WXES 3183

ACADEMIC PROJECT I

COMPETITION PLANNING AND MONITORING SYSTEM

Prepared by : Athira Amira Binti Abdul Rauf

Matric No. : WEK130005
Supervisor : Dr Maizatul Akmar Ismail
Session : 2015/2016
TABLE OF CONTENTS
Chapter 1: Introduction 3
1.1 Problem Statement
1.2 Research Objectives
1.3 Scope

Chapter 2: Literature Review 6

2.1 Existing System
2.2 Comparison

Chapter 3: Methodology 21
3.1 System Methodology
3.2 Data Gathering
3.3 Data Analysis

Chapter 4: System Analysis and Design 33

4.1 Data Flow Diagram (DFD)
4.2 Entity Relationship Diagram (ERD)
4.3 Functional Decomposition Diagram (FDD)
4.4 Use Case Diagram
4.5 Flow Chart

Conclusion 51

References 52

Appendix 54

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CHAPTER 1: Introduction
1.1 Motivation
The motivation reasons the system is proposed because
 There’s a lot of competition that were missed or only known when it is near the
deadlines. So with this system, the news regarding upcoming competitions will be
spread out faster. Other than Siswa Mail, SPECTRUM and lecturer e-Attendance
login site can be a platform for the upcoming competitions to be notified.
 The current competition planning and monitoring process involve repetitive manual
process and procedure. The coordinator’s effort and time are wasted due to the
process.

1.2 Problem Statement

Currently, the competition planning and monitoring process in the competition
community of Faculty of Science Computer and Information Technology (FSCIT),
University Malaya normally involves the manual and tedious process of identifying
suitable competition, preparation to participate, and reporting. For each identified
competition, the task force will need to prepare a proposal for budget approval and
report the achievement. A great deal of effort and time are wasted due to repetitive
process and procedure. On top of that, other lecturers and students are having
difficulties to identify available competitions throughout the year. The figure below will
show how the current process occur for one competition.

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 Figure 1: The flowchart of the current process

Therefore, there is a way to overcome the problems. The purpose of this project is to
develop a system that will automate the process of reporting and monitoring on staffs
and students’ participation in national and international competitions. The system will
need to feature a Web Crawler software which will help the community to search and
identify suitable competitions. The system also needs the ability to generate automated
reports and store them inside a database for easy access and view. Furthermore, the
system will become a one-stop portals for the students and lecturers to identify available
competitions throughout the year.

The Competition Planning and Monitoring System needs to be set up properly so that it
meets the objectives of the system. Therefore, it needs to have a flow on how the system
should works. There will have five (5) different dashboard and functions for different
type of user roles. Firstly, a dashboard and functions for system administer or
community coordinators which include the searching, competition registration and
monitoring of the system. Secondly, the lecturer’s dashboard and function which will

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include register or drop competition, update profile, track student progress and view
competition. Thirdly, the student’s dashboard and function which will include register
or drop competition, update profile and view competition. Next, the management
support staff’s dashboard and function which will include update profile and view
documentations. Lastly, the dean dashboard and function which include update profile,
proposal and budget approval, and view competition documentations.

1.3 Research Objectives

a) To identify specific criteria/information needed for planning and monitoring
local/international competition.
b) To develop a competition planning and monitoring system.
c) To produce an automated report after the competition ended.

1.4 Scope
The scope of this project is to look at the problems that the community usually face
when planning and monitoring a competition. To fix the problems, the system called
Competition Planning and Monitoring System has been introduced as a method to
automatize the process of reporting and monitoring staffs and students’ participation in
national and international competitions. The system will increase the number of
participation from the staffs and students because they will be updated with upcoming
competition. Other than saving the coordinator’s time and effort, it will also prevent the
coordinators from misplacing or overwritten the reports. The system will also keep track
and monitor of the upcoming competitions.

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CHAPTER 2: Literature Review

2.1 Introduction to Management System

In literature, there several definitions for management system. One definition of
management is the ‘guidance and control of action’, and a system is defined as a 'set of
components interconnected for a purpose' (Fraser, 2016). So, management system is a
system that manage a particular activity or a specific type of asset such as competitions,
events or customer relationships (CRM) (Fraser, 2016). Other than that, for knowledge
management system is define as a system that provides the user with the explicit
information required during the time the user needs (McKenna, 2008).
The main purpose of management system is to manage the processes in order to
meet the organization’s objectives and satisfy the requirement of the stakeholders
(Dalling, 2007).

2.2 Current Management System

There are a few management systems that are relatable to the project. The systems are
Contest Management System (CMS), Web Based Project Management System and
Management System and e-Learning Management System (e-LMS).

2.2.1 Contest Management System (CMS)

Contest Management System (CMS) is a free and open source software for
grading system and organizing programming contests similar to international contests.
In organizing a contest there will be some technical issues which mostly regarding
planning and managing the contest which tally with the problems faced by my
stakeholders. The CMS are designed with some important keyword in mind which are
secure, robust, adaptable and useable.
CMS is organized in a modular way with different services running, potentially
on different machines. The services such as EvaluationService, Checker and
ContestWebServer are Python programs built on top of AsyncLibrary (Maggiolo &
Mascellani, Introducing CMS: A Contest Management System, 2012). CMS is also
supported by others languages such as JAVA, PHP, Python and C++ for easy adaptation
to changes (Maggiolo, Mascellani, & Wehrstedt, CMS: a growing grading system,
2014). Some of the servers provide a second interface so they are able to communicate
with other services and to serve web pages to administrators or contestants. The
interactions among the services are shown in Figure 2.

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 Figure 2: Services and their interactions in CMS. An arrows represent a request of some
kind, and multiple arrowheads mean that the service can be replicated. The services
Checker and ResourceService talks with all the other services, and the relative arrows
are omitted.

The grading system is forces to run untrusted code to prevent contestants from cheating
or even compromising the grading environment, all the evaluations and even the
compilations of sources coming from contestants must run inside a sandbox. CMS used
the slightly modified version of Martin Mares’s sandbox.

The contest description in CMS contains the starting and finishing times which
can be change. Moreover, it also supports a ‘relative timer’ mode where the contestant
is given a certain amount of time starting from their first login into the system. It is
useful especially for online contests which let contestants from different countries to
choose their preferred time slice to participate in the contest.

On contestant web interface, the interface is eye-catching, easy to understand

and allow the contestant to change the language (Maggiolo, Mascellani, & Wehrstedt,
CMS: a growing grading system, 2014). The language can be change into the local
language (Maggiolo & Mascellani, Introducing CMS: A Contest Management System,
2012) or to other languages such as English, French, Italian, Japanese, Lithuanian,
Russian and Traditional Chinese (Maggiolo, Mascellani, & Wehrstedt, CMS: a growing
grading system, 2014). During a contest they can submit their solutions, test-releasing a

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submission, request feedback, and check their statuses. Suppose that a contestant
submits a solution. He has to provide exactly the files requested by the task that are
specified in the submission format table in the database. The data flow of a submission
are shown in Figure 3.

Figure 3: Data flow of a submission through CMS

They can also send questions and receive answers from the administrators. Once the
contest is over, CMS will stops accepting solutions and it will finishes processing the
compilation and evaluation queue (Maggiolo & Mascellani, Introducing CMS: A
Contest Management System, 2012). It also allow the contestants to test their solution
against the proposed input and the execution will be performed in the same official test-
cases environment (Maggiolo, Mascellani, & Wehrstedt, CMS: a growing grading
system, 2014).

On contest administrator side, administrators can send per-user messages and

public announcements. Contest administrators can also use AdminWebServer to check
that the contest is going smoothly, looking at statistics about the submissions and the
services and their statuses. By using AdminWeb-Server, administrators can decide to
perform another evaluation round for either all or some selected submissions. Other
than that, CMS allow the administrators to export and save the contest complete state in
the format they prefer without having to dump the whole database content. Furthermore,

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CMS offers to the administrators the possibility of running a test suite on the code paths
during development to ensure that new changes do not break existing code.

The web interface will displays the final ranking of the contest to both contestant
and contest administrators side. It also display other information about the contest and
its participants, namely a picture of each contestant, and partition them into teams
(Maggiolo & Mascellani, Introducing CMS: A Contest Management System, 2012).

In conclusion, CMS is a valid and proved contest system that able to sustain to
host different types of contests. CMS contain separate features for two different user
groups which are contest administrator and contestant. For contest administrator, admin
can send per-user messages, public announcements, looking at submission statistics, can
perform another evaluation round, export and save the contest complete state in
preferred format, and admin can run test suite. Meanwhile, for contestant, contestants
are able to submit their solutions, test-releasing a submission, request feedback, check
their statuses and allow the contestants to test their solution.

2.2.2 Web Based Project Management System

Web based project management systems are designed to manage and store
project information that are used in web-based applications. It allow different groups of
people such as programmers, seals department or project manager to access the
information and automated distribution of information. A web based project
management system help increase the performance, productivity and efficiency within
an organization.

The system helps programmers and other users to create well functioning web
applications to clients, where all documentation, coding, testing and bugs related to
project are in one place for one specific project. The system are access through any web
browser so no desktop installation or updates are requires.

The system is written in mainly in Python programming language, and some

PHP and HTML. PHP and HTML language are used because it allow to develop a
dynamic and interactive web interface and it is adaptable to any modification to the rest
of the system. The system also implemented TRAC which contains the wiki and issue
tracking system. TRAC also provice an interface to Subversion (SVN) which is used to
maintain current and historical versions of files such as source code, web pages, and

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documentation. The system are integrated with the security infrastructure of existing
portal website which enable user to log in to the system and see a summary of relevant
project management system information.

On the Figure 4 is shown the project management system functionality where

user and administrator have different functionalities to run. For user is allow to modify,
upload, download and delete files in a system while user is logged in Meanwhile for
administrator, administrator has the right to add, modify, delete users in a system and
add new projects to the system. Basicaly administrators has the rights to control in the
system (Aadamsoo, 2010).

Figure 4: The project management system functionality

Before proceeding to other functions, the user need to login first for authentication
whether the user is an authorized user or not and the identified whether the user is an
administrator or a user. The login authentication interface is shown in Figure 5
(Aadamsoo, 2010).

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 Figure 5: Login authentication interface

For file upload in a system used by administrator. While admin chooses a

project, the system will lead admin to TRAC page, on the page there is a link “File
Upload” inside system is reading and configuring TRAC configure file. While user
wants to upload a file, system is browsing and reading SVN repo, checkouts if there
already similar file exists, if not system commits changes, inserts file to TRAC and
returns back message that the file is successfully added to system. The file upload
structure is shown in Figure 6 (Aadamsoo, 2010).

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 Figure 6: File upload structure in a system used by administrator.

For adding users in administrator view. The admin moves to user’s management and
under there is a ‘add user’ field, where actually TRAC will get as a root user to work
under SUDO that adds contact information to a file. Once add user is successful, the
system will sent a replay to the admin. The main thing on a Figure 6 to put an attention
is that the system is divided as one part belongs to www-data and another one to root. In
Figure 7, it shows the adding user structure in administrator view (Aadamsoo, 2010).

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 Figure 7: Add user structure for administrator

The add user management interface is shown in Figure 8 (Aadamsoo, 2010).

Figure 8: Add user management interface

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 In conclusion, the Web based project management systems contain separate
features for two different user groups which are administrator and user. User is allow to
modify, upload, download and delete files in a system while user is logged in.
Meanwhile for administrator, admin are in control of the system and admin has the right
to add, modify, delete users in a system and add new projects to the system.

2.2.3 e-Learning Management System (e-LMS)

E-learning is defined to be the use of information and communication
technology (ICT) for supporting the educational process. The e-learning management
system (e-LMS) main goal is to support teaching and learning functions by allowing
creation and storage of learning materials, making them available, easily accessed and
sharable among students from different secondary schools especially in Tanzania in a
more organized way. The system is written in HTML, XHTML, Javascript, PHP and
CSS programming language. The system can be access through any web browser such
as Internet Explorer (IE), Mozilla Firefox and Netscape. The system used MySQL
database for storing the information.
The e-LMS contains four main components which are the user component,
learning material, assessment activities and communication resources. The user
component contain the main participated user with different roles. The learning
materials component concerned with all areas used in delivering a subject. For
assessment activities, it involve all aspects dealing with evaluating or assessing the
learners’ understanding of the provided learning materials. The assessment activities
contains subject self-test questions, chapter exercises and topic exercises. Lastly,
communication resources involve all components in creating collaboration among users
in the system. The e-LMS component architecture is shown in Figure 9 (Kalinga, 2008).

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 Figure 9: e-LMS component architecture.

The main focus of e-LMS is providing teachers and students with the necessary
IT tools for accessing the educational material and communicate with each other. The
basic function of the system such as login, logout, change password, call help on
functionality, access provided calendar, view self-login report and send email to other
user are available to all user. Figure 10 shows the use case diagram for all user roles
(Kalinga, 2008).

Figure 10: Use Case Diagram for All User Roles

For student user groups, the system allow the student to view or download
learning materials and assessment question, provide answer to self-test questions and
view the self test performance report. Each student can participate in more than one
registered subject and can access the subject materials. Meanwhile for the teacher user
group, the system allow the teacher to view or download learning materials, assessment
questions and exercises reference answers. They can also view the students’ log-in
history, view the student’s interaction with learning material and assessment activities
history. Basically, the teachers use the system just like the students to access learning
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materials, but they have extra privileges like accessing reference answers to the given
chapter and topic exercises. The use case diagram for student and teacher is shown in
Figure 11 (Kalinga, 2008).

Figure 11: Use Case Diagram for Student and Teacher Roles

For this system, the administrator user group are divided to three groups which
are school administartor, system administrator and content administrator. The school
administrator is responsible in managing students and teachers of the school to the
system. A school administrator is allow to register the students and teachers, update
student and teacher personal, view user logins history, view students and teacher
interaction with learning materials and assessment activities. The school administrator
role is shown in Figure 12 (Kalinga, 2008).

Figure 12: Use Case Diagram for School Administrator Role

The system administrator is in-charge of the overall e-LMS and has a complete
access to the e-LMS database and monitor the use of it. The system administrator can
adds a new system functions and improves the existing ones. Other than that, system
administrator is allow to register the user and school, view and update school and user
personal information, delete user, get list of all users and subjects, view system user’s
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login history, view teacher and student’s interaction with assessment activities and
learning materials history, maintain and update system functionality. The system
administrator role is shown in Figure 13 (Kalinga, 2008).

Figure 13: Use Case Diagram for System Administrator Role

A content administrator is a person the create and uploaud the learning material.
The content administrator is allow to register/create subject to the system, enroll users
to a subject, update subject, subject chapter, chapter topic, chapter exercise and topic
exercise information, create subject syllabus, subject chapter, chapter topic, chapter
exercise, topic exercise, self-test questions and answers to self-test questions. The
content administrator role is shown in Figure 14 (Kalinga, 2008).

Figure 14: Use Case Diagram for Content Administrator Role

Next is the MoEVT officer is a user from the Ministry of Education and
Vocational Training (MoEVT) which monitor the progress of the e-LMS system and
view the contents available in the system. MoEVT is allow to view and/or download
learning materials, assessment questions, exercises reference answers, view system
user’s logins history, and view student’s interaction with learning materials and
assessment activities history. The MoEVT officer role is shown in Figure 15 (Kalinga,
2008).

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 Figure 15: Use Case Diagram for MoEVT Officer Role

Lastly, the guest user group. The guest user represents any user who is not
registered in the system. Guest user will not get the rights/privileges like registered
users and the usage of the system will be limited. The guest user is allow to view a list
of subjects available in e-LMS, table of contents, syllabus, objectives of the subject if
any is available and any other information relevant to the public. The roles of guest user
is shown in Figure 16 (Kalinga, 2008).

Figure 16: Use Case Diagram for a Guest User

In conclusion, the e-Learning Management System (e-LMS) contain separate

features for seven different user groups which are student, teacher, school
administrator, system administrator, content administrator, MoEVT officer and
guest user.

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2.3 Comparison
Based on the three (3) existing management system which are Contest Management
System (CMS), Web Based Project Management System and e-Learning Management
System (e-LMS) that have been review in the previous 2.2. There’s a few features that
can be compared. Table 1 below shows the comparatives analysis between the existing
management systems:
Features Management System
Contest Web Based Project e-Learning
Management Management System Management
System (CMS) System (e-LMS)
Programming JAVA, PHP, Python, PHP and HTML, XHTML,
languages Python and C++ HTML Javascript, PHP and
CSS
Database SQLAlchemy MySQL MySQL

Built-in - TRAC, Subversion -

application (SVN)
Web-based Yes Yes Yes

Authentication Yes Yes Yes

& Logout
features
Online test and Yes No Yes
grade
Managing Yes Yes Yes
records
‘Add’ module Yes Yes Yes

‘Update’ Yes Yes Yes

module
‘Delete’ Yes Yes Yes
module
Track module No Yes Yes

User feedback Yes No No

Communication Yes No Yes

platform
Supports Yes Yes Yes
multiple user
File submission Yes Yes Yes

Table 1: Comparisons between existing management systems

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In this chapter, three (3) management systems are reviewed. From the reviews of three
(3) existing systems, it shows that between those systems there’s a distinct features that
can be used to improve the proposed system. Those features are authentication and
logout features, file submission module, managing records, track module, user
feedback, and the basic add, update and delete function and the systems can support
multiple user. As for hardware and operating system requirements, the three systems
may run on Windows operating system and can be access through any Web browser.

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CHAPTER 3: System Development Methodology

3.1 System Methodology

System development methodology is a framework that used to structure, plan and
control the process of developing an information system. There are various type of
approaches and method that can be employed in developing an information system such
as Waterfall Model, Spiral Model, Agile Method, and also SCRUM. In this project, the
model that have chosen is Rapid Application Development (RAD) method.

3.1.1 Rapid Application Development (RAD)

Figure 17: The RAD Model

3.1.1.1 Requirement Planning phase

The first phase is a requirement planning phase. In this phase all the requirements are
gathered, the existing systems are identified and the processes that will be used to
develop the system is identified. The requirements include the system objectives, time
estimation and user requirements. The importance of this phase is to establish a general
understanding of the project. During this process, the requirements for this project were
gathered through the interview, survey and literature review method. The requirements
were analyse whether the requirements can meet the project objectives. For example,
the requirement for the document template to be implemented into the system meet the
objective for the automated documentation part.

3.1.1.2 System Design

The second phase is system design. During this phase, the requirement gathered in
requirement planning is analyse. Other than that, the data flow diagram (DFD), the

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Entity-relationship (ER) diagram and the case diagram is designed and developed. This
phase need to be done properly so that the next phase is able to move smoothly.

3.1.1.3 Development
The third phase is the development phase. In this phase, the detailed design of the
proposed system is completed. The system is developed and tested. A user acceptance
testing (UAT) is conducted to get their feedback and approval. If UAT is approve, the
system is prepare for conversion to production status. This phase is to make sure that
the system meet the user requirements.

3.1.1.4 Cutover
The last phase is the cutover phase. In this phase the user training is conducted to future
user of the new system and how to use it, and the production system is install.

3.1.2 Advantages of Rapid Application Development (RAD)

Instead of Rapid Application Development (RAD) method, there are also other model
that can be used to develop this project. However, Rapid Application Development
(RAD) method is discovered as the best model that suited this project. This is because
there are a lot of advantages in using Rapid Application Development (RAD) method as
listed below:

1. Reduced development time.

2. Increases reusability of components
3. Quick initial reviews occur
4. Encourages customer feedback
5. Integration from very beginning solves a lot of integration issues.
6. Changing requirements can be accommodated.
7. Productivity with fewer people in short time.

3.2 Data Gathering

In this project, there are some methods that have been used in order to collect
requirements and to make the project successful. The methods are writing a literature
review, conducting an interview with the competition tasks community and conducting
a survey.

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3.2.1 Literature Review
The purpose of literature review is to identify any related works that have been done
before and analyse the existing systems. By analysing the existing systems, it will help
in improving the system. Based on the reviews of three (3) existing systems, it shows
that between those systems there’s a distinct features that can be used to improve the
proposed system. Those features are authentication and logout features, file submission
module, managing records, track module, user feedback, and the basic add, update and
delete function and the systems can support multiple user. As for hardware and
operating system requirements, the three systems may run on Windows operating
system and can be access through any Web browser.

3.2.2 Interview
The purpose of conducting an interview is to gather the user requirements from the
competition task community. The interview where conducted on three (3) person on
three separate days. The first interview was held on 10 March 2016 with Dr Maizatul
Akmar Ismail and the interview lasted for one hours. The second interview was held on
15 March 2016 with Dr Kasturi Dewi A/P Varathan and the interview lasted for one
hours and 15 minutes. The last interview was held on 15 March 2016 with Dr Liyana Bt
Mohd Shuib via email due to the time constraint and the interviewee was unavailable
for face-to-face interview. The interviews question and answer are placed in the
Appendix.

3.2.3 Survey
The purpose of conducting a survey is to gather the user feedback especially the
student’s user groups that have participate in any competitions. The survey is created
using Google Form and has been distributed through media social such as Facebook and
Whatsapp. The target users is from 19 years old and above. Therefore, 30 respondents
have been contributed in filling the survey form. The information gaining from the
survey are very useful in developing the system that the function can meet the user’s
requirement.

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3.3 Data Analysis
3.3.1 Interview
Based on the interviews conducted, the requirements and expectations for the proposed
system have been gathered. The requirements gathered are more on the features for the
proposed system. The proposed features that all three (3) interviewee required are:
 Store all the information and data regarding the competition in a database.
 Allow the system to broadcast an email and gentle reminder went the
competition deadlines are near.
 Automate the documentation process – proposal, budget, lesson learnt and
media news
 Potential candidate recommendations.
 Contestants progress tracker like a progress checklist
 A photo album
 End of competition survey
 View summary of overall competition
Other than that, they hope that the system is usable and user-friendly. And the system
can integrate with other University Malaya current systems such as UMEXPERT, UM
Mail and SISWA MAIL, and faculty website.

3.3.2 Survey
Section A: Demographic data

1. Please select your gender

Female 20 66.7%
Male 10 33.3%

Figure 18: Gender

Figure 18 shows that majority of the respondents are female which are 20 people that
give the percentage of 66.7% of total respondents. Meanwhile the male respondents are
about 10 people and the percentage is 33.3% of total respondents.

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2. Please select your year of study

Year 1 3 10%
Year 2 5 16.7%
Year 3 20 66.7%
Above Year 3 2 6.7%

Figure 19: Year of Study

Figure 19 shows that majority of respondents are from Year 3 with 20 people that give
the percentage of 66.7% of total respondents, followed by 5 people from the
respondents that are in Year 2 with percentage of 16.7%. Meanwhile, the Year 1
respondent is only 3 person with percentage of 10%. The rest of respondents are from
Above Year 3 with 2 people and the percentage is 6.7%.

3. Please select your major

Computer System and 3 10%

Networking
Artificial Intelligence 6 20%
Software Engineering 6 20%
3.3%
Management Information 13 43.3%
System
Multimedia 1 3.3%
Management 1 3.3%

Figure 20: Major

Figure 20 shows the percentage of respondents major. 13 of the respondents are from
the Management Information System department with percentage of 43.3%. The
Artificial Intelligence respondents are 6 people with percentage of 20%. Another 6
people are from the Software Engineering department with percentage of 20%.
Meanwhile, the Computer System and Networking respondents are 3 people, the
percentage is 10%. The Multimedia respondent is 1 person, the percentage is 3.3%. And
another 1 person is from Management department with percentage of 3.3%.

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4. What type of mobile operating system (OS) do you use?

Android OS 24 80%
Apple IOS 5 16.7%
Blackberry OS 0 0%
3.3% Windows OS 1 3.3%

Figure 21: Mobile OS

Figure 4 shows the percentage of mobile operating system that user used. The majority
of the respondents used Android OS with 24 people and the percentage of 80%.
Meanwhile, the second operating system is Apple IOS which 5 people used it and it
give the percentage of 16.7%. While 1 person used Windows OS with percentage of
3.3%. None of the respondent used Blackberry OS.

5. Have you participate in any competition during your study?

Yes 20 66.7%
No 10 33.3%

Figure 22: Competition participation during study

Figure 22 shows that majority of the respondents have participate in a competition

during their study. There are 20 people, and the percentage is 66.7%. Meanwhile, 10
people have never participate in any competition during their study. The percentage of
that is 33.3%.

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Section B: Competition Participation

Section B is the sequential from Question 5. If the respondents answer yes, they can
proceed to this section. Otherwise, the survey will end.

6. How frequent did you participate in a competition?

Frequently (more 0 0%
than 10 times)

Occasionally 2 10%
(6-10 times)

Rarely 18 90%
(1-5 times)

Figure 23: Participation frequency

Figure 23 shows the frequency for the students to participate in a competition. 18 of the
respondents rarely participate in a competition and it give the percentage of 90%. The
other 2 people occasionally participate in a competition with percentage of 10%. And
none frequently participate in a competition.

7. If Rarely, why did you rarely participate in a competition?

The competition is near their deadlines (Lack of…

No interest or too lazy to participate

Thinking not qualified

Have no abilities or skills to participate (Lack of…

Lazy to compete and thinking it as a waste of time

Financial issues - need to use own money to pay…

Other

0 1 2 3 4 5 6 7 8 9 10

The competition is near their deadlines (Lack of time) 4 22.2%

No interest or too lazy to participate 9 50%
Thinking not qualified 5 27.8%
Have no abilities or skills to participate (Lack of self-esteem) 8 44.4%
Lazy to compete and thinking it as a waste of time 2 11.1%
Financial issues - need to use own money to pay for the 2 11.1%
participation & competition fees
Other 3 16.7%

Figure 24: Reason for rarely participate

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Question 7 is the sequential from Question 6. If the respondents answer rarely, they
need to answer this question. Otherwise, the will skip to Question 8.
Figure 24 shows the reasons the students rarely participate in a competition. The most
common reason the student rarely participate is the students have no interest or too lazy
to participate with percentage of 50%. Meanwhile, lazy to compete and thinking it as a
waste of time, and financial issues are the least reasons the students rarely participate
with percentage of 11.1% each reason.

8. What is the level of competition that you usually participated for?

Faculty 10 50%
Department 3 15%
University 6 30%
Other 1 5%

Figure 25: Competition level

Figure 25 shows that majority of the students participate in Faculty level of competition
with 10 people that give the percentage of 50% of total respondents, followed by 6
people from respondent that participate in a competition at University level. It give the
percentage of 30%. Meanwhile, 3 people from respondent participate in competition at
Department level and the percentage is 15%. Only 1 person participate a competition at
other level with percentage of 5%.

9. How did you usually find out about a competition?

By Siswamail

By searching online

Facebook page

Other

0 2 4 6 8 10 12

By Siswamail 8 40%
By searching online 2 10%
Facebook page 9 45%

28
 Other 10 50%

Figure 26: Ways student find out about a competition

Figure 26 shows the ways the student find out about a competition. The most common
ways the student find out is by others method like from their lecturers and from other
students with percentage of 50%. Meanwhile, by searching online is the least way the
students find out about a competition with percentage of 10%.

10. What type of search engine that you usually use?

Google 20 100%
Yahoo! 0 0%
Bing 0 0%
Other 0 0%

Figure 27: Search engine

Figure 27 shows that all 20 people of the respondents usually use the Google search
engine with percentage of 100%.

11. If you are participate in a competition, which of the following competition are you
usually involved in?

Programming competition

Idea/Project competition

Mobile Apps competition

Games competition

Other

0 2 4 6 8 10 12

Programming competition 8 40%

Idea/Project competition 10 50%
Mobile Apps competition 4 20%
Games competition 7 35%
Other 3 15%

Figure 28: Competition type

29
Figure 28 shows the competition that the students usually involve in. The majority of
the students participate in Idea/Project competition with percentage of 50%. The other
based competition like sport and networking competition are the least students’
participation with percentage of 15%.

12. Do you need a system/software to help you with competition management?

Yes 11 55%
No 9 45%

Figure 29: Competition Management system/software

Figure 29 shows that majority of the students need a system/software to help them with
competition management with percentage of 55%. While the other 45% of the
respondents does not need a system/software to help them with competition
management.

30
Section C: System Features
In this section, the respondent has to rate with a scale 1 to 5. 1 is strongly disagree and 5
is strongly disagree

System Features
12
Respondent

10
8
6
4
2
0
Does having the
Does displaying Does showing list
It is important to Do you think an previous
the upcoming of competition
have a online competition competition album
competition that you has
competition evaluation survey help motivate the
throughout the participate in
progress checklist function is useful students to enter
year necessary? important
the competition
1 0 1 1 1 0
2 2 3 1 1 1
3 2 2 4 6 2
4 6 10 10 8 7
5 10 4 4 4 10

Figure 30: System Features Rating

Figure 30 shows the system features rating. For statement “Does displaying the
upcoming competition throughout the year necessary?” majority of the respondent
strongly agree with 10 people of the total respondents while only 2 people disagree.
Meanwhile, for question “Does showing list of competition that you has participate in
important” majority of the respondent with 10 people agree to that statement while 1
person strongly disagree. Next, for statement “It is important to have a competition
progress checklist” majority of the respondent with 10 people strongly agree with the
statement meanwhile 1 person strongly disagree. For statement “Do you think an online
competition evaluation survey function is useful” majority of 8 people agree with the
statement and 1 person strongly disagree. Lastly, for statement “Does having the
previous competition album help motivate the students to enter the competition”
majority of 10 people agree with the statement and 1 person strongly disagree.

31
 System Features
14
12

Respondent
10
8
6
4
2
0
It is important to
It is important to
have a gentle It is useful to know
know the Allow the student
reminder (by the upcoming Do you think a
upcoming to drop the
email) of one week competition contact function is
competition competition
before the criteria and useful?
deadline at least in application
submission deadline
one month time
deadline
1 1 0 1 1 0
2 0 0 0 0 1
3 2 5 0 6 3
4 6 6 6 7 4
5 11 9 13 11 10

Figure 31: System Features Rating

Figure 31 shows the system features rating. For statement “It is important to know the
upcoming competition deadline at least in one month time” majority of the respondent
strongly agree with 11 people of the total respondents while only 1 person strongly
disagree. Meanwhile, for question “Allow the student to drop the competition
application” majority of the respondent with 9 people strongly agree to that statement
while 5 people is in between of agree and disagree. Next, for statement “It is important
to have a gentle reminder (by email) of one week before the submission deadline”
majority of the respondent with 13 people strongly agree with the statement meanwhile
1 person strongly disagree. For statement “It is useful to know the upcoming
competition criteria and deadline” majority of 11 people strongly agree with the
statement and 1 person strongly disagree. Lastly, for statement “Do you think a contact
function is useful?” majority of 10 people strongly agree with the statement and 1
person disagree.

Based on the interview and survey conducted, the requirements for the proposed system
functions have been gathered. With the requirement functions, the system can be
designed to fulfil this requirements. In conclusions, the system design will consist the
functions like current competition platform for the user to view and participate. Other
than that, they can used the system to track the competition progress. All the
requirements gathered will be determined in the system design.

32
CHAPTER 4: System Design

4.1 Data Flow Diagram (DFD)

A data flow diagram (DFD) illustrates how data is processed by a system in terms of
inputs and outputs. As its name indicates its focus is on the flow of information, where
data comes from, where it goes and how it gets stored. There are three step process for
DFD which are Context Diagram, Diagram 0 and Diagram level 1.

4.1.1 Context Diagram DFD

Context Diagram shows the system under consideration as a single high-level process
and then shows the relationship that the system has with other external entities.
Assign student escort

Lecturer list name

Search
resul t

Register competition
Select Management
Coordinator competition Staff
Search
competition
Approv al
Approv al budget Competition report /deni ed
Competition /proposal
List and
Adv ert ise

Approv al request
Proposal/budget/
0
Overall report

Competition Planning &

View & update profile
Management System
Lecturer profile Student Student
Competition profile survey
list Add/Drop View & update
competition profile
Add/Drop
competition
Surv ey
form

Lecturer Competition l ist Student

Student Tracker
Student Competition Tracker
participation list

PIC ID Competition checklist

Competition summary report

Figure 33: Context Diagram DFD for Competition Planning and Monitoring System

Figure 33 shows the context diagram of data flow diagram for competition planning and
monitoring system. Based on the Figure 1, the user groups for the proposed system are
coordinators, lecturers, management staffs and students. Each user groups have their
33
own specific functions in the system. For both lecturers and students, they have similar
functions which are competition list, view and update profile, and add or drop
competition. The difference functions are the tracking function. For the lecturers, they
can track the students’ competition progress. Meanwhile, the students can track the
competition progress through the competition checklist. For the management staffs, they
can only view the competition reports that consists of proposal, budget and the overall
competition summary. The proposal and budget can only be approve or denied by the
faculty dean.

4.1.2 Diagram 0 DFD

Search request

Search competition 4
Management
Coordinator Competition result Search result Internet
Search Engine Staff

Competition report
Select competition
Approval request

Proposal/budget/
Overall report 2 Approve/ denied
Lecturer Insert new
list competition
Approval budget/proposal
Update
Register Competition list D1
competition Competition Competition
Competition list
and advertise
Update participation

Update report table

Assign student
escort Add/Drop
competition
Competition list
Update lecturer
Track student participate
list
5
7
Lecturer list D2 Lecture
PIC Competition checklist
D3 Student Participation list Competition
tracker
Competition tracker
Competition
summary report
Lecturer profile Update Student
PIC ID
profile profile
Update profile

Add/Drop 3
1 Student survey
competition
Competition list View & update profile Student Survey form
Survey
Lecturer View & update profile Student profile
Lecturer profile
User profile

Student tracker

Student participation list

Figure 34: Diagram 0 DFD for Competition Planning and Monitoring System

34
Figure 34 shows the Diagram 0 for the proposed system. Diagram 0 shows the more
specific data flow for each user groups. It also shows where the data will be stored and
how the data flow from the entity to the system.

4.1.3 Diagram Level 1 DFD

Diagram Level 1 shows the more specific data flow for each subsystem. It also shows
the more specific where the data will be stored and how the data flow from the entity to
the subsystem.
For PIC subsystem

coordinator Assign PIC

D2 Lecturer

Lecturer list Lecturer list

Competition details Lecture ID

PIC
Competition ID
Competition
details D3 PIC
Competition ID

Lecturer D4 Competition

Figure 35: Diagram Level 1 for PIC subsystem

Figure 35 shows the Diagram Level 1 for the proposed PIC subsystem. It shows where
the data will be stored and how the data flow from the PIC subsystem.

35
For Competition Tracker subsystem

Student ID D3 Student
Student Competition tracker

D7 Lecturer

Competition checklist Lecturer ID

Participation List
Competition ID D4 Competition
Competition
Student Tracker
tracker

Lecturer
Participation
ID Checklist

Lecturer Student
ID ID Competition
D5 Checklist
ID

Competition
ID

D6 Participation

Figure 36: Diagram level 1 for Competition Tracker subsystem

Figure 36 shows the Diagram Level 1 for the proposed Competition Tracker subsystem.
It shows where the data will be stored and how the data flow from the Competition
Tracker subsystem.

36
4.2 Entity Relationship (ER) Diagram
An entity-relationship diagram, or ERD, is a chart that visually represents the
relationship between database entities. For this project, the Crow notation is chosen to
represent the overview of the relationship between the entities as shown in Figure 37
COMPETITION

PK ID

genre

Proposal
compName

PK ID
about
Budget
compName organizer
PK ID
objectives location
compFee
location startDate LECTURER
studAcc
startDate endDate
PK ID
lecAcc
endDate registerDate username
studAllowance
startDate participateDate password
lecAllowance
endDate maxPart lecName
studTrans
registerDate criteria faculty
lecTrans
references attribute name dEPTID
others
budgetID prizes postID
total
image telNo

site email

codiID image
compProposal
COORDINATOR
compProposalID picID
PK ID
PK ID

compID
username

proposalID PIC
password

status PARTICIPATION PK ID
codiName

PK ID participateID
faculty

dEPTID compID lecID

postID studID

telNo lecID

email
STUDENT STAFF
image
PK ID
PK ID

POSITION
username username
PK ID
password password

postName
studName staffName

faculty faculty

dEPTID dEPTID

telNo
DEPARTMENT postID

PK ID telNo
email

image deptName email

image

Figure 37: Overview of Entity-Relationship Diagram for CPMS

Figure 37 shows the overview of the ERD for the propose system. It shows each of the
table relationship and attributes. In the CPMS, the users are coordinator, students,
37
lecturers and management staff. Each user have their own table which relate to the other
table. The competition table consists of the competition details that the coordinator has
registered. The relationship between coordinator table and competition table are one-to-
many relationship. This because one competition can be registered by one coordinator
but one coordinator can registered many competitions. The next relationship is between
competition and proposal table. The relationship are one-to-one relationship. For the
department table relationship with coordinator, students, lecturers or management staff
table are one-to-many relationship. One department can have many user but one user
can be in one department. Lastly, the relationship between position and coordinator,
lecturer or management staff are one-to-one relationship.

4.3 Functional Decomposition Diagram (FDD)

The purpose of the functional decomposition diagram is to show on a single page the
capabilities of an organization that are relevant to the consideration of an architecture.
In this section, the functions that will be implemented into the system is shown.

Competition Planning
& Monitoring System
(CPMS)

7
1 2 3 4 5 6 8
Dean Approve/
Register Competition Reporting Search Participation View status Track
Reject

2.2 6.1 7.1

1.1 3.1 4.1 5.1 8.1
View Competition Competition
Check for Submit proposal Search Apply for Competition
competition participation proposal &
progress
existing & budget competition competition budget
details status
competition
4.1.1
2.3 By competition 5.2 8.2
Update 3.2 name 6.2
1.2 Drop Student progress
competition Submit Proposal & (PIC)
Register new competition
details competition budget approval
competition status
feedback 4.1.2
By category 5.3
3.3 Calculate
Update participation
proposal & 4.1.3
budget By month
5.4
3.4 Participation
View limit
competition 4.2
proposal & Search report
budget
4.2.1
By competition
3.5
name
View overall
status report
(yearly)
4.2.2
By month

Figure 38: FDD for CPMS

38
Figure 38 shows the functional decomposition diagram for the proposed system. There
will be eight (8) functions that will be implemented into the system. The functions are
register, competition, reporting, search, participation, view status, dean approval/reject
and track functions.

4.4 Use Case

A use case diagram is a representation of a user's interaction with the system that shows
the relationship between the user and the different use cases in which the user is
involved. In this section, the users are Coordinator, Student, Lecturer, Management
Staff and Dean.

Register competition
Track
competition participation
competition
Coordinator <<extend>> progress

Check status
Apply/Drop
competition
Prepare
report
<<include>> Student
<<include>>

Staff proposal &

<<include>>
budget
View report
Competition
<<extend>> feedback
<<include>>
Save report <<include>>

Search
overall report
competition
(yearly)
Lecturer
Dean
Report Track
approval participation

Figure 39: Use case diagram for the propose system

Figure 39 shows the functionality of the CPMS, where coordinator, staff, dean, student
and lecturer have different and same functionalities to run. The coordinator use cases
are register competition, check status and prepare report. Meanwhile for dean, the use
cases are report approval. The same use cases for coordinator, staff and dean is view
report. Furthermore for student use case is track competition progress. Meanwhile for
lecturer use case is track participation. The same use cases for student and lecturer are
search competition, competition feedback and allow apply and drop competition.

39
4.5 Flow Chart
A flow chart is a graphical or symbolic representation of a process. In this section, the
flow charts shown the process for the proposed system main functions such as search,
proposal or budget, and register function
Search competition function

Start

Login as
Coordinator

Go to Search

Search for
competition

Get search results

View details Have

seen

Have seen or
not?

Not seen

Get competition
Save site
details

End

Figure 40: Flow chart for Search competition

Figure 40 shows the process flow for the competition Search function. This function is
only available for the coordinator user groups.

40
Register competition function

Start

Login as
Coordinator

Go to Register

Search for
competition

Exist or not Exist End

Click Register
button

Fill out the Register Student escort

Form is selected

Click Proceed
button

Competition list
updated

Figure 21: Flow chart for Register competition

Figure 41 shows the process flow for the competition Register function. This function is
only available for the coordinator user groups.

41
Proposal and Budget for competition function

Start

Login as
Coordinator

Go to Document

Choose subfolder

Search proposal proposal Proposal or Budget budget Search for budget

Exist or not exist Check status exist Exist or not Not exist

Not exist

Approve or Click New budget

denied View reason
denied? button
Click New proposal
button

approve

Fill the Proposal Proceed to Fill the Budget

Update document
Form Register Form

Click Save and

Proceed for
approval button

End

Figure 42: Flow chart for Proposal and Budget

42
Figure 42 shows the process flow for the competition Proposal and Budget function.
This functions are only available for the coordinator user groups.

Overall Competition Summary function

Start

Login as lecturer

Escort or Not Not End

escort

Go to Summary

Fill out the

Competition
Summary

Figure 43: Flow chart for Overall Competition Summary

Figure 43 shows the process flow for the Overall Competition Summary function. This
function is only available for the lecturer user groups.

43
View and Approval or Denied proposal and budget function
Start

Login as
management staff

Approval or Denied
proposal/budget Dean Dean or staff staff

Go to pending task Go to Competition

View proposal/budget
Choose competition
proposal/budget Select competition Competition
folder Db

View competition
proposal/budget
Proposal/
budget/
summary
proposal summary

Approve or budget
decline approve
denied
competition competition
competition budget
proposal summary

Click Denied Click Approve and

button proceed button

Fill in the reject

form

Click Save and

End
proceed button

Figure 44: Flow chart for View and Approval or Denied proposal and budget

Figure 44 shows the process flow for the competition View and Approval or Denied
proposal and budget function. This functions are only available for the management
staff user groups. For the Approval or Denied proposal and budget function is only
available for the faculty dean only.

44
Advertise Competition function

Start

Login as
Coordinator

Go to Advertise
tasks

Choose competition

Current
Click Display and
competition
Advertise button
updated

End

Figure 45: Flow chart for Advertise competition

Figure 45 shows the process flow for the competition Advertise function. This function
is only available for the coordinator user groups.

45
Media Report for competition function

Start

Login as
Coordinator

Go to Document

Choose Media
Report subfolder

View pending report

Select and view

report

Click update
button

Click update
button

Update report

Click save and PDF version

print button

End

Figure 46: Flow chart for Media Report

Figure 46 shows the process flow for the Media Report function. This function is only
available for the coordinator user groups.

46
View and Add competition function

start

Login as student/
lecturer
View competition

Current
Go to Current
competition
Competition
information

Search for Search by

competition category

Not
View competition
interested
details

Interested or
not Add competition

Click Participate
button

End

Figure 47: Flow chart for View and Add competition

Figure 47 shows the process flow for the View and Add competition function. This
functions are available to both lecturers and students user groups.

47
MyCompetition and Drop competition function

start

Login as student/
lecturer

Go to
MyCompetition
tab

View the current

current MyCompetition
participation
participation
competition
competition
list

Select competition

Check status

Registered or Prepare for

registered
pending? competition

pending

Drop competition
Continue with the
Drop or not? Not
competition

Drop

Current
participation Click the Drop
End
competition is button
updated

Figure 48: Flow chart for MyCompetition and Drop competition

Figure 48 shows the process flow for the MyCompetition and Drop competition
function. This functions are available to both lecturers and students user groups.

48
Track Student and Track Competition function

Start

Login as

Lecturer or
lecturer Student
student

Go to Track
Go to Track

Select competition
Check status

Track Student
Track
Check competition View details
Escort or not? escort Competition
details

Click on Checklist
Check students
participation

Check the progress

Not escort

End

Figure 49: Flow chart for Track Student and Track Competition

Figure 49 shows the process flow for the Track Student and Track Competition
function. For the Track Student function is only available for the lecturer user group.
Meanwhile, the Track Competition function is only available for the student user group.

49
Survey competition function

Start

Login as student

Go to Survey

Choose competition

Fill in the Survey

Form

Click Send and

Save button

End

Figure 50: Flow chart for Survey competition

Figure 50 shows the process flow for the competition Survey function. This function is
only available to the student’s user groups.

In conclusion, the development process can proceed by using the design as a guidelines.
The designs are the rough idea how the process of the system will work for each user
groups.

50
Conclusion

In a conclusion of this report, the following aspects are discussed.

Chapter 1: the project is briefly introduced. In this section, the basic idea is stated which
is used in the rest of report.

Chapter 2: the literature review on three existing research papers are reviewed and
compare. Based on the findings, some of the existing systems functions can be
implemented into the proposed system.

Chapter 3: the requirements are analysed. The functional and non-functional

requirements are listed and prioritized.

Chapter 4: the design of the system is discussed in this section. The use case, data flow
diagrams (DFD), functional decomposition diagram (FDD) and flow chart are enclosed.
The entity relational diagram is also included.

51
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53
Appendix
The interview questions and answers
Stakeholder 1: Dr Maizatul Akmar Ismail (10/3/2016)
a) Current process
1. What is the current process for the competition planning?
 Identify the competition
 Broadcast to faculty member
 Give deadline so they can gather their student to form a team
 After deadline, count how many groups that have entered
 After no of groups, proposal is made for funding
 After apply for funding and approve, payment is made
 Went to competition
 Once come back, report will be made to see how many medal we got
 Based on resit, we will make actual budget then sent to dean
 Make one copy for competition task force for the record for that particular year.

2. What are the problems with the current process?

 Repetitive process – loss track of the competition and hard for monitoring
because there’s no system that we can refer.
3. What do you have to do manually that you would like to automate?
The whole process
4. What type of search engine that you usually use to search for upcoming competition?
Google
5. Any other type of resource that you use to search for upcoming competition?
UM Mail
6. What aspects of the current process do you want to retain? To replace?
The process. The saving part from folders to database. The system can broadcast
email and gentle reminder went near the deadline.

b) New system
7. What goals might you have in mind that this product could help you accomplish?
The process will become more efficient, save time, keep track of the achievements,
and can automated reporting.
8. What the most important aspect that you want to see in the new system?

54
 Reporting, automated gentle reminder, name list of who want to participate
9. What are your expectations from the new system usability?
For it to be usable.
10. Are there any constraints or rules to which the system must conform? – eg:
computational algorithms
If possible, want more participation, give priority to others who haven’t went to
compete
11. What other IT systems does the faculty use today that the new system will need to
link to?
KPI System, SPECTRUM, SiswaMail, UM Mail, e-attendance
12. The new systems will generate an automated report for after the competition ends.
What kind of documentation do you expect?
- Proposal
- Budget
- Result
c) Identify users
13. Who will be using the system?
Lecturer, students
14. What are the roles of the people who will use the system?
 Coordinators = System Admin – register competition, reporting, monitoring
 Lecturer/student - Register, drop, edit/update profile

55
Stakeholder 2: Dr Kasturi Dewi A/P Varathan (15/3/2016)
a) Current process
1. What is the current process for the competition planning?
 List down the competition for the following year
 Go to the management decision
 Go to the university level
 Following year – get funding to join the competition
 Depend on the fund
 If want to go to another competition – make a new request
 After competition – submit report – certificate, model, budget spent
 During the competition – Undergrad – need escort (any lecturer)
- Postgrad – no need escort
2. What are the problems with the current process?
 Not aware of the upcoming competition – hard to apply for fund
 Financial problem – budget, fund – fund late, participation use their own money
 Cannot track the student participation
 Ranking the competition
- Level of difficulty
- % of medal
- Criteria match between the project and the competition (same as Dr Rofina
suggestion)
 Lack of student participations
 Cannot track the participation progress (checklist)
 Late notification
3. What do you have to do manually that you would like to automate?
The budgeting template (form)
4. What type of search engine that you usually use to search for upcoming competition?
Google
5. Any other type of resource that you use to search for upcoming competition?
UM Mail
6. What aspects of the current process do you want to retain? To replace?
No. The entire process, the budget, proposal

56
b) New system
7. What goals might you have in mind that this product could help you accomplish?
8. What the most important aspect that you want to see in the new system?
 Budget template
 System recommend potential candidate:
- Edit profile: add competition, interest, the programming grade (JAVA,
PHP, MySQL), their
social skills, phone, email
- How many competition have participate
 Track candidate progress (checklist)
 Photo archive/album – certificate, save the photos – to avoid the student repeat
going to competition
 4 date – apply dateline, register dateline, submission dateline, competition date
 Gentle reminder to the email
 Dashboard -
9. What are your expectations from the new system usability?
10. Are there any constraints or rules to which the system must conform? – eg:
computational algorithms
Count sum calculation, if-else rules (for recommendation)
11. What other IT systems does the faculty use today that the new system will need to
link to?
Grading system, Faculty website, FSKTM Facebook page, UMmail, Siswamail, UM
pattern
12. The new systems will generate an automated report for after the competition ends.
What kind of documentation do you expect?
 Report consists of:
- Financial (budget)
- Achievement
- Lesson learnt
 Survey form – for participation (competition difficulty rating – depend on how
many participation, level of participation, % of prizes/medal)
 Media coverage:
- Title
- Abstract

57
 - Achievement
- Appropriate photos
- Candidate name
 Overall report
 What product that have pattern?

c) Identify users
13. Who will be using the system?
Lecturer, students, coordinators
14. What are the roles of the people who will use the system?
 Coordinators = System Admin – register competition, reporting, monitoring,
participation tracking
 Lecturer - Register, drop, edit/update profile, participation tracking, survey form,
upload photo
 Student - Register, drop, edit/update profile, survey form, upload photo

* Sometimes coordinators would not go to the competition*

* Sometimes supervisor wouldn’t go to the competition*
* Representative student – for the media coverage

58
Stakeholder 3: Dr Liyana Bt Mohd Shuib (15/3/2016)
a) Current process
1. What is the current process for the competition planning?
 Promote competition via email
 Collect interested participant
 Prepare proposal (budget/approval)
 If approved by dean
 Plan manage competition team (book hotel/transport)
 Collect poster
 Manage payment
 Supervise competition flow
 Monitoring
 Prepare report
2. What are the problems with the current process?
 Time consuming – need to contact participant one by one to arrange registration
form/poster/accommodation/transport
3. What do you have to do manually that you would like to automate?
Documentation preparing:
- Proposal
- Report
- Template for managing competition
- Lecturer can apply via system
4. What type of search engine that you usually use to search for upcoming competition?
Google
5. Any other type of resource that you use to search for upcoming competition?
6. What aspects of the current process do you want to retain? To replace?
The entire process retain but need to be automated

b) New system
7. What goals might you have in mind that this product could help you accomplish?
To automate the process of managing competition team
8. What the most important aspect that you want to see in the new system?
 Preparing module/ managing module
9. What are your expectations from the new system usability?

59
 The system can facilitate task force
10. Are there any constraints or rules to which the system must conform? – eg:
computational algorithms
11. What other IT systems does the faculty use today that the new system will need to
link to?
Lecturer info – UMEXPERT, award student
12. The new systems will generate an automated report for after the competition ends.
What kind of documentation do you expect?
 Proposal
 Report on each competition
 Summary overall competition:
- based on department
- based on student
- based on lecturers
- based on international
- based on national

c) Identify users
13. Who will be using the system?
Lecturer, students, coordinators
14. What are the roles of the people who will use the system?

60
Survey Questions

61
6/2/2016 Requirement Survey

Requirement Survey
This survey is conducted for gathering user requirement for my Final Year Project " 
Competition Planning & Monitoring System". It is a system that help the students and 
lecturers to identify and plan for upcoming competitions throughout the year. 

Statement of Confidentiality: Your participation in this survey is confidential. The survey 
does not ask for any information that would identify who the responses belong to. In the 
event of any publication or presentation resulting from the research, no personally 
identifiable information will be shared because your name is in no way linked to your 
responses. Your confidentiality will be kept to the degree permitted by the technology used. 
No guarantees can be made regarding the interception of data sent via the Internet by any 
third parties

Right to Ask Questions: Please contact me at athiramira94@gmail.com with questions or 
concerns about this project.

Voluntary Participation: Your decision to be in this project is voluntary. You can stop at any 
time. 

You must be a current students from FSKTM that are frequently participate in competition 
proposed by faculty to take part in this survey.

Thank you very much for your time and support!

*Required

1. Please select your gender *
Mark only one oval.

 Male
 Female

2. Please select your year of study *
Mark only one oval.

 Year 1
 Year 2
 Year 3
 Above Year 3

3. Please select your major *
Mark only one oval.

 Computer System and Networking
 Artificial Intelligence
 Software Engineering
 Management Information System
 Multimedia
 Management

https://docs.google.com/forms/d/1RktjZfaTD10gt_hIRV0dAXxqGLoRDdVz_bIJ_KxKvZw/edit 1/4
6/2/2016 Requirement Survey

4. What type of mobile operating system (OS) do you use? *
Mark only one oval.

 Android OS
 Apple IOS
 Blackberry OS
 Windows OS

5. Have you participate in any competition during your study? *
Mark only one oval.

 Yes
 No  Stop filling out this form.

Competition Participation
6. How frequent did you participate in a competition? *
Mark only one oval.

 Frequently (more than 10 times)
 Occasionally (6­10 times)
 Rarely (1­5 times)

7. If Rarely, why did you rarely participate in a competition?
Tick all that apply.

 The competition is near their deadlines (Lack of time)
 No interest or too lazy to participate
 Thinking not qualified
 Have no abilities or skills to participate (Lack of self­esteem)
 Lazy to compete and thinking it as a waste of time
 Financial issues ­ need to use own money to pay for the participation & competition
fees
 Other: 

8. What is the level of competition that you usually participated for? *
Mark only one oval.

 Faculty
 Department
 University

 Other: 

https://docs.google.com/forms/d/1RktjZfaTD10gt_hIRV0dAXxqGLoRDdVz_bIJ_KxKvZw/edit 2/4
6/2/2016 Requirement Survey

9. How did you usually find out about a competition? *
Tick all that apply.

 By Siswamail
 By searching online
 Facebook page

 Other: 

10. What type of search engine that you usually use? *
Mark only one oval.

 Google
 Yahoo!
 Bing

 Other: 

11. If you are participate in a competition, which of the following competition are you
usually involved in? *
Tick all that apply.

 Programming competition
 Idea/Project competition
 Mobile Apps competition
 Games competition

 Other: 

12. Do you need a system/software to help you with competition management? *
Mark only one oval.

 Yes
 No

13. Do you use any competition management software? *
Mark only one oval.

 Yes
 No

14. If yes, what is the name of the
competition management software you
using now?

System Features
Rate with a scale 1 to 5, 1 is strongly disagree 5 is strongly agree

https://docs.google.com/forms/d/1RktjZfaTD10gt_hIRV0dAXxqGLoRDdVz_bIJ_KxKvZw/edit 3/4
6/2/2016 Requirement Survey

15. System Features *
Mark only one oval per row.

1 2 3 4 5
Does displaying the upcoming
competition throughout the year
necessary?
Does showing list of competition
that you has participate in
important
It is important to have a
competition progress checklist
Do you think an online competition
evaluation survey function is
useful
Does having the previous
competition album help motivate
the students to enter the
competition
It is important to know the
upcoming competition deadline at
least in one month time
Allow the student to drop the
competition application
It is important to have a gentle
reminder (by email) of one week
before the submission deadline
It is useful to know the upcoming
competition criteria and deadline
Do you think a contact function is
useful?

16. Any other feature you think is useful?

17. Any suggestion?

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