The following is a summary of my investigation Findings:
1) Interview with Mr Skinner (College Principal)
2) Questionnaire for staff
3)Document Analysis
4) DFD
The appendix also contains the documents used at Sizewell College.
Interview Report
I interviewed Mr Skinner at the College on 12th November 2000. The following is a transcript of the questions asked:
Q) How does data get into the system?
The students complete an enrolment form and this is passed to the Secretary to be filed in the Student File. The students name is also added to the course list and the list. The course lists are filed …….
There is an information sheet for each file……
Q) Are there any forms or documents completed as part of the system.
Yes. The enrolment form completed by the student. Course list showing which student has enrolled on each course. And the Course Information sheet.
-I asked for copies of each of these documents.
Q) How is data stored or filed in the current system.
The enrolment forms are stored in order of last name.
The Course list is stored in order of Course Title
The Course Information Sheet is stored in order of Course Title.
Q) How much data is filed or how many forms are stored.
We have 30 courses and 500 students. We have 23 Teachers.
Q) Where are the files stored.
Currently stored in a filing cabinet. One for students. Details of Courses and Teachers are also stored in a filing cabinet.
Q) What information is kept on file about each student.
See Enrolment Form -Appendix
Q) What information is kept on file about each Lecturer.
See Teacher Record -Appendix
Q) What information is kept on file about each Course.
See Course Information Sheet - Appendix
Q) Are these methods adequate or do they need changing. If so, what are the problems and how should they be changed.
No. The system is really out of date and we need to computerise. We can produce the paper work needed (registers, etc) but it is time consuming to do it. We want to store the information on a computer and be able to print off information about Students and Courses and Teachers as needed.
Outputs:
Q) What information is generated by the current system.
Registers for each class. Created by the secretaries from the enrolment forms.
Coure Information sheets are used to create the prospectus each year
List of Teachers name, address & phone number.
Q) What reports or documents are produced
None really. We would like to produce reports analysing course attendance and results on the new system.
Files:
Q) How many files in this system.
Course File. Student File, Teacher File
Q) Filing method (alphabetical, numerical, etc.)
All files in alphabetical order.
Q) Where are they filed.
Filing cabinets
Q) How easy to
a) add to the file
A new sheet or enrolment form is slotted into the file. Hopefully in the correct place.
b) update information in the file
Changes are written on the forms- though they can get messy when a lot of changes are made.
c) Find information in of the files.
Not too bad if the sheets are filed properly. Not always filed properly though. If someone takes a sheet out and someone else wants it –there is a problem.
d) Remove information from the file.
We usually just throw the sheet away.
How often is the file changed (see a to d)
Q) Are these methods adequate or do they need changing. If so, how should they be changed.
I assume the computer will take care of all filing so we wont have to worry about these problems.
Questionnaire
After the interview with Mr Skinner I thought it would help to ask other staff at the college to complete a questionnaire so that I could get there opinions of the current methods.
Document Analysis
Enrolment Form
Field / DataType / Size / FormatLastName / Text / 20
FirstName / Text / 12
Title / Text / Mr.Mrs.Miss.
Course Information Sheet
Field / DataType / Size / FormatTitle / Text / 20
Day of Week / Text / 3 / Mon,Tue,Wed,Thu, Fri, Sat
Time / Text
Teacher Information Sheet
Field / DataType / Size / FormatLast Name / Text / 20
Class Register
Field / DataType / Size / FormatCourse Title / Text / 20
Repeated:
Student Name
Data Flow Diagram
Major inputs
Input / Description / SourceEnrolment Form / New student enrols on course. Form is filed in Enrolment File. (Manual File) / Student
Course information / New or update course information. Filed in Course File. (Manual File) / Staff
Teacher Information / New or updated Teacher details. Filed in Teacher File. (Manual File) / Teacher
Major Outputs
Output / Description / Received byClass Register / Register printed for each class. Created from details on the enrolment forms. (Manual File) / Teacher
Course listing / Details of all courses at the college for the prospectus. Created from information. in the Course File. (Manual File) / Staff
Teacher list / List of all teacher names address and telephone numbers. Created from details in Teacher File. (Manual File) / Principal
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SAD Mr Edwards
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SAD Mr Edwards