SWSG Information Management System

Advisor: Professor Cullinane

Douglas E. LesavoyDavid E. MagargeeMatthew K. Manzo

Spring R. Rosenblatt

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

Need for the Project

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

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.

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.

Hardware

Database(Data Storage)

DatabaseManagement

System(MySQL)

Writes(Codes)

Operating System(Unix/Linux)

Designs

Software

Hardware

Database(Data Storage)

DatabaseManagement

System(MySQL)

Writes(Codes)

Operating System(Unix/Linux)

Designs

SoftwareEnd User

Design Team

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

Research

Organizations Contacted Girls Inc Big Sister AFC Mentoring Girl Scouts of Lynn

Criteria Mentoring Nonprofit organization Worked with young women/girls

Factor Analysis

 

MSExcel

MSAccess MATS

MentorPro2.0

Raisers Edge

EZCare

Security Y Y Y Y

Focus on Participant Y Y X X X X

Expandable X X Y Y YInternet

Accessible X Y Y Y YReduce

Learning Curve

X

Reduce DataEntry Time Y

Reduce DataMining Time Y

Cost Y X X X X X

No

Inadequate

Yes

Legend

No

Inadequate

Yes

Legend

Proof of Concept

Functional Microsoft Access Relational Database

Add RecordAdd Record

ToolsTools

-Mentor-Participant-Register a User-Chapter-Site-Attendance

-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

-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-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-Teacher Short Answer-Thoughts on Service Learning

-Mentor-Participant-User-Chapter-Site

-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-Mid Year Stats

-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

-Mentor-Participant-Chapter-Site-Parent Survey-Site Fac. Survey-Teacher Grid-Teacher Short-Thoughts-Attendance

Edit RecordEdit Record OutputsOutputs

LogoutLogout

Main MenuMain Menu

LoginLogin

EntityEntity Entity SearchEntity Search Tool SearchTool Search View RecordView RecordReportingReporting

Design: System Flow

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

Design: Homepage

Design: Add Entity

Design: Completed Tool

Design: Behind the Scenes of an Add Page

When the page loads Checks if table in DB exists Creates it if necessary

When the user clicks ‘Submit’

Entries are validated Value in fields are added

to table in DB

Design: Data Validation

Design: Edit Record

Design: Edit Record

Design: Dynamic Drop-Down Menus

Design: Internal Improvement Statistics

6 Possible Search Types Site Grade Chapter Participant # of Years

at SWSG Global Search

(No Filter)

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

Design: View Records

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

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

Queries?