Berkeley Academics Information Redesign Andrew Iskandar Lulu Guo Advisor: Ray Larson

Berkeley Academics Information Redesign

Andrew IskandarLulu Guo

Advisor: Ray Larson

Outline

Project Goal Background Problem Needs Assessment Database Design UI Design Implementation Demo Future Development Conclusion

Outline


Project Goal

The goal of this project is to redesign the current information systems of Berkeley Academics to facilitate the growth and expansion of the company making administrative and communicative tasks easier and more efficient.

Outline


Background

Berkeley Academics is a non-profit tutoring company in Alameda, CA. Est. 20033 full time administrative staff8-10 college tutors 30-40 students

Tutoring/Classes/ScholarshipsGrowing and Expanding

New Location: San Ramon, CA 4-5 full time staff 10-15 tutors50-60 student

Outline


Problem: E-mail

Synopsis of E-mail Characters

Admin Staff: Sue, JeannieTutors: Jenny Kim, Esther

Story: E-mail from JeannieSue is sick, Jeannie asks Esther to cover her tutoring duties

Jenny’s student doesn’t come in, did not know about it

Sue scheduled a make-up session for a student, but didn’t tell anyone

Two new sign-ups show up for session, no one knew about it. Asked to be tutored in subject no one could tutor

Problem: Problem Areas

People-Based Information SystemsAdmin staff hold information in head

Forgot to propagate/communicate information

Processes are manualPaper-Based Information Systems

Ad-hocTransient/easily lostInefficient, slowHard to communicate with

Problem: Examples

Filing Cabinet of Student Records

Student Record File

Problem: Examples

Tutor/Student Schedule

Student Application

Outline


Needs Assessment

Initial InterviewsPersonasTask AnalysisScenarios

Needs Assessment: Initial Interviews

Initial InterviewsGathered business and use case requirements from client

Observed workflow and working environment

Collected sample documents

Needs Assessment: Personas

Personas:User 1: Scheduler/Administrator - Amy

User 2: Administrator/Tutor – Jane

User 3: Tutor – Stanley

Needs Assessment: Task Analysis

Task Analysis:Scheduling Record keepingProcess ApplicationsTutoringPayments

Needs Assessment: Tasks

Amy Jane Stanley

APPLICATIONS

Process paper applications H M N/A

Note special client needs H M N/A

PAYMENTS

Process payments H M N/A

Process refunds H M N/A

Keep track of payment schedule M M N/A

Keep track of overdue payments H M N/A

Reminder of payment schedule M M N/A

SCHEDULING

Create tutor/student schedule M M N/A

Keep track of student attendance M M N/A

Process rescheduling of student/tutor H H N/A

Keep track of tutor schedules and skills L L N/A

Query about tutor availability L M N/A

RECORD KEEPING

Lookup records for student info/history H H N/A

Lookup student progress for parents L L N/A

TUTORING

Record progress of students N/A N/A H

Look up student progress to formulate lesson plan N/A N/A H

Add special notes N/A N/A M

H: High; M: Medium; L: Low (indication of task importance)

Needs Assessment: Scenarios

ScenariosScenario 1: Parent submits a paper application

Scenario 2: Student reschedules a session

Scenario 3: Parent comes in to see if they owe money

Scenario 4: Admin checks status of payments

Scenario 5: Tutor prepares to meet a student and finishes session

Outline


Database Design

Berkeley Academics has existing database schema (handled online sign-ups)

Expanded schema for our projectFacilitated integrationNo data migration

Database Design: Original

Database Schema: Expanded

Outline


UI Design

Comparative studies WebCalendar My Databook Comdev Event Calendar

Interviewed campus tutoring center administrator

WebCalendarMy Databook Comdev Event Calendar

UI Design Evolution - 1

Initial SketchesBased on the initial interviewsCaptured all of the important functionalities and use cases


Paper PrototypeAllowed a certain level of user interaction

Tested initial task workflow with client


Low-fidelity PrototypeIncorporated detailed design changes

Tested basic interactivity with client


High-fidelity PrototypeBased on the feedback of the second round user testing

Tested full functionality of prototype


Final PrototypeLast round of user testing provided user evaluation and minor look-and-feel suggestions

Outline


Implementation

Web-Based ApplicationPHP/MySqlPHP Objects

Abstraction layer between DB and application

Eclipse/CVS/PHPEclipse PluginCSS/Javascript

Outline


Demo

4 Representative TasksAssigning a new studentRescheduling a studentStudent Note ReviewPayment Summary

Demo: Assign

Demo: Assign

Demo: Assign

Demo: Assign

Demo: Assign

Demo: Reschedule

Demo: Reschedule

Demo: Reschedule

Demo: Reschedule

Demo: Reschedule

Demo: Reschedule

Demo: Student Notes

Demo: Student Notes

Demo: Student Notes

Demo: Student Notes

Demo: Student Notes

Demo: Student Notes

Demo: Student Notes

Demo: Student Notes

Demo: Payment Summary

Demo: Payment Summary

Outline


Future Development

Dynamic payment remindersAutomatic/One-click re-enrollment for students

Report generationData and trend analysisSearching and querying

Outline Project Goal Background Problem Needs Assessment Database Design UI Design Implementation Demo Future Development Conclusion

Conclusion

Lessons LearnedImportance of gathering business requirements

Database designUI iterative design testing

Client FeedbackApplication was well received; met client’s expectations

Client eager to integrate application into workflow

Questions?

Documents

Berkeley Academics Information Redesign Andrew Iskandar Lulu Guo Advisor: Ray Larson