CSI 482: Information Systems Engineering
Semester I 2020/2021
Case Study: Lab 6
Due: 30/10/2020
Willowbrook School
Willowbrook School is a small private school that has retained your services as a systems analyst
to assist in the development of a new information system for the school’s administrative needs.
Background
Willowbrook School has decided to proceed to the systems analysis phase, based on the
findings and proposal you presented after the preliminary investigation. A summary of your
fact-finding is as follows:
Fact-Finding Summary
Registration for Willowbrook School has two components, regular daily students and children in
after-care. Regular daily students are divided into groups, dependent on whether the child is in
pre-school, kindergarten, or primary school. Children in after-care are divided into two groups,
those students who are pre-registered and those who use the service on a “drop-in” basis. Most of
the students who are pre-registered for after-care attend the school during the day but some are
bussed in from other schools. For a student to be registered, tuition payments must be in good
standing.
There are two payment options for tuition and the pre-registered component of after-care,
monthly or weekly. Regular daily tuition is based on the academic program in which the student
is enrolled. A discount of 5 percent is applied to fees for parents choosing the monthly payment
option. Parents who have more than one child enrolled at Willowbrook are eligible for an
additional 5 percent multi-child discount on tuition for all enrolled children. Discounts are lost
for any payment that is overdue by more than seven days.
Charges for after-care used on a “drop-in” basis are based on an hourly rate, billed in fifteen
minute increments. Parents are billed monthly for regular students, and charges are added to the
monthly and weekly bills. New bills are generated weekly for “drop-in” care for children who
are not pre-registered for after-care or regular daily students. For parents who pay monthly,
tuition bills and after-care fees are due on the first of the month, and are distributed to parents
one week prior to their being due. For parents who pay weekly, payments are due on Mondays
with bills generated on Fridays. Parents who have more than one child enrolled in Willowbrook
receive a separate bill for each child. The student’s account must be in good standing for a
student to be registered. For the account to be considered to be in good standing, the tuition
payment must not be over seven days late. Tuition payments that are over seven days late may
be overridden by the director; these cases are handled on a case-by-case basis.
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The current registration system is done using Microsoft Excel. Michelle Madrid, the
administrative assistant, sets up a new workbook for each academic year. Each month Michelle
creates a new worksheet in the workbook. The worksheet contains one line per student, and
each line contains the following registration and billing information for the student:
Student Name
Parent Name
Address
Academic program (pre-school, kindergarten, primary school grade 1-6)
After-Care (Yes/No)
Weekly tuition fee
Billing cycle (Monthly or Weekly)
Tuition discount
Multi-child discount
Amount of discount (calculated field)
Additional care, after-care “drop-in” fees
Total monthly fee (calculated field)
Payment received
Amount paid to date (calculated field)
Amount outstanding (calculated field)
The entry for each student is updated monthly when bills are prepared, each time a payment is
made, and when Michelle enters the data from the after-care reports detailing all “drop-in”
hours for each student. Michelle manually calculates the time and the spreadsheet calculates the
charges. Monthly statements are generated from the spreadsheets using the mail merge tool in
Microsoft Word.
A summary monthly report is generated for the Board of Directors from this spreadsheet
summarizing fee collections for tuition and after care. The financial committee, who provides
regular oversight for the Board, also receives separate monthly reports detailing payroll
expenses for all employees. Reports need to be ready for distribution at the financial committee
meeting that is scheduled for the second Tuesday of every month.
Michelle has indicated that the most useful new feature that could be added to the system would
be the ability to generate one bill per family, listing each student’s charges separately, and an
overall total. Also useful would be the ability to generate a receipt at the time payments are
recorded. This receipt should contain information required for reimbursement requests from
different types of dependent care and tuition accounts, including name, location, and federal tax
ID number of the school. In addition, parents have asked for a separate statement accompanying
their bill itemizing all drop-in after-care hours for that statement.
Tasks
Use the information from the case above and from the previous labs to respond to the tasks
below;
1. Develop a use case diagram for the Willowbrook School.
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2. Prepare an ERD for the information system of Willowbrook School.
3. Prepare a context diagram, diagram 0 and diagram 1 DFD for the new system.
4. Prepare a list of data stores and data flows needed for the system. Under each data store,
list the data elements required.
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