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School Management System: Timetable and Student Grade Management System Requirements Definition

Date: 20/05/09 By: Freshta Popalyar


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Table of Contents:
Table of Contents:....................................................2 1. Introduction.........................................................4 2. General Goals.......................................................5 3. Current System....................................................5 4. Proposed System.................................................6
3.1TimetableCreationProcess ....................................................................................... 5 3.2GradeCalculationProcess ......................................................................................... 6 4.1Overview .................................................................................................................... 6 4.2FunctionalRequirements ........................................................................................... 6 4.2.1InputData ............................................................................................................ 7 4.2.2Languages ........................................................................................................... 7 4.3NonFunctionalRequirements ................................................................................... 7 4.3.1UserInterfaceandHumanFactors ..................................................................... 7 4.3.2Documentation .................................................................................................... 7 4.3.3HardwareConsideration ..................................................................................... 8 4.3.3.1ServerHardwarerequirements: ................................................................. 8 4.3.3.2ClientHardwarerequirements: .................................................................. 8 4.3.4SoftwareRequirements ....................................................................................... 8 4.3.4.1ServerSoftwareRequirements .................................................................. 8 4.3.4.2ClientSoftwareRequirements ................................................................... 8 4.3.5PerformanceCharacteristics ............................................................................... 8 4.3.6ErrorHandling .................................................................................................... 9 4.3.5.1InputErrorHandling .................................................................................. 9 4.3.5.2ErrorHandlingExtremeConditions .......................................................... 9 4.3.6SystemInterfacing .............................................................................................. 9 4.3.7QualityIssues ...................................................................................................... 9 4.3.8SystemModifications ......................................................................................... 9 4.3.9PhysicalEnvironment ......................................................................................... 9 4.3.10SecurityIssues ................................................................................................ 10 4.3.11ResourceIssues ............................................................................................... 10 4.4SystemModel .......................................................................................................... 10 4.4.1Scenarios ........................................................................................................... 10 4.4.1.1TimetableCreationScenarios .................................................................. 10 4.4.1.2StudentGradeManagementScenarios .................................................... 12 4.4.1.3StudentPromotionScenarios ................................................................... 15 Promotingonestudent: ........................................................................................ 15 4.4.1.4GraduateStudentsReportScenarios ...................................................... 16 4.4.1.5AddingPreviousSchoolMarksofaStudentthatcomestoschoolholding aleavecertificatefromanotherschoolScenario ................................................. 16 4.4.1.6MovestudentfromoneclasstoanotherinthesamegradeScenario ...... 16 4.4.1.7SearchStudentScenario .......................................................................... 17

4.4.1.8AddResourceScenarios .......................................................................... 17 4.4.2UsecaseDiagram .............................................................................................. 19 4.4.3DetailedUsecases ............................................................................................. 20 4.4.4ClassDiagram ................................................................................................... 38 4.4.5ClassDiagramAfterMapping .......................................................................... 39

1. Introduction
Currently in Afghanistans schools, usage of new technologies is very limited. Most schools in Kabul have dozens of computers but they are only used for teaching the computer subject and nobody uses them for administration purposes. There are some limited numbers of schools that use a computer instead of a typewriter by using Microsoft Word or for saving some data in Microsoft Excel. However there are numerous tasks that can be done by computers if they are programmed to do, such as managing students grades or creating the school timetable. Timetable creation and students' grade management is two of the most tedious tasks of administration staff and teachers of schools in Afghanistan, which they have to perform manually at the beginning, mid and end of each school year. The administration staffs of the schools that are responsible for scheduling create separate timetables for students and teachers. They also have to take care that each teacher in the schools should have a maximum of 35 working hours per week, as well as assigning rooms to different courses, managing laboratory access schedule and creating exam date sheets for both teachers and students. Managing students' grades is another task of administration staff and teachers of the schools, which is very time consuming and error prone. Many people are involved into this process. So there is a risk of treachery in students' grades. Each subject teacher has to take a print out of a list with many columns and rows and fill it with names of students and their grade for that subject. Then the subject teacher has to submit the list to the class teacher. The class teacher collects all the lists from all subject teachers and creates a huge table for calculation of students' grades and position in the class, which is then rechecked by the administration staff of school for correction. For this reason the grade lists are very error-sensitive, if the list contains any streaks and unusual pen marks then the list is considered void, and the associated teacher is asked to redo his/her task. This is very time consuming for the class teacher to calculate and for administration staff to check for validity. That is why the School Management System is designed to improve school management in Afghanistan. This software is designed by local experts because the software needs to comply all the needs and

standards of Afghan schools, which can be very well considered and programmed only by the local experts of the country.

2. General Goals
Timetable and Student grade management system software is a web application which is designed for Afghanistan's schools. This software can ease some tasks of school managers such as creating school timetable and also managing students grades.

3. Current System
Currently administration offices in most of afghan schools do not use computers for performing their daily tasks. There are a limited number of schools that use Microsoft Office products, such as Ms. Word and Ms. Excel for performing their daily administrative tasks. Most of them do not even have the information that computers can make a great difference in the way they are doing their tasks when they are programmed to do so. The only school in Kabul which uses software that are built specially for schools is the International School of Kabul (ISK), which uses Grade Quick software for calculating students grades and Admin Plus for managing student information and printing students report cards. Both of the above software are proprietary software which are designed by Rediker software company. Today in Afghanistans schools all the tasks and calculations are being done manually and paper based. In both of the tasks the administrative staff and the teachers are involved. For small schools managing student grades and creating timetable can be an easy task, but for the big schools like many governmental schools this task is very difficult. The procedures of both of the tasks are described in the following sections of the document.

3.1 Timetable Creation Process


Accomplishing this task is the job of academic affairs vice principal of school. The Ministry of Education (MoE) has a curriculum that is sent to all schools in the country so this way the subjects that are thought in all schools are the same country wide. In this curriculum this is stated that which standard will have to be taught which subjects and how many hours per week. So first of all the vice principal, will see the curriculum which comes to the schools by MoE and associates each teacher with his/her related field's subject for each class of a standard according to the teachers profile book. According to the experience and position of the teachers the higher standard classes like 12th, 11th... standards are assigned to the teachers with more experience and 5

higher position. Then according to this list, the timetable is put in days of week in a table. And at last, one big table is created with all the class names of the school and the subjects.

3.2 Grade Calculation Process


The class teacher creates student list for each and every subject of this class by writing name and fathers name of students, the subjects name and the subject teachers name. Then every subject teacher will take a list from the class teacher and give exam to the students. After the exam the subject teacher will be given Student List paper which is a table printed on paper by MoE, the teacher enters the marks each student has achieved both in number format and in alphabet, in the student list. Later the subject teacher will submit the list to the class teacher. The class teacher collects all student lists of all subjects and then creates three copies of a big table (in some schools one of the copies are created by the head master) which has entries for every student with marks of all of the students subjects. Later these tables are inspected and calculated again with the presence of class teacher and three inspectors. After the inspection the examiners and the class teacher sign and certify that all the marks were correctly entered and calculated in the table. Then one copy of this table is sent to Department of Education of the city for further inspections and to be stored there.

4. Proposed System
4.1 Overview
The proposed system is intended to provide the facility of automating the administrative tasks such as student grade management and timetable creation for the administrative staff of Afghanistans schools. This system will be a client server system, meaning the one system acts as server, and three other systems will be its clients. Four people who will access the system through the clients will be the system administrator, the principal and both the academic affairs vice principal and the administrative vice principal of the school. The academic affairs principal of school is responsible for creating the schools timetables and also managing student information and the other is responsible for resource management.

4.2 Functional Requirements


1- Create, edit, delete, store and print timetable 2- Create, edit, delete, store and print exam time table 6

3- Searching timetable by year 4- Store, edit, delete, calculate and print students grade 5- Search students grade per class / per ID or by name and father's name 6- Add, edit and delete Rooms, Classes, Subjects and Departments 7- Be able to add a student's previous marks who has joined school having a leave certificate from another school. 8- Change users password 9- Set editing password 10 Set default language 11 Create, Edit, Delete, Activate, Deactivate user accounts. 12 Take and restore backups

4.2.1 Input Data


The input data for the system is the students grade in decimal number format, name/number of rooms, classes and names of departments and subjects which are all in String format.

4.2.2 Languages
The languages that the system will support are the local languages spoken in Afghanistan which are Dari and Pashto, plus the English language. The default language for the system can be set by the user which can be either Dari or Pashto.

4.3 Non-Functional Requirements


4.3.1 User Interface and Human Factors
The system will have a friendly user interface and support for the local languages so that there is no problem for users who will speak either of the country's languages. The system will only have four users, one is the principal of school, the second is the academic affairs' vice principals, the third is the administration affairs vice principal and the last one is the system administrator. The principal will only have access to the editing password and can view the information on the system but all the other tasks will be performed by either of the vice principal, so there is a need for implementing three access levels.

4.3.2 Documentation
The system will be very well documented, which includes the system documentation and also the user manual. The system documentation is important because this may help in further development of the

system and the user manual is necessary because the user may need some basic training or help about the functionality of the system.

4.3.3 Hardware Consideration


The system will be installed in one computer, which will be placed in a server room or in the principals office. The server computer must have the following characteristics as an average. 4.3.3.1 Server Hardware requirements: HDD: 500 GB RAM: 512 MB or greater CPU: Dual Intel Pentium 4 CPUs VGA: 256 MB Backup Media: DVD Monitor, Mouse and Keyboard is needed. UPS: 2000/ 3000 VA 4.3.3.2 Client Hardware requirements: Average desktop computer LAN card Printer UPS: 2000/ 3000 VA

4.3.4 Software Requirements


4.3.4.1 Server Software Requirements Linux operating system (Ubunutu) Apache web server Mysql A web browser (i.e. Mozilla Firefox) 4.3.4.2 Client Software Requirements The client will not need a specific kind of operating system, because the school management system will be a web application so it doesnt matter which operating system the client uses. So the operating system in the client can be Linux or Windows and a web browser which could be Mozilla Firefox or Internet Explorer.

4.3.5 Performance Characteristics


The system will be well programmed so that it doesnt use a lot of system resources and will be fast and accurate.

4.3.6 Error Handling


4.3.5.1 Input Error Handling The system will be able to give error messages when the user enters wrong input into the fields or leave an important field empty. For example the user can never enter a negative number or any other character except numbers in the students mark's field. If this happens then the system will give error messages regarding the data type. 4.3.5.2 Error Handling Extreme Conditions The system needs to be backed up regularly by the system administrator so that in the worst case which can be a system crash, the data can be restored to the system after the repairing it.

4.3.6 System Interfacing


The system will not interact with any other systems for now, but this functionality maybe applied in future, because the student grades are manually sent to the Education Department of the city which can be somehow shared electronically after implementing such a feature in future. Also the functionality of setting the default language will not be implemented in this version of the software.

4.3.7 Quality Issues


The system will be programmed in a way that it wont allow unauthorized access to the system resources. This system will be able to run on any kind of operating system. The system will have error handling mechanism.

4.3.8 System Modifications


The system will be able to do all the tasks that are mentioned in functional and non functional requirements sections. Other functionality such as interface between this system and the student record system in Education Department can be created in future, for bringing more improvement to the system.

4.3.9 Physical Environment


The place that the server will be kept is a server room or the principals office. The system needs to be protected from dust, humidity and direct sunshine therefore the placement of the system must be done by taking these points in consideration.

4.3.10 Security Issues


The system will have user accounts for its users. The passwords will be encrypted. And the https protocol will be used for access to the system. There is no such functionality in the system by which the user can register himself to the system. This is because there are only three users in the system apart from the system administrator, so the user accounts are created by the system administrator. The system administrator can activate, deactivate, create, edit and delete user accounts, because every once in a number of years the principal or the vice principals may be changed, but the user names for them will be constant. At this time the system administrator will have to deactivate the account until the new person takes over the job and the system administrator then activates the account and the only thing the new user will have to do is to change the passwords for him/herself.

4.3.11 Resource Issues


The system administrator of the school will be responsible of backing up the system regularly by copying the database to a DVD and maintain the system and install updates.

4.4SystemModel
4.4.1 Scenarios
4.4.1.1 Timetable Creation Scenarios Timetable Creation: Current Situation: Actor(s): Sarah (academic vice principal) In the beginning of the new school year, Sarah has to create a new timetable for the first semester. So she creates a list of all the teachers in the school sorted according to their experience which is indicated by the teacher position in the teacher profile book and their major field. For creating the timetable she starts with one subject and creates list of all teachers that teach that subject. Sarah wants to start with physics subject so first she creates the list for physics teachers. After listing the teachers she will find out how many classes of each standard are there because the number of students in a standard gets more than 40 in large schools. So she finds out that there are ten classes of 12th standard, eleven of 11th standard, ten of 10th standard and two of 9th standards. Then she calculates the total number of teaching hours in a week.

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There are six days in a working week and every day each class has to be taught for six periods/hours so the total number of teaching hours is 36hours. Now she finds out the sum of all classes that they have in school from the above number of classes which becomes 33 classes. So for finding total number of teaching hours for all 33 classes she multiplies 33 to 36 and the result is 1188 teaching hours. After that, Sarah will decide how many hours each teacher should teach. The first name in the list is Karim Khan who is the head of Science department so she has to give him only 12 hours to teach because he has a lot of work to do apart from teaching. So Sarah takes out 12 hours from the total teaching hours and what remains is 1176 teaching hours, and she gives 24 hours for all the other teachers. Later Sarah takes the teachers list and assigns Karim khan to classes 12th A, 12th B, 12th C and 12th D, each of those classes have to study three periods of physics per week which makes 12 hours per week for Karim Khan. And in the same order she assigns classes to other teachers, but with the difference that she will give 8 classes per teacher so that other teachers should teach a minimum of 24 hours per week (and a maximum of 36 hours/week). When this task is finished, Sarah will make a table with days of week and six periods per day for all of the classes in a big sheet. And then she will put each subject and its teacher in the cells of this table and will also take care that no two subjects of the same teacher should come in the same day and period. She will give Karim Khan a priority in this task so she will put his subject in the days and periods that he would like. She repeats this task for all the other subjects of all the classes. Future System: Actor(s): Sarah (academic vice principal) Sarah has to create the time table for the new school year, so she logs in to the system and clicks on Timetable Management, in the next page she clicks on Create Timetable, she inserts a title for the timetable and the timetable is created by the system and she can view, edit and print the timetable. Edit Timetable Actor(s): Sarah (academic vice principal) Sarah has to replace math which is on second period on Monday by Dari which is on third period on Thursday for 8th B class, so she logs in to the system and then clicks on Timetable Management then she clicks on Edit Timetable. After that she opens the drop down box of the Math cell and selects Dari and in Dari cell she selects Math. Then she saves the changes. 11

Delete Timetable Actor(s): Sarah (academic vice principal) Sarah wants to delete the timetable so after logging in to the system she clicks on Timetable Management and then on delete timetable. Exam Timetable Creation: Current situation: Actor(s): Sarah (academic vice principal) Sarah has to create the mid-term exam timetable so she arranges a table with rows and columns which include (date, day of week and subject as columns and class names are written in the first row) then she puts one subject and its teacher for each class in one day and makes sure that no subject with the same teacher is repeated for two classes in one day. Future System: Sarahh logs in to the system, first she goes to Timetable Management and then clicks on the Create Exam Timetable and enters the start and end date for exam and a title for the date sheet. And the timetable is saved and can be edited, deleted or printed. Note: Edit and Delete work the same way for Exam timetable 4.4.1.2 Student Grade Management Scenarios Students Grades Calculation: Current Situation: Actor(s): Wali (Class Teacher) When the students pass their midterm or final exams then Wali has to collect the marks of all the subjects of his students from each subject teacher and calculate the results for each student. At the end he has to prepare the result sheets for all the students. Future System: Add Grades: Actor(s): Sarah (academic vice principal) Wali (Class Teacher) When the exams are finished Sarah takes the mark list of each subject of Walis students. She logs in to the system. She clicks on Add Grades then select 7thA class name from the drop down box, the system displays names of all subjects that are taught in 7th standard plus the names of all students in 7th A class. Then she enters the marks of each student for a subject to the system and saves the changes after marks of each subject is entered. She repeats this for each class. Calculate Grades: Actor(s): Sarah (academic vice principal) 12

When marks for all subjects of one class is entered in the system, Sarah clicks on calculate results and can see the students sorted by position and also can print them. The system will show the student's in-class position. Top Three Students: Actor(s): Sarah (academic vice principal) To find out who are the top three students of school, Sarah logs into the system she clicks on Top Students link, then the system displays a drop down box where she can select Class wide, Standard wide or School wide options to find the top three students, when she selects School wide option the system displays the top three students of the school, and when she selects standard wide option the system displays another drop down box from which she can select a standard and the system displays the top three students for that standard. And when she selects class wide the system displays a drop down box where she can select a class and the system displays the top three students for the selected class. Transcript Creation: Actor(s): Sarah (academic vice principal) One of the 9th standard students comes to Sarah and says that she wants to change her school, therefore needs her transcript. Sarah logs in to the system she searches the student by name and fathers name and then clicks on create transcript. The system creates a transcript of the student based on year and all the marks that she had taken in these nine years are listed in the transcript. Sarah prints the transcript and gives it to the student. Edit Grades: Current Situation: Usually grades of the students are no longer editable once they are entered but there is only one exception that when a student is not satisfied with his/her grades in a specific subject, he/she can complain to the administration office of school by writing an official letter and can get the permission that his/her paper must be revised in his/her presence and the presence of three inspectors that can be the subject teacher and two other teachers who are selected by the vice principal. So in this case if there were any mistakes made by the subject teacher, then the committee will give the student the marks he/she deserves and this way grades of the student can be edited. Future System: Actors: Seema (9th class student), Wali (math teacher), Sarah (academic vice principal) and Kabir (principal)

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Seema has gotten 60 in math subject exam but she is not satisfied with this marks because she submitted a good paper so she goes to the vice principal Sarah and requests for revising her paper. Sarah informs Kabir the principal about this issue, Kabir creates the committee whichs members are Wali,Kabir and Sarah. They look at Seemas paper and find out that Wali had made a mistake in checking the paper and instead of 90 he wrote 60 on her paper. So Sarah will now have to edit Seemas marks in the system. Sarah logs in to the system and clicks on Edit Grades button. Another page appears where she has to choose the class title, and then the student name and the subject that she wants to edit its grade. After she chooses class 9th B then Seemas name and math as the subject, the system shows Seemas current math grade and also there is a button named Edit when Sarah clicks on this button, a text box appears which says enter editing password. This password is only known by Kabir so Sarah asks Kabir to come to her office and enter the editing password. Kabir comes and enters the password and the table cell for Seema is now editable and Sarah writes 90 in it and saves the changes. Now Sarah has to recalculate the results of all students of class 9th B because there is now 30 marks difference in Seemas total number so her position might change in the class. So she goes to Calculate Marks and chooses 9th class and clicks on Calculate and the system shows the changes. Now Seema has got the second position in her class and Sarah prints the result. Change Editing Password Actor(s): Kabir (principal) Kabir wants to change the editing password so he logs in to the system. He clicks on Change Editing Password button and the system asks him to type the old password and then he has to type the new password in the two text boxes below the he click on Done button and the password is created and stored in the system. And he clicks on home link to go back to homepage. Change User Password Actor(s): Sarah (academic vice principal) Sarah wants to change her password so she logs in to the system. She clicks on Change Password button and the system asks her to type her old password and then she has to type her new password in the two text boxes below the she click on the change password button and the password is created and stored in the system. And she clicks on "home" link to go back to homepage.

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4.4.1.3 Student Promotion Scenarios Current Situation: Actor(s): Sarah (academic vice principal) The school year is finished and the results are known so Sarah has to promote the successful students to the next grade, so she makes a table based on last years results table. In the table she writes the title of each class and in the students column she adds the number of successful students of last year, the failed students from one grade higher, the excluded students (those who didnt have the right to study in the previous year because of lack of presence in the class) and the second chance examined students. Then she calculates the total students for that standard. She has to take care that she has to divide the total number by 40 because there should be no more than 40 students in one class, so if the total was more than 40 she should make more than one class of one standard and name it A, B Future System: Actor(s): Sarah (academic vice principal) The school year is finished and the results are known so Sarah has to promote the successful students to the next class so she logs into the system, she clicks on Manage Students Grade and then Promote Students to Next Standard and then for each class she clicks on Promote to Next Standard button and the system takes the passed students from this grade, failed students from one grade higher, excluded students of this grade and second chance examined students and all of the students are promoted. Sarah selects 11th standard so all of 11th classes are listed, then she selects all of the 11th classes and clicks on promote to next class. Because the total number of students is 386 the system creates 10 classes of this grade which are named as 12th A, 12th B, 12th C Promoting one student: Current situation: Actor(s): Sarah (academic vice principal) When a student is very intelligent and wants to leave one grade behind, is examined in the beginning of the school year, if the student is successful he/she is promoted one grade higher. For this reason Sarah will make a report by writing his/her previous standard's grades and his/her promotion exam marks. This paper will be signed by head master and principal in either cases of the students success or failure. If the student is successful, he/she is promoted to the next standard. Future System: After logging in to the system, Sarah clicks on Promote Students to Next Standard and clicks on promote only one student then she 15

searches the student by name and fathers name. when the system finds the student she cant promote the student to the next standard directly . So she clicks on Add Promotion Exam Grades button and she selects the standard that the student is leaving behind and adds the student's grades for all the subjects that are taught in that standard. And at the end she clicks on Promote student to the next Standard button. 4.4.1.4 Graduate Students Report Scenarios Current Situation: Actor(s): Sarah (Vice principal) When the school year is finished the successful students of 12th standard are considered as graduates and the school needs to prepare a report of the graduated students information so that is sent to Department of Education. Sarah will write the names, grades and other information of the graduated students in a register book and send it to Department of Education. Future System: After logging in to the system Sarah will click on Manage student Grades then she clicks on Create Graduate Report, the system displays a page where Sarah can select a year and then she will click on create graduate report and then the system will create a table of all graduated students of the specified year and their necessary information, and Sarah can print them. 4.4.1.5 Adding Previous School Marks of a Student that comes to school holding a leave certificate from another school Scenario Actor(s): Sarah (academic vice principal) When Sarah adds a new student who changed school from another school to this school, she will also have to enter the student's previous grades. So she is already logged in to the system and she clicks on Add Previous Grades button and the system displays a page where Sarah can select a standard and add the student's grades for that standard and submit the changes at the end, and she can add grades for all of the previous standards of this student. 4.4.1.6 Move student from one class to another in the same grade Scenario Actor(s): Sarah (academic vice principal) Some days after the promotion of students from one standard to the next some new students are admitted to the school in 5th standard and 16

they need to be added into the system, but there is a problem that all classes of 5th standard are full so the system adds a new class of fifth standard automatically and adds the new students to this class but the number of all these students is 15 so Sarah thinks that it is a good idea to move some students of other 5th standard's classes to this new 5th class. So she clicks on Move students preserving their standard link and then she selects the standard, then the classes of the selected standard appear, she selects the class from which she wants to move students and also the destination class, after that the students of source class appear in the list so she selects the names of the students and clicks on move to destination class. 4.4.1.7 Search Student Scenario Search Student by Name and Fathers Name Actor(s): Sarah (Vice principal) One of the graduated students of the school comes to Sarah and says that she needs her transcript. Sarah logs in to the system she must search the student by name and fathers name so she clicks on Search Students. Another page appears where Sarah can enter name and father name of the student and click on Search button, when the student is found Sarah can view the students information or print her transcript or promote the student to one standard higher. 4.4.1.8 Add Resource Scenarios Add Subject: Actor(s): Sarah (academic vice principal) Sarah logs in to the system for the first time so she needs to add subjects in the system. So she clicks on Add Subjects button and enters subject names and saves the changes. Edit/Delete Subject: Actor(s): Sarah (academic vice principal) Sarah finds out that a subject name is entered wrong in the system so she clicks on Subjects button then she can edit or delete any subject that she wants. Add Room: Actor(s): Sarah (academic vice principal) Sarah logs in to the system for the first time so she needs to add room numbers/names in the system. So she clicks on Add Rooms button and enters room numbers and saves the changes. Edit/Delete Room: Actor(s): Sarah (academic vice principal)

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Sarah finds out that a room number is entered wrong in the system so she clicks on Rooms button then she can edit or delete any room that she wants. Add Class: Actor(s): Sarah (academic vice principal) When the new school year begins and new students are admitted to the school Sarah needs to add students to classes so Sarah logs in to the system and she clicks on Add Classes button and enters class names and saves the changes. Edit/Delete Class: Actor(s): Sarah (academic vice principal) Sarah finds out that a class name is entered wrong in the system so she clicks on Classes button then she can edit or delete any class that she wants. Add Department: Actor(s): Sarah (academic vice principal) Sarah logs in to the system for the first time so she needs to add department names in the system. So she clicks on Add Departments button and enters department names and saves the changes. Edit/Delete Department: Actor(s): Sarah (academic vice principal) Sarah finds out that a department name is entered wrong in the system so she clicks on Departments button then she can edit or delete any department that she wants. Set Room to Class: Actor(s): Sarah (academic vice principal) Before creating the timetables Sarah needs to set a room to every class, so she logs in to the system, then she clicks on Set Resources link and then a page appears where she can set classes to rooms, set teachers to classes and set subjects to teachers. She clicks on Set Room to Class link and a page appears where she can click on a drop down box to select a class and a room in another drop down box, and click on Set button. Set Teacher to Class: Actor(s): Sarah (academic vice principal)

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Sarah needs to set a class teacher to every class, so she logs in to the system, then she clicks on Set Resources link and then a page appears where she can set classes to rooms, set teachers to classes and set subjects to teachers. She clicks on Set Teacher to Class link and a page appears where she can click on a drop down box to select a class and a teacher in another drop down box, and click on Set button. Set Subject to Teacher: Actor(s): Sarah (academic vice principal) Before creating the timetables Sarah needs to set a subject to every teacher, so she logs in to the system, then she clicks on Set Resources link and then a page appears where she can set classes to rooms, set teachers to classes and set subjects to teachers. She clicks

on Set Subjects to Teacher link and a page appears where she can click on a drop down box to select a subject and a teacher in another drop down box, and click on Set button.

4.4.2 Usecase Diagram

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4.4.3 Detailed Usecases


Use case name: Sign in Participating actors: adminVp, principal, acadVp Entry conditions: The user name exists in the system. Flow of events: The system displays a page for entering username and password. The user enters his/her username and password in the fields. The user clicks on Log in button. The system gives the user access to his/her home page. OR The system informs the user that the user name or password was wrong. Exit conditions: The system displays the home page of the user. OR An error has occurred. Special requirements: Use case name: Change Password Participating actors: adminVp, principal, acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Change Password link. The system displays a page for entering the old and new password. The user enters his/her old and new password in the fields. The user clicks on Change Password button. The system gives the user an operation successful message. OR The system informs the user that the password was wrong. OR the system informs the user that the passwords entered did not match.

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Exit conditions: The password is successfully changed. OR An error has occurred. Special requirements: Use case name: Change Editing Password Participating actors: principal Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Change Editing Password link. The system displays a page for entering the old and new editing password. The user enters his/her old and new editing password in the fields. The user clicks on Change Password button. The system gives the user an operation successful message. OR The system informs the user that the password was wrong. OR the system informs the user that the passwords entered did not match. Exit conditions: The password is successfully changed. OR An error has occurred. Special requirements: Use case name: Log out Participating actors: adminVp, principal, acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Logout link. The system gives the user logout successful message. Exit conditions: The user is successfully logged out Special requirements: Use case name: Search Student 21

Participating actors: adminVp, principal, acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Search Student link. The system displays a page for entering the key word for search. The user enters students name and father's name in the fields. The user clicks on Search button. The system displays the specified students information. OR The system gives a message that the student was not found. Exit conditions: The student is found. OR An error has occurred. Special requirements: Use case name: Create Graduate Students' Report Participating actors: adminVp, principal, acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Create Graduate Students' Report link. The system displays a page where the user can select year and click on Generate Report button. The system displays the specified year's graduated students' report. OR The system gives an error message. Exit conditions: The students are found. OR An error has occurred. Special requirements: Use case name: View Timetable Participating actors: adminVp, principal, acadVp Entry conditions: The user is logged in to the system. 22

Flow of events: The user clicks on Timetable link. The system displays the current timetable Exit conditions: The timetable is displayed. OR An error has occurred. Special requirements: Use case name: View Students' Grades Participating actors: adminVp, principal, acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Students' Grades link. The system displays a page where the user can select year and class and then click on View Marks button. The system displays the specified year's and class's students' marks. OR The system gives an error message. Exit conditions: The students are found and marks are displayed. OR An error has occurred. Special requirements: Use case name: Top Three Students Participating actors: acadVp, principal, adminVp Entry conditions: The user is logged in to the system. AND All students' grades are calculated. Flow of events: The user clicks on Top Three Students link. The system displays a page where the user can select a category that is either class, standard or school. The user selects school. OR The user selects standard. 23

OR The user selects class. The System displays the top three student according to the selected category OR The system gives error message (I.e. grades not calculated for all classes) Exit conditions: Top three are displayed OR An error has occurred. Special requirements: Use case name: Create Timetable Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Timetables Management link. Then clicks on Create Timetable link. The system displays a page where the user can enter year, timetable title and select classes and then click on Create button. The system displays the timetable. OR The system gives an error message. Exit conditions: The timetable is displayed. OR An error has occurred. Special requirements: Use case name: Create Exam Timetable Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Timetables Management link. Then clicks on Create Exam Timetable link. 24

The system classes and The system OR The system

displays a page where the user can enter year and select then click on Create button. displays the timetable. gives an error message.

Exit conditions: The timetable is displayed. OR An error has occurred. Special requirements: Use case name: Edit Timetable Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Timetables Management link. Then clicks on Edit Timetable link. The system displays a page where the user can open a drop down text box of subjects in each cell of the table and select any subject and then click on Save button. The system updates the timetable. OR The system gives an error message that the subject is not valid for this standard. Exit conditions: The timetable is displayed. OR An error has occurred. Special requirements: Use case name: Delete Timetable Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Timetables Management link. Then clicks on Delete Timetable link.

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The system displays a page where the user can select daily timetables or exam timetables of any year. The system asks the user if they want to delete the current timetable and then click on Confirm button. The system removes the timetable. Exit conditions: The timetable is deleted. Special requirements: Use case name: Delete Timetable Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Timetables Management link. Then clicks on Delete Timetable link. The system displays a page where the user can select daily timetables or exam timetables of any year. The system asks the user if they want to delete the current timetable and then click on Confirm button. The system removes the timetable. Exit conditions: The timetable is deleted. Special requirements: Use case name: Promote Students Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Student Grades link. Then clicks on Promote Studnets link. The system displays a page where the user can select a class or click on Promote all students. The system promotes the students to next standard. Exit conditions: The students are promoted. 26

OR An error has occurred. Special requirements: Use case name: Add Subject Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Add Subjects link. The system displays a page where the user can add subject name. The user clicks on Save Subject button. The system stores the subject name. OR The system gives an error message Exit conditions: The subject is saved. OR An error has occurred. Special requirements: Use case name: Add Room Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Add Rooms link. The system displays a page where the user can add Room name. The user clicks on Save Room button. The system stores the Room name. OR The system gives an error message Exit conditions: The room is saved. OR An error has occurred. Special requirements: 27

Use case name: Add Class Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Add Classes link. The system displays a page where the user can select a Standard and add Class name. The user clicks on Save Class button. The system stores the class name. OR The system gives an error message Exit conditions: The class is saved. OR An error has occurred. Special requirements: Use case name: Add Department Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Add Deparments link. The system displays a page where the user can add department name. The user clicks on Save Department button. The system stores the department name. OR The system gives an error message Exit conditions: The department is saved. OR An error has occurred. Special requirements: Use case name: Edit Department 28

Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Modify Deparments link. The system displays a page where the user can select a department name. The user clicks on Edit Department button. The system updates the department name. Exit conditions: The department is updated. Special requirements: Use case name: Delete Department Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Delete Deparments link. The system displays a page where the user can select a department name. The user clicks on Remove Department button. The system removes the department name. Exit conditions: The department is deleted. OR An error has occurred. Special requirements: Use case name: Edit Room Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: 29

The user clicks on Resources link. Then clicks on Modify Rooms link. The system displays a page where the user can select a room name. The user clicks on Edit Room button. The system updates the room name. Exit conditions: The room is updated. Special requirements: Use case name: Delete Room Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Delete Rooms link. The system displays a page where the user can select a Room name. The user clicks on Remove Room button. The system removes the room name. Exit conditions: The room is deleted. OR The system gives an error message Special requirements: Use case name: Edit Class Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Modify Classes link. The system displays a page where the user can select a standard and a class name. The user edits the class. The user clicks on Edit Class button. The system updates the class name.

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Exit conditions: The class is updated. Special requirements: Use case name: Delete Class Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Delete Classes link. The system displays a page where the user can select a class name. The user clicks on Remove Class button. The system removes the class name. Exit conditions: The class is deleted. OR An error has occurred. Special requirements: Use case name: Edit Subject Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Modify Subjects link. The system displays a page where the user can select a subject name. The user clicks on Edit Subject button. The system updates the subject name. Exit conditions: The subject is updated. Special requirements: Use case name: Delete Subject Participating actors: acadVp

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Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Resources link. Then clicks on Delete Subjects link. The system displays a page where the user can select a subject name. The user clicks on Remove Subject button. The system removes the subject. Exit conditions: The subject is deleted. OR The system gives an error message Special requirements: Use case name: Add Grade Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Student Grades link. Then clicks on Add Grades link. The system displays a page where the user can select a standard and a class The system displays an editable table of subjects and students' names for adding their grades. The user fills in the grades. The user clicks on Save Grades button. The system updates the student information. OR The system gives error message (I.e. mark is out of range) Exit conditions: The marks are added. OR An error has occurred. Special requirements: Use case name: Calculate Grade Participating actors: acadVp Entry conditions: 32

The user is logged in to the system AND Grades of all subjects of a certain class is entered in the system Flow of events: The user clicks on Student Grades link. Then clicks on Calculate Grades link. The system displays a page where the user can select a standard and a class. The system displays an non editable list of students for their grades. The user clicks on Get results button. The system displays the student results and saves it automatically. OR The system gives error message (I.e. marks of maths subject is not entered to the system) Exit conditions: The marks are calculated. OR An error has occurred. Special requirements: Use case name: Edit Grade Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Student Grades link. Then clicks on Edit Grades link. The system displays a page where the user can select a standard and a class name. The system displays an non editable list of students with their grades. The user clicks on Edit button next to the student who's grade needs editing. The system asks for Editing Password. The user enters editing password. The system allows editing of that specific cell. The user edits the grade. The user clicks on Save Grade button. The system updates the student's information. Exit conditions: 33

The mark is updated. OR An error has occurred. Special requirements: Use case name: Create Transcript Participating actors: acadVP, principal Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Student Grades link. Then clicks on Create Transcript link. The system displays a page where the user can search one student or select a standard and a class name. The user clicks on Create Transcript button. The system displays the result. OR The system gives error message (I.e. student not found) Exit conditions: The marks are added. OR An error has occurred. Special requirements: Use case name: Move Student Participating actors: acadVp Entry conditions: The user is logged in to the system. AND The student is already added to the system. Flow of events: The user clicks on Student Grades link. Then clicks on Move student from one class to another preserving the Standard link. The system displays a page where the user can select source and destination classes. The system displays the classes of the same standard as the source class in the destination class name's drop down box. The system displays all students of source class. The user selects a destination class. 34

The user selects some students of the source class and clicks on Move to Destination Class button. The system saves the changes. OR The system gives error message (I.e. destination class already full) Exit conditions: The students are moved. OR An error has occurred. Special requirements: Use case name: Add Previous School Marks Participating actors: acadVp Entry conditions: The user is logged in to the system. AND The user has just added a new student in the system who joined this school having a leave certificate from another school. Flow of events: The user clicks on Add previous standards' marks link. The system displays a page where the user can select a class name that's standard is less than the students current standard. The system displays list of all subjects of this standard. The user adds grades for all the subjects. The user clicks on Add next standard's marks button. OR The user clicks on Finished button. The System saves the changes OR The system gives error message (I.e. mark out of range) Exit conditions: The marks are added. OR An error has occurred. Special requirements: Use case name: Set Room to Class Participating actors: acadVp

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Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Set Resources link. The system displays another page with more links. The user clicks on Set Room to Class link. The system displays a page where the user can select a room and a class name. The user selects room and class and clicks on Set button. The System saves the changes Exit conditions: The room is reserved for the class Use case name: Set Subject to Teacher Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Set Resources link. The system displays another page with more links. The user clicks on Set Subject to Teaher link. The system displays a page where the user can select a teacher and a subjects names. The user selects teacher and subject and clicks on Set button. The System saves the changes Exit conditions: The subject is saved for the teacher Use case name: Set Teacher to Class Participating actors: acadVp Entry conditions: The user is logged in to the system. Flow of events: The user clicks on Set Resources link. The system displays another page with more links. The user clicks on Set Teacher to Class link. The system displays a page where the user can select a teacher and a class name. The user selects teacher and class and clicks on Set button. 36

The System saves the changes Exit conditions: The teacher is reserved for the class Special requirements:

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4.4.4 Class Diagram

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4.4.5 Class Diagram After Mapping

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