Project Aim
John Smith is the owner of Data Science School (DSS) which is a private Registered Training Organization (RTO). The organization was set up by John along with his wife and there were manual processes that were carried out. The business expanded with time and there are issues such as compliance related concerns, information redundancy etc. that are being observed. There are currently two processes that may be followed by the students to file an application for admission. One of the processes includes contacting the DSS office directly and the other process includes contacting the agent for admission. DSS office processes the admission requests and the decisions are accordingly taken. Recruitment agents are paid with the commission. There are various problems that are currently associated with the manual processes and it has therefore been proposed to set up an automated Student Management System (SMS).
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The aim of the project is to overcome the problems and issues that are present with the existing manual system and provide the users with an automated system.
The objectives of the project are as listed below.
- The project shall include the functional and non-functional aspects defined for the Student Management System (SMS).
- The project shall be completed under the budget of $150,000.
- The project shall be completed in the schedule that has been estimated.
Critical Use Cases
Use Case diagram is a design diagram that is used to represent the system design with the aid of the representation of the actors along with activities that will be performed by these actors (Ibm, 2017). There are several use cases that are associated with the Student Management System (SMS) of Data Science School that have been listed and described below.
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Use Case Name:
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Login to the System
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Scenario
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All the users will be provided with the access to login to the SMS
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Triggering event
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Opening of the system by the user
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Brief description
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Access control will be set up on the system so that only authorized users are provided with the access and for the that login credentials will be provided
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Related use cases
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Apply for Admission
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Actors
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Admin, System, Users
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Stakeholders
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End Users
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Pre-conditions
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The login credentials provided to the user are valid and functional
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Post-conditions
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The system validates the credentials with the database
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Flow of activities
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Actor
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System
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Open the Student Management System
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The homepage of the system shall be displayed
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Enter the login ID and password
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Login credentials shall be securely displayed
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Click on login button
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Dashboard shall be displayed
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Exception conditions
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The credentials entered by the user are not valid which will display a message saying enter valid credentials.
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Use Case Name:
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Register
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Scenario
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The student shall be able to apply for the admission by filing for the application online
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Triggering event
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The student shall login to the system
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Brief description
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The use case involves the filing of the application by the student using the feature of the SMS
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Related use cases
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Processing of Application
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Actors
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Admin, System, Users
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Stakeholders
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Student, DSS Office
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Pre-conditions
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The login credentials provided to the user are valid and functional
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Post-conditions
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The system validates the credentials with the database
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Flow of activities
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Actor
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System
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Open the Student Management System
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The homepage of the system shall be displayed
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Enter the login ID and password
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Login credentials shall be securely displayed
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View the course offered
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The list of available courses shall be displayed
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Apply for desired course
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The availability and details of the course shall be displayed
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Enter the information and submit the application
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The application shall be sent to the DSS office
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Exception conditions
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The course that student is applying for is full or the student does not meet the eligibility criteria for it.
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Use Case Name:
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Make offer
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Scenario
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The DSS office shall be able to view and process the application that is sent by the student
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Triggering event
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Student has applied for the admission
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Brief description
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The student application shall be received by the DSS office which shall be processed on the basis of student information and course availability
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Related use cases
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Apply for Admission, Make Payment
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Actors
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Admin, System, Users
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Stakeholders
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Student. Admin
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Pre-conditions
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The login credentials provided to the user are valid and functional
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Post-conditions
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The system validates the credentials with the database
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Flow of activities
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Actor
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System
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Student submits the application for admission
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The application is forwarded to the DSS office
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DSS office executive access the application
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Student application is displayed
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The validation check is performed for the student and the course
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The system matches the entered information from the database for eligibility and availability
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Response shall be sent to the student
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The student shall receive the offer
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Exception conditions
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The course that student is applying for is full or the student does not meet the eligibility criteria for it.
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Use Case Name:
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Submit fees
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Scenario
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The student shall be able to make payment for the course once the application is approved
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Triggering event
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The student shall receive the processed and approved application
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Brief description
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The admission fee shall be allowed to be paid by the student once the application is processed
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Related use cases
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Processing of Application
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Actors
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Admin, System, Users
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Stakeholders
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End Users
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Pre-conditions
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Student application is processed and approved
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Post-conditions
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Payment gateway is running
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Flow of activities
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Actor
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System
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Receive the approved application
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System displays the approved application
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Access the payment gateway
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Payment gateway shall be displayed with modes of payment
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Select the desired mode of payment
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The selected option shall be opened up
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Enter the fee details
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Fees details shall be displayed
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Submit the fees
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A confirmation shall be sent to the student
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Exception conditions
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Payment gateway does not respond due to the network related issues
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Use Case Name:
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Manage Invoices
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Scenario
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The account system installed in SMS shall generate, process and circulate the invoices for the received payment
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Triggering event
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The payment has been made by the student
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Brief description
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There will be a number of accounts related activities such as billing and payments that shall be handled and managed by the system
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Related use cases
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–
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Actors
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Admin, Agent
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Stakeholders
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End Users
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Pre-conditions
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Payment activities are successfully completed
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Post-conditions
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System is connected to the network
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Flow of activities
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Actor
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System
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Receive the payment details
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System displays the payment details
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Generate the invoices as per the days selected
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Invoices shall be displayed
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Invoice report shall be extracted
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Invoice report shall get downloaded on the system
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Exception conditions
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There are no payments made during the period that is selected by the user
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Context Level Diagram
There will be a number of external entities that will be associated with the system. The context level diagram is the diagram that displays the system as one high level process and also showcases the relationship with the external entities (Modernanalyst, 2017).
Level 0 Data Flow Diagram
A data flow diagram as level 0 displays the set of inputs along with the outputs that are related with the system along with the processes that are involved in the entire flow (Sharma, 2015).
Entity Relationship Diagram (ER Diagram)
An Entity Relationship (ER) diagram is the diagram which is designed according to the database specifications and shows the relationships and association between the various entities such as the tables that are present in the database schema (Bridgingthegap, 2017).
CRUD Tables
CRUD stands for Creates, Resides, Updates, Deletes and it is a table that is set up between the entities in the ER diagram and the business functions that are involved.
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Use case
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Student
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Staff
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Agent
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Register student
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C
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D, U, R
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C
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Take attendance
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R
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D, U ,C
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–
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Pay fees
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C, U
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R, D
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R
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Make offer
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R
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C, U, D
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R
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Generate report
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R
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C, R, U, D
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R
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Website prototype
Group Members Description
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Member
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Role and Responsibility – Contribution
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Team member – 1
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Team member – 1
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Team member – 1
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Team member – 1
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Reflections and Conclusion
Manual processes are no longer applicable to process the information and operations that are associated with any organization. In case of DSS, the decision has been taken to set up an automated Student Management System (SMS). The system shall be designed using the UI design principles and it shall also be made sure that Human Computer Interaction (HCI) and responsive web design is reflected in the system so as to gain maximum user satisfaction. There shall also be consideration taken towards the maintenance of the security so that there are no security risks and attacks that may be executed in the system.
References
Baars, W. (2006). Project Management Handbook. [online] Available at: https://www.projectmanagement-training.nl/wp-content/uploads/2015/05/book_project_management.pdf [Accessed 20 May 2017].
Bridgingthegap (2017). How to Create an Entity Relationship Diagram (ERD). [online] Bridging-the-gap.com. Available at: https://www.bridging-the-gap.com/erd-entity-relationship-diagram/ [Accessed 20 May 2017].
Ibm (2017). An introduction to the Unified Modeling Language. [online] Ibm.com. Available at: https://www.ibm.com/developerworks/rational/library/769.html [Accessed 20 May 2017].
Modernanalyst (2017). Introduction to Context Diagrams > Business Analyst Community & Resources | Modern Analyst. [online] Modernanalyst.com. Available at: https://www.modernanalyst.com/Resources/Articles/tabid/115/ID/1355/Introduction-to-Context-Diagrams.aspx [Accessed 20 May 2017].
Sharma, A. (2015). Data Flow Diagrams – Are They Worth It?. [online] Batimes.com. Available at: https://www.batimes.com/articles/data-flow-diagrams-are-they-worth-it.html [Accessed 20 May 2017].
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