The Happy Clown Preschool is a preschool catering for 3–5-year-old children. The preschool is not a long day-care centre, and it is only open from 9am to 3pm Monday to Friday. They offer 4 programs, and each program has been named with a colour:
Attendance: Monday, Wednesday, Friday – full day.
Cost: $90 per student per week
Attendance: Monday, Wednesday, Friday – half days (morning 9-12)
Cost: $50 per student per week
Attendance: Monday, Wednesday, Friday – half days (afternoon 12-3)
Cost: $50 per student per week
Attendance: Tuesday, Thursday – full day.
Cost: $60 per student per week
The preschool has become very popular and the last few years there has been a waiting list for children to get in. When a child is put on the waiting list, the preschool records the child’s name and address, date of birth and prefe
ed program in a waiting list notebook. It is also noted if the child has a sibling already at the school. At the beginning of a new year there will always be some vacancies as the previous year’s 5-year-old children will be starting school. There will also sometimes be vacancies throughout the year due to various reasons such as families move to new locations, or long day care is needed due to parents going back to work and so on. The preschool follows a particular procedure for offering places to children on the waiting list. This procedure is outlined at the end of this document. When a child has been given a place, the child is crossed off the waiting list.
Parents are sent a letter of offer when a place at the preschool is available for their child. The letter includes details about the program the child is offered a place in, as well as the cu
ent charges and a registration form. To accept the offer and register their child as a student at the preschool, the parents must fill in the included registration form and return this to the preschool. The registration form collects the child’s name, date of birth, address, home phone, mother’s name and mobile number, father’s name and mobile number, billing address (if different from the child’s address) and details about any special needs or allergies the child has. Cu
ently this information is stored in the student file in the filing cabinet. Parents also must supply details of a minimum of two emergency contacts (name, address, home pone, mobile number, and the relationship to the child). This information is cu
ently written on separate index cards and attached to the student file with a paperclip. The preschool use the emergency contacts if they cannot get in contact with the child’s parents. The new system should contain all this information and provide an easy way for registration of new students.
ently information about the 4 programs available is listed on posters on the office notice board, including the weekly fee for each program. There are also lists of the children registered for each of the programs hanging on the notice board. When the new system is implemented, this information should be kept by the system, and when a new student’s details are entered into the system, the child must also be registered with one of the 4 programs that are offered. The program the child is registered with may change as the child’s needs change and there is availability in other programs. This means that during the child’s career at the preschool, over time they may be registered with different programs, therefore each program registration must include the start date so the system can identify which is the cu
ent program the preschool student is registered for.
The registration information can be used by the system to produce sign-in and sign-out sheets each morning. Cu
ently, when parents a
ive to drop their child off, they sign their child in by writing their child’s name into a notebook, add the cu
ent time and sign. When the child is picked up in the afternoon, the parent notes the time again and signs next to their child’s name again, so all the staff can see that the child has been picked up. Preschool staff spends time every morning using a ruler to create the appropriate columns in the notebook. It is important for the preschool to have this up-to-date list, as it is used if there is an emergency such as a fire. In such cases staff can quickly use the sign-in/sign-out notebook to check that they have got all children attending that day to safety. Staff is hoping that when the new system is in place they can quickly print out a form every morning with a list of all preschool students for that day, as well as columns for drop-off time/signature and pick-up time/signature. It is believed that having a printed list of the students attending on a particular day will make things safer as staff will not have to rely on interpreting many different parents’ handwriting to read each child’s name.
The information of which student is registered for which program is also used when creating the bills for the upcoming month for each child. The bills are sent to the parents for 4 weeks at a time, and the billing details are passed on to a separate payment system. The new system should produce the monthly bills to be sent to parents, but the payments will still be handled by the separate payment system. The new system being created will need to pass on the billing information to the payment system, as well as create a print-ready bill for each child to be sent to the child’s home address (or billing address).
The preschool sends out newsletters once every 3 months. When it is time to send out the newsletters, preschool staff goes through the student files to get each student’s address and writes this on the envelopes. The preschool hopes that the new system can get each child’s address from the information about the students which will be stored in the system, and automatically create address labels that staff can print and stick on the envelopes so the newsletters can be posted.
Procedure for offering vacant places to children on the waiting list:
When a place becomes vacant, children from the waiting list will be offered places. The preschool has a procedure that is followed when deciding which child the vacant place is offered to. 1st priority is given to children with siblings cu
ently at the preschool. If there are no children with siblings already at the pre-school that have the available program as a preference, a notice is sent to the 10 first children on the waiting list with siblings already at the preschool, notifying them of the vacancy as they may be interested even if it is not their prefe
ed program. If no parents in this group take the place for their child, an offer goes out to the first child on the waiting list (without siblings at the preschool) that have this program as their prefe
ed program. If after offering the place to children on the waiting list the place is still vacant, the vacancy is advertised in the local newspaper.
Outline of the Task
The assignment requires that you play the role of a systems analyst who has been contracted to work on analysing the requirements for an information system for the Happy Clown Preschool (HCP), as described in the case study in Appendix A. Your task is to construct requirements models and some input/output design for the proposed system.
Question 1 (requirements analysis): (13 marks)
List the functional and non-functional systems requirements for HCP (8 mark)
Outline project scope and list the stakeholders for HCP (2+3 marks)
Question 2 (process modelling): (16 marks)
Draw a context diagram for the HCP system. (8 mark)
Create a data flow diagram (DFD) level 0 for the HCP system, including all the high level processes discussed in the case study. Clearly name all the processes, data stores, external entities and data flows. (8 marks)
Question 3 (data modelling): (7 marks)
Create an entity relationship diagram (ERD) to represent the data requirements for the HCP system. Add attributes to each data entity and show the primary keys (identifiers). Add co
ect relationships between entities, including multiplicities (cardinalities). Decompose any many to many relationships.
(Note: the attributes and identifiers for each entity can be listed in a word document, these do not have to appear on the ERD. Ensure that each entity is clearly labelled and that is clear which entity the attributes belong to.)
Question 4 (user interface
eport design) (4 marks)
Create an appropriate design for the user interface for capturing all the information needed when a new student is registered at the preschool. This must include appropriate input mechanisms for all the information needed for new registrations, including emergency contacts. (3 marks)
Create the design for the layout of the sign-in/sign-out sheet to be printed with the names of the children who attend on a cu
ent day. The design must be flexible enough to be able to be used as a template for any of the programs, and for any number of children. It must have room for parents to sign their child in (including the a
ival time), and to sign their child out (including the departure time). (1 mark)