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SWSG Information Management System

SWSG Information Management System. Advisor: Professor Cullinane Douglas E. Lesavoy David E. Magargee Matthew K. Manzo Spring R. Rosenblatt. SWSG Background. Nonprofit Organization 7 Chapters; 33 sites 75 Mentors; 250 Participants Program focuses on: Role models

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SWSG Information Management System

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  1. SWSG Information Management System Advisor: Professor Cullinane Douglas E. Lesavoy David E. Magargee Matthew K. Manzo Spring R. Rosenblatt

  2. SWSG Background • Nonprofit Organization • 7 Chapters; 33 sites • 75 Mentors; 250 Participants • Program focuses on: • Role models • Skill building activities • Community involvement • Developing relationships • Program sustained by grants • Grants based on impact on the community • Collect data in the form of: • Pre and Post Program Quizzes • Participant and Mentor Census Data • Parent/Guardian, Teacher and Site Facilitator Surveys

  3. Need for the Project The absence of information management, inability to access data remotely, and poor data quality slows organizational growth, limits student outreach and restrains internal improvement for SWSG. • Currently use Excel and Word to store data • Over 120 files in nearly 30 folders and hard copies • Redundant • Not validated when entered • No way to limit the number of errors • The staff struggles to extract information • Staff members have non-technical backgrounds • Data is unorganized • Difficult for new staff members to learn the system • High staff and mentor turnover rate • No standard operating procedure • Data is centralized on one computer • High level staff members spend 50% of time on road

  4. Software Software End User Database Database Management Management System System (MySQL) (MySQL) Writes Writes (Codes) (Codes) Design Team Database Database (Data Storage) (Data Storage) Designs Designs Operating System Operating System (Unix/Linux) (Unix/Linux) Hardware Hardware Solution Using a systems approach, design and develop a fully functional, web-based information system (IS). SWSG will interact with the database through an intuitive, easy-to-use, graphic user interface (GUI). The system will provide SWSG a quantitative view of the organization’s performance.

  5. Specifications • Provide depository for all collected data • Generate all currently produced statistics • Accommodate expansion of the organization • Be accessible from any internet connection • Uphold security required for the organization

  6. Research • Organizations Contacted • Girls Inc • Big Sister • AFC Mentoring • Girl Scouts of Lynn • Criteria • Mentoring • Nonprofit organization • Worked with young women/girls

  7. Factor Analysis

  8. Proof of Concept Functional Microsoft Access Relational Database

  9. Design: System Flow Login Logout Main Menu Add Record Edit Record Outputs Entity Tools Entity Search Tool Search Reporting View Record -Mentor -Participant -Register a User -Chapter -Site -Attendance -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short Answer -Thoughts on Service Learning -Mentor -Participant -User -Chapter -Site -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short Answer -Thoughts on Service Learning -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Mid Year Stats -Mentor -Participant -Chapter -Site -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short -Thoughts -Attendance

  10. Design: Login • 3 levels of security • Level 1: Administrator • Full Functionality • Level 2: Staff • Restricted from adding new users • Level 3: Mentors • Further restricted functionality

  11. Design: Homepage

  12. Design: Add Entity

  13. Design: Completed Tool

  14. Design: Behind the Scenes of an Add Page • When the user clicks ‘Submit’ • Entries are validated • Value in fields are addedto table in DB • When the page loads • Checks if table in DB exists • Creates it if necessary

  15. Design: Data Validation

  16. Design: Edit Record

  17. Design: Edit Record

  18. Design: Dynamic Drop-Down Menus

  19. Design: Internal Improvement Statistics • 6 Possible Search Types • Site • Grade • Chapter • Participant • # of Years at SWSG • Global Search (No Filter)

  20. Design: Mid-Year Report • Statistics Produced • Size • Sites • Mentors • Chapters • Participants • Mentor Data • Year in School • Racial Breakdown • Distribution Across Chapters • Participant Data • Grade in School • Racial Breakdown • Pre-test Assessments • Distribution Across Sites • Site Liaison Mid-Year Assessments

  21. Design: View Records

  22. Testing • Recording a Completed Participant Quiz • Past System: 96.4 sec • NU SWSG IMS: 32.9 sec • 65.9% Reduction in Time • Producing Simple Statistics (Mean Score by Quiz) • Past System: 186.0 sec • NU SWSG IMS: 12.0 sec • 93.5% Reduction in Time • Producing Complex Statistics (Mid-Year Report) • Past System: Approx 6 hours • NU SWSG IMS: < 60 sec • 99.7% Reduction in Time

  23. Future Work • Recommend two hosting options • Work with current website host • Hosted by 3rd party (e.g. Yahoo!) • Implementation • Physical delivery of • IS Software • User Manual • Training • Initial Data Entry

  24. Queries?

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