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System Analysis And Design Assignment: Functional& Non-Functional Requirement for Online Enrolment System


Task: Online Student Enrolment System at ABC University ABC University (ABCU) is seeking to develop an online student enrolment system (the System) whereby the students would be able to enrol themselves into eligible subjects at the beginning of each trimester and pay their tuition fees online. You have been hired as the Business Analyst for this project.

Founded in Sydney in 2013, ABCU has experienced a remarkable growth in student numbers in recent years and has opened new campuses in three other Australian cities including Melbourne, Brisbane and Adelaide. ABCU currently has 50,000 students across their four campuses with an estimated 5000 student in-take in each trimester. This phenomenal growth in their student numbers has necessitated the need for an online student enrolment system. Once developed, this system will replace the manual enrolment process that is currently in place. The current manual enrolment process is labourintensive, error-prone, and rather inefficient as it requires the Student Enrolment Officersto manually enrol each student into the subjects upon the receipt of a study plan from the students.

The Pro Vice Chancellor (Learning and Teaching) envisage an online student enrolment system which would allow students to complete their enrolments and tuition fee payments before the Census date. The System should not only enable Student Enrolment Officers of each School to create, edit and remove Courses offered by their School but also to create, edit and remove core subjects and electives offered in each course. The students should be able to access the system through a device of their choice (e.g. desktop web browser, mobile phone or tablet app).

Most subjects would have pre-requisites that must be satisfied before the students are eligible to enrol in the subject. It would be the responsibility of the Program Directors to provide and update the relevant course and subject information including the descriptor, availability (i.e. whether a subject or a course is offered in a certain trimester) and the prerequisites. The Timetabling Officers may also create, edit and remove timetables for each available Subject through the new System. Each campus will hold multiple classes for the same subject. A Subject is offered in the form of classes. Each campus may offer multiple classes for the same Subject. Once logged into the System, students should be able to view all the available subjects, enrol in and drop subjects. The System will detect timetable clashes and prevent students from enrolling into subjects that clash.

The System should not let students to enrol in too many or few subjects unless they have an increased or reduced study load approved by the Student Enrolment Officer. Once the enrolment has been completed the system will generate a timetable customised to each individual student outlining the class times and locations. The System will then prompt the students to pay their tuition fees through a secure payment process.

The System should be able to send email reminders to students who have not completed the enrolment process by a designated deadline. It should also allow the Student Enrolment Officers and Program Directors to generate customized reports (e.g. a report showing a total number of students enrolled in a particular subject or a course).

Instructions for system analysis and design assignment
Once you have completed reading the case study. Please answer the following questions:
Question 1.
(a) Who are the stakeholders in this project Please list at least four stakeholders.
(b) Who are the Actors in this System Please list at least four actors
Question 2.
Identify and list at least TEN (10) major functional requirements for the System.
Question 3.
Using your own experience with similar online student enrolment systems and the information provided in the case study, identify and list at least FIVE (5) non-functional requirements for the System. Explain and justify each non-functional requirement.

Question 4.
Using your own experience with similar online student enrolment systems and the information provided in the case study, build a comprehensive set of use case diagrams for the System using MS Visio.

Please note that the case study has not and does not intend to provide a comprehensive description of requirements for the System. This means that you are required to use your own experience with information systems in general and online student enrolment systems in particular to develop this set of use case diagrams. For example, would Student Enrolment Officers be required to log into the System before performing any tasks

Question 5.
Based on the use case diagrams you built in Question 4, develop and document two elaborated use cases. For each of the two use cases, please document the following:

• Use Case Name
• ID
• Priority
• Actor
• Description
• Trigger
• Precondition
• Normal Course
• Alternative courses
• Exceptions

3. Please note that your answers must relate to the case study provided.


Answer 1
a) Project stakeholders considered in the case of system analysis and design assignment
Several stakeholders are involved with this project of ABC University, in which they tend to develop an online student enrolment system in order to manage and monitor the student’s enrolment and their respective tuition fees as well. However, the main four stakeholders of this project are enlisted in the following section:

• Pro-Vice-Chancellor of the ABC University is one of the major stakeholders of this system design and development project, who foresees the creation of online student enrolment system for the betterment of the existing student enrolment process of the ABC University.
• Business Analyst is another major stakeholder engaged with this project.
• Project Manager has been considered as another significant stakeholder for this project, who will manage the activities during the project progression.
• The system designer can be considered as anothercrucialstakeholder of this project, who will be responsible for designing the system structure.
• Apart from these, system developers are a group of stakeholder, which needs to be involved with this project on account of the successful development of the system, following all requirements.

b) Actors in the system
Likewise, different stakeholders, multiple actors, are also involved with this online student enrolment system. The major four actors among them are enlisted in the following section of the discussion: • The student is one of the most crucial actor this system, who will perform multiple significant jobs in this online student enrolment system of ABC University, for example enrolling themselves into a particular course, paying tuition fees and so forth.
• Student enrolment officer has been recognised as another significant actor in this systemwho are responsible for confirming the student’s enrolment.
• Payment officers are another major actor of this system, who is responsible for managing and monitoring the submission of tuition fees from the different enrolled students.
• Faculty heads are also considered as a major stakeholder of this system, who is responsible for updating the number of enrolled students in each course, along with other significant details.

Answer 2: Functional requirements
Some crucial functional requirements for the proposed system are noted in the following section:

Course enrolment:The course enrolment function is one of the most crucial functions in the online student enrolment system. This function will allow the system to enrol the huge count of student and maintain the details of enrolment, such as the course of enrolment, enrolment ID and so forth (Nash, 2018).

• Online payment method: Incorporation of the significant method of online payment, such as PayPal, UPI ID, net banking and so forth, is much essential for the online student enrolment system of ABC University. It has been considered as an important functional requirement, as it will enable the student to pay their tuition fees from any place and anytime as well.

• Email confirmation: The system should have a specific and significant function generating as well as supplying email to the users. For instance, the student should be confirmed about the email via email, which contains the student ID, course details, and other significant information about the enrolment.

• Log-in process: Incorporation of a particular log-in process in the online student enrolment system of ABC University can be considered as a major functional requirement.However,it has been considered as highly essential due to, and it ensures that only authentic users are accessing the system information.

• Responsive UI: It is a primary requirement of the online student enrolment system of ABCU to have a suitable view in all sorts of devices, such as mobile devices, computers as well as a tablet too. Thus, in concern of achieving this specific and significant requirement, the UI of the online student enrolment system must be responsive and dynamic as well.

• Sign-up process:Sign-up or registration is another major function, which must be performed by all actors of the system. A proper sign-up process will allow the system to reduce the issue like data redundancy, and effectively manage a massive count of registration as well.

• Business analytics: Specific and significant business analytics should be incorporated in the online student enrolment system of ABCU, which will help the system to visualise the data in a suitable structure and generation of a report analysing the data available in the system database (Balachandran, & Prasad, 2017).

• Database: The system should be connected with an automated database, which will ensure the automatic, accurate as well as quick recording of the huge count of data, regarding the assets, stakeholders as well as the functions too. In addition to that, an automated database will help the university staffs to track the student's activity better and gathering several significant information. Hence it has been considered as a major functional requirement of the proposed system (Sinopoli, 2016).

• Report generation: Generation of the specific and significant report regarding the student's performance and the other thing is another major functional requirement of this system.

• Dashboard: Incorporation of a dashboard is a specific requirement for the management department of the University, whether all kind of data will be sorted and visualised automatically on the interface.

Answer 3: Non-functional requirements
Some crucial functional requirements for the proposed system are noted in the following section:
• Performance: A higher level of performance should be served by the system to the user. The system should have the capability of storing the data accurately, along with that must provide error-free results. In addition to that, the system should also have an effective capacity of data identification. However, this has been considered as a major non-functional requirement of the online student enrolment system, since better performance will ensure a higher level of user satisfaction that will make the system development successful(West et al., 2017).
• Security:Likewise, performance, security is also much essential in this case. It is known to all that data privacy and security has been considered as a major requirement of any system, as the only higher level of security and privacy set-up in the system can ensure the safety of user data from the different sorts of cyber attacks. However, if a system developer does not focus on the security requirement, then the system will be much easy to hack and less reliable for the user. Hence, the system developers should ensure proper security set-up in the system, for example, end-to-end data encryption, proper authentication during giving access, strong password system and so forth (Blanchard &Blyler, 2016).
• Maintenance: The system must be properly maintained after its successful development. Several bugs or technical issues can be appeared in front of the user during using the system. Thus, a proper maintenance team should be constructed by the ABC University that will fix the identified bugs, quickly and appropriately; otherwise, the user will face critical issues to complete their objectives.
• Availability: Availability is another major non-functional requirement for the system. A great availability can satisfy the user much easier. The system should be available for all time from all places and should have the ability to supply response to the student's appeal quickly (D'Agostino, 2019). Thereby, the users can use this application without worrying about the time or place.

• User-friendliness: Apart from all non-functional requirements mentioned in the above section, user-friendliness of the system can be considered as a leading one. The system's functions should be designed clearly, which is acknowledgeable for novice users; otherwise, the user will get irritation. In addition to that, the system should give feedback to the users regarding the solution, whether the user has done the error activity.

Answer 4: Use case diagram

Use case diagram for online student enrolment system of ABCU

Figure 1: Use case diagram for online student enrolment system of ABCU
(Source: created by the author)

Answer 5: Use case description

Use case 1

Use Case Name

Student’s course enrolment 






Student, course enrolment officer, as well as payment officer 


This is the most significant use case of the online student enrolment system of ABCU. From the name of this particular use case, it can be easily acknowledged that this specific and significant use case is about the student enrolment process for a particular course. All of the students of ABC University need to enrol in a particular course for further progress in their study. This online student enrolment system will be used by the university personals like course enrolment officer and payment officer to manage this huge count of enrolment as well as it is simultaneously useful for the student too for enrolling easily in a course. 


A student demands enrolling in a particular course


Several preconditions are there, which is highly essential to be maintained due to the successful accomplishment of the course enrolment process, such as:

·         The students, who are appealing for being enrolled in a particular course, must be registered in the online portal of the student enrolment system of ABC University.

·         The students should select a particular course and specific subjects for the purpose of enrolling.

·         The student must pay the needed tuition fees for the successful completion of the enrolment process.

Normal Course

The normal course for this use case is explained step-by-step in the following section:

·         The student registers in the online portal of the proposed system, successfully.

·         Then, he or she needs to log-in into the online portal of the proposed system by providing the given credentials. 

·         Thereafter, they need to visit the course tab present in the proposed system.

·         After reaching this page, the system would show the available courses and subjects, from which the student needs to select one course, including some significant subjects.

·         Thereafter, the system shows the needed tuition fees for the purpose of enrolling in that chosen course, and then the student needs to pay the required tuition fees using the online payment method.

·         After paying their fees, the payment manager confirms the payment.

·         After payment confirmation, the enrolment officer confirms the course enrolment as well as generates and provide student ID. 

Alternative courses

·         Student’s sign-up

·         Student log-in

·         Student checks the available course and subjects

·         Submit enrolment application

·         Appeal to pay the tuition fees by four parts

·         When the enrolment officer confirms the application of the student, the student needs to pay the first part of the payment.

·         After confirmation of the payment from the payment officer, the enrolment officer generates the student ID for the student.   


The enrolment officer needs to provide a specific and significant student ID to the student after a successful course enrolment.


Invalid payment results in failure or decline of enrolment appeal


Use case 2

Use Case Name







Student, course enrolment officer, payment officer, faculty head, and system


This use case is about the student log-in process, which is also essential to be performed by the student and the other actors of the system. This use case of the online student enrolment system of ABCU is much useful for the purpose of ensuring the authentic access of the system. 


A user demands the system access.


·         The student’s details must be registered in the system.

·         The submitted credentials and roles by the student should match with actual details of that particular user stored in the system database.

Normal Course

The normal course is as follows:

·         The open online portal of student enrolment system of ABCU. 

·         Submit valid User ID and password, along with the role (e.g. student/staff)

·         The system would then match the submitted details with the existing data in the system database.

·         If the details match, then the system gives access to the user; otherwise, it will decline the log-in appeal from the user.  

Alternative courses



The users, who submitted the valid user ID should be provided with access to the system, and the other should be demonstrated the error notification from the system.


Invalid user details are not accepted in the system and will result in the decline of the log-in request.


Balachandran, B. M., & Prasad, S. (2017). Challenges and benefits of deploying big data analytics in the cloud for business intelligence. Procedia Computer Science, 112, 1112–1122.

Blanchard, B. S., &Blyler, J. (2016).System engineering management (Fifth, Ser. Wiley series in systems engineering and management).Wiley.

D'Agostino, G. (2019). Data security in cloud computing (First, Vol. Volume i /, Ser. Computer engineering foundations currents and trajectories collection).System analysis and design assignment Momentum Press.

Nash, S. S. (2018). Moodle 3 e-learning course development : create highly engaging and interactive e-learning courses with moodle 3, 4th edition (4th ed.).

PacktPublishing. Sinopoli, J. (2016). Advanced technology for smart buildings (Ser. Artech house power engineering library).ArtechHouse.

West, B., Hoffman, K., & Costello, M. (Eds.). (2017). Creative instructional design : practical application for librarians. Association of College and Research Libraries, a division of the American Library Association.


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