Group 1

ICpEP.se - NwSSU Chapter Student Yearbook Management System A.Y. 2023-2024

WEEK 1 PROGRESS

AIM: To develop problem statements for a student yearbook management system.

Problem Statement:
The current process of creating and managing the school yearbook involves manual collection of
photographs, student profiles, and content, leading to inefficiencies, delays, and potential errors. The
lack of a centralized digital platform also hinders collaboration and accessibility for students, faculty,
and staff involved in the yearbook production.

Therefore, the aim of the Yearbook Management System project is to develop a comprehensive
digital solution to streamline the creation, management, and distribution of the student yearbook,
addressing the following key challenges:

1. Manual Data Collection and Entry

Current process involves time-consuming manual collection and entry of student
profiles, photographs, and content, leading to inefficiencies and errors.

2. Limited Collaboration and Accessibility

Lack of a centralized platform inhibits collaboration among students, faculty, and
staff involved in the yearbook production, and limits accessibility to yearbook
content.

3. Inefficient Content Organization

The absence of a structured system for organizing and categorizing content results in
difficulties in managing and retrieving yearbook materials.

Components:
 - Problem/Challenge
 - Solution
- Next steps

 Problem/Challenge
1. Managing client expectations
 Solution and its implementation step
1. Client engangement and communication
 Next steps
1. Requirements Analysis and Documentation
2. Feasibility Study
3. Group/Team Alignment
4. Client validation
Roles & Responsibilities:
 Admin (Administrative User)
System Administrator:
- Manage user accounts, permissions, and access levels.
- Configure system settings and preferences.
- Monitor system performance and security.
Yearbook Coordinator:
- Manage the yearbook creation process.
- Set project timelines and deadlines.
- Coordinate with stakeholders for content gathering and review.

Content Moderator:
- Review user-generated content for quality and appropriateness.
- Enforce content guidelines and policies.
- Take action against inappropriate content or user behavior.

 Client (End-User)
Student:
- Participate in surveys or voting for superlatives.
- Review/Access and download yearbook
- Provide feedback on the yearbook design and content.

Parent/Guardian:
- Review yearbook for their children.
- Provide feedback on the yearbook content and design.

Alumni:
- Access and download yearbook.
- Provide feedback on yearbooks.

 System (Technical Infrastructure)

Database Administrator:
- Manage the database system, including backups and maintenance.
- Optimize database performance and scalability.
- Test the system for bugs, errors, and usability issues.

Developer:
- Develop and maintain the yearbook management system software.
- Implement new features and functionalities.
- Fix bugs and address technical issues.
- Develop and execute test plans and test cases.
- Ensure the quality and reliability of the software before deployment.

 Inputs (Data and Content Providers)

Photographer:
- Capture high-quality photos for inclusion in the yearbook.
- Edit and organize photos as needed.
- Coordinate with the yearbook coordinator for event coverage.
 Teacher/Staff:
- Provide guidance and support to students in creating yearbook content.
- Review and approve student submissions.

 Others
School Administrator:
- Provide oversight and support for the yearbook project.
- Allocate resources and budget for yearbook production.

End-User Support:
- Provide assistance and support to users with technical issues or questions related
to the yearbook management system.
- Address user inquiries and troubleshoot problems effectively.