Project Title Industry Sponsor Academic Scope Team Members

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Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
d

at
12/4/2013 9:20 PM

1


Project Title

Automated Scheduling System

Industry Sponsor

The Learning Connections Pte Ltd

Academic Scope

Final Year Project

Team Members

Koh Han Hui

Lai Weiz
heng

Lim Jing Yi

Robyn
Cheng King

Toh Miaoxing Chelsea


Project Criteria(s)

Status



Industrial Attachment

Completed

1.

Requirements gathering

2.

Business rules clarifications

3.

Terms and acronyms clarification







Documentation


1.

Technical Components

a.

Use Case Diagrams for
all/key
functions

b.

Sequence Diagrams for all/key
functions

c.

Class Diagram for application
design

d.

User interface

mock
-
up

e.

Use case flow for all
functionalities

2.

Project Management Documentation

a.

Metric documentation per
iteration basis



Project Management


1.

Usage of subversion

2.

Tracking of metrics

a.

Schedule

b.

Pair Programming

c.

Bug

d.

Team’s own metric

3.

Team & Supervisor meeting minutes


Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
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4.

Software development approach


Terms & Acronyms

1.

Project Sponsor


The Learning Connection (TLC)

2.

Client


The party which services
are rendered

to
by
TLC


3.

Centre



A specific

location

where the
TLC
’s trainer(s)

render

services

to its
client

s

students

4.

Trainer


TLC's
employees, who are assigned to
centres and programmes

5.

Programme
1



a
syllabus

developed by TLC for a centre


6.


Session


each
workshop
within a programme






1

A programme can be assigned as a term or month basis
. A programme is similar

in content and syllabus

across
different clients but with different names

Programmes can either be term
-
based or workshop

The Learning
Connection

Clients

Centres

Programmes


Term
-
basis


Month
-
basis

Trainers

Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
d

at
12/4/2013 9:20 PM

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Requirements

1.

Login

a)

Create 3 login modules


administrator, client, trainer.

Administrator Rights



C
reate,
R
ead,
U
pdate,
D
elete

(CRUD)

programmes

o

“Search & Display” existing
programmes and workshops



CRUD schedules of
centres

and trainers

Client Rights

(TBA)



CRUD schedules


o

“Search & Display” existing
programmes and workshops

which are of
the client’s interest only (restricts to client’s own

programmes and
workshops
)

o

CRUD own schedule in the UI calendar

Trainer Rights

(TBA)



CRUD schedules


o

“Search & Display” existing
programmes and workshops

o

CRUD own schedule in the UI calendar


2.

Enrolment

and

Accounting System
(TBA)

a.

To keep track of the number of enrolment per
workshop:

i.

To set a minimum and maximum number of enrolment
per workshop

ii.

If the number of enrolment falls below the minimum number, system will notify
TLC admins and prompt if they wish to cancel the workshop for that particular
centre.

iii.

If the number of enrolment falls beyond the maximum number, system will

notify
TLC admins and prompt if they wish to add a co
-
trainer to that workshop.
In the same notification, system will also provide a list of suitable co
-
trainers to
select from (similar to how the scheduling system recommends trainer).

Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
d

at
12/4/2013 9:20 PM

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b.

Track the amount of
course fees TLC would receive per workshop:

i.

Based on the different charges (different types of workshop for different
centres are being charged different), system will tabulate the total
amount of course fees TLC would receive according to the number of
en
rolment.



3.

Automated Scheduling System

a.

To enable users to monitor, manage, schedule and assign trainers to specific
programmes and workshops
:

i.

To best match trainer
-
course schedules (e.g., next best match using relief
trainers)

ii.

To edit individual programme
schedule

iii.

To edit individual workshop schedule

iv.

To track course progress status

v.

To reschedule

programmes and

workshops
, in case of:

1.

Programme/
Workshop cancellation

2.

Programme/
Workshop postponement

vi.

To schedule a co
-
trainer (depending on trainer
-
student ratio
and/or special
needs)

b.

Clients'
programmes

are held at tand
em with the client’s centre
availability
:

i.

The
user is able to view all existing

clients.

The user
is a
ble to select one
client
.

ii.

The user is then presented with the client’s centres.

iii.

The user is able to view all
active and
pending

programmes

and its
characteristics (time, date, location, special requirements)
.

iv.

The user is only able to select one programme at any given time.

v.

Once a
programme
is selected, the tenure of the
programme
is p
inned to
a
calendar (for UI purposes), and each corresponding workshop

of the
programme

is reflected on the calendar.

vi.

The user is presented wi
th a list of suitable trainers.

vii.

The user is able to

assign trainers to programmes or

to

specific
workshops within the programmes.

viii.

There should be an allowance for the user to input any additional
remarks to be attached to the programme or individual workshop.

Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
d

at
12/4/2013 9:20 PM

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c.

Scheduling system will recommend trainers

in
following
order of importance
:

i.

Class R
equirements

ii.

Trainer’s Experience

iii.

Trainer’s Schedule
2


4.

Cancellation

a.

Cancellation can be done at
programme

and
workshop

level.

b.

Programme
-
level

i.

The entire
programme and its corresponding workshops

are

cancelled.

ii.

The
programme and its workshops

are

removed from the database.

c.

Workshop
-
level

i.

A specific workshop from a programme

is cancelled
.

ii.

Replacements must be done at a different time and date
3
.



5.

Notification

a.

Trainers need to be notified when they are assigned to
or removed from
classes

b.

Notification are sent via
4
:

(TBA)

i.

Application level, where the trainer will see the notifications once logged
in.

ii.

Email level, where the trainer will be sent an email with the appropriate
notifications.

iii.

SMS
-
level, where the trainer will be sent a text mess
age with the
appropriate notifications.

c.

Clients are notified when they are assigned trainers.


6.

Search & Display

a.

Users

should be able to search for programmes and workshops via programme
type and date.

b.

For programmes with assigned trainers, the system
should display the names of
the assigned trainers with any additional remarks.




2

Trainers are obligated to commit weekdays between 0900
-
1800 as per their contract agreement with TLC

3

Need to consider assigning relief trainers to complete a workshop cycle (4 classes)

4

I
f the community wall is approved, we only need to do an application level notification

Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
d

at
12/4/2013 9:20 PM

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7.

Administrative Module

a.

There should be an administrative
module, which

allows

the system
administrators

to manager trainer

and client

user rights. This includes
functionalities
to add/delete/
update/remove Trainer Accounts and
Client
Accounts
.

b.

Trainer Management System

i.

Create a community
-
wall

system for all employees of TLC to collaborate
and spread notification
.

ii.

System should be enabled with location
-
based services to allow
location
geo
-
tagging.

iii.

Administrators are able to track location of trainers.

iv.

Administrators able to reward employees with
“badge

recognition


i.e.
-

"employee
-
of
-
the
-
month", "most hardworking"
.

c.

Dashboard &
Analytics

i.

Provide the administrators with a
snapshot
-
view of the current “health”
of the company.

ii.

Information should include:

1.

Current active classes

2.

Current active trainers and cumulative working hours

3.

Clients with the highest number of scheduled classes


8.

Database Implementation

a.

To implement a datab
ase which stores instances of
programmes

with the
relevant information.

b.

Database implementation can be a physical or cloud
-
based, dependent on the
most cost
-
effective option for the sponsor
.

c.

Operations of CRUD are to be implemented at the web application
level

d.

Bootstrapping (data initialization)


Existing Project Sponsor Infrastructure

1.

Synology NAS DS213
5

2.

Network hard drive with differing access rights

3.

Corporate website
6




5

http://www.synology.com/products/product.php?product_name=DS213

Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
d

at
12/4/2013 9:20 PM

7



Platform Specification (as recommended by TLC)



The web application is intended for up

to 50 users



It should run on popular CMS
-

(in order of preference) Joomla, WordPress or Drupal



The web application would be hosted from TLC's Synology NAS DS213+ running on DSM 4.2
(more info from www.synology.com)



PHP version supported:
-

5.3.15 (registe
r_globals off, display_error off, php_cache on,
safe_mode_exec_dir on)



MySQL version supported:
-

5.1.49



Apache version supported:
-

2.2.22 (Unix)



FTP account would be provided for





X
-
Factor Possibilities

1.

If we are doing the 3
-
way login module, we can create a “community”, something like
facebook for the trainers. Something like below. This doubles as notification for the
trainers and admins, so that we can save cost on the email/sms web service.


2.

Full auto
mation of the Scheduling System

a.

TLC sets a
prior list of suitable trainers for every workshops

b.

TLC can still update the individual schedule after automated scheduling







6

http://www.tlc.com.sg/

Final Year Project (IS480) Requirements Document

The Partners

V1.1, last update
d

at
12/4/2013 9:20 PM

8