Ef if a Functional Requirements

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Functional Requirements

Programme UCAS Policy and Communications

Project EFIFA - Effective Feedback to Improve FairAdmissions

Author Neil England

Version No !"

This document has been prepared by the Programme Unit.

This document contains confidential information regarding the functionalrequirements of UCAS for the E!A pro"ect. All information shall remainthe shared property of UCAS and #!SC and the recipient is e$pected to holdthis information in the strictest confidence. %y receipt and revie& of thisdocument you agree to these terms of confidentiality.


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#a$le o% Contents

' (ocument housekeeping....................................................................................................)

* !ntroduction......................................................................................................................... +

*.' %ackground............................................................................................................. +

*.* (ocument Purpose..................................................................................................,

*.) -igh evel Scope.....................................................................................................,

*.+ Assumptions............................................................................................................/

*., 0vervie&................................................................................................................. /

) unctional 1equirements....................................................................................................2

).' 3umber of Users 4 Anticipated (ata 5olatility.........................................................2

).* Accessing The Screen6s7.........................................................................................2

).) Security................................................................................................................... 2

).+ unctionality...........................................................................................................8

'9

)., 1eporting..............................................................................................................'*

)./ !nterfaces..............................................................................................................'*

).2 (ata Cleansing Considerations.............................................................................'*

).8 (ata :igration Considerations..............................................................................'*

+ 0utstanding !ssues...........................................................................................................')

APPE3(!CES........................................................................................................................ '+

Screen Prints..............................................................................................................'+

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&ocument house'ee(ing

Change Control

(ate Author 5ersion Change 1eference16/01/2009 Neil England 0.1 First Draft05/02/2009 Neil England 0.2 Following initial review and

amendments to technicalapproach

0/0!/2009 Neil England 1.0 "eflection of what was delivered

Reviewed by

(ate 3ame Position

#eslie $%rrie &'( liaison and e)pert adviser David *organ &enior &%pplier (lan 'a%ll 'ro+ect *anager,eoff "amshaw 'ro+ect E)ec%tive(ndrea "o-ertson &enior ser*atthew illard #ead Developer

Distribution

3ame Position

Status

This version of the document is< Draft

Location

The location of thisdocument is

For applicants applyin# throu#h $%A& there is a pro#ression throu#h a centralised system,'hich permits three distinct rounds of application for a particular year of entry, up to si( initialchoices )this 'ill be * from +- entry. and, if unsuccessful, follo'ed by further choices in E(traand, finally, choices in %learin#/ 0he pro#ression proides a structure, throu#h 'hich theapplicant can improe performance, in respect of applications to different HEIs and in somecases the same ones, or een sometimes the same course/ For school and colle#e leaers theprocess mi#ht be stron#ly supported by staff in the feeder establishment, 'ho are 'ell placed to

act as a#ents for the applicant/ 0hese factors increase the demand for feedbac! and probablyits efficacy/

8he implication of the a-ove is that the %ni7%e feat%res of the $(& application process co%ldallow a response to feed-ac - an applicant within the same application cycle= allowing anapplicant to tailor and direct s%-se7%ent applications so as to ma)imise the chance of s%ccess.

(s a res%lt of developments at $(&= it is alread possi-le for instit%tions to s%ppl somefeed-ac to %ns%ccessf%l applicants for 2009 entr thro%gh the $(&= $(& and ,88"schemes. 8his has -een achieved - %se of an amended decision with the addition of free te)t=or an instit%tionspecific a--reviation providing details of the feed-ac. 'art of the pro+ect will-e to investigate whether this process co%ld or sho%ld -e f%rther developed.

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)!)&ocument Pur(ose

8he p%rpose of this doc%ment is to>

Define the f%nctional re7%irements of the EF4F( prototpe

Doc%ment formal acceptance of these re7%irements.

)!+,igh e.el Sco(e

)!+! Included in Sco(e

8he a-ilit for each instit%tion/%ser to maintain a data-ase of predefined te)t= eed -

code= which is accessed to provide feed-ac to the (pplicanto 8he data-ase sho%ld -e men% driven - the tpe of %ser and= in the case of AE4s=

instit%tion= fac%lt and co%rse= th%s introd%cing a high level of fle)i-ilit in -oth the

te)t maintenance and s%-se7%ent %seo $onsideration will -e given to the -%l feed of $odes and associated te)t in parallel

with 121 maintenance thro%gh we-lin or similar

8he a-ilit to provide free format te)t as feed-ac to the (pplicant

8he a-ilit for an instit%tion/%ser to provide feed-ac via a com-ination of predefined

and free format te)t

8he a-ilit for an instit%tion/%ser to provide feed-ac at the point of Decision or at a

later date= in response to an (pplicants re7%est for feed-ac or greater feed-aco $onsideration will -e given to the processing of %l Feed-ac in the form of a .csv

file= eed - (pplicant N%m-er

8he a-ilit for an (pplicant to view their decisions and an associated Feed-ac

'rod%ction of doc%mentation to ena-le each instit%tion/%ser to %tilie the prototpe.

)!+!) E/cluded %rom Sco(e ( national set of codes and associated paragraphs

8he a-ilit for an (pplicant to re7%est feed-ac via $(&

8he a-ilit for an (pplicant to re7%est a cop of Feed-ac to (dviser= &chool= $ollege

etc.

'resentation of decisions and associated feed-ac to a $%stomer &ervices nit ;or

similar


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)!0 Assum(tions

8he development will -e carried o%t - a contractor= as s%ita-le reso%rce is not availa-le

from the Digital &ervices developer pool within the timescales re7%ired

8he prototpe will -e developed in *&G# and deploed %sing 8C*$(8

8he prototpe will -e deploed on a server at &8(" ;$(& Disaster "ecover site in

,lo%cester

1. &tatements relating to the 4nstit%tion in general=2. &tatements relating to (## Fac%lties in the instit%tion=. &tatements relating to (## $o%rses in the instit%tion=i.e. no limit on the n%m-er of predefined &tatements selected

4ntersperse an of the predefined &tatements with additional Free 8e)t.

N.. 8he :idealB sit%ation wo%ld -e= for -oth maintenance and calling f%nctions= to offerthe %ser the a-ilit to enter the Fac%lt= e.g. #aw= then onl #aw related Fac%lt and$o%rse statements will -e presented for maintenance or calling. Aowever= it will not-een possi-le to incl%de this level of sophistication in the first release of theprototpe.

3.4.2.2 %ditin$

1. 'ermit editing of te)t on the preview screen followed - K&end Feed-ac to (pplicantK.2. 'ermit the %ser to ret%rn to the $alling screen= where the original com-ination of Free

8e)t and predefined &tatements will -e displaed for ad+%stment.

N.. 4f the ser adds Free 8e)t to the preview screen and then ret%rns to the $allingscreen= their changes will -e lost. 8o preserve preview screen changes is possi-le=however= it will not -een possi-le to incl%de this level of sophistication in the firstrelease of the prototpe.

3.4.2.3 &cenarios

8he (pplication Data-ase will need to accommodate (pplication details= which meet thefollowing scenarios>

(pplicants who have completed the f%ll ccle of application to an instit%tion= with adecision and/or feed-ac

(pplicants who have completed the f%ll ccle of application to a compan= with a

decision and/or feed-ac

(pplicants who have completed a part ccle of application to an instit%tion= with no

decision or feed-ac

(pplicants who have completed a part ccle of application to a compan= with no

decision or feed-ac.

N..1. 8he scenarios o%tlined a-ove are defined at a high level= the details of which will -e-%ilt in a separate doc%ment.

N..2. 8he scenarios need to -e demonstra-le on a laptop at a sers site. 4n addition=

the m%st -e accessi-le and maintaina-le - a ser from their site to a server at&8(" ;$(& Disaster "ecover site in ,lo%cester


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Functional Requirementso Decision

o Feed-ac

(pplicanto "epl

3.4.2.( )orrespondence with the #pplicant

8he flowchart a-ove omits something= which c%rrentl happens in the $(& live sstemand ma -e possi-le to demonstrate= in a similar manner= in the prototpe= -%t is notconsidered essential in the first iteration>henever= the (pplication Data-ase is %pdated with a Decision and/or Feed-ac the(pplicants (pplication sho%ld -e e)amined to see if an email address is present

4f an email address is present= send an email to the (pplicant= containing the Decision

and/or Feed-ac

4f an email address is not present= send a letter to the (pplicants contact address=

containing the Decision and/or Feed-ac.

+!1Re(orting

'erformance analsis will -e re7%ired some time ;8(< after the prototpe is la%nched. 8hisanalsis will cover s%ch things as>

hich instit%tions %se the service

hich other -odies %se the service

hat is their vol%me of %se

hat are their reactions to %sing the sstem

hat is common Feed-ac

Aowever= how and when this reporting will -e prod%ced is still %nder disc%ssion at this time ;1th@an%ar 2009


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0 2utstanding Issues

Issue Action &ate Resol.ed

Some screen te$t does notreflect the latest design of theprocess flo&s.

Update screen te$t accordingly

(etail of issue The action taken to resolve

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APPEN&ICES

Screen Prints

,ome Page

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:aintain Pre-&e%ined Fields - Select ;our Institution

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:aintain Pre-&e%ined Fields - Institution Page

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:aintain Pre-&e%ined Fields - ty(ical :odi%y Screen

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Select A((licant and %rom< Vie3> &ecide> Feed$ac'

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#y(ical Feed$ac' 5%rom the (aragra(hs a.aila$le in the test data$ase6

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Students< Vie3 Feed$ac' - All ;our A((lications

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Students< Vie3 Feed$ac' - Feed$ac' %rom chosen A((lication

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Ef if a Functional Requirements