BIT-310-SystemRequestTiffany Taylor.2
.docx
School
Grand Canyon University**We aren't endorsed by this school
Course
BIT 310
Subject
Information Systems
Date
Jan 13, 2025
Pages
7
Uploaded by ChiefStar16807
© 2022. Grand Canyon University. All Rights Reserved.BIT-310: System RequestName:Tiffany TaylorSystem RequestProject Sponsor:The project sponsor for this initiative will be the university's Registrar's Office, which will partner with the Information Technology Services department. The Registrar's Office, responsible for overseeing the course enrollment process, regularly interacts with students and understands their challenges and needs. ITS will provide the technical expertise to design and implement the system improvements. Together, these departments will ensure the project aligns with institutional goals, advocate for funding and resources, and oversee the successful delivery of the solution. The university’s administration sponsors this project, specifically the Registrar’s Office and the IT department. The Registrar’s Office oversees the enrollment process and has identified the current system’s inefficiencies, which hinder student satisfaction and operational efficiency. The IT department will be responsible for implementing technical changes and ensuring system integration with existing infrastructure. The project also has indirect support from the student body, who have expressed concerns about the difficulty and inconvenience of the current system. The project sponsor for this initiative will be the university's Registrar's Office, in partnership with the Information Technology Services department. The Registrar's Office oversees the course enrollment process, regularly interacts with students, and is well aware of their challenges. ITS will provide the technical expertise to design and implement the system improvements. Together, these departments will ensure the project aligns with institutional goals, advocate for funding and resources, and oversee the successful delivery of the solution. The university’s administration sponsors this project, specifically the Registrar’s Office and IT department. The Registrar’s Office has identified the current system’s inefficiencies, which hinder student satisfaction and operational efficiency. ITS will be responsible for implementing the necessary technical changes and ensuring system integration with existing infrastructure. The project also has indirect support from the student body, who have expressed concerns about the difficulty and inconvenience of the current system.Business Need:The current course enrollment system poses several challenges that negatively impact student satisfaction. Students often encounter difficulties accessing the system during peak registration
2periods due to limited capacity, which leads to delays and frustration. The interface needs more user-friendly navigation, making the process unnecessarily complex. Manual intervention is frequently required to resolve issues such as scheduling conflicts or unmet prerequisites, further slowing down the enrollment process. These inefficiencies frustrate students and create additional workloads for administrative staff. To enhance the student experience and maintain competitive retention rates, the university needs a modernized enrollment system that is fast, accessible, and reliable. The university’s course enrollment process has become outdated and inefficient, leading to delays and confusion during peak registration. Students are experiencing difficulties accessing the system from various devices, and the interface is not user-friendly. With growing student enrollment numbers, these issues have become more pronounced. The business needs to create a more efficient, accessible, and intuitive system that allows students to enroll from any device at any time, with clear guidance throughout the process. This change is essential for improving student satisfaction, reducing frustration, and maintaining a competitive edge in student services. The current course enrollment system at the university has several inefficiencies that impact student satisfaction. Students face challenges with accessibility, as they cannot easily enroll from all locations, especially when using mobile devices. The system could be faster and more convenient, leading to frustration during peak enrollment periods. The system needs more intuitive guidance, which often leads to confusion about course prerequisites and registration processes. The absence of online help further exacerbates the issue, leaving students without immediate support. A more streamlined, accessible, and user-friendly system would significantly improve student satisfaction and engagement. The current course enrollment system poses several challenges that negatively impact student satisfaction. Students often experience difficulties accessing the system during peak registration periods due to limited capacity, leading to delays and frustration. The interface is not intuitive, making the process unnecessarily complex. Manual intervention is frequently required to resolve issues such as scheduling conflicts or unmet prerequisites, further slowing down the enrollment process. These inefficiencies frustrate students and create additional workloads for administrative staff. To enhance the student experience and maintain competitive retention rates, the university needs a modernized enrollment system that is fast, accessible, and reliable. The university’s course enrollment process has become outdated and inefficient, leading to delays and confusion during peak registration periods. Students are experiencing difficulties accessing the system from various devices, and the interface is not user-friendly. With growing student enrollment numbers, these issues have become more pronounced. The business needs to create a more efficient, accessible, and intuitive system that allows students to enroll from any device at any time, with clear guidance throughout the process. This change is essential for improving student satisfaction, reducing frustration, and maintaining a competitive edge in student services.Business Requirements:The new system must include several critical features to meet student and administrative
3needs. It should have a mobile-responsive, intuitive user interface that allows students to enroll seamlessly from any device. Automated functionality is essential for resolving scheduling conflicts and validating prerequisites in real time. The system must provide live updates on class availability and waitlist status to help students make informed decisions. Robust data security measures must be established to safeguard sensitive student information. Powerful reporting tools will be required for administrators to analyze enrollment trends and system performance effectively. The system must be accessible on multiple devices such as desktop, tablet, and mobile, and its interface must be intuitive and easy to navigate. The enrollment process should be faster and more responsive, allowing students to register for classes with minimal delays. Precise course prerequisites and instructions must be displayed, and a live chat or automated help feature should be available to assist students. The system should also integrate with the existing student information system to ensure seamless data exchange. The solution must be scalable to accommodate future increases in student enrollment. The system must be accessible from desktop, tablet, and mobile devices, with an intuitive user interface that simplifies navigation. Automated conflict resolution and real-time validation of prerequisites to minimize manual intervention and ensure a smooth enrollment process. Live updates on class availability, course prerequisites, and waitlist status to help students make informed decisions. The system should provide live chat or automated FAQs to offer real-time assistance during the registration process. Seamless integration with the university’s current student information system for data consistency and scalability. The solution should accommodate growth in student enrollment, ensuring it remains effective as the university expands. Tools for administrators to analyze enrollment trends, system performance, and optimize resource allocation.Business Value:A modernized enrollment system will significantly enhance the student experience by reducing frustration and simplifying the process, improving overall satisfaction and perception of the university. Automated features will minimize manual intervention, allowing staff to focus on more strategic tasks and improving operational efficiency. Real-time data insights will help administrators optimize course offerings and better allocate resources. Furthermore, by reducing downtime and system errors, the university can save costs in the long term while increasing its competitiveness in attracting and retaining students. This initiative will increase student success rates and strengthen the institution's reputation. Implementing an upgraded course enrollment system would address these inefficiencies and enhance the student experience. By improving system accessibility, students could enroll in courses from any location, anytime, and using any device. A faster, more responsive system would reduce wait times, ensuring students can secure their preferred courses. An intuitive user interface with clear instructions would guide students through the registration process, minimizing errors and confusion. Adding online help, such as a live chat feature or automated FAQs, would provide
4immediate assistance, reducing the need for external support. This would improve student satisfaction, increase retention rates, and enhance the university's reputation. Improving the enrollment process will streamline administrative workflows, reducing time spent troubleshooting and assisting students, which can result in cost savings for the institution. The upgraded enrollment system would enhance the student experience by reducing wait times, simplifying the registration process, and providing real-time assistance through online help features. By improving accessibility and usability, the university could better retain students and improve satisfaction rates. An efficient system would reduce administrative overhead, minimize the need for manual interventions and support, and ultimately lower costs. The overall value lies in increased student engagement, retention, and institutional reputation, all of which contribute to the university’s long-term success. A modernized enrollment system will significantly enhance the student experience by reducing frustration and simplifying the process, improving overall satisfaction and perception of the university. Automated features will minimize manual intervention, allowing staff to focus on more strategic tasks and improving operational efficiency. Real-time data insights will help administrators optimize course offerings and better allocate resources. Furthermore, by reducing downtime and system errors, the university can save costs in the long term while increasing its competitiveness in attracting and retaining students. This initiative will increase student success rates and strengthen the institution's reputation. Implementing an upgraded course enrollment system would address these inefficiencies and enhance the student experience. By improving system accessibility, students could enroll in courses from any location, at any time, and using any device. A faster, more responsive system would reduce wait times, ensuring students can secure their preferred courses. An intuitive user interface with clear instructions would guide students through the registration process, minimizing errors and confusion. Adding online help, such as a live chat feature or automated FAQs, would provide immediate assistance, reducing the need for external support. This would improve student satisfaction, increase retention rates, and enhance the university's reputation. Improving the enrollment process will streamline administrative workflows, reducing time spent troubleshooting and assisting students, which can result in cost savings for the institution. The upgraded enrollment system would enhance the student experience by reducing wait times, simplifying the registration process, and providing real-time assistance through online help features. By improving accessibility and usability, the university could better retain students and improve satisfaction rates. An efficient system would reduce administrative overhead, minimize the need for manual interventions and support, and ultimately lower costs. The overall value lies in increased student engagement, retention, and institutional reputation, all of which contribute to the university’s long-term success.Special Issues or Constraints:Several challenges and constraints must be considered during the project. Limited budget and
5resources may require prioritizing features for a phased implementation. The system must also integrate seamlessly with existing university infrastructure to ensure compatibility and support scalability for future needs. A smooth transition will depend on stakeholder buy-in from students, faculty, and staff, requiring clear communication and comprehensive training. Finally, implementation must be carefully timed to minimize downtime and disruptions during the academic calendar, making a phased rollout critical to success. There are several constraints and potential issues to consider. The university’s IT infrastructure may need upgrades to support the new system, which could incur additional costs. Integrating new features like mobile compatibility and live chat support could require significant development time. There may also be resistance from staff and students to adapt to the new system, requiring a well-planned change management strategy. Maintaining system security and data privacy while upgrading the system will be critical, as sensitive student information is involved. The project must work within a constrained budget, which may require a phased implementation. Some features, such as mobile compatibility or live chat support, may need to be prioritized for later phases. The system must be fully integrated with existing infrastructure and other university systems to ensure smooth data exchange and compatibility. Any upgrades to the IT infrastructure may incur additional costs. The transition to a new system may face resistance from both students and staff, requiring a comprehensive communication and training strategy to ensure smooth adoption. The system must adhere to data protection laws to ensure the privacy and security of student data. The project must be carefully timed to avoid disruptions during peak registration periods. A phased rollout may be necessary to minimize downtime and ensure smooth integration into the academic calendar.“Chapter 1 Exercise E”Project Timeline:The project will be implemented over three phases:Phase 1 (Months 1-3): Requirements gathering, system design, and initial integration with existing university systems.Phase 2 (Months 4-6): Development and testing of the core system features, including mobile responsiveness, real-time updates, and automated scheduling.Phase 3 (Months 7-9): Deployment, user training, and phased rollout. This will also include a period of post-launch support and refinement based on user feedback.Budget and Resource Allocation:The estimated budget for this project is $250,000, with the majority allocated to system development, integration with existing systems, and security features. Additional resources will
6be required for staff training, post-launch support, and marketing to students and staff about the new system.Risk Assessment:Integration Challenges: There could be technical difficulties in integrating the new system with the existing university infrastructure. Mitigation strategies include thorough testing and collaboration with the IT department to ensure smooth integration.Resistance to Change: Some students and staff may resist the transition to a new system. This will be mitigated by clear communication, training, and ongoing support to ensure user buy-in.Budget Overruns: Unforeseen costs could arise during development or deployment. This risk will be managed through regular monitoring of the budget and adjustment of scope if necessary.Stakeholder Communication Plan:Communication with stakeholders will be critical throughout the project. Regular updates will be provided to students, faculty, and staff through email newsletters and informational sessions. Feedback will be collected at key stages, especially during testing and post-launch, to ensure that the system meets user expectations. A dedicated support team will also be available to answer any questions and provide ongoing assistance during the transition.Post-Implementation Support:Once the system is live, the ITS department will provide ongoing technical support, including troubleshooting, system updates, and periodic reviews based on user feedback. Additionally, a dedicated helpdesk team will be available for student inquiries and issues. Regular system maintenance and security updates will ensure continued functionality and compliance with data protection regulations.(Ashbrook, 2023)(Civitas Learning, 2024)(DiBiase, 2019)(EMPOWER, 2023)(Gray & Diloreto, 2016)(Wong & Chapman, 2022)References
7Ashbrook, J. (2023, August 3). A five-step strategy for your enrollment management team to find and enroll new students. EducationDynamics. https://www.educationdynamics.com/five-step-strategy-for-your-enrollment-management-team/Civitas Learning. (2024, August 27). Simplified enrollment process leds to lifts in persistence. https://www.civitaslearning.com/customer-success-stories/early-lift-in-persistence-after-adopting-integrated-academic-planning-and-scheduling/DiBiase, D. (2019). The impact of increasing enrollment on faculty workload and student satisfaction over time. Journal of Asynchronous Learning Network, 8(2). https://doi.org/10.24059/olj.v8i2.1827EMPOWER. (2023, July 26). Enhancing student experience with course registration software. EMPOWER Student Information System. http://empowersis.com/enhancing-course-registration-software/Gray, J. A., & Diloreto, M. (2016, May). The Effects of Student Engagement, Student Satisfaction, and Perceived Learning in Online Learning Environments. International Journal of Educational Leadership Preparation, 11(1), 1–20. https://files.eric.ed.gov/fulltext/EJ1103654.pdfWong, W. H., & Chapman, E. (2022, June 1). Student satisfaction and interaction in higher education. Higher education. https://pmc.ncbi.nlm.nih.gov/articles/PMC9159046/