PROPOSED SYSTEM ANALYSIS AND MODELLING

PROPOSED SYSTEM ANALYSIS AND MODELLING

Name of the student:

Name of the university:

Student’s ID

Executive Summary

The purpose of the study is to analyze the system of managing information related to every aspect of the Willowbrook School. The study underlines the importance of installing an information system within the organization so that it caters the necessities that are required to fill up gaps that lie within the organization due to the absence of such a system. The study deals with analyzing the specific problems related to the organization’s existing practice of managing information. The study also provides the basis for the installation of the new information system within the organization as per the requirements of the head of the department.

Contents

Introduction 4

Identification and Analysis of the Problems 4

Scope and System Requirements 5

Users Stories and Acceptance Criteria 6

Sample User Stories 7

Recommendations 8

Conclusion 9

References 10

Introduction

The purpose of the study is to critically analyze the problems that are predominant within the organization and affect the management process. It deals with studying the functionality of the information system for drafting strategies meant for overall augmentation of the activities of the educational organization. Information System is an integration of a set of components meant for collecting, storing and processing the data with minimum human intervention. The purpose of using this system driven process is to ease the workload of the organization related to the collection and storage of the data. Willowbrook School is a not-for-profit organization that provides educational facilities in the Midwest United States. It is a privately owned organization, which provides pre-school curriculum through the sixth grade. The organization has expanded its scope of services by offering the after school services to the internal as well as external students on a first come first serve basis. The analysis is being conducted because the organization is pressurized with excessive workload post-expansion policy, which is deteriorating the quality of the services they provide. The data related to the problems that the organization is facing the management of the information forms an integral part of the discussion. The purpose of the study is to communicate the effectiveness of the installation of the information system within the organization. The data collected for the reports is from interviewing the head and the faculty members of the organization.

Identification and Analysis of the Problems

After interviewing all the faculty members and the director of the organization, several problems have been identified which highlighted the need for information system within the organization. The administrator of the organization, Michelle Madrid, followed a traditional approach for datary (Pipitone and Vitale, 2020). She previously used spreadsheets and documents for maintaining information related to the students for the purpose of data processing. This technique was used for entering and maintaining data related to both the internal and external students of the organization. After the expansion strategy adopted by the organization, a drastic increase in student enrollment was observed. This was due to the aftercare services that the organization had decided to provide. As a result, the staff was overburdened with the task of maintaining a huge amount of data. This was the major problem that the organization faced as it failed in maintaining the reputation and the good name that it had in the area where it operated. Another problem that the organization is facing is to manage the categories of the students within the organization (Li et al., 2016). The students mainly grouped into two segments, which are the regular students and aftercare students. The regular students are again divided into pre-school, kindergarten and primary school whereas the aftercare students are divided based on drop-ins or pre-registered. Maintaining these records according to the sub-heads is a challenging task for the faculty members. Another key issue that the organization is facing is the calculation of the total bill amount to be charged from the parents of both the categories of students. The parents are charged differently keeping in mind the services that they avail after deducting the eligible discounts. In addition, the organization uses a different type of process for billing the students belonging to the same parents (Lv et al., 2017). They are also given special discounts. Thus, the entire process of calculation is time-consuming. In addition, there exists a degree of risk attached to the entire calculation process. Thus, the use of an information system shall help in processing the data accurately so that the errors that are likely to occur could be avoided.

Scope and System Requirements

After critically analyzing the underlying problems of the organization, the organization is recommended to make use of Education Management Software, which is schools Solution. This software provides an opportunity for the administrators of real-time access of the data so that they can undertake informed decisions to ensure that the organization succeeds in all of its programs. This software also helps in saving time by simplifying the administrative aspects so that the organization can focus specifically on the core activities and new learning programs that create a better learning experience in the schools in the USA. There are a series of activities, which are simplified by the use of this type of software (Chen et al., 2016). It facilitates enrollment by managing the student’s relationship, online waitlists and enrollments, manage after school and extended care services, one-click re-enrollments and track inquiry conversions. It also helps in managing the student information, attach files and reports to the student folder, reduce paperwork, easy access to student information, and reduce duplicity and redundancy of student or family data. A special feature of handling time fees and recurring fees also characterizes the system. The system can be used by the organization to reduce the excessive workload related to the enrollment procedure for all the students. The students shall be enrolled specifically as per their allocated sub-heads and the necessary calculation of their final bill amount shall become easy for the organization. In addition, the problem of duplication of information shall be mitigated by the use of this software. Additionally, the data related to the students shall be easily accessible as and when required by the organization (Ghenai and Bettayeb, 2019). The functional requirements of the system are the principal who shall administer the system and perform all the activities; staff who can view, modify and input data, and teachers who can view, input and modify the data related to the teachings. The non-functional requirements are legal or regulatory requirements, reliability, and performance.

Users Stories and Acceptance Criteria

The proposed system has the abilities to meet all the requirements of the organization. In support of the above-mentioned statement, a stakeholder analysis has been provided for highlighting on the benefits of the proposed system:

Director of the School: The director, Victoria Owens, who is responsible for the administrative and financial affairs of the school (Rashidi and Yoo, 2018). She supports educational staff, oversees the financial, payroll and human resources, and prepares reports and necessary documents and evaluations. The increased workload on her teachers is evident to her and she is not willing to hire another full-time administrative position since the organization is a non-profit organization and it is not in a position to bear with the additional cost of it. The new system shall help her to provide in-the-house software installation at a cost cheaper than the additional administrative position and shall make the task preparing reports easier.

The principal of the School: Kathy Gilliard is the principal of the school, undertakes academics and curricular affairs of the school, and ensures that the school meets all federal and state educational standards. All the teachers who are required to admissions and assignments report to her. The new system shall be helpful to her in obtaining authentic data with almost zero degrees of errors in it.

Vice-Principal of the School: Susan Brown is the vice-principal of the school and looks after the after-care program of the school. She handles all the requests for drop-in care and after-care. He prepares school calendars and handouts to give to the parents. The installation of the new system shall ease the task of maintaining the register of the drop-in and after-care students (Demirdelen et al., 2017). This shall make the task of the administrator easy for administrating purpose.

The administrator of the School: Michelle Madrid is the administrative assistant who undertakes the task of maintaining records of both the external and internal students, generating bills for payments, handles bank deposits, maintaining records of contact and pickups and several others. The installation of the new system shall be helpful to her as the paperwork shall be reduced and the data entry shall become automated. In addition, the calculation of the total bill amount shall also become easier for her with almost zero chances of errors.

Other Staff: The other teachers and assistants and the cook of the school help in supporting all the activities carried on by the heads. The installation of the new system shall also reduce their workload.

Sample User Stories

Director of the School

The director of the school is entitled with the responsibility to undertake the activities of the school, which are aligned with the vision, mission and strategic decisions of the organization. Due to the increased workload within the organization after the adoption of the after-care program, it became difficult for her to ensure whether all the activities, which are being performed, are appropriate to the goals of the organization. In addition, the director was concerned about the loss of the reputation that the organization has attained in the 20 years (Asadi et al., 2017). This new system shall maintain the authenticity of the work being performed within the organization. In addition, she can keep a check on the entire data processing task of the organization.

The administrator of the School

The administrator of the school is entitled to the task of maintaining all the records of the students’ along with their payment details. This is difficult for her to perform the entire process with utmost authenticity. Previously she used to maintain all these records in the spreadsheets. Nevertheless, after the increase in the population of the students, the task has become difficult for her to perform. The new system shall help her in recording the information of the students with automation and the calculations shall become easy. The duplicity and redundancy of the data shall also be controlled.

Recommendations

Other than the proposed system, the school can also adopt any of the following school management system:

Total School System: It is multipurpose cloud software used for managing the schools or other educational institutions and provides with the facilities of online student registration, invoice management, student information, students and parents access, online student fee statement view and several others (Carr et al., 2017). It can also be used by the school for the purpose of data management but the same can be difficult to be operated.

Grade Link Software: Grade Link is a student information system that has a fast setup time. The support team of the Grade Link is very helpful in getting the support that the organization requires. The basic purpose of using this software is to make the data accessible. Since the system has very limited additional benefits and hence it cannot suit all the requirements of the school.

School Management Software: It is an application, which makes the school administration, student management, and other requirements of the school automated. It is web-based, cloud-based and SaaS-based application, which helps in, maintain data online. It helps in saving time as well.

The School Management Software shall best suit the purpose of the Willowbrook School because it consists of all the features that are required by the faculty members and director of the organization. It is timesaving and often gives the opportunity of free trials. The total school system is an expensive application and beyond the purchasing power of the organization. Grade Link Software has limited features, which do not fit with the requirements of the organization.

The Organization must attempt to provide training to the users of the new system either in person, live online, webinars or documentation (Mendonça et al., 2017). It is a web-based application so it requires a sound computer system, which supports the accessibility of the software.

The solution is applicable to the organization as it has an appropriate computer system. The staff members are also capable of being trained with the new application. The increased population of students in the organization requires the installation of the new system. The training shall take 6 months along with the installation period. Hence, the project is feasible in all respect.

The most suitable methodology shall be the Agile Methodology as it provides opportunities for the stakeholders and team members because it lays predictable costs and delivery improves quality and increases transparency.

The chosen modelling is justified on the basis that the approach best suits the purposes of the objectives of the study and technical appliances within the organization are also appropriate for such a model

The teachers shall be communicated the benefits of using such a system and shall be trained to handle the applications appropriately (Helvaci and Khan, 2017). The system shall also be updated with the proposed system to be used by the organization.

Conclusion

This study analyzes the problems that exist within the Willowbrook School so that a proposition can be made regarding the installation of the information system. The study discusses the features of the system proposed and how it benefits each stakeholder of the organization. In addition, three other systems are recommended to be used and justification of the best among them has been given. The feasibility and changes related to the new system have also been provided. Therefore, it can be concluded that the study is complete in all respect.

References

Asadi, E., Askari, H., Khamesee, M.B. and Khajepour, A., 2017. High frequency nano electromagnetic self-powered sensor: concept, modelling and analysis. Measurement107, pp.31-40.

Carr, A.J., Puthanpurayil, A.M., Lavan, O. and Dhakal, R.P., 2017, January. Damping models for inelastic time history analysis: a proposed modelling approach. In 16th world conference in earthquake engineering, Santiago.

Chen, M., Li, Q., Roberts, C., Hillmansen, S., Tricoli, P., Zhao, N. and Krastev, I., 2016. Modelling and performance analysis of advanced combined co-phase traction power supply system in electrified railway. IET Generation, Transmission & Distribution10(4), pp.906-916.

Demirdelen, T., Kayaalp, R.I. and Tumay, M., 2017. Simulation modelling and analysis of modular cascaded multilevel converter based shunt hybrid active power filter for large scale photovoltaic system interconnection. Simulation Modelling Practice and Theory71, pp.27-44.

Ghenai, C. and Bettayeb, M., 2019. Modelling and performance analysis of a stand-alone hybrid solar PV/Fuel Cell/Diesel Generator power system for university building. Energy171, pp.180-189.

Helvaci, H.U. and Khan, Z.A., 2017. Thermodynamic modelling and analysis of a solar organic Rankine cycle employing thermofluids. Energy Conversion and Management138, pp.493-510.

Li, H.X., Gül, M., Yu, H., Awad, H. and Al-Hussein, M., 2016. An energy performance monitoring, analysis and modelling framework for NetZero Energy Homes (NZEHs). Energy and Buildings126, pp.353-364.

Lv, S., He, W., Zhang, A., Li, G., Luo, B. and Liu, X., 2017. Modelling and analysis of a novel compressed air energy storage system for trigeneration based on electrical energy peak load shifting. Energy Conversion and Management135, pp.394-401.

Mendonça, P.L., Bonaldi, E.L., de Oliveira, L.E.L., Lambert-Torres, G., da Silva, J.B., da Silva, L.B., Salomon, C.P., Santana, W.C. and Shinohara, A.H., 2017. Detection and modelling of incipient failures in internal combustion engine driven generators using electrical signature analysis. Electric Power Systems Research149, pp.30-45.

Pipitone, E. and Vitale, G., 2020. A regenerative braking system for internal combustion engine vehicles using supercapacitors as energy storage elements-Part 1: System analysis and modelling. Journal of Power Sources448, p.227368.

Rashidi, J. and Yoo, C., 2018. A novel Kalina power-cooling cycle with an ejector absorption refrigeration cycle: Thermodynamic modelling and pinch analysis. Energy Conversion and Management162, pp.225-238.

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