CHAPTER THREE

SOFTWARE PLANNING AND ANALYZING

3.0 Introduction

In this chapter will present operational frame work, work brake down strategy
which makes system main components to be understood easily, system requirements
which is separated by software requirement specification and user requirement
specification, problem analysis identification, requirements gathering techniques
which is chosen to use observation, process modeling which UML will be used
instead, data modeling, suitable solution strategies of the proposed system and
System feasibility as well.

At the end of this chapter will be summarized the major points analyzed, the
results reached and roads ahead.

3.1 Operational Framework

The Operational Framework summarizes the key concepts for making

programming at the field level more accountable to affected populations.

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 The framework is aimed at assist implementing agencies both individually
and in groups to obtain practical entry points for increasing accountability to affected
population (IASC AAP Operational Framework March 2013).

My research of “Student Affairs” starts with background history of the

application and it is problem statement, literature review of the “Mobile Uniso
Student Affairs”, the second process will focus on the way we develop the system
with among data gathering and analyzing, the third process presents system design
and finally it is presented implementation and conclusion. Recommendations and
future work represents finally in the last phase.

Figure 3.1 Operational Framework

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 3.2 Work Break down Strategy (WBS)

A work breakdown structure is a key project deliverable that organizes the

team's work into manageable sections.

The Project Management Body of Knowledge (PMBOK) defines the work

breakdown structure as a "deliverable oriented hierarchical decomposition of the
work to be executed by the project team." The work breakdown structure visually
defines the scope into manageable chunks that a project team can understand, as each
level of the work breakdown structure provides further definition and detail.

The figure (below) depicts a sample work breakdown structure with three
levels defined (workbreakdownstructure.com).

Student Event
Edit Student Student Union
Behaviors

Student ONLINE STUDENT AFFAIRS MANAGEMENT SYSTEM

Recommendation Change password
s

Request leave
Searching
Alumni

Figure 3.2 Work Break Down (WBS).

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3.2.1 Advantages of WBS:

 WBS forces the team to create detailed steps.

 WBS creates accountability.
 WBS creation breeds commitment.
 WBS lays the groundwork for schedule and budget.

3.3 System requirements

System requirement is a characteristic or feature that must be include in any

information system to satisfy users. Since the Administrator and the user are the
main target collection of our software, I will only concern about some important
functions for the admin and the user. The system needs Applications like web
browsers safari, Mozilla Firefox, Google chrome and internet connection.

They include the following interfaces:

a) User Interfaces: The keyboard, mouse, menus of a computer system. The user
interface allows the user to communicate with the operating system.

b) Software Interfaces: The languages and codes that the applications use to
communicate with each other and with the hardware.

c) Hardware Interfaces: The wires, plugs and sockets that hardware devices use to
communicate with each other.

d) Communication Interfaces: computer systems, or any other medium of

communication. A physical interface is the interconnection between two items of
hardware or machinery.

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3.3.1 Software requirement specification

User Requirements is the process by which user desires, needs and

expectations are gathered in order to start what the users will actually use the
software for and recorded in a way that will be meaningful both to users and
developments. Online Airport Taxation is an online Web-based application that
allows tax payers to conveniently and securely to pay taxes as online through any
Web-connected device, such as a computer, laptop, Smartphone or tablet.

Table 3.3.1 Software Requirement of the system

Operating System Windows XP, 7, 8, 8.1,10

Front End Android

Back End MySQL

3.3.2 User requirements definition

Although the current system of the University of Somalia is not sufficient to

fulfill the needs of its students, and the new app will be expected to handle all tasks
automatically in connecting the students. The new Mobile Student Affairs
Management System (University of Somalia) application will have friendly GUI,
flexibility, efficient environment, error tolerant, ready for 24/7 and some security
features.

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3.4 Problem analysis identification

University of Somalia phase many issues that are possible to be solved by

using the application The Existing system of University of Somalia is online system.
Therefore University of Somalia hopes to provide easily and effectively service
which responds the students to provide information through mobile

3.5 Requirement gathering techniques

Requirement gathering techniques or data gathering is a step-by-step problem

solving technique used to analyze information system domain without any regard
that the system being analyzed be either manual-based information system or
computer-based information system.In order to change the old system and develop a
new system it is important to get full information related to what you are going to
develop, because the more you get full and accurate information, the more you result
becomes the most suitable one. So there are many standard methods that the system
analyst can follow. This research uses interviews and observation methods.

3.5.1 Interview

In order to change the old traditional system and develop a new software
package system to manage all key operation in the business it is important to get
useful information related to the subject, because the more you get full and accurate
information, the more your result becomes the most suitable one.

Interviewing is a frequently used data collection method in evaluations of all

kinds. In the context of University of Somalia the researcher interviewed the Dean of
Student Affairs of University of Somalia and discussed with them issues about
measuring user satisfaction levels, getting user feedback, seeking user input, etc.

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3.5.1.1 Interview advantages:

 With open-ended interviews, the interviewer may obtain rich details and new
insights.
 Open-ended interviews allow the interviewer to ask the respondent for
additional information.
 The respondent is able to raise the issues she or he feels are important and
express ideas in his or her own words.

3.5.1.2 Interview Disadvantages:

 Open-ended interviews may be expensive and time-consuming to conduct

and transcribe.
 Open-ended interviews may require an outside evaluator for assistance with
methods and analysis.
 Open-ended interviews may challenges with privacy.
The researcher have interview with Deputy Dean of Student Affairs Hassan
Mohamud Elmi“Tartiib” at UNISO.

The questions was asked the researcher to the interviewee among these listed
below:

- What are 3 factors are most important for student success?

- Do you subscribe to a particular student development approach?
- How do you increase student participation at school events?
- Talk about ways you have collaborated with other departments?
- How do you stay current with the issues facing today’s college students?
- Has there ever been a student with whom you refused to work? Why?
- What has been the biggest challenge you’ve faced in helping a student?
- What technology-based resources have you found most helpful when working with
students?

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3.5.2 Observation

Our observation was based on facts which are both accurate and detailed, but
left any irrelevant or trivial information that makes the description difficult to
understand. This data allows the reader to fully understand the situation.

This method was ideal for gathering data to user-centered issues, such as the
reliability of the Student Affairs system. They are also ideal for providing
information about the impact and uses of the system in real-time settings.

3.5.2.1 Advantages of observation:

 Observers document program activities as they are happening, rather than

relying on memories of the events.
 Participant’s observation may build the skill levels of participants, and allow
participants to raise issues about the program.
 Observations often provide qualitative data, but can also provide quantitative
data if checklists are used for recording relevant information.

3.5.1.2 Disadvantages of observation:

 With participant’s observation, a skilled facilitator is needed to help

participants present a critical evaluation.
 Confidentiality of participants must be considered.
 Evaluator observation may be expensive and time consuming.

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3.6 Process modeling

The method of existing system after recording information ends the student
use mark sheet or excel to store the details then student information system and
display the boards using papers then customers comes the University to register, we
used DFD&UML for process modeling tools.

3.6.1 Data flow diagram (DFD)

Data flow diagram (DFD) is a graphical representation of the “flow” of data

through an information system, modeling its process aspects. Often, they are a
preliminary step to create an overview of the system which can later be elaborated.
DFDs can also be used for the visualization of data processing (Structured design).
DFDs help system designer and others during initial analysis stages visualize a
current system or one that may be necessary to meet new requirements. Systems
analysts prefer working with DFDs, particularly when they required a clear
understanding of the boundary between existing systems and postulated systems.

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 The hierarchical DFD typically consists of a top-level diagram (Level 0)
underlain by cascading lower level diagram (Level 1, Level 2…) that represent
different parts of the system. In the late 1970s data-flow diagrams (DFDs) were
introduced and popularized for structured analysis and design (Gane and Sarson
1979). DFDs show the flow of data from external entities into the system, showed
how the data moved from one process to another, as well as its logical storage.

Figure 3.3 Data flow diagram (DFD)

3.6.2Unified modeling language (UML)

UML is ‘language used for specifying not a method or procedure. The UML
is used to define a software system; to detail the artifacts in the system, to document
and construct – it is the language that the blueprint is written in. In the event that
UML is opted, object – oriented analysis will be used to describe the information
system including the object modeling terms and concepts, like objects, attributes,
methods, messages, classes, and instances, use case diagram, class diagram, state

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and showing relationships among objects and the concepts of inheritance through
object relationship diagram.

3.6.2.1 USE CASE DIAGRAM (UCD)

Use case diagrams describe what a system does from the standpoint of an
external observer. The emphasis is on what a system does rather than how.Here are
the Symbols of UCD:-

Connect
Actor Use case
or

Figure 3.6.2.1: Use Case Diagram Symbols.

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 Create an account

Loginsystem

Entry form

Manage entry form

Repot printing

Change password Student

Admin

Forget password

Logout

Figure 3.6.2.1 Use Case Diagrams

Use Case-Create-Account

Create account

User

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 Figure 3.6.2.1: Use Case Diagram For Create Account

3.7 Data modeling

Data modeling is the process and analysis of data and objects that are used in
business or other context and identification of the relationship among these data
objects. Data modeling is the first step in doing object oriented programming and
involves professional data modelers working closely with business stakeholders, as
well as potential users of information system so ERD is the selected data modeling
technique for University of Somalia designing phase of system.

3.7.1 Entity Relationship Diagram (ERD)

ERD is a detailed, logical representation of the entities, associations and data

elements for an organization or business. ERD is a graphical modeling tool to
standardize ER modeling; the modeling can be carried out with the help of pictorial
representation of entities, attributes and relationships.
The basic building blocks of ERD are Entity, Attributes, Relationship and
Lines entity is an object that exists and is distinguishable from other object in other
words.

3.7.1.1: ERD symbols

ER diagram is used to represent database schema, here are some symbols

used to represent ERD symbols:

Entity Relationship Attribute Line

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 Figure 3.2.4: ERD Symbols

3.7.1.2. Types of relationship

Relationship is an association among one or more entities. This relationship

can be broadly classified into one-to-one relation, one-to-many relation, many-to-
many relation.

 One to many Relationship Type: Abbreviated 1:M, the relationship that

associate one entity to more than one entity is called one to many relationship:
- Example is country having states for one country there can be more than one
states hence is an example one to many relationships.

 One to one Relationship Type: Abbreviated 1:1, one to one relationship is a

special case of one to many relationships. True one to one relationship is rare.
The relationship between the president and Country is an example is one to one
relationship.

 Many to Many Relationship Type: Abbreviated M:M, the relationship between

EMPLOYEE entity and PROJECT entity is an example of many to many
relationships. Many employees will be working in many projects hence the
relationship between employee and project is many to many relationships.

 Many to One Relationship Type: Abbreviated M: 1, the relationship between

EMPLOYEE and DEPARTMENT is an example of many to one relationship,
there may be EMPLOYEE working in one DEPARTMENT. Hence
relationship between EMPLOYEE and DEPARTMENT is many to one
relationship.

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 Table 3.7.1.2 Relationship Types

3.7.1.3 ERD of the proposed system

The project will solve the limitations of the current system that exists at the
University of Somalia because of using a manual system and later on the Student
Affairs Officers has decided to convert their manual system into a computerized
system to use it in the future effectively.

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 Feature 3.7.1.3 ERD of the proposed system

3.8: Suitable Solution Strategies of the Proposed System

It is time for the development of a new system, that’s able to convert and
solve all weakness with old system in terms of security, reliability, and accuracy. It is
planned to have a mobile application where it’s easy for the students to apply
information and get all feedbacks. The new system will not need to hire for a new
employee it will require only upgrading the skills of the current employees.

After we had discovered the current system’s problems, we decided to

develop a new system, which stands the needs of the University of Somalia. This
solution is associated with implementing sufficient reliable system, and wiping out
the current existing problems; therefore, we considered the solutions and strategies
proposed by experts to reach this-like goal and program high quality system.

Table3.8: solution strategies

Option 1 ANDROID AND MYSQL Best option

Option 2 C# & SQL server Second option

An important issue for the development of a project is the selection of

suitable front-end and back-end. When we decided to develop the project we went
through an extensive study to determine the most suitable platform that suits the
needs of the organizataion as well as helps in development of the project.

Front end selection is Android which has the following advantages:

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  Security
 Multitasking
 Open Source
 Ease of Notification

Back end selection is MYSQL has the following advantage:

 Multiple users
 Operating System compatibility
 Free license and open source

3.9 System Feasibility

The feasibility study technical information and cost data to determine the
economic potential and practicality of a project.

The feasibility study uses techniques that help evaluate a project and/or
compare it with other projects. Feasibility study is a part of the system development
life cycle, which aims to determine whether it is sensible to develop some system

Feasibility study is divided in to four types:-

 Technological feasibility
 Operational feasibility
 Economic feasibility
 Schedule feasibility

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3.9.1: Technical Feasibility

Technical feasibility is the measure of the practically of a specific technical

information system solution and the availability of technical resource to develop,
purchase, install and operate the system often new technologies are solutions looking
for a problem to solve. The assessment is based on an outline design of system
requirements in terms of input, process, output, fields, programs, and procedures.

This can be counted in terms of volumes of data, trends, frequency of

updating, etc. in order to estimate whether the new system will perform sufficiently
or not.
Technological feasibility is carried out to determine whether the company has
the capability, in terms of software, hardware, personal and expertise, to handle the
completion of the project.
A Hardware feasibility is shown in the below table

Table 3.9.1: Hardware feasibility

N Item Description Quantity Cost Per Unit Amount

o

1 Laptop Corei5 1 $500.00 $500.00

3 USP Mercury 1000 1 $40.00 $40.00

Total $540.00

A Software feasibility is shown the below table

Table 3.9.1 software feasibility

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No Item Description Quantity Cost Per Unit

1 ANDROID&MYSQL 1 $200

2. ANDROID STUDIO 1 $50

Total $280

3.9.2: OPERATIONAL FEASIBILITY

Operational feasibility registers to measure of how the people are able to

work with the system.This type of feasibility demands if the system will work when
developed and installed.Since website is very user friendly so users will find it
comfortable to work on this site. The following table will show the training cost of
the user of the system.

Table 3.9.2: Operational feasibility

Activities Duration Expected Cost

Training Current Employee 1 Week $200.00

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Training New Employee 2 Week $400.00

Total $600.00

3.9.3: ECONOMIC FEASIBILITY

Economic analysis is the most frequently used evaluating the effectiveness of

proposed system, more commonly known as benefit analysis.

The benefit analysis is to determine benefits and saving which are expected
from candidate system and compare them with cost. If the benefits are more than the
cost, the decision is made to design and implement the system. The cost and benefits
may be direct or indirect and tangible or intangible.

Table 3.9.3: Economic feasibility

Types of feasibility Description Expect Cost

Technical feasibility Hardware & software $540.00

Operational feasibility Training with best option $600.00

Total $1140.00

3.9.4: SCHEDULE FEASIBILITY

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 Typically this means estimating how long the system will take to develop,
and if it can becompleted in a given time period using some methods like payback
period. Schedule feasibility is a measure of how reasonable the project timetable is.

This involves questions such as how much time is available to build the new
system, when it can be built , whether it interferes with normal business operation,
number of resources required, dependencies, can the system be developed in time
etc. The project duration schedule is explained in the following table.

Table 3.9.4:Schedule feasibility

Level Phase name Duration

1 Analysis phase 4 week

2 Design phase 4 week

3 Coding 4 week

4 Implementation and Testing 4 week

5 Operation and maintenance phase 2 week

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3.10 CHAPTER SUMMARRY

In this chapter, we have discussed important points on the user requirement analysis
of the system starting from introduction of the chapter, Operational Framework,
Preliminary System Study, System Requirement, Problem Analysis Identification,
and Requirements Gathering Techniques, Use Case Analysis, Process Modeling,
Data Modeling, New Proposed System, Solution Strategy, and System Feasibility
and Afford.

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