Transcript SWSG Information Management System

SWSG Information
Management System
Advisor: Professor Cullinane
Douglas E. Lesavoy
David E. Magargee
Matthew K. Manzo
Spring R. Rosenblatt
SWSG Background
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Nonprofit Organization
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Program focuses on:
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7 Chapters; 33 sites
75 Mentors; 250 Participants
Role models
Skill building activities
Community involvement
Developing relationships
Program sustained by grants
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Grants based on impact on the community
Collect data in the form of:
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Pre and Post Program Quizzes
Participant and Mentor Census Data
Parent/Guardian, Teacher and Site Facilitator Surveys
Need for the Project
The absence of information management, inability to access data
remotely, and poor data quality slows organizational growth, limits
student outreach and restrains internal improvement for SWSG.
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Currently use Excel and Word to store data
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The staff struggles to extract information
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Staff members have non-technical backgrounds
Data is unorganized
Difficult for new staff members to learn the system
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Over 120 files in nearly 30 folders and hard copies
Redundant
Not validated when entered
No way to limit the number of errors
High staff and mentor turnover rate
No standard operating procedure
Data is centralized on one computer
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High level staff members spend 50% of time on road
Solution
Using a systems approach,
design and develop a fully
functional, web-based
End User
information system (IS).
SWSG will interact with
the database through an Design Team
intuitive, easy-to-use,
graphic user interface
(GUI). The system will
provide SWSG a
quantitative view of the
organization’s
performance.
Software
Database
Management
System
(MySQL)
Writes
(Codes)
Designs
Database
(Data Storage)
Operating System
(Unix/Linux)
Hardware
Specifications
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Provide depository for all collected data
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Generate all currently produced statistics
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Accommodate expansion of the organization
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Be accessible from any internet connection
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Uphold security required for the organization
Research
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Organizations Contacted
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Girls Inc
Big Sister
AFC Mentoring
Girl Scouts of Lynn
Criteria
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Mentoring
Nonprofit organization
Worked with young women/girls
Factor Analysis
MS
Excel
MS
Access
Security
Expandable
Y
X
Internet
Accessible
X
Focus on Participant
Y
Raisers
Edge
EZ
Care
Y
X
X
Y
X
Y
Y
X
Y
Y
X
Y
Y
Y
Y
Y
Legend
Yes
Inadequate
No
Reduce
Learning
Curve
X
Reduce Data
Entry Time
Y
Reduce Data
Mining Time
Y
Cost
MATS
MentorPro
2.0
Y
X
X
X
X
X
Proof of Concept
Functional Microsoft Access Relational Database
Design:
System Flow
Login
Logout
Main Menu
Add Record
Edit Record
Outputs
Entity
Tools
Entity Search
Tool Search
Reporting
-Mentor
-Participant
-Register a
User
-Chapter
-Site
-Attendance
-All About You
-Countdown Comic
-Countdown Skit
-Matching
-Service Learning
-What do you
Think
-Women in History
-Parent Survey
-Site Fac. Survey
-Teacher Grid
-Teacher Short
Answer
-Thoughts on
Service Learning
-Mentor
-Participant
-User
-Chapter
-Site
-All About You
-Countdown Comic
-Countdown Skit
-Matching
-Service Learning
-What do you
Think
-Women in History
-Parent Survey
-Site Fac. Survey
-Teacher Grid
-Teacher Short
Answer
-Thoughts on
Service Learning
-All About You
-Countdown
Comic
-Countdown Skit
-Matching
-Service
Learning
-What do you
Think
-Women in
History
-Parent Survey
-Site Fac. Survey
-Teacher Grid
-Mid Year Stats
View Record
-Mentor
-Participant
-Chapter
-Site
-Parent Survey
-Site Fac.
Survey
-Teacher Grid
-Teacher Short
-Thoughts
-Attendance
Design:
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Login
3 levels of security
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Level 1: Administrator
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Full Functionality
Level 2: Staff
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Restricted from
adding new users
Level 3: Mentors
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Further restricted
functionality
Design:
Homepage
Design:
Add Entity
Design:
Completed Tool
Design:
Behind the Scenes of an Add Page
When the
the page
user clicks
When
loads
‘Submit’
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Checks
if table in DB exists
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Entries itare
validated
Creates
if necessary
Value in fields are added
to table in DB
Design: Data Validation
Design: Edit Record
Design: Edit Record
Design:
Dynamic Drop-Down Menus
Design:
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Internal Improvement Statistics
6 Possible
Search Types
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Site
Grade
Chapter
Participant
# of Years
at SWSG
Global Search
(No Filter)
Design: Mid-Year Report
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Statistics Produced
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Size
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Mentor Data
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Year in School
Racial Breakdown
Distribution Across
Chapters
Participant Data
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Sites
Mentors
Chapters
Participants
Grade in School
Racial Breakdown
Pre-test Assessments
Distribution Across Sites
Site Liaison Mid-Year
Assessments
Design: View Records
Testing
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Recording a Completed Participant Quiz
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Producing Simple Statistics (Mean Score by Quiz)
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Past System: 96.4 sec
NU SWSG IMS: 32.9 sec
65.9% Reduction in Time
Past System: 186.0 sec
NU SWSG IMS: 12.0 sec
93.5% Reduction in Time
Producing Complex Statistics (Mid-Year Report)
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Past System: Approx 6 hours
NU SWSG IMS: < 60 sec
99.7% Reduction in Time
Future Work
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Recommend two hosting options
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Work with current website host
Hosted by 3rd party (e.g. Yahoo!)
Implementation
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Physical delivery of
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IS Software
User Manual
Training
Initial Data Entry
Queries?