STUDENT PORTAL Analysis & Implementation

I.T Project Analysis, Design &
Implementation
Student Portal System
Francis Keke B00030104
Daniel Nistor B00032909
Department of Business
School of Business & Humanities
Institute of Technology, Blanchardstown
Dublin 15.
[Word Limit for Assignment: None Actual word count: 24646]
Bachelor of Business (Hons) in Information Technology
I.T Project: Implementation
01/05/2014

(i)
Table of Contents
Introduction ............................................................................................................................................1
Detailed Problem Statement ..................................................................................................................3
Scope.......................................................................................................................................................4
Project Title.........................................................................................................................................4
Proposed Solution...............................................................................................................................4
Exclusions........................................................................................................................................5
Business Rationale ..............................................................................................................................5
Student Portal Key Features ...............................................................................................................7
Login/Log out ..................................................................................................................................7
Create User Account .......................................................................................................................7
Place Advertisement.......................................................................................................................7
Match Lost & Found........................................................................................................................7
Purchase Items................................................................................................................................7
Arrange Events................................................................................................................................7
Add Club/Society.............................................................................................................................7
Register for Club/Society ................................................................................................................8
Make Payment................................................................................................................................8
Extra Information............................................................................................................................8
Cookies............................................................................................................................................8
Risk Assessment......................................................................................................................................9
Feasibility Study ....................................................................................................................................12
Technical .......................................................................................................................................12
Economic.......................................................................................................................................12
Legal..............................................................................................................................................12
Operational ...................................................................................................................................12

(ii)
Scheduling.....................................................................................................................................12
Functional Requirements..................................................................................................................13
Browse Items ................................................................................................................................13
Select Item ....................................................................................................................................13
Create User account......................................................................................................................13
Purchase Item ...............................................................................................................................14
Place Advertisement.....................................................................................................................14
Make Match..................................................................................................................................15
Make Payment..............................................................................................................................15
Add Club/Society...........................................................................................................................16
Register Member ..........................................................................................................................16
Generate Reports..........................................................................................................................16
User Tracking ................................................................................................................................16
Non Functional Requirements..........................................................................................................17
Login..............................................................................................................................................17
My Account...................................................................................................................................17
Security Features ..........................................................................................................................17
Display Receipt..............................................................................................................................17
Performance Requirements..........................................................................................................18
User Interface ...............................................................................................................................18
Cost Benefit Analysis.............................................................................................................................19
Assumptions......................................................................................................................................22
Project Plan...........................................................................................................................................23
Task schedule....................................................................................................................................23
Resources..........................................................................................................................................25
Gantt chart........................................................................................................................................26
Requirements Gathering.......................................................................................................................31
Evaluation of Existing Systems..........................................................................................................31

(iii)
DCU (http://www4.dcu.ie/iss/portals.shtml) ...............................................................................31
UCD (https://myucd.ucd.ie/index.do) ..........................................................................................31
Student Portal System...................................................................................................................32
Analysis of Questionnaire .................................................................................................................33
Interview...........................................................................................................................................42
Lost & Found Items.......................................................................................................................42
Sale of Items..................................................................................................................................43
General Advertisement & Events..................................................................................................43
Clubs & Societies...........................................................................................................................44
Complaints about services............................................................................................................44
Analysis of Interview.........................................................................................................................45
Observations.....................................................................................................................................46
System Analysis.....................................................................................................................................47
Event List...........................................................................................................................................47
Event Table........................................................................................................................................47
Actor Use Case List............................................................................................................................49
Use Case Diagram .............................................................................................................................50
Scenario Description.........................................................................................................................51
Use Case Descriptions.......................................................................................................................53
Domain Classes & Data Design .........................................................................................................67
Sequence Diagram............................................................................................................................68
Consolidated System Sequence Diagram .....................................................................................68
Registration Process......................................................................................................................69
Purchase Item ...............................................................................................................................71
Place Lost & Found........................................................................................................................72
Generate Sales Report ..................................................................................................................73
Activity Diagram................................................................................................................................74

(iv)
Place Event Ad...............................................................................................................................74
Place Lost & Found Item ...............................................................................................................75
Register New Member..................................................................................................................76
Purchase Item ...............................................................................................................................78
Collaboration Diagram......................................................................................................................79
Consolidated Collaboration Diagram............................................................................................79
Register New Member..................................................................................................................81
Place Lost & Found Item ...............................................................................................................82
Purchase Item ...............................................................................................................................83
State Chart ........................................................................................................................................84
Registration Process......................................................................................................................84
Purchase Item ...............................................................................................................................86
Place Lost & Found........................................................................................................................87
Generate Sales Report ..................................................................................................................88
Interface Design....................................................................................................................................89
Home Page........................................................................................................................................89
Create User Account.........................................................................................................................90
User Login .........................................................................................................................................91
My Account Page ..............................................................................................................................92
Place Advertisement.........................................................................................................................93
Technological Requirements.................................................................................................................94
HTML and CSS ...................................................................................................................................94
JavaScript ..........................................................................................................................................94
PHP....................................................................................................................................................94
MySQL...............................................................................................................................................94

(v)
Macromedia......................................................................................................................................94
Java....................................................................................................................................................94
User Manual..........................................................................................................................................95
Creating an account/ Login...............................................................................................................95
Place Advertisement.........................................................................................................................96
Make Payment..................................................................................................................................97
Lost & Found Confirmation...............................................................................................................97
Create Event......................................................................................................................................98
Add Club/Society...............................................................................................................................99
Testing.................................................................................................................................................100
Purchase Item .................................................................................................................................100
Unit/Component Testing ............................................................................................................100
Advertisement ................................................................................................................................101
Membership....................................................................................................................................102
Implementation ..................................................................................................................................104
Test Plan..........................................................................................................................................104
Reflective Analysis ..........................................................................................................................167
Updated User Manual.....................................................................................................................125
Creating an account/ Login.................................................................................................................125
Place Advertisement...........................................................................................................................125
Remove Advertisement ......................................................................................................................126
Make Payment....................................................................................................................................126
Lost & Found Confirmation.................................................................................................................127
Create Event........................................................................................................................................127
Add Club/Society.................................................................................................................................128
Programming Code .........................................................................................................................129

(vi)
Database Schema............................................................................................................................157
Database Test Data.........................................................................................................................162
Database Views, Triggers and Procedures......................................................................................164
Reference List......................................................................................................................................167
Appendix 1: Questionnaire .................................................................................................................172
Appendix 2: Research Results.............................................................................................................106
Appendix 3: Lost & Found Documentation.........................................................................................107
Appendix 4: Club/Society Documentation..........................................................................................108
Appendix 5: Advertisement Prices Documentation............................................................................109
Appendix 6: Cash Flows ......................................................................................................................111

(vii)
Table of Tables
Table 1: Risk Assessment ......................................................................................................................11
Table 2: Cost Benefit Analysis...............................................................................................................19
Table 3: Payback Period........................................................................................................................20
Table 4: Average Rate of Return...........................................................................................................20
Table 5: Net Cash Flow..........................................................................................................................21
Table 6: Internal Rate of Return............................................................................................................21
Table 7: Cost Benefit Assumptions .......................................................................................................22
Table 8: Event Table..............................................................................................................................48
Table 9: Use Case - Actor List................................................................................................................49
Table 10: Browse Items.........................................................................................................................53
Table 11: Select Items...........................................................................................................................54
Table 12: Create User Account .............................................................................................................55
Table 13: Place Lost Ad .........................................................................................................................56
Table 14: Place Found Ad......................................................................................................................57
Table 15: Make Matches.......................................................................................................................58
Table 16: Place Advertisement .............................................................................................................59
Table 17: Place Event Ads .....................................................................................................................60
Table 18: Buy Ticket..............................................................................................................................61
Table 19: Purchase Item........................................................................................................................62
Table 20: Make Payment ......................................................................................................................63
Table 21: Generate Sales Report ..........................................................................................................64
Table 22: Add Club & Societies .............................................................................................................65
Table 23: Register New Member ..........................................................................................................66
Table 24: Purchase Item Component Testing.....................................................................................100
Table 25: Purchase Item Integrated Testing.......................................................................................100
Table 26: Purchase Item System Testing ............................................................................................101
Table 27: Advertisement Component Testing....................................................................................101
Table 28: Advertisement Integrated Testing ......................................................................................102
Table 29: Advertisement System Testing............................................................................................102
Table 30: Membership Component Testing .......................................................................................102
Table 31: Membership Integrated Testing .........................................................................................103
Table 32: Membership System Testing...............................................................................................103

(viii)
Table of Figures
Figure 1: Gantt chart.............................................................................................................................30
Figure 2: Service Awareness .................................................................................................................33
Figure 3: Engagement with services .....................................................................................................34
Figure 4: Usage of services....................................................................................................................34
Figure 5: Often Usage ...........................................................................................................................35
Figure 6: Objective of usage..................................................................................................................36
Figure 7: Efficiency of service................................................................................................................36
Figure 8: Online system ........................................................................................................................37
Figure 9: Why online system.................................................................................................................37
Figure 10: Preferred functionality.........................................................................................................38
Figure 11: Students Opinion .................................................................................................................38
Figure 12: Suggested Functionality.......................................................................................................39
Figure 13: Gender .................................................................................................................................40
Figure 14: Study Year ............................................................................................................................40
Figure 15: Age Group ............................................................................................................................41
Figure 16: Use Case Diagram ................................................................................................................50
Figure 17: Domain Classes ....................................................................................................................67
Figure 18: Consolidated System Sequence Diagram ............................................................................68
Figure 19: Registration Process.............................................................................................................69
Figure 20: Place Advertisement............................................................................................................70
Figure 21: Purchase Item ......................................................................................................................71
Figure 22: Place Lost & Found...............................................................................................................72
Figure 23: Generate Sales Report .........................................................................................................73
Figure 24: Place Event Ad......................................................................................................................74
Figure 25: Place Lost & Found Item ......................................................................................................75
Figure 26: Register New Member.........................................................................................................76
Figure 29: Place Event Ad & Ticket Purchase & Sales Report...............................................................79
Figure 31: Register New Member.........................................................................................................81

(ix)
Figure 34: Registration Process.............................................................................................................84
Figure 38: Generate Sales Report .........................................................................................................88
Figure 39: Home Page...........................................................................................................................89
Figure 40: Registration Form ................................................................................................................90
Figure 41: Login Form ...........................................................................................................................91
Figure 42: My Account Page .................................................................................................................92
Figure 43: Place Advertisement Form...................................................................................................93

I.T Project Analysis, Design & Implementation - Student Portal
B00030104, B00032909 1
Introduction
The project idea is to design and develop a student portal system for ITB with the purpose of
providing needed services for student use. The new system will be more efficient and effective than
the current system and will enable a better service delivery to students.
Currently ITB provides advertisements, sale of items such as books, laptops, accessories, lost &
found service, and events notification to students through an e-mail delivery system. Students
advertise through the Student Union and a bulk e-mail is sent out to the e-mail account of all
students in the campus.
Paper advertising on notice boards is also used around the campus. However, notice boards do not
seem popular as they cannot be accessed on student’s hand held devices, hence it is mostly ignored.
Sometimes the adverts or notices placed have gone out of date before student’s even gets to see
them.
With the demand and interest for advertisement growing very rapidly in the campus, this project
idea intends transforming the current paper and e-mail based advertising system into a virtual online
interactive system. The objective is to develop a requirement analysis document for the ITB student
portal which is a web based system that will offer various services that will be of interest to students
as well as improving the quality of their life in ITB and simultaneously generating profit for the portal
system.
The new portal system gathers together different services on one consolidated platform and enables
student’s to avail of the services through it. The list of services/functions offered on the system will
include the sale of items, placing of general advertisements & event advertisement (ads) which
happens in real time, lost & found section, Adding club/society which enables membership
registration, and creating a social forum/platform for social interaction and exchange of ideas
between registered users.
When a user wishes and needs to avail of any service on the portal, it simply browses to find what
they want, select it and would be asked to register an account if it is their first time on the site. For
new users a registration form will have to be filled out providing their personal details before the
system can create new account which allows them access to the portal to continue their
activity/transaction

B00030104, B00032909 2
However if they are existing customers, they will be requested to log into their account with a
username & password. Once access is gained to their account, the system displays the selected item
with the price and the customer can add more items to their list if they wish. The total price is
calculated and displayed and if confirmed by the customer, they can proceed to payment using their
credit card details to complete the transaction. Once payment has been validated a confirmation
message is displayed to the user/customer and the system database is updated.
If it is an item purchase, it is automatically removed on the system from the list of items on sale and
if it is an advert to be placed by an advertiser, confirmation of payment would trigger the advert to
go live on the system.
The lost & found section and also the social forum for interaction & exchange of ideas are free to use
but users must sign in to their registered account to gain access to the service. Adverts placed on the
portal system expire every 30 days and is renewable as many times as possible on a payment of the
required fee until it accomplishes its task.

B00030104, B00032909 3
Detailed Problem Statement
ITB has been functioning with an email based system since its inception providing services like
advertisement, used in communicating to students, selling of items and operating a lost & found
section through the library. This present system is filled with inefficiencies, does not have a clear
student focus, confusing as to how to deal with lost and found items and lacks competition. The new
portal system is therefore intended to tackle the problem and a detailed account of the issues
prevalent with the e-mail based system is listed as follows:-
 Many students are not aware of the lost & found section operated on the premises
therefore this result in students loosing valuable belongings and data. There is no centralised
lost and found section known by every student with proper instructions on how to go about
missing items on campus. Students often go between library and student union in search of
lost items wasting valuable time in the process. All processes are done manually which is
inefficient. Refer to appendix 3 for lost & found form.
 Students might not be interested in returning certain found items because the current
system is confusing as there is no proper guideline for declaring lost & found items. The
student portal system as a port of call for all students will encourage return of lost items for
example USB drive of a fellow student which may contain years of their valuable school
work.
 Advertisements do not get the necessary attention required most times because of the
vague image of the product or service advertised through e-mails. This means that images of
the product and services published through the e-mail system are unclear and difficult to
view.
 Current e-mail system does not provide a real time communication platform for users to
exchange ideas, interests and to interact socially. The student portal system will provide a
platform for social interaction & exchange of ideas among users.
 Events are part of the overall activities that should be properly incorporated in the
curriculum to make student campus life worthwhile, however the system in place does not
properly provide for such. Lack of a dedicated events space that will showcase student
campus life activities like gigs, charity events, bus tours, sports life and also inform students
of auxiliary services.
 E-mails do not transmit real time media and most e-mail communication received becomes
out-dated by the time it is read by users. However the student portal will communicate in
real time.

B00030104, B00032909 4
 Presently advertising services on e-mail are free therefore generating no revenue.
 Sales of items such as books, Lecture course notes, laptops, USB,s which are essential items
regularly needed by students are not properly advertised so students are aware to purchase
the items required for their studies. Most of the items like books & course notes are sold
from the Student Union office (SU) and ITB kiosk while laptops & USB’s are advertised
occasionally through emails. Students rarely visit the SU office to purchase items and ignore
incessant or erratic emails thereby missing advertisement for the sale of these items.
 Currently Clubs/Societies do not have an online presence and students are not aware of the
various clubs available and how to go about becoming a member. Registration of new
members are still done manually using paper forms which are inefficient and time
consuming. Refer to appendix 4 for viewing.
Scope
Project Title
Name of the project: Student Portal System.
The scope of student portal system is to provide services that are of interest to students of ITB. The
system will be required to meet the following principal functional requirements:
Proposed Solution
Lost & Found – Users of the system will be able to post information on items which have been lost.
Information may be textual or multimedia in nature. The system will provide a means by which users
can indicate whether they have found the posted items.
Add Club/Society – Club secretaries can add new or existing clubs or society on the portal system.
They can add, modify or delete their club/ society and new members can then register with the
various clubs or society through the portal system and also pay their registration fees using the
system.
Place Advertisement - Users will be able to purchase advertising space on the system. Advertisement
will be textual and/ or multimedia in nature. To post an advertisement users will first have to
become ‘registered’ and provide appropriate details for registration. Advertisements will be posted
to the system once payment has been processed. The Advertisers will be able to add, modify and
delete their advertisements. Purchase Item – users will be able to purchase available items
advertised on the system. The user selects item they wish to purchase and proceeds to check out.

B00030104, B00032909 5
The user needs to be a ‘registered’ in order to complete a sales transaction through the system.
Upon check out the user is required to provide the necessary payment details for the transaction to
be completed. The transaction will be processed through a third party – payment processor.
Social/Communication forum – This provides a platform for users to interact socially. The social
forum is available for registered users only. Users can login to interact & exchange ideas with
colleagues, discuss current issues and other educational matters.
Events section – This section will be used to announce social events and activities of interest to
students that might be taking place on or off campus. Events notifications can only be posted by
Event promoter or registered users and a certain fee applies. We will collaborate with event partners
and associations that are student focused in organising interesting events for students such as
student balls, adventure tours, sport events etc. on commission basis. Event tickets can be bought
too in this section and payment done through the portal system and fees apply.
Exclusions
The new student portal system does not operate an eBay style kind of bidding and does not offer
any functionality for the bidding of items hence it will not be allowed on the system.
All Advertisement placed on the student portal system as a rule will not exceed 30 days before it’s
removed. Nevertheless, all the adverts on the system are renewable every 30 days on payment of
the required fee which allows it to return live on the system.
Business Rationale
One of the business objectives of the new student portal is to improve services and enhance the
overall efficiency of service delivery unlike the current system. It will generate revenue from
advertising and selling of items because presently advertisement is free in ITB. It is web based and
can be accessed by many users including advertisers, event promoters and general users. The
current system is not effective and uses the email as medium to reach target users. The Student
portal system will utilise a database which will be able to store products/advertisement/events
details and customer activity and transaction details which can be queried to obtain user history and
sales report in order to improve services.
Current system has separate places for handling issues of lost and found items in ITB. As a result
students are confused where to obtain such service and resources are dissipated duplicating such
service. Currently the library and the student union handle lost & found items and recovered items
are kept in the box. Users are not informed of recovered items unless on exceptional cases through

B00030104, B00032909 6
email for items considered to be very important as it is left for owners of lost items to come and
identify their items. New portal system will bring the lost and found service into one consolidated
place known to all users and improve the lost & found process. Recovered items will be listed on the
website and owners/users will be able to collect them. Users will be able to effectively navigate and
use the system to report lost or found items meaning maintaining our own database without
outsourcing, thereby saving money/costs.
With all the functionalities offered it is intended that the new portal system will become a one stop
student hub which also includes social forums for exchange of ideas. A place where students can
congregate and share views and at the same time shop on the website which helps to increase our
revenue. Peer to peer influence or recommendations can also encourage sales on the portal system
which is a massive improvement on the current system using email as most students ignore to read
them.
New System will communicate products and services directly to its target audience thereby saving
costs as it will not outsource advertisement for items on their website.
The portal system will create partnership with other organisations that are student focused in
organising events and the sales of event tickets. Revenue will be generated from both the event
advertisement to the sale of event tickets. As a result of the efficiency of the new system, students
will not queue for ticket sales at the student union as it is available on the system and with a
potential increase in revenue.
Increase in new members of Club/Society using the portal system to register for clubs and societies
and paying their registration fees. This has been due to the efficiency and effectiveness of our new
portal system.

B00030104, B00032909 7
Student Portal Key Features
Login/Log out
Registered users can login into their account. Logged in users can carry out activities on the website.
Users can log out of the website whenever they wish.
Create User Account
New users on the website that wish to become regular users can register on the website. New users
will need to fill out a registration form providing their personal details and creating a username and
password. After registration, the user can carry out any type of activity on the website. A registered
user can be an advertiser, customer, event promoter, club/society secretary and a member of a
club/society.
Place Advertisement
A registered advertiser that wishes to place an advertisement on the website may do so by filling out
a form and paying the relevant fee. Fee is calculated on the type of advertisement and multimedia
uploaded as part of it.
Match Lost & Found
Registered users that have placed an advertisement for losing an item will get matches made by the
system based on found advertisement placed by other users. Lost and Found advertisements will be
matched based on the type, name, description etc. Users can check matches made by the system on
the ‘Lost & Found’ page or in ‘my account’.
Purchase Items
Customers can purchase items that are advertised on the website. The customer will have to select
the item, get details, agree on the price and continue to making payment in order to complete
purchase. Purchasing history will be tracked and recorded in ‘my account’ under the ‘history’ tab.
Arrange Events
Event promoters that are arranging an event can create awareness by placing an event on the
website and selling tickets online. In order for that to happen the event promoter will have to fill in a
form and pay a certain fee for the advertisement of the event and a commission based on the tickets
sold through the website.
Add Club/Society
Club/Society Secretary can add a club or society on the website by completing a form with the
details of the club/society. The club/society secretary can manage the club/society meetings,

B00030104, B00032909 8
members and other activities on the website. Members can sign-up for the club/society through the
website and pay the relevant member fee.
Register for Club/Society
A user can become a member of a club/society that is running on the website. A new member does
not need to be a registered user in order to become a member of a club/society. To become
member users need to fill in a form and pay the applicable member fee.
Make Payment
Online transaction will be handled by a third party (payment processor). The website will offer a
secure link to the payment page. If online payments are verified, the website will display
confirmation and a receipt the user can print or save.
Extra Information
Users can get information regarding contacting us, about us, feedback, various prices applied etc. To
access extra information or tips it is not required to be a registered user.
Cookies
The website will use cookies to increase functionality and efficiency on the system. Cookies will help
the website recognise returning users and keep registered users logged in if users wish to. Users will
also be tracked because updates, user history and transaction will automatically be performed and
stored on the system.

B00030104, B00032909 9
Risk Assessment
Risk
ID
Risk Details Mitigation Plan Contingency Plan Probability Impact Severity
1 Tight deadline (Estimated
durations for tasks may
result in a project which is
too tight on timescale)
1. Establish clear project plan and try
to ensure that tasks are completed on
time.
2. Try and find a mentor with
experience in the development of
new products.
3. Review the project plan on regular
basis.
4. Develop a formal change
management plan.
1. Ensure that the project plan is
reviewed at regular intervals by all
involved.
2. Ensure that there is a strict change
management process.
5 5 25
2 Project Supervisors
Limited Working Hours
1. Feedback scheme.
2. Track progress.
1. Arrange meeting with supervisors.
2. Communicate more often through
email.
5 4 20
3 Increased Pressure might
result in errors
1. Create workload split.
2. Check work quality.
1. Share work.
2. Work quality reviewed by external
party.
4 5 20
4 Changes in project
functionality
1. Analyse data gathered.
2. Meet with supervisors to discuss
changes applied to overall
functionality.
1. Discuss every aspect of project.
2. Work extra time
4 4 16

B00030104, B00032909 10
5 Poor programming
experience
1. Research material on
programming.
2. Meet programming lecturers to
discuss feasibility of functionality.
3. See previous projects in
programming.
1. Profound analysis of programming
functionality.
2. Consult external programmers.
3. Adapt project scope to programming
capabilities of project members.
4 4 16
6 Work overload 1. Set working calendar for each
subject.
2. Finish tasks on time.
3. Ask for submission extension.
1. Give appropriate time to each task.
2. Set clear tasks for each working day.
3. Prepare mock ups of tasks before
submission.
4 4 16
7 Limited resources 1. Try and not waste resources.
2. Apportion resources appropriately.
3. Set limits for each member.
1. Apply resources appropriately.
2. Use other resources available.
3. Work from home.
3 5 15
8 Low motivation 1. Try and motivate group members.
2. Take regular breaks.
1. Concentrate on positive effects.
2. Create a pleasant working
environment.
3 4 12
9 UML experience 1. Consult previous projects.
2. Consult supervisors more often.
3. Use self-learning material.
4. Teach group members.
1. Get advice from external sources.
2. Seek advice from project supervisors.
3 4 12

B00030104, B00032909 11
10 Working days
1. Time on campus should
be used for feedback.
2. Practical work.
3. Availing of resources.
1. Create communication channels with
group members and supervisors.
2. Work after hours and weekends.
3 3 9
11 Financial costs 1. Project exact costs.
2. Print less.
3. Rent or loan tools necessary for
project work.
1. Set weekly tasks to stay within limit of
costs.
2. Share tools and technologies to avail
of time and members.
3 3 9
12 Delivery of
functionality reduced
1. Define functionality properly. 1. Use resources well to increase
level of work and functionality.
3 3 9
13 Extended timelines
non-negotiable
1. Time efficiency techniques. 1. Use time properly. 2 4 8
14 Pressure on group
members
1. Improve working conditions.
2. Use stress reduction techniques.
1. Discuss deadlines.
2. Take regular breaks.
2 2 4
15 Requirements Gathering
late
1. Set goals for each week. 1. Give other areas projected time.
2. Catch up quick to avoid late tasks
delivery again.
1 2 2
16 Supervisors Not Available 1. Create communication channels in
order to review work.
2. Ask for extra supervisors for the
project.
1. Use time allocated to meet
supervisors.
2. Set meetings for the future.
2 1 2
17 Members missing days
from work.
1. Let other members know of
absence.
2. Work extra to catch up for time
missed.
1. Ensure group members satisfied with
other members work.
2. Meet to talk about members issues.
1 1 1
Table 1: Risk Assessment

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Feasibility Study
Feasibility studies will be carried out using extensive research through the interviews, observation,
investigation and responses received through questionnaires distributed to students.
Feasibility statement for projects according to Young (1970) will be based on these main areas
namely technical, economic, legal, operational and scheduling.
Technical
An analysis of the system requirements will be conducted to ensure that ITB has the enabling
technology which will allow for the smooth running of the ITB student portal system. It will also
investigate to ensure that staffs with the needed expertise/skills are available to operate the project
successfully when completed.
Economic
Cost / benefit assessment will be carried out to determine the cost of the new system in comparison
with the expected merits and benefit. This economic study will allow ITB to evaluate its financial
position and make a decision for or not going ahead with the new project. Following completion of
the economic studies the company sets out an amount of money for the realization of the new
system.
Legal
The proposed new system will be investigated to ensure that it is in line with the provisions of the
law such as whether the data processing system is in compliance with the established data
protection act.
Operational
This investigation will determine if the proposed new project will meet the user requirements, which
have been earlier identified during the analysis of system development. The study will be a measure
of how the ITB student portal system will solve problems encountered in the current systems as was
enumerated in the problem statement taking advantage of the system functional requirements.
Scheduling
After careful consideration of the activities involved in the development of ITB student portal
system, a timetable for the completion of the project will be set. The desirable date agreed upon for
the completion of the new system design will be by 13/12/2013 as some of the technical expertise
expected to operate the new software undergoing some training would have completed by then.

B00030104, B00032909 13
Functional Requirements
1
Browse Items
1.1 The user can navigate the website’s main sections.
1.2 If the user is interested in the search results and wishes to further their activities then
they can login if already registered using their ‘username’ and ‘password’, otherwise
they need to create an account.
1.3 The user may search freely and contact us without the need of registering. This
enables the administrator to deal with queries and make the desired changes on the
system.
2
Select Item
2.1 A user who is interested in finding out more about an item can click the item to reveal
extra information about it.
2.2 The user can select the item to follow to the next step of the process if happy with the
item details.
3
Create User account
3.1 A new user who is interested in carrying out transactions will need to fill in their
personal details which include name, e-mail, password and phone number.
3.2 After the registration process is complete, the user is able to carry out any activity on
the system.

B00030104, B00032909 14
4
Purchase Item
4.1 The user selects the item they wish to purchase from the list of items. A page
displaying the item information will appear.
4.2 The user will then make payment with their credit/debit card. The system sends their
payment details to the third party payment processor for verification, processes the
payment retaining our fee and updates the users account and displays confirmation of
purchase. The user may print or save displayed receipt of purchase.
4.3 The item is then marked as sold and removed from the website.
5
Place Advertisement
5.1 The user clicks on the ‘advertisements’ button and selects the type of advertisement
they wish to place from a dropdown list. A form will be available to fill in the details of
the advertisement.
5.2 Multimedia links are provided for users to make upload as part of the advertisement.
When the user confirms the details are correct then they proceed to the payment
stage.
5.3 Users can edit their advertisements anytime they wish. Users also have the option of
bumping their advertisement at a certain fee.

B00030104, B00032909 15
6
Make Match
6.1 Based on the type of advertisement placed previously, the system will try and match
items together based on the following details: Name, type, colour, size, description etc.
6.2 If the match made by the system is for a lost item and a found item, the users involved
will be alerted of the match made. Users can confirm if their item has been recovered.
6.3 Recovered item will be removed automatically from the website.
7
Make Payment
7.1 Before the advertisement goes live or the item purchase is complete, it is saved in the
user’s profile. The user may return anytime and complete the payment in order for the
advertisement to go live.
7.2 The users must pay for any type of advertisement or item except Lost & Found. If
payment applies, the user must pay with a credit/ debit card.
7.3 The user may opt for the payment details to be saved or not. Once the payment is
verified, the advertisement goes live or item purchase is complete.
7.4 The system will manage transactions. Once the user decides to purchase or place an
advert, the system takes the user to a secure payment process.
7.5 Process for the validation of payment will be through a third party payment processor.
Once payment is confirmed, the system will be notified and automatically updated.
7.6 Once the transaction is completed for purchasing an item, the system will flag the
advert as sold and will be deleted from the system automatically.

B00030104, B00032909 16
8
Add Club/Society
8.1 Users can add club and societies. To add a club or society the user must fill in a
registration providing details of the club or society.
8.2 Club or society is added and management on the website.
8.3 The club/society secretary may opt for membership fee to be processed through the
website.
9
Register Member
8.1 Users that wish to become members of a club or society can do so by registering on
the website.
8.2 Members will be required to fill in a registration form providing details such as: Name,
Address, Date of birth, phone number etc.
8.3 Each member must pay a membership fee in order to be fully registered for the
club/society. Members are directed to the payment process to complete registration.
10
Generate Reports
8.1 The system will generate reports for the administrator of the website.
8.2 The reports can be for sales, statistics and efficiency analysis. Annual Lost & Found
recovered reports and other reports of interest to the administrator.
8.3 Reports can be printed and saved by the administrator.
11
User Tracking
9.1 The system will automatically track the number of visitors and hits on the system.
9.2
9.3
The system uses the tracking option for report purposes.
User tracking will also allow users to keep history of transaction on the website.

B00030104, B00032909 17
Non Functional Requirements
1
Login
1.1 Enter username and password.
1.2 Check username and password.
1.3 Verify login credentials.
2
My Account
2.1 Keep history of activities.
2.2 Edit account details (Add or Delete).
2.3 Pay outstanding fees.
3
Security Features
3.1 The system administrator monitors the user’s activities.
3.2 The administrator may delete account of user’s that do not comply with rules.
3.3
3.4
3.5
The administrator handles certain system performance issues.
Only the administrator can retrieve reports from the system.
Payment processing is secure and reliable.
4
Display Receipt
4.1 Display receipt of payments.
4.2 Display approval confirmation statements.
4.3 Print receipt.

B00030104, B00032909 18
5
Performance Requirements
5.1 Update activities on the system automatically.
5.2 The system response time is between 3 and 5 seconds.
5.3 Payment is processed through verified by visa.
6
User Interface
6.1 The user interface allows for navigation of the system.
6.2 The user interface provides forms for registration, login and adding.
6.3 The user interface displays the HTML pages.

B00030104, B00032909 19
Cost Benefit Analysis
Benefits Year 0 Year 1 Year 2 Year 3 Year 4 Year 5
Capital Benefits
Grant €4,000
Current Benefits
Item Sales €0 €34,000 €34,500 €35,000 €36,150 €37,050
Advertising Fees €0 €4,250 €4,500 €4,750 €5,150 €5,500
Club Membership Fees
(Commission)
€0 €750 €900 €1,000 €1,250 €1,100
Ticket Fees €0 €1,000 €2,175 €1000 €500 €625
Event Ads Fees €0 €1,200 €1,500 €1,600 €2,000 €2,400
Total Inflows €4,000 €41,200 €43,000 €44,150 €46,550 €48,350
Costs
Capital Outflows
Francis Wage €0 €0 €0 €0 €0 €0
Daniel Wage €0 €0 €0 €0 €0 €0
Portal System Capital
Cost
€60,000 €0 €0 €0 €0 €0
System Admin Wages €0 €5,500 €5,500 €5,600 €5,600 €5,625
Contingency Fund €6,000 €0 €3,000 €0 €3,000 €0
IT Training €2,500 €0 €0 €0 €0 €0
IT Network /Server €6,000 €0 €0 €0 €0 €0
Technical Support €0 € 1,500 € 1,500 € 1,500 € 1,500 € 1,500
Security Software &
Backup Devices
€3,700 €0 €0 €0 €0 €0
Revenue Outflows
Software & General
Maintenance
€0 €8,000 €8,000 €8,000 €8,000 €8,000
Electricity Charges €0 €3,500 €3,500 €3,500 €3,500 €3,500
Telephone & Internet
Charges
€0 €425 €425 €425 €425 €425
Heating Charges €0 €650 €650 €650 €650 €650
Promotion/Public
Relations
€0 €325 €400 €200 €200 €150
Total Outflows €78,200 €14,050 €15,625 €14,025 €15,525 €14,000
Balance -€74,200 €27,150 €27,375 €30,125 €31,025 €34,350
Table 2: Cost Benefit Analysis

B00030104, B00032909 20
Payback Period
Initial Investment (I)
(€74,200)
Expected
Net Cash
Flows Payback
Year 0 -€74,200
Year 1 €27,150 -€47,050
Year 2 €27,375 -€19,675
Year 3 €30,125 €10,450
Year 4 €31,025 €41,475
Year 5 €37,350 €75,825
Payback Year 3
Table 3: Payback Period
Average Rate of Return (ARR)
Initial
Investment (I)
(€74,200)
Expected
Net Cash
Flows Profits
Year 0 -€74,200
Year 1 €27,150 €27,150
Year 2 €27,375 €27,375
Year 3 €30,125 €30,125
Year 4 €31,025 €31,025
Year 5 €37,350 €37,350
Positive NCF (NCF) €149,175
Life of
Project (L) 5
Annual
Average
Proceeds(AAP) (NCF/L) €29,835
Initial
Investment (I) €74,200
Return on
Initial
Investment
AAP/ I
*100 0.402088949
ARR 40%
Table 4: Average Rate of Return

B00030104, B00032909 21
Net Present Value (NPV)
Year
Expected
Net Cash
Flows
@25%
DF's
0 -€74,200 1.0000 -€74,200
1 €27,150 0.8 €21,720
2 €27,375 0.64 €17,520
3 €30,125 0.5120 €15,424
4 €31,025 0.4096 €12,708
5 €37,050 0.3277 €11,256
Positive NPV €4,428
Table 5: Net Cash Flow
Internal Rate of Return (IRR)
Year
Expected
Net Cash
Flows
@31%
DF's
0 -€74,200 1 -€74,200
1 €27,150 0.7634 €20,726
2 €27,375 0.5827 €15,951
3 €30,125 0.4448 €13,400
4 €31,025 0.3396 €10,536
5 €37,050 0.2592 €8,904
Negative NPV -€4,683
IRR 31%
Table 6: Internal Rate of Return

B00030104, B00032909 22
Assumptions
NOTE: This cost benefit analysis and assumptions were prepared from a developer’s
perspective.
Benefit (Capital)
Grant
Expected grant from the Fingal County Council in support of
entrepreneurs with business ideas.
Efficiency of the
New system
Compared with the existing infrastructure, it will save time and enhance
quality of student life which is intangible.
Benefit (Current)
Items on Sale
Based on the items available for sale on the system, it is assumed that
over 85% of the revenue will be derived from this source. Refer to
appendix 6 for yearly cash flows.
Advertisement
Advertisement in the new system will increase and is expected to
generate about 8% - 9% of the revenue and is based on Student union
price list on appendix 5.
Club Membership
Fees
Club membership fees increased to 100% because of the improved online
system informing users of new and existing clubs in the college.
Event Ticket Fees
The sale of Event tickets will increase by 5% over the coming years as
people become much aware through the portal. The inflows are based on
Ticket entry flat fees of €5 per event.
Event Ads Fees
It is assumed that it will enhance partnership with event organisers &
sponsors and will generate substantial amount of revenue. The inflows are
based on advertising prices used by the Student Union in appendix 5.
Cost (Current)
Software
Maintenance
New portal system will be maintained on a recurring annual basis on an
estimated amount of €8,000 per year.
System Admin
System Admin engaged on a part time loan basis for some backend
administrative work and that will save wage costs for the portal.
Contingency
Funds
Funds kept in matters of need for unforeseen circumstances and
calculated based on 10% of the capital cost. It is available within the life of
the project but spaced with a year in between each. When it is used up, it
is replenished at the beginning of the due year.
Promotions/Public
Relations
It is assumed that supporting charitable causes/events in the Campus is a
good PR & will enhance the popularity of the system. As the system
progresses further in years, cost apportioned to PR will be reduced
thereby saving money.
IT Training IT training for the System administrator will cost around €2500.
Security Software
& Backup
Implementation of security to prevent any possible attacks and backup
facilities where files can be transferred for safe keeping in case of a
network failure or complete shut-down.
Portal System
Capital Cost
Capital cost of €60,000 as bank loan for financing the Portal system
project at the rate of 12%.
Table 7: Cost Benefit Assumptions

B00030104, B00032909 23
Project Plan
Task schedule
Task Name Start Finish Predecessors
IT Project Mon 16/09/13 Fri 13/12/13
Initial Project Idea Mon 16/09/13 Mon 23/09/13
Deciding on idea Mon 16/09/13 Mon 16/09/13
Gathering Information Tue 17/09/13 Wed 18/09/13 3
Writing up document Thu 19/09/13 Mon 23/09/13 4
Final Project Proposal Tue 24/09/13 Tue 01/10/13 5
Review Feedback Tue 24/09/13 Tue 24/09/13
Making Changes Wed 25/09/13 Thu 26/09/13 7
Prepare Documentation Fri 27/09/13 Mon 30/09/13 8
Submit Proposal Tue 01/10/13 Tue 01/10/13 9
Proposal Complete Tue 01/10/13 Tue 01/10/13 10
Project Plan Wed 02/10/13 Wed 09/10/13 10,6
Create Project Plan Wed 02/10/13 Tue 08/10/13
Submit Project Plan Wed 09/10/13 Wed 09/10/13 13
Plan Complete Tue 08/10/13 Tue 08/10/13 13
Requirements Gathering Wed 09/10/13 Mon 21/10/13 15
Review Existing Systems Wed 09/10/13 Wed 09/10/13
Review Other Methods Thu 10/10/13 Thu 10/10/13 17
Select Method Fri 11/10/13 Fri 11/10/13 18
Implement Method Sat 12/10/13 Mon 21/10/13 19
Select Participants Sat 12/10/13 Tue 15/10/13
Interview Potential Users Wed 16/10/13 Wed 16/10/13 21
Design the questionnaire Wed 16/10/13 Wed 16/10/13 21
Distribute the questionnaire Thu 17/10/13 Thu 17/10/13 23
Gathering & Analysis Fri 18/10/13 Sat 19/10/13 24
Review Functional Requirements Sat 19/10/13 Sat 19/10/13 25
Requirements Gathering Complete Sat 19/10/13 Sat 19/10/13 25
System Analysis Mon 21/10/13 Fri 08/11/13 25
Use Case Diagram Mon 21/10/13 Thu 24/10/13
Identify Scenario Mon 21/10/13 Mon 21/10/13
Identify Actors Tue 22/10/13 Tue 22/10/13 30
Identify Use Cases Wed 23/10/13 Wed 23/10/13 31
Identify Interactions Wed 23/10/13 Wed 23/10/13 32
Documenting using Rational Rhapsody Thu 24/10/13 Thu 24/10/13 33
Prepare Use Case Description Thu 24/10/13 Thu 24/10/13 34
Class Diagram Thu 24/10/13 Wed 30/10/13 35SS
Identify Classes Thu 24/10/13 Fri 25/10/13
Identify Composition Sat 26/10/13 Mon 28/10/13 37
Identify Generalisation Mon 28/10/13 Wed 30/10/13 38
Sequence Diagram Thu 31/10/13 Mon 04/11/13 36

B00030104, B00032909 24
Identify the main classes Thu 31/10/13 Thu 31/10/13
Define interactions between actor & system Fri 01/11/13 Fri 01/11/13 41
Documenting using Rational Rhapsody Sat 02/11/13 Mon 04/11/13 42
Activity Diagram Mon 04/11/13 Tue 05/11/13 40
Identify the main activity Mon 04/11/13 Mon 04/11/13
Identifying the flow an activity between actor
& system
Mon 04/11/13 Mon 04/11/13
Documenting using Rational Rhapsody Tue 05/11/13 Tue 05/11/13 46
State Chart Wed 06/11/13 Thu 07/11/13 44,47
Identify the activities Wed 06/11/13 Wed 06/11/13
Identify the corresponding states Wed 06/11/13 Wed 06/11/13 49
Documenting using Rational Rhapsody Thu 07/11/13 Thu 07/11/13 50
Collaboration Diagram Thu 07/11/13 Fri 08/11/13 48
Identify the main classes Thu 07/11/13 Fri 08/11/13
Identify collaboration between classes Thu 07/11/13 Fri 08/11/13
Documenting using Rational Rhapsody Thu 07/11/13 Fri 08/11/13
Use Cases Complete Fri 08/11/13 Fri 08/11/13 52
Design Phase Fri 08/11/13 Mon 09/12/13 52
User Interface Design Fri 08/11/13 Sat 09/11/13
Select developing Programme Fri 08/11/13 Sat 09/11/13
Create prototype of the Interface Fri 08/11/13 Sat 09/11/13
Functional Design Mon 11/11/13 Mon 11/11/13 58
Identify static & dynamic aspects Mon 11/11/13 Mon 11/11/13
create functional design Mon 11/11/13 Mon 11/11/13
Data Design Tue 12/11/13 Tue 12/11/13 61
Identify data to be stored Tue 12/11/13 Tue 12/11/13
design database specification Tue 12/11/13 Tue 12/11/13
Technological Requirements Wed 13/11/13 Wed 13/11/13 64
Identify available technologies Wed 13/11/13 Wed 13/11/13
select technology Wed 13/11/13 Wed 13/11/13
describe technology to be used Wed 13/11/13 Wed 13/11/13
Test Plan Thu 14/11/13 Thu 14/11/13 67
Identify test details Thu 14/11/13 Thu 14/11/13
Create test plan Thu 14/11/13 Thu 14/11/13
User Manual Fri 15/11/13 Fri 15/11/13 71
Identify functional specification Fri 15/11/13 Fri 15/11/13
Identify user interface design documents Fri 15/11/13 Fri 15/11/13
design user manual Fri 15/11/13 Fri 15/11/13
Design Phase Complete Mon 09/12/13 Mon 09/12/13 74
Presentation Tue 10/12/13 Fri 13/12/13 78
Design Presentation Tue 10/12/13 Wed 11/12/13
Practice Presentation Thu 12/12/13 Thu 12/12/13 80
Actual Presentation Fri 13/12/13 Fri 13/12/13 81
IT Project Phase 1 Complete Fri 13/12/13 Fri 13/12/13 82

B00030104, B00032909 25
Resources
Resource Name Type Material Label Initials Max. Units
Daniel Nistor Work D 100%
Francis Keke Work F 100%
Dave Murphy Work D 25%
Ann Murphy Work A 25%
Microsoft PowerPoint Material M
Microsoft Visio Material M
Microsoft Word Material M
Macromedia Fireworks Material M
Microsoft Project Material M
IBM Rational Rhapsody Material I
IBM SPSS Material I
Book Material B
PC Material P
Projector Material P
Printing Material Printing Cost P
Travel Cost T

B00030104, B00032909 26
Gantt chart

B00030104, B00032909 27

B00030104, B00032909 28

B00030104, B00032909 29

B00030104, B00032909 30
Figure 1: Gantt chart

B00030104, B00032909 31
Requirements Gathering
Evaluation of Existing Systems
DCU (http://www4.dcu.ie/iss/portals.shtml)
Functionality/Features
Events Information – It informs students in the campus about events and updates information
regularly however users cannot sign up to upload event advertisement or information.
Browse DCU Portal – In order to browse into the student portal users are required to enter their
credentials for existing users or create new account to be able to access the portal.
Create account – It requires users to create an account before the use the portal. The user will
requested to input their name, surname, student number and course of study to be able to register
the account.
Update biographical details – Users can also update their personal information details when they are
signed into their student portal account.
Booking study room – It allows users to book for study rooms in advance of use for study purposes.
The user will have to sign in/sign up to be able to carry out the booking. It requests users to input
their username and password before given access to do the booking.
View library account – Users when logged in can view their library account
Most of these are similar functions that will be incorporated within our own system, but anything
that has to do with student academic information will not be included as there is already an existing
portal that offers these services. In addition, the ITB student portal will support advertisement, sales,
communication and operate an online lost & found section.
UCD (https://myucd.ucd.ie/index.do)
University of College Dublin (UCD) in Dublin have a student portal in place. The aim was to create a
portal for students that will help add more fun to student life activities. The chosen name for the
portal is ‘MyUCD’. It has the following functionality/features
 Personalisation of profile and page
 Sign-on, sign in and sign out
 Events information, news

B00030104, B00032909 32
 E-mail and Instant messaging
 Search engine
 Help and support
 Security
 Student registration
Again similarities to our system are sign-on, events information, instant messaging and security. All
other functions stated above are similar to our current ITB website which is up and running.
Student Portal System
The ITB student portal system which is currently being designed will include the following
functionalities in comparison to the DCU and UCD student portals:-
Place Event Advertisement (ads) – All users can be able to place event ads on the student
portal system. They are only required create account or access their account using their
username and password before they are allowed to place events ads. Ads can be edited or
deleted as they wish. Event tickets will be sold on the proposed portal, unlike in DCU and
UCD users can only view ads events.
Browse Items – Users of student portal system will be able to browse freely in search of any
item or information without signing into their account. It is only when they intend carrying
out any specific function or transaction that users are requested to log in using their
username & password to access their account and complete the transaction. However, the
UCD portal requests users to log in with their Netware username and password before they
can browse to any section of the portal.
Create Account – New users to the student portal wishing to engage in activities or carry out
any transactions will have to select the activity or item that interest them as they browse
before they will be requested to register their details using the form provided. In contrast,
UCD and DCU portals request for sign up before users can do activity.
Updates – Though our portal system will be updating activities including transactions
automatically, users can also be able to make changes to their personal details when they
log on to their online account. Like UCD, users can be able to make changes or make
updates to their personal/biographical details.

B00030104, B00032909 33
Analysis of Questionnaire
The methods that we used for data collection are the following:-
 Quantitative – Survey
 Qualitative – Interview
The survey was administered to forty (40) students of ITB on the 19th
of October 2013 on the college
premises.
Figure 2: Service Awareness
Figure 2 results from the survey shows that 63% of the students were aware of lost and found ads
services provided by the college and the remaining 37% were not aware of these services. This is an
indication that though a substantial majority (63%) were aware of the services offered in Institute of
Technology Blanchardstown (ITB), however (37%) who were not aware are huge in terms of
numbers as they amount to about 740 students in a College with a population size of 2000 students.
This is an indication of problems with the way the existing system and services in college are
managed as one-third of the general student population seem to be unaware of the services offered.
0%
10%
20%
30%
40%
50%
60%
70%
Aware Not Aware
Awareness of services

B00030104, B00032909 34
Figure 3: Engagement with services
Results from Figure 3 shows that 55% of the students use email while 28% and 17% of them use the
library and notice board respectively. The breakdown of the figures above shows that a greater
percentage of the services rendered to students in college are organised through the email.
Feedback got from our interviewee’s during the interview process showed that students complained
of being bombarded with incessant emails and some literally are ignoring checking them. With the
introduction of the student portal system which is a web system and information received in real
time, students will benefit from its efficiency.
Figure 4: Usage of services
0%
10%
20%
30%
40%
50%
60%
Notice Board Email Library
17%
55%
28%
Engagement with Services
75%
25%
Usage of services
Yes
No

B00030104, B00032909 35
Figure 4 indicates that out of the 40 respondents, 75% of them use the services while 25% say they
do not use services. This indicates either students are not aware of the existence of such services or
they do not like how it is done with the current system. This backs up the response we got during
the interview with the student union that are in charge for the services regarding the inability to
breakeven from services rendered to student. With the Student Portal in place and central to the
college life activities, it will be able to attract the patronage of students as the online presence offers
them benefit such as improved services, real time information, one stop hub for services known to
all students and efficiency.
Figure 5: Often Usage
Results from Figure 5 above shows that majority 53% of the students do not use the services often.
This is an indication that there was apathy towards the services offered by both student union and
library respectively. The presence of the Student Portal System which will include a communication
section amongst others were students can chat will help to generate activities for the website which
is expected to increasingly turn to sales and encourage students to continuously use services.
44%
46%
48%
50%
52%
54%
Not at all Often
How often do you use services

B00030104, B00032909 36
Figure 6: Objective of usage
Results of Figure 6 shows that majority of respondents (33%) says that lost & found services is the
main aim of usage, 23% favour communication, 19% general ads, 16% sales while others take the
remaining 9%. This response supports the objective of the proposed student portal system and
indicates what the students are likely to use the system for.
Figure 7: Efficiency of service
Figure 7 indicates that 82% of respondents found the services not efficient. This shows that the
services offered to students at present either does not meet their needs or not sufficient. Student
Portal was conceived to enhance efficiency, improved services and centrally known portal where
every student can visit to partake of services offered. Unlike the current system which uses mostly
emails and a file based system, the current portal is web based and has a quicker real-time response.
Lost & Found
33%
General Ads
19%
Sales
16%
Comms.
23%
Other
9%
Objective of usage
Lost & Found General Ads Sales Comms. Other
0%
20%
40%
60%
80%
100%
Yes No
Efficiency of services

B00030104, B00032909 37
Figure 8: Online system
The results in Figure 8 indicate that 92% of respondents like the idea of an online version of the
current system. Huge difference in the responses from the survey showed that students are very
eager for change. This report indicates that students detest their old system and would cherish an
online based system. It supports the argument of an online presence which is meant to improve the
inefficiencies of the current system.
Figure 9: Why online system
Figure 9 results shows that 29% of students prefer an online system as they report that it’s effective,
accessible and other reasons were both 26% while 19% responded that it is easy. This shows that
nearly all the respondents are pretty even as to the reasons for an online based system. It is an
0% 20% 40% 60% 80% 100%
Yes
No
Online system
26%
19%
29%
26%
Why online system
Accessible
Easy
Effective
Other

B00030104, B00032909 38
indication that the current system is not as effective and easy to use as it should be and the new
Student Portal system will be accessible, easy to use and more effective than the current system.
Figure 10: Preferred functionality
The results in Figure 10 indicate that all the respondents have pretty much even preferences as
regards to the major functionalities. The results shows that 22% would require a lost & found
system, 21% for Ads functionality, 21% for events while 19% and 17% for sales and others
functionalities respectively. Some of the results also corroborated with the responses got during the
interview stage as to the functionalities needed in the new system. Student Portal will be divided
into four sections which will include a Lost & Found, Events Ads, General Advertisement and Sales.
Figure 11: Students Opinion
0% 5% 10% 15% 20% 25%
Ads
Lost & Found
Sales
Events
Other
21%
22%
19%
21%
17%
Preferred Functionality
98%
2%
Opinion About New System
Yes
No

B00030104, B00032909 39
Figure 11 results show that 98% of the students think that the new system when introduced will
improve the overall student life while the remaining 2% disagree. It is an indication that students
seriously want a change from the current system of providing services. This supports or backs up the
argument for the new Student Portal as overwhelming majority is in support of its development.
Figure 12: Suggested Functionality
Figure 12 indicated that majority of the respondents (41%) preferred a match making system, while
33% of them wanted a system that provides much more information which the current system does
not. However, 26% of the respondents indicated their desire for the current system to be upgraded.
Results show a clear desire for a match making functionality from respondents which indicates an
absence of such in the current system. There is no clear direction as to who handles lost & found
items in college and students are confused as to where to go - library or student union. New Student
Portal will implement the match making functionality in the lost and found section to match lost
items with potential found items and provide central platform which is known to all students for
collection.
Match Making More Info. Upgrade
41%
33%
26%
SUGGESTED FUNCTIONALITY

B00030104, B00032909 40
Figure 13: Gender
Of the total number of respondents (40) from the survey, 22 of them were male indicating 55% of
the total respondents while 18 were females indicating 45% of the total respondents. The survey
was not evenly distributed on equal parts between males and females which indicates that the
sampling is more representative of male students than females but no other responses can be
inferred from the result.
Figure 14: Study Year
Figure 14 shows that majority (33%) of the respondents in the survey are from 4th
year, the 1st
and
2nd
year’s followed with 25% participation while the 3rd
year’s and staff make up the remaining 15%
and 3% respectively. This is an indication that respondents in 4th
year are most eager for a change in
55%
45%
Gender
Male
Female
0% 5% 10% 15% 20% 25% 30% 35%
1st Year
2nd Year
3rd Year
4th Year
Other
Study Year

B00030104, B00032909 41
the current system than the others. This result might be as a consequence of the experience gained
over time with the current inefficient & ineffective system that makes them more eager for a change
than those students in other years. New system will be efficient, provide a centralised service and
will be self-sustaining.
Figure 15: Age Group
The result in Figure 15 shows that 50% of the respondents surveyed is categorised as the under 25’s,
while those between the age group 25 – 30 and Over 30’s both make up 25% each of the total
respondents. Results is an indication of the composition of the student population based on age
groups which is that a greater percentage of the under 25’s make up the highest student population
demanding for change to the new Student Portal.
0%
10%
20%
30%
40%
50%
Under 25 25 - 30 Over 30
Age Group

B00030104, B00032909 42
Interview
In conducting interviews with two representatives of similar systems we were able to gather
requirements of our system from experienced hands. We concentrated our questions around facts
such as the processes that are involved in the execution of the various services on offer, with some
occasional subjective ones in order to understand their own point of view better. This interview was
an open format type that is not conducive for questionnaires and is highly tasking on requirement
gathering.
Both interviews were conducted in ITB with a library staff representative and a Student union (SU)
representative. For the purpose of this interview, the library staff is known as interviewee X and the
Student Union representative known as interviewee Y.
Present in the interview:
Interviewee X: ITB Library, F Block, 09th
October 2013 at 13.00 pm
Interviewee Y: ITB Students Union, C Block, 15th
October 2013 at 14.30 pm
This section is used to gather related information from both library staff and SU on the current
situation of services in ITB in order to understand the specific needs of students, with a view to
using them provide solutions to our own system design.
Lost & Found Items
Q1: What type of information would be required for someone to register a lost and found item?
X: They would be required to fill out a form that asks for description of the lost or found item, name,
contact details, phone number and date.
Y: There are no forms available for lost and found. People just report lost or found issues and it is
noted on a paper or note book.
Q2: How do you process lost & found items?
X: After the form for lost & found has been filled in, we file the form and stock the item in a box.
Students may come any time and check if their items are in the box.
Y: Basically any recovered item brought to us is kept in a small box underneath the desk here and we
send out emails once before the close of duty in the evenings for lost items only reported directly to
us.

B00030104, B00032909 43
Q3: When an item is found, how do you inform the owner?
X: We do not inform anybody. It is up to the owner to check whether their items have been found or
not.
Y: Occasionally we might send an email for recovered items depending on the importance of the item
for example wallets containing identity cards & money, however on other stuff, it is incumbent on the
owner of a lost or found item to check with us for any of their missing stuff .
Q4: What happens if the items are not claimed?
X: We send an email notifying students that items are being destroyed on a certain date if they are
not claimed. Unclaimed items are then destroyed at the end of summer exams.
Y: We keep them here for as long as possible say a year and if nobody is coming forth to collect them
we then hand them over to school authorities for destruction or distribution to charity.
Whatever….eh eh, ya that’s pretty much everything about lost & found.
Sale of Items
Q5: What services do you offer to students?
Y: We offer student services such as Sale of items, email advertisements on anything of interest to
students, organisation of student events and clubs & societies sign-up.
Q6: How do you organise sale of items?
Y: Organisations and students wishing to sell items contact the student union and provide description
and details of item. An email or phone conversation is used in informing us of the details of the item
for sale before an email ad is sent out to all students.
Q7: What type of items do you sell and are there any charges for these services?
Y: We sell laptops, USB sticks and books. A certain percentage of commission is charged based on the
total amount.
General Advertisement & Events
Q8: How do you arrange email ads and are there any charges for such?
Y: We forward emails ads on behalf of people. Ads that are for lost & found are free of charge, other
ads for the sale of items are charged a certain fee.

B00030104, B00032909 44
Q9: What types of event do you organise?
Y: Events for socials such as gigs, student balls, competitions, trips, charity events and company sale
promotions and awareness on campus. Tickets for events are sold through the student’s union events
officer.
Q10: What procedures are involved in arranging an event?
Y: People interested in arranging an event will have to fill out a form stating the details of the event
which is filed in the office. Most of these events are organised in partnership with the organisations
and are charged on a commission basis depending on the number of tickets sold.
Clubs & Societies
Q11: You stated earlier on that clubs and societies are part of the function, how do you go about
that?
Y: Students interested in setting-up a club or society, after consultation with the club & society officer
will have to complete a registration form specifying the name and objective of the club or society
which is kept in a file. An initial maintenance fee is paid as part of the registration process with a
recurring annual fee.
Complaints about services
Q12: How frequent do you receive complaints with the current procedure?
Y: Mostly we get complaints for the excess amount of emails we send. We also get complaints from
students regarding efficiency of our services.
Q13: What is the step by step procedure you follow from point of receiving complaint to its final
resolution?
Y: The first thing is to determine the level of the problem and see if they are things we can solve
immediately. For major complaints it could take up to a week to solve the issue due to necessary
consultation with others involved.
Q14: Is there any plans to add new solutions to your current infrastructure?
Y: At the moment, we have no immediate plans but in the future we might consider having a
Facebook page for lost & found and possibly commercials.

B00030104, B00032909 45
Thank you. We appreciate for finding time to grant us this interview.
Analysis of Interview
The information gathered through the interviews indicated that the processes involved in the
execution of their functions were mostly manual, information gathering and documentation is file
based. The interview showed that the current processes are inefficient, poorly organised and
ineffective.
The advantages of the current system based on the interview analysis:
 One to one conversation (in the office) is available for student queries.
 Real time feedback for minor queries is available for students between the working hours.
The library lost & found desk is open from 9:30 am to 17:30 pm and the Student Union
between 9:00 am to 17:00 pm.
The disadvantages of the current system based on the interview analysis:
 Long response time for major queries due to student president consulting other parties
 Manual file based system for forms and account keeping, meaning there is no history of
previous transactions or client information.
 Lack of documentation for various processes such as advertisement on the behalf of
students or organisations. A fixed charge is applied to the client and advertisement is carried
out.
 Weak revenue base due to inefficiency and lack of functionality of the student union and
library.
 Loans from college in order to breakeven. This is as a result of weak revenue and student
interest in student union and library.
 Emails overload (losing interest due to excessive emails).
 Stale information (email information sent out once in the evening). Queries may be resolved
before email notification gets to other students.
 Limited working hours. No access to offices after working hours, therefore emergency
situations have to wait till next working day, meaning less revenue coming in.
 Excessive charges for ads are it either on campus or through email.
 Lack of feedback from previous students or clients experience.
 Destruction of unclaimed property meaning property is lost forever. Notification of
destruction of items is minimal. Awareness of items being destroyed should be emphasised.

B00030104, B00032909 46
Observations
During the interview it was observed that there was no real procedure in place and no clear plans to
introduce it. This means that the email system will continue to be used for tasks such as lost and
found notice, advertisement and general information delivery to students.
Students are still confused as to where lost & found items are processed as both library and SU keep
lost & found. It was clear that there was no co-ordination between the library and the SU in order to
resolve lost & found issues.

B00030104, B00032909 47
System Analysis
Event List
1. User browses for items
2. User selects items for sale
3. New user creates an account
4. Registered user places lost ads
5. Registered user places found ads
6. Lost & Found matches
7. Advertiser places ads for items
8. Event promoter places an event ads
9. Customer buys an event ticket
10. Customer buys an item
11. User makes payment
12. Payment is to be verified
13. Produce sales report
14. Register clubs & societies
15. New member registers

B00030104, B00032909 47
Event Table
Event Trigger Source Use Case Response Destination
1 User browses for
items
Need to get
information
User Browse Items Needs
information
User
2 User selects items
for sale
Found relevant
items
User Select items Create account User
3 New user creates
an account
Need to buy
items
New User Create User
Account
User account
created
New User
4 Registered user
places lost ads
Need to place lost
ad
Registered User Place lost ads Details of lost ads Registered User
5 Registered user
places found ads
Need to place
found ad
Registered User Place found ads Details of found
ads
Registered User
6 Lost & Found
matches
Lost & Found ad
details
Make Matches Lost & Found
details
Registered User

B00030104, B00032909 48
7 Advertiser places
ads for items
Need to place
item ads.
Advertiser Place
Advertisement
Details of
advertisement
Advertiser
8 Event promoter
places an event
ads
Need to place
event ads.
Event promoter Place Event Ads. Details of event
ads
Event promoter
9 Customer buys an
event ticket
Need to attend
event
Customer Buy ticket Event details Customer
10 Customer buys an
item
Need to buy Customer Purchase Item Item details Customer
11 User makes
payment
Need to complete
purchase
User Make Payment Payment details Payment
Processor
12 Payment is to be
verified
Attempting card
payment
System
Administrator
Verify Payment Payment is
validated
System
Administrator
13 Produce sales
report
Need for admin
purposes
System
Administrator
Generate sales
report
Sales report
details
System
Administrator
14 Register clubs &
societies
Need to create
awareness
Club Secretary Add clubs &
societies
Clubs & Societies
details
Club Secretary
15 New member
registers
Need to become
member
New member Register new
member
Member details Registered
member
Table 8: Event Table

B00030104, B00032909 49
Actor Use Case List
Actor Use Cases
User
Browse Items
Select Items
Create User Account
Place Lost Ads
Place Found Ads
Make Matches
Advertiser Place Advertisement
Event promoter Place Event Ads.
Customer Buy ticket
Customer Purchase Item
User Make Payment
Payment Processor Verify Payment
System Administrator Generate Sales Report
Club Secretary Add clubs & societies
New Member Register New Member
Table 9: Use Case - Actor List

STUDENT PORTAL Analysis & Implementation

STUDENT PORTAL Analysis & Implementation

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