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Development Manual - Tinovimba G. Motsi

1. Student ID Surname First Names Sex Class Guardian s Details Title Initials Surname Address Telephone Menu Services Register New Edit Current Deregister Go to First Go to last Jump to record Help Close Input Name Input Type AP Remarks Register New Men e Load record modification interface record modification interface Edit Mena e There must be a current record e Load record modification interface Deregister Menu e There must be current record e Student must have a balance of 0 00 on both the Deposit and Levy accounts e Action requires confirmation e Delete current record and place it in the Deregistered Students table Go to First e Jump to the first record if present Go to last Jump to the last record if present Jump to Menu Request the Student ID of the record to jump to record Use an Input Box On no match report error and maintain record that was being displayed as current Mem s Unload fom 2 Close Meu Unload form 54 Input Name Input Type Remarks Next Button e Goto the next record if present e f current record is the last then give option to go to the first record Previous Button e Go to the previous record if present e If current record is the first then give option to go to the last record Unload form Display as Male Female Display as multi line User Interface Record Modification Student ID Surname Fi
2. Change Password Log Off Ext Classes Batch Update Classes Registered Students Deregistered Students Search Registered Fees Fees Templates Charge Record Payment Individual Statement of Account Batch Produce Statements of Account Manage Individual Account Batch Produce Statements of Account Fee Class Analysis Student Levy Balances Student Deposits Balances Contents About 47 C1 1 Student Records Management Rationale Logical grouping of components related to student records management Parent Cl Main Subsystem Descendants C1 1 1 Batch Update Classes C1 1 2 Class Records C1 1 3 Registered Students C1 1 4 Deregistered Students C1 1 5 Search Data Sources Accessed And Modified lt lt None gt gt User Interface lt lt None gt gt 48 C1 1 1 Batch Update Classes Rationale Requirement R1 d Parent CI l Students Records Management Descendants lt lt None gt gt Data Sources Accessed And Modified Data Source Modified Nature of Access Classes table Used to obtain list of available classes Students Table Modifies the Class column using an Update que User Interface Current Class fA New Class EE Input Name Input Type Remarks Drop Down List e Must contain a list of all available classes Drop Down List e Must contain a list of all the available classes Update Command Button e Should Ensure that Current and New Class hav
3. Standard Comma Delaminated Format to Generic comma delaminated format as implemented in Microsoft CSV Test Cases The following test cases have been proposed to test the functional validity of the implementation of the system They are grouped as to the implementation units Installation Program The installation program should be tested on the following platforms 1 2 3 4 Microsoft Windows 95 Microsoft Windows 98 Microsoft Windows 2000 Microsoft Windows XP Care should be taken before testing to ensure that the target system does not have either Microsoft Visual Basic or Microsoft Office installed This is to ensure that the installation program is successfully installing its required runtime libraries Administrative Console The following Aspects of the Administrative Console should be tested 156 1 Ze 3 Restriction of access to the admin user Implementation of database management a Ability to install sample database b Ability to install blank database c Ability to repair a corrupt database d Ability to compact database Implementation of Access control a Creation of new users b Changing of user access rights c Deletion of user accounts System Services l Qi cS S Encryption a Ability to encrypt b Ability to decrypt Ability to enforce the access rights For this test to be effective a real effort must be made towards bypassing the security system Changing of us
4. 27 February 2003 The Permanent Secretary Ministry of Education Sports and Culture Ambassador House Harare Dear Sir RE RESEARCH CLEARANCE I would like to request clearance for the carrying out of a research into Fees Processing Automation at Mount Pleasant High School The research should you approve it will focus on the management of students accounts with respect to fees charged and paid Please find attached a copy of my project proposal and a letter of authorization from the University of Zimbabwe I sincerely hope that you will be able to assist me Yours faithfully Motsi Tinovimba G 162 Project Proposal Title Fees Processing Automation Terms of Reference Authorised by the Department of Computing Science at the University of Zimbabwe as part of the programme of study for the Bachelor of Business Studies and Computing Science Honours degree programme The course code is CT260 Project Supervisor Ms L Bonda Department of Computing Science University of Zimbabwe P O Box MP167 Mount Pleasant Harare Objective of Research To establish an understanding of the manual fees processing system in use at Mt Pleasant High School deep enough to facilitate the design and implementation of a fully computerised alternative Methodology The research will be by means of interviews with key personal involved in the processing of fees at the institution The following is the proposed focus group e The Sc
5. Tools List of Users Menu Tools Create New Account Change User s Rights Delete Account Help Close 134 Input Name Input Type Remarks Account User s Rights e There must be a user selected Delete Menu There must be a user selected Account Load C3 2 3 e Load context sensitive help e Unload component Algorithms On Load Populate list box with the user names of all the users recorded in the database On Unloading A Component Refresh the list of users 135 C3 2 1 Create User Accounts Rationale Non Functional Requirement 2 Parent C3 2 Manage User Accounts Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Users Table Adds new records User Interface User Name Password o Re enter Password am Name Em Type J Remarks e Should not have leading or trailing spaces e Up to 20 characters e Cannot be blank Passo e Must match the input into Password Create Button e Create a new record in the Users table with default coo St D 136 C3 2 2 Set User Rights Rationale Non Functional Requirement 2 Parent C3 2 Manage User Accounts Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Users Table Edits the User Rights Field User Interface User Access Rights lt User Name gt Tabbed Dialog Input Name Input Type Remarks Save Button e Save the
6. Rationale Requirement 7e Displaying progress bar gives the application a responsive look and feel Parent C122 Initialise Deposit Statement Printing Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Students Table O Supplies details of students that match the specified criteria Used in statement header Classes table Supplies Minimum Balance details N Caution Fee No Used to generate body of statement and calculate Account Credits shortfalls excesses Caution Fee No Used to generate body of statement and calculate Account Debits shortfalls excesses User Interface EE Printing Deposit Statements of Accounts Input Name Input Type Remarks Cancel Button e DoEvents backed button for halting a job in progress 73 C1 3 Levy Fees Management Rationale Logical grouping of components dealing with the management of Levy Fees Parent Cl Descendants C1 3 1 C1 3 2 C1 3 3 C1 3 4 C1 3 5 Main Subsystem Template Management Debit Levy Account Registered Levy Fees Levy Statements Production Record Levy Payment Data Sources Accessed And Modified None User Interface None 74 C1 3 1 Template Management Rationale Requirement 2b Parent C13 Levy Fees Management Descendants C1 3 1 1 Insert Fee Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Fees Templates Read Modify Add new and
7. iv What happens to the records when their period of use has expired c Uses of information i What specific uses do you put the above specified information ii Who are the consumers of this information and what specific aspects of it do they require iii What problems if any have you experienced in storing or accessing this information iv What opportunities for further utilization of the information would you want explored d Computer System i Do you have a computer system within your immediate office ii If you do have a computer system what are its technical specifications with respect to e Make e RAM e Network connectivity e Storage iii How would you appraise your level of computer literacy Compiled By Motsi Tinovimba G Department of Computing Science University of Zimbabwe P O Box MP167 Mount Pleasant Harare 27 February 2003 The Regional Director Harare Region Ministry of Education Sports and Culture Chester House Harare Dear Sir RE RESEARCH CLEARANCE I am a second year Bachelor of Business Studies and Computing Science Honours student at the University of Zimbabwe As part of my approved program of study I have been tasked with the carrying out of a research into the computerisation of the Fees Processing system at Mount Pleasant High School I am therefore hereby applying for clearance to carry out the research The research should you approve it would focus on the manageme
8. Export Menu e Use component 4 3 to export the source SQL Source SQL e Send results to printer e Display context sensitive help e Unload form 106 C2 Mail Merge Rationale Provides user interface for accessing the mail merge components Parent CO Level 0 Descendants C2 1 File Management 2 2 Text formatting and editing C2 3 Mail Merge processing Data Sources Accessed And Modified Data Source Modified Nature of Access Reports Query Yes Sets SQL property of object to the contents of an SQL text file Query executed and used to create recordset User Interface Mail Merge lt lt File Name gt gt System File Edit Format Insert Mail Merge lt lt To ol B ar gt gt RTF Text Box Menus System Change Password Log Off Exit File New Open Save Save As Print Edit Cut Copy Paste New Search Find Next Search and Replace Format Font To Upper Case To Lower Case Insert Date File Picture Mail Merge New Session Preview Personalized Letters Produce Personalized Letters Insert Merge field View Source SQL Help Contents About 107 Input Name Input Type Remarks Password Place selected test onto clipboard Remove text in current selection from document Insert clipboard text into current document at current cursor Position If there is selected text overwrite it Search and Load C 2 2 4 Replace Load C2 2 1 To Upper Menu Convert selected te
9. approach has been adopted because it is the opinion of the designer that the system is data heavy It should also be noted that this approach does not contradict the Somerville philosophy as it was actually proposed by Somerville in his critique of his proposed method Data modelling will be followed by Architectural Design which will detail how the system will be broken down into subsystems The Architectural Design will however not include the subsystem interfaces as all interfacing will be at component level The design will be based on structure diagrams Component Design will follow the Architectural Design The design of each component will include details of i The rationale behind the component s inclusion in the System ii Position in system hierarchy e Parent e Descendants iii Listing of components known to have dependencies on the component iv User and or programming interface interface V Algorithms for any specialised task The design will not include a detailed description of all the algorithms used by the component This is because such algorithms are often irrelevant by the time the component is actually implemented due to the emergence of new knowledge Such a philosophy would also constrain creativity during implementation The guiding philosophy will therefore be to have component designs that specify what a component should do as opposed to how This level of specification should be adequate in ensuring elimination o
10. e g Fl amp F2 Registration Fees Transaction Date Time Contains time when transaction was transacted Includes date information User Name Text 30cc Must be unique User Password Text 20cc Stored in encrypted form User Rights Text 30cc A string in which each character is either a one or a zero with the following meaning 1 Access to facility approved 2 Access to facility not approved 29 Architectural Design 0 School Fees Processing System 1 2 3 4 Mam Subsystem Mail Merge Administrative System Services Console 6 5 Advanced Search Help System 5 1 Advanced Search Results Figure 5 S0 Level 0 32 1 Main Subsystem 1 1 1 2 13 1 4 Student Records Deposits Levy Fees Balance Analysis Management Management Management Figure 6 S1 Main Subsystem 33 1 1 Students Records Management 1 1 1 1 1 2 1 1 3 Batch Update Class Records Registered Classes Students 1 1 4 1 1 5 Deregistered Search Students 1 1 4 1 1 1 5 1 Get Reregistermg Search Results Student s Class Figure 7 S1 1 Students Records Management 34 1 2 Deposit Account Management 1 2 1 1 2 2 Individual A c Initialise Batch Management Print 1 2 1 3 1 2 2 1 Load Statement Do Batch Print of Account 1 2 1 3 1 Output Statement of Account Figure 8 S1 2 Deposit Accounts Management 35 1 3 Levy Fees Management 1 3 1 1
11. 111 C2 1 3 Save Document Rationale Requirement 8 c ii Parent C2 1 File Management Descendants None Data Sources Accessed And Modified None User Interface System save dialogue Remarks Use RTF text box s SaveFile method If the loaded file already has a file name associated with it then proceed to use this file name without prompting unless the user has explicitly requested that this not be done 112 C2 1 4 Print File Rationale Requirement 8 c iii Parent C21 File Management Descendants None Data Sources Accessed And Modified None User Interface System Print dialogue Remarks Use Pierre Emmanuel Gross routine for printing RTF files Do not use the default PrintRTF method because it does not support margins Code source at http www codeguru com vb openfaq comments 159 shtml 113 C2 2 Text Formatting and Editing Rationale Abstract logical grouping of file management components Parent C2 Mail merge Descendants C224 Font and Style Management C2 2 2 Search C2 2 3 Insertions C2 2 4 Search and Replace Data Sources Accessed And Modified None User Interface None 114 C2 2 1 Font and Style Management Rationale Requirement 8 c vii Parent C2 2 Text Formatting and Editing Descendants None Data Sources Accessed And Modified None User Interface System Font dialogue Remarks The Font dialogue should be loaded with the current style before being displayed Appropr
12. 3 1 3 Repair and or Optimise 3 2 1 Create New User Account Database 3 2 User Accounts Management 3 2 2 Change User Access Rights 3 2 3 Delete User Account Figure 15 S3 Administrative Console 42 4 System Services 4 2 Access Control 4 2 2 4 2 3 4 4 Change Password Encryption Rights Enforcement Figure 16 S4 System Services 43 Component Design CO School Fees Processing System Rationale Abstract top level object to represent program group in Operating System Parent Operating System Descendants Cl Main Subsystem C2 Mail Merge C3 Administrative Console C4 System Services C5 Advanced Search C6 Help System Data Sources Accessed And Modified None User Interface Program Group as defined by Operating System System Services not represented on program group 46 C1 Main Subsystem Rationale Provides a logical grouping and access to the most commonly used components Parent CO School Fees Processing System Descendants CI l Students Records Management CI Deposits Management C1 3 Levy Fees Management C14 Balance Analysis Data Sources Accessed And Modified lt None gt User Interface System Students Levies Deposits Balances Help HERE Mount Pleasant Fees Processing System HER System Students Levies Deposits Balances lt lt Date gt gt lt lt Time gt gt Menus
13. 3 2 1 3 3 1 3 4 1 3 5 Template Debit Account Fees Registered Statement of A c Record Payment Management Production 1 3 1 1 Insert fee 1 3 2 1 1 3 2 2 1 3 2 3 1 3 2 4 1 3 4 1 1 3 4 2 Load Batch Individual Insert Fee Individual Start Batch Template 1 3 4 1 1 1 3 4 2 1 Load Statement Do Batch Print Figure 9 S1 3 Levy Fees Management 36 1 4 Balance Analysis 1 4 1 1 4 2 Fees Class Student Balances 1 4 2 1 1 4 2 2 Levy Balances Deposit Account Balances Figure 10 1 4 Balance Analysis 37 2 Mail Merge 2 1 2 2 2 3 File Management Text Formatting Mail Merge and Editing Processing Figure 11 S2 Mail Merge 38 2 1 File Management 2 1 1 2 1 2 2 1 3 2 1 4 Create New Open File Save File Print Displayed Document Text Figure 12 S2 1 File Management 39 2 2 Text Formatting and Editing 2 2 1 2 2 2 2 2 3 2 2 4 Font amp Style Search Insertions Search and Management Replace 2 2 3 2 Picture Figure 13 S2 2 Text Formatting and Editing 40 2 3 Mail Merge Processing 2 3 1 2 3 2 2 3 3 Load Query View Query Insert Mail Source File Source Merge Field 2 3 4 2 3 5 Preview Personalised Produce Personalised Letters Letters Figure 14 S2 3 Mail Merge Processing 41 3 Administrative Console 3 1 Database 3 1 1 Install Blank 3 1 2 Reset Database Path
14. Delete table Registered Fees Fee Code to Fee Name translation User Interface Fees Templates A Templates Currently Available Contents of Current Template 75 Input Name Input Type Remarks Button e Create New Template e New Template Name must be unique and can be up to 30 characters e Use component C1 3 1 1 to handle the fee insertion e When C1 3 1 1 unloads refresh the display to incorporate any changes made Sy e Delete selected fee from selected template e Load context sensitive help 76 C1 3 1 1 Insert Fee Into Template Rationale Aids C1 3 1 in meeting requirement 2b Parent C1 3 1 Template Management Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Fees Templates Template record modified to include new fee table Registered Fees No Supplies list of all the registered fees Fee Name to Fee code translation User Interface a Fees Templates Insert Fee PF Fee Name IO Amount o 1 1 Input Name Input Type E Remarks Fee Name Drop Down Must contain a list of all the PRSE i fees List Must be greater than 0 00 e Modifies template record to include specified fee e For fee to be accepted it must not already be in the template TA C1 3 2 Debit Levy Account Rationale Requirement 2a Parent C13 Levy Fees Management Descendants C1 3 2 1 Load template C1 3 2 2 Batch Charge C1 3 2 3 Individ
15. Descendants None Data Sources Accessed And Modified None User Interface System s open dialogue with a filter for the following formats e Rich Text Format Default e Standard Text Remarks Use a working area form with an RTF control to load the file and the copy the contents of this control and paste them into the current document at the current insertion position 120 C2 2 4 Search and Replace Rationale Requirement 8 c iv Parent C2 2 Text Formatting and Editing Descendants None Data Sources Accessed And Modified None User Interface Search and Replace Find What Replace With Find Next Replace All Options O Whole Word O Match Case Help 121 C2 3 Mail Merge Processing Rationale Abstract logical grouping of Mail merge processing routines Parent C2 Mail Merge Descendants C2 3 1 Load Query Source File C2 3 2 View Query Source C2 3 3 Insert Mail Merge Field C2 3 4 Preview Personalised Letters 2 3 5 Produce Personalised Letters Data Sources Accessed And Modified None User Interface None 122 C2 3 1 Load Query Source File Rationale Requirement 8a Parent C23 Mail Merge Processing Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Report Query Yes SQL property set to contents of SQL text file Object User Interface None Algorithms 1 Use the System Open File dialogue bo
16. Fees No Supplies list of registered fees for the Fee Name drop down list User Interface Fee Name Amount Lo IT Input Name Input Type Remarks list e Required input e Required currency format input e Must be greater than 0 00 Insert Button e Insert the selected fee into the grid provided it does O a luis e Display context sensitive help e Unload form 83 C1 3 3 Registered Fees Rationale Required for managing the Registered Fees table specified in the data modelling Parent C1 3 Levy Fees Management Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Registered Fees Add new and delete Levy Account Used to obtain details on fee usage before it is deleted Debits A fee referenced by the Levy Debits Table may not be deleted User Interface 84 Input Name Input Type Remarks Button e Adda new fee e Name must be unique 9 Button e Delete fee e Fee must not be in use e Load context sensitive help 85 C1 3 4 Statement of Account Production Rationale Abstract logical grouping Parent C1 3 Levy Fees Management Descendants 1 3 4 1 Individual 1 3 4 2 Start Batch Known Dependencies None Data Sources Accessed And Modified None User Interface None 86 C1 3 4 1 Individual Statement of Account Rationale Requirement 4a Parent C1 3 4 Statement of Account Productio
17. None User Interface None 96 C1 4 1 Fee Class Rationale Requirement 5 Parent C1 4 Balance Analysis Descendants None Data Sources Accessed And Modified Data Source Modified Registered Fees Debits O Account Credits Caution Fee Account Credits N Levy Account N Credits N Remarks Grouping of students so as to calculate account balances Grouping of fees so as to get each fee total Calculation of levy account balances Calculation of levy account balances Calculation of caution deposit fee account balances Calculation of caution deposit fee account balances Retrieval of minimum balances to determine shortfalls and excesses of Caution Fee Accounts 97 User Interface Fee Class balance Analysis Start Date Loo y y T End Date A Iy pr San Enddae ceed PO Input Name Input Type Remarks Start Date Date Picker e Default to 1 January of current year End Date Date Picker e Default to today e Must fall on or after Start Date e Carry out the analysis e Display context sensitive help e Unload form 98 Output Specification Section Subsection Contents Header Fee Class Balance Analysis Specified start date in long date format Specified end date in long date format Time at which analysis finished Details Deposit Analysis Current shortfall Current excess Current net excess shortfall Current total credits Current total debits Current Total M
18. balances on their deposit accounts ii The user will not require to batch print statements using any criteria other than the class of the student and the nature of the balance i e Settled Accrued or Prepaid ii The system will not require more than one individual with administrative rights iv The user will have a basic appreciation of SQL 19 Feasibility Study Technical Feasibility The system development will be in Microsoft Visual Basic The developer has 7 years of experience in the language and has accumulated a vast library of code that should facilitate rapid application development and deployment It is therefore anticipated that the project is technically feasible For a full justification of the choice of the Development Environment please consult the design documentation Economic Feasibility Being part of an academic research Mount Pleasant High School will not be required to pay the developer Also the target deployment environment is already available and since the system will not require third party software it is not anticipated that the Mount Pleasant High School will have to make any financial contribution to the project The primary running cost will be in the form of printing costs in the production of statements of accounts The impact of this cost is expected to be offset by the savings in the invoice books that will no longer be required In the event that the offsetting is not complete a levy may be negotiate
19. be deleted Rationale The primary rationale is to limit the size of the database whilst maintaining a record of the registration number in case the student returns to the institution 7 The project should be completed by the 20 of July 2003 Rationale This is the working deadline for the handing in of the project to Department of Computing Science 18 System Evolution The system s requirements have been designed to accommodate any system evolution along probable paths In defining the boundary between that which is probable and that which is not the following key assumptions have been made 1 Hardware i The system will remain on an IBM compatible personal computer This is a critical and very big assumption given the availability of Macintosh computers with the administration office ii The levy office will not attempt to change to a printer without a capability for printing on A4 sized paper ii The system will continue to operate in a single user environment 2 Software i The system will continue to run on The Microsoft Windows platform ii Future version of the Microsoft Windows platform will continue to support the Visual Basic 6 0 runtime libraries iii Future version of Microsoft Excel will continue to support the Excel 95 format 3 Users and their needs i The school will not set a policy that will see students within the same class having different required minimum
20. between two user supplied dates v Balance owing and due Rationale for 4 a Details of the school bank account are not required as the paying agent is issued with a custom deposit slip b A facility for batch printing statements for all students in a given list of classes should be available Rationale for 4 b Required for printing statements of account at the end of the terms for use by students when paying levies into the SDA bank account The system should be able to extract fees charged under a given fee over a user defined period The results should be available for both display and printing Rationale for 5 Required for making entries into the general ledger debit and credit balances The system should be able to provide an analysis of student account balances into a The analysis should contain i A list of all students with debit balances 11 A list of all students with credit balances ili A list of all students with 0 balances iv Total debit balances v Total credit balances Rationale for Required by administration when pursuing legal action 6 a 1 6 a 11 amp 6 a 111 Inserted to cater for system evolution Have no current use in the system 6 a 1v amp 6 a v Required by auditors Opportunity for use as an input by the SDA executive committee when planning b The output referred to in 6 a should be made available i On the Visual
21. c il When a student or other designate is sent by administrative staff to collect the details of a given record 10 the results will be required on hard copy Rationale for 1 c 111 Other offices may require or prefer an electronic copy of the results d A facility for batch updating the class field by moving all the students in one class to another should be provided f Rationale for 1 d At the year end most of the students in a given class will progress to the corresponding class in the next academic level This is a labour saving measure The following information should be stored about each class i Name of class ii Name of form teacher iii Minimum Caution Deposit Account Balance A deregistered student s details should continue to be stored within the databases The record should be the same as that specified in la with the following exceptions i The class field may be dropped ii An additional field specifying the date registered should be maintained 11 2 The system must facilitate the recording of fees debited to each student account The following should be recorded for each fee debited a b C i Student ID ii Date charged iii Amount debited iv Description of fee Rationale for 2 a This is the recorded information currently maintained in the spreadsheets used The invoice number will no longer be stored as the sy
22. in the Levy Office are familiar with This is crucial if the project is to be Operationally feasible given the short training period available It also aids rapid application development ii The possibility of code reuse using the implementer s vast library of Visual Basic code This would contribute towards rapid application development 23 The use of tried and tested code would also minimise implementation errors iii Visual Basic supports integrated database development that is suitable for the data heavy applications iv To increase productivity of the application it must be in a position to communicate and if possible integrate with other applications that may provide useful and advanced facilities For example requirement R9 states that the system must be able to export data to Excel for Windows 95 Visual Basic has built in facilities for integration with Microsoft Office applications V The available version of Visual Basic VB 6 0 represents a levelling off of the development environment Most of the features have reached their maturing stage and can safely be assumed to be not subject to further correction unless absolutely necessary This is important since the backward compatible versions of runtime libraries that are often supplied with improvements in a given language tend to be inadequately compatible with the primary versions Choice of DBMS Having decided on the programming language the next step is to decide on the da
23. instrument status and does not allow for computer aided fees processing Deposit sli Permanent Secretary Invoice E u 3 v Q AL la Bursar s Office Figure 1 Bursar s Office Context The Levy Office The Levy Office handles the following fees a Registration fee b General levy c Project fund d Caution fee deposit e School Bus Fund f Building Fund g Dinner dance levy h Science levy i Magazine levy j Report book levy The amounts charged under each fee vary with the academic year of the student The following categories are currently in use e Forms and 2 e Forms 3 and 4 e Advanced Level Sciences e Advanced Level Non Sciences The School Development Association subject to ministerial approval sets the above fees A student returning to the school for Advanced Level studies is required to reregister and thus pay a registration fee The report book fee on the other hand is paid only on initial registration The caution fee is also payable upon registration and must be maintained at the prescribed minimum level A student who incurs any financial liability for example by loosing a textbook or damaging laboratory equipment has his her account debited Upon clearance for deregistration the balance on the account is refunded For the purpose of accounting the Levy Office maintains a Total Debtors account with the individual student accounts being kept as memoranda accounts It also maintains total fee
24. list e Send analysis to printer e Unload form e Use component 4 3 to export the results Export to Use component 4 3 to export the results Generic Use component 4 3 to export the source SQL format e e Send results to printer e Display context sensitive help e Unload form 103 C1 4 2 2 Deposit A c Student Balance Analysis Rationale Requirement 6 Parent C1 4 2 Student Balances Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Caution Fee No Supplies total of debit entries for each student Account Debits table Caution Fee No Supplies total of credit entries for each student Account Credits table Students table Used in grouping Classes table No Supplied minimum balances and used to populate class list boxes 104 User Interface Deposit Account Balances Classes All Students Available Selected Shortfall Settled Student ID Surname First Names Class Minimum Shortfall Net Balance Tools Export to Excel Export to Generic Format Export Source SOL Print Help Close 105 Input Name Input Type Remarks group Available Selected e Must not be empt e Generate analysis details Button e Move the class selected in the Available list to the Selected list e Move the class selected in the Selected list to the Available list Export to Menu e Use component 4 3 to export the results Generic format
25. system within your immediate office b If you do have a computer system what are its technical specifications c How would you appraise your level of computer literacy The Current System The fees charged by Mount Pleasant High School fall into two categories The first is made up of so called government fees and the Bursar administers this group of fees The second is made up of levy fees and the Levy Office administers it The two offices are fully autonomous of each other The Bursar s Office Four fee categories fall under the Bursar s office These are a The tuition fee b The General Purpose fee c Industrial fees d Examination fees The tuition fee is gazetted by government and communicated to the school head by means of a circular from the Ministry Of Education Sport And Culture All students in former Group A schools pay the same tuition fee Government also gazettes the General Purpose fee The government gazettes a range and then invites school heads to select and apply for a specific figure within this range Industrial fees are charged for all practical subjects with variations being allowed for across the various academic levels Examination fees are also gazetted and accepted by the Bursar on behalf of the Zimbabwe Schools Examination Council All fees are payable in advance Students are therefore invoiced upon registration and during the last week of each term if the student wishes to continue with hi
26. three computers Most of its processes however continue to operate on manual systems Of particular note has been the fees processing system It has therefore been decided to explore the benefits that computerisation of the fees processing system could unlock in terms of running efficiency and resource utilisation Methodology The research will be by means of interviews with the Bursar and personnel in the Levy Office The following is the list of intended questions 1 Types of fees charged What fees do you charge To whom do these fees apply Who is responsible for which fees Who gives the directive to charge any given student a given fee What documentation if any is used in d above What documentation used in communicating the fees charged against any given student to that student mogooc 2 Storage of information a What specific transaction records do you keep b What documentation is used in this storage c For how long are these records kept d What happens to the records when their period of use has expired 3 Uses of information a What specific uses do you put the above specified information b Who are the consumers of this information and what specific aspects of it do they require c What problems if any have you experienced in storing or accessing this information d What opportunities for further utilisation of the information would you want explored 4 Computer System a Do you have a computer
27. were found and corrected The following highlights the major revisions to the Functional Requirements 1 Requirements la was found to be out of date after implementation since it did not include a reference to the Guardian s Telephone number This was traced to the requirement not having been updated when the Data Modelling was revised The inconsistency was corrected by adding the missing reference Requirement 1c which included the wording Facilities should exist for finding all the student details given some of the attributes listed in la was found to be unverifiable during the design of the search modules This was corrected by changing the wording to include an explicit listing of the searching fields Requirement 2c which included the wording The operator should be able to charge all the students in a given class by entering the fees in a template for that class was found to be ambiguous during the design of the component for debiting Levy Accounts The wording was subsequently revised to its current state The sorting order specified in Requirement 2cii was found to have been overlooked The code was subsequently revised to include an implementation of the sorting order Requirement 8c was found to be unverifiable and was subsequently revised to include an explicit listing of the text editing and formatting functions that were to be included Requirement 9 a 1 was found to be unverifiable and had its wording changed from
28. 0 To complement and extend requirement 1 b the system should provide an SQL based interface for querying the system a The user should be able to Enter Save Retrieve and Print out the source SQL b The user should be able to export the results as to the formats specified in Requirement 9 17 Non Functional Requirements 1 The student ID codes should contain checksum data Rationale To minimise data entry errors 2 The system should restrict access by means of an editable password It should also provide a facility for specifying access levels Rationale Other administrative personnel sometimes use the computer when printing office documents 3 The system should generate all printouts on A4 sized paper Rationale This is the paper size in use on all the printers available in the office 4 The implementation should run on Microsoft Windows 95 Rationale This is the operating system in use on the Personal Computer in the Levy Office 5 The system should not provide facilities for deleting transaction records of students currently registered or owing the Levy Office Rationale This is an accounting principle Errors should be corrected through offsetting entries as opposed to deletions 6 After a student has been cleared a facility for retaining the registration number previously used should be provided All other transaction records may then
29. Create Database tables indexes and queries as to the database data modelling guidelines e Update path of database in registry e Unload component e Load context sensitive help Unload component 131 C3 1 2 Reset Database Path Rationale To update system settings when database is moved Parent Cd Database Management Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Location of database changed User Interface A system Save As dialogue The user must supply an existing database The supplied path will then be used to update the registry key 132 C3 1 3 Repair Compact Database Rationale Required to aid recovery Also jet databases tend fragment quite rapidly and as such require a regular data reorganisation Parent Cx Database Management Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access User Interface None Algorithms Get a temporary file name Get path of current db Compact Database to temp file Delete current file Reassign the compacted db the current file name Report success 133 C3 2 Manage Users Rationale Non Functional Requirement 2 Parent C3 Administrative Console Descendants C3 2 1 Create User Accounts C222 Set Access Rights 63 2 3 Delete User Account Data Sources Accessed And Modified Data Source Modified Nature of Access Users Table Used to populate list of users User Interface
30. Credits table User Interface Crett Deposit Account Student ID Name Class Statement Period Current Balance Minimum Balance Current Excess Credit Details ReeptNumbe 0 Amount Resp Numer Name Input Type ibi Maximum length of 15 characters Must be converted to currency Must be greater than 0 00 67 C1 2 1 3 Load Individual Deposit Statement Rationale Requirement 7d Parent C1 2 1 Manage Individual Deposit Account Descendants C1 2 1 3 1 Output Individual Deposit Statement Data Sources Accessed And Modified Data Source Modified Nature of Access Caution Fee No Read by query generating statement Account Debits Caution Fee No Read by query generating statement Account Credits User Interface Po Load Deposit Account Statement P fear SSCS Bd 3 m 1 aae o oo rr O eiii Current Eees Startdate oo EndDate 0000000 0 00 OE 68 Input Name Input Type Remarks Start Date Date Picker e Required input e Default value is the first of January of the current End Date Date Picker e Requited input e Default value is today Load Button e Generate statement of account and load it into C1 2 1 3 1 e Show Cl 2 1 3 1 modall e Display context sensitive help e Unload form 69 C1 2 1 3 1 Output Deposit Statement Rationale Requirement 7d Parent C1 2 1 3 Load I
31. Dates ii A picture file iii A text or RTF file f The mail merge job should run fully on facilities provided by the system Rationale for 8 a This will allow the capacity of more reports to be made available by writing new SQL files It will also provide an opportunity for the reuse of a system developed by the current developer in 1999 Rationale for 8 b This is a standard mail merge function Rationale for 8 c The personnel are already comfortable with Microsoft products The requirement will try to tap into this by specifying an interface that is inline with the MS Word interface that they are already used to Rationale for 8 d To cut down on paper wastage Rationale for 8 e Using facilities provided by external software would expose the school to the possibility of having to acquire 15 third party software that may not be economically feasible 16 9 A facility for exporting data in electronic form should be provided for use by the system a The facility should support the following formats i Generic comma delaminated format as implemented in Microsoft CSV ii Microsoft Excel for Windows 1995 Rationale for Will allow exporting of the data to the Macintosh 9 a 1 computers and any other spreadsheet package Rationale for Will facilitate exporting of the data to the current version 9 a 11 of Microsoft Excel used within the levy office 1
32. Display Unit VDU ii In hard copy iii For export as to Requirement 9 c The source SQL should also be made available for export to facilitate Mail merge See requirement 8 13 7 The system should maintain a Caution fee deposit account for each student a A facility for setting the minimum balance for each class should be made available See requirement 1 e Rationale for 7 a This is to cater for system evolution It is not envisaged that a situation will arise whereby students in the same class will have to make different deposit amounts even if the current categories are subdivided Current categories are Forms 1 and 2 Forms 3 and 4 Advanced Level Sciences Advanced Level Non Sciences b Deposit transaction records should contain the following field details i Date made ii Amount iii Student affected iv Receipt Number c Account debiting records should contain the following details i Date made ii Reason iii Reference code of the letter of authorisation from the disciplinary committee iv Amount debited d A facility for producing a statement of account for any user defined period should be provided The statement should contain a record of all deposits and credits along with the amount owing if any e A facility for batch producing the statements for all students whose balances are i Below the minimum balance ii At the prescribed level iii Above the mini
33. Mt Pleasant High School Levy Fees Processing System Development Manual BY Tinovimba G Motsi WWW geocities com tgmotsi Not all those who wander are LOST Gandalf The Fellowship of the Ring J R R Tolkien Terms of Reference This project has been duly authorised for submission in partial fulfilment of the requirements of the Bachelor of Business Studies and Computing Science Honours degree program under course code CT260 The Permanent Secretary of the Ministry of Education Sports and Culture granted the ministry s head office research clearance on Thursday the 27 of February 2003 The Regional Director Harare Province also cleared the research on Friday the 28 of February 2003 Please refer to the Appendix for research clearance documents Preface The documentation for this project has been organised into four major sections The first of these entitled Requirements Analysis documents the process that led to the formulation of the functional and non functional requirements of the system It starts off by stating the rationale of the study and then moves on to describe the methodology used in studying the current system A major subsection is then devoted to a description of the current system with the section ending with the listing of the requirements along with a study into their feasibility The Requirements Analysis section is followed by a section on design The design starts off with a brief overview o
34. Parent C4 System Services Descendants None Data Sources Accessed And Modified Data Source Modified Remarks Users Table Password field changed User Interface Change Password 0000 User Name Current Password oo New Password Re enter Password 148 Input Name Input Type Remarks User Name Text Box e Should be automatically entered by the system by referencing the Current User object e Read onl Current Text box e Hidden input Password password Password Save Save changes to the password Load context sensitive help e Unload component without committing the changes Algorithm If any of the fields has not been entered then Inform user and give option to have missing input entered Else Get the password of the current user If Entered Current Password does not match Stored Current Password then Inform user and refuse change Give option to re enter current password Else If the entered new passwords do not match then Inform user and refuse change Clear both new password text boxes Give option to re enter the new password Else Locate record of current user Modify password field to that of the new password End if End if End if 149 C5 Advanced Search Rationale Requirement 10 Parent CO Levy Processing System Descendants C5 1 Advanced Search Results Data Sources Accessed And Modified Data Source Modified Nature of Access User Interface Textbox for Enteri
35. acilitate the sending of reminders to parents with fees owing Requirements Specifications 1 The system must facilitate the maintenance of student records a The system should store the following details with regards to each student i A unique identification code Student ID ii Surname iii First names iv Class v Sex vi Guardian s e Surname e Initials e Title e Postal Address e Telephone Number Rationale for This data item has been added because the combination of lai Surname First names and class cannot be guaranteed to be unique Rationale for See requirement specification 2 c l a v Rationale for Required for generating mailing labels Telephone number l a vi added aid contacting of guardians by telephone Also see requirement 8 b Facilities should exist for finding all the student details given either of the attributes listed below Where multiple matches have been found they should all be made available The facility should also support pattern matching i ii iii Student ID Surname First names iv Class v Guardian s surname Rationale for 1 b Parents and teachers making enquiries often have partial details c Theresults of the process referred to in 1b should be available for output onto i The Visual Display Unit VDU ii The Printer iii They should also be available for exporting into the formats specified in Requirement 9 Rationale for L
36. atabase atl cosas ete DON Reden uus amt utm eA OMM ds 132 ES T3 Repair Compact Database soot etd moi Rege pit uci m met es ha epis 133 C3 2 Manage USCr sco Mm 134 C3 2 A Greate User ACCBUIS e eie eise e a 136 C3 22 Set User RIBBIS ca esee epica a dece 137 3 23 Delete User AGCOUBLU ede Ud eere Pre onec ddp odio V REOR E ec a 139 C4 System SErViceS ON 140 C d SV SCOTTY Start Uaec ee shire eee n A E dta 141 CAD ACCESS Controls seas re tae eed eda ONT NONU A hacen depan dedu 142 4 2 T System Log OT eoi rte its 143 3 22 Encryption t ia 145 42 A epe US c le a IAN UID a MUS 146 CAF EXDUPI A S enr ete ba RR epos pba ia EL Lost pLM e tice 147 C44 Change Password eque teat ete t bire ederet ta 148 CoXXdvatced A uei Ea these ewes ase aU Aa eine tones 150 C5 Advanced Search Results ooa meta eti e et et dut deve al uei 152 Validation And Eval ation dette tester ii 155 System Require ments cose rope nd nate telae ape us Mad made ganas caged nee 156 TespOdsesscs E ae 156 Installation PEOSTARE d o sos eec ess eee Rete ridet b Medo tt 156 Administrativo Console australia ld dre 156 Systemi VIC ara 157 AAA A A 157 Mal Mere ea ot RER aah nse 157 Miti SUD ter ose eder D po ee P reri ma ee ter deer ia 157 Testing Resulta dps 160 Plans For Future Development tarte e tee Op deter aes ae 161 PR COU A Lou uS ot ac tate ves at E aute tro arde E 161 vii Requirements Analysis Rationale The administrative office of Mt Pleasant High School has
37. atitude also goes to Ms D Ndlovu the acting chairperson of the University of Zimbabwe Department of Computing Science for preparing the letter of authorisation that was required as part of the application for clearance from the Ministry of Education Sport and Culture I would also like to thank Mr Sidimeli Mr Chinyama Mrs Kabasa Ms Chokumanja and Mr Mukwandara of the same department for their assistance with access to the departmental resources At the Ministry of Education Sport and Culture head office I would like to thank Mr Chinamasa and Mr Kuona along with Mr Denhere of the same ministry s Harare regional office for their assistance in processing the applications for ministerial approval of the use of Mount Pleasant High School as a case study I would also like to thank Mr Mugwenda and Mrs Gozho the head and deputy head respectively of Mt Pleasant High School along with their administrative assistants Mr Muswe and Mrs Nyaruwa for making the interview arrangements with the Bursar s and Levy office on my behalf I would also like to thank Miss Patsika the Bursar of Mt Pleasant High School for outlining the government fees section of the fees system and Mr Mukanyi of the Levy Office for outlining the Levy processing system iii References The reader may find it useful to consult the following documents that played an integral role in shaping the course of this project 1 Hapanyengwi GT amp Mazhindu Shumaba RK 2003 Proje
38. butes and are presented in Relational Database Structure Diagram notation Please note that all the dates will be unique as they will contain time information The system will however validate the uniqueness of the receipt numbers entered though it will not use them as primary keys Please refer to the ER Diagram for the relationships among these entities and to the Data Dictionary for an explanation of the attribute specifications 1 Students Student ID Surname First Names Sex Guardian Title Guardian Surname Deregistered Students Student ID Surname First Names Date Deregistered Guardian Title Guardian Surname Guardian Initials Guardian Address Classes Class Form Teacher Minimum Balance Registered Fees Fee code Fee Name Levy Account Debits Fees Templates Template Name Template Data Caution Fee Account Debits 10 Users User Name User Password User Rights 26 Relationships Among Entities 1 Mi M 1 Levy Account Debits Caution Fee Debits 1 Deregistered Students M Caution Fee Credits Fees Templates Figure 3 Relationship Among Entities 2 Data Modelling Dictionary Field Name Type Remarks Amount Currency Class Text 6cc Unique class name Date Deregistered Time Contains both date and time information Fee Code Integer Indexes fee table Generated b
39. ct Planning and Implementation For the Computing Science Student University of Zimbabwe Course Pages http www uz ac zw science cs ct260 Project 20Planning 20and 20Development 20Book DOC Microsoft 2003 Issues Migrating from DAO Jet to ADO Jet Microsoft Support http support microsoft com default aspx scid http support microsoft com 80 supp ort kb articles q225 0 48 asp amp NoWebContent 1 Microsoft 2001 Microsoft Developer s Network Microsoft www msdn microsoft com Motsi TG 2001 Librarius 2000 Plus Geocities Homepages www geocities com tgmotsi Pierre Emmanuel G 2003 RTF Printing Routines Code Guru Website http www codeguru com vb openfag comments 159 shtml Somerville Ian 1995 Software Engineering Addison Wesley iv Contents Terms of ROferenee os oae en ot tede mt i IPS A asc ut e db acd el ii Acknowledegen elits A decli ven a Ert reca ode ua ve aed kei iii EASIEST AA lade a harasses aan aia hasten need Gaal iv Requirements AS eh tesce e e ie Athans te tee Doct d uta Deed 1 Rational aa 2 IVA ERO ai 3 A Se dieto gee tact ts mr cM G 4 A 4 The Lev OIE T 6 Statement of Preliminary Feasibility iia 7 Functional Requirements id 9 Reguirements DeHnitlon soe a N oles 9 Requirements Spec drid in ii ii di 10 INonsPunctional Requiremietits ii iio aida 18 System E escuela ER coh o e ocio oce eu E aude LR UN ee 19 Feasibility Stud V ossa dtes aive s UN ERO MD edid u
40. currently displayed set of rights e Unload form e Load context sensitive help e Unload component without saving settings 137 Remarks The tabbed dialogue will be split into seven groups as detailed below for each property a checked box will indicate that the user will be allowed to carry out the corresponding action or request the corresponding service Group Name Properties Classes Create New Classes Change Class Details Delete classes Batch update classes Students Register students Change students details Deregister students Reregister students Levy Fees Register new fees Deregister fees Create and modify templates Delete fees templates Levy Accounts Debit Accounts Credit Accounts Produce individual statements of account Batch produce statements of accounts Deposit Accounts Debit Accounts Credit Accounts Produce individual statements of account Batch produce statements of accounts Balance Analysis Fee Class Balance Analysis Analyse Deposit accounts balances Analyse Levy accounts balances Utilities Run Mail Merge Run Advanced Search 138 C3 2 3 Delete User Account Rationale Non Functional requirement 2 Parent C3 2 Manage User Accounts Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Users Table User Interface Confirmation of deletion dialogue Algorithms Locate User name Delete Record 139 C4 System Services Rationale Ab
41. d with the parents but it is not envisaged that this will become necessary within the foreseeable future Social Feasibility The system will not results in the cutting of jobs yet it will substantial reduce the workload in the Levy Office It is therefore expected that it will be welcome by the personnel within the Levy Office The parents are also unlikely to reject a system that will result in substantial improvements in their ability to access transaction records held by the school The only concern has been with ability of unscrupulous students to forge the statements of accounts It has however been concluded that any student who can forge a statement authenticated with a school stamp will not have any difficult in forging a Levy Office invoice The system will therefore not increase the risk associated with the process With these issues in mind it is the opinion of the developer that the system should be certified as socially feasible Statement of Overall Feasibility It is the professional opinion of the developer that the system is feasible within the current context and any changes that may occur over the 3 month development period This opinion is subject to review in the event of unforeseeable developments 20 Design An Overview Design Philosophy The system designer will adopt a top down approach as proposed by Somerville 1995 The only variation to this method will be in the designing of the data structures first This
42. e been specified and are not the same e Runs update query moving all the students in Current Class to New Class e Calls context sensitive help e Unloads form 49 C1 1 2 Class Records Rationale Requirement 1 e Parent CLI l Student Records Management Descendants lt lt None gt gt Data Sources Accessed And Modified Data Source Modified Nature of Access Classes Table Read Edit Add New and Delete at record level Students table Used to calculate the number of references to the target class before it is deleted Class cannot be deleted if it is still in use Remarks Loaded as modal The following is a known dependency C1 1 5 Search Used to display list of students in a given class if deletion of class has been denied due to it being still in use 50 User Interface Browsing Services Class Form Teacher PO Min Deposit Balance Menu Services New Edit Delete Go to First Go to Last Help Close Input Name Input Type Remarks e There must be a current record e Deletes current record after confirmation e There must be a current record e Display context sensitive help e Unload form Display next record if present If current record is the last give option to display first record 4 Display previous record if present If current record is the first then give option to display the last record Close je Unload form 51 User Int
43. e Galea aoc a ditt eis pte Dune 20 J chnicab PeasiDIDEDV uso o dan Od a oae tek uon Pe eti a ens M a 20 Economic Feasibility nesot qe tte tees eee eaten Een S e e A te eot ee ean 20 Social Feasibility as uoo eta reds bats cases cise sve es ipee indole aae Ed 20 Statement of Overall Feasibility visits 20 Design AM OVervIeW A E a 21 PSSM Philosophy ouis duis e ee hr E E a E E R Rcs 22 Choice of Development Environment ii 23 Choice of DB MS iii ii A 24 DataModelln ai lidades 25 OV CLV SU eRe i ES D Mac ML E eM equi cn enn ee 26 Relationships Among Entities esses eene nennen nennen enne 27 Data Modelling Dictionary ues oie poe sa 28 Architectural Destgfihz sueco A VEN ave at a uu a amr d Hip eR 3T Component A Rete ere eR Yu ab RUE et e e oe t aieo NUNT 45 C0 School Fees Processing SVSUTIL dee ee s e Op dao dose ode wns 46 C1 Main SOSA 47 C1 1 Student Records Manada 48 CTI Bath Update Glasses odas ice bua ata tete stes ned Sel tak cele ettet e ues 49 CDI Class RECOM Ske eet det ate eeu utet tots am aat aut Toca 50 GT 1 3 Registered Students sudden odore teta id 53 Cl 14 Deresistered Students osse br n bi ec ed aed addi 57 C1 1 4 1 Get Reregistering Student s Class essere 59 CLS CAC Nee ta cede Neh a o EL dl C 60 CLT SE Search Results zs eaces A voce etia a ia 61 C12 Deposit Account Management ooo tios ee mes stas e efe ee e ede eat a teas 63 C1 2 1 Individual Deposit Account Manage ccoooocnococococo
44. e user must install Windows 2000 Service Pack 3 before running the installation program The solution for the other versions can only be determined after analysing the registry of the target machine focusing on the flags for updating files on booting This issue has been confirmed by Microsoft to be a known problem affecting applications designed in Visual Basic 6 0 and is documented at a http support microsoft com default aspx scid http support microsoft com 8 0 support kb articles Q191 0 96 ASP amp NoWebContent 1 b http support microsoft com default aspx scid kb EN US 279764 The extent to which the log on is secure has not been verified to the required level of security Several attempts to bypass the form succeeded and although the underlying cases for all of these were isolated and rectified it is not possible to state that logins are secure beyond reasonable doubt The help system has been verified to be loading the required topics However the context sensitivity of the help file itself remains questionable due to the system used to develop it The file was created by partitioning the User Manual which when considered in retrospect was a poor design decision The Undo system in the mail merge utility logs all the changes made as single snapshots resulting in some changes that should be considered atomically being broken down Most of the problems associated with this have been identified and rectified by making changes in t
45. e with regards to fees records What forms if any do you use in this storage On average for how long is this information stored On expiration of the period of storage is the information destroyed or archived If it is archived is it revised in any way before this is done b Uses of information i ii iii To what uses do you put the above specified information What problems if any have you experienced in accessing the above specified information What opportunities for further utilization of the information would you wish to have explored c Computer System i ii iii Do you have a computer system within your immediate office If you do have a computer system what are its technical specifications with respect to e Make e RAM e Network connectivity e Storage How would you appraise your level of computer literacy 6 The Bursar Assistants to the Bursar Levy Office a Types of fees charged i ii iii iv v vi What fees do you charge To whom do these fees apply Who is responsible for which fees Who gives the directive to charge any given student a given fee What documentation if any is used in 2 a 111 above What documentation used in communicating the fees charged against any given student to that student b Storage of information i What specific transaction records do you keep ii What documentation is used in this storage iii For how long are these records kept
46. ees into templates with focus on the need for the fee to be registered Removal of fees from templates 158 7 Debiting Levy Accounts a Ability to specify debit targets and to have these adhered to b Making of the request to display the list of students in the target class c Ability to retrieve and load template data d Ability to add and remove individual fees from the list specified 8 Crediting Levy Accounts 9 Generation of individual levy statements of accounts and to print amp export the generated statements 10 Ability to batch produce levy statements of accounts 11 Deposit accounts a Debiting b Crediting c Statement generation d Batch statements of accounts generation 12 Balance analysis 159 Testing Results The above aspects of the system were tested leading to the discovery of errors within the implementation Due to time pressures the developer was not able to systematically collect the test results for presentation in this manual Although most of the errors discovered were corrected the following system inadequacies have been confirmed and remain largely unresolved although workarounds maybe available 1 The installation program will fail to install bootstrap files on Windows 2000 machines The program may also fail on other versions of Windows For Windows 2000 the problem results from the way Windows 2000 protects its files during booting To work around this problem on Windows 2000 th
47. er of pages returned by the result Enter the column headers by iterating through the field object of the recordset Display the first page 152 Adjust Row Height Use input box control to get the preferred number of lines of text to display Convert text height to scale mode units For each row in the grid excluding the header row Set the new height to the calculated height Next Export To Excel Get the filename of the target export If the file exists delete it after confirming with the user Create an Excel Workbook with a Single Worksheet Export the header row Load each page from page and export its contents excluding the Header page Save and release the workbook Redisplay the page that was being viewed just before the exporting began Export to Generic CDT Get the filename of the target export If the file exists delete it after confirming with the user Create a text file to export the data to Export the header row Load each page from page 1 and export its contents excluding the Header page Save the text file Redisplay the page that was being viewed just before the exporting began 153 Validation And Evaluation System Requirements The meeting of the system requirements was verified by walkthroughs at various points in time from the date the requirements were specified to the end of the implementation In most cases the requirements were found to have been met However during this process some inconsistencies
48. er passwords System start up Context sensitive help loading Exportation to Excel and CSV Advanced Search l 2 Opening saving and printing of source SQL Execution of SQL Executing a query in the Advanced Search Utility and then comparing the results with those obtained when the query is run in Microsoft Access can be used to test this Presentation of results with particular emphasis on adjusting row heights and exporting data Mail Merge 1 Opening Saving and Printing of RTF documents 2 Ability to Undo actions 3 Clipboard functions 4 Converting case 5 Inserting dates rtf files and pictures 6 Search and replace 7 Inserting merge fields 8 Generating previews and actual letters 9 Starting of new sessions Main Subsystem l Classes 157 Ability to register new classes with particular emphasis on observance of the enforcement of primary key integrity Editing of classes and ensuring that the primary key cannot be changed Ability to deregister classes It should be ensured that the system can detect classes that are still in use and deny requests to deregister them d Ability to browse through the records e Batch Updating of classes 2 Registered Students a b Ability to register new students with particular emphasis on the generation of unique Student IDs and enforcement of the Student Class relationship Editing of student records and ensuring that the primary key can
49. erface Modifying Records Ps Class Po Form Teacher Po Min Deposit Balance jJ Input Name Input Type Remarks Class Text Box e Maps onto Class field e Maximum input length of 6 characters e Must be unique in table e Must be entered Form Teacher Text Box e Maps onto Form Teacher Field e Maximum input length of 50 characters e Must be entered e e Maps onto Minimum balance field Min Deposit Balance Must be greater than 0 e Reloads browsing interface e Loads context sensitive help Cancel Button Cancels current operation e Reloads browse mode 52 C1 1 3 Registered Students Rationale Requirement la Parent C1 l Students Records Management Data Sources Accessed And Modified Data Source Modified Nature of Access Classes table No Provides list of available classes during record modification es Students Table Y Read edit add new and delete at record level Deregistered Yes Add new record during deregistration Students table o Caution Fee N Used to calculate balance on Caution fee Account Account Credits during deregistration table Caution Fee Used to calculate balance on Caution fee Account Account Debits during deregistration table Credits table deregistration Debits table deregistration Remarks 1 This component should not be loaded unless there are registered classes on the system 2 Loaded modally 53 User Interface Browsing Services
50. f subsystem conflict The designs will be tested for completeness and accuracy through walkthroughs A suitable method for documentation these has however not been found in the literature available to the designer 22 Choice of Development Environment It is the opinion of the designer that given the specialised nature of programming languages a decision on the development environment must be made before the design so as to ensure that the produced design will be implementable This will also allow the use of specialised features that are only available in one development environment Given the hybrid nature of the target environment it is acknowledged by the developer that a platform independent development environment would probably be the most natural choice Such a view would propose Java based development environment I is however the opinion of the developer that such a choice would seriously risk the technical feasibility of the project This decision has been arrived at after considering that i Java is still a relatively new language with few readily available high level customisable components This makes the language unsuitable for rapid application development that is a prerequisite for a project being carried out under such a tight development time frame ii The designer who also happens to be the implementer has little knowledge of the Java development environment It is unlikely that he could learn the language and come up w
51. f the design philosophy that guided the design process Being a data heavy application the overview is followed by a subsection on the modelling of the system database In line with the method proposed by Somerville 1995 this is followed by Architectural design with the section concluding with a section on the design of all the identified components A section on the evaluation and review of the system follows the Design and serves as a conclusion to the developer s section of the documentation This section concentrates on highlighting the bond between the requirements and the implementation along with the known inadequacies of the system It concludes with proposals on plans for the future development of the system The last section contains a user manual that contains detailed instructions on using the system This chapter concludes the main body of the documentation The documentation also includes an appendix with the research clearance documents ii Acknowledgements First and foremost I would like to thank my family for their patience and understanding during the many hours I disappeared and became very antisocial My heartfelt thanks also go to Dr G T Hapanyengwi my project supervisor for his patience and guidance over the course of the project I would also like to express my gratitude to Ms L Bonda my first project supervisor for her advice on carrying out the background research and refining my project proposal My gr
52. fees The Levy Office has an IBM compatible personal computer and an HP LaserJet 5L printer The system runs on the Microsoft Windows 95 platform The principle officer in the Levy Office is quite proficient with regards to using the system as evidenced by the modifications he has made to the Excel 7 0 spreadsheet he has been using Statement of Preliminary Feasibility After carrying out the above research the project developer has ascertained that the statutory requirements for the Bursar s office make the computerisation of that office s fees processing system unfeasible As a result the project scope has been revised to cover the Levy Office only In light of this all references in the remainder of this document to the Fees Processing System will be with respect to the Levy Fees Processing System Deregistermg Student Cleared Student General Ledger Student Records Figure 2 Levy Office Context Functional Requirements Requirements Definition The system must Su pases Mo Facilitate the maintenance of student records Facilitate the recording of fees debited to each student account Facilitate the recording of all payments Be able to produce statements of account for each student Be able to extract the totals fees charged under a given fee over a user defined period Be able to analyse the student account balances into debit and credit balances Maintain a Caution deposit account for each student F
53. he working area and then transferring the finished version of the text back to the parent The developer however still has suspicions that there are other scenarios that may result in the same problems that have not been identified The mail merge clipboard function remains unreliable when it comes to images This problem can be avoided by using the keyboard shortcuts to the inbuilt clipboard functions of the of the RTF control thus bypassing the system s custom functions Deregistration of classes and students leads to the forms displaying the first record This is as to design but in retrospect this was a poor design decision The system should instead display the record occurring immediately after the deleted record 160 7 Analysis functions return incorrect results when the accounts tables are empty The cause of this error has not been identified This problem is however not likely to be materially problematic as it is expected that the analysis will have no practical value until some records have been added The advanced search utility s paging mechanism results in the utility being unable to use the generic exportation functions written for the system To work around this a custom export routine had to be written for the utility The developer acknowledges that this 1s a violation of the design principles Plans For Future Development As stated in the preface the scope for this project has changed dramatically from the time
54. hool Head The Deputy to the School Head The Bursar Assistants to the Bursar Secretary to the School Head Secretary to the School Development Association SDA The interviews would be held at the earliest possible convenience of the personnel involved Interview Focus The interviews will focus on the following key areas e Types of fees charged e Procedures and documentation used in authorising the fees to be charged against any given student 163 e Storage and uses of the information e Identification of any problems in the system with particular focus being given to bottlenecks e Formulation of requirements to serve as a basis for solving the above stated problems Publication of Findings The research findings will form part of the report to be submitted as to the academic regulations of the University of Zimbabwe It will therefore be left within the public domain of the Department of Computing Science A copy will also be published at the author s website at www geocities com tgmotsi The website is within the international public domain and already contains other projects carried out by the researcher Researcher Contact Details E mail tgmotsi yahoo com Website www geocities com tgmotsi Telephone 263 11 754102 Compiled by Motsi Tinovimba G 164 Interview Questions 5 The Head Deputy Head a Storage of Information i ii iii iv What information do you store within your immediate offic
55. iate treatment of nulls should be provided 115 C2 2 2 Search Rationale Requirement 8 c iv Parent 2 2 Text Formatting and Editing Descendants None Data Sources Accessed And Modified None User Interface Find Find What Options O Whole Word Help O Match Case Cancel Remarks Should carry a reset option to enable new searches On finding a match the focus should be returned to the document with the match highlighted C2 2 3 Insertions Rationale Abstract grouping of components used in insertions Parent C22 Text Formatting and Editing Descendants C2 2 3 1 Date Insertion C2 2 3 2 Picture Insertion C2 2 3 3 File Insertion 116 Data Sources Accessed And Modified None User Interface None 117 C2 2 3 1 Insert Date Rationale Requirement 8 e i Parent C2 2 3 Insertions Descendants None Data Sources Accessed And Modified None User Interface Month view control for the current year Input should be by double clicking a date 118 C2 2 3 2 Insert Picture Rationale Requirement 8 e ii Parent C2 2 3 Insertions Descendants None Data Sources Accessed And Modified None User Interface System s open dialogue with a filter for the following formats e Bitmap Default e JPEG Graphic Interchange Format e Graphic Interchange 119 Format C2 2 3 3 Insert File Rationale Requirement 8 e iii Parent C2 2 3 Insertions
56. ified criteria Used in statement header Students Table Levy Account No Used to generate body of statement and calculate Credits shortfalls excesses Used to generate body of statement and calculate Debits shortfalls excesses User Interface Printmg Levy Statements of Accounts Cancel Input Name Input Type Remarks Cancel Button e DoEvents backed button for halting a job in progress 93 C1 3 5 Record Payment Rationale Requirement 3 Parent C1 3 Levy Fees Management Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Levy Account Yes Add new record Credits Checking if receipt number is already in use Students No Verifying Student ID Getting details of student for confirmation of transaction User Interface Levy Fees Record Payment Student ID Receipt Number Amount Credit Help Cancel 94 Input Name Input Type Remarks e Required input number e Required input of up to 15 characters Amount Text box e Required currency input e Must be greater than 0 00 e Enter the credit transaction e Load context sensitive help e Unload form 95 C1 4 Balance Analysis Rationale Abstract logical grouping Parent Cl Main Subsystem Descendants C1 4 1 Fee Class C1 4 2 Student Balances Data Sources Accessed And Modified
57. inimum Balances Duration Credits Duration Debits Total payments over period Current Accruals Current Prepayments Levy Fees For each fee give total Charged 99 C1 4 2 Student Balances Rationale Abstract logical grouping Parent C1 4 Balance Analysis Descendants C1 4 2 1 Levy Balances C1 4 2 2 Deposit Balances Data Sources Accessed And Modified None User Interface None 100 C1 4 2 1 Levy Student Balance Analysis Rationale Requirement 6 Parent C1 4 1 Student Balances Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Levy Account Supplies total of debit entries for each student Debits table Students table Used in grouping Classes table Used to populate class list boxes Levy Account No Supplies total of credit entries for each student Credits table N N 101 User Interface Levy Account Balances Classes All Students Available Selected Prepaid Accrued i Settled Student ID Surname First Names Class Credits Balance Net Balance Tools Export to Excel Export to Generic Format Export Source SOL Print Help Close 102 Input Name Input Type Remarks group Available Selected e Must not be empt Generate analysis details Button e Move the class selected in the Available list to the Selected list e Move the class selected in the Selected list to the Available
58. inistrative Console Rationale Provide support for system configuration Parent CO Level 0 Descendants Cal Database Management C32 User Accounts Management Data Sources Accessed And Modified None User Interface Administrative Console Admin Menu Admin Manage User Accounts Change Admin Password Repair Database Reset Database Install Blank Database Help About Exit 128 Input Name Input Type Remarks Manage User e Load component C3 2 Accounts Change Menu e Load component C4 4 Admin Password Repair e Load component C3 1 3 Database e Database Path Database e Load context sensitive help About e Unload component 129 C3 1 Database Management Rationale Abstract logical grouping Parent C3 Administrative Console Descendants C3 1 1 Install Blank Database C3 1 2 Reset Database Path C3 1 3 Repair Compact Database Data Sources Accessed And Modified None User Interface None 130 C3 1 1 Install Blank Database Rationale Required for application deployment Parent Cd Database Management Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access User Interface ist Bien Database Database Location Input Name Input Type Remarks Database Text Box e Locked Location e Clicking should bring about a system Save As dialogue which should be used for specifying the target database location Install e
59. it was first conceptualised Over time the project has become more of a prototype for a larger Information Management system As such future development will focus on adding general IS features to the system The question of what to add next and when remain largely unanswered Some of the proposals are stated below l 2 The students records management subsystem should be unbundled from the levy system and placed in a new standalone Students Records client The database should be moved to a DBMS that caters for efficient multi user support whilst leaving the interface for the levy system largely unchanged A courses management client should be added with support for the following a Association of students with marks b Exams timetable analysis for clashes c End of terms reports generation A form teacher client should be added and be online based The primary purpose of this will be to enable a form teacher to keep track of his her students and to add comments before reports are generated An online subject teacher client enabling a course teacher to log in and record examination marks should be considered The above proposals will have to be developed in consultation with all the stakeholders and prioritised as to their needs It is therefore not possible to give a schedule for any of the issues stated above Appendix A 161 Department of Computing Science University of Zimbabwe P O Box MP167 Mount Pleasant Harare
60. ith an implementable and accurate design within the given development time The design would also be quite inferior to one in an alternative language as the designer has little knowledge of the features available in the Java system iii Java applications are relatively slow and resource hungry due to the fact that they are interpreted instead of being compiled This problem is exacerbated by the overhead brought on by the Java runtime environment The primary target deployment unit is a modest Windows 95 machine This platform is relatively unsuitable for a large Java application The C development environment that is also available to the developer would adequately address the problems of speed However the problem of the unavailability of high level components would still be a stumbling block Data modelling is also not supported directly within C making it unsuitable for a data heavy application that required rapid application development This leaves the Visual Basic as a possible development environment Whilst the developer is quick to acknowledge his bias in favour of Visual Basic being his native environment the decision on the development is one that has been made after consideration of the facts on hand The following reason have been considered and found to be in favour of a Visual Basic development environment i The availability of high level user interface components that conform to the Windows look and feel that the personnel
61. mum balance Rationale for 7 e It is not anticipated that the system will ever have to batch process the balances of those not owing but it has been decided that it would be prudent to include these facilities separately just in case the system evolves along an unexpected path 14 8 A mail merge facility for sending reminders to parents with fees owing should be provided a The user should specify the records to be used in the mail merge through Standard Query Language b The user should be able to specify the body of the message indicating where personalised details will be inserted c The facility should provide the following editor specific services i Document preparation in the Microsoft Rich Text Format ii Saving and retrieval of documents in RTF iii Printing of RTF documents in their native style iv Search and replace function v Undo system with a capacity of undoing at least the last 10 changes made vi Clipboard functions Cut Copy amp Paste vii The following RTF formatting styles should be provided Bold Italics Underline Multiple font sizes within a document Multiple fonts within a document Alignment o Left o Right o Centre e Indention e Image imbedding viii A toolbar function for accessing all the functions listed in 8 c d A facility for previewing the Mail Merge job should be provided e A facility for inserting the following into the current document i Calendar
62. n Descendants 1 3 4 1 1 Load Statement of Account Known Dependencies None Data Sources Accessed And Modified None User Interface p Levy Fees Individual Statement of Account Tools Student ID Student ID Full Name Surname First names Statement Period From To Balance Owing Amount Tools Load statement Export to Excel Export to Generic Format Print Help Close Input Name Input Type Remarks 2 00 1 Load Menu Use component 1 3 4 1 1 to load a statement statement Export to e Use component 4 3 to export the statement Excel Export to Menu e Use component 4 3 to export the statement Generic format e Print statement e Load context sensitive help e Unload form 88 C1 3 4 1 1 Load Statement Rationale Requirement 4a Parent C1 3 4 1 Individual Statement of Account Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Levy Account Used in calculating balances and getting the list of Debits transaction s occurring between two user specified dates Levy Account Used in calculating balances and getting the list of Credits transaction s occurring between two user specified dates User Interface Load Individual Statement of Account Student ID Start Date End Date IS E Input Name Input Type Remarks 1 89 Student ID e Valid student ID e Default to 1 January
63. ncconnncnnnoconocnnn nono nonnncconocnnos 64 C1 2 1 1 Debit Individual A Geoubit ais cor dte redet e ere eed a Rer diode 65 C1 2 1 2 Credit Individual ACCOUME uiii sarei raid toa ih lanos rosado tata bednda 67 1 2 1 3 Load Individual Deposit Statement ette eterne enirn 68 C1 2 1 3 1 Output Deposit Statement c acea ops Bad e oA REIR ORARE E RISE UU PAN deed 70 C1 2 2 Initialise Deposit Statements Printing uisi cotta iine er tag dune recto tesi 71 C1 2 2 1 Do Deposit Statements Batch Print 73 EA Levy Fees Management ated test ge tear nest ee i acess oe Ge RO aE 74 C1 3 1 Template Management e se a b Pet re i a equ aes Ta C1 3 1 1 Insert Fee Into Template 77 C1322 D bit Levy ACCOM ax ron ds 78 1 3 2 Eoad bee Templdteusus hae des eo Oc et R n cet dresit aki 80 C1 3 22 Batch Debit Levy AcCOUNtS seen erret iar n ee Cet eroe d detras 81 C1 3 2 3 Charge Individual Levy Account eiii 82 C1 3 2 4 Insert Individual Fer 83 EMI S Registered E sse a a near ea EE 84 C1 3 4 Statement of Account Production i uin ro ote re Sora esed IN a Ree Re ud ado 86 C1 3 4 1 Individual Statement of Account sess 87 ISA LLE Staterelb us eese aee pese bees dene b ese es E RUE BORN 89 C1 3 4 2 Start Batch Printing Levy Statement eese ao eet iret ies deer iot 9 C1 3 4 2 1 Batch Print Levy Statements iconos tdi eter itcr dona 93 CE 3 Record Ment S e oiu is is 94 C14 Balance Analysis Deo 96 CL E A C F ERE EO AE EEE AT E 97 C142 Student Balant ES asse
64. nd Modified Data Source Modified Nature of Access Users Table Queried for usernames passwords and access rights User Interface UserName Ll Password o Input Name Input Type Remarks User Name Textbox Je S O 143 Algorithms Log In User Ensure that both the username and password have been entered If the username is Admin then Get admin password from registry If the entered password matches that of Admin then Enable access to all components Proceed to log in user Else Display log in error Redisplay log in form with the password text box cleared End if Else Look up name in the users table If the name does not exist Inform user Refuse log in Else Get password for the user If password matches that entered then Retrieve user s access rights Log In user Else Inform user Redisplay log in form with password text box cleared End if End if End if 144 C4 2 2 Encryption Rationale Passwords are stored within a table and in the registry Simply querying the database can therefore retrieve them Encryption will provide a line of defence Parent C4 2 Access Control Descendants None Data Sources Accessed And Modified None Programming Interface Method Encrypt Accepts plain text as an argument and returns cipher text Method Decrypt Accepts cipher text as an argument and returns plain text Encryption algorithm Librarius 2000 Plus Motsi Tinovimba G 1999 2000 Freely available f
65. ndividual Deposit Statement Descendants None Data Sources Accessed And Modified None User Interface ia Load Deposit Account Statement Po Statement Period Current Balance Minimum Balance Current Excess Reference Menu n Export to Excel Export to Generic Format Print Help Close 70 C1 2 2 Initialise Deposit Statements Printing Rationale Requirement 7e Parent CIA Manage Deposit Accounts Descendants C1 2 2 1 Do Deposit Statements Batch Print Data Sources Accessed And Modified Data Source Modified Nature of Access Populate list boxes in Classes frame User Interface Batch Print Deposit Statements of Accounts Start Date End Date All Students Prepaid o Accrued o Settled o mST Balance Type Classes Available Selected Nu 71 Input Name Input Type Remarks Start date Date Picker Defaults to 1 January of current year MGR E fall on or before End Date to be valid e Defaulstotoday Balance Type Option Group Defaults to All students Available Classes Drop Down List e Populate with all the available classes Selected Classes Drop Down List e Initialised to empty e Must contain a class before job can proceed gt Button Moves selected class from Available to Selected list e Button e Moves selected class from Selected to Available list 72 C1 2 2 1 Do Deposit Statements Batch Print
66. ng SQL Menu Tools New Query Open SQL File Save SQL File Save SQL File As Execute Query Help Exit 150 Input Name Input Type Remarks SQL text box e Should have both scroll bars e Clear the text box Open SQL e Use the system Open File dialogue to open a text file file Save SQL Menu e Ifthe loaded file already has a filename associated File with it then save the loaded text under that file e Otherwise use the system Save As dialogue to save the file Save SQL e Use the system Save As dialogue to save the file File As Execute Menu e Assign the text to a query object s SQL property if Query the query contains any errors an exception will be thrown e Ensure that the query does not have the ability to modify data before execution e Load component C5 1 to display the results e Use the system Print dialogue to print the SQL text e Load context sensitive help e Unload the component 151 C5 1 Advanced Search Results Rationale Requirement 10 Parent C5 Advanced Search Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access User Interface Advanced Search Results Grid of Results Page X of Y Menu Tools Adjust row height Export to Excel Export to Generic CDF Help Close Display the Results Execute the query and assign the results to a recordset If the recordset is empty then abort Calculate the numb
67. not be changed Ability to deregister students It should be ensured that the system is capable of detecting students with non zero balances in the accounts and denying requests to deregister them The system should also be observed to be making accurate transfers of the data from the Registered to the Deregistered table Deletion of transaction records should also be verified Ability to browse through the records with particular emphasis on ability to jump to a student record and the state of the table after an unsuccessful jump 3 Deregistered Students a b Ability to browse through the record of deregistered students Ability to reregister deregistered students 4 Search facility a b Ability to run searches as specified in the design Ability to handle external service requests as generated by the components for deregistering classes and charging student accounts Ability to present results with particular emphasis on display the printing and exporting of results 5 Registered fees a Registration of new fees with particular emphasis on the generation of a unique primary key for each fee and the enforcement of the uniqueness of each fee Deregistration of fees Ability to detect usage of fee within templates and levy accounts and deny request to deregister fees in use 6 Fees Templates a b C d Ability to create new blank templates with unique names Ability to delete templates Insertion of f
68. nt 1 b Parent C1 1 Students Records Management Descendants C1 1 5 1 Search results Data Sources Accessed And Modified Data Source Modified Nature of Access Students table User Interface Search Item IS EN Search String Help Close Input Name Input Type Remarks Search Item Drop Down Student ID Surname First names List m Guardian s Surname peer IT DEN Component 1 1 5 1 to display the results Loadcontextsensitivehelp context sensitive help Remarks The following are known dependencies C1 1 2 Class Records Uses form to load list of students in a given class if deleting it has been denied due to it being in use C1 3 2 Debit Levy Accounts Uses form to show the list of students that will be charged 60 C1 1 5 1 Search Results Rationale Requirement 1c Parent C1 1 5 Search Descendants lt lt None gt gt Known Dependencies lt lt None gt gt Data Sources Accessed And Modified lt lt None gt gt 61 User Interface Search Results Grid of returned matches Menu Tools Adjust Row Height Export to Excel Export to Generic Format Export Source SOL Print Help Close Input Name Input Type Remarks text to display per multi line field Export to Exce Use component C4 3 to export the search results Export to Menu Use component C4 3 to export the search results generic format Export Source Save the query
69. nt C1 2 1 1 Credit e Launch component C1 2 1 2 Statement of Menu e Launch component C1 2 1 3 Account Help e Display context sensitive help Close e Unload form Load Help Close C1 2 1 1 Debit Individual Account Rationale Requirement 7c 65 Parent C1 2 1 Manage Individual Deposit Account Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Students Table Used to verify Student ID before committing debit Caution Fee Yes New Record added Account Debits User Interface Debit Deposit Account Student ID Name Class Statement Period Current Balance Minimum Balance Current Excess m Debit Details Reference Amount Reason Debit Help Close Input Name Input Type Remarks Reference Text Box e Required Input e Up to 15 characters Amount Text Box Required input e e Value must be translated into currency format e Must be greater than 0 00 Reason Text Box e Required input e Up to 30 characters 66 C1 2 1 2 Credit Individual Account Rationale Requirement 7b Parent C1 2 1 Manage Individual Deposit Account Descendants lt lt None gt gt Data Sources Accessed And Modified Data Source Modified Nature of Access Students Table Read to verify that Student ID is valid Caution Fee Account Yes Add new record
70. nt of student accounts with particular focus being given to e Types of fees charged e Procedures and documentation used in authorising the fees to be charged against any given student e Storage and uses of the information e Identification of any problems in the system with particular focus being given to bottlenecks e Formulation of requirements to serve as a basis for solving the above stated problems It is anticipated that the information would be solicited through interviews with the administrative staff in the office of the School Head involved in the above mentioned process at their earliest possible convenience I sincerely hope that you will be able to assist me Yours faithfully Motsi Tinovimba G
71. of current year e Default to Toda e Generate statement and place in parent form e Load context sensitive help e Unload form 90 C1 3 4 2 Start Batch Printing Levy Statement Rationale Requirement 4b Parent C1 3 4 Statement of Account Production Descendants 1 3 4 2 1 Do Batch Print Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Populate list boxes in Classes frame User Interface MN Batch Print Levy Statements of Accounts Start Date 0 Bnd Date TN Balance Type All Students Prepaid Accrued Settled Classes Available Selected Input Name Input Type Remarks Start date Date Picker e Defaults to 1 January of current year 91 ss fe Must fall on or before End Date to be valid e Defaults to today Selected Classes Drop Down List e Initialised to empty e Must contain a class before job can proceed gt Button e Moves selected class from Available to Selected list gt Button e Moves selected class from Selected to Available list 92 C1 3 4 2 1 Batch Print Levy Statements Rationale Requirement 4b Displaying progress bar gives the application a responsive look and feel Parent C1 3 4 2 Start Batch Printing Levy Statements Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Supplies details of students that match the spec
72. or download at www geocities com tgmotsi 145 C4 2 3 Rights Enforcement Rationale Non Functional Requirement 2 Parent C4 2 Access Control Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Users Table User Interface None Programming Interface The components should read in the access rights and provide access to these through an object with a property for each right The property will have a value of false if the user is not allowed to access the service referenced by the property otherwise it will be true There should also be a property storing the User Name of the currently logged on user 146 C4 3 Export Rationale Required to facilitate the attainment of requirement 9 Parent C4 System Services Descendants None Data Sources Accessed And Modified None User Interface None Programming Interface The components should provide two methods one for exporting to Excel 95 and the other to Generic Comma Delaminated Text format The methods should accept as a compulsory argument a grid containing the body of the tabulated data to be exported There should also be a second optional argument specifying a grid with tabulated text to be included as a header to the report During export a progress display should be provided 147 C4 4 Change Password Rationale Required to facilitate the editing of user password as required by Non Functional Requirement 2
73. rd Help Close Input Name Input Type Remarks Previous Button e Go to previous record if present 57 e If current record is first then give option to go to the last record Next Button e Go to the next record if present e Ifthe current record is the last then give option to go to the first record e Unload form Reregister Menu e Get class using component C1 1 4 1 e Move the current record to the Students table Go to First e Jump to the first record if present Go to Last e Jump to the last record if present Jump to Menu e Request the Student ID of the record to jump to record e Use an Input Box e On no match report error and maintain record that was being displayed as current 58 C1 1 4 1 Get Reregistering Student s Class Rationale To minimise input errors when registering students it is necessary that the user be given a list of valid inputs to choose from Parent C1 1 4 Deregistered Students Descendants lt lt None gt gt Data Sources Accessed And Modified lt lt None gt User Interface Select the class for the Reregistering student IS 10 Input Name Input Type Remarks Classes Drop Down e Miust contain a list of the available classes List e Hide form and leave parent to retrieve selection details Load Context sensitive help Cancel Button e Hide form and ensure that nothing is selected in the Class list 59 C1 1 5 Search Rationale Requireme
74. review Personalised Letters Rationale Requirement 8 Parent C23 Mail Merge Processing Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Query Result No Supplies list of personalised details Recordset User Interface Form containing an RTF component with both scroll bars Algorithm Check if every field specified exists in the query result If an invalid field is encountered Inform user and abort operation Else For each record in the query result Make a copy of the input document in a working area For each field in the source query Replace field name in working area copy with personalised details Next Send result to Output form Next Display output form End if 126 C2 3 5 Produce Personalised Letters Rationale Requirement 8 Parent C23 Mail Merge Processing Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Query Result No Supplies list of personalised details Recordset User Interface System print dialogue Algorithm Check if every field specified exists in the query result If an invalid field is encountered Inform user and abort operation Else For each record in the query result Make a copy of the input document in a working area For each field in the source query Replace field name in working area copy with personalised details Next Send result to printer starting on a new page Next End if 127 C3 Adm
75. rit transla aevi tes etia tate issu aves Gea te NES 100 C1 4 2 1 Levy Student Balance Analysis essere 101 C1 4 2 2 Deposit A c Student Balance Analysis sse 104 Co Mal Mer eS les Mat oct rl o 107 ELLE MAME dad 109 CALA Create new DOocumetit rl is 110 ELLO be M GE O 111 ES A ieceete E a cM UT eens 112 CPA E Mud wi RR D X 113 22 2 Text Formatting and Editing eraot tt rere Rer ep ert aae 114 C2 2 1 Font and Style Managements eee eic di 115 22 Sedtelia duse a deo e Lo ED a 116 C2 2 3 ISO rias 116 9 22 91 Insert Dates AA A 118 2 2 3 E bot 119 EAS E Elles e s eb oe eov ha Re ot ty onary dnd tide aia 120 2 24 Search and REPLACE uas aeui dd coq NR pa ASI ER a EU RU BUR 121 C2 3 Mail Merge PIOCOSSITIBu u er bibe ut be b eu cai e abre cades 122 C2 3 1 Load Query Source File snos esee arte ate toe desinet p ede rada aea 123 EX 32 VIEW QUES Oo e E hb oo teed abies dte Saleh clas 124 22 3 3 Insert Merge Pield a ues eco erit ordei re Pod elder AAA R 125 vi C2 3 4 Preview Personalised Letters ooococcccnonononnnnnnnnononononononononononononononononoconononoss 126 C2 3 5 Produce Personalised Letters uoce eas eere Da e Sates canine 127 C3 Admimistrative Console os a a Perder lavas 128 3 1 Database Management i c diii ritis tits roti raso dario IE EIE MA TUR EE Mato doe d bada 130 C3 1 1 Install Blank Database siccitate eii tees t rods 131 512 Reset D
76. rst Names Sex Class Guar dian s Details Title Initials Surname Address Telephone Input Name Input Type Remarks Student ID Text box e Automatically generated as to specification in Data Modelling Must be 8 characters e e Must range between 1 and 20 characters inclusive e Must range between 1 and 30 characters 55 Input Name Input Type Remarks Sex Drop Down e Male Female List e Required input e F e List e Required input Title e Maximum length of 6 characters Initials e Maximum length of 6 characters Surname e Maximum length of 20 characters Guardian s Text Box Multi line Address Required input Maximum length of 150 characters Guardian s Text Box Required input Telephone Maximum length of 20 characters Number e Display context sensitive Help Cancel Button e Abort record modification operation e Reload browsing interface 56 C1 1 4 Deregistered Students Rationale Requirement R1f Parent CI l Student Records Management Descendants C1 1 4 1 Get reregistering student s class Data Sources Accessed And Modified Data Source Modified Nature of Access Deregistered Yes Read and delete records Students table Students Table User Interface Services Student ID Surname First Names Sex Date Deregistered _ 0000000000000 Guardian s Details Title Initials Surname Address Telephone Menu Services Reregister Go to First Go to last Jump to reco
77. s accounts for each fee class Entries in the Total Debtor accounts and Total fees accounts are based on figures extracted from these memoranda accounts The individual student accounts are maintained using an Excel 7 0 spreadsheet For audit purposes a break down of the total debtors figure into credit balances for those who have prepaid and debit balances for those still owing is required Upon registration a student is added to the corresponding worksheet in the spreadsheet for the given calendar year His her account is then automatically debited Upon payment the account is credited and a receipt issued These transactions often occur one after the other The invoicing of fees at the end of the term is however procedurally different Before invoices are prepared class lists are updated using the class attendance registers In addition the student s current levy fees owing balance also has to be calculated This is necessitated by the fact that a student who has failed to pay the required levies cannot be denied education and may thus carry a negative balance until legal recourse remedies the situation Also the Levy Office does not refund those who pay more than what they will have been invoiced unless they specifically make a request for this to be done The prepared invoices are then used to make the payments through the School Development Association s bank account using the same procedure as that used when paying government
78. s her studies in the subsequent term The invoices used enjoy statutory instrument status and must be obtained from the Government Printers The invoice is the primary document used when paying fees into the school s School Services Account and banks are required to only accept payments accompanied by invoices and to note the invoice number when recording the deposit Upon payment the paying agent is issued with two deposit slips one of which must be presented to the school as proof of payment The school will upon deposit slip receipt issue an admission form from the School Services Fund receipt book that is also obtained from the Government Printers Before issuing the admission form the Bursar is required to ensure that the student actually paid the amount invoiced If there is a shortfall she is not allowed to issue the admission form and the bursar must refund any surplus These refunds are usually in the form of cheques No balances maybe carried forward or transferred to other accounts including those administered by the Levy Office For those students who lose their deposit slips an admission form maybe issued upon receipt of the school s bank statement if it contains a record of a deposit made against the invoice number issued to the student The Bursar has an iMac computer with an Epson bubble jet printer The computer system is however not used in the processing of fees as the accounting system used also enjoys statutory
79. stem will no longer process invoices See Requirement 4 The system operator should be able to debit a student s account by a combination of the following i Selecting an edi table template containing a list of fees along with their associated amounts ii Specifying a sin gle fee and its associated amount Rationale for 2 b Fees charged on registration are similar and a template would ease entering of these and speed up the process Reducing the workload will minimise errors The operator should be able to charge all the students in a given class i Facilities similar to those specified in 2b should be provided ii Before debits are made the system should list the students to be charged sorted first as to sex then as to surname and first names Rationale for 2 c 1 The Levy Office updates its class records using attendance registers The registers use the sorting order stated 3 The system must facilitate the recording of payments The following details must be kept a i Receipt number ii Date receipted iii Amount paid iv Student ID of student affected Rationale for 3 a These are the details currently stored by the Levy Office 12 4 The system must be capable of producing statements of account for Levy accounts a The statement should contain the following details i Student ID ii Name of student iii Class iv All transactions made
80. stract logical grouping of System Services components Parent CO Fees Processing System Descendants C4 1 Start up C4 2 Access Control C4 3 Export C4 3 Change Password Data Sources Accessed And Modified None User Interface None 140 C4 1 System Start Up Rationale Provides a generic system start up sequence for all the components Parent C4 System Services Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Database Object No Opened for access by all other components and subsystems Table recordset objects instantiated User Interface Splash screen specifying system and component names Algorithm If another copy of the loading subsystem is already running Inform user and abort subsystem start up Else Get database path from registry Open the database Instantiate all the tables as recordsets Load component C4 2 1 to handle user log in End if Remarks The following is a known dependency C4 2 Access Control Called to handle user authentication 141 C4 2 Access Control Rationale Abstract logical grouping of components used in access control Parent C4 System Services Descendants C4 2 1 Log On C4 2 2 Encryption C4 2 3 Rights Enforcement Data Sources Accessed And Modified None User Interface None 142 C4 2 1 System Log On Rationale Non Functional Requirement 2 Parent C4 2 Access Control Descendants None Data Sources Accessed A
81. tabase management system Visual Basic 6 0 has three database development libraries available namely i Data Access Objects DAO ii Remote Data Objects RDO iii ActiveX Data Objects ADO RDO is not being considered since it has been superseded by ADO and is provided primarily for backward compatibility The guidance on making a decision between ADO and DOA is provided in the Microsoft Knowledge Base Article 225048 INFO Issues Migrating from DAO Jet to ADO Jet According to this article the decision on the library to use should be based on the extend to which the target operating environment is distributed The designer has decided to use DAO for because of the following reasons i The intended environment is not distributed In the event that it does become distributed it is unlikely that there will be more than 3 clients Even in the unlikely event that the system does become distributed the traffic will remain concentrated on the Levy Office client ii The OLE DB provider for ADO has limited functionality in the Jet environment iii Performance tests indicate that DAO can be up to 10 times faster than ADO iv Requirement R1b requires pattern matching DAO has a broader pattern matching mechanism 24 Data Modelling Overview The system will maintain a single Microsoft Jet 4 0 Database based on the Visual Basic Database Access Objects DAO 3 6 library The entities listed below have been identified along with their associated attri
82. ual Charge C1 3 2 4 Insert Fee Data Sources Accessed And Modified Data Source Modified Nature of Access Provides list of available classes Students Provides student details for confirmation Levy Account Yes Add new entries for individual charge Debits User Interface Levy Fees Charge Individual Student ID Batch Class L 5 NE Preview Debit List Description Amount 78 Input Name Input Type Remarks Batch Group e Default to individual e Must be a valid student ID e Populate with list of all the available classes list e One of the list items must be selected if opt batch is selected Preview Button e Launch C1 1 5 to display a list of all the students in Debit List the selected class Description Grid Control e List of all the fees to be charged along with their Amount associated amounts e Description must be a fee name D Button e Call component C1 3 2 1 to load a template El MEA ee e Load component C1 3 2 4 to insert a fee e Remove the selected fee from the list C R e Reset Clear the list of fees 79 C1 3 2 1 Load Fee Template Rationale Requirement 2b Parent C1 3 2 Debit Levy Account Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Fees Templates No Read to provide list of available templates and also their contents Registered Fees Fee code to Fee name translation User Interface Lev
83. used to generate the result list to a text SQL file Send search results to printer Load context sensitive help Unload form 62 C1 2 Deposit Account Management Rationale A logical grouping of the components making up the Deposit Account Management subsystem Parent C1 Main Subsystem Descendants C1 2 1 Individual Account Management CI 22 Initialise Batch Printing of Deposit Statements Data Sources Accessed And Modified lt lt None gt gt User Interface lt lt None gt gt 63 C1 2 1 Individual Deposit Account Management Rationale A logical grouping of the components making up the Individual Deposit Account Management subsystem Parent C12 Deposit Account Management Descendants C1 2 1 1 Debit Individual Deposit Account C1 2 1 2 Credit Individual Deposit Account C1 2 1 3 Individual Deposit Statement of Account Data Sources Accessed And Modified Data Source Modified Nature of Access account load Debits Table account load Caution Fee Account No Read by query when calculating balance during Credits Table account load Classes table Read to obtain class minimum balance during account load 64 User Interface NENNEN Deposit Account Management Po StudentID o Name FA Statement Period Minimum Balance Current Excess Menu Tools Debit Credit Statement of Account Help Close Input Type Remarks Input Name Debit e Launch compone
84. x to get the file name of the source SQL file 2 Assign query file s contents to the SOL property of the Report QueryDef object If assignment fails because of a syntax error give the user an option to try loading a different file 3 Check that the specified query does not modify records If it does give the option to try another query file 4 Execute the stored query and assign the results to a global recordset object 123 C2 3 2 View Query Source Rationale Requirement 8b Parent C23 Mail Merge Processing Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Report Query Retrieves the SQL property of the QueryDef object Object User Interface A form containing a text box with both scroll bars Algorithms Retrieve SOL property of QueryDef object and assigns contents to the text box on the form 124 C2 3 3 Insert Merge Field Rationale Requirement 8b Parent C23 Mail Merge Processing Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Query results No Iterates through field objects recordset User Interface Insert Mail Merge Field List of Field Algorithms Component Load Retrieve all the fields in the query result and place them in the List of Fields OK Chosen Paste the caption of the selected list item into the document surrounded by start and end of field characters 125 C2 3 4 P
85. xt o upper case case Convert selected text o upper case Case Preview Menu Load C2 3 4 Personalised Letters Produce Menu Load C2 3 5 Letters ad ie UIS Su Help Menu Load context sensitive help Contents Help About 108 C2 1 File Management Rationale Abstract logical grouping of file management components Parent C2 Mail merge Descendants C2 1 1 Create New File C217 Open file C2 1 3 Save existing file C2 1 4 Print Current File Data Sources Accessed And Modified None User Interface None 109 C2 1 1 Create new Document Rationale Requirement 8 c i Parent C2 1 File Management Descendants None Known Dependencies None Data Sources Accessed And Modified None User Interface None Algorithm If the currently loads file has changed since being last saved give option to save Set default font settings to e Times New Roman 12pt e Left justified e Not bold Not italic Not underlined Not struck through Not in bullet style Black text fore colour e No indent Blank out the document area 110 C2 1 2 Open Document Rationale Requirement 8 c ii Parent C2 1 File Management Descendants None Data Sources Accessed And Modified None User Interface System open dialogue Algorithm If the currently loads file has changed since being last saved give option to save Blank out the document area Load the specified document using the LoadFile method of the RTF text box
86. y Fees Charge Load Template List of Available Templates Input Name Input Type Remarks Load Button e Insert the contents of the selected template into the parent form and then Unload component e Template insertion must not create fee duplicates e Load context sensitive help e Unload component 80 C1 3 2 2 Batch Debit Levy Accounts Rationale Requirement 2c Parent C1 3 2 Debit Levy Accounts Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Students table Provides list of students in the class selected as a target Levy Account Yes Adds new records Debits User Interface Charging student accounts Please wait Cancel Input Name Input Type Remarks e DoEvents backed process interruption control 81 C1 3 2 3 Charge Individual Levy Account Rationale Requirement 2a Parent C1 3 2 Debit Levy Account Descendants None Data Sources Accessed And Modified Data Source Modified Nature of Access Students table No Supplies student details for use in confirming transaction Levy Account Yes Add new records Debits User Interface None 82 C1 3 2 4 Insert Individual Fee Rationale Requirement 2a Parent C1 3 2 Debit Levy Accounts Descendants None Known Dependencies None Data Sources Accessed And Modified Data Source Modified Nature of Access Registered
87. y system Fee Name Text 30cc Official title of a Levy Office fee as given on the approving circular First Names Text 30cc Form Teacher Text 50cc Full name of the teacher who maintains the class list for the given class Guardian s Address Text 150cc The contact address of the guardian May contain several lines of text Guardian s Initials Text 6cc The guardian s initials as the should be printed e g J K Guardian s Text 15cc Surname Guardian s Text 20cc Telephone Number Guardian s Title Text 6cc The guardian s official title e g Prof Minimum Balance Currency Class minimum balance for the Caution Fee Deposit Account Reason Text 30cc Brief description of reason for debit e g Lost text book Receipt Number Text 15cc Reference Code Text 15cc Reference code of letter from disciplinary committee authorising debit Sex Text 1cc Stores the sex of the given student in the following format F M F Female M Male Student ID Text 8cc Unique student identification code structured as follows Check letter Generated by system Last two digits of year of registration First letter always an R Figure 4 Student ID Format Surname Text 20cc Template Data Memo A string of fee codes and amounts in the format Fee Code Fee Amount 28 Field Name Type Remarks Template Name Text 30cc A unique descriptive name for each template

Development Manual - Tinovimba G. Motsi

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