College of Computing, Informatics and Mathematics

Assignment / Project Cover Sheet

Course Code Assignment due date Lecturer’s Name
8 DECEMBER 2024 DR. WAN SAFRA DIYANA BINTI WAN ABDUL
ISP451
GHANI
Course Name Group
CDCD2642A
Information Systems Development
System Title
EMPOWER MOM

This statement should be completed and signed by the student(s) participating in preparation of
the assignment /project.

Declaration and statement of authorship:

1. We hold a copy of this assignment, which can be produced if the original is lost / damaged.
2. This assignment is my/our original work and no part of it has been copied from any other student’s
work or from anyother source except where due acknowledgment is made.
3. No part of this assignment has been written for me/us by any other person except where such
collaboration has beenauthorised by the lecturer/teacher concerned and is clearly acknowledged in
the assignment.
4. We have not previously submitted or currently submitting this work for any other course/unit.
5. This work may be reproduced and/or communicated for the purpose of detecting plagiarism.
6. We give permission for a copy of my/our marked work to be retained by the School for review by
external examiners.
7. We understand that plagiarism is the presentation of the work, idea or creation of another person as
though it is your own. It is a form of cheating and is a very serious academic offence that may lead to
expulsion from the University. Plagiarised material can be drawn from, and presented in, written,
graphic and visual form, including electronic data, and oral presentations. Plagiarism occurs when the
origin of the material used is not appropriately cited.
8. Enabling plagiarism is the act of assisting or allowing another person to plagiarise or to copy your work.

Student Name Student number Student signature

NUR AINA BATRISYIA BINTI NAZARUDIN 2024555153 AINA
NURUL BALQIS BINTI MAHAZAN 2024155513 BALQIS
ROHAZIEATUL NAZHIRA BINTI ROHAIZAD 2024148483 ZHIRA
NURUL FARHANA BINTI MOHAMMAD MAHAZIR 2024190057 HANA

Assessor’s comments Grade

 ISP541

F2 – SYSTEM REQUIREMENT OUTLINE FORM

Report Guideline

Cover Page - [Please use the latest format provided and cover page should be in YELLOW color]

Please use the proposal outline form only. Attach this form with your proposal as the 2nd page after your cover
page. Proposal submitted without using the outline provided will be rejected. Please use Chapter 2 and Chapter
4 of Systems Analysis and Design as reference

Due date : 5 DECEMBER 2024

SCOR
CRITERIA DESCRIPTION
E1-5
SYSTEM ANALYSIS

UNDERSTAND THE
[Please state the problem of the current system or any new
PROBLEM AND
OPPORTUNITY opportunity that could be created based on current situation]

[Define the specific boundaries of the project together with users of

DEFINE PROJECT
the system and where to use the system]
SCOPE AND
CONSTRAINTS
[List out any possible constraint in developing the system]

[Gather data from the stakeholder of the system especially on the

PERFORM FACT- current business process that has been practiced in the organization
FINDING which can be used in the system that will be developed in order to
transform data into information]

EVALUATE [List out the feasibility study - Operational, Technical, Economic and
FEASIBILITY Schedule]

SYSTEM REQUIREMENT

[List out any possible input for your system based on the entity that
INPUT
you have identified]
OUTPUT [List out any possible output that your system will be producing]

PROCESS [List out all process involved in your system]

PERFORMANCE [List out all possible performance that you plan to have in your system]

CONTROL [List out the way to control your system performance and security]
Overall
Comments
Puan Siti Zulaikha Zulkafli Signature Date
Lecturer Name
______
 Table of Content
1.0 System Analysis ........................................................................................................... 1
1.1 Understand the Problem and Opportunity ............................................................. 1-2
2.0 Define Project Scope and Constraints .......................................................................... 3
2.1 Development System Constraints ............................................................................. 3
3.0 Perform Fact-Finding ................................................................................................... 4
3.1 Questionnaires .......................................................................................................... 4
3.2 Observation............................................................................................................... 5
4.0 Evaluate Feasibility ...................................................................................................... 6
4.1 Operational Feasibility ............................................................................................. 6
4.2 Technical Feasibility................................................................................................. 6
4.3 Economic Feasibility ................................................................................................ 7
4.4 Schedule Feasibility .................................................................................................. 7
5.0 System Requirement ................................................................................................ 8-10
1.0 System Analysis

1.1 Understand the Problem and Opportunity

The current registration and record-keeping system that is still dependent on paper-
based processes poses serious problems to both parents as well as staff efficiency. The slow
and cumbersome manual registration process is one of the major problems, as the parents are
supposed to fill in paper forms and physically visit the registration office, which is time-
consuming and inconvenient, especially for the busy parents. Once received, the records are
then entered into physical records manually, a process that is simultaneously both labor-
intensive and prone to errors - for example, the wrong contact details or setting the file in the
wrong cabinet. Not only does this open the way to more errors, but it also means that it will
take longer to process the applications which, in turn, may lead to discomfort among the
parents as well as the introduction of an experience-shattering effect. The manual system is
encountering an additional problem, which is that it is unable to solve high volumes of
submissions efficiently, particularly during peak periods.
However, a problem comes from the dependence on physical stores to keep the
information that is crucial for management, which then contributes to data management
problems. Paper is subject to being lost, damaged, missing, and in contrast to IT systems it
uses a large footprint since there is great space for management of the paper records. With the
growth of the amount of records, it is no longer possible to determine or modify information
easily and in a straightforward manner. Therein it is required of the staff to go through the
physical files, hence introducing delays in parent's queries response and also slowing down
the process of decision making, particularly in circumstances where fast action is required,
like during an emergency or enrollment time.
The absence of real-time access to information exacerbates these challenges, as staff
are unable to quickly retrieve or update essential data stored in paper files. For instance, when
a parent calls to ask about their child's registration status or attendance, staff have to
manually sift through physical files, leading to delays in communication. This lack of
immediate access to accurate information greatly hinders staff efficiency and slows down
decision-making, resulting in frustration for both parents and staff. In situations where timely
decisions are critical, such as during school enrollment or managing attendance records, the
inability to quickly access current information can lead to miscommunication and erode trust
in the system.

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 These challenges offer a significant opportunity to modernize our current processes
by adopting a digital system. With digital registration forms, parents can submit their
information online, which eliminates the need for manual data entry and accelerates the
registration process. Integrating data automatically into a centralized digital database would
further minimize errors and save valuable staff time. Additionally, transitioning to a digital
record-keeping system would reduce the risk of lost or damaged records, allowing staff to
quickly retrieve and update information with just a few clicks, thereby enhancing
productivity and cutting down on administrative tasks. A move to a digital system would also
address the issue of real-time access to information, enabling staff to access the latest data
instantly. This would lead to quicker decision-making and improved communication with
parents, ensuring they receive timely updates on their child's status. Ultimately, shifting to a
digital system would streamline operations, enhance service quality, and improve the overall
experience for both parents and staff.

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2.0 Define Project Scope and Constraints
The scope of the Empower Mom’s support center includes automating key operations
to streamline registration, payment, caregiver assignment, and scheduling processes. The
system will allow moms to register their children using a unique ID, view their payment status,
and receive updates about their child’s schedule. Payment features will include automatic
invoice generation and secure processing, ensuring transparency for all users. Staff will utilize
the system to validate registrations, approve payments, assign children to caretakers, and
manage daycare schedules efficiently. Caretakers will have access to assigned children’s
profiles, daily schedules, and any special instructions to ensure personalized care.

2.1 Development System Constraints

a. Data Security
The system must protect sensitive information about moms, children, and payments by
following strict data privacy regulations and implementing secure payment gateways.
b. Resource Availability
Limited funding, infrastructure, and staff resources may impact the system’s development,
maintenance, and implementation.
c. System Compatibility
The system must work seamlessly across different devices like mobile phones and
desktops, ensuring users can access it anytime. An internet connection will also be required for
real-time updates.
d. Compliance with Local Laws
The system must comply with childcare regulations and data protection laws to ensure
legal operation. It should also handle payment records properly for auditing and financial
reporting.

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3.0 PERFORM FACT FINDING
The EM Support Centre System is being developed to significantly improve the current
childcare centre system, focusing on key areas of improvement and reliability for both
caregivers and mothers. This initiative came up from the realization of the importance that an
efficient and user-friendly system plays in supporting the daily operations of child care centers.
We hope to improve everyone's experience by making the system more reliable and accessible.
Through interviews, we learned about the challenges of the mothers and the staffs.These
discussions highlighted the critical need for a simplified, dependable solution to effectively
manage processes while reducing unnecessary complexities.
To ensure that the approach we chose meets the needs of all users, we used a variety of feedback
techniques, including questionnaires. These questionnaires were carefully developed to gather
honest and actionable feedback, allowing moms to share their experiences and assess the
current system. To enhance participation, we shared a Google Form, making it easy for
responders to submit feedback.

3.1 Questionnaires
To assure the creation of a user-centered system, we used questionnaires as the major
means of getting feedback from mothers. The questionnaire aims to identify important
difficulties with the current childcare system, evaluate its usefulness, and investigate potential
areas for reform. To encourage widespread participation, the questionnaire was sent digitally
via a Google Form, allowing respondents simple access and convenience.

The questions were created to address a variety of elements of the system, including
user happiness, system reliability, and convenience of use. Mothers were encouraged to score
their own experiences and provide details on their needs and expectations. The collected data
revealed important findings into common difficulties and user preferences, laying the basis
for a more successful and user-friendly EM Support Centre System.

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 The Google Form

3.2 Interviews
In addition to surveys, interviews with mothers and caregivers were performed to gain
a better understanding of their experiences and expectations for the current childcare system.
These interviews provided additional comprehensive, qualitative information, allowing
respondents to comment on specific issues, propose changes, and share their own distinctive
viewpoints.
The interviews centered on identifying major issues, such as system dependability,
communication efficiency, and usability, as well as investigating possible improvements that
may improve the entire experience. This direct engagement added important context to the
input obtained through surveys, allowing us to confirm findings and identify further areas for
development.
We ensured an extensive understanding of user demands by including the information
from the surveys and the insights from the interviews, establishing the starting point for a
reliable and user-focused EM Support Center System.

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4.0 EVALUATE FEASIBILITY

4.1 Operational Feasibility

a) Staffing
Qualified caregivers, administrators staff and the teachers are important for the children
growth. Frequent programs and training are necessary to keep highly qualified employees.

b) System Design
Create a user-friendly platform for parents to register and update their information. We also
should include the categories for the child's information (allergies, medical history) and
parental preferences.

c) Data Management
Manage all parent and kid information securely in a single system for simple access. Sync with
attendance, billing, and communication platforms.

4.2 Technical Feasibility

a) Security Management
The data of the children and the mothers are privacy and should be protected. Strong security
methods such as double verification method and limitation on the users will help to prevent
data breached from cybercriminals.

b) Technology Support
Ensure that there are skilled workers available for setup, fixing problems, and maintenance.
Plan regular updates to keep the system secure and efficient.

c) Hardware Requirements
By using high-performance servers with backup systems, it will allow to ensure that the
daycare registration system is operational, secure, and resilient. 3rd party devices such as
printers and fax machines also needed to make a quick work for hardcopy things.

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4.3 Economic Feasibility
a. Analysis of costs and benefits
Labor costs can be reduced (for example, by hiring less administrative workers). The smooth
process can lead to an increase in the registration. It also reduced the costs connected with
data loss or breaches.
b. Operational Cost
Before starting to use new system, the staffs need to learn and need to have training for them
to adapt with the new features. Besides, the using of this system also need new IT staff to
handle if there are any problems with the system.
c. Initial Costs
Hiring a development team to create a custom system can be expensive, but it offers
flexibility. The investment to have a good hardware such as networking system, high quality
servers and the equipment also counted as the initial cost to have the proper system.

4.4 Schedule Feasibility

Schedule feasibility determines if a new childcare registration system can be designed
and deployed within a realistic and acceptable timeline, taking into account the organization's
operations and resources. The project duration varies with the approach selected.
Implementing an off-the-shelf solution normally takes a few weeks, however creating a
custom system with advanced features like automated billing, real-time reporting, and
increased data protection may necessitate a longer schedule of 5 to 8 months. The project's
key phases include early planning and requirement collection, system development or
purchase, infrastructure setup, thorough testing, staff training, and a phased or complete
system implementation.
Several factors determine how feasible the timeline is. These factors include the
system's complexity, the availability of trained individuals and external vendors, and the time
required for testing and quality assurance. Plenty of effort must be spent to guarantee that the
system meets functional and security criteria while also providing a user-friendly experience
for staff and parents. Training is essential to guarantee that all users can use the system
properly, and a phased rollout strategy can assist integrate the system gradually, minimizing
disruptions to normal activities.

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5.0 SYSTEM REQUIREMENTS

Inputs

1. To ensure data privacy and security, the system requires users (staff, mothers, and
caretakers) to enter secure login credentials, such as usernames and passwords, before
accessing the system.
2. The system captures essential child details for registration, including the child’s name,
date of birth, medical history, allergies, emergency contacts, and preferred daycare
schedule.
3. The system gathers payment details for the daycare services, such as the total service
fee, payment status, and transaction records once the mom proceeds with the
payment.
4. The system includes caregiver availability data, which will be used to assign children
to appropriate caretakers based on their schedules, ensuring optimal child-to-caregiver
ratios.

Outputs

1. Once registration is complete, the system will generate a confirmation receipt

summarizing the child’s information, payment status, and assigned caregiver.
2. The system will automatically generate an invoice and confirm the payment
once completed, providing moms with a payment receipt for their records.
3. After assigning children to caretakers, the system will provide details about
each child's caregiver and their specific assigned hours.
4. A comprehensive schedule will be generated, outlining drop-off and pick-up
times for each child, along with caregiver assignments for the given day.

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Process

1. The system requires users to authenticate their identity by entering secure

login credentials, ensuring that only authorized individuals can access sensitive
information related to children and payments.
2. Staff members input child registration information into the system, which is
securely stored and validated to ensure accuracy and completeness.
3. Upon registration, moms can input their payment details. The system
calculates the total fee and generates an invoice, allowing for payment processing
either online or on-site.
4. The system automatically assigns a caregiver based on the child’s schedule
and the available caretakers. Staff validate the assignments before finalizing them.
5. The system validates input data to maintain accuracy and consistency,
ensuring that necessary fields are filled in and all relevant information is included.
6. The system automates scheduling by determining the drop-off and pick-up
times according to the mom's inputs and caregiver availability.

Performance
1. The system must be able to handle high traffic, including simultaneous staff,
mothers, caretakers can access without lag that can ensure a smooth and efficient user
experience.
2. The system will consistently generate accurate registration data, caregiver
assignments, invoices, and schedules, ensuring reliability and minimizing errors in
data processing.
3. The system will be scalable, able to handle growing numbers of users,
children, and records without compromising performance as the daycare centre
expands.
4. The system will ensure high availability, with minimal downtime, allowing
users to access the system and perform tasks, such as registration and payment
processing, during business hours.

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Control

1. Authentication Process: To access sensitive information, such as child records and

payment details, users will be required to authenticate their identity by entering secure
login credentials. This ensures that only authorized personnel can view or modify
confidential data.

2. Data Security: The system will incorporate robust security protocols, including
encryption, to protect all sensitive data such as personal, medical, and financial
information is stored within the system. It is ensuring confidentiality and preventing
unauthorized access.

3. Backup and Recovery: To maintain data integrity, the system will conduct regular
backups of all information and implementation of disaster recovery mechanisms.

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