Residential Safety Office Business Case

7/30/2019 Residential Safety Office Business Case

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Business Case

RESIDENTIAL SAFETY OFFICE (GOGREEN INITIATIVE)AT

NORTHEASTERN UNIVERSITY

VERSION 1.0

DATE 04/21/2013


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Residential Safety Office (GoGreen Initiative)

Business Case v 1.0 Page 5

1.3.Recommendation

The approach for this recommendation should be, all the supervisors and the proctors

should be trained for the new system. For 6 months, both the systems will be active so as to

make the users and the supervisors familiar with the new proposed system. This will be

implemented in three phases; the duration of the first phase will be two months. The users

will get introduced in first phase. In the second phase, it will be compulsory for the user, to

use the new system. In the third phase the bugs and the fixes will be made based on the

feedback from the users.

1.4.Justification

Since starting this system, the approach has been without using any online-based system;

even the swap board used in this system is from a third party. This is only used for swapping

the users. The new approach will make everything online this will help in better traceability

of a user, his information like who is doing what when where. This approach is also aligned

with best strategy and objectives since it uses newer technology to improve the way we do

business by replacing the older system. While other alternatives and the status quo were

analyzed, this Project was selected for proposal in this business case because it provides the

best opportunity to realize benefits for the greatest improvement in efficiency and costreduction.

70% cost saving in project estimated budget. 60% immediate increase in proctor work efficiency in daily manner. 80% immediate decrease in the amount of time taken to sign in a guest. 98% reduction in maintenance due to paper elimination (GoGreen initiative).

Effective increase in NUPD communication.


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2. BUSINESSCASE ANALYSISTEAM

The following individuals comprise the business case analysis team. They are responsible for the

analysis and creation of the Project business case.

Role Description Name/Title

Project

Manager

Project managers can have the responsibility of

the planning, execution and closing of any project.Kaustubh Pathak

Business

Analyst

Identify and articulate the need for change in how

organizations work, and facilitate that change.

Nisha Pepsi

Selvarajan

System

Analyst

Identify, understand and plan for organizational

and human impacts of planned systems.

Pratik Zingade

Data

Analyst

Specializes in collecting, organizing, and analyzing

data from various resources.Nilesh padwal

Quality

Engineer

Monitors the software engineering processes and

methods used to ensure quality.

Pragati

Dhavaleshwar

Graphic

designer

Creates the graphics primarily

for published, printed or electronic media, such

as brochures and advertising.

Fenil Gandhi


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3. PROBLEM DEFINITION

3.1.Problem Statement

Northeastern university has on campus Residential Security Office (RSO) whose primary

responsibility is access control of the more than 40 residence halls . RSO manages its employeesby a third party web based software to assign the employees shifts which has its own

disadvantages including security, shift blocking, and improper scheduling process. The manual

process of data fill ing and submiss ion tasks is involved in proctor hiring process. The major

challenges faced by the RSO are proctor management, workstation management, shift

management, Cost and Staffing Management, Human Resource management and Incident

Management. Poor organization of shifts among available proctors, Shift blocking in Swap board,

No proper break management are not well managed by the existing third party software.

Proctors get manual write-ups based on different rule violations which may include superfluous

conditions. This increases restriction on proctors and encourages high attrition rate at RSO.As a

result, to keep up with the workload RSO staff management keeps the resource pool large. This

results in poor management, dissatisfaction of proctors and supervisors, insecurity of jobs and

weak work ethics.

Goals and Objectives:

To develop software which clock-in at the arrival and 'clock-out when proctors leave or

when they take the lunch break. This will lead to effective distribution of breaks and effective

resource management.

Retrieve guest details and Black list entries that are not welcome back while trying to make

an attempt to residence halls from the database.

To propose a solution for better handling of emergency situations and disciplinary actions.

To develop software which can eliminate draw backs of existing third party software like

shift conflicts and swap board blocking.

To redefine existing manual process of proctor hiring process and writing works by proctors

during residence hall monitoring.

Digital Memos are available in dashboard for every proctor as per their respective station.


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3.2.Organizational Impact

1. Impact on Manager

a. Hiring Process:

Instead of paper-based application process, manager can go through all the application easily

through an application portal. The application portal can help manager sort appropriate

candidate as per the requirement. Also, it would help RSO to follow its rules regarding

applicants. For example, we can avoid first semester student applying by putting constraint in

the web-application itself.

IMPACT: Transparency in Hiring Process

b. Staff Management:

After every semester, a number ofstudents graduation leads to a necessity of new proctors.

But, most of the times students fail to disclose their graduation which leads to an incorrect

number of active proctor accounts (Which are used as buffer). The portal will link Northeastern

University Students portal with RSO portal in order to identify and close the accounts of

graduating student.

By getting who will be able to work next semester, RSO can get to know about how many

proctors it should hire for the upcoming semester. This will allow RSO to distribute the shifts

properly and assign each proctor proper amount of shifts. Managers can also get to know about a proctors performance easily. Through the web

portal, manager can get to know about a proctors write-up history and his performance.

IMPACT: Proper Staff Management

2. Impact on Supervisor:

a. Incident Management:

Currently, supervisor manage all the incidents in an excel sheet which is very inconvenient.The new portal will allow all the proctors s itting at the station to report incident directly. It will

not only reduce work of supervisor but also increase reliability and efficiency

By converting paper-based write up system to an online portal, assigning write-ups will be

easy and supervisor will be able to record it accurately.


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The new system will allow each proctor to directly start/stop the break. The relief proctor

will no longer need to call RSO in order to register the break timings. Also, it would make it more

efficient and reliable compared to current excel sheet system.

2. Proctor:

a. Workstation assignment:

Currently, each proctor has to go one hour early in order to get assigned to a workstation.

Using the new system, proctors will be assigned their respective stations automatically, online

only which will save an hour.

The proctor will be able to go to their workstation directly w/o going to RSO station. They

can get signed in directly by swiping the card at the particular station

IMPACT: time and effort saving.

Hardware/Software: In addition to the workforce impact, the online software need to be

installed on the local server and domain name also be needed to publish the website. Server

related hardware cost is included in the software deployment to keep the website up and

running all times for staff.


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3.3.Technology Migration

Technology migration occurs when changes require the organization switch to a different

technology. Beyond the risks in technology migration, four key must be considered when

attempting any IT system migration.

The following is a high level overview of each phase:

Phase 1: Readiness of the existing IT infrastructure, which consists of the servers, storage

networks, and security technologies. New IT infrastructure must be purchased and make sure

that every computer works well.

Phase 2: Look at primary databases and determine if they are sufficient or need to be upgraded

or migrated too.

Phase 3: Check any custom applications running. They may have to be revamped or replaced or

otherwise modernized

Phase 4: Check with RSO packaged software providers to make sure their applications will run

with new system.

IBM has its Migration Factory which has some combination of tools, testing and assessment

methodologies, and professional services to help migrate to technologies.

3.4.Project Overview: The RSO management project will provide detail for how this project will address the current

Northeastern residential security business problem. The overview consists of project

description, goals and objective, project performance criteria and major milestones.

To ensure that only authorized residents and their guests enter University residences,Northeastern University provides uniformed security coverage twenty-four hours a day,

seven days a week at the main entrances of the large residences. All students who enter the

large residences must show their NEU ID Cards to the proctors each time they enter.

When someone visits a resident of a large residence, they must be checked against thebanned list and entered into guest details. All guests must leave a photo identification card

at the security desk. No more than three guests per student are permitted at any time.


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Proctors can fill time availability and can pick their shift. Up-to-date staff availabilityinformation, no conflicts due to overlapping shifts, no scheduling conflicts will help to

increase proctors satisfaction. Unfortunately RSO has lot of scope for improvement such as

automating the process and to increase proctors satisfaction.

3.5.Project description:

The mandate of the Residential Security Office, Northeastern University, is to improveworkstation management, shift management, proctor management and incident

management.

The manual process of data filling and submission tasks has to be automated. New solutionhas to be defined for effectively handling shift distribution to proctors and supervisors.Efficient Algorithm has been defined to prevent shift conflicts and swap board blocking.

Better handling of emergency situations and disciplinary actions by connecting application

with NUPD.

Proctors will be able to add their breaks during each shift. Memos, Banned list and sign insheets can be viewed online which will eliminate poor management, dissatisfaction of

proctors and supervisors.

The products the project will produce are: a DVD, an information kit for new users andsoftware package. The tools that the organization will use to measure the results of the

project are: surveys, pilot tests and focus groups involving proctors, supervisors, Residential

Assistant and managers.

3.6.Goals and Objectives

To develop software which clock-in at the arrival and 'clock-out when proctors leave orwhen they take the lunch break. This will lead to effective distribution of breaks and effective

resource management.

Retrieve guest details and Black list entries that are not welcome back while trying to makean attempt to residence halls from the database.

To propose a solution for better handling of emergency situations and disciplinary actions.


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To develop software which can eliminate draw backs of existing third party software likeshift conflicts and swap board blocking.

To redefine existing manual process of proctor hiring process and writing works by proctorsduring residence hall monitoring.

Digital Memos are available in dashboard for every proctor as per their respective station.

3.7.Project Assumptions:

The following assumptions apply to residential security management.

Funding is available for training. Funding is available for purchasing hardware/software for residential security management. Project has executive level support and backing All department head will provide necessary support for successful project completion. All staffs and employees will be trained according to their respective data entry, Timesheet and reporting tasks.

3.8.Project Constraint

The development or operating environment is new, and no project staff members arefamiliar with it.

Deliverables submitted for approval will require working days for review. Cannot produce high quality on a restricted budget and within a tightly restricted time

schedule.

The estimated staff resources needed to complete the project, according to number, type,work hours, and skills can be inaccurate.

3.9.Major Project Milestones

The following are the major project milestones identified at this time. As the project

planning moves forward and the schedule is developed, the milestones and their target

completion dates will be modified, adjusted, and finalized as necessary to establish the

baseline schedule.


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Milestones/Deliverables Target Date

Project Charter 01/21/2013

Project Plan Review and Completion 02/11/2013

Project Kickoff 02/18/2013

Phase I Complete 03/07/2013

Phase II Complete 03/24/2013

Phase III Complete 04/14/2013

Closeout/Project Completion 04/20/2013


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Release Planning

Sprint 1Feb12-Feb 25

Regis ter as proctor, supervis or. Login

as Proctor/Supervisor.

Sprint 2Feb 26-Mar 11

Submit and view memos, banned li st,

onli ne sheets.

Sprint -3\ Release 1

Mar 12-Mar 25Swap board, Picking the shift, Setting

the avai lability, view schedules.

Sprint 4Mar 26-Apr 8 Proctor online traini ng material , Download

appli cation form .View results of exam.


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Release 1 Burn Down chart


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Cumulative Flow for Release 1 &Release 2


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Total effort for the project


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4. STRATEGIC ALIGNMENT

The Res idential Safety Offices primary responsibility is access control of the residence halls. Access

control is achieved with a comprehensive package of "people protecting people," while utilizing a

computerized electronic access control system and various alarms.

We aimed the following key factors which can be achieved using respective module of the system.

1. Security: RSO being the primary center for security of all the residential halls, the systemaims to improve this by providing a better solution which guides proctors and by intuitively

indicating accesibility and thus reducing scope of any human error.

The system also provides an interface to quickly access all the information about anyone

entering the residence hall at a particular time.

2. Efficient Staff: In any organization, the efficiency is measured by its staff. Throughperformance management, we not just encourage them to perform well, but managers can

get a clear idea about all the proctors performance.

Also, predictive HR management helps manager to shut down unused proctor accounts and

also estimating required proctors for the upcoming term.

3. Accurate Sign-in: To ensure security, it is very important to preserve exact timing of guestsign-in. And also to retrive the guests being signed quikly is very important. The new system

will provide access to all information very intuitevely.

4. Go Green: The system will eliminate need of papers and will store everything online. Andthus saving about 100,000 papers per annum. It also helps organizaion to save cost by notusing papersheets.

5. Time Efficiency: The system allows everything remote and thus reducing a lot of time andavoid confusion drawn through a lot of conversation.


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5. COST BENEFIT ANALYSIS

Cost benefit analysis in this project takes a different turn where mutual coordination of

resources and the online website for daily work is crucial. Major costs are involved in the day to

day work where most of the paper is involved and extra resources are kept for the printing,

sorting and analyzing the content of all the sign-in sheets filled by the proctors.

Also in this analysis some benefits are not cost related but work related which makes work

easier and reduces the efforts which are required by each proctor and supervisor.

Some of those cases are as follows

1) Making the proctor sign-in and sign-out online

2) Searching for the banned list based on the database content

3) Swiping the cards of the guest with any bar code.

4) Writing the detailed incident report and storing it in web based software for future use.


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These changes will save little cost in RSO new implementation but it will have a long term impact

which will in turn change the functionality of the RSO.

Major cost savings are included though GoGreen initiative. This will allow eliminating all the

paper work which currently involved being available online.

Some of the major cost savings are shown below

Action Action Type Description

First year costs (-

indicates

anticipated savings)

Purchase Web-

based product

and licenses

Cost Initial investment for RSO Project $40,000.00

Software

installation and

training

Cost

Cost for IT group to install new

software and for the training

group to train all employees

$10,000.00

Reduce

Supervisors and

Proctors staff by

4-5%

Savings

Optimization of the supervisors

and proctors resource strength

after implementing paperless

system

-$200,495.00


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Action Action Type Description

First year costs (-

indicates

anticipated savings)

Managers/Super

visors no longer

required to go

through each

and every

proctor sheet

for finding

mistakes

Savings

2-3 managers and 18-20

supervisors are required to

invest almost every week almost

more than 5 hours ($30 x 5) &

($15 x 5) to find the mistakes,

write-ups, no-shows and

probation related info for each

and every proctor

-$40,744.00

Space and paper

based system

requires new

papers and

memos every

week, and their

maintenance

Savings Work load and papers cost saved -$402,000

Reduce

employee

turnover by 10%

Savings

Savings in cost to out-process

exiting employee and recruit,

hire, and train new employees by

providing efficient training and

resource planning is

approximately $50,000 in the

first year.

-$50,000


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6. ALTERNATIVES ANALYSIS

The following alternative options have been considered to address the business problem. These

alternatives were not selected for a number of reasons which are also explained below:

Alternative Analysis Reason for not selecting alternative

Consider a different alternative COTS

solution for web based solution

Significantly higher costs and may not

meet all the needs.

Alternative Analysis Reason for not selecting alternative

System algorithms with auto shift

assignment

Might not be convenient for all the

proctors to pick up a shift allotted to

them.Alternative Analysis Reason for not selecting alternative

Outsource the security services to outside

agencies

It is better to give opportunity to the

university students instead of paying and

outsourcing the services.


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7. REQUIREMENTS DOCUMENT

7.1.EXECUTIVE SUMMARY

This requirement document examines and shows the users and specifications in implementations of

Residential Safety Office and how the GoGreen initiative is used to eliminate the entire paper based

system and efficiently perform the daily critical and routine tasks. This migration of the system will

be a big-bang approach where all the system are shifted to new implementation affecting following

users and the depending services. The important function of the system is up all times and record

accurate data to be stored securely. This online system is implemented targeting the following

audience

1) Proctors

2) Supervisors

3) Managers

Above audience mainly interacts with the system to record the data and operates with secondary

components of the system.


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7.2.ASSUMPTIONS,RESTRICTIONS &LIMITATIONSAssumptions:

1) Servers are always up and running 24*72) All users know how to use the system functionality3) All software functions will continue to function as required.4) During daily work all proctors use the software to fill online sheets.

Restrictions:

1) All proctors must use the online sign sheet at all time. Usage of paper work is not allowed2) Once the sheets are entered after shift no changes are allowed.

7.3.DATA FLOW

Daily sign in data All day sign in info

Daily shift allocation Stations with shifts

Allocation

Check sign in

data

Store sign in

data

Check proctor

availability

Assign shifts to

proctors


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7.4.CUSTOMER WORKFLOWS

7.4.1. AS-IS BUSINESS USE CASES AND ACTORS

The Business use casedepicts the big picture of the business processes (business use cases) that

will be modified or replaced with the RSO project.

The actors involved with each process are also shown.

Figure 7.4.1-1: Business Use Case Diagram


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7.4.2. TO-BE USE-CASES AND ACTORS

The RSO functional use case belowshows all use cases and actors involved in the RSO project.

The box represents the scope of this project. The ovals inside are the different use cases sequence of actions that a system performs by

interacting with the actors.

The actors involved with the use cases could be the human beings, other system or pieces ofhardware.

Figure 7.4.2-1: Actors Generalization and Functional Requirements (Use Cases) Diagram


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Actors are user types that represent certain behavioral patterns and are responsible for different

operations with different sets of authorities . They represent the customer goals, to be achieved by

means of the product. The actor could be a person, another system, a piece of hardware that

interacts directly with the system.

Each actor participates in at least one use case or coherent set of use cases to accomplish an overall

purpose.

Actor Background and Skill Set Goals

proctor Perform majority tasks in

system and lower inhierarchy

Monitor Daily activities in RSO and note them

supervisor Perform admin tasks and

middle in hierarchy

Track proctors and stations activities

Online

workflow

system

Software that acts as

middleware between

proctor and supervisor

Gather and maintain data, perform different

functions on data and generate reports

Use-cases are collections of scenarios about system use, where each scenario describes a sequence

of events. Each sequence is initiated by an actor or by passage of time. The result has to be

something of use either to the actor who initiated or to another actor.

Use-Case ID Actor Brief Description

RSOUC1 Proctor Daily Activities including filling sign in sheet, check in/out

RSOIUC2 Supervisors Daily monitoring activities and station reports

RSOUC3 System Different report and shift generation


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o Personal Dashboard for the proctors to see their current days schedule,assigned Work Orders, and to dos... The personal home page is designed to help

them manage their schedule and it is unique to them.

o Define a solution which will a llow proctors to manage their shift allocationonline.

o Securely access the solution from anywhere, to quickly create and publishschedules.

o Notify the proctors by email and text messages when schedule is published.o Control what proctors can see and do online using their own ID, view schedules,

enter work time preferences, trade and pick up shifts, request time off and send

messages, and much more.

o Proctors will be able to pick their shifts online.

7.5.4. HRMANAGEMENT

o Supports the Tracking of Time and Attendance Reporting for Proctors.o Manage the employee shift allocation and no of hour worked by proctors and

supervisors.

o Better handling of emergency s ituations and disciplinary actions.

7.6. GENERAL REQUIREMENTS

o Predict the future budget of the management using statistics.o Analyze revenue by seeing trends in increase or decrease of the proctors

And use the data for forecast the future budget.

o Develop the software which follows web access ibility guidelines.o

View interactive and static maps of the university's main campus, as well aso Travel directions to Northeastern residence halls.o Use skip navigation that allows users go directly to the main content of the

page.


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7.6.1. DATA STORAGE

If the data are stored electronically, the data should be regularly backed up on disc;a hard copy should be made of particularly important data; relevant software must

be retained to ensure future access, and special attention should be given to

guaranteeing the security of electronic data.

Protect systems and individual files data with login and passwords. Manage access rights (in the case of computer system administrators not involved in

the project their access rights could be limited).

Regularly update virus protection to prevent vulnerability of data. Limit physical access to equipment and storage media (for example, in the case of

data stored on a computer using a stand-alone computer may be secure than anetworked, computer).

Accurate data removal from old hardware and certification that the data wasremoved.

Ensure data recoverability in case of emergencies. Regularly update electronic storage media to avoid outdated storage/retrieval

devices.

Backup multiple copies in secured multiple locations. Encrypt fi les when wireless devices are used, and keep track of wireless connectivity

to prevent accidental file sharing.

Record date and time when a piece of electronic data was originally recorded toprevent alteration or manipulation at a future date.

7.6.2. DATA DE-IDENTIFICATION

Data not to be De-identified

1. Details of proctor on shift2. Details of supervisor on shift3. Details about RA on shift4. Working hours of proctors, RAs and supervisor


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7.6.3. DATA VALIDATION

Identify duplicate records and merge or group together related information to get aunified view for business.

Allowed character checks that only expected characters are present in a field. Forexample a numeric field may only allow the digits 0-9, the decimal point and perhaps

a minus s ign or commas. A text field such as a personal name might disallow

characters such as < and >, as they could be evidence of a markup-based security

attack. An e-mail address might require at least one @ sign and various other

structural details.

Consistency checks fields to ensure data in these fields corresponds, e.g., If Title ="Mr.", then Gender = "M".

Data type checks the data type of the input and give an error message if the inputdata does not match with the chosen data type, e.g., In an input box accepting

numeric data, if the letter 'O' was typed instead of the number zero, an error

message would appear.

Format or picture check Checks that the data is in a specified format (template), e.g.,dates have to be in the format DD/MM/YYYY.

Regular expressions should be considered for this type of validation. Logic check Checks that an input does not yield a logical error, e.g., an input value

should not be 0 when there will be a number that divides it somewhere in a

program.

Presence check Checks that important data is actually present and have not beenmissed out, e.g., customers may be required to have their telephone numbers listed.

Range check checks that the data lie within a specified range of values, e.g., themonth of a person's date of birth should lie between 1 and 12.


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7.6.4. DATA AND USER ACCESS

Object-Level Security has to be set to limit proctors from viewing timesheet approvalsheet of manager. Supervisor should see data related to proctor, RAs and residents.

Field-Level Security should be set for proctors when they are viewing banned list. Record-Level Security has to be set for proctor details. Each Proctor s hould be able

to view only their personal information.

7.7. AUDITING

Software Quality Assurance Audit should assess technical quality, form and functionwith the aim of improving aspects such as ease-of use, reliability, security and

performance. Software Compliance Audit should audit, the type that can produce anxiety, measures

softwares level of compliance with regulatory mandates. A body outside of the

company such as an industry watchdog or government regulator should conduct

compliance audits.

Software Licensing Audit can be audited as part of Software Asset Management or RiskManagement practices to determine where the software is distributed and how it isused. A license audit may be required to impose greater controls or find cost savings.

The audit may seek to enforce software copyright protections. It can be mandated by

the courts as part of a legal dispute. It can be ordered by risk managers who seek to

determine the organizations level of exposure from continued use of the software.

7.8. USABILITY

The system should be understandable, learnable, operable and attractive.

Understandability

Interface elements (e.g. menus) should be easy to understand For a walk up and purchase or use system, the purpose of the system should be

easily understandable


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Learnability

The user documentation and help should be complete The help should be context sensitive and explain how to achieve common tasks The system should be easy to learnOperability

The interface actions and elements should be consistent Error messages should explain how to recover from the error Undo should be available for most actions Actions which cannot be undone should ask for confirmation The system be customizable to meet specific user needs A style guide should be usedAttractiveness

The screen layout and color should be appealing

7.9. RELIABILITY

Software reliability extends across the entire development cycle. Be focused on how services are implemented and look for possible problems within the

application.

Developers and operations staff should be properly trained in architecture and lifecyclemanagement practices. Create a team culture where reliability is considered critical.

Training and education should be provided where possible.

Use a Robust Operating System. For example, Windows servers often contain thefollowing features Workload Balancing, Storage management, Memory Protection,

Diagnostic and Recovery tools, Installation protection, etc.

Remove Failure Points from the Application Design

All mission-critical data should provide monitoring data. Invest in Quality Software Engineering Processes Coding standards and programming practices should be shared across the business.


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Completed source code should be reviewed by peers for correctness, performance,reliability issues

The use of a consistent, repeatable, formal software development method always leadsto more reliable systems.

7.9.1. PERFORMANCE

95% of ALL visible pages for normal customers respond in 8 seconds or less , includinginfrastructure, excluding back ends.

The software must support 8000 customers which will on a busy day generate 4500customer interactions.

The System should have downtime of maximum 88 hours (i.e. 1 % downtime) in a year. Response for user login must be no greater than four seconds throughout the day, with

fewer than 3.4 errors per million transactions.

7.9.2. SUPPORTABILITY

The Customer Advisor Help desk will support users of from 09:00 to 17:00 daily. The ability to change the system to deal with additional international conventions such

as languages, or number formats, styles should be done.

The average time needed to port the application from Internet Explorer to NetscapeNavigator shall not exceed 6 person weeks.

The MTTR shall be 1 day averaged over a 1 year.

7.9.3. SYSTEM AVAILABILITY

Redundancy engineering is used to create systems with high levels of Availability. The system should be 99% available.(i.e.)7.2 hr. outage in a month


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7.10.INTERFACES

The server module must integrate with a dbms through the java databaseconnectivity (JDBC) interface.

The server must run within a web server available for windowsnt, using dynamiccontent technology (e.g. jsp, cgi/Perl and cold fusion).

7.10.1.USER INTERFACES

Ensure compatibility with the High-Contrast option. Use text fields (usually with a label) when the user may type in anything they want. use lists when there are many fixed choices (too many for radio buttons);

all choices vis ible on screen at once use combo boxes when there are many fixed choices; don't take up screen real estate by showing them all at once use a slider or spinner for a numeric value

7.10.2.HARDWARE INTERFACES

System should be implemented in a hardware-independent fashion and should notrely on any particular hardware interfaces expect for the power.

The computer system must be able to be plugged into a power source. While thismay seem obvious, power is not common at all before the residence hall.

7.10.3.SOFTWARE INTERFACES

The System should use oracle database to save the proctor information, write ups,

memos and more. To implement the project we have chosen Java language for its more

interactive support. Since this is a web based project, System should run in all type of

browsers without major changes.


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7.10.4.COMMUNICATION INTERFACES

The new system will transfer data, which requires an Internet connection. There arealternatives to Internet connectivity, but due to time constraints we will make the

assumption that the resident hall has Internet.

When the "proctor" user class is included, user should allow communicating viastandard email and via the World Wide Web. No other communications interfaces

are mandated.

7.10.5.DATA MIGRATION INTERFACES

AS/LIDB-AS/LIDB Data Migration Interface is used in migration of data from existing

database to new database. It Support for descriptions, format, and encoding rules for

two new line elements (data items), and to add them to the aggregate of the logical data

model and associated requirements.

7.10.6.PURCHASEDCOMPONENTS

The System is developed in Windows platform. The System needs oracle database

server and web application server to run. All these components must have a warranty

with legal terms and issues.

7.10.7.LICENSINGREQUIREMENTS

In order to use the system, it should be licensed. Password must be protected, only

authenticated users can operate the system.

The terms and conditions of software licenses can vary considerably. It is the

responsibility of each University organization, staff member, to understand and adhere

to software license requirements. If you are ever in doubt regarding the appropriate useof a software product, please ask us, or the software vendor/manufacturer. Individuals

who purchase software should do so in accordance with their purchasing rules. When

you purchase software from Software Licensing, please be prepared to provide the

following information:


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Your University Network ID (UNID) and password. Your organization name or ID, or the organization name or ID of the organization

that you are purchasing for.

The name of the person within your organization who is responsible for thetechnical operation of the software that is being purchased (if not you).

The name of the person within your organization who is responsible for maintainingsoftware records.

If you do not have purchase authority, the name and email address of the personwho will authorize the transaction.

Youre purchasing card or campus order information.Software may be delivered in different ways. Some software products will be availableto download from the Software Licensing web site provided the license allows

downloads and we have the capacity to support the download. Software may be picked

up at our office or delivered via campus mail. Prepare to be flexible, as available delivery

methods will vary by product.

7.10.8.LEGAL,COPYRIGHT AND OTHER NOTICES

These are terms and conditions set forth the rights being licensed to the customer foruse of this application. These rights are the only rights the customer has for usage of this

software. If in any event the customer does not agree to the terms and conditions or

violate the rights, they cannot use the software. There is 1 year of limited warranty

given under this terms and conditions. By installing the system, the customer agrees

that this terms and conditions is a legally binding and valid contract, agrees to abide by

all of the terms and conditions, and further agrees to take all necessary steps to ensure

that the terms and conditions are not violated by any person or entity under customers

employment. Licensor grants this license software to solely use by the customers

company.


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7.10.10. USER ACCEPTANCETESTSTRATEGYThe following are tasks and roles that team members will play for UAT:

Prepare Test Plan Stage Data Provide help to the UAT users Create UAT user accounts Make system available Log and resolve issues and provide status.

Prepare Test PlanCreate test scripts for Program and Solicitation setup.Responsibility: Nisha Pepsi Selvarajan

Create Load Runner scripts for Performance testing of Application

Responsibility: Kaustubh Pathak

Create UAT Test Scenario test cases

Responsibility: Fenil Gandhi

Stage DataConfigure Programs

Responsibility: Pratik Zingade

Configure Solicitations

Responsibility: Pragati Dhavaleshwar

Initial ReviewPeer Review: Kaustubh Pathak

Application Review: Kaustubh Pathak


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7.11.USE CASESIntroduction

Use Case Name Use Case ID Date Created Created By

Application for proctor

position

UC-1000 04/18/2013 RSO Team

Primary Actors Secondary Actors

Student Manager


Responsibility of proctor UC-1001 04/18/2013 RSO Team


Proctor Manager

Supervisor


Responsibility of

supervisor

UC-1002 04/18/2013 RSO Team


Supervisor Manager

Proctor


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Responsibility of

manager

UC-1004 04/18/2013 RSO Team


Manager Supervisor

Proctor

Use Case 1: Student

Student: Students of northeastern university are the only once who are eligible to apply for

proctor position. They are the most basic users of the system.

They will be accessing system for

Sign Up: The NEU students need to create an account using their husky Id to create a newRSO account. They need to have an account in order to apply for any position.

Login: The students are required to login to system before they can apply for proctoring.

Applying for proctor position: Submit resume, fill up the application form. Check application status: They can check whether their application is accepted for

interview, Interview results, Test result and job start date

Check application deadlines: They can get a brief idea regarding when RSO will be acceptingthe applications and what are the deadlines for that.

Schedule Interview: Student will be allowed to pick up a slot for his interview from theavailable slots.

Refer Learning Material: Students wont require taking physical lecture anymore. They willgo through all necessary information directly from the web-portal, which will be helpful for

their test.


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Give Online Test: Students can give test online. It will be a time based MCQ test, which isnecessary to pass in order to become a proctor. The system will prevent student to navigate

during exam.

Test Result: The test will be evaluated instantaneously giving students their result at theend of the test.

Use Case 2: Proctor

Proctor: The main responsibility of a proctor is to monitor students and their guests entering

the dorm. Proctors are required to report to RSO if anything goes wrong. They also help

residents in case of any lockouts or emergency.


SHIFT MANAGEMENT

1. Provide Availability: Proctors can give their availability for next shift release2. Pick Up Shift: Proctors can pick up shift from the swap board3. Drop Shift: Proctors can drop their shift, which will be available for others to pick up.

Unless someone else picks it up, the same proctor will be responsible for the shift.

4.

Exchange Shift: Proctors can exchange their shifts safely w/o interference from otherproctors. They just need to know their user ID.

WORKSTATION MANAGEMENT

1. Workstation assignment: They can get their workstation by singing into the system. Thesystem will randomly give the proctor his workstation for the current shift.

2. Remote Swipe In/ Swipe Out: the proctors will be considered as swiped in when theylogin from the computer at workstation.

3. Guest Sign-In: Proctors can write down all guests for a resident. This systemautomatically detects if a banned list person is trying to get signed-in and thus

improving reliability.

4. Banned List: The list of all the people banned from dorms.


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Use Case 3: Supervisor

Supervisor: The main responsibility of a supervisor is to ensure proper working of each

workstation by assigning proctors and monitor their activity. They also provide a guideline to all

the proctors during current shift.


SHIFT MANAGEMENT

1. Provide Availability: Supervisors can give their availability for next shift release2. Pick Up Shift: Supervisors can pick up shift from the swap board3. Drop Shift: Supervisors can drop their shift, which will be available for others to pick up.

Unless someone else picks it up, the same proctor will be responsible for the shift.

4. Exchange Shift: Supervisors can exchange their shifts safely w/o interference from otherproctors. They just need to know their user ID.


1. Look-up for no shows: supervisors are required to ensure that each workstation isassigned at least one proctor. He needs to check this before half an hour earlier than the

shift. It is supervisors responsibility to ensure stand-by proctors in case of a no-show.

2. Assign Shift/Station: The supervisor has authority to directly assign shift and workstationto a particular stand by proctor.

3. Breaks Log: the supervisor needs to ensure that all the breaks for all station are runningas per schedule and no one has taken more time than allotted maximum time.

INCIDENT MANAGEMENT1. Report Incident: The supervisor can report any incident occurred directly from this

system. The retrieval and search of past incidents also become quite easy through this

online database.


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2. Give Commendable and Write-up: supervisors can directly give write ups andcommendable to proctors and provide specific reasons for that as well. Upon receiving

any write-up or commendable, proctors get a notification.

3. Add NUPD enter-exit info: Supervisor can easily keep track of NUPD entering and exitingfrom a specific station. The proctors still need to inform supervisors by calling so as to

maintain integrity.

4. Go through lockout logs: Supervisors dont need to call RA on duty in case of lockout;proctors directly do this by sending a lockout request through their portal.

MISCELLANEOUS

1. Notification Management: They can manage their notifications regarding any shiftavailable and etc.

2. Refer Training Material: Proctors can still refer any material if they find somethingconfusing.

Use Case 4: Manager

Manager: Manager is responsible to ensure sufficient and proper workforce and maintain

security of all the dorms of Northeastern University.


HR MANAGEMENT

1. Check for proctors needed: The system connects with Northeastern students portal inorder to get an exact number of students who will be working in the next semester by

eliminating users who are graduating or will be going on a co-op program. Thus, it notjust disables all unused accounts, but also gives an exact idea regarding how many

proctors RSO need to hire.

2. Go through sorted applications: Rather than going through each application, the portalsorts all the applications according to their eligibility and interests. Thus, giving

managers a better list of applicants to be interviewed.


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3. Schedule Interview: The manager is supposed to interview before hiring any candidateand the portal provides an easy way to schedule interviews with applicants. The

manager just need to fill up his availability and a notification will be sent to all sorted

applicant automatically.

4. Grant Privileges: After interview, if the applicant is hired for job, manager can directlygrant his account from here so as to give him proper privilege of proctor or supervisor.


1. Update banned list and memos: The main responsibility of manager is to ensureupdated banned list and provide memos at respective stations. Manager can update

both banned list and write up memos for each station through the system. It also

helps to keep track of all the memos for future reference.

QUALITY MANAGEMENT

1. Review incident: The manager is responsible to go through each incident occurred so asto ensure the security of all dorms. He can go through all incidents directly with this

portal.

2. Review write-up: In case any proctor appeal against any write-up given by supervisor,manager can directly go through his appeal from the system and take decision based on

the appeal.

3. Review proctor/supervisor performance: upon many write ups against any proctor ormany complaints against supervisor, the manager can easily review his performance by

going through his profile built based on all his write-ups, no-shows, commendable notes

and even incidents reported by him. This gives an index for manager so as to decide

whether a proctor should be continues or should be probated.4. Probate proctor/supervisor: The manager can directly probate a proctors account for a

specific amount of time. The system automatically notifies the proctor/supervisor.


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MISCELLANEOUS

1. Update training material: The manager can directly update the training materialreferred by everyone in case of any confusion.

2. Send notification: The system allows manager to send important notification, postdeadlines directly from the system.


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8. HIGH LEVEL SYSTEM OVERVIEW:

High level system overview diagram to present complete picture


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9. DIAGRAMS AND PROCESS FLOWS:

Online application system


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10.USER INTERFACE SCREENSHOTS


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11.REPORTS

General

The header and the footer are same for all the reports generated. The font size used will be 12

and the font used is Calibri (Body) for all the reports.

R 1.1. Report Header

R 1.1.1. RESIDENTIAL SAFETY OFFICE NORTHEASTERN UNIVERSITY.

R 1.2. Report Footer

R 1.2.1.

R 1.3. Page Header

R 1.3.1. RESIDENTIAL SAFETY OFFICE NORTHEASTERN UNIVERSITY.

R 1.4.

Page Footer

R 1.4.1.

Report 1

R 2.1. Effort Summary Report - Effort reporting is a federal requirement for certifying that the

effort charged or cost-shared to each award has actually been completed. Non-compliance

with this requirement has resulted in audit disallowances and significant fines to several

large research universities.R 2.1.1. Effort Summary Report

R 2.1.2. Effort is defined as the amount of time spent on a particular activity. It includes

the time spent working on a sponsored project in which salary is directly charged or

contributed (cost-shared effort).Individual effort is expressed as a percentage of the

total amount of time spent on work-related activities (instruction, research, patient

care, administration, etc.) for which the University compensates an individual. Effort

reporting is the mandated method of certifying to the granting agencies that the effortcharged or cost shared to each award has actually been completed.

R 2.2. Sample


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Report 2

R 2.3. Monthly Turnover Report- A measure of how quickly a fund turns over

its holdings during the year. A highly active fund will have a high annual turnover. It is equal

to the dollar transaction volume of the trades in one year divided by the total portfolio size,

expressed as a percentage.

R 2.3.1. Monthly Turnover Report

R 2.4. The report includes the following fields:

Code Pulled from the monthly history file for the position. Beginning Period Number of Positions The total number of position full-time

equivalent (FTE) values for the beginning date and code, pulled from the monthly

history file based on the begin date entered.

Beginning Period Number of Vacant Positions Total vacant positions for thebeginning date and code, pulled from the monthly history file, based on the begin date

entered.

Beginning Period Percentage of Vacant Positions Number of vacant positionsdivided by the number of positions and multiplied by 100, pulled from the monthly

history file, based on the begin date entered.

Ending Period Number of Positions The total number of position FTEs for the endingdate and code, pulled from the monthly history file, based on the end date entered.
http://www.investorguide.com/definition/measure.htmlhttp://www.investorguide.com/definition/fund.htmlhttp://www.investorguide.com/definition/turn.htmlhttp://www.investorwords.com/7152/holdings.htmlhttp://www.investorguide.com/definition/year.htmlhttp://www.investorwords.com/9933/highly.htmlhttp://www.investorguide.com/definition/active.htmlhttp://www.investorwords.com/2306/high.htmlhttp://www.investorguide.com/definition/annual.htmlhttp://www.investorguide.com/definition/turnover.htmlhttp://www.investorwords.com/7129/dollar.htmlhttp://www.investorguide.com/definition/transaction.htmlhttp://www.investorwords.com/5258/volume.htmlhttp://www.investorwords.com/5014/trade.htmlhttp://www.investorguide.com/definition/total.htmlhttp://www.investorwords.com/3741/portfolio.htmlhttp://www.investorwords.com/8392/size.htmlhttp://www.investorwords.com/8392/size.htmlhttp://www.investorwords.com/3741/portfolio.htmlhttp://www.investorguide.com/definition/total.htmlhttp://www.investorwords.com/5014/trade.htmlhttp://www.investorwords.com/5258/volume.htmlhttp://www.investorguide.com/definition/transaction.htmlhttp://www.investorwords.com/7129/dollar.htmlhttp://www.investorguide.com/definition/turnover.htmlhttp://www.investorguide.com/definition/annual.htmlhttp://www.investorwords.com/2306/high.htmlhttp://www.investorguide.com/definition/active.htmlhttp://www.investorwords.com/9933/highly.htmlhttp://www.investorguide.com/definition/year.htmlhttp://www.investorwords.com/7152/holdings.htmlhttp://www.investorguide.com/definition/turn.htmlhttp://www.investorguide.com/definition/fund.htmlhttp://www.investorguide.com/definition/measure.html


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Ending Period Number of Vacant Positions Total vacant positions for the ending dateand code, pulled from the monthly history file, based on the end date entered.

Average Number of Positions Beginning number of positions plus the ending numberof positions divided by two.

Turnover Percentage The number of separations divided by the average number ofpositions, multiplied by 100.

Sample


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12.APPENDICES

A A.1. RSO: RSO in these documents refers Residential Safety Offices whose primary

responsibility is access control of residential halls.

A A.2. Data: Data in this report includes information about proctors, supervisors, workinghours of proctors and supervisors, information related to residents of the building, guest

visiting the residents.

A A.3. Swap board: Swap board in the application means the platform where proctors and

view available shifts, pick up a shift and drop a shift.

A A.4. NUPD: NUPD refers to Northeastern University Police Department.

A A.5. Write-ups: Write-ups are kind of warning for proctors when proctors violate the rules.

A A.6. Memo: Memos contain important information like access information, NUPD alerts,

policies etc. and are updated every day.

A A.7. Banned List: Contains list of names whose entry into the building is restricted.

A A.8. Workstations: Stations or resident building where proctor has to do his/her duty.

A A.9. UNID: UNID stands for University Network ID.

A A.10. UAT: User Acceptance Test Strategy.

A A.11. MCQ test: Multiple choice questions test taken while a proctor is hired.

A A.12.No shows: When a proctor is allotted a shift and the proctor does not come to the shift

then it is called no show.


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A A.13. Sign-in sheet: In this report sign-in sheet refers to a sheet where the details of the

guests entering the building are written by the proctor.

13.REFERENCED DOCUMENTS

Contractor Performance Measurement Data Analysis Techniques by The DefenseSystems Management College, Fort Belvoir, Virginia (published January 1983)

Summerville, Ian & Pete Sawyer. (1997). Requirements Engineering: A good practiceguide.

o West Sussex, England: John Wiley & Sons. U.S. Air Force Systems Command Guide to Analysis of Contractor Cost Data (published

August 1979)

Human Resource Management -http://people.brandeis.edu/~molinsky/documents/Human%20Resource%20Management%20Eth ics%20and

%20Employment.pdf

For creating website -www.wix.org For creating USE Caseswww.creately.com

14.APPROVALS

The signatures of the people below indicate an understanding in the purpose and content ofthis document by those signing it. By signing this document you indicate that you approve

of the proposed project outlined in this business case and that the next steps may be taken

to create a formal project in accordance with the details outlined herein.

Approver Name Title Signature Date

Robert O. Jose Associate Dean and Director
http://people.brandeis.edu/~molinsky/documents/Human%20Resource%20Management%20Ethics%20and%20Employment.pdfhttp://people.brandeis.edu/~molinsky/documents/Human%20Resource%20Management%20Ethics%20and%20Employment.pdfhttp://people.brandeis.edu/~molinsky/documents/Human%20Resource%20Management%20Ethics%20and%20Employment.pdfhttp://www.wix.org/http://www.wix.org/http://www.wix.org/http://www.creately.com/http://www.creately.com/http://www.creately.com/http://www.creately.com/http://www.wix.org/http://people.brandeis.edu/~molinsky/documents/Human%20Resource%20Management%20Ethics%20and%20Employment.pdfhttp://people.brandeis.edu/~molinsky/documents/Human%20Resource%20Management%20Ethics%20and%20Employment.pdf

Documents

Residential Safety Office Business Case