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Berkeley Academics Information Redesign: Making Administrative Tasks Easier and More Efficient

This project aims to redesign Berkeley Academics' information systems to facilitate growth and expansion, making administrative and communicative tasks easier and more efficient. The project includes a needs assessment, database design, UI design, implementation, and future development plans.

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Berkeley Academics Information Redesign: Making Administrative Tasks Easier and More Efficient

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  1. Berkeley Academics Information Redesign Andrew Iskandar Lulu Guo Advisor: Ray Larson

  2. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  3. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  4. Project Goal • The goal of this project is to redesign the current information systems of Berkeley Academics to facilitate the growth and expansion of the company making administrative and communicative tasks easier and more efficient.

  5. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  6. Background • Berkeley Academics is a non-profit tutoring company in Alameda, CA. Est. 2003 • 3 full time administrative staff • 8-10 college tutors • 30-40 students • Tutoring/Classes/Scholarships • Growing and Expanding • New Location: San Ramon, CA • 4-5 full time staff • 10-15 tutors • 50-60 student

  7. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  8. Problem: E-mail • Synopsis of E-mail • Characters • Admin Staff: Sue, Jeannie • Tutors: Jenny Kim, Esther • Story: E-mail from Jeannie • Sue is sick, Jeannie asks Esther to cover her tutoring duties • Jenny’s student doesn’t come in, did not know about it • Sue scheduled a make-up session for a student, but didn’t tell anyone • Two new sign-ups show up for session, no one knew about it. Asked to be tutored in subject no one could tutor

  9. Problem: Problem Areas • People-Based Information Systems • Admin staff hold information in head • Forgot to propagate/communicate information • Processes are manual • Paper-Based Information Systems • Ad-hoc • Transient/easily lost • Inefficient, slow • Hard to communicate with

  10. Problem: Examples Student Record File Filing Cabinet of Student Records

  11. Problem: Examples Tutor/Student Schedule Student Application

  12. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  13. Needs Assessment • Initial Interviews • Personas • Task Analysis • Scenarios

  14. Needs Assessment: Initial Interviews • Initial Interviews • Gathered business and use case requirements from client • Observed workflow and working environment • Collected sample documents

  15. Needs Assessment: Personas • Personas: • User 1: Scheduler/Administrator - Amy • User 2: Administrator/Tutor – Jane • User 3: Tutor – Stanley

  16. Needs Assessment: Task Analysis • Task Analysis: • Scheduling • Record keeping • Process Applications • Tutoring • Payments

  17. Needs Assessment: Tasks H: High; M: Medium; L: Low (indication of task importance)

  18. Needs Assessment: Scenarios • Scenarios • Scenario 1: Parent submits a paper application • Scenario 2: Student reschedules a session • Scenario 3: Parent comes in to see if they owe money • Scenario 4: Admin checks status of payments • Scenario 5: Tutor prepares to meet a student and finishes session

  19. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  20. Database Design • Berkeley Academics has existing database schema (handled online sign-ups) • Expanded schema for our project • Facilitated integration • No data migration

  21. Database Design: Original

  22. Database Schema: Expanded

  23. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  24. UI Design • Comparative studies • WebCalendar • My Databook • Comdev Event Calendar • Interviewed campus tutoring center administrator WebCalendar My Databook Comdev Event Calendar

  25. UI Design Evolution - 1 • Initial Sketches • Based on the initial interviews • Captured all of the important functionalities and use cases

  26. UI Design Evolution - 2 • Paper Prototype • Allowed a certain level of user interaction • Tested initial task workflow with client

  27. UI Design Evolution - 3 • Low-fidelity Prototype • Incorporated detailed design changes • Tested basic interactivity with client

  28. UI Design Evolution - 4 • High-fidelity Prototype • Based on the feedback of the second round user testing • Tested full functionality of prototype

  29. UI Design Evolution - 5 • Final Prototype • Last round of user testing provided user evaluation and minor look-and-feel suggestions

  30. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  31. Implementation • Web-Based Application • PHP/MySql • PHP Objects • Abstraction layer between DB and application • Eclipse/CVS/PHPEclipse Plugin • CSS/Javascript

  32. Outline • Project Goal • Background • Problem • Needs Assessment • Database Design • UI Design • Implementation • Demo • Future Development • Conclusion

  33. Demo • 4 Representative Tasks • Assigning a new student • Rescheduling a student • Student Note Review • Payment Summary

  34. Demo: Assign

  35. Demo: Assign

  36. Demo: Assign

  37. Demo: Assign

  38. Demo: Assign

  39. Demo: Reschedule

  40. Demo: Reschedule

  41. Demo: Reschedule

  42. Demo: Reschedule

  43. Demo: Reschedule

  44. Demo: Reschedule

  45. Demo: Student Notes

  46. Demo: Student Notes

  47. Demo: Student Notes

  48. Demo: Student Notes

  49. Demo: Student Notes

  50. Demo: Student Notes

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