App Dev Deliverable 1

Software Requirements Specification (SRS)

Project Title: Online Enrollment Management System with Data
Analytics
Members:
Francis Francisco
Jomila Cia Vasquez
John Paul Abog
Regine Gerado

1. Introduction
1.1 Purpose
Overview of the Application
The Online Enrollment Management System with Data Analytics is a
web-based platform developed to enhance and streamline the
student enrollment process for educational institutions. The
system is designed to replace manual, paper-based enrollment
procedures with a fully automated and data-driven approach,
allowing students to register online, submit enrollment
requirements, and track their enrollment status in real time.
Built using PHP and MySQL, the system provides a secure and
efficient enrollment process for both students and
administrators. It features data analytics tools that generate
real-time reports on student populations, enrollment trends, and
course demands. By integrating these features, the system
improves decision-making for administrators, enhances
communication between students and school staff, and ensures
accurate and organized student records.

Objectives of the System

General Objective:
The Capstone project aims to design, develop and implement Online
Enrollment Management System with Data Analytics.

Specifically, the researchers aims to

1. Design and develop a system that can:
a. Automate the student enrollment process, including
registration, verification, and payment tracking.
b. Provide real-time student enrollment status updates to both
administrators and students.
c. Implement a secure and user-friendly portal for students,
faculty, and administrators.
d. Integrate data analytics to track enrollment trends, student
demographics, and course demand.
e. Ensure data security and access control to protect sensitive
student information.

2. Generate reports such as:

a. Individual student enrollment summaries, including course
selections and payment status.
b. Real-time and historical enrollment statistics to monitor
trends.
c. Course demand analysis to optimize class offerings.
d. Demographic insights to support institutional planning and
decision-making.
e. System activity logs and audit reports for transparency and
accountability.

3. Determine the quality of the developed system based on

McCall’s software quality factors, including:
a. Correctness – Ensuring the accuracy and reliability of
enrollment data and analytics.
b. Reliability – Assessing the system’s ability to handle
concurrent users without crashes or errors.
c. Efficiency – Evaluating system performance in terms of
response time and resource utilization.
d. Integrity – Ensuring data security and preventing unauthorized
access or modifications.
e. Usability – Measuring how intuitive and user-friendly the
system interface is for different users.
f. Maintainability – Assessing how easily updates, improvements,
and bug fixes can be applied.
g. Testability – Evaluating how effectively the system can be
tested for errors and inconsistencies.
h. Flexibility – Determining the system’s ability to adapt to
policy changes and new requirements.
i. Portability – Assessing how easily the system can be deployed
across different platforms or locations.
j. Reusability – Measuring the extent to which system components
can be utilized for future development.
k. Interoperability – Ensuring the system can integrate with
other institutional platforms, such as Learning Management
Systems (LMS) and payment gateways.

4. Evaluate the usability of the system using the Computer System

Usability Questionnaire (CSUQ), which measures:
a. System Usefulness – Assessing how effectively the system
improves the enrollment process for students and administrators.
b. Information Quality – Evaluating the clarity, accuracy, and
completeness of enrollment data and reports.
c. Interface Quality – Measuring ease of navigation, readability,
and the overall user experience.
d. Overall Satisfaction – Determining user satisfaction with the
system’s efficiency, reliability, and accessibility.

Many educational institutions still rely on manual enrollment

systems, leading to inefficiencies such as long wait times,
processing delays, and increased administrative workload.
Students are often required to visit multiple offices, making the
process time-consuming and inconvenient. Additionally, manual
data entry poses a high risk of errors, resulting in inaccurate
records, misplaced documents, and delays in processing enrollment
requests. The absence of real-time tracking and analytics further
complicates administrative tasks, as school officials struggle to
monitor enrollment numbers, assess student population trends, and
allocate resources effectively. Furthermore, limited
communication between students and administrators causes
uncertainty regarding enrollment status due to delayed or unclear
notifications. To address these challenges, the Online Enrollment
Management System with Data Analytics aims to streamline the
enrollment process, improve data accuracy, enhance administrative
efficiency, and provide real-time insights for informed decision-
making.
1.2 Scope
Application Functionality
The system facilitates a seamless enrollment experience by
allowing students to register online, submit required documents,
and monitor their enrollment status in real time. Administrators
can review and process enrollment requests, manage student
records, and access data analytics to make informed decisions.
The system also includes automated notifications, ensuring timely
communication between students and administrators. Additionally,
it integrates data analytics tools that provide insights into
enrollment trends, student demographics, and course demand
through interactive charts and graphs.

Intended Users
Students – Can create accounts, fill out enrollment forms, submit
required documents, and check their enrollment status online.
Administrators(Registrar) – Have role-based access to manage
student records, approve or decline enrollment requests, track
enrollment statistics, and generate reports.

Key Features
Allows new and returning students to register, complete
enrollment forms, and upload required documents.
Enables students to check the real-time status of their
enrollment applications.
Provides administrators with real-time insights into student
enrollment numbers, course demand, and demographic trends through
interactive charts and graphs.
Stores and organizes student records, allowing administrators to
retrieve and update information efficiently.
Notifies students and administrators about enrollment status
updates, document submissions, and other important announcements.
Generates various reports, including lists of enrolled students,
enrollment trends, and statistical insights for decision-making.

1.3 Definitions, Acronyms, and Abbreviations

Technical terms
Authentication – The process of verifying a user's identity
before granting access to the system.
Audit Logs – A system feature that records activities and changes
made within the platform to track user actions and ensure
security.
Cloud Computing – The use of remote servers to store and manage
data rather than relying on local servers or personal computers.
CRUD (Create, Read, Update, Delete) – Basic database operations
that allow users to manage data efficiently.
Data Analytics – The process of analyzing and interpreting data
to extract useful insights for decision-making.
Data Integrity – The accuracy and consistency of data stored in
the system, ensuring no unauthorized modifications occur.
Enrollment Status – The real-time status of a student's
enrollment process, whether pending, approved, or declined.
Graphical Data Representation – The use of visual elements such
as charts and graphs to display enrollment statistics and
analytics.
Role-Based Access Control (RBAC) – A security mechanism that
restricts system access based on user roles (e.g., administrator,
student).
User Interface (UI) – The visual layout and interactive
components of the system that users engage with.
User Experience (UX) – The overall experience of users when
interacting with the system, including ease of use and
accessibility.
Acronyms and Abbreviations
API – Application Programming Interface
CRUD – Create, Read, Update, Delete
CSUQ – Computer System Usability Questionnaire
DBMS – Database Management System
HTTP/HTTPS – Hypertext Transfer Protocol / Hypertext Transfer
Protocol Secure
ID – Identification Number
ISO – International Organization for Standardization
LMS – Learning Management System
OTP – One-Time Password
PHP – Hypertext Preprocessor
RBAC – Role-Based Access Control
SDLC – System Development Life Cycle
SMS – Short Message Service
SQL – Structured Query Language
SSL/TLS – Secure Socket Layer / Transport Layer Security
UI/UX – User Interface / User Experience
XML – Extensible Markup Language

2. Overall Description
2.1 Product Features
The Online Enrollment Management System with Data Analytics is a
web-based platform designed to automate and manage the student
enrollment process for educational institutions. It allows
students to register, complete enrollment forms, submit required
documents, and track their enrollment status in real time.
Administrators can efficiently manage student records, approve or
decline enrollment requests, and generate detailed reports on
enrollment trends and demographics. The system integrates data
analytics, providing interactive graphs and charts to support
informed decision-making. It also features automated
notifications to keep students updated on their enrollment status
and important announcements. With a user-friendly interface
accessible across multiple devices, the system enhances
administrative efficiency, reduces processing errors, and
improves the overall enrollment experience for students and
school staff.

2.2 User Characteristics

The Online Enrollment Management System with Data Analytics is
designed for students, administrators (registrar), who manage
the enrollment process. Students, regardless of technical
expertise, can easily navigate the system to create accounts,
fill out enrollment forms, upload required documents, and check
their enrollment status. The system is user-friendly, ensuring
accessibility for all users, even those with minimal computer
skills. Administrators or the registrar, who typically have
moderate to advanced computer proficiency, use the system to
review and process student enrollment requests, manage student
records, and generate reports. Their interactions involve
approving or declining applications, monitoring enrollment trends
through data analytics, and ensuring that student information is
accurate and up to date. The system is designed to provide a
seamless experience, enabling users to efficiently complete
enrollment-related tasks with minimal training.

2.3 Constraints
Limitations of the System
Hardware Dependencies:
Requires a stable internet connection for real-time access.
Needs a web server capable of running PHP and MySQL.
Requires devices (PCs, laptops, or mobile phones) with modern web
browsers for optimal performance.
Software Dependencies:
Built using PHP, requiring a compatible server environment.
Uses MySQL as the database, needing proper database management
and maintenance.
Depends on JavaScript and CSS for user interface responsiveness.
Regulatory Requirements:
Must comply with the Data Privacy Act of 2012 (RA 10173) to
ensure student data protection.
Requires proper user authentication and role-based access control
for security.
Needs administrative approval for data handling and analytics
processing.
System Limitations:
Does not include an integrated payment processing feature.
Data analytics accuracy depends on proper data entry and system
maintenance.
Performance may be affected when handling a high volume of
concurrent users without proper server optimization.

3. Functional Requirements
Functional Requirements
FR1: The system shall allow students to create an account, log
in, and manage their profiles.
FR2: The system shall enable students to fill out and submit
enrollment forms online.
FR3: The system shall allow students to upload required
enrollment documents.
FR4: The system shall provide real-time updates on enrollment
status for students.
FR5: The system shall enable administrators to review, approve,
or decline student enrollment requests.
FR6: The system shall generate unique student ID numbers upon
successful enrollment.
FR7: The system shall provide administrators with role-based
access to manage student records.
FR8: The system shall integrate data analytics to track and
display enrollment trends, student demographics, and course
demand.
FR9: The system shall generate reports, including lists of
enrolled and temporarily enrolled students, course demand
analysis, and overall student population.
FR10: The system shall provide an interactive dashboard for
administrators with real-time statistical insights through charts
and graphs.
FR11: The system shall send notifications to students regarding
their enrollment status and document submission updates.
FR12: The system shall ensure data security through encryption
and role-based access control.
FR13: The system shall allow administrators to update and manage
student information.
FR14: The system shall maintain system activity logs for audit
and monitoring purposes.
FR15: The system shall ensure mobile responsiveness for
accessibility across different devices.

4. Non-Functional Requirements
Non-Functional Requirements
Performance Requirements:
NFR1: The system shall handle up to 1,000 concurrent users
without performance degradation.
NFR2: The system shall load and display enrollment data within 3
seconds.
NFR3: The system shall ensure a response time of no more than 2
seconds for user interactions.
Security Requirements:
NFR4: The system shall require user authentication before
accessing enrollment records.
NFR5: The system shall enforce password complexity rules (at
least 8 characters, including a number and special character).
NFR6: The system shall encrypt sensitive student data to ensure
confidentiality and prevent unauthorized access.
NFR7: The system shall implement role-based access control to
restrict system functionalities based on user roles (e.g.,
students, administrators).
Usability Requirements:
NFR8: The system shall provide a user-friendly interface for both
students and administrators, ensuring intuitive navigation.
NFR9: The system shall be accessible across different devices,
including desktops, tablets, and smartphones.
NFR10: The system shall use clear instructions and validation
messages to guide users through the enrollment process.
Scalability:
NFR11: The system shall be capable of handling an increasing
number of students and administrators as the institution grows.
NFR12: The system shall allow for future integration with other
school management systems, such as Learning Management Systems
(LMS) and payment gateways.