-Packaged Solution



MICROSOFT ACCESS or FILEMAKER PRO

Compatibility With Current Systems

         The PLP department currently uses two different types of systems, either Windows based or OSX
based systems. With Microsoft Access we will be only able to implement the database management system
on a Windows based machine as there is no current OSX version of Access. Although Access can only be
implemented on a windows based PC, the system will use a web portal for user access and therefore any
web browser can access the system as long as the internet connection is not broken.

          Filemaker Pro currently is a multi-platform system made by a subsidiary of Mac. This means that
it can be implemented on both types of machines and allows for a wider range of hardware choices when
implementing the DBMS. Again, the system will use a web interface to allow access so end-user system
compatibility is not an issue.



Hardware Needed

         With either of these solutions the hardware needed to implement is identical. These systems will
require a system that is stationary in the PLP office with a sustained internet connection. The system will
have a moderate workload at times so the system will need to be dedicated to the use and operation of the
system. Only basic processing power is needed so almost any current hardware configuration found in the
office can be allocated for the
DBMS.

Network Needs

          Currently the CNU network supports up to 35Mbps transfer speeds with outside connections and
the internal network is more than sufficient. This means that the current internal and external network in
place will support our solutions needs and no additional hardware is needed.

Software Needs

          Currently CNU has licenses with Microsoft Access and therefore there will be no cost with this
software package. Also, the software needed to run an Apache Server and PHP interface is open source so
it can also be obtained free of charge.

          If Filemaker is used a license will have to be purchased. This will be a multi-user license so the
cost will be somewhat substantial. The CNU IT department will be able to acquire this at an educational
discount though.


Semi-Packaged Solution


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PostgreSQL or MYSQL Server

With Apache Web Server and PHP Interface


Compatibility With Current Systems

        There will be no issues with compatibility as all of these programs are mutli-platform and can be
used with all current major operating systems.

Hardware Needed

         For this implementation we will need a dedicated machine. This implementation requires that we
have a machine that is dedicated to the function of the database so a system will need to be allocated for the
use and upkeep of this database and web server.

Software Needs

       The software needed to run this implementation is all open source so there will be no cost to the
PLP department for the use of these software packages


DESRIPTIONS OF FUNCTIONAL REQUIREMENTS
DATA STORAGE
Student Records

Rationale: The President’s Leadership Program tracks the status of members using Student Records. This
information must be called upon for analysis, diagnostic, and reporting services of the information system.
Summary: Student Records encompass personal information and shall incorporate the following fields:
Student ID, Years At CNU, Current Designation (i.e. Freshman, Sophomore, Junior, Senior, or Alumni),
Home Address, and School Address, phone numbers, and email(s). Other information related to student
records will be correlated with Academic Records.
Academic Records
Rationale: The President’s Leadership Program tracks the status of members using Academic Records.
This information must be called upon for analysis, diagnostic, and reporting services of the information
system.
Summary: Academic Records encompass academia related information and shall incorporate the
following fields: Student ID, Title, First Name, Last Name, Suffix, In Good Standing (Boolean),
Cumulative Grade Point Average, , Honor System Violations (Boolean), Other Disciplinary Violation
(Boolean), and the Total Credits Earned, classes enrolled, major/minor designation, housing, scholarship
eligibility,
My note: the notion of previous, last, this in regards to semesters or years needs to be referenced
differently. i.e. All semesters' and ALL years' information will be kept. SO, records are just current info
with a data mechanism which supports previous info. Information shall be entered by PLP members only
and set to private viewing.
Involvement Records
Rationale: The President’s Leadership Program tracks the status of members using Involvement Records.
This information must be called upon for analysis, diagnostic, and reporting services of the information
system.
Summary: Involvement Records shall allow entry of current information as well as maintaining all
previously entered information. Involvement Records shall incorporate the following fields: Student ID, On

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Campus Cumulative Volunteer Hours Off Campus Cumulative Volunteer Hours, Organization, Contact
Person, Location, Date, number of hours, and the Last Volunteer Form (Entered Date). Multiple volunteer
entries shall be allowed for each volunteer form entered. Data shall be entered by student and must be
approved by a designated PLP member.
Contact Records
Rationale: The President’s Leadership Program wants to track interactions with members using Contact
Records. This information will be called upon for historical reporting services of the information system.
Summary: Contact Records, which shall be correlated to Student Records, shall incorporate the following
fields: PLP member, Date, Time, Place, Note. The Note shall be freeform and allow user to enter any
relevant information in textual format.
Data Field Modulation
Rationale: The President’s Leadership Program needs to account for many different years of students.
Summary: The requirements for the years change as new students go through the system. This needs to be
accounted for by having the requirements of the previous year's notated in the Graphical User Interface.
The President’s Leadership Program also needs to be able to change and update these requirements. This
means that new fields may need to be accessible in the future with a Graphical User Interface that can
expand to these needs. The system should also be able to account for the changes in these requirements
through the years with automated reporting, sorting, and filtering at all levels of data entry and retrieval.
Data Field Security
Rationale: The President’s Leadership Program needs to account for many different users on the system.
The system needs to include security on all fields which can only be approved by specified staff.
Summary: All the fields need to have read/write attributes. Temporary Changes should be allowed, but
must be approved to go into the permanent database. Sensitive data shall also be protected in viewing
mode.

DATA RETRIEVAL
Data Manipulation
Rationale: The President’s Leadership Program requires the ability to sort and filter information for easier
access. In order to do this a Graphical User Interface front-end will need to be put in place to permit this.
Summary: In order to call the system’s records more quickly, including Academic, Student, Contact and
Volunteer Records, the system needs to be able to sort and filter the information based on user defined
criteria.
Administrative Graphical User Interface
Rationale: The President’s Leadership Program requires Graphical Interfaces to support administrative
tasks.
Summary: This should include all options for modifying, sorting, and analyzing data and controlling Data
Manipulation and Data Modulation.
Student Graphical User Interface
Rationale: The President’s Leadership Program requires the ability for Students to enter and view their
information.
Summary: This should include forms for entry of Student and Volunteer Records; report(s) for analysis
of current placement and standing in the program; and modification forms to all students to make changes
to their data. Student data must go through an approval process prior to being accepted as permanent data.
Automated Electronic Communications
Rationale: The President’s Leadership Program requires the ability to send information to students
automatically via email and post. Information includes, but not limited to, lack of volunteers hours, missed
workshops and/or lectures, and general PLP announcements.
Summary: The system should include a listserv or other mailing list system that can handle automated
messaging based on a template and filled in with the specific information the student needs to know. The
system shall provide a means by which a list of students can be produced, based on a user defined set of
criteria. The specific student information: address, email, name, incomplete requirements; will be
automatically entered into the selected template and emailed or printed for postal mailing. A record of this


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transaction shall also be entered into the system as a Contact Record.


DATA REPORTING
Student Reports
Rationale: The President’s Leadership Program requires the ability for Students to view their information.
Summary: This should include a report of current student information including Student Record,
Academic Records (as approved by PLP), and Involvement Records. The student shall have the ability to
track their progress for all requirements as based upon the current PLP approved requirements.
Administrative Reports
Rationale: The President’s Leadership Program requires the ability to process system data to produce
reports required for other departments as well as PLP temporal report requirements.
Summary: These reports shall be user definable, allowing the PLP member to select filters and sort criteria
to produce the report and then allow the report to be exported in a readable format. The sort and filter
criteria shall include, but not limited to, class, standing status, involvement requirements, major/minor,
scholarship eligibility, housing, violations, workshops, speakers, etc. The output of the report shall be
limited to the information selected by the user as output.
Student Management Reports
Rationale: The President’s Leadership Program requires the ability to produce reports utilizing student
data within the system. The purpose of these reports is to allow mentoring of students.
Summary: These reports shall produce output of all relevant student information. This includes Student,
Academic, Involvement, and Contact Records. The reports shall include all present and historical data.
These reports shall be categorized via user defined sorts and filters.
Statistical Reports
Rationale: The President’s Leadership Program requires the ability to produce reports utilizing student
data within the system which can produce statistical reports which can be utilized by PLP for feedback into
their program.
Summary: These reports shall produce tabular lists based on criteria selected by the user. The criteria shall
be based on, but not limited to, graduation class, standing status, involvement requirements, major/minor,
scholarship utilization, violations, workshops and speakers attended, volunteer organization, PLP supplied
opportunities, exit dates and reason, transfers, etc.

DESCRIPTION OF GENERAL REQUIREMENTS

          With a pre-packaged solution such as Filemaker or Access, all of PLP’s requirements could be
met. Filemaker is an application owned by Apple, while Access is owned by Microsoft. PLP’s staff is
familiar with Microsoft’s packages, and Filemaker would require minimal training. Both applications have
many users, which means there are relatively few errors and that they are stable. These options have pages
of online support as well as help functions built into the application. However, direct contact with
experienced staff might not be possible, there are knowledgeable users on forums as well as tutorials and
how to guides on the internet for the applications. While PLP already has the licenses for Microsoft
Access, Filemaker would cost somewhere between $1,000 and $3,000 dollars depending on how many
licenses they would want. The expected benefits of these applications would be: efficiently manage
student contact information, create and print detailed reports, create email campaigns to promote upcoming
community service activities as well as workshops. The length of deployment would be less than a month
since the pre-packaged applications are so accessible and easy to install and setup. The pre-packaged
solution would not have a significant impact on PLP’s current computer system, and would allow
employees to be more efficient and focus on other activities. With this pre-packaged solution, it would
eliminate the need for internal expertise. This would impact PLP, but would not affect the necessary skill
levels of employees to continue doing their jobs. We would do simple training and walkthroughs, as well
as provide them with a well documented hard copy guide for the system. Their current system (excel)
would be able to be imported into either Filemaker or Access, eliminating the cost of data conversion. PLP


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could also seek support from outside vendors. IT service employees are familiar with Access and similar
database applications and could assist PLP, as well as the well documented step by step guide which we
will provide for them.

         With a partially packaged solution such as postgresql with php, all of PLP’s requirements could be
met. Many partially packaged solutions that would benefit the PLP department are open source. There are
many people using and contributing to these which leads to limited errors and a high level of stability.
These solutions are backed by large online communities, many of which are advanced users and designers
who can provide technical support. The development costs of these partially packaged solutions would be
zero since they are open source and free. The expected value of the benefits created by such a solution
would be great since employees would be able to spend less time repeating tasks and could then focus their
time on other activities. A partially packaged solution would take a couple of months to implement, and
intermediate training of the staff. An internal expertise would be needed to manage the system, such as an
IT employee overseeing the system a few hours daily. With a partially packaged solution, would require
several hours of data conversion in order to transfer all student data to the new system. IT services would
have adequate experience to guide PLP staff through any questions and complications should they occur.




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Document Set 5 Presentation




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