Functional specification document abc's student information management system

System/ Solution Overview ABC Company wishes to have a student information management system to easily manage students’ schedules, the system includes: Students and teachers will log int

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ĐẠI HỌC KINH TẾ TÀI CHÍNH

HOcHI MINH CITY UNIVERSITY O ECONOMICS AND FINANCE TALENT MANAGEMENT SYSTEMS

FUNCTIONAL SPECIFICATION DOCUMEN™

ABC'S STUDENT INFORMATION MANAGEMENT SYSTEM

DOCUMENT VERSION <3.0>

<24 October 2023>

Nguyen Minh Quan

Design Mock up, DFD, process

9,

10

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1 Introduction

Currently, Vietnam's economy is taking many steps to recover and develop after the COVID-

19 pandemic, to do that, many businesses have transformed and changed their business methods to keep up with that activity One of the biggest changes is the change in the management of the company's information system, which is an extremely important source

of raw materials during operations And ABC has also recognized that potential and looks forward to moving towards that trend through the elimination of student information management activities, paper and excel storage with actors’ information management systems for the purpose of professionalizing and facilitating work time management and assignments staff reasonably This helps the company save a lot of costs and time, avoid errors in selecting and operating actors for work

1.1 Purpose of the document

A functional specification document is a document that provides detailed information about how the system solution will work and the behavior required This document is created based on the high-level requirements defined in the Business Requirements Document and provides traceability on functional specifications back to business requirements Included in this document will be detailed functional requirements including use cases, system inputs and outputs, process flows, diagrams, and simulations

Based on knowledge taught in the subject "Management Information System" of Ho Chi Minh City University of Economics and Finance The goal of the project is to design a stunt information management system, so that the operation and mining of employee data is carried out in a professional, fast, accurate and efficient process Help store all username, phone number, e-mail address information into a single system, data is managed centrally and unified, avoiding errors in the process of transferring data from one department to another Along with that, it helps managers quickly grasp the operation and business situation of the company, thereby helping managers evaluate and make accurate and objective decisions about the company's activities as well as the activities of entities managed by the company

The project is based on the scope of the topic "Management Information System" of Ho Chi Minh City University of Economics and Finance The scope of the project is to analyze and design the employee information management system of Casecaduar MNO management company in the form of a learned design and analysis diagram describing the operation and operation of the topic "Management Information System" of Ho Chi Minh City University of Economics and Finance

1.3 Scope of the document

The project is implemented on the basis of the topic "Management Information System"

of Ho Chi Minh City University of Economics and Finance For future learning and preparation, the group materials we use are sought and situational assumptions to get

an honest view of setting up and managing information systems believe

1.5 Terms/Acronyms and Definitions

- Security risk: Risk of unauthorized access, risk of intrusion into the system to steal user information, unauthorized change of information, destroy the system or delete data information

- Transmission risk: These are the risks of connecting to a system that is congested, slow,

or unable to connect to the server The cause of this comes from an insecure Internet connection, in addition to an insecure server system, leading to a system power outage

operational information on the system is difficult

- Risks of flexibility, multi-tasking of IT systems: The system cannot fulfill many user requests at the same time, even slows down, does not work during operation

- Traffic risk: This is the risk of heavy traffic leading to congestion and power outages It can even lead to DOS and DDOS network attacks that cause information leakage

Assumptions

- Building a well-structured IT platform, technical infrastructure and a good IT team ready

to handle system problems, avoiding affecting the information transmission process of the Company

- Upgrading the system, hardware and equipment helps the links to be guaranteed and have better security than old systems

- Training, guiding the process of using and preventing the risk of cyber attacks for employees as well as Casecadeur This helps employees have knowledge and sense of protecting their documents and accounts, avoiding being infiltrated by bad guys

- Use high-security software to protect management information systems This is the

solution to avoid external attacks

- Upgrading the server system, the server is where a lot of important information is stored,

so it is necessary to have a good server platform to ensure customer access and a firewall system strong enough to avoid hacker attacks

2 System/ Solution Overview

ABC Company wishes to have a student information management system to easily manage students’ schedules, the system includes:

Students and teachers will log into the system through a link to update their information, view tuition fees and view their schedules, view class lists (if any) If students and teachers

do not have an account, create a new account, then fill in personal information, account information including: Full name, username, age, phone number, email, address, field of study, major After filling in the information, the student returns to the login screen, the system will send the password to proceed with the login After successful login, the student will change the password and confirm the change via email message

Information of students and lecturers will be automatically saved and sent to the manager including: ID code, Name, age, ID code, card image, class, major, personal transcript

to have completed their studies, updated transcripts If during the learning process, students are absent from school, the system will record and automatically fill in the attendance of the break Absentee transcripts will include: ID code, student name, class absent, shift absent, date and time

In case students have registered for classes but want to cancel or miss more than 80% of the lessons The system will delete student information in the class, also delete the class registration information in the student's profile, and remove the student information from that class list in the instructor's class profile

For instructors, they can view the teaching classes, schedules, transcripts of each class, can add, edit, delete data in transcripts

Management staff will receive test information, confirm student and lecturer information Management staff can add, edit, delete or change information of class schedules For new managers, an authentication code provided by the company is mandatory, which is a company secret code that only gives managers when they first create an account When the work is finished, the company will delete on that account on the system

In short, the main purpose of the newly created student and faculty management system is

to run and store the data of the agents Besides, it supports tracking and notification updates

in the learning schedule efficiently and quickly

The student management system will include:

+ Management Department

Faculty Information Management

Manage subject assessment lists

Payroll system management

+ Student Affairs Department

Student Information Management

Manage lists, class transcripts

Absentee information management

Confirm the student's tuition fee

Add, edit, delete, change specialized list information, subject list

2.1 Context Diagram/ Interface Diagram/ Data Flow Diagram, Application Screen

Flow, Sitemap, Process Flow

Data Processing

Process 3

Data Storage

Process 4

Data Access

Process 5

Online Training

Process 6

User Management

e External entities (Board of Directors):

Step 1: The board of directors requires more effective information management to improve the company's online training process

e Process 1 (Data Entry - Paperwork):

includes information about students, courses, and training events

e Process 2 (Data Processing - Processing):

* Step 3: The system processes the entered data, checks the validity and calculates the necessary information

~ Step 4: The result after processing the data stored in the Excel database

e Process 3 (Storage):

¢ Step 5: The processed data is stored in an Excel database, including information about students, courses, and training schedules

e Procedure 4 (Access to Data):

* Step 6: Management or employees have access to data from an Excel database to check information, generate reports, and make management decisions

e Process 5 (Online Training — Online Training):

Step 7: This procedure signifies the implementation of online training for students It may include creating learning content, dealing with students, and tracking learning progress

e Procedure 6 (User Management - User Management):

¢ Step 8: This process manages information about users, including registration, account management, granting access, and updating user information

2.2.1 User Roles and Responsibilities / Authority Requirements

Additional Notes

Manager, use only exit the system after it

Information when runs out of use

Technology necessary

Department,

Director

Administer Faculty office, | Daily use Need high security,

personnel exit after the end of

department the working day

When an employee leaves, the company deletes that account entirely, without providing re-access

Students Occasionall | Secure security, can

y (every 3- | log in on another

4 days) machine Use to test or

register for classes

Teacher Check the Secure security, can

system log in on another when there | machine Use to check isa your schedule or notification | import transcripts

into the system

Training Daily use to | High security, only log

required provided machines or informatio | personal computers

n Do not use, log on on

another machine

2.3.1 System Dependencies

Replace paper recording with a management system

Store employee information online

Search employee information, casecader through the general management system Check and update the work schedule via the system

Email notifications when there are schedule changes or unexpected issues

2.3.2 Change Impacts

An alternative management system to paper will bring many benefits to the company, including:

Automatically update work schedules quickly and conveniently

Reduce workload for management staff

Easy to check schedules for teachers and students

Search transcripts easily, update quickly

The system will send a confirmation message to the teacher when changing the transcript The workflow will be shortened, more efficient, saving 1 large cost for buying papers

UC_01 Teacher Information Management

Primary Actor(s) Management

Stakeholders and Teachers's Information

Manament successfully accesses and logs in to the system

The system records successful login

Scenario Select Manage teacher list

Search for teacher profiles, through teacher names Choose to view/edit/delete/add teacher information Confirm correction of information

UC_02 Manage subject assessment lists

Primary Actor(s) Management

Stakeholders and Management, students

1 Students submit their subject reviews through the system

2 Manage to the class list system

3 Choose to view subject assessment

4 Manage reading and viewing review scores

5 Provide a form of problem solving and send feedback to the

lecturer

UC-03 Salary list management

Primary Actor(s) Management

Stakeholders and Teachers’ Salary

1 Manage logins to the system

2 Select View salary list

3 Select add/edit/remove teacher salary

4 Confirm salary correction

UC-04 Student Information Management

Primary Actor(s) Management Students

Stakeholders and Students's Information

Main Success 1 Manage logins to system management

Scenario 2 Select Manage student list

3 Search for student records, by student name

4 Select view/edit/delete/add student information

5 Confirm correction of information

6 Select save to system Extensions

2a Managers can choose to specialize, search for student information 3a Search for information through class/student ID

4a Add/edit/delete student class lists Priority High

UC-05 Manage class transcripts

Primary Actor(s) Management students

Stakeholders and Student, management students, teachers

Interest

Main Success 1 Manage logins to the system

Scenario 2 Select the class list

3 Search for class information

4 Choose to view/edit/delete transcript information

5 Confirm the change in the transcript

6 Confirm save Extensions

UC_06 Subject Information Management

Primary Actor(s) Management students

Stakeholders and Students, teachers, management students

Manament successfully accesses and logs in to the system

The system records successful login

Scenario 2 Select the specialized list management section

3 Search for subjects

7 Choose to view/edit/delete/add course information

8 Confirm correction of information

9 Select save to system Extensions

Primary Actor(s) Management students

Stakeholders and Management students

1

Scenario 2 Select Manage class list

3 Search for a class to change

4 Choose to view/edit/delete/add class information

5 Confirm correction of information

10 Select save to system Extensions

Primary Actor(s) Students/Teachers

Stakeholders and Students/Teachers, Management

1 Students/teachers log in to the management system

2 Opt in to personal info

3 Choose to view/edit/delete/add student/teacher information

4 Confirm correction of information

5 Select save to system

1a3 Confirmation of information

1a4 Save information

Scenario 2 Click on "my class list"

3 Search for classes

11 Select view/edit/delete/add scores

12 Confirm correction of information

13 Select save to system Extensions

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