In this paper, I will be examining the problems that the Willowbrook School is facing
in terms of the increase in the number of enrolments. The administrator feels that there is an
increase in the load of work due to this increase in the enrolment of students. The school has
been using a system of spreadsheets and word processing documents but due to the increase
in population, the work load is very high and the chances of making errors are high as well.
The school therefore needs an information system. The new IT system requires a strategic
approach like the one that the school used in the creation of its mission, vision, and strategic
plan. The employment of Data Flow Diagram (DFD) will be used in the creation of a project
management to tackle the challenges that the Willowbrook School faces.
A system analysis and design are very important as it provides a way for system
solutions by following the tasks that are undertaken while doing the analysis. When these
tasks are done, the quality of the system can be enhanced and improved and the cases of
errors will be reduced and dealt with. System analysis is the determining strength factor of a
system that the school organisation is planning to create. As a system analyst, I gather
information from the Willowbrook School and design a system that helps in curbing the
problems that they are facing which include an increase in the enrolment number and the
increase in the demand for the after-school care. The purpose of my work is to help the
administration gain an insight of what the system I am building for them is all about and how
it will help them in tackling the issues that they have at hand. I also intend to help the
administration in reducing the bulk that they have as a result of the enrolment rate. The
structure of my report is in two milestones. The first milestone will involve the identification
of the problem and the background information of the Willowbrook School. It will involve
SYSTEM ANALYSIS 4
what the school is currently doing and the system that they are using. The second milestone
will involve the modelling requirements for the current system of the school. Data for my
report is from the executive director, vice principal, administrative assistant, the school’s
administrators, and the teaching staff.
The Willowbrook School is an educational institution that in non-profit. The school
has been offering a curriculum of pre-school up to the 6 th grade. It made an advancement and
started offering after-school care to students from not only the school but also to from other
schools in the neighbourhood. The school is situated in Midwest, United States. The school
has been experiencing an increase in the number of enrolments lately and this has caused an
increase in the workload of the staff. Since the school is non-profit, it is not in the capacity to
employ other members of staff to help with the work load.
According to Michelle Madrid who is the administrative assistant, she faces the
problem of duplication of effort. This is because she has to copy a lot of information from
one worksheet to another and since the enrolment has increased, it has become bulky. The
future of the records of the school is in jeopardy since the use of this current system is at the
risk of errors. The school is non-profit and hence not in any position to employ new full-time
members of staff to help therefore, the employment of an information system will go a long
way into dealing with the administrative workload that is increasing.
In my opinion, the three most important problems that the school is facing is the
increase in the workload of the administration, the possibility of making documentation
errors as a result of the bulkiness in copying of information from one worksheet or document
to another, and time consumption in terms of processing the word documents. All these
problems are as a result of the increase in the enrolment rate at the school. Since the school is
SYSTEM ANALYSIS 5
non-profit, it also experiences the problem of imbalance of teacher to student ratio. The
number of students is high for a teacher to handle and the school is not in a position to
employ new teachers. When these problems are solved by the development of a new system,
the school will have an advantage of swift administrative work flow and the number of
students will not be an issue anymore. The school will be able to deal with the increase in the
number of students and after-care demand even without the employment of new staff.
Current system’s Objectives and Constraints
Spreadsheets and word processing documents are the system that the school is
currently using. The objectives of the performance of the word processing is to be able to
print documents using a variety of settings, change the format of a displayed document,
saving of a document to a new location or the use of various settings, and configuration of
paragraph formatting. For the spreadsheets, the objectives include, modification of rows and
columns, formatting of the worksheets, saving the worksheet to a different location, the
understanding and creation of formula cells, and the filling of a wide range of cells with a
range of labels e.g. letters, months, numbers etc. (Gr8AmbitionZ.com, 2015) . The constraints
that are accompanied by the use of the word processing document system include the
malfunction of a computer can lead to the loss of data in case it has not been backed up, for
one to have a look at the document, they need to have a computer or a printer. Use of
spreadsheets does not prepare the school for disaster that may occur, makes it difficult for
human errors to be avoided, the management of the security of the data is hard to deal with,
and keeping up with the continued increase in enrolment is difficult.
Scope of the Current System
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Administrative functions: The system is able organise data in a manner that is logical and
Audit tracking: The system enables for tracking of events that have been completed and
those that are yet to be. It also enhances the accountability of the administrative duties.
Reporting: The system enables the reporting of events that have taken place during a specific
period of time.
Historical data: The system is at a position to provide data of the past if the data has already
been backed up.
Transaction correction, adjustments and cancellations: The system allows for correction
and cancellation of data that has already been keyed in.
Authentication: The system allows for specific members to log in and the log in passwords
should be changed from time to time and not be reused.
Usability: The system is easy to use as compared to typewriters or hand writing the
information. The system should be able to handle more than one user at a time without
negatively affecting its performance.
Security: The security of the information stored is at risk and sometimes when not backed
up, the information can easily be lost if the computer malfunctions. Employees are not
allowed to update any further personal information.
Maintainability: The system is not able to undergo changes effortlessly so it cannot be easily
modifying and fixed.
Reliability: The system can be very reliable if bugs from outside sources are eliminated so as
to improve the safety of the codes and deal with any issues that may result from the bugs.
SYSTEM ANALYSIS 7
Availability: The availability of computers and printers is easy to come by. With this system,
the requirements for one to view the documents is the availability of a computer and a printer.
The system is also portable hence moving it from one operating system to the other is done
with ease (The App Solutions, 2019) .
Administrative functions, audit tracking, reporting, historical data, and legal or
Data Flow Diagram
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Accounting & calculations
Budgeting & spending
Generating reports & charts
Business data storage
Data sifting & clean-up
SYSTEM ANALYSIS 9
Gr8AmbitionZ.com. (2015, January 17). Word processing features and advantages.
Retrieved from Gr8AmbitionZ.com: gr8ambitionz.com/2015/01/word-processing-
The App Solutions. (2019). Functonal vs nn-functional requirements: Main differences and
examples. Retrieved from The App Solutions: