Project Scenario – Student Overseas Programme System (SOPS)

Background

To enrich their educational journey with an international perspective, NTU students are given the opportunity to go on Overseas Programmes (OP) to have first-hand global experience.

The Student Overseas Programme System (SOPS) aims to computerise and automate the processes involved in the administration and planning of overseas programme so as to increase work efficiency.

The users of SOPS are System Administrator (SA), Programme Coordinator/s (PC/s) and Students.

Brief Description of Current Processes

Overseas Programme (OP) initiation

• At the briefing at the beginning of the year, the PC will inform students about the opportunity to go on the OP. Students are advised on various aspects of the programme, including application process, selection criteria and budget.

• Once the OP’s details (destination, departure date, duration, estimated cost, etc) are confirmed, the PC will invite the students to apply for it via email.

OP Student Application

• Invited students will download the OP application form from the email link and fill in the required information.

• Students will submit the application form to the PC before the application closing date.

OP Management

• PC will liaise with a travel agency to finalise the OP itinerary and confirm the cost of the trip.

• PC will select the most suitable students for the OP.

• PC will conduct pre-trip briefings for successful students where their attendance will be taken.

• PC will pair students up for twin-sharing of hotel rooms and then submit the list to the travel agent for accommodation arrangement.

Functional Specifications (Optional)

OP Management

1. This module is used to administer and manage OPs.

2. Enabletheadding,updatingandsearchingofOPrecords.

a. A typical OP record consists of:

• Name of OP;

• Schedule (start and end date);

• Objectives;

• Estimated costs per student;

• NTU staff trip leader/s – assume information (such as name, email and

contact numbers) is already available in current database:

• Maximum number of participants;

• Place of lodging;

• Closing date of application;

• Travel agent information (such as name and contact person)

• Instructions to applicants in point form;

3. Enable the mass sending of email and/or SMS to selected group of students to: a. inviteapplicationforOP;

b. arrange for interview (to assess suitability for trip);

4. Enable the printing of attendance for pre-departure student briefings.

5. There shall be no deletion of OP records.

OP Student Application Management

1. This module is used by students to apply for OPs.

2. Enable invited students to apply for the OP of their choice.

3.Assume that the following information is available in the database:

a. Studentinformation:

• Name;

• Matrix Number;

• NRIC / Passport number:

• Nationality;

• Blood group;

• Date of birth;

• Sex;

• Course (Degree);

• Year of study;

• Current Grade Point Average (GPA);

• Address;

• NTU email address;

• Contact number/s (updatable);

 4. OPapplicationinformation:

a. Additional applicant personal information:

• Choice of trip/s;

• Passport expiry date;

• Allergies;

• Illness or handicap (Yes/no, if yes specify);

• On medication (Yes/no, if yes specify);

• Special diet (muslim/vegetarian, etc);

b. Parent/Guardianinformation: • Name;

• Relationship to applicant;

• Contact info – email, mobile, home and office numbers.

5. Enable students to print out consent forms for their parents to sign.

6. Enable the PC to search for student information by:

a. OP;

b. Name; 

c. GPA;

d. Any other useful data.

7. Enable PC to pair students for twin sharing accommodation and export of pairing information to Excel spreadsheet.

Post Programme Feedback Management

1. This module enables the PC to conduct survey to solicit feedback for the OP.

2. Enable PC to conduct feedback.

a. Create and update online survey;

b. Allow students to do the survey;

3. Summarise results of survey with different statistical scenarios, for example:

a. Question/s with best or worst feedback.

b. ScoringsystemtorankpopularityofdifferentOPs.

c. Any other presentation of feedback information that can help to improve the

organization of future OPs.

Optional features

1. Creative use and integration of social media (Facebook, twitter and etc.) to improve use of functionalities.

2. Enable the use of rich text editor for entry of multi-line inputs.

3. Enable the upload and sharing of video or pictures, either to market the

programme to students or for post-programme activities.