Simple Solutions System Requirements
System Requirements – Option A: Enhance existing platform and integrate existing tools supported by DePaul
Be a central location for all users to access/modify documentation:
1. Allow for documentation of course coordinator (s); reflections from students; evaluations from both faculty and students
Solution: Utilize QuickData application application to collect reflections and evaluations.
2. Allow for project management data currently stored in an excel file which is accessed each day and also in the internal office network; the site grid pdf file which is used by staff and students as it has contact information for the coordinator to ensure the student went to the CBO; Blue Information Sheet (BIS)
Solution: a. Create center staff secured pages that allow for uploading files with version controlling to store the excel file. b. Display a list for each of the current projects that links all student demographic and time keeping documentation.
Allow document storage, history and version control:
3. Allow for documentation of Student contact information, stored in BIS, currently kept in the coordinator’s office for the quarter; later it is boxed and kept for perhaps 5 five years or more
Solution: a. Create a student log-in page from the cbsl.depaul.edu site that links to People Soft (LDAP call to PeopleSoft database). b. LDAP call to PeopleSoft will retrieve demographic contact information, DPU ID#, college and major data elements for display on screen. c. Student will provide intended graduation date (selected by quarter/year drop down option). d. Student will be presented with a check box option to be included on email notifications from the center (default option is checked). e. Bottom of screen has a [Save Profile] button, which commits non-LDAP data and the DPU ID# to a MySQL database. f. Application the displays current quarter classes that are eligible for service learning. This is done by matching class numbers between PeopleSoft and CBSL course database. g. Student selects the course (in most cases, only one course will populate). If no courses populate, a pop-up window should indicate that no current quarter classes are eligible for the center.
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h. Student is presented with a list of CBO projects linked to the class instance. Student should selct i. Student is presented with the Student Service-Learning Guidelines and Agreement form for review. At the bottom of the form, student must check a box by “I have read, understand and agree to the act in accordance with the standards articulated above.” The student must click on a [Continue] button that is grayed out until the checkbox is checked. [Cancel] can also be selected to exit to the CBO selection screen. j. A PDF image will be displayed with the Student Service-Learning Guidelines and Agreement form. i. The student’s full name will be populated in the Name field ii. “x/
Allow synchronous and asynchronous communications:
4. To allow collaboration between ADD and CDD to match the CBO wants to course work at DePaul. The departments work together by matching faculty (ADD) to the relationships developed with the community (CDD).
Solution: Using the data from the 5 (below), ADD provides a list of courses that need projects and the
Allow Event/task tracking capabilities:
5. Allow the ADD, to keep track of sending correspondence to various professors of target courses to see if there is interest in participating in the Community-based Service Learning (CbSL), which currently occurs one quarter before the actual quarter beings
Solution: a. Utilize QuickData application to generate a interest survey and track responses to the survey. b. Export data from survey results to build ADD course listing for the upcoming quarter.
Include issue tracking and resolution history:
6. Allow for tracking student not on site and help desk type inquires
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Solution: This will need to be built.
Include calendar/scheduling functionality:
7. Allow for scheduling CDD visits to CBOs seeking volunteer support.
Solution: Enhance the existing calendar function for resource scheduling to add an option to request CDD visits.
8. Allow for scheduling assignments of placement speakers from the Steans Center (2 or 3) to each class to tell about the CBO program matched to the class.
Solution: Enhance the existing calendar function for resource scheduling to add an option to request Steans Center visits to classes.
Other Non-functional Requirements
1. The solution must be available to all users twenty-four hours a day.
Solution: The existing website meets this requirement. There are maintenance windows associated with LDAP and tool availability. The main maintenance window is Saturday night to Sunday at noon for anything that needs to interface with PeopleSoft.
2. Each time that a patch or upgrade is required, there will be an announcement along with an email sent to each user.
Solution: Develop a script to automatically email all registered users when changes are installed.
3. The user will have the ability to report any issues or performance either by contacting the help desk or submitting a trouble ticket.
Solution: Use existing help desk support through the IS department.
4. Each user will be trained in how to navigate and features of the collaboration software solution.
Solution: Develop online documentation and help menus for users to reference as needed.
5. Provide frequently asked questions and a help center, which may assist the user in solving the issue. The system will have a usability features such as ease of use and an easy to read platform. One of the goals is not to confuse the user or deter them from using the system.
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Solution: Develop online documentation and help menus for users to reference as needed.
6. The users will be able to access the software solution by using a login and password anytime day or night. The user will also have the capabilities to request login and password information if forgotten. They will be allowed three attempts to login, if unsuccessful the user will have the ability to request the login and password be sent to their email.
Solution: This will need to be custom built.
7. Creating a easy to use interfaces and dashboards will provide a reduction in frustration with accomplishing the tasks.
Solution: This will need to be custom built.
8. The software solution will be designed to be able to extend some of the features. The IT department or Steans center will have the capabilities to add on features or eliminate ones that are not required. Since the software solution is going to be compatible with Steans Centers server environment, upgrades will require minimal customization.
Solution: This solution does allow for other tools to be integrated into the environment. Additional coding may be needed to integrate new tools or to enhance existing tools.
9. The platform will be Microsoft. The software will be able to interpret any Microsoft Office software, version 2007 or less.
Solution: The assumption is being made that all existing DePaul tools are compatible with this software. Testing will need to be performed to confirm this assumption.
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