Online Msc Application Workflow Management System

1. Sudan University of Science and Technology
College of Graduate study
College Of Computer Science and Information Technology
Msc. Computer Science-Software Engineering track
Online Msc Application Workflow Management
System
Prepared by:
1. Mohamed zeinalabdeen.
2. Omer Salih Dawood.

2. Introduction:
With evolution of information and Technology (ICT) ,become able to do anything at
anywhere and anytime , one important issues that must be taken into account is application
to study master degree ,this issues traditionally faces many like delay of processing
application, the application may me lost and so on, to solve these problems we develop new
system to be online (Online Application Management System).
The key idea of system is that the student enter to the system , fill the forms, and send
application to admission, the admission receive application and process it, after that the
admission send application to college if the application is good ,the college receive the
application and reply to admission ,and after that the admission notify the student.
Benefits of Online applications:
Online applications comprise fully hosted tools that provide great functionality without the
need to install anything on your local PC.
Online applications sometimes go by other names such as Software as a Service (SaaS),
Managed Services and hosted services.
With online applications the functionality and data resides on a server which is accessed
over the internet, so you only need an internet connection and a web browser to utilize
them.
There are a number of other benefits that makes online applications attractive:
 No need for local software: Removing the need for installation, maintenance or hosting
of hardware and software - All you need is an internet connection and a web browser.
 Cost for result: Online Applications provide a very high level of functionality and
flexibility at the price point
 Speed of delivery: Using Online Software is akin to having a tool box of functionality
to select from, there is no need to develop tools from the ground up
 Fully developed solutions allow you to concentrate on best practice and business
objectives, not technology limitations and tricky code writing
 Online management: All aspects of the solution are online; website building,
customizing and member / events / data management
 Fully tested: Online software is already proven and operational, therefore a very low
risk approach
 Shortened implementation cycles: Implementation involves customization not
development, which takes weeks not months.
 Low risk implementation: Changes and updates are considerably easier and less
expensive.

3.  Fully hosted (hosing cost included): Hosting fees for all elements (all sites and
administration facilities) are included in the quote provided.
 Third party license cost included - Use of other technologies such as Microsoft's SQL
Server and IIS are included in the price.
 Software maintenance included - The Online Software is maintained and monitored to
ensure that your site is available for the maximum quantity of time.
 Upgrades included - Online Software is commonly upgraded to reflect new user
requirements. These improvements will be ‘rolled out' to your site as appropriate.
 Ability to ‘self manage' - Online Applications can be managed directly by you, thus
avoiding high maintenance fees and charges.[1]
System Goals:
1. Provide online services for applicants, admission, and college.
2. Reduce delay that happens in traditional system and process.
3. The system can be used from anywhere and anytime.
4. Reduce cost and time that found in traditional system.
System Description:
There are main four users to the system :
1- Applicant (student) :
Who need to apply for master and capable of doing following operation:
 Login to system.
 Fill form and upload the required documents.
 Receive admission Email.
2- Admission:
 Login to system.
 Verify the application.
 Pass application to college.
 receive application from college.
 Send Email o the student.
3- College :
 Login to system.
 View application.
 Decide about application.
 Reply application to college.
4- Administrator :
 Login to the system and manage all users and applications.

4. Tools and Technology :
1- Unified Modeling Language (UML)
UML is a standardized general-purpose modeling language in the field of software
engineering. The standard is managed, and was created by, the Object Management Group.
UML includes a set of graphic notation techniques to create visual models of software-
intensive systems. The Unified Modeling Language (UML) is used to specify, visualize,
modify, construct and document the artifacts of an object-oriented software-intensive
system under development. UML combines techniques from data modeling (entity
relationship diagrams), business modeling (work flows), object modeling, and component
modeling. UML include two major types of diagrams:
1-1 Behavioral diagrams:
Behavior diagrams emphasize what must happen in the system being modeled. Since
behavior diagrams illustrate the behavior of a system, they are used extensively to describe
the functionality of software systems, It includes many diagrams and the following
diagrams few of them:
 Use case diagram: describes the functionality provided by a system in terms of actors,
their goals represented as use cases, and any dependencies among those use cases. The
main purpose of a use case diagram is to show what system functions are performed
for which actor. Roles of the actors in the system can be depicted.
 Sequence diagram: shows how objects communicate with each other in terms of a
sequence of messages. Also indicates the life spans of objects relative to those
messages. Sequence diagrams are sometimes called event diagrams, event scenarios,
and timing diagrams.
 Activity diagrams are graphical representations of workflows of stepwise activities and
actions with support for choice, iteration and concurrency. In the Unified Modeling
Language, activity diagrams can be used to describe the business and operational step-
by-step workflows of components in a system. An activity diagram shows the overall
flow of control.
2-2 Structural Diagrams:
Structure diagrams emphasize the things that must be present in the system being
modeled. Since structure diagrams represent the structure, they are used extensively in
documenting the software architecture of software systems, It includes many diagrams and
the following diagram one of them:
 Class diagram:a class diagram in the Unified Modeling Language (UML) is a type of
static structure diagram that describes the structure of a system by showing the
system's classes, their attributes, operations(or)methods and the relationships between
the classes.[2]

5. 1- Use Case Diagrams :
Student Operations

6. College Operations

7. Admission operations

8. 2- Sequence Diagram:
Login Sequence

9. Student application sequence

10. Application Process sequence

11. System Workflow:
Workflow Diagram

12. 3- Class Diagram :
class online_application
Rejected_reasons
Country
Area - id: int
+ country_name: string
- a_id: int + Reason: String
- country_no: int
+ Area: string
1 0..1
1..*
0..1
Application
- Certificate: int 1
+ CV: string College_Decision
- Personel_statement: string + Decision: String
0..* - id: int
1..* 1..* 0..*
Department User
+ Dept_Name: string - Email: string Role
- Dept_No: int - ID: int - r_id: int
1..* 1..*
+ name: String + Role: string
- User_Type: string
0..*
+ Login() : void
Admission
Student
+ notify student() : void
+ apply for Msc() : void + Receive application() : void
+ Receive admission email() : void + Receive College Decision() : void
+ Send application to College() : void
1
College
+ Process Application() : void 1..*
+ Receive application() : void
+ Reply with Final decision() : void
System Class Diagram

13. 2. Business Process management Tool(BizAgi ):
BizAgi is a Business Process Management solution that supports the management in
process-oriented organizations by allowing the visualization, control, and improvement of
all the processes in real time. Its main application is the management, control, tracking and
analysis of procedures such as processing of insurance claims, approvals of credit requests,
and handling of complaints and reclamations. BizAgi offers immediate results. The
processes are modeled and implemented in an agile way, no matter its complexity, but they
conserve sufficient flexibility, so that they can be easily modified, according to the
changing requirements of the business.
HOW DOES BIZAGI WORK?
BizAgi is a solution developed for the organizations oriented to the optimization,
automation, and management of business processes. They are organizations with a vision of
processes in each of its functional areas, regardless of the amount of areas or departments
involved in the process. Taking into account the agility and flexibility in the optimization,
automation, and management that the organizations in the continuous execution of the
processes currently require.
Users : User is defined as someone who interacts with BizAgi's web application
carrying out activities in processes, or managing business information. Each user has an
account through which he or she is identified in BizAgi. All the properties defined in the
account allow or restrict the interaction with the application.

14. Licenses: BizAgi BPM Suite can be downloaded to use indefinitely without any
obligation. With the Evaluation Version, you will have full access to all the features and
capabilities of our BPM Solution.
Entities This function allows the administration of the Parameter Entities in order to
modify, add or disable records.
Cases :This function allows the user to reassign activities or abort cases. The
administrator SHOULD have a valid e-mail address.
Password Encryption: This function protects the password used by the user to enter
the database by means of the code password option in the administration module of the web
application.
Asynchronous Work Item Retries: When asynchronous task fail, surpassing the
number of retries specified by the user, they are stored in the administration console where
the user can see them and retry them, using the Asynchronous Work Item Retries option.
User Pending Request: When there is a blocked account; the user can request the
administrator to unblock it to be able to login to the web application.
Authentication Log Query: From this option, the administrator can review the log for
authentication events of every user. To access the log, click on the Admin option in the web
application's Main Menu. Then select the Authentication Log Query requests option.
Monitor: In this section of the Web application, the administrator or a user who has
access to this page (for further information go to Authorization) can view the distribution of
cases of each of the system users.
Business Policies: groups of policies, preconditions and decision tables can be
managed and modified from the Web application, when necessary. This procedure is
facilitated by the use of the vocabulary which contains well known business terms. Thus,
the user does not need to understand technical details.
Profiles : From this option, the administrator can add or delete users from the following
items:
Position
Role

15. Skill
User group
Organization
Manage Default Assignation: User In this section of the Web application, the
administrator or a user who has access to this page (for further information go to
Authorization) can select a user for case assignment when none of the assignment rules is
met.
Localization Resources: BizAgi can be displayed in the Work Portal (or User
Interface) in any desired language. It is also possible to define more than one language and
allow the final user to choose which language he/she desires their application to be
displayed.
Analysis Reports: Process and Task Analytics:
BizAgi provides organizations with management indicators that are fully comprehensive
and easy to interpret based on accurate, real time business information, allowing process
owners to make agile flow adjustments and better, more efficient decisions to optimize the
performance of business processes. In order to display accurate information in all the
options in this module, it is necessary to define not only the duration of the tasks, but also
the process estimated duration (and preferably lower and upper limits) in the processes'
properties.
As a tool for continuous processes improvement, BizAgi provides a set of indicators that
show the current status of ongoing cases and activities in the system, Business Activity
Monitoring or BAM, and the performance that the different processes have had, Analytics.
Entering the Analysis Reports menu from the web application, BizAgi provides four
indicator groups:
Process Analytics :
Presents summaries of the cases and activities that are currently closed.
Task Analytics :
Presents information of closed activities that belong to closed cases.

16. Process BAM :
Provides information on the current status of ongoing cases.
Task BAM :
Provides information on the current status of ongoing activities.
Sensor Analytics :
Provides information of the phases (or paths) defined by the user.
Process Analytics :
These indicators present summaries of the cases and activities that are currently closed. The
user can choose to filter by Process or any of the Dimensions previously defined. Process
Analytics is divided into four sections: Cycle Time, Duration Histogram, Process Activity
and Activation Ranking.
Cycle Time :
The chart shows a summary that contains the number of closed cases for the chosen
process, average duration, expected duration, standard deviation and number of cases
completed on time. At the bottom of the screen, there is a time filter that applies to the
termination date of the cases. Completed cases DO NOT include aborted cases. The chart
compares the average time duration against the expected duration. The graph on the right,
Case Status, shows closed cases divided into two groups: On time and overdue.

17. Duration Histogram :
This chart shows how many days closed cases have taken to complete. The vertical dashed
line separates on time cases from overdue cases. The time filter applies to the termination
date of the cases.

18. Process Activity :
This tab shows a summary that contains the number of cases created (Open), the number of
completions (Closed) and the number of aborted cases during the date range selected, along
with an effective value (Effectiveness) obtained from the ratio of closed over created. The
Process Activity chart compares initiated cases, closed cases and aborted cases in the
selected date range. The Trend graph shows the number of activations of the process in the
selected date range.
Activation Ranking :
A bar graph shows all processes ordered by the number of activations each one has had, in
the selected date range .

19. Task Analytics :
This menu presents information of closed activities that belong to closed cases (not
including aborted cases). Activities can be filtered by process version and User dimensions.
It has just one section: Cycle Time. Cycle time Shows the process flow for the selected
process, displaying for each task the number of manual activities completed divided into
two groups: On time and delayed. The two measures are shown by a small pie-chart on the
task. When the task has uncompleted activities the task will show a pie chart with its
information. These activities do not include aborted cases. By clicking on any given task a
small window displays a summary of the relevant measures: Average duration, Expected
duration, (number of activities) Closed on time, (number of activities) Closed overdue and
Cases count (number of cases that successfully passed the task).
At the bottom of the diagram there is a list, hidden by default, that displays all the manual
tasks, indicating for each one the expected duration, average duration, number of activities
closed on time, number of activities closed overdue and total number of cases that went
through. Click on any given task to display the diagram. The columns can be reordered by
dragging each heading.

20. BizAgi also offers the possibility to show the most frequented paths in a specific process.
This option allows the user to identify the bussiness cases in the process that
are more common and make decisions based on these statistics. As an example, we are
going to use the Vacation Leave Request process. The manager of the Human Resources
area should expect that most of the requests are indeed approved. In order to analize that, in
the same Task Analytics option, he should check the option show frequent paths that
appears only if some cases have been closed for this process (not aborted).
Once checked, BizAgi will identify and show the most common paths in the process. It
calculates the percentage of closed cases that went through an specific path among all the
closed cases for the process (not aborted cases). In the example, the user can verify that
80% of the cases have passed through the highlighted path (approved and update payroll
system). The user can deduct from this result that almost all the request for vacations have
been approved (as expected), but there is a problem with the update payroll system because
most of the requests have to be done manually and not through the automatic task.

21. The user can also verify which other paths have been used frequently and get the
percentage of use. BizAgi will highlight each one of the other paths as well. In the image
below, the user can verify that only 10% of the cases were not approved.
Cases Details :
Click on any part of the chart to display a list of all the cases relating to that part. This list
can be exported to Excel by clicking on the link at the bottom of the screen (marked by the
number 3 in the image below).

22. 1. Click on the case number to enter the case.
2. Click in the View column to see the state of case within the process and its trail.
Save Report :
Process Analytics and Task Analytics include a "Save Query" button.
This feature will save queries that will be available on the left panel in the "Analysis
Queries" section for further analysis and decision making.
Saved queries are visible only for the user that creates them. [3]

23. References:
1- www.process2go.com/benefits/Toptenbenefits.pdf.
2- http://en.wikipedia.org/wiki/Unified_Modeling_Language#Modeling.
3- http://wiki.bizagi.com/en/index.php?title=Web_Application.