By :
Eugenia Jean Yovini       2017370006
Gemintang Bening Segara Asri   2017370022
Background
Sampoerna University is a growing university in which the number of students, lecturers, and staff is increasing each year. In terms of teaching and learning, this international campus always intends to enhance the teaching and learning process. By collaborating with American Universities, Sampoerna University helps students pursuing a double degree.
Sampoerna University has been collaborating with Broward College and the University of Arizona for a year. This resulted in the fixed degree plan for all departments on the new campus just completed after taking some time. As the degree plans are just fixed, there are some subjects that students need or do not need to take. This becomes a problem that can cause miscommunication between Student Success and the Faculty so that the information obtained by students becomes less reliable. Therefore, every semester students need to redesign their degree plan according to the courses taken in the previous semester.
Another problem that is quite confusing for students in the process of making a study plan cards is their faculty advisor who is not in the same study program. Finally, every advising session with the supervisor often ends with both parties confused in taking steps. Besides, not all courses at Sampoerna University are offered each semester. Several courses are opened only in the even semester, and the rest are opened only in the odd semester. However, there are also several courses, especially the general education courses which are opened every semester or in the short semester.
The concerns mentioned above cause students to pay more attention to their degree plan so that they can graduate on time according to their plans. Therefore, the authors plan to design a system to help to solve the problems. The application system will help students to compile their study plan cards by providing study flow and matching them with the courses offered in the semester. This application system will greatly help students and accelerate the study plan card registration process, so there is no more miscommunication or misinformation in taking courses.
2. Problem Formulation
On the existing system, users have been able to register their study plan through the academic website provided. However, before registering the course they will take, students must consult it to their academic advisers for approval. The problem we are facing today is many students do not know and understand the critical path of their study programs.
They also have difficulties the extent to which they have completed their degree plan. As mentioned before, not all academic advisers are by students, although they are in the same faculty, they are not necessarily in the same major. This makes some academic advisers do not understand which path their students should take with each student's different circumstances. Since Sampoerna University is trying to fit in with Arizona University, the degree plans are updated frequently. The frequent changes do not support by fast updated information to the students, so that understanding of the degree plan in students is deficient.Â
The system now is quite helpful and the same system is applied in other universities. The question is with the fast changes that happen frequently in Sampoerna University, is this system effective enough? With a system like this, some students have to consult several times to arrange their study plan. In this proposal, the existing system will be upgraded with more complete website tools. With this change, the study plan registration process will be more effective and faster. Besides, students' understanding of their department degree plan and the critical path they must take will increase. The process that usually takes some time from the student to meet their academic adviser can be shorted and they can consult to the lecture and get approval directly.Â
3. Scope and Limitation
This application will focus on developing the academic web of Sampoerna University-based online assistant system for Sampoerna University students. This system will enable users (students) to review their degree plan and understanding the critical path that they need to pass in every semester. Also, users can plan each course they need to take in the next semester and can accelerate the study plan approval process by academic advisers. The user can also find out what courses are only offered in certain semesters and the changes in the schedule that already offered. Every degree plan change will be arranged by Sampoerna University academic staff.
4. Research Goals
The system is designed to achieve some objectives as listed below :
To create an online assistant for students to make more effective and faster study plan registration.
To give a better understanding for students about degree plan and critical path according to their study program.
Research Benefit
The creation of this application will bring benefits, such as :
Students will be more responsible for their study plan and will need less assistant from another campus' parties.
Students can analyze themselves the strategy to get their degree considering their time, money, and non-academic activities.
The study plan registration process will become more efficient and less time-consuming.
5. Business Process Current SystemÂ
Each major at Sampoerna University has its Degree Plan. However, because the curriculum system that often changes causes many changes to the Degree Plan of each department. The number of changes to the Degree Plan causes students to have difficulty in determining their course plans for the next semester. During this time, the Degree Plan itself is usually given to students through the Student Adviser of each student. Not all students get their major degree plan.
When determining the Study Plan for the new semester, students usually have to look at the list of courses available at the academic portal, then consult the Student Adviser. When consulting with the student adviser, students may not be able to take all courses that have been chosen for they may not be following their major's degree plan.
If it is not following the Degree Plan, students must revise the Study Plan and again request approval from the Student Adviser. The existing system is quite a time consuming with the lack of information that students have any difficulty getting approval from the Student Adviser.Â
6. Business Process Proposed SystemÂ
The system that the authors will create is expected to make it easier for students to understand the courses they will take during their college life. By better understanding, students will be more responsible and do not depend on the decision to take courses to the supervisor and Academic Registry as usual. The study plan card registration process can also be done more quickly, effectively, and efficiently.
The flow in this system is that students first need to enter their data such as faculty, study program, and student ID number. Then the academic portal through this application system will show a list of courses offered in that semester that students can take according to the data they have collected. Students will enter the GPA because this will determine the maximum number of courses that can be taken in the semester. After students decide on what courses are listed on the study plan card, the card is collected to their supervisor.
Students can choose whether they want to undergo an advising session with the supervisor or simply review the card by the lecturer. After the review process is complete and the lecturer/faculty adviser has given approval for the student's study plan card, the registration process can be completed.
More than a function to assist the study plan registration process, students can plan for the subjects taken during their studies by entering the amount of time they want. It can be four or five years, depending on the needs and abilities of the student.
7. Requirements
Functional Requirements :
The application system can display a degree plan of the student according to his/her study program
The application system can display the list of courses offered in the semester
The application can recommend the courses they should take in line with critical path
The degree plan and the lift of courses can be updated by the Academic Registry staff
Students can send their final study plan through this application
Non-Functional Requirements:
The system can be accessed via web and mobile
The application is coordinated by the Academic Registry
8. Use Case Diagram
9. Activity Diagram
