System Requirements Specifications for Foundation College Enrollment

System

Table of Contents
1. Introduction

2.1 The purpose of the product

2.2 Users of the product
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3. Project environment constraints .

4. Procedures, naming conventions, and definitions

4.1 Procedures
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4.2 Naming conventions and definitions

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6.1 ERD1. Student/Subject Report (Appendix A) .

6.2 ERD 2. Subject/Instructor Report (Appendix B).

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1.1 Document description

2. Project drivers

3.1 Mandated constraints

5. Functional requirements .

5.1 The Contextual Data Flow Diagram (DFD) of the ES

5.2 The Level 0 DFD of the ES
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5.3 The Use Case Diagram of the ES .
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5.4 Requirements narratives .
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5.5 Hardware and network architecture
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5.6 Hardware and software specifications .
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6. Data requirements.

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7. Security requirements

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8. Backup and recovery

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9. Requirements and modifications .

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10. Final software requirements specifications agreement

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APPENDIX A Student/Subject Report .

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APPENDIX B Subject/Instructor Report

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1. Introduction
1.1

Document description

This document contains the software requirements and specifications of Foundation

College Enrollment System (FCES). This is based on the information gathered from observation
and interview of the current enrollment process and the people involved in it. This document also
gives a clear view of the data and information needed to automate the enrollment process of
FCES.
By signing the agreement included herein the system developers and the foundation
agrees that the systems capability is only limited as to what is stated in this paper.

Project drivers

2.1

The purpose of the product

The ES will be used to monitor the number of enrollees for each level in every semester,
easy evaluation of grades; capture students personal information, subjects enrolled, number of
units and store it in a centralized database. This system will also serve as a replacement for the
current manual system of enrollment.
2.1.1.1
2.1.1.2

Allow the office of the registrar to easily evaluate students grades for the purpose of
giving academic awards or enrolling prerequisite subjects.
Allows other systems such as the cashiering system, guidance system and others to
access the database and view/edit students record/information as needed.

2.2

Users of the product

2.2.1

FC Office of the registrar personnels will be the main user of the ES software since they
belong to the primary office involved in the enrollment process and it is at their end that
the students information(ie. Subjects enrolled) is captured.
Guidance system, Accounting system SSC, and DSBO system and cashiering system
which will access the systems database for their respective adding, checking and editing
of students financial and behavioral records.

2.2.2

Project environment constraints

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3.1
3.1.1

Mandated constraints
As derived from the result of interview and observation of the current system of
enrollment, a solution has been found which are the analysis, design, development and
implementation of software that practically fits the situation and therefore will make the
enrollment process faster and create reliable results.

3.1.2
3.1.3
3.1.4
3.1.5
3.1.6
3.1.7

The means of capturing data from the student is encoding students info. to the systems
UI and store it in a centralized database.
The customized software must run under Windows XP operating system
The customized software must run under the current local area network of ACD.
ES shall be installed installed at various computers inside the registrars office.
Students info. (ie. personal info. and subjects enrolled) shall be registered into the system
during the enrollment and at the end of the semester (ie. grades) for the full
implementation of the system.
ES shall be installed and tested one month before the enrollment and be fully
implemented during the first enrollment after it has been tested for bugs.

Procedures, naming conventions, and definitions

4.1

Procedures

4.1.1

Data Flow Diagram

Data flow diagram is a process model used to depict the flow of data through a system
and the work or processing performed by the system. Synonyms are bubble chart, transformation
graph, and process model.
This part of the document contains pictures with its corresponding explanations that are
used to diagram the flow of data through the ES.
Rectangle a square that represents a person, department, organization
which provides inputs to or receives outputs from the system being studied.
These define the beginning and the end of the data flow.
Process - a rounded rectangle with a horizontal line near its top base, which
represents work that is performed in, by, or for the system. This includes
work performed by people and machines.
Data Store - an open-ended rectangle with two lines on the other end
represents data storage (temporary or permanent). This includes students
personal information, subjects enrolled and number of units and other student
related information.
Data Flow - an arrow that represents the actual flow of information, and
reports through the system. Each arrow can contain more than one type of
information.
System a circle containing the abbreviated name of other systems that
interacts with the ES

4.1.2

Use-Case Diagram

Use-case diagram is a diagram that depicts the interactions between the system, external
systems and users. It graphically describes who will use the system and in what ways the user
expects to interact with the system, the symbols are in the table below.
Use Case an ellipse that represents sequence of steps (a scenario), both
automated and manual, for the purpose of completing a single business task.
This ellipse shall contain the names of processes which will occur in the
system.
Actor - Anything that needs to interact with the system to exchange
information. Could be a human, an organization, another information system,
an external device, or even time. Time actor is called temporal event, a
system event triggered by time where the actor is time.
Association - Relationship between an actor and a use case in which an
interaction occurs between them. Association modeled as a solid line
connecting the actor and the use case. Association with an arrowhead
touching the use case indicates that the use case was initiated by the actor.
Association lacking arrowhead indicates a receiver actor. Associations may
be bidirectional or unidirectional.
4.2

Naming conventions and definitions

This part of the document gives the definitions terms used in the project.

FC
ID Number
Department
DFD
ES
ERD
CS
GS
AS
SSCS
DSBOS
UI

Foundation College
An identification number given to a student as he/she enrolls to the
foundation college which serves as the primary information used for
locating student information in the database.
Refers to the individual departments in the college (Graduate Studies,
College of Education, Agriculture, ICT, High School and
Elementary).
Data Flow Diagram
Foundation College Enrollment System.
Entity-Relationship Diagram. Used to model data requirements of a
system.
Cashiering System
Guidance System
Accounting System
Student Supreme Council System
Department Student Body organization System
User interface

Functional requirements

5.1

The Contextual Data Flow Diagram (DFD) of the ES

Student
Students copy of
matriculation

AS
Students personal information (name, id
number), Subjects Enrolled

Registrars
office

Students personal information

(name, id number), financial record

Students personal information (name,

id number), Subjects Enrolled

Students personal information (name,

id number), Subjects Enrolled
ES

CS

Students personal information (name,

id number), Subjects Enrolled

Students personal information

(name, id number),

Students personal information

(name, id number)

Students personal information

(name, id number),
GS

DSBOS

SSC
S

5.2

The Level 0 DFD of the ES

ES

Student

P1

Enrollment Form and

ID number
Students personal information
(name and other info.)

Encoding of
Student
Personal
Information

Students copy of
Subjects Enrolled

Students personal information

(name, ID number and other info.)

Centralized
D1

P2

Database

Students personal information (name, id

number), Subjects Enrolled

Encoding of
Enrolled
Subjects

Students personal information

(name, ID number and other info.)
Subjects Enrolled

Students payment and balance

DSBOS
Students personal information
(name, id number), financial record
Students personal information
(name, id number), financial record

AS

Centralized
D1
Database

Students personal information (name, id number)

CS

Students payment and balance

Students payment and balance
Students personal information (name, id number),
Students personal information (name, ID number)
Students entrance exam result, behavioral record

GS

SSC
S

5.3

The Use Case Diagram of the ES

Listing of Subjects to
enroll

Student

Encoding/saving of
Students personal info
and giving of ID number

Office of the
Registrar Personnel

Encoding/saving of
subjects enrolled

DSBO

CS
Encoding/saving
Students financial
record
SSC
GS
Giving entrance exam,
Encoding/saving
entrance exam result

5.4

Requirements narratives

5.4.1 AES 1
Requirement No.
Requirement Name
Priority
Source
Rationale
Primary Business
Actors
Other Participating
Actors
Other Interested
Stakeholders
Description
Precondition
Trigger
Typical Course of
Events

ES - 1
Event/Use Case ID
Listing of Subjects to enroll
ES 1
High
Requirement Type
New, old and transferee Students
To be able to easily capture subjects enrolled by the student
New students of Graduate Studies, College of Education, Agriculture,
ICT, High School and Elementary Departments
Office of the Registrar Personnel

The student must list the subject that he/she will enroll after evaluation or
after taking entrance exam for new and transferee students
The subjects enrolled have been listed on the enrollment form
This event is initiated when a new/transferee student will enroll in the
college
Actor Action
System Response
Step 1: The student will list the Step 2:
subjects to be enrolled after the
evaluation of grades for the old
students and after taking the entrance
exam for the new students

Conclusion
Post Condition
Business Rules
Implementation
Constraints and
Specifications
5.4.2 ES 2
Requirement No.
Requirement Name
Priority
Source
Rationale
Primary Business
Actors

This event is concluded when the subjects to be enrolled have been

successfully listed to the enrollment form
The subjects to be enrolled have been listed to the enrollment form
The use of enrollment forms is preferred for it will make the encoding of
subjects enrolled to the ES a lot easier

ES - 2
Event/Use Case ID
Encoding/saving of Students personal info and ES 2
giving of ID number
High
Requirement Type
New/Transferee Students
To be able to easily access students information in the database
Office of the Registrar personnel and new students of Graduate Studies,
College of Education, Agriculture, ICT, High School and Elementary
Departments

Other Participating
Actors
Other Interested
Stakeholders
Description
Precondition
Trigger
Typical Course of
Events

Guidance Personnel
The system must capture and store to a database the students personal
information and the new ID number given
The new/transferee students personal information and new given ID
Number have been registered to the database.
This event is initiated when a new/transferee student will enroll in the
college
Actor Action
System Response
Step 1: The Office of the Registrar
personnel
will
encode
the
new/transferee students personal
information and save it to the database
including the given ID number.

Conclusion
Post Condition
Business Rules
Implementation
Constraints and
Specifications
5.4.3 ES 3
Requirement No.
Requirement Name
Priority
Source
Rationale

Primary Business
Actors
Other Participating
Actors
Other Interested
Stakeholders
Description

Step 2: The system verifies if

there are no duplicate records, if
there is, the system will prompt
the personnel. If there is none,
the system will then store the
new data to the database.

This event is concluded when the system prompts the personnel that the
new data is successfully saved
The encoded data has been stored to the centralized database.
The use of Automated Enrollment System is preferred especially because
it will make the enrollment process faster. The systems database must be
centralized so that other related systems can access it and it should be
installed to the Office of the Registrar.
ES - 3
Event/Use Case ID
Encoding/saving of subjects enrolled
ES 3
High
Requirement Type
New, old and Transferee Students
To be able to easily access students information in the database
and evaluate grades for prerequisite subjects for the next
enrollment
Office of the Registrar personnel and new students of Graduate Studies,
College of Education, Agriculture, ICT, High School and Elementary
Departments

The system must capture and store to a database the subjects enrolled by
the students

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Precondition
Trigger
Typical Course of
Events

The new, old and transferee students subjects enrolled have been saved to
the database
This event is initiated when a new, old and transferee student will enroll
in the college
Actor Action
System Response
Step 1: The Office of the Registrar Step 2: The system will store the
personnel will encode the new, old and enrolled subjects to the database
transferee students enrolled subjects
and prompts the personnel if the
enrolled subjects have been
successfully saved

Conclusion
Post Condition
Business Rules
Implementation
Constraints and
Specifications
5.4.4 ES 4
Requirement No.
Requirement Name
Priority
Source
Rationale
Primary Business
Actors
Other Participating
Actors
Other Interested
Stakeholders
Description

Precondition
Trigger
Typical Course of
Events

This event is concluded when the system prompts the personnel that the
new subjects have been successfully saved
The encoded subjects have been stored to the centralized database.
The use of Automated Enrollment System is preferred especially because
it will make the enrollment process faster. The systems database must be
centralized so that other related systems can access it and it should be
installed to the Office of the Registrar.
ES - 4
Event/Use Case ID
Encoding/saving Students financial record
ES 4
High
Requirement Type
New, old and Transferee Students
To be able to easily evaluate the students financial status in every
examination or every time a student will pay
Cashiering System and new students of Graduate Studies, College of
Education, Agriculture, ICT, High School and Elementary Departments
SSCS and DSBO

The system must capture and store to a database the financial information
of the student, although this process does not occur in the ES but in the
Cashiering System (CS), the two systems are related since a student
cannot take new subjects if it is discovered by the Office of the Registrar
Personnel find out through the ES students financial status section that
the student has a back account.
The new, old and transferee students new payment have been saved to the
This event is initiated when a new, old and transferee student will
pay/inquire on their account balance
Actor Action
System Response

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Step 1: The cashiering system and

other related systems will save every
students payment information to the
database
Conclusion
Post Condition
Business Rules
Implementation
Constraints and
Specifications
5.4.5 ES 5
Requirement No.
Requirement Name
Priority
Source
Rationale
Primary Business
Actors
Other Participating
Actors
Other Interested
Stakeholders
Description

Precondition
Trigger
Typical Course of
Events

Step 2: The ES will get the

financial information of a
student incase the Office of the
Registrar personnel will access
the students financial status.

This event is concluded when the Cashiering System saves the students
payment information to the database
The students payment information has been stored to the centralized
database.
The use of Automated Enrollment System associated to the Cashiering
System is preferred especially because it will make the enrollment
process faster.

ES - 5
Event/Use Case ID
Giving entrance exam, Encoding/saving
ES 5
entrance exam result
High
Requirement Type
New/Transferee Students
To be able to easily identify to which course the student should be
enrolled in
Guidance System and new students of Graduate Studies, College of
Education, Agriculture, ICT, High School and Elementary Departments

The system must capture and store to a database the result of the entrance
examination of a new or transferee student, although this process does
not occur in the ES but the Guidance System is related to the ES since the
entrance exam result can be seen in the students information section to
ensure that the student really fits to course that he/she is taking
The new/transferee students entrance exam result has been saved to the
centralized database
This event is initiated when a new/transferee student takes an entrance
examination
Actor Action
System Response
Step 1: The Guidance System will
store the result of entrance
examination to the centralized
database for access of the ES

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Step 2: The ES will get the

entrance exam result of a new
student incase the Office of the
Registrar personnel will access
the
students
information

section.
Conclusion
Post Condition
Business Rules
Implementation
Constraints and
Specifications
5.5

This event is concluded when the Guidance System saves the entrance
examination result to the database
The students entrance examination result has been stored to the
centralized database.
The use of Automated Enrollment System associated to the Guidance
System is preferred especially because it will make the enrollment
process faster.

Hardware and Network Architecture

Student

Office of the
Registrar Personnel

ES Software
(Office of the Registrar)

Database
Server
SSC System

Backup
Database Server

Guidance
System

Cashiering
System

Accounting
System

5.6

Hardware and software specifications

5.6.1

Office of the Registrar and other offices work stations

5.6.1.1
5.6.1.2
5.6.1.3
5.6.1.4
5.6.2

Pentium IV or higher processor

At least 40 GB Hard Disk
At least 512 MB of RAM or higher
Operating System: Windows XP or higher
Database Server

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DSBO
System

5.6.2.1
5.6.2.2
5.6.2.3
5.6.2.4
5.6.2.5
5.6.2.6
5.6.3
5.6.3.1
5.6.3.2
5.6.3.3
5.6.3.4
5.6.3.5
5.6.3.6

Server Processor: Pentium IV Quad Core or higher

120 GB Hard Disk or higher
120 GB Hard Disk or higher for backup
4 GB RAM or higher
Network Operating System: Windows 2000 Server or higher
DBMS: MySQL 5.1
Backup Database Server
Server Processor: Pentium IV Quad Core or higher
120 GB Hard Disk or higher
120 GB Hard Disk or higher for backup
4 GB RAM or higher
Network Operating System: Windows 2000 Server or higher
DBMS: MySQL 5.1

Data requirements
This part of the document shows the data requirements that shall be captured by the ES.

6.1

ERD 1. Student/Subject Report (Appendix A)

Description
This report shows Course Number, Descriptive title, prerequisites and the number of
units the student has taken. This information will be viewed by the cashier in the cashiering
system to determine how much will the student pay for the current semester.
Student
ID Number
Name

6.2

Subject
Course Number
Descriptive Title
Prerequisites
Number of Units

ERD 2. Subject/Instructor Report (Appendix B)

Subject
Course Number
Descriptive Title
Prerequisites
Number of Units

Instructor
ID Number
Name
Department

Security requirements

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This part of the document entails the ES security requirements especially with the user
access concerns.
7.1
7.2

The work stations in which the ES must be accessible only to the Office of the Registrar
personnels.
The workstations where ES are installed and the ES itself must be password protected
and passwords must only be known to authorized personnels.
The place in which the database servers can be found must be secured properly and only
the system developer or network administrator has the access.
Other record systems must not be able to alter informations that only the Office of the
Registrars Personnel are allowed to alter.
Users can change their password anytime.

7.3
7.4
7.5

8
8.1

Backup and recovery

8.2

Incase the database server fails, it shall be replaced by the backup database server
immediately
Backing up of the database should be done every day.

Requirements modifications

Should there be any Software Requirements Specifications Modifications not included

in this document is subject to the system developers investigation and if found out that the end
users have violated the statements under this document might be given considerations by the
developer and may result to additional payment of the client depending on the overall impact of
the change to the system.
By signing this Contract of Agreement, the client agrees that the Developer has the full
rights to either consider any modifications that are not included in this Software Requirements
Specifications document or enter into separate Contract of Agreement regarding the
modifications not included unto this document.

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Final software requirements specifications agreement

We hereby agree to the Final Software Requirements Specifications contained in this

document.

Project Manager
Date Signed: ________________

School President
Date Signed: ________________

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