Web viewthrough them. (3) Limited time require limited features we can develop. (4) Ensuring all...

Because the potential termination of our project,

Professor Sue has asked us to only include

features and problems of current system in OCD

so that we can discuss in detail to decide

whether we should terminate this project.

First part

Here are the problems we analyze about the current

system.

Problems: (We listed them from several aspects and

ordered them by giving a level)

Great effort for knowing the current system and

improvement.

Little information about crashes and bugs which

requires much effort to find them out. (3)

Use VB and Access which we are not familiar with.

(3)

Many features are neither written up yet nor

written in technical ways. (4)

Poor design documents. (4)

Little chance to get help from former developers.

(4)

Great effort for re-designing the whole system.

No budget for buying a new server to solve the

problem caused by inefficiency. (2)

No budget for using COTS as some features could

be done through them. (3)

Limited time require limited features we can

develop. (4)

Ensuring all success running of 26 PC sites is

impractical. (3)

Cross platforms’ stable version is a hard work for

current system. (3)

It’s impractical to know every network

configuration of 26 sites to solve the problem of

each site. (2)

Problems in running current system in team

members’ machine(crashes and force quit). (1)

Ordering from highest to lowest:

Level 4:

Limited time require limited features we can develop

Little chance to get help from former developers.

Poor design documents.

Many features are neither written up yet nor written in

technical ways.

Level 3:

Little information about crashes and bugs which

requires much effort to find them out.

Cross platforms stable version may be a hard work for

current system.

Ensuring all success running of 26 PC sites is

impractical.

No budget for using COTS as some features could be

done through them.

Level 2:

No budget for buying a new server to solve the

problem caused by inefficiency.

It’s impractical to know every network configuration of

26 sites to solve the problem of each site.

Level 1:

Problems in running current system in team members’

machines(crashes and force quit).

Second Part

Here are the features the system now owned:

Features:

411 Grad Overview-Self:

Functionality: Provides all critical counseling

information for an entire roster of students at a

single glance. Prints one page wide. One benefit,

for example, is the ability to determine who needs

to take the upcoming CAHSEE with several clicks of

the mouse.

Role: AdministratorName Comments 　Outputs

teacher drop down

showing drop down

status drop down

print all conseling information conseling information report

black and white checkbox

row shading box

link to 411 spreadsheet generate 411 report

411 spreadsheet

Goto different system Page double click the table row, then link to Student Info Zone/Transcript Overview/Ged Score Entry

411-custom setup-Filter name drop down

411-custom setup-Group name drop down

411-custom setup-Run selected filter

Goto 411 Grad Overview

411-custom setup-Rerun last filter

Student Info Zone:

Functionality: Student-centered location that allows

access and manipulation to all information for that

student in one place and only 1-click away.

Role: OC/AdministratorName Comments

Basic Information Store Basic Student Information. Link to add/drop student, transcrips, … forms

Contacts Store Information and Print Contact Sheet

Language Store Information

Misc Store Information

Last School Store Information and Link to School names & Location Code

PO/SW Store Information

Job/Work Store Information

Assesment Store Information & Link to TABE Log

Records Store Information & Link to Tdap immuzation status query for current students

Logs Present Modify Logs

Enroll Todo List Link to enter CAHSEE/GED/Transcripts/Enroll PAR

Teacher Links to a lot of Querys like Course taken/not taken; algebra taken/not taken… Link to 411, Link to Phone list

Answers Plenty Links to Queries like all student in database/all student last year… The function is mainly in statistic area & overview

Books Store Information

Data View Graduation Overview

Report Control Panel-Self:

Functionality: At the click of a button, creates a

professional printout of successful outcomes for all

students who came from a particular feeder school.

Role: OC/Administrator

Name Comments 　Outputs

Year drop down

report period drop down

report status drop down

Basic report info Query

Holiday Query

Full Schedule Query

Classification report view

generate classification report

classification report doc

Statistical report view

generate statistical report

statistical report doc

Revise report-Goto report revised page

before printing users can revise the report

Revise report-Add a student not list

Revise report-remove a student

Refinalize report before printing users can re-finalize the report--take 10 minutes

Enter Hours Form-Self:

Functionality: Supports student work (“hours”,

which are measured in multiples of “4 hours of

work” which equals 1 minimum day of ADA

apportionment) tracking and reporting for report

periods that are 1, 2, 3, or 4 weeks long.

Role: OC

Name Comments

jump to a specific student

to either look up or enter hours reduces need to scroll through several hundred students looking for the one in question

filter list by just enrolls/drops/the list of students brought forward from the prior report period/the list of students present at the end of the current report period.

Filtering by enrolls or drops is necessary when the enrollment numbers are off by 1 and the OC suspects they forgot to drop a student, so they need to filter for all the drops and see who’s missing. The “brought forward” or “end of current report (Class Rpt)” filters are necessary when debugging inconsistent student counts between report periods. Since Genesis interfaces with the Attendance and Enrollment database, student counts must remain consistent between report periods, except for RP SuA and RP 1. Tracking down the inconsistencies is very difficult and time consuming without these filters.

Goto select missing student to find page

select missing student-select

select missing student-list students

select missing student-column order

select missing student-list by student id

“Enrolled During” shortcuts

help OCs track down enrollment number inconsistencies, as well as make it easier to cross-reference this form to their hand-written Roll Book.

view adjacent report periods

useful when tracking 1 students work through time.

link to Student Annual Attendance Report

which shows hours for the entire year as well as truancies for the entire year. Required when a parole officer or a parent has an OC on the phone and is asking questions about student attendance throughout the year.

Ability to enforce Master Agreement (MAIS) dates

No work can be claimed before the latest date of a signature on the Master Agreement. This checkbox gives the ability to enforce this rule, although most sites do not currently use it.

Total hours for summer and for the regular school year

useful for determining consistency of attendance at a glance without bringing up any other forms.

Filterable and sortable based on E-Dates, E-Codes, L-Dates, and L-Codes.

Necessary when trying to track down inconsistencies in enrollment, drops, or the statistical reports.

One button debugging feature

explains why a certain student does not show up in the hours form. Typically an office tech might typo an E-Date or L-Date but not notice it. This button figures out the logic of why the student is not included on the list, and then tells the Office Tech the exact reason so they can immediately fix it. Prior to this feature, Office Techs would spend tens of minutes trying to figure out why a student was not included.

ADA Status is automatically calculated based on a) a student’s age, b) how old they were when

This is necessary for the reporting of hours and collecting of ADA via our statistical reports. Often an OC doesn’t realize, for example, when a student has turned 21, and without the ADA

they began AEWC, and c) whether they are continuously enrolled within LAUSD.

Status column it’s very difficult for them to determine which student is no longer counting for ADA because they turned 21.

The Arrival Status field tracks

The Arrival Status field tracks whether a student is a “handoff” - that is, continuously enrolled within LAUSD and then enrolled directly into AEWC without a gap in enrollment – or whether there was a gap in enrollment. For students ages 19 and 20, this distinction determines whether AEWC gets paid for them or not.

Work is reported in hours and days of ADA

Rollbooker The Rock ‘N Rollbooker creates verbatim roll book printouts for the OCs to staple into their roll books.

different color schemes fordifferent data

First, each week is custom color-coded to match the colors of the actual sheets of paper (“weeklies”) that the students are given each week with their assignments. Different sites use different color schemes, especially if they ordered different colored paper in bulk, so these are customizable on a per-site basis. Second, each week can be shown or hidden. When entering data for all students for 1 week at a time, the other 3 weeks can be hidden, which allows for the tab key to be used to go to the next student. This greatly reduces data entry time. Some sites use this; some sites enter their data at the end of the report period, 1 student’s 4 week’s worth of data at a time.

automatically synchronizing the supervising teacher for a student with the week-by-week teacher responsible for the

Depending on the site, some or all of these should remain in sync. Thus, this feature allows for automatic syncing, manual syncing, or no syncing.

student’s hours with the teacher responsible for the student’s In Progress contracts.The “Teacher->”, “Expected Hours->”, and “Reason->” rows

used for precise teacher accountability in terms of student hours turned in, in terms of a distinction known as production rate, and in terms of a distinction known as turn-in rate.

Transcript Forms-Self:

Functionality: All student graduation information in

one place, at a glance. Multiple GED and CAHSEE

scores are collapsed so pass status is obvious at a

glance.

Role: OC/Teacher

Top level reference: Student Info ZoneName Comments

Change Student Brings up a student selector so that a teacher can browse through multiple students without closing and re-opening the form.

Get Grade Based On Credits

For the purposes of the CAHSEE test, a student’s grade is determined by the number of credits he has, not his age as in conventional high school. This link calculates the student’s grade based on credits entered into the database. This may be different from the “official” grade in the database which needs to remain consistent due to AEWC’s data interfacing with the database in the Attendance and Enrollment Department.

Edit Contract Names Based on how the OC and the APACS wants classes on the cumulative record named, each site can custom specify the exact spelling of each class name (often used in regards to classes and electives that are typed in off of a student’s transcripts).

Verify Complete In order for a site to drop a student as a grad, they must have all the required information entered in the database. Sometimes Office Techs try to drop a student but the system will not allow them to do so. The Verify Complete feature will list all of the requirements that have not yet been entered into the database. Without this feature, needless time is spent trying to uncover which date, or which course number, or which GED score, etc., is missing.

A-Tran This creates an official AEWC Transcript, a water-marked printout of the contracts taken at AEW

Cum. Setup/Create Cum

Creates a cumulative record that is built to the same specs as that output by Adult SIS.

Accountability features

confirm the completeness of the data entered into the form. Possible values are: “Not started”, “Not verified”, “Partially Input/Partially Verified”, and “Complete and Verified”. This is necessary because a) sometimes information is entered off of one transcript but the OC knows another one is coming in the mail. In that case, the information on the form is incomplete and teachers and OCs need to know this when counseling students or making decisions; b) information is being entered by an Office Tech or OC and they get interrupted or go home before they are done. In that case, the information is incomplete and data entry is in process; c) sometimes multiple

people are doing data entry at different times, and one person has to go through at a later date and confirm that no data fell through the cracks or was mis-entered. This feature is critical because only when the data on this form can be trusted can the teachers and OCs effectively counsel students knowing they have the whole picture.

Grad Route clarifies to the OC or Teacher which path to graduation the student is slated to take: GED + 50, or the full 170 credits without the GED, or GED only. “Class of” is required because it can determine a student’s ability to take the GED even if they are younger than 17 years and 10 months old.

GED Scores shows the collapsed and calculated practice GED scores as well as actual GED scores. If a student has taken the practice or actual GED tests multiple times (which happens at most sites), only their highest scores in each section are shown here, and the average is an average of those highest scores. If the teacher wants to see the scores for each individual test attempt, they click on the “View or Edit GED Scores” hyperlink. The “Passed” checkbox is required because it confirms at a glance that the average of all of the highest GED section scores is 450 or more, and each section is at least 410. Without this checkbox, teachers have to stop and take a close look and think to make sure they have passed the test. With the checkbox, teachers know at a glance. Also, each section of the actual test is a different color so teachers don’t accidentally look at the scores and mistake the score for one section as being for another section.

CAHSEE Scores shows the highest CAHSEE scores for

both the ELA and Math tests. Clicking on the “View or Edit CAHSEE Scores” hyperlink allows viewing of the scores for each individual attempt. The checkboxes provide a quick visual for determining whether the test scores are passing or not. Otherwise, it’s easy to confuse the 450 for GED and 350 for CAHSEE.

start/complete contracts

link to the contracts page

Contract Management-Self:

Role: OCName Comments

Change Student Brings up a student selector so that a teacher can browse through multiple students without closing and re-opening the form.

students drop down

transcript slot drop down

teacher primary response for this contract drop downa contract in progress list

grade drop down

type of credit

start contract

complete contract

Enrollment-Self:

Functionality: Ability to enroll students like edit

enrollment form, drop enrollment etc.

Role: OCName Comments Outputs Top level

reference

enroll new students

Launch STUDENT-PRE-ENROLLMENT PLAYGROUND form

show all current students

enroll new students

show the students of this year

enroll new students

show students with status drop down

enroll new students

show students assigned to teacher drop down

enroll new students

Goto add a new student page

link to add a new student enroll new students

see list of all students already in database


last school the student attended drop down


add a new a new Goto add a

students student is added to database

new student page

re-enroll previous student

Ability to re-enroll previous students with minimal new data entry.

enroll new students

change orentation date

enroll new students

all orentation date drop down

change orientation date

generate enrollment report

enrollment report

enroll new students

drop/graduate students

enrollment report

choose verification type drop down


program drop down


create a transfer verification type


E-date drop down


E-code drop down


L-date drop down


L-code drop down

drop/graduate

studentsreason drop down


Pts Sys Drop Code drop down


school transfered to drop down


original E-date drop down


original E-code drop down


revised L-code drop down


revised reason drop down


OK and drop another


undrop

check if the students enrolled

undrop

check if the students enrolled

undrop

E-date drop down

edit enrollment info

E-code drop down


L-date drop down


L-code drop down


reason drop down


Pts Sys Drop Code drop down


school transfered to drop down


original E-date drop down


original E-code drop down


enroll PAR by date

all PAR date drop down

enroll PAR by date

enroll PAR by name

generate Pupil Accounting report

drop PAR by date

drop PAR by name

G-pre-enrollment process

Points Conference Tracker-Self:

Functionality: record every conference

Role: OC

Name Comments 　Outputs

word document folder

view conference logs/notes/records in local drive

create another WP/2 conference for this student

start a new conference

conference status drop downget printable conference log for hardcopy

generate conference log

report by drop down

via drop down

type drop down

STT drop down

results drop down

phone hot sheet

view phone info generate phone sheet

filter search

sort

teacher drop down

create new teacher

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