JORDAN UNIVERSITY COLLEGE

A CONSTITUENT COLLEGE OF ST. AUGUSTINE UNIVERSITY IN TANZANIA

FACULTY OF ARTS AND SOCIAL SCIENCE

DEPARTMENT OF INFORMATION SCIENCE.

PROJECT TITLE

UNIVERSITY SPECIAL EXAMINATION REQUEST PORTAL

SUBMITTED BY

SARA

BSCSS/0000/2021

SUPERVISOR

MR. GICHA.

A PROJECT PROPOSAL SUBMITTED TO THE DEPARTMENT OF INFORMATION

SCIENCE FOR THE STUDY LEADING TO A PROJECT IN PARTIAL
FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF DEGREE OF
BACHELOR OF SCIENCE IN COMPUTER SCIENCE OF JORDAN UNIVERSITY
COLLEGE.

JANUARY, 2025
 TABLE OF CONTENTS

ABBREVIATIONS.........................................................................................................................ii

ABSTRACT...................................................................................................................................iii

CHAPTER ONE: INTRODUCTION..............................................................................................4

1.1. Introduction...........................................................................................................................4

1.2. Project Background..............................................................................................................4

1.3. Statement of the problem......................................................................................................4

1.4. Motivation.............................................................................................................................4

1.5. Objectives of the study.........................................................................................................5

1.5.1. Main Objective..................................................................................................................5

1.5.2. Specific objectives............................................................................................................5

1.6. Research Questions...............................................................................................................5

1.7. Significance of the project....................................................................................................5

1.8. Scope of the project..............................................................................................................6

CHAPTER II: LITERATURE REVIEW........................................................................................7

Review of Current Situation........................................................................................................7

Existing Systems Related to the Project......................................................................................7

CHAPTER III: PROJECT DESIGN & METHODOLOGY...........................................................9

3.1. Methodology and General Work Procedures.......................................................................9

3.2. System Design....................................................................................................................11

3.3. Project Schedule.................................................................................................................16

3.4. Summary and Conclusion...................................................................................................17

REFERENCE................................................................................................................................18

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 ABBREVIATIONS

ICT - Information and Communication Technology

IS - Information Systems

DBMS - Database Management System

SSL - Secure Sockets Layer

TLS - Transport Layer Security

SDK - Software Development Kit

HTML - HyperText Markup Language

CSS - Cascading Style Sheets

JS - JavaScript

PHP - Hypertext Preprocessor

JSON - JavaScript Object Notation

AJAX - Asynchronous JavaScript and XML

REST - Representational State Transfer

SOAP - Simple Object Access Protocol

SQL - Structured Query Language

IDE - Integrated Development Environment

OOP - Object-Oriented Programming

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 ABSTRACT

The University Special Examination Request Portal is a web-based system designed to

streamline the process of submitting, reviewing, and approving special examination requests.
The platform eliminates manual inefficiencies by providing students with an intuitive interface
for submitting requests, attaching required documentation, and tracking application status in real
time. Administrators and faculty can efficiently review and approve requests through automated
workflows and notifications. This system enhances transparency, reduces processing time, and
ensures seamless communication between stakeholders, contributing to improved academic
support and operational efficiency.

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 CHAPTER ONE: INTRODUCTION

1.1. Introduction
The University Special Examination Request Portal is a digital platform developed to simplify
and automate the process of managing special examination requests. It provides students with a
convenient way to submit requests, upload supporting documents, and monitor the approval
process. For administrators, the portal offers efficient tools for reviewing and processing
applications, reducing paperwork and delays. By replacing traditional manual methods, this
system enhances transparency, accuracy, and communication between students and university
staff, ensuring a streamlined and reliable approach to handling special examination needs
(Zouain, 2014).

1.2. Project Background

Managing special examination requests in many universities is often a manual process, involving
paper-based forms and in-person submissions. This approach is time-consuming, prone to errors,
and lacks transparency, causing delays and frustration for both students and administrators. The
University Special Examination Request Portal was conceived to address these challenges by
digitizing the process. By providing an online platform, the system aims to improve efficiency,
ensure accuracy, and enhance communication, aligning with modern institutional needs for better
academic support and service delivery (Warburton & Urma, n.d.).

1.3. Statement of the problem

The current process for handling special examination requests in universities is manual,
inefficient, and prone to errors. Students face delays in submitting requests and tracking their
status, while administrators struggle with paperwork and miscommunication. This lack of a
streamlined system leads to inefficiencies, frustration, and potential academic disruptions,
highlighting the need for a digital solution to manage these requests effectively.

1.4. Motivation
The motivation for developing the University Special Examination Request Portal stems from
the need to modernize and streamline the existing manual process. By providing a digital
platform, we aim to eliminate inefficiencies, reduce errors, and improve the user experience.

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1.5. Objectives of the study
This study addresses the inefficiencies in the current special examination request process by
developing a streamlined digital solution.

1.5.1. Main Objective

To develop a University Special Examination Request Portal

1.5.2. Specific objectives

i. To create an easy-to-use platform for students to submit special examination requests.
ii. To automate the review and approval process for administrators and faculty.
iii. To provide real-time tracking of request status for students.

1.6. Research Questions

i. How can a digital portal improve the efficiency of processing special examination
requests in universities?
ii. How does automating the request approval process affect administrative workload and
response time?
iii. How does providing real-time status tracking enhance communication and satisfaction for
students and administrators?

1.7. Significance of the project

Streamlined Process for Special Examination Requests. The University Special Examination
Request Portal eliminates traditional manual methods, such as paper-based forms and in-person
submissions, reducing delays and inefficiencies (Grassle et al., 2005).

Improved Efficiency and Time-Saving. The portal automates key steps in the request process,
such as submission, approval, and tracking, significantly reducing the time spent by both
students and administrators (Grassle et al., 2005).

Enhanced Transparency and Communication. With real-time tracking and notifications,

students are always informed about the status of their requests. This increases transparency,
reducing uncertainty and the need for follow-up inquiries (Schmidt, 2013).

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1.8. Scope of the project
The scope of the University Special Examination Request Portal includes the development of a
web-based platform for students to submit, track, and manage special examination requests. It
will support administrators in reviewing, approving, and processing these requests efficiently.

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 CHAPTER II: LITERATURE REVIEW
Review of Current Situation.

Currently, the process for handling special examination requests at many universities is still
managed through manual and paper-based systems. Students are required to fill out physical
forms, submit them to the administration office, and wait for approval. This method is often
time-consuming, error-prone, and lacks transparency. Additionally, it results in delays due to
manual data entry, limited tracking options, and communication gaps between students and
administrative staff. The absence of an automated system means the university staff spends a
significant amount of time managing requests, reducing overall efficiency and productivity
(Cha et al., 2019)
.

As universities continue to grow and embrace digital transformation, it becomes crucial to move
from manual processes to a more streamlined, transparent, and efficient digital solution for
handling special examination requests. The development of the University Special
Examination Request Portal is designed to address these issues by automating the entire
process, offering real-time updates, and improving overall communication and administrative
workflows (Valacich & George, n.d.).

Existing Systems Related to the Project.

Student Information Systems (SIS). These systems manage various student-related data,
including course enrollment, grades, and attendance. While SIS platforms sometimes offer
features for handling exam schedules and requests, they are not typically designed to manage
special examination requests specifically. Example: Ellucian – A widely used SIS that helps
universities manage student records but lacks a dedicated system for handling special
examination requests (Sergiienko, 2014).

Learning Management Systems (LMS). LMS platforms like Moodle, Blackboard, or Canvas
are primarily used for delivering educational content, assignments, and grades. Some LMS
systems include features for scheduling exams or assignments, but they do not offer a dedicated
module for special examination requests or approval workflows. Example Moodle – While it

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allows students to submit assignments, it doesn’t provide a comprehensive way to manage
special exam requests (Sergiienko, 2014).

Academic Workflow Management Systems. These systems are designed to automate various
administrative processes, such as course registration, student evaluations, and exam
management. However, they often do not provide a specific module for managing special
examination requests or tracking of requests through various approval stages. Example.
PeopleSoft Campus Solutions – Offers broad administrative management tools for universities
but requires custom solutions for handling special examination requests
(Bryant & O’Hallaron, n.d.)
.

Online Forms and Document Management Systems. Some universities use basic online form
tools (e.g., Google Forms, Microsoft Forms) for students to submit requests for special
examinations. While these tools allow students to submit requests, they lack automation,
approval workflows, and tracking systems that are essential for efficient management. Moreover,
these systems do not integrate with other university systems for a streamlined process. Example.
Google Forms – Simple tool for collecting data but lacks functionality for approval, tracking, and
integration with student records (Stair & Reynolds, n.d.).

Exam Scheduling Systems. These systems are used to schedule regular exams and manage the
exam process. Some platforms, such as ExamSoft or TestVision, handle aspects like exam
creation and scheduling but are not designed to manage requests for special accommodations or
alternative exam arrangements, which often require a unique process for submission, review, and
approval. Example. ExamSoft – Primarily focused on exam creation and management, not on
handling requests for special examinations (System_analysis_and_design_9e_shelly_cas, n.d.).

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 CHAPTER III: PROJECT DESIGN & METHODOLOGY

3.1. Methodology and General Work Procedures

The development of the University Special Examination Request Portal will follow the
Waterfall Methodology, a linear and sequential software development approach. This
methodology ensures a structured progression through clearly defined phases, with each phase
dependent on the completion of the previous one. Below are the key phases and general work
procedures for the project (Stair & Reynolds, n.d.).

Requirements Gathering and Analysis

(Essentials of Systems Analysis and Design, 5th Edition (Joseph Valaci

 Objective: Identify and document the functional and non-functional requirements of the
system.
 Activities:
o Conduct interviews and discussions with university administrators, faculty, and
students to understand their needs.
o Define system features such as request submission, approval workflows,
notifications, and tracking.
o Prepare a detailed Software Requirements Specification (SRS) document.

System Design (Valacich et al., n.d.)

 Objective: Develop the architectural and detailed design of the portal based on the
requirements.
 Activities:
o Design the system architecture, including the database schema and system
components.
o Create wireframes and user interface (UI) mockups for the portal.

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 o Plan the workflow for special examination requests, including roles for students,
administrators, and faculty.
o Finalize the design in a System Design Document (SDD).

Implementation (Development)
(Essentials of Systems Analysis and Design, 5th Edition (Joseph Valacich, Joey

 Objective: Build the portal according to the design specifications.

 Activities:
o Develop the front end using appropriate web technologies (e.g., HTML, CSS,
JavaScript).
o Develop the back end with a robust programming language (e.g., Python, PHP, or
Java) and integrate the database.
o Implement key features such as request submission forms, workflow automation,
notifications, and status tracking.
o Perform initial testing on individual modules during development.

Testing
(SYSTEMS ANALYSIS & DESIGN An Object-Oriented Approach with UML D E N N I S W I X O M T E

 Objective: Verify that the portal meets the requirements and functions as intended.
 Activities:
o Conduct unit testing on individual components to ensure their correctness.
o Perform integration testing to validate the interaction between components.
o Conduct system testing to ensure the portal works as a complete system.
o Test user interfaces and workflows with sample data to simulate real-world
scenarios.
o Perform user acceptance testing (UAT) with feedback from stakeholders.

Deployment (Podeswa, 2010)

 Objective: Launch the portal for live use by the university.

 Activities:

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 o Set up the portal on a university server or cloud platform.
o Provide access credentials to students, administrators, and faculty.
o Ensure the system is stable and operational by monitoring performance post-
launch.

Maintenance and Support (System Design Interviews: A Step by Step Guide, n.d.)

 Objective: Ensure the portal remains functional and meets evolving needs.
 Activities:
o Address bugs or issues reported by users.
o Provide updates and enhancements to improve functionality.
o Ensure compatibility with other university systems and emerging technologies.

3.2. System Design

The system design for the University Special Examination Request Portal provides a
comprehensive blueprint of the portal’s architecture, functionality, user interfaces, and
workflows. This section outlines the system's structure, components, and interactions to ensure
that it meets the functional and non-functional requirements.

System Architecture

The system adopts a three-tier architecture to ensure scalability, modularity, and ease of
maintenance:

1. Presentation Layer (Front-End)

o Responsible for the user interface and user experience.
o Built using technologies like HTML, CSS, and JavaScript (with frameworks such
as React or Angular for interactivity).
o Provides interfaces for:
 Students (to submit requests, track status, and upload supporting
documents).
 Administrators and faculty (to review, approve, or reject requests).

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 2. Business Logic Layer (Back-End)
o Implements the core functionality of the portal.
o Developed using server-side programming languages such as Python
(Django/Flask), PHP (Laravel), or Node.js.
o Handles:
 Request validation and processing.
 Workflow management for approvals.
 Notifications and updates.

3. Data Layer (Database) (Business Information Systems, n.d.):

o Stores all system data, including user information, requests, approval statuses, and
logs.
o Implemented using a relational database management system (RDBMS) like
MySQL, PostgreSQL, or SQL Server.

Functional Components

1. User Management Module:

o Handles authentication and authorization for different user roles (students,
administrators, faculty).
o Manages user profiles and access levels.

2. Request Submission Module:

o Allows students to submit special examination requests by filling out a form and
uploading necessary documents.
o Validates input data before submission.

3. Workflow Management Module:

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 o Automates the request review and approval process.
o Provides role-based workflows:
 Initial review by administrators.
 Approval/rejection by faculty or examination committees.

4. Notification and Communication Module:

o Sends real-time updates to students about the status of their requests.
o Allows administrators to communicate with students for additional information or
clarifications.

5. Tracking and Reporting Module:

o Enables students to monitor the status of their requests.
o Provides administrators with analytics and reports on request volumes, approvals,
and rejections.

Database Design.

The database includes the following key tables:

1. Users Table:
 Stores user details (e.g., name, role, contact information).
 Includes hashed passwords for security.

Fields:

 UserID (Primary Key)

 Name
 Email
 Password
 Role (Student/Admin/Faculty)

2. Requests Table:

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  Tracks special examination requests submitted by students.

Fields:

 RequestID (Primary Key)

 UserID (Foreign Key)
 ExamDetails (Course code, date, etc.)
 ReasonForRequest
 SupportingDocuments (File path)
 Status (Submitted, Under Review, Approved, Rejected)
 SubmissionDate

3. Approvals Table:
 Stores details about request approvals or rejections.

Fields:

 ApprovalID (Primary Key)

 RequestID (Foreign Key)
 ApproverID (Foreign Key)
 ApprovalStatus
 Comments
 ActionDate

Workflow Design

1. Request Submission Workflow:

 Students log in and fill out the special examination request form.
 Requests are validated and saved in the database.
 The system assigns the request to an administrator for initial review.

2. Review and Approval Workflow:

 Administrators review the request for completeness and forward it to the relevant
faculty or examination committee.

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  Faculty/committee reviews the request and decides to approve or reject it.
 The system updates the status and notifies the student.

3. Notification Workflow:
 Automatic notifications are sent to students and staff at each stage (submission,
under review, approved/rejected).

User Interface Design

1. Student Interface:
o Features a dashboard showing pending, approved, and rejected requests.
o Provides forms for submitting new requests.
o Displays real-time status updates and notifications.

2. Administrator Interface:
o Includes tools for reviewing requests, assigning them to faculty, and managing the
approval workflow.
o Generates reports on request statuses and trends.

3. Faculty Interface:
o Displays requests assigned to faculty members for approval.
o Allows faculty to view details, provide comments, and approve or reject requests.

Security Considerations

 Authentication and Authorization: Secure login using encrypted credentials and role-
based access control.
 Data Encryption: All sensitive data, including supporting documents and user
credentials, will be encrypted during storage and transmission.
 Audit Logs: Maintain a log of all actions performed within the system for accountability.

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System Constraints

 The portal will be designed for web access, with support for desktop and mobile
browsers.
 The system requires integration with the university’s existing student database for user
authentication.

3.3. Project Schedule

The schedule outlines the key phases of the project, aligning with the Waterfall Methodology.
Each phase includes detailed tasks, start and end dates, and durations, spanning from 1st
December 2024 to 1st June 2025.

Phase Task Start Date End Date Duration

1. Requirements Conduct stakeholder 1/12/2024 7/12/2024 7 days

Gathering interviews
Document system 8/12/2024 14/12/202 7 days
requirements 4
Approve Software 15/12/2024 16/12/202 2 days
Requirements Specification 4
(SRS)
2. System Design Create system architecture 17/12/2024 23/12/202 7 days
design 4
Develop database schema 24/12/2024 29/12/202 6 days
4

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 Design user interface mockups 30/12/2024 4/1/2025 6 days

Finalize System Design 5/1/2025 7/1/2025 3 days

Document (SDD)
3. Implementation Develop front-end components 8/1/2025 28/1/2025 21 days

Develop back-end components 29/1/2025 18/2/2025 21 days

Integrate front-end and back- 19/2/2025 29/2/2025 11 days

end
Initial internal testing 1/3/2025 7/3/2025 7 days
(modules)
4. Testing Conduct unit testing 8/3/2025 14/3/2025 7 days

Perform integration testing 15/3/2025 21/3/2025 7 days

Conduct system testing 22/3/2025 4/4/2025 14 days

Perform User Acceptance 5/4/2025 15/4/2025 11 days

Testing (UAT)
5. Deployment Set up production environment 16/4/2025 20/4/2025 5 days

Deploy the portal 21/4/2025 22/4/2025 2 days

Train users (students, admins, 23/4/2025 30/4/2025 8 days

faculty)
6. Maintenance Monitor system performance 1/5/2025 15/5/2025 15 days

Address post-deployment 16/5/2025 1/6/2025 16 days

issues

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 3.4. Summary and Conclusion

The University Special Examination Request Portal is designed to address inefficiencies in

the current manual processes by providing a streamlined, automated, and user-friendly digital
solution. Through structured phases of the Waterfall Methodology, the project ensures clear
requirements gathering, robust system design, efficient implementation, and thorough testing.

This system will enhance the submission, tracking, and approval of special examination requests,
benefiting students, administrators, and faculty by saving time, improving transparency, and
reducing errors. The successful deployment of the portal will significantly improve the
university’s examination management processes and overall operational efficiency.

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Software Engineering. Springer International Publishing. https://doi.org/10.1007/978-3-030-
00262-6

Essentials of Systems Analysis and Design, 5th Edition (Joseph Valacich, Joey George, Jeff A.
Hoffer) (z-lib.org). (n.d.).

Grässle, Patrick., Baumann, Henriette., & Baumann, Philippe. (2005). UML 2.0 in action : a project-
based tutorial. PACKT.

Podeswa, Howard. (2010). UML for the IT business analyst : a practical guide to object-oriented
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Schmidt, R. F. (2013). Software Engineering: Architecture-Driven Software Development.

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