Load Attendance Automation
Target release | 29 March 2024 |
|---|---|
Document status | DRAFT |
Document owner | @Muhammad Haziq Bin Nor Azli |
Assignee | @Muhammad Haziq Bin Nor Azli |
Team | @Charles Hon Hock Chung @Hani Baizura Abd Hamid @Muhammad Haziq Bin Nor Azli |
Tech lead | @mustafa @Nurul Akmal Abdullah @ Dollah |
Objective
The objectives are to streamline administrative processes, reduce manual work, and improve the overall efficiency of managing student attendance load and grouping as following:
Phase 1:
Loading students to classes to be automated for core modules
Grouping of students to be automated for core modules
Phase 2:
Elective Module selection process to be automated
Requirements List
Phase 1:
Follow the current flow, where scheduler provide event list , until IIS will be released
Late registration students Admin will handle manually
Register students will be in APSpace Admin /Bulk Attendance Upload
Core modules will come from OBE
Grouping Criteria: For fresh intake, split alphabetically, and for progression, copy from the previous class code (applies to Pre-U and Degree programs with more than one group).
Number of Groups per Student: Implement a view in APSpace Admin showing the number of groups assigned to each student in an intake.
Elective Modules: Allow students to choose or change elective modules themselves, attached to the class code to avoid missing modules.
Load Late Student: Automatically load late registration students to class according to group Notify lecturers when students are auto-loaded.
Attendance Automation: Attendance to be a loaded by Admin in APSpace Admin on the event list provided by the scheduler.
Bulk Class Setup Changes: Add a new column for intake code and group in bulk class setup.
Script for Student Assignment: Create a script to assign students to each class based on intake.
1. Requirements from CRF
Requirement | User Story | Importance | Jira Issue | Remarks | Meeting Notes | |
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| 1 | Change of grouping - student to be given access to choose/change their own grouping from the system to stop student from asking to exchange grouping for each class of each subject which should be attached to the class code. | Currently the process is done manually and students assigned to each group by admin. If the students, would like to change their grouping, they contact admin currently. | HIGH | https://apiit.atlassian.net/jira/servicedesk/projects/CRF/queues/custom/617/CRF-61 |
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 Implement number of groups assigned for each student in intake setup to distribute the student in an intake as a view on APSpace Admin (20/02/2024) |
| 2 | elective modules - student to choose/change elective module by themselves which should be attached to the class code to avoid any missing modules in the semester. | to reduce the frequency of changing the grouping, elective and load attendance request. |
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| 3 | load late student attendance - to avoid delay in loading the attendance for late registration student. auto load is necessary for student not to miss any attendance for classes and not have the necessity to keep informing the lecturer if the new added student in the classes, lecturer to receive auto notification when student is auto load, to also implement the system not to have the lecturer to refresh the system every time new student is auto load. |
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| 4 | Bulk Class Setup Changes:
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2. Flowchart
Current Process
Proposed Process by Admin
Success metrics
Goal | Metric |
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Assumptions
Changes in the requirements or team members
Open Questions
Question | Answer | Date Answered |
|---|---|---|
Grouping is alphabetically or randomly allocated ? |
| 27 October 2023 |
Who provides estimated number of groups? |
 | 27 October 2023 |
Who load attendance? | Attendance will be automatically load by CTI based on the event list provided by scheduler | 27 October 2023 |
User interaction and design
Out of Scope
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