The After School Program Office (ASPO) DFD and Context - 46134

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MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 1

Spring 2014 Project Specifications

Background Information

Many elementary school districts provide fee-based, optional, after school enrichment classes to their students. These classes provide a way to offer fun, educational programs that are not part of the regular, state prescribed curriculum.

The After School Program Office (ASPO) manages the selection of courses/instructors, and facilitates the enrollment process. A brochure of available courses and fees is sent to each family, along with a sign-up form. Interested parents will complete the form for their child and return the completed form, along with course payment, to their child’s school. If they have multiple children, one form is completed for each child. The school marks each form with a date/time stamp since classes are filled on a first come, first served basis. The school forwards all submitted materials to the ASPO.

Currently, staff in the ASPO, enter the registration information in an Excel spreadsheet, including the date/time stamp. They then manually review the submission information and start assigning students to the corresponding classes. If a class becomes full, they will log students on a wait list as appropriate. Finally, an attendance roster is created for each class.

Required Components of your Project

You have been asked to develop a prototype of a database system that could be used by any school district. As a starting point for your system design, you should use the basic information provided in this handout. Supplement with any general knowledge your team may have, or acquire, about registration processes. You will need to decide on your product's specific look and feel, as well as ultimate capabilities. Coupling your knowledge with your entrepreneurial drive and spirit, you will develop a comprehensive after-school enrichment registration application. Since you are designing a “generic” system, think about how you can design in the ability for a school district to customize the system, e.g. have their district name, logo, etc.

You are asked to build a prototype of this system. This development includes designing and populating the necessary database tables with appropriate test data, designing needed data entry forms, preparing needed standard reports, creating the menu interface, providing needed query capabilities, and creating data management functionality. Typically there will be several full time staff members who will be using the system. However, some offices may employ temporary and/or transitional staff. As such, they need the system to be very user friendly, and provide quick, easy access to the most frequently used forms, reports, and queries. For demonstration purposes the prototype can be developed as a stand-alone solution.

In developing the prototype, you must use Microsoft Access, as it is readily available for school districts. Additionally, you must ensure that the system is easy to use and meets the needs of the user. As such you must ensure that both User Documentation and Integrated Help are designed to support the system.

You should design a complete package necessary to support your product. You must develop a support and training strategy. In order to determine the ultimate costs/benefits, you will need to keep track of data concerning estimated development time/costs, operating costs, etc.

Internally, you must also develop a comprehensive set of system documentation that details the logical modeling, physical modeling, and implementation process. This documentation set will serve as the “organizational memory” to provide an understanding of why the product was developed as it was, and to serve as a resource for future enhancements that will need to be made to the system.

Process Descriptions for After School Enrichment Registration

The starting point for the After School Programs Office is to develop the list of classes that will be offered each session. Usually there is a Fall and Spring session, although some school districts may have more or fewer sessions. Companies or individuals submit proposals to ASPO to be considered. The companies/individuals are independent contractors. The ASPO has the final say in deciding which courses will be offered. They create a brochure that contains a description of the different courses and their costs.

MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 2

Sometimes the courses will be offered on a rotating basis at different schools (e.g. Mad Science is Mondays at School One and Thursdays at School Two.) Other times the course will only be offered at one school. Course offerings must be tracked by school, and must include the date, time, and location. Usually the location is a class room, but sometimes it may be a special area such as the basketball court. A few classes that start in the Fall are yearlong courses. Students must commit to sign up for the entire year and no new students are permitted to join midyear.

A sample of the available courses offered at School One is shown in Figures 1 through 3.

Figure 1 - Sample Program Offerings

MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 3

Figure 2 - Sample Program Offerings

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© Annette C. Easton, 2014 Page 4

Figure 3 - Sample Program Offerings

The database system must have the capability for a user to update information about an existing class, to add a new class, or to delete a class.

MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 5

The ASPO produces a summary listing, by school site, identifying which classes are offered at that site, along with the specific days, times and locations. An example of this listing for one school site is shown in Figures 4a and 4b. Figure 4a shows the first page of the summary, while Figure 4b shows the second page.

Figure 4a - Sample of Summary Listing for a School Site (page 1)

MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 6

Figure 4b - Sample of Summary Listing for a School Site (page 2)

Registration Form

If parents are interested in enrolling their child in an after school class, they must complete the registration form (shown in Figures 5a and 5b.) Note that there are two pages to the form. The completed forms are returned to the School Office, or other acceptable location, and must include a check for each class. Checks are made payable to the individual/company providing the class. Students can sign up for several classes.

MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 7

Figure 5a - Sample Registration Form (page 1)

MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 8

Figure 5b - Sample Registration Form (page 2)

Currently the information from the registration forms is entered into an Excel spreadsheet. An example of the data captured is shown in Figure 6.

Figure 6 – Registration Data Currently Tracked in Excel

It is possible that a parent may authorize multiple methods of what happens at the end of a class. For example, the child may be picked up and allowed to walk home. Additionally, the method may vary by class, if enrolled in multiple classes. A child may have multiple medical alerts. For example they may have allergies to several different items. Some may be on medication for ADHD or some other disease, while others might have a note such as “Cardiac history- Med. Forms on file @ school office” Or “amoxicillin, cerebral palsy, mitochondrial disorder; so gets tired frequently.”

The database system must have the capability for a user to add a new registration, update information about an existing registration, or to delete an existing registration.

MIS 406 Systems Design Dr. Annette Easton

© Annette C. Easton, 2014 Page 9

Attendance Sheets

After the enrollment period has ended, staff must assign students to their desired classes. In cases where the number of students exceeds capacity, students are added in order, based on the date/time stamp of their registration form. Ideally the new database system can help with providing an easy mechanism to assign students to classes. After the class rosters are finalized, the staff create an attendance report for each class. An example of this report is provided in Figure 7.

Figure 7 – Class Attendance Report

Additional Reporting Capabilities

Occasionally the After Schools Program Office needs to generate reports for the School District. Examples of the types of reports/queries needed include:

? List of classes and enrollment by school

? Total enrollment in ASPO by school

? Total program fees collected per school

? Number of unique students served by the program

? Number of unique families served by the program

? Information about the most popular programs offered

Data Management Capabilities

For financial audit purposes, all records must be stored for 3 years. At the end of the 3-year period the records must be archived into history tables for an additional 2 years. They system should provide functionality to be able to move data to the history tables, and to delete the information that is no longer needed in the history tables. Additionally, reports should be able to be generated that show summary information over the 5 year period for average number of students enrolled, revenue collected, average number of classes offered per school, etc.

Solution Description

The After

ASPO Context DFD-0 Diagram.docx
ASPO Context DF...