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International Journal of Computer Science and Information Security (IJCSIS),

Vol. 17, No. 4, April 2019

Requirements Specification for Online Admission


System
Samer Malalha
Faculty of Technology and Applied Sciences
Al-Quds Open University, Jerusalem, Palestine
Smalalhah@qou.edu

Abstract—Student Admissions is the process in which all document through the link so whenever the document needs to
applicants to The University they apply for admission. starts with be updated or it is updated or changes then it should be
the completion of student admission form by the perspective quickly detectable [3].
student through the manual university admission department [1], The cost for the management and saving in paper documents is
the student may print and download the form and also come
increasing rapidly. In case of record keeping in the store to
directly from the university.
keep documents safe archive its more expensive. The system
The second stage will be the University Admission Department of documentation is open to security threats. After these the
will review and consider the application for admission and it will requirement of the paper documentation processes is required
check that all the pre-requisite and required information which is to be converted into the electronic documentation. Regarding
mandatory is provided or not, also the documentation required these mentioned issues the electronic document management
with the form just like degree and certificates required are system will solve the major issues pertaining to the
attached with the form or not. [1]. conventional paper documents [3].
The documents are the central and major part of any esteemed
This paper describes an approach to writing Requirements
specification for online admission system at Alquds Open organization. Despite of other functions these are very
University as an example. The requirements should unify the key important in relevance to their role of communication inside or
members involved in an efficient manner while automating as outside the organization and keeping organization history in
much of the process as possible, the system requirements and reserves. The office workers of any organization are spending
specification culminated in a well-rounded, which make the sixty percent (60%) of their time to handle documentation.
implementing system to allows students, admissions staff and Keeping in eye on these facts various organizations are trying
tutors alike an easy method of applying for and reviewing to improve the process of documentation via applying
applications for the Alquds Open University. If used and information technology application into the organization,
improved, this should speed up the current process considerably,
unfortunately the development in this connection is being
remedying many of the current problems encountered.
slower. In other hand the global information technology and
vide recent developments and enhancements in the
I. INTRODUCTION information technology brought us latest storage capacities,
high performance computing and system integration which
Nowadays mostly all the process and work of the admission makes these systems and technologies more reliable and
department is being done manual through using pen and paper, comfortable so that to convert from paper to the electronic
which makes the process of admission slower and time documentation became flexible and media brought the rich set
consuming. It is required to design of a computerized too in terms of the electronic documentation. [4].
automated student admission system, to speed up and make it Mostly organizations specially the large scale corporate
easy to use system. Currently the QOU is having 65000 organizations are producing large amount of papers. One study
number of students enrolled in various programs. Considering conducted for record managers at United States (U.S) shows
that number of enrolled students more than approximately that about three hundred eighteen (318) billion papers in the
10000 student applications is expected every year [2]. files and ninety two (92) billion new papers are added every
The conventional business of the organizations which is based year.
on documentation is done by papers so it causes many The computers are printing seven hundred seventy five (775)
weaknesses. For instance, the documents which are paper billion papers every year. During the year 1990 the new papers
based are likely to be lost or forgotten and it provides many required three point one (3.1) million tons of the paper [5].
risks when they are transmitted through various mediums like Mostly the forms of business are the major part of said
mail, telegraph and fax. In result the need of the electronic paperwork. Unites States (U.S) organizations are spending
document processing system is required to encounter these more than six billion dollars (6 USD) every for the reprinting
problems or to eliminate the weaknesses of the traditional of these documents, and the distribution and processing cost is
manual paper based documentation. Off course the electronic ninety four to one hundred twenty billion dollars (94 to 120
system might bring some legal consequences but if the system USD) per year [6]. The space required for file keeping is main
is secure so it must have the trust of the all stakeholders in the problem also the handling of the documents is major task for
system. The author or document owner must own the the worker in the organizations. In reality the ninety percent

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International Journal of Computer Science and Information Security (IJCSIS),
Vol. 17, No. 4, April 2019

(90%) of the communication is having the paper involvement because it is very hard to travel from one area to another
even though there are large applications of information in Palestine due to the security check points, which cause
technology emerged in the operation of the offices, but yet the transportation delays resulting in reaching a destination
paperless office term is widely discussed and researched by three to four hours late. Due to the political conflict,
various researchers [7]. security and mobility issues Palestine has had that caused
The researchers dream to the paperless office or organization challenges in achieving an education, distance learning is
is being progressive. But still the office workers are handling the Palestinian students’ solution to meet their educational
documents and wasting their time on the document handling goals [2].
from 40 to 60 percent (40% to 60%) [8] the organizations are
looking forward to the enhancements in the storage capacity, History of QOU
high performance computation and the integrations for the
Al-Quds Open University (QOU) was established in 1991
technology to handle documents in more effectively.
across Palestine to provide distance learning to the
The major aim this study is to collect the software
requirements for the Online Admission System for the QOU. It Palestinians to solve the social, the culture, and, more
focuses the complete information and specification about the importantly, the occupation of the country obstacle. QOU is
operations of the admission in QOU. This system will automate the first university among Palestinians and Arab universities to
the admission operation and processes which are already being adopt distance learning [2].
handled in manual way which causes loss or delay of the By 2000, QOU had 9 study centers throughout Palestine with
admission documents. Off course it will speed up the current about 10,000 students. As of 2007, QOU offers five
admission manual system by replacing online admission undergraduate programs (economics and commerce, social
system which will bring a better interaction between the work, education, agriculture, and information technology)
admission office and the perspective student. through more than 22 study centers in the West Bank and
Gaza with more than 50, 000 students, two centers in Saudi
II. RESEARCH QUESTIONS Arabia, and one center in the United Arab Emirates. There is a
potential of opening other centers of QOU across Arab
This study brings answers to the following questions: countries [2].
 How to minimize human involvement, data
redundancy and paperwork? Web-Based System
 How to maximize the availability, transparency, Online also refers as web. A Web-based/online system is a
accuracy, reliability and productivity normal application that runs on a web browser. The web based
applications uses objects and form to alter them. The access of
III. OBJECTIVES the web is safe to use the information from where the users
retrieve the information. The web page might be displaying
 To determine the system requirement and the information in tabular form or in the form of lists too but
specification. information display is keep changing according to the user
demands [9].
 To design the system requirement and specification.
According to [10] those applications which are available or
used from the web server that are called web based
IV. LITERATURE REVIEW applications accessed though browser and by the web
protocols can be accessed globally. There are two major key
This chapter illustrate about the literature review features of the web application are the generation of contents
regarding the study carried out. It provides the knowledge or information are having update which is real time anywhere
of the previous studies done about this research and also in the world it accessed it must be updated and accessed by the
the other others views pertaining to this research study. users [11].
The contents of this chapter contains, AL-QUDS Open An application for the web is sub part of the software
University introduction, blending learning, document applications which gives facilities to the users the usage of a
processing, web and internet, JSP, other tools and web server. The web application is based or lies in the network
technologies. of the World Wide Web (WWW) or internet. The user of the
web application is able to access the web page by using web
AL-QUDS OPEN UNIVERSITY (QOU) browser [11]. The application of the web applications is many
real world areas like education, government, business and
military etc [11].
Al-Quds Open University (QOU) is located in Palestine,
the major goal of this university is to provide distance
learning in higher education for the Palestinians. The Al-
Quds Open University, which is the first and only legal
distance education university in Palestine, was created Web Application Architecture

15 https://sites.google.com/site/ijcsis/
ISSN 1947-5500
International Journal of Computer Science and Information Security (IJCSIS),
Vol. 17, No. 4, April 2019

documentation shows in the below diagram of the


The vast success and usage of the web applications increased methodology
the requirement of the web architecture which can fit the
current needs and which suits to the distributed internet
applications. The web based architecture considers the Requirement Analysis
scalability, security, interface, encapsulations to improve the
performance and transaction of the components of the web
based applications [12]. Design Requirement
A general and popular web architecture designed for the web Model
based applications is depended on the 3-tyre architecture. It
includes the web server, database and client. This general Documentation
architecture applies to the all web based applications in the
different technologies too for example Sun and Microsoft. Figure II: Object Oriented Methodology [16]
The foundation of any web based application is based on the
server sided components. The server components might be
having various layers. The general 3-layered architecture is
having data layers, presentation layer and business layers as it VI. REQUIREMENT ANALYSIS
is illustrated in the following Figure 1

In this stage of methodology the researcher identify major


requirements pertaining to the prototype to be developed. This
phase is very important in prototypes identification of
requirements, and the perception of the scope and objective of
the problem. In relation to that the knowledge of problem is
that the services of QOU admission using online service any
where any time. In this stage the problem statement, the
objective and the scope would be clear enough.
Requirements are a formal definition of a system and reflect
the needs of users for a system that helps to solve problems.
The phase presents the perspective student and staff
requirements expected from the Undergraduate Online
Admission System for QOU.

Data Collection

Figure I: Web Application Architecture [13] Data collection is vital in producing a requirement model and
prototype that actually fulfilled users’ needs. The interview
V. METHODOLOGY method used to collect data in this research. The researcher
conducted meeting with the head of admissions department in
the QOU this process was implemented through face to face
INTRODUCTION interview. This interview has been taken as a sample, to know
The definition of research methodology gives the what exactly the how the manual admission process is
understanding of the activities to be performed in research, conducted in the QOU and also to identify the weakness of the
how to do it, how the researchers can quantify upgrading and current process. Also to know what is the admission office
which will represent the achievement. This chapter describes needs from the online web system. Moreover, I discussed with
the methodology that used in this study. There is not only the many applicant of the QOU about their demands and
providing the collection of methods to carry out research but it easiness required from the system.
provides a systematic way to achieve the goals and reach
solution to the problem [14]. Suggestion
Design research aims to explain, understand and improve on
the behavioral of aspects of information system by analyzing The solution for solving the problem in this study is to design
the use and performance of designed artifacts, such as and develop a web based system to increase the interaction in
algorithm [15]. admission office and the applicants of QOU, so the student
The methodology in this study consists of six phases and these can easily request admission. The outcome of this stage will
are awareness of problem, requirements analysis, design bring up a provisional Design. The system analysis and design
requirements model, development, evaluation and testing, and or model of the system includes Rational Rose diagrams. The
Rational Rose diagrams will contain the use case diagrams

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ISSN 1947-5500
International Journal of Computer Science and Information Security (IJCSIS),
Vol. 17, No. 4, April 2019

that can be detailed into sequence diagrams for every use case
and class diagram.
OAS_02 Login

DESIGN REQUIREMENT MODEL 4. OAS_02-01 User must key in the M


username and password and
The designers and developers of the web application are press Sign In button to
encountering various issues and challenges in the development login.
phase of the projects. From those issues some major issues are
5. OAS_02-02 User can press Forget User- D
data handling, user interaction and structure of the web based
Pass button
application [17]. The UML diagrams for this system will be
created by using rational rose. 6. OAS_02-03 System will verify the login M
information
The usability provides level of user satisfaction in terms of full
usage is being provided to the end users or not, by that users
could be assisted or supported, and to achieve business OAS-03 Apply Online
objectives of the organization. The unexpected events and
time to time changes in the system requirements may arise so 7. OAS-03-01 User can apply online by M
the online development will be a important part for providing click on apply online button
business services of the organization over internet [18]. 8. OAS-03-01 User must fill the M
In the software design process the design is very essential information form
part. If the design is not accurate it may result in less access to
the usable features of the system. Thus, user requirements has 9. OAS-03-02 User can return back to M
been collected and analyzed very carefully. This study adopts main page by click on Home
button.
the object-oriented (OO) approach to design a prototype of the
proposed system. Use case diagram, sequence diagrams and
class diagram are produced during this stage.
OAS-04 Payments

REQUIREMENTS ANALYSIS 10. OAS-04-01 User must Choose the M


payment method.
The functional requirements are gathered after conducted the 11. OAS-04-02 User must fill the payment M
interview, which are very important in creating any system. information form
Functional requirements are those which are required from the
12. OAS-04-03 User can submit the M
system to do the functions. The functional requirements for the complaint form by click
developed system are illustrated in the table I below and the Submit button.
nonfunctional requirements illustrated in the priority column,
the following abbreviations are used: 13. OAS-04-04 System will verify the
information.
 M – mandatory requirements (something the
system must do).

 D – desirable requirements (something the system OAS-05 View Application Status


preferably should do). 14. OAS-05-01 User can view application M
 O – optional requirements (something the system status by click on view
may do). button.
15. OAS-05-03 User can return back to M
Table I: Functional Requirements main page by click on Home
button.
NO. Requirement Requirement Description Priority
Id
OAS_01 Sign Up OAS-06 Update Application Status

1. OAS_01-01 User must sign up by click M 16. OAS-06-01 Administrator can update M
on Sign_Up button. application status by click
on update button.
2. OAS_01-02 User must fill the M
information form and click 17. OAS-06-02 The system will send M
on Submit button notification about updating
to the user email.
3. OAS_01-03 System will verify the M
information 18. OAS-06-03 Administrator can return O
back to main page by click

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International Journal of Computer Science and Information Security (IJCSIS),
Vol. 17, No. 4, April 2019

on Home button. 7 OAS_UCD007 Update Application


Status
8 OAS_UCD008 User Profile
OAS-07 View Personal 9 OAS_UCD009 Update Profile
Information 10 OAS_UCD010 Manage Users
19. OAS-07-01 User can show the M 11 OAS_UCD011 Add User
information by click on 12 OAS_UCD012 Update User
view button 13 OAS_UCD013 Delete user
20. OAS-07-02 User can return back to M
main page by click on Home
button.

Sign Up
OAS-08 Update Personal
Information Login
21. OAS-08-01 User must press Update M
Information button. Forget Password

Extend
22. OAS-08-02 User can update the O
information form. User
Create Application Payments

23. OAS-08-03 User can press Submits D


button. View Application Status Admin
24. User can return back to O
main page by click on Home Update Application Status
button Extend

User Profile
Update Profile Extend
Add User
QAS_09 Manage Users Extend

25. TMS_09-01 Administrator can add user O Manage Users Extend


Update User
account.
26. TMS_09-02 Administrator can remove O Delete User
user account.
Figure III: Use Case Diagram
27. TMS_09-03 Administrator can update O
user information.
As shown in Figure III there are two actors—User (Applicant)
and Administrator. User can manage Create Application,
Update Application, Update Profile, and Login. Administrator
USE CASE DIAGRAM can manage all of them including View Application Status,
Update Application Info, Edit Profile, Manage User Account,
Thirteen (13) use cases have been produced. These are Sign Add, Update and Delete User Account.
Up, Login, Create Application, Payments, View Application
Status, Update Application Status, View Profile, Update
Profile, Manage User Account, Add, Update, and Delete User USE CASE SPECIFICATION
Account. Table II describes the use cases.
The use case specification provides detail descriptions of the
Table II: Use Case Look-up Table interaction between the actor and the system. There are
thirteen (13) use cases specification based on the each use case
No. Use Case ID User Case Name identified. These are as follows:
1 OAS_UCD001 Sign Up  Sign Up [OAS_UCD001]
2 OAS_UCD002 Login  Login [OAS_UCD002]
3 OAS_UCD003 Forget Password  Forget Password [OAS_UCD03]
4 OAS_UCD004 Create Application  Create Application [OAS_UCD004]
5 OAS_USD005 Payments  Payments [OAS_UCD005]
6 OAS_UCD006 View Application  View Application Status [OAS_UCD006]
Status  Update Application Status[OAS_UCD007]

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International Journal of Computer Science and Information Security (IJCSIS),
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 User Profile [OAS_UCD008] ─ If user name and email_address in already in use,


 Update User profile [OAS_UCD009] the controller will show ―user name or Email Address
 Manage Users [OAS_UCD010] is available‖.
 Add User [OAS_UCD011] Post Condition
 Update User [OAS_UCD012] ─ User got user name and secret password.
 Delete User [OAS_UCD013] Use Case Specification Login [OAS_02]

Use case specifications are on functional and non-functional


requirements of the proposed Online Admission system are
shown in Appendix C. User Login Admin

Use Case Specification Sign up [OAS_01]


Figure V: Use Case Specification Login
Short Description
─ This case is started by a user (Applicant & Admin)
that wants to login to Online admission system. This
use case will available the applicant and
User Sign Up administrator/staff to do so.
Prerequisite
─ User must have correct user name & secret
Figure IV: Use Case Specification Sign Up password.
The Properties Of Activation
Short Description ─ Execution stops on user request (Event Based).
─ The above use case is started by the user that wants Order/Sequence of Events
to create an account to insert online admission Normal order/sequence
system. ─ The use case starts once a user enters their user
Prerequisite name and secret password.
─ User must have correct email_address. ─ A user is able to click <<Login>> key.
The Properties Of Activation ─ The controller must check a correct user name and
─ The activation finish upon user request (Event secret password and insert for the controller [E1
Based) WRONG USER NAME OR SECRET
Order/Sequence Of Events PASSWORD].
Normal order/sequence ─ The controller will show main page area.
─ The use case started once a user press ─ The use case will stop.
<<Sign_Up>> button. Another Order/Sequence
─ The controller will put on view a form that the user ─ Not Applicable
must fill. The user should press submit.[E1Incorrect Exceptional Order/Sequence
Information] E-1 WRONG USER_NAME OR SECRET
─ The controller will verify User name and Email PASSWORD
address [E-2USER NAME OR Email Address already ─ The controller will verify user name and secret
available]. password with records.
─ The controller will show successful massage. ─ In condition of user name and secret password do
─ The use case will stop. not match with records, the controller will show
Another order/sequence ―Incorrect user name or secret password‖.
─ Not Applicable Post Condition
Exceptional order/sequence will show ─ User is able to administer login interface.
E-1 Incorrect Information.
The controller will first ensure that the email_address
and secret password are given. In case the Use Case Specification Forget Secret Password [OAS_03]
email_address or secret password pattern is not
followed the controller will show a message ―wrong
Information‖ E-2 USER NAME OR Email Address
is available. User Forget Password Admin
─ The controller will verify user name and Email
Address in records.
Figure VII: Use Case Specification Forget Password

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ISSN 1947-5500
International Journal of Computer Science and Information Security (IJCSIS),
Vol. 17, No. 4, April 2019

Short Description ─ The controller will show successful message.


─ This case is started by a user (Applicant & Admin) ─ The use case will stop.
that wants to return back secret password. This use Another Order/Sequence
case will provide the applicant and administrator to ─ Not Applicable
do so. Exceptional Order/Sequence
Prerequisite E-1 Please fill entire the required information
─ User must have correct user name & Email ─ The controller will verify if entire information is
Address. files or not.
Order/Sequence of Events ─ If some information missing or not filled, the
Normal Order/Sequence controller will show ―please fill entire the
─ The use case starts once a user press <<Forget information‖.
secret password>> button. The controller will show a Post Condition
form that the user should fill his email_address in it. ─ User is able to submit the application.
─ The controller will verify a correct email_address
that entered to the controller [E-1 WRONG EMAIL Use Case Specification Pay The Payments [OAS_05]
ADRESS].
─ The controller will show secret password
successfully stop massage.
Payments
─ The use case will stop. User
Another Order/Sequence
─ Not Applicable
Exceptional Order/Sequence Figure IX: Use Case Specification Payment
E-1 WRONG EMAIL ADRESS.
The controller will validate the email_address that the Short Description
user entered in the records. ─ This case is started by a user (Applicant & Admin)
If the email_address does not available the controller that wants to view application status. This use case
will show ―wrong email_address‖. will available for applicant and administrator.
Post Condition Prerequisite
─ User got secret password. ─ User must have correct user name & secret
Use Case Specification Create Application [OAS_04] password.
The Properties Of Activation
─ Execution stops on user request (Event Based).
Order/Sequence Of Events
Normal Order/Sequence
Create Application
User ─ The use case starts once a user presses the <<View
Application Status>> button on the main menu.
─ Controller will get a status of the specific
Figure VIII: Use Case Specification Forget Password applicants.
─ The use case will stop.
Short Description Another Order/Sequence
─ This case is started by a user that wants to apply A-1 Back
online using online admission system. This use case ─ The controller will go back to the main menu
will be available for the applicants only. interface.
Prerequisite Exceptional Order/Sequence
─ User must have correct User name & secret ─ Not Applicable
password. Post Condition
The Properties Of Activation ─ A user is able to administer view application status
─ Execution stops on user request (Event Based). interface.
Order/Sequence Of Events
Normal Order/Sequence Use Case Specification Update Application Status [Oas_07]
─ The use case starts once a user click on create
application button then the controller will show an
application form.
─ Then the A user is able to fill the application form Update Application Status Admin
and press <<submit>> button.
─ The controller will chick if any information is Figure X: Use Case Specification Update Application Status
missing or not filled.[E-1 Please fill entire the
required information].

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International Journal of Computer Science and Information Security (IJCSIS),
Vol. 17, No. 4, April 2019

Short Description Exceptional Order/Sequence


─ This case is started by an administrator, who is able ─ Not Applicable
to update the application status. This use case will Post Condition
available for administrator only. ─ User is able to administer view profile interface
Prerequisite
─ Admin must have correct User name & secret Use Case Specification Update Profile [Oas_09]
password with administrator privilege.
The Properties Of Activation
─ Execution stops on user request (Event Based).
Order/Sequence Of Events User Update Profile Admin
Normal Order/Sequence
─ The use case starts once administrator presses the
<<update Application Status>> button on the main Figure XII: Use Case Specification Update Profile
menu.
─ Controller will show and edit status of the specific Short Description
applicants. The administrator is able to update the ─ This case is started by user (Applicant & Admin)
status and then press<<update>>button. that wants to update profile. This use case will
─ The use case will stop. available for applicant and administrator.
Another Order/Sequence Prerequisite
A-1 Back ─ User must have a correct user name & secret
─ The controller will go back to the main menu password.
interface. The Properties Of Activation
Exceptional Order/Sequence ─ Execution stops on a user request (Event Based).
─ Not Applicable Order/Sequence Of Events
Post Condition Normal Order/Sequence
─ Admin is able to administer update application ─ The use case starts once the user presses the
status interface <<update Profile>> button on main menu interface.
─ The controller will get a applicant profile from the
Use Case Specification View Profile [Oas_08] records.
─ The controller will show and edit a applicant
profile on the view profile interface.
─ The user is able to update the information and click
User Profile
<<update>>button.[E-1Incorrect Information]
User Admin
─ The use case will stop.
Another Order/Sequence
Figure XI: Use Case Specification View Profile ─ Not Applicable
Exceptional Order/Sequence
Short Description ─ E-1 Incorrect Information.
─ This case is started by user (Applicant & Admin) ─ The controller will verify if the information is
that wants to view profile. This use case will correct or not like email_address.
available for applicant and administrator. ─ If some information is or not correct, the controller
Prerequisite will show ―Incorrect Information‖.
─ User must have a correct User name & secret Post Condition
password. ─ User is able to administer view profile interface
The Properties Of Activation
Use Case Specification Manage User Account [Oas_010]
─ Execution stops on a user request (Event Based).
Order/Sequence Of Events
Normal Order/Sequence
─ The use case starts once the user presses the Manage Users Admin
<<View Profile>> button on main menu interface.
─ The controller will get a applicant profile from the
records. Figure XIII: Use Case Specification Manage User Account
─ Finally, the controller shall show a applicant
profile on the view profile interface. Short Description
─ The use case will stop. ─ This case is started by an Admin that wants to
Another Order/Sequence administer user account. This process is just available
─ Not Applicable for admin.
Prerequisite

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ISSN 1947-5500
International Journal of Computer Science and Information Security (IJCSIS),
Vol. 17, No. 4, April 2019

─ Administrator is required to login. is to speed up processing, time and provide an instant decision.
The Properties Of Activation The objective of the project to identify end-users
─ Execution stops on user request (Event Based). requirements, design a model of the system has been
4.2.11 Order/Sequence Of Events successful accomplished,
Normal Order/Sequence Designing the right requirements for QOU will facilitate the
─ This use case begin once user press <<Add>> staff and students though providing simplest way of
button on administer applicant account interface communication and electronic documentation for the
─ Controller shall show add applicant account application of the admission. This solution will provide them
interface. the functions and facilities which they require in order to do
─ Admin is able to insert applicant information. the business of that organization.
─ Admin press <<Add>> button
─ Controller will save new applicant information into
the records REFERENCES
Another Order/Sequence
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A-1 Edit http://www.qou.edu/home/en/admission_Reg/admission.jsp. 2019.
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menu. University in Leading Effective Distance Learning Programs An
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educational technology, 2(1), 55-76. 2011
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