Nicholas Chaconas, Sherese Harrell, Rebecca Meinhold, Brenden Tourelle, James Witcher

2

Contents

MODEL OF THE CURRENT SYSTEM .................................................................................................................................. 4

REQUIREMENTS ............................................................................................................................................................... 6 FUNCTIONAL REQUIREMENTS ............................................................................................................................................. 6 NON-FUNCTIONAL REQUIREMENTS ....................................................................................................................................... 6

SYSTEM REQUEST ........................................................................................................................................................... 7

WORK BREAKDOWN STRUCTURE: ................................................................................................................................... 8

CRUD MATRIX .................................................................................................................................................................. 9

GANT CHART ..................................................................................................................................................................10

FEASIBILITY ANALYSIS ...................................................................................................................................................11 TECHNICAL FEASIBILITY ....................................................................................................................................................11 ECONOMIC FEASIBILITY ....................................................................................................................................................11 ORGANIZATIONAL FEASIBILITY ...........................................................................................................................................12

USE CASE GLOSSARY .....................................................................................................................................................13

ACTOR GLOSSARY .........................................................................................................................................................13

ENTITY-RELATIONSHIP DIAGRAM ....................................................................................................................................14

CONTEXT LEVEL DFD ......................................................................................................................................................15

LEVEL 1 DFD’S ................................................................................................................................................................15 SUBMISSION OF APPLICATION ............................................................................................................................................16 FILTERING SCHOLARSHIPS ................................................................................................................................................16 FILTERING CANDIDATES....................................................................................................................................................17 EXPORT DATA TO FILE .....................................................................................................................................................18 IMPORT DATA FROM FILE ..................................................................................................................................................19 EDIT SCHOLARSHIP INFORMATION ......................................................................................................................................20 ADD SCHOLARSHIP INFORMATION .......................................................................................................................................21 ADD USER .....................................................................................................................................................................23 EDIT USER ....................................................................................................................................................................23

PHYSICAL PROCESS MODELS .........................................................................................................................................26 SUBMISSION OF APPLICATION ............................................................................................................................................26 FILTERING SCHOLARSHIPS ................................................................................................................................................27 FILTERING CANDIDATES....................................................................................................................................................28 EDIT SCHOLARSHIP INFORMATION ......................................................................................................................................29 ADD SCHOLARSHIP INFORMATION .......................................................................................................................................30 EXPORT DATA TO FILE .....................................................................................................................................................31 IMPORT DATA FROM FILE ..................................................................................................................................................32 EDIT USER ....................................................................................................................................................................33 ADD NEW USER ..............................................................................................................................................................34 SET AWARDED SCHOLARSHIP ............................................................................................................................................35

INTERFACE STRUCTURE DESIGN ....................................................................................................................................35

USER INTERFACE............................................................................................................................................................38

STRUCTURE CHART ........................................................................................................................................................47

PROGRAM DESIGN SPECIFICATIONS ...............................................................................................................................47

PHYSICAL AND DATA MODEL ..........................................................................................................................................60

3

USE CASE NARRATIVES ..................................................................................................................................................62

ALTERNATIVE MATRIX ....................................................................................................................................................72

HARDWARE AND SOFTWARE SPECIFICATIONS ...............................................................................................................73

TEST PLANS....................................................................................................................................................................74

SYSTEM CONVERSION STRATEGY/PROJECT ASSESSMENT ……...……………………………………………………………………. 85

USER AND SYSTEM DOCUMENTATION ………………………………………………………………………………………………………. 86

APPENDIX .......................................................................................................................................................................89

4

Model of the Current System

At this time, the process begins by checking the balances of all the scholarship accounts to determine which scholarships

can be awarded. The application is posted online using a third party. The students are informed about the application

through the online newsletter. Also, undergraduates with a 3.0 or higher are sent an email inviting them to apply for the

scholarship. The MBA director and chair of Finance Department are sent the application link and are encouraged to inform

their graduate students to apply. The students are given at least two weeks to apply for the scholarships. The data from the

Qualtrics survey is collected and exported to an Excel spreadsheet. A list of names and ID numbers is sent via Files to

Geaux to the Registrar, GPA information – GPA, College, and Year Classification – is then obtained from the Registrar and

entered for each applicant. The applicants who are determined ineligible for any scholarships are then deleted from the

spreadsheet. A list of applicants is sent via Files to Geaux to the Student Aid office, in which the Student Aid office returns

financial need data. Queries are run for each scholarship based on what their qualifications, criteria, and preferences are,

and a list of candidates is generated for each scholarship.

One representative from each department makes up the scholarship committee, whom meets to select the winners. The

committee begins by awarding the scholarships with the greatest amount first, and attempt to include as many students as

possible. The committee puts careful consideration into the donors’ intent of the scholarship requirements. Advancement

and student aid representatives are invited to the meeting. The student aid representatives are there to look up individual

students to see if receiving an award from the college may impact other aid. Once the winners have been selected they are

double-checked to make sure they meet all of the qualifications and criteria. Any issues that arise are discussed with the

chair of the committee. The winners are then notified via email. The student is required to write a thank you letter to the

scholarship donor with a picture of him/herself and submit it to the Advancement office. Once the thank you letter is

received, the Advancement office sends them out to the donors. Students and donors are invited to attend the Spring

Awards Ceremony.

Timeline: Students apply September

Committee meets/selects October/November

Students are notified January/February

Students receive funds After submitting thank you letter

Awards Ceremony Late Spring

5

Executive Summary

The Scholarships2Geaux application will serve as an intuitive selection process for matching scholarships to E.J. Ourso

College of Business students. The application will allow users from the scholarship committee to search through both

applicants and scholarships in order to determine the most eligible recipient. The application will eliminate a paper trail and

enhance security of sensitive data.

The target audience for this application will be the committee members intended to sort through applicants. Before, it was a

lengthy process of converting survey data into spreadsheets and printing out the spreadsheets for the selection process.

This application suits the needs of the committee members by allowing them to sort and filter through data more efficiently.

The application at its core will be able to filter through students for the most desirable candidate. A committee

member/administrator will check the balances for all scholarship accounts to determine which scholarships can be awarded.

Undergraduate students with a 3.0 or higher will be sent an email inviting them to apply to the scholarship. The students will

fill out a web form survey with the required scholarship information. The survey will automatically populate the

Scholarships2Geaux database upon completion. A list of applicants will be sent to the Registrar’s office and will be returned

with the corresponding GPA’s. A list of applicants will also be sent to the Student Aid office to determine financial need.

Queries will be run for each scholarship based on qualifications and preferences. The program will allow the user to filter

through both students and scholarships. When an applicant has been chosen, they will be matched to that scholarship and

will no longer show up as eligible for remaining scholarships. A user will be able to add a new scholarship as well as update

existing information. The program will allow a user to print a list of eligible students per scholarship.

The scholarship system consists of private information that the administrator does not wish for all users to see. With the new

system, only certain subsets of users are allowed to see the student data through authentication measures (such as log in

name and password). There will be limited logon access within the scholarship committee as well, ensuring that the

students information will not be distributed. This application hopes to drastically improve the functionality of the scholarship

committee by reducing the amount of time the process takes, and by allowing more efficient sorting.

Requirements

Functional Requirements 1. Submission of Application

1.1. Student clicks link 1.2. Systems sends webpage to browser 1.3. Student fills out required information 1.4. Student clicks submit button 1.5. Systems inserts information into database

2. Filtering Scholarships 2.1. User selects scholarship 2.2. System generates a query based on

requirements 2.3. System executes the query 2.4. System displays results in a data grid 2.5. System matches candidate to scholarship 2.6. User selects the candidate to receive

scholarship 2.7. System inserts record into the database

3. Filtering Candidates 3.1. User searches last name and first name of

candidate 3.2. System generate a query 3.3. System execute the query 3.4. System displays the results in the data grid

4. Export Data to file 4.1. Admin selects relevant attributes 4.2. System generates a query 4.3. System executes the query 4.4. System converts data into Excel format 4.5. System sends the download to the Admin

5. Import Data from file 5.1. Admin selects file to upload 5.2. System parses data to correct format 5.3. System inserts dataset to the desired table

6. Edit Scholarship Information 6.1. Admin selects scholarship from dropdown 6.2. System queries current information 6.3. Admin makes necessary edits 6.4. Admin submits changes 6.5. System updates table

7. Add Scholarship Information 7.1. Admin selects new scholarship entry 7.2. System displays an empty form to be filled 7.3. Admin submits information 7.4. System inserts data into relevant table 7.5. System displays a confirmation page

8. Add User 8.1. Admin selects new user entry 8.2. System displays empty form to be filled 8.3. Admin enters and submits new info

8.4. System displays data into relevant table 9. Edit User

9.1. Admin selects user from drop down 9.2. System queries current information 9.3. Admin makes necessary edits 9.4. Admin submits changes 9.5. System updates tables 9.6. System displays confirmation page

10. Set Awarded Scholarship 10.1. Admin selects student and scholarship 10.2. System generates a query based on parameters 10.3. System inserts the record in to the relevant table

Non-functional Requirements

Operational o The system should run on a Windows

application.

Performance o The system should update after any new

entry. o The system should display results in two

minutes or less.

Security o Access to the system requires log-in and

password identification.

Cultural and Political o The system is only available to the LSU

E.J Ourso College of Business. o The system will only operate in English

System Request Project Sponsor: Ashley R. Junek, Carolyn Borne, Scholarship Committee

Business Need: This project has been requested for completion by the E.J. Ourso College of Business. The main purpose

of this system is to reduce the time it currently takes to award a scholarship to a student for a given year and minimize the

paper trail of sensitive data during this process.

Business Requirements: The system must be accessible and usable by any personal computer devices. The system must

be able to:

Notify students of the available application for scholarships through email.

Generate and store data from application submissions.

Generate a list of applicants based off criteria and requirements set by the scholarship.

Import external data to the dataset such as GPA, College of Business membership, Financial Aid need, and

accounting data from other departments of the University.

Add/Edit scholarship information.

Add/Edit user information through an administrative panel.

Separate an already selected applicant from the overall pool of applicants.

Send an email to selected students with instructions on how to receive the award.

Intuitive in design and simple to use.

Business Value: We expect Scholarships2Geaux to significantly reduce the time it takes to match scholarship awards to

students and convert the process to a more efficient task. In addition, we expect the system to reduce or even eliminate the

need to use paper and toner/ink to print applicant lists per scholarship. This reduced need for paper hardcopies will

increase security, save money, and reduce the impact on the environment.

Special Issues or Constraints:

Deadline for completion is before April 27, 2015.

8

Work Breakdown Structure:

Task Name Duration Start Finish Predecessors

Scholarships2Geaux 48 days Thu 2/19/15 Mon 4/27/15

Design Phase 46 days Thu 2/19/15 Thu 4/23/15

Database 6 days Thu 2/19/15 Thu 2/26/15

Develop ER Diagram for database 3 days Thu 2/19/15 Mon 2/23/15

Create database file in MDF format 2 days Tue 2/24/15 Wed 2/25/15 3

Add database to project solution 1 day Thu 2/26/15 Thu 2/26/15 4

Web Survey for applicants 27 days Wed 3/4/15 Thu 4/9/15

Populate form with questions 2 days Wed 4/8/15 Thu 4/9/15

Populate form with objects for user input 2 days Wed 3/4/15 Thu 3/5/15 5

Create SQL sources to send data to database 2 days Fri 3/6/15 Mon 3/9/15 8

Create data validation requirements 2 days Tue 3/17/15 Wed 3/18/15 9

Create a submit button to insert all data to the database

1 day Mon 3/23/15 Mon 3/23/15 10

Create a second page for confirmation 2 days Thu 4/2/15 Fri 4/3/15 11

Create an email method to send a confirmation email.

2 days Mon 4/6/15 Tue 4/7/15 12

Web application for Committee Members 40 days Fri 2/27/15 Thu 4/23/15

Create a username and password authentication 2 days Mon 4/13/15 Tue 4/14/15 5

Create a master page to house the navigation bar and header graphics

1 day Fri 4/10/15 Fri 4/10/15

Scholarship web form 30 days Tue 3/10/15 Mon 4/20/15

Create dropdown list of all scholarships organized by award amount

2 days Tue 3/10/15 Wed 3/11/15 5

Create a query to list students based off scholarship requirements

2 days Thu 3/19/15 Fri 3/20/15 18

Create data grid to display list of students 2 days Tue 3/31/15 Wed 4/1/15 19

Allow user to select a student for that scholarship 2 days Fri 4/17/15 Mon 4/20/15 20

Student web form 15 days Fri 3/27/15 Thu 4/16/15

Create a search field to search by last name 2 days Fri 3/27/15 Mon 3/30/15 5

Create a data grid to list qualifying scholarships 2 days Wed 4/15/15 Thu 4/16/15 23

Admin web form 40 days Fri 2/27/15 Thu 4/23/15

Create Import data object into database from file 3 days Fri 2/27/15 Tue 3/3/15 5

Create Export data object from database to a file 3 days Thu 3/12/15 Mon 3/16/15 26

Create the User admin Panel 3 days Tue 3/24/15 Thu 3/26/15 27

Create the Scholarship Add/Edit Panel 3 days Tue 4/21/15 Thu 4/23/15 28

Testing and Evaluation 2 days Fri 4/24/15 Mon 4/27/15

Test System 1 day Fri 4/24/15 Fri 4/24/15 1

Polish system looks 1 day Mon 4/27/15 Mon 4/27/15 31

9

CRUD Matrix

Student StudentScholarship Scholarship Users Classification

Sends information to the database C

Filter Scholarships R C

Filter Students R

Export Data R

Import Data U

Edit Scholarships U

Add Scholarships C

Add User C

Edit User U

Set Awarded Scholarship C

10

Gant Chart

11

Feasibility Analysis

Technical Feasibility Scholarships2Geaux’s risk regarding familiarity with Information Systems is low risk.

Team members have already completed coursework on Planning and Analysis methodologies in ISDS 3200.

Team members have already completed coursework in database design methodologies in ISDS 3110.

Scholarships2Geaux’s risk regarding familiarity with the technology involved in creating an Information System is medium

risk.

Team members have completed two courses involving programming using Visual C#.

Team members have completed a course involving database creation using MS Access.

Some members have expressed their lack of confidence in their programming skills.

Scholarships2Geaux’s risk regarding project size is considered to be medium risk.

Our advantage of a larger group size then most will help us complete the development of Scholarships2Geaux.

The timeframe given combined with the scale of the project will be a challenge.

Scholarships2Geaux’s risk regarding existing technical infrastructure can be considered low risk.

LSU has an extensive network and infrastructure that can host our source code and application without issue.

The scholarship does not have a technical system that already exists so compatibility will be no issue.

Economic Feasibility

The costs related to developing Scholarships2Geaux are practically null. Students are required to develop this system as

part of their degree requirements thus they will not be billing the college of business for their work.

The cost savings from implementing this system and using less paper and toner/ink to print lists of students can be

estimated below.

~ 48 rows fit in a printout of a portrait 8.5” x 11”

~ 350-500 students apply each year

If each student represents a row that’s about 7.25 – 10.5 pages printed out per committee member.

Anywhere from 8-10 people need a list of students for their department.

12

So at minimum 58 pages need to be printed with a maximum being 105 pages.

At about $0.05 per black/white copy (using what the rate students are charged) we’re looking at a cost savings of at

least $3 - $5.25

This analysis does not take in consideration that each member receives a custom list that pertains to their role, which would

increase the costs associated with printing.

Intangible Benefits

Improved student satisfaction.

Less time taken away from committee members who already have other responsibilities.

Organizational Feasibility

From an organizational standpoint, this project is low risk. The stakeholders involved have expressed explicit interest in a

system that will make the task of awarding scholarships easier. First, the committee members can devote the time saved

using this system to other responsibilities. Second, the trustees for the scholarships can rest easy knowing that the right

student is getting the funding they need for their education. Finally, the students can get their funding in a timely manner,

which allows them to plan even further ahead in the future.

13

Use Case Glossary

Use Case Name Description Actor

Submit Application The system will allow students to enter information and then the system

will submit it to the database. Student

Filter Scholarships The system will filter according to scholarships. User

Filter Candidates The system will filter according to candidate’s credentials. User

Export Data to File The system will export data selected by administrator into an Excel file Administrator

Import Data to File The system will import data into desired table in database. Administrator

Edit Scholarship Information The system will allow the administrator to edit qualifications for any

scholarship. Administrator

Add Scholarship Information The system will allow the administrator to add a new scholarship and its

qualifications. Administrator

Add User The system will allow the administrator to add a new user and determine

whether they have administrator privileges. Administrator

Edit User The system will allow the administrator to edit attributes for any user. Administrator

Set Awarded Scholarship The system will allow the administrator to select a student and

scholarship to be matched. Administrator

Actor Glossary

Actor Synonym Description

User Committee member, anyone using the

system Person with access to general

information

Administrator Ashley Junek, anyone with admin

access Person with access to all available data

Student Scholarship candidate Person whom submits a scholarship

14

Entity-Relationship Diagram

15

Context Level DFD

Student User

Web Form

Attrib

ute

Selectio

n

Student S

earchLink Portal

Stud

ent List

Administrator

Completed Form

Email Link

Ch

ange

s Sub

mitted

Scho

larship

s Selecte

d

Data U

plo

ad

Ne

w Sch

olarsh

ip Fo

rm Se

lecte

d

Ne

w Sch

olarsh

ip Fo

rm En

tere

d Wri

tab

le S

cho

lars

hip

Fo

rm

File

Do

wn

load

Bla

nk

Form

0

Scholarships2Geaux

Stud

ent S

chol

arsh

ip S

elec

tion

Scho

lars

hip

Sear

ch

Resu

lts o

f Stu

dent

Sea

rch

Resu

lts o

f Sch

olar

ship

Sea

rch

16

Level 1 DFD’s

Submission of Application

2.1Send Webpage

to Browser

2.2Insert Data into

Database

Scholarships2Geaux Database

Web Request

Sub

mitte

d

Data

Form

atted

Data

StudentWeb Form

17

Filtering Scholarships

3.1Generate query

based on requirements

Scholarship Selection

3.2Execute the

query

QueryScholarships2Geaux

DatabaseQuery

3.3Displays

results in a data grid

Results

TableUser 3.4

Match candidates to scholarships

UserSelection

3.5Inserts the record into

table

Mat

ched

Sch

ola

rsh

ip

Record

18

Filtering Candidates

4.1

Ge

nerate q

uery

based

on

stud

en

t d

ata

Last nam

esearch

4.2

Execute

the

qu

ery

Qu

ery

Scho

larship

s2G

eaux

Datab

aseQ

uery

requ

est

4.3

Disp

lays resu

lts into

d

ata grid

Resu

ltstab

leR

esults

19

Export Data to File

20

Import Data from File

21

Edit Scholarship Information

Level 1 DFD – Edit Scholarship Information

Scholarship

Selection

7.1

Queries current

Information

Populated

FormAdmin

Changed

Values

7.2

Updates

scholarship

table

Updated

Data

Scholarships2Geaux

Database

22

Add Scholarship Information

New Scholarship

Request

8.1

Creates empty

form

AdminEmpty

Form

Filled Data Form

8.2

Inserts data into

scholarship

table

New DataScholarships2Geaux

Database

23

Add User

24

Edit User

25

Set Awarded Scholarship

26

Physical Process Models

Submission of Application

27

Filtering Scholarships

28

Filtering Candidates

29

Edit Scholarship Information

30

Add Scholarship Information

31

Export Data to File

32

Import Data from File

33

Edit User

34

Add New User

35

Set Awarded Scholarship

36

Interface Structure Design

0Home

1Admin

2User

1.1Add New

Scholarship7.0

1.2Edit Scholarship

8.0

1.3Add New User

9.0

1.4Edit User

8.0

2.1Students

3.0

2.2Scholarships

2.0

2.3Awarded

?

1.1.1Add New

Scholarship Confirmation

1.2.1Edit Scholarship

Confirmation

1.3.1Add New User Confirmation

1.4.1Edit User

Confirmation

1.5Import Data

5.0

1.6Export Data

4.0

1.5.1Import Data Confirmation

1.6.1Export Data

Confirmation

0Application

1.0

37

Database Storage Design

Data storage format

o File

To store information entered into scholarship application

Stored short-term until file is imported into database

o Database

To store student scholarship application

To store scholarship information

To store user information

Data types

o Should be able to store text, numbers, dates

Application System

o Management Information System/Executive Information System/Expert System

Need to be able to examine large amounts of data

Also need to be able to update data

o Relational database to reinforce relationships

Created in Access

Use SQL to pull data

Data Storage Size Estimate

38

User Interface

47

Structure Chart

1

S2G

1.1 Submit

Application

1.2 Filter

Scholarships

1.3Filter Candidates

1.5 Import Data to

File

1.4Export Data to

File

1.6 Edit Scholarship

Information

1.7 Add Scholarship

Information

1.8 Edit User

1.9 Add User

1.10Set Awarded Scholarship

1.1.1 Load

Applicant Web Form

1.1.2Upload

Applicant Submition

1.2.2Run

Scholar. Search

1.2.3 Process Scholar.

Selections

1.3.2Search

Student Candidate

1.4.2 Process

Data Selection

1.4.3 Convert

Data

1.7.3Upload Scholar.

Web Form

1.5.3 Upload

Converted Data

1.6.4Upload Admin

Changes

1.7.2 Load New

Scholar. Web Form

1.8.4 Upload Admin

Changes

1.4.4Send

Download Via Email

1.8.2 User

Selection

1.5.2Convert

Imported Data

1.8.3Load User Skill Web

Form

1.9.2Load New User Web

Form

1.9.3Upload

New User Web Form

1.10.2Candidate Selection/ Matching

1.10.3 Upload Admin

Matches

1.6.2Scholar.

Selection

1.6.3Load

Scholar. Web Form

1.9.1Admin Login

1.8.1Admin Login

1.4.1Admin Login

1.5.1Admin Login

1.6.1Admin Login

1.7.1Admin Login

1.10.1Admin Login

1.3.1User Login

1.2.1User Login

1.3.2Run

Candidate Search

Ne

w A

pp

licat

ion N

ew

Ap

plica

tion

Cre

de

nti

als

Sch

ola

rsh

ip

Sea

rch R

esu

lts

Cre

de

nti

als

Cre

de

nti

als

Cre

de

nti

als

Cre

de

nti

als

Cre

de

nti

als

Cre

de

nti

als

Cre

de

nti

als

Cre

de

nti

als

Dat

a S

ele

ctio

n

Conversion

Ca

nd

idat

e

Ema

il

Conversion

Co

nve

rted

Da

ta

Sea

rch R

esu

lts

Sch

ola

rsh

ip

We

b fo

rm

Ch

ange

sW

eb

form

We

b fo

rm

We

b fo

rm U

ser

Da

ta

Sele

ctio

ns

We

b fo

rm

We

b fo

rm

Ne

w u

ser fo

rm

Match

es

48

Program Design Specifications

Program Specification 1.1 for Scholarships2Geaux

Module

Name: Submit Application

Purpose: Allows students to apply for scholarships

Programmer: Brenden Tourelle

Date Due: 3/20/15

Events:

Candidate clicks application link

Candidate clicks Submit button

Input Name Type Provided by Notes

Application Information Datetime Varchar(25) Integer Bit

Program 1.1

Output Name Type Used by Notes

Candidate information update to database

Datetime Varchar(25) Integer Bit

Programs 1.1, 1.2, 1.3, 1.4, 1.10

Error Logical Program 1.1 Error message will be thrown if application is left partially empty/incorrectly filled.

Pseudocode:

If student application complete

Submit application

Else

Error Message: “Please complete entire application.”

49

Program Specification 1.2 for Scholarships2Geaux Module

Name: Filter Scholarships

Purpose: Allows users to search scholarships in the system and select recipients


Date Due: 3/20/15

Events:

User selects scholarship from dropdown

User selects candidate to receive scholarship

Input Name Type Used by Notes

Scholarship selection Dropdown selection Program 1.2

Candidate selection Checkbox selection Program 1.2, 1.10 Will check for counter limit on recipients for a scholarship


Changed data update to database Logical Programs 1.2, 1.3, 1.4, 1.10

Error Logical Program 1.2 Error is thrown is counter limit for scholarship is reached

Pseudocode:

If scholarship is selected

Allow edits to be made

Else

Message: ‘Please select a scholarship.’

50


Name: Filter Candidates

Purpose: Allows users to search candidates in the system and select scholarship recipients


Date Due: 3/20/15

Events:

Search button is clicked


Student name String(25) Program 1.3

Candidate selection Checkbox selection Program 1.3, 1.10 Will check for counter limit on recipients for a scholarship


Candidate results List Program 1.3

Error Logical Program 1.3 Error is thrown is counter limit for scholarship is reached

Pseudocode:

If last name and first name is searched

Display list of available scholarships

Else

Return to home screen

51


Name: Export Data to File

Purpose: Allows selected data to be exported to an Excel file

Programmer: Sherese Harrell

Date Due: 3/20/15

Events:

Administrator selects relevant attributes

Administrator clicks the Export button


Table attributes Check box Program 1.4

Export Button Program 1.4


Converted data .xlsx file External use Selected data will be converted into a format compatible with Excel

Error Logical Program 1.4 If no checkbox is selected, the system will return an error message

Pseudocode:

If data is selected

Export to file

Else

Error Message: “Please select data.”

52


Name: Import Data to File

Purpose: Allows Excel data to be imported into the database


Date Due: 3/20/15

Events:

Admin selects file to upload

Admin clicks the Upload button


Data to import .xlsx file Program 1.5 Admin will be able to browse Explorer for file to upload

Import Button Program 1.5


Converted data Database entry Programs 1.2, 1.3, 1.4, 1.5, 1.10

Error Logical Program 1.5 If data selected is not a .xlsx file the system will return an error message

Pseudocode:

If file is selected

Upload file to database

Else

Error Message: “Please select a file.”

53


Name: Edit Scholarship Information

Purpose: Allow changes to be made to scholarship requirements in the database


Date Due: 3/20/15

Events:

Scholarship from dropdown is selected

Admin selects Submit button


Scholarship selection Dropdown selection Program 1.6

Submit Button Program 1.6


Change update Database update Programs 1.2, 1.4, 1.6, 1.10

Error Logical Program 1.6 If no selection is made the system will return an error message

Pseudocode:

If scholarship is selected

Make changes to scholarship

Else

Error Message: “Please select a scholarship.”

54


Name: Add Scholarship Information

Purpose: Allow scholarships to be added

Programmer: Rebecca Meinhold

Date Due: 3/20/15

Events:

Admin clicks the Submit button




Scholarship entry update Database update Programs 1.2, 1.4, 1.6, 1.7, 1.10

Error Logical Program 1.7 If no information is added the system will return an error message

Pseudocode:

If new scholarship entry is selected

Enter Data

Else


55


Name: Edit User

Purpose: Allows administrator to edit user permissions

Programmer: Rebecca Meinhold

Date Due: 3/20/15

Events:

Admin selects user from dropdown

Admin clicks the Submit button


User Dropdown selection Program 1.8



User entry update Database update Programs 1.3, 1.4, 1.8, 1.10

Error Logical Program 1.8 If incorrect information is added the system will return an error message

Pseudocode:

If user is selected

Make changes to attributes

Else

Error Messages: “Please select a user.”

56


Name: Add User

Purpose: Allows administrator to add users

Programmer: James Witcher

Date Due: 3/20/15

Events:

Admin selects New User

Admin selects Submit


New User Button Program 1.9 Will return blank new user form



User entry Database update Programs 1.8, 1.9

Error Logical Program 1.9 If incorrect information is added the system will return an error message

Pseudocode:

If a new user entry is selected

Make changes to user

Else


57


Name: Set Awarded Scholarship

Purpose: Import student data into the database

Programmer: James Witcher

Date Due: 3/20/15

Events:

Admin selects Candidates

Admin clicks Submit


Scholarship match Dropdown selection 1.10

Submit Button 1.10


Recipient update Database update Programs 1.2, 1.3, 1.4, 1.10

Error Logical Program 1.10 If no selection is made the system will return an error message

Pseudocode:

If scholarship is awarded

Notify award recipients

else

Select a student to be awarded scholarship

58

Program Specification for Scholarships2Geaux

Module: User Login (Reused)

Name: User Login

Purpose: Give user permissions to filter candidates/scholarships based on credentials

Programmer: Brenden and Becki

Date Due: 3/20/2015

Events:

User clicks Log-In button


UserID Integer User

Password String(25) User


Candidates Webform (.aspx) Program 1.3

Scholarships Webform (.aspx) Program 1.2

Error Logical Program 1.2.1

Pseudocode:

59

Program Specification for Scholarships2Geaux

Module: Admin Login (Reused)

Name: Admin Login

Purpose: Give admin permissions to add and edit scholarships and users, and match candidates to scholarships based on credentials

Programmer: Brenden and Becki

Date Due: 3/20/2015

Events:

Admin clicks Log-In button


UserID Integer User

Password String(25) User


AddNewScholarship Webform (.aspx) Program 1.7

AddUser Webform (.aspx) Program 1.9

EditScholarship Webform (.aspx) Program 1.6

EditUser Webform (.aspx) Program 1.8

Error Logical Admin Login

Pseudocode:

60

Physical and Data Model

Students

PK StudentID INTEGER

AppYear DATETIME FName VARCHAR(25) LName VARCHAR(25) PhoneNum INTEGER LSUEmail VARCHAR(50)FK1 ClassID INTEGER GPA INTEGER Major VARCHAR(25) InEJOCOB BIT GradMonth DATETIME GradYear DATETIME FullTime BIT Gender BIT Ethnicity BIT BirthPlace VARCHAR(25) ResState BIT OutOfStateTuition BIT LAResidentYears INTEGER HSName VARCHAR(25) HSCity VARCHAR(25) HSState BIT Public/Private BIT Experience VARCHAR(100) Activites VARCHAR(100) GeoPref VARCHAR(25) EmpCity VARCHAR(25) EmpState BIT GradSchool BIT GradInstituition VARCHAR(50) FANeed BIT FAFSAOnFile BIT FirstGenCollege BIT FATuitionCost INTEGER FAContributions INTEGER

StudentScholarship

PK,FK1 StudentID INTEGERPK,FK2 ScholarID INTEGER

AwardYear DATETIME Status VARCHAR(25)

Users

PK UserID INTEGER

FName VARCHAR(25) LName VARCHAR(25) Email VARCHAR(50) Password VARCHAR(25) AdminPerm BIT

Classification

PK ClassID INTEGER

Description VARCHAR(50)

CodeTable

PK ID INTEGER

Name VARCHAR(25) Description VARCHAR(50)

Scholarship

PK ScholarID INTEGER

FoundNum INTEGER TRXNum INTEGER AwardAmount INTEGER NumSemesters INTEGER FullTimeStatus BIT MinGPA INTEGER AcademStand BIT Classification1 VARCHAR(25) Classification2 VARCHAR(25) Classification3 VARCHAR(25) Major VARCHAR(50) Concentration VARCHAR(50) CareerInterests VARCHAR(50) Home VARCHAR(25) USCitizen BIT Gender BIT LAResident BIT Notes VARCHAR(100) FundsAvailable BIT

is rewarded

has

is delegated

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Data Storage Design

Data storage format

o File

To store information entered into scholarship application

Stored short-term until file is imported into database

o Database

To store student scholarship application

To store scholarship information

To store user information

Data types

o Should be able to store text, numbers, dates

Application System

o Management Information System/Executive Information System/Expert System

Need to be able to examine large amounts of data

Also need to be able to update data

o Relational database to reinforce relationships

Created in Access

Use SQL to pull data

Data Storage Size Estimate

o 15 GB Max

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Use Case Narratives

Scholarships2Geaux Author (s): ____Us________ Date: _2/08/15______

USE CASE NAME: Submit Application

PRIMARY BUSINESS ACTOR: Student

OTHER PARTICIPATING ACTORS: Scholarships2Geaux

DESCRIPTION: The system will allow students to enter information and then the system will submit it to the database.

PRE-CONDITION: The student must have entered all required information.

TRIGGER: The student clicks the submit button.

TYPICAL COURSE Actor Action System Response

OF EVENTS:

Step 1: Student clicks the link. Step 2: The system sends webpage to browser.

Step 3: Student fills out required information.

Step 4: Student clicks submit button.

Step 5: The system inserts student information into the database.

ALTERNATE COURSES:

Alt-Step 1: The student exits survey.

Alt-Step 2: The student tries to submit application without completing entire application.

CONCLUSION: The use case concludes once the student’s information from the survey has been inserted into the database.

POST-CONDITION: The student is now in the applicant pool.

BUSINESS RULES The student can only submit one application.

IMPLEMENTATION CONTRAINTS AND SPECIFICATIONS

ASSUMPTIONS: The application will be filled out completely.

OPEN ISSUES: Need to determine how to deal with questions that ask about interests and extra-curricular activities.

CORRESPONDING FORMS AND REPORTS: Survey application

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Scholarships2Geaux

Author (s): ____Us________ Date: _2/08/15______

USE CASE NAME: Filter Scholarships

PRIMARY BUSINESS ACTOR: User


DESCRIPTION: The system will filter according to scholarships.

PRE-CONDITION: The database must contain all scholarship information.

TRIGGER: The user selects the scholarship.


OF EVENTS:

Step 1: User selects scholarship. Step 2: The system generates a query based on requirements.

Step 3: The system executes the query.

Step 4: The system displays results in a data grid.

Step 6: The system matches candidates to scholarships.

Step 7: The users select candidate to receive scholarship.

Step 8: The system inserts the record into the database.

ALTERNATE COURSES:

CONCLUSION: The use case concludes once the award recipient has been entered into the database.

POST-CONDITION: Users can now see all candidates available for a certain scholarship.

BUSINESS RULES The system should display results in English.


ASSUMPTIONS: The database should be up-to-date.

OPEN ISSUES: Need to determine how the options for how filtered results should display.

CORRESPONDING FORMS AND REPORTS:

64


USE CASE NAME: Filter Candidates

PRIMARY BUSINESS ACTOR: User


DESCRIPTION: The system will filter according to candidate’s credentials.

PRE-CONDITION: The database must contain all candidate information.

TRIGGER: The user searches for candidate by name.


OF EVENTS:

Step 1: User searches last and first name of candidates.

Step 2: The system generates a query based on requirements.


Step 4: The system displays results in a data grid.

ALTERNATE COURSES:

Alt-Step 1: The user searches for a name that does not exist in the database.

CONCLUSION: The use case concludes once the system displays the candidate’s information on the data grid.

POST-CONDITION: Users can now see the candidate’s specific scholarship eligibility.

BUSINESS RULES The system should display results in English.


ASSUMPTIONS: The database should be up-to-date.

OPEN ISSUES: Need to determine what other ways – if any- to search candidates


65


USE CASE NAME: Export Data to File

PRIMARY BUSINESS ACTOR: Scholarships2Geaux

OTHER PARTICIPATING ACTORS: Administrator

DESCRIPTION: The system will export data selected by administrator into an Excel file

PRE-CONDITION: The system’s database must contain all scholarship and candidate information.

TRIGGER: The administrator selects attributes.


OF EVENTS:

Step 1: The administrator selects relevant attributes

Step 2: The system generates a query.


Step 4: The system converts data into Excel format

Step 5: The system sends the download to the administrator.

ALTERNATE COURSES:

CONCLUSION: The use case concludes once the administrator has received the Excel file as a download.

POST-CONDITION: The file can now be used to insert data into the database.

BUSINESS RULES The file should be downloaded by administrator only.


ASSUMPTIONS: The downloaded file should be free of errors.

OPEN ISSUES:

CORRESPONDING FORMS AND REPORTS: Excel document

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USE CASE NAME: Import Data from File

PRIMARY BUSINESS ACTOR: Scholarships2Geaux

OTHER PARTICIPATING ACTORS: Administrator

DESCRIPTION: The system will import data into desired table in database.

PRE-CONDITION: The file must have been previously downloaded.

TRIGGER: The administrator selects file for upload.


OF EVENTS:

Step 1: Administrator selects file to upload.

Step 2: The system parses data to correct format.

Step 3: The system inserts dataset to the desired table.

ALTERNATE COURSES:

Step 1: The administrator selects the wrong file to upload.

CONCLUSION: The use case concludes once the information from the Excel file has been successfully entered into a table in the database.

POST-CONDITION: Information from the file can now be used to award applicants.

BUSINESS RULES The file should transfer to database automatically after upload. Upload by administrator only.


ASSUMPTIONS: The uploaded file should be free of errors.

OPEN ISSUES:


Excel document

67


USE CASE NAME: Edit Scholarship Information

PRIMARY BUSINESS ACTOR: Administrator

OTHER PARTICIPATING ACTORS: Scholarships2Geauux

DESCRIPTION: The system will allow the administrator to edit qualifications for any scholarship.

PRE-CONDITION: A scholarship must already exist.

TRIGGER: The administrator chooses scholarship from dropdown.


OF EVENTS:

Step 1: Administrator selects scholarship from dropdown.

Step 2: The system queries current information.

Step 3: The administrator makes necessary edits.

Step 4: The administrator submits changes. Step 5: The system updates table.

Step 6: The system displays confirmation page.

ALTERNATE COURSES:

Alt-Step 1: The administrator does not select a scholarship from the dropdown.

CONCLUSION: The use case concludes once the system has sent the confirmation page.

POST-CONDITION: The scholarships can now be viewed with the updated information,

BUSINESS RULES Scholarships should always be edited after any changes are made to scholarship. Changes must be made in English.


ASSUMPTIONS: The edited scholarship should already exist in the database.

OPEN ISSUES: Need to determine the best time to edit scholarships.


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USE CASE NAME: Add Scholarship Information



DESCRIPTION: The system will allow the administrator to add a new scholarship and its qualifications.

PRE-CONDITION: A scholarship must not already exist.

TRIGGER: The administrator selects new entry for scholarship.


OF EVENTS:

Step 1: The administrator selects new scholarship entry.

Step 2: The system displays an empty form to be filled.

Step 3: The administrator enters and submits information.

Step 4: The system inserts data into relevant table.

Step 5: The system displays a confirmation page.

ALTERNATE COURSES:

Alt-Step 1: The user enters the name of a scholarship that already exists.


POST-CONDITION: A new scholarship can now be added into the database.

BUSINESS RULES New scholarship must be entered in English.


ASSUMPTIONS: The new scholarship should not already exist in the database.

OPEN ISSUES: Need to determine how scholarships with more than one reward will be entered.


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USE CASE NAME: Add New User



DESCRIPTION: The system will allow the administrator to add a new user and determine whether they have administrator privileges.

PRE-CONDITION: The user must not already exist.

TRIGGER: The administrator selects new entry for user.


OF EVENTS:

Step 1. The administrator selects new user entry.

Step 2. The system displays an empty form to be filled.

Step 3. The administrator enters and submits new information.

Step 4. The system displays data into relevant table.

Step 5. The system displays a confirmation page.

ALTERNATE COURSES:

Alt-Step 1: The administrator enters the name of a user that already exists.


POST-CONDITION: A new user can now be added into the database.

BUSINESS RULES New user must be entered in English.


ASSUMPTIONS: The new user should not already exist in the database.

OPEN ISSUES:


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USE CASE NAME: Edit User



DESCRIPTION: The system will allow the administrator to edit attributes for any user.

PRE-CONDITION: A user must already exist.

TRIGGER: The administrator chooses user from dropdown.


OF EVENTS:

Step 1: Administrator selects user from dropdown.

Step 2: The system queries current information.

Step 3: The administrator makes necessary edits.

Step 4: The administrator submits changes.

Step 5: The system updates table.

Step 6: The system displays confirmation page.

ALTERNATE COURSES:

Alt-Step 1: The administrator does not select a user from the dropdown.


POST-CONDITION: The users can now be viewed with the updated information.

BUSINESS RULES Changes must be made in English.


ASSUMPTIONS: The user should already exist in the database.

OPEN ISSUES: Need to determine the best time to edit users.


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USE CASE NAME: Set Awarded Scholarship


OTHER PARTICIPATING ACTORS:

DESCRIPTION: Administrator will be allowed to assign scholarships to students.

PRE-CONDITION: Student and Scholarship must both be selected.

TRIGGER: The administrator selects a student.


OF EVENTS:

Step 1:Administrator selects student and scholarship

Step 2: System generates query based on based on parameters

Step 3: System inserts data into relevant table.

ALTERNATE COURSES:

CONCLUSION: The use case concludes once the scholarship has been awarded.

POST-CONDITION: Users can now view what scholarships have been awarded.

BUSINESS RULES Changes must be made in English.


ASSUMPTIONS: The user and scholarship should already exist in the database.

OPEN ISSUES: Need to determine the best time to award scholarships


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Alternative Matrix

Evaluation Criteria Relative

Importance

Alternative 1: Custom

Application: Windows App

Score (1-5)

Weighted Score

Alternative: 2: Custom

Application using Microsoft Office Suite & Qualtrics

Score Weighted

Score

Technical Issues:

Familiarity with Information Systems

20

Developing windows app is within our skill

set

4 80 No Information System is used

1 20

Familiarity with the technology involved in creating an

Information System 15

Visual Studio would be used as

primary IDE 5 75

Office Suite technology is

intuitive 5 75

Project size 15 Relatively the

same 3 45

The project is already existing

1 15

Existing technical infrastructure 10

Would have to form own technical

infrastructure

1 10 The infrastructure

already exists 1 10

Economic Issues:

The costs related to developing Scholarships2Geaux

20 Relatively the

same 5 100

Have to pay for licenses

1 20

Organizational Issues:

The stakeholders involved have expressed explicit interest in a

system that will make the task of awarding scholarships easier

20

Simplified enough for

stakeholders needs

4 80 Too complex and

insecure 1 20

Total: 100 390 160

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Hardware and Software Specifications

Standard Client Standard Web Server

Operating System

Microsoft Windows

Apple OSX

Linux

Windows Server 2008 SP1

Special Software

Java

Mozilla Firefox

Apple Safari

Google Chrome

Microsoft Internet Explorer

IIS 7

Web Deploy 2.0

FTP

Media Services 3.0

IIS Remote Management Services

CGI

URL Rewrite 2.0

SQL Server 2008 Management Objects (SMO)

Windows Cache 1.1 for PHP

MySQL Connector

Microsoft SQL Server Driver for PHP 2

.NET 3.5 SP1

.NET 4.0

ASP.NET

ASP.NET MVC

PHP 5.2.14 or higher

Hardware

Windows o Intel Pentium 4 o 350MB HDD space o RAM 512MB

Apple o Intel

Linux o Intel Pentium 4

Intel Xenon 2.1 GHz

8G RAM

15G HDD space

Network Always on broadband preferred

512KBps connection at minimum 1GBps connection required

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Test Plans Program ID: S2G Application Version number: 1.0

Tester: S2G Team Date Designed: 4/21/2015 Date conducted: 4/26/2015

Objective: To submit student scholarship information into S2G database.

Test cases:

Interfaced ID Data Field Value Entered

txtFname Text Box Becki

txtLname Text Box Meinhold

txtStudentID Text Box 894856914

txtAppYear Text Box 2015

txtPhoneNum Text Box 9853730664

txtLSUEmail Text Box [email protected]

ddClassification Drop Down List Senior

ddMajor Drop Down List ISDS

ddGradMonth Drop Down List 05

ddGradYear Drop Down List 2015

ddGender Drop Down List Female

cblEthnicity Check Box List White

txtBirthDate Text Box 07/03/1993

ddResState Drop Down List Louisiana

ddOutofStateTuition Drop Down List No

txtHSName Text Box Fontainebleau High School

txtHSCity Text Box Mandeville

ddHSState Drop Down List Louisiana

ddPublicPrivate Drop Down List Public

txtExperience Text Box Student Worker

txtActivities Text Box I like to blah blah blah

txtGeoPref Text Box East coast

txtEmpCity Text Box Brunswick

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ddEmpState Drop Down List Maine

rdoGradSchool Radio Button No

txtGradInstitution Text Box Not going yet

rblFirstGen Radio Button No

rblHispanic Radio Button No

Script: When the student clicks save it will save their information, when the student clicks exit the information provided will INSERT INTO Students(StudentID, AppYear, FName, LName, PhoneNum, LSUEmail, Classification, Major, GradMonth, GradYear, Gender, Ethnicity, BirthPlace, ResState, OutOfStateTuition, LAResidentYears, HSName, HSCity, HSState, PublicOrPrivate, Experience, Activities, GeoPref, EmpCity, EmpState, GradSchool, GradInstitution) VALUES (@studID, @appYear, @fName, @lName, @phoneNum, @lsuEmail, @classID, @major, @gradMon, @gradYear, @gender, @ethnicity, @birthPlace, @resState, @OOStuition, @laResYears, @hsName, @hsCity, @hsState, @pubPriv, @experience, @activ, @geoPref, @empCity, @empState, @gradSchool, @gradInstitution

Expected results/notes: Once the application has been submitted, the Scholarships2Geaux database will auto-populate with the new information.

Actual results/notes: The Scholarships2Geaux database auto-populates with the students information they entered.

Program ID: S2G Scholarships Version number: 1.0


Objective: To allow users to select a scholarship and have a list generated with students that qualify for the selected scholarship.

Test cases:


dropScholarship Drop Down Field John and Mary Wech Memorial Scholarship

Script:

Expected results/notes: Once Display is clicked, a gridview should appear with the students that qualify for the John and Mary Wech Memorial Scholarship

Actual results/notes: The grid view is populated with a list of students that qualify for the John and Mary Wech Memorial Scholarship

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Program ID: Scholarships2Geaux Version number: 1.0


Results: All Passed Passed: All Open Items: None

Test ID: Login Requirements addressed: Login to the S2G web application

Objective: Student generates a login email and password to be used to access Scholarships2Geaux

Test cases:


Email Textbox String

Password Textbox String

Remember User Checkbox Boolean

Script: Enter a string in the textbox for the user’s email address, enter a string in the textbox for the user’s password, and check or leave blank in the checkbox for “Remember User”.

Expected results/notes: User is able to add their email and generate their own password to access the Scholarships2Geaux web application. The user also has the option to select a checkbox indicating that the email and password will be saved if the user returns to the web application at a later time.

Actual results/notes:

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Test ID: Admin.Admin Requirements addressed: Administrator navigation

Objective: Administrator is able to navigate through all sections of the Administrator Scholarships2Geaux web application

Test cases:


Home Navigation Tab Click

Edit Scholarship Navigation Tab Click

Add Scholarship Navigation Tab Click

Add User Navigation Tab Click

Edit User Navigation Tab Click

Export Data Navigation Tab Click

Import Data Navigation Tab Click

Script: Administrator can click on any of the navigation tabs which will lead them to either the Home, Edit Scholarship, Add Scholarship, Add User, Edit User, Export Data, or Import Data web pages. The Administrator can also view a list of Current Administrators which will be displayed in a table at the bottom of the page.

Expected results/notes: Administrator can efficiently navigate through all sections of the Administrator side of Scholarships2Geaux. The page will also display a list of current administrators which is generated by a SQL Data Source.

Actual results/notes: The Administrator is able to effectively navigate through all tabs that are associated with the Administrator’s role, as well as the ability to view a SQL Data Source generated list of Current Administrators.

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Test ID: Admin.EditScholarship Requirements addressed: Edit Scholarship Information

Objective: Select a Scholarship to generate a list of students who are qualified to receive the selected scholarship

Test cases:


Select a Scholarship Dropdown List String

Save Button Boolean

Exit Button Boolean

Script: Administrator clicks on a scholarship found in the dropdown list. The Administrator can view the table of students that is generated from the selection made in the dropdown list. The Administrator can save the tables that have been generated by clicking the Save button, or they can Exit the page by clicking the Exit button.

Expected results/notes: Administrator is able to select a scholarship from a list in the dropdown box which will display a generated table of students who qualify for that particular scholarship. The Administrator can also choose to Save the information on this page, or they can choose to Exit the page.

Actual results/notes: By using the dropdown list, tables of students who qualify for each respective scholarship are displayed to help aid the Administrator in selecting the scholarship recipient. The Administrator can save the tables by clicking the Save button, or exit the page by clicking the Exit button.

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Program ID: S2G Application Version number: 1.0


Objective: To allow users export data from Scholarships2Geaux.

Test cases:


txtAdministrator Text Box String

txtTitle Text Box String

btnAdmin_home Button Logical

btnAdd_scholar Button Logical

btnEdit_scholar Button Logical

btnAdd_user Button Logical

btnEdit_user Button Logical

btnExport_data Button Logical

btnImport_data Button Logical

txtSelect Text Box String

radStudent Radio Button Logical

radFirst_name Radio Button Logical

radLast_name Radio Button Logical

btnSubmit Button Logical

Script:

Expected results/notes: Once the selected attribute is submitted, S2G will download a copy of that data to the user’s local machine.

Actual results/notes: Once the selected attribute is submitted, S2G downloads a copy of that data to the user’s local machine.

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Objective: To allow users import data from Scholarships2Geaux.

Test cases:











btnUpload Button Logical

Script:

Expected results/notes: Once the chosen file is uploaded, S2G will add the changes to the database.

Actual results/notes: Once the chosen file is uploaded, S2G adds the changes to the database.

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Objective: To allow users to edit user information..

Test cases:











txtUser_edit Text Box String

txtUser_id Text Box String

txtFirst_name Text Box String

txtLast_name Text Box String

txtEmail Text Box String

txtPassword Text Box String

cboUser_Edit Combo Box String

txtAdmin_permission Text Box String

radAdmin_permission Button Logical

btnSave Button Logical

btnExit Button Logical

Script:

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Expected results/notes: Once the changes are submitted, they will be saved.

Actual results/notes: The submitted changes were saved.



Objective: Allows new scholarships to be added

Test cases:


txtScholarName Text Box String

txtFoundationName Text Box String

txtTRXNum Text Box String

txtAwardAmount Text Box String

txtSemesters Text Box String

rdoFullTimeStatus Radio button Boolean

txtGPAMin Text Box String

ddlAcademicStanding Drop down list Logical

Cblclassification Check box Boolean

cblmajor Check box Boolean

txtConcentration Text Box String

txtCareer Text Box String

rdoUScitizen Radio button Boolean

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rdoLAResident Radio button Boolean

ddlState Drop down list Logical

txtCity Text box String

txtNotes Text box String

rboFunds Radio button Boolean

Script:

Expected results/notes: Once all of the required information is added, the scholarship will be saved to the database.

Actual results/notes: The new scholarship is added to the database.

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Objective: Allows new users (committee members) to be added.

Test cases:


txtFname Text Box String

txtLname Text Box String

txtEmail Text Box string

txtPassword Text Box String

rdoAdminPerm Radio button Logical

Script:

Expected results/notes:

Once all of the required information is added, the new user will be added.

Actual results/notes:

The new user can now log in.

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System Conversion Strategy

The migration from the old system to the new system will not involve phases of change but rather the

use of a whole new system. In the past, the administrator would collect student data from Qualtrics, a survey

software. In order to make the awarding of scholarships less time consuming and effective, the new system,

Scholarships2Geaux will now be run as a web application. The web application will contain everything

necessary to award scholarships, collect student data, and enter new scholarships. With this new system, student

data along with available scholarships will be stored in a database. In addition to these changes, committee

members will now be able to view student data on a web application and can filter students by certain criteria.

However, all committee members will be required to login before they can access Scholarships2Geaux. A small

amount of training may be required.

Project Assessment

Our team worked together effectively and cohesively throughout the project. One of the major strengths

of our team, was the ability to meet frequently to review the documents that needed to be submitted for each

phase. In order to meet deadlines and ensure that all documents were complete, we divided up the work

amongst ourselves and decided upon a date and time that all information would be submitted to the team leader

so that the phase would be turned in on time. An area that we could have improved in is communication.

Looking back, I think we should have worked more closely as a group. For example, all of us should have

shared ideas for completing documents instead of just sharing ideas to create the actual system. However, due to

the way the project was planned out, we were able to gain hands-on experience in designing a new system step-

by-step that will be useful for when we have the responsibility of implementing a new system in our careers. As

for the project itself, there should be some standard, easily identifiable guidelines as to exactly what the

program should entail.

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User and System Documentation

How do I log into Scholarships2Geaux?

1. Access the Scholarships2Geaux log in page by going to http://www.scholarships2geaux.com/Login.aspx?ReturnUrl=%2fUser%2fLogin.aspx.

2. Enter your credentials in the form shown below.

3. If you are unable to log in with the correct information, or you have forgotten your login information, please contact support at 985-773-2751.

http://www.scholarships2geaux.com/Login.aspx?ReturnUrl=%2fUser%2fLogin.aspx

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How do I find the scholarship I’m looking for?

1. Log into Scholarships2Geaux. For instructions see “How do I log into Scholarships2Geaux?”

2. Select the drop-down list shown below and select the desired scholarship.

3. If you have further questions, please contact support at 985-773-2751.

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How do I import data into Scholarships2Geaux? 1. Log into Scholarships2Geaux. For documentation on logging in see “How do I log into

Scholarships2Geaux?”

2. Click on the Navigation drop-down list on the top right of the screen. Then select “Administrator”.

-

3. Select the “Import Data” tab on the far right of the screen.

4. If you have any questions, please contact support at 985-773-2751.

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Appendix A list of questions constructed during the onset of the project: Web based or windows application? Web Is there a certain class cap? No How many scholarships are there? 4 How do we know the students aren’t lying? Do we have to cross-reference their application with their degree audit? Yes, we do cross-reference Do students have to reapply every semester? Yes Can students be granted more than one scholarship? No How do we find applicants in the system? – Where would they be pulled from? Excel sheet How do you determine need-based scholarships? Check with financial aid How do you decide which scholarship the person receives if they are eligible for more than one? Financial need based Is there a scoring system based on who receives the scholarship? No Information regarding questions in detail: Student Records (SRR) and Financial Aid request of data:

Send excel file with student name and number

using Files2Geaux

Request college, overall gpa, yearclass, High

School GPA, major, full-time status

o Keep both student reported yearclass

and SRR yearclass. Output an exception

report for students whose yearclasses

don’t match

Scholarship Application

We can delete things off application if we can get

them from SRR (except yearclass)

Some information that would be useful

o Student interest in industries. Examples:

Energy, Real Estate, Insurance,

Business Intelligence, etc.

o Student internships: Examples: Chevron

summer 2015

After Awards are made 1. Verify eligibility

a. At end of fall, check that students

complete full-time hours (>=12)

b. After last day to add in spring, check that

students are enrolled full-time

c. Does student meet scholarship criteria?

d. If anything isn’t just right, include student

and reason in an exception report.

2. Email students

a. Ashley will email students by merging a

file of their names with a letter and

information from the development

department. (with donor info)

b. System will output an excel file to help

make this merge happen. Look at Excel

file posted on Moodle.

3. Receive Thank you letters from

students/students take pictures. (Record this in

system)

4. Exception Report of students who do not return

thank you letters.

5. College of Business can then request the money

to be put in student accounts. (outside of system)

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