Requirements

1.    System Features

1.1    Online Application and Registration

1.1.1    Description and Priority

This feature allows prospective students to create a new account, fill out their personal and academic information, and submit their application online. It is the core function of the system and is a High priority. Without this feature, the system cannot fulfill its primary purpose.

1.1.2    Stimulus/Response Sequences

1.      Stimulus: User navigates to the registration page.
Response: The system displays the account creation form, including fields for name, email, and password.

2.      Stimulus: User fills out the form and clicks "Register."
Response: The system validates the input, creates a new user account, and sends a verification email to the user.

3.      Stimulus: User logs in for the first time.
Response: The system redirects the user to the application form dashboard.

4.      Stimulus: User completes a section of the application form and clicks "Save."
Response: The system saves the data and updates the progress status on the dashboard.

5.   Stimulus: User attempts to submit the application without completing all required fields.
Response: The system displays an error message, highlighting the missing fields.

1.1.3    Functional Requirements

·        REQ-1: The system shall allow new applicants to register using a valid email address.

·    REQ-2: The system shall send an account activation link to the registered email address.

·        REQ-3: The system shall securely store applicant data, including name, date of birth, and contact information.

·    REQ-4: The system shall provide a progress bar on the dashboard that shows the completion percentage of the application form.

·      REQ-5: The system shall validate all form fields for data type and format before saving or submitting.System Feature 2 (and so on)

1.2    Document Upload and Management

1.2.1   Description and Priority

This feature enables applicants to upload and manage all required documents (e.g., high school transcripts, ID card) directly within the system. It is a High priority, as it is essential for the verification process.

        1.2.2    Stimulus/Response Sequences

6.      Stimulus: Applicant navigates to the document upload section. Response: The system displays a list of required documents with corresponding upload buttons.

7.      Stimulus: Applicant clicks "Upload" and selects a file. Response: The system uploads the file, displays a thumbnail or file name, and shows a status of "Uploaded."

8.      Stimulus: Applicant attempts to upload a file that exceeds the maximum size limit (e.g., 5 MB). Response: The system displays an error message stating the file is too large.

9.      Stimulus: Applicant attempts to upload a file in an unsupported format (e.g., .docx instead of .pdf or .jpg). Response: The system displays an error message stating the file format is not supported.

1.2.3    Functional Requirements

·     REQ-6: The system shall allow applicants to upload documents in PDF, JPEG, and PNG formats.

·       REQ-7: The system shall limit the size of each uploaded file to a maximum of 5 MB.

·       REQ-8: The system shall securely store all uploaded documents on the server.

·     REQ-9: The system shall provide a clear visual indicator showing which documents have been successfully uploaded.

·       REQ-10: The system shall automatically reject any files with unsupported formats and notify the user.

1.3    Online Application and Registration

1.3.1    Description and Priority

This feature handles the processing of application fees through an integrated third-party payment gateway. It is a High priority as fee payment is a prerequisite for application review.

1.3.2    Stimulus/Response Sequences

10.  Stimulus: Applicant navigates to the payment section.Response: The system displays the application fee amount and a "Pay Now" button.

11.  Stimulus: Applicant clicks "Pay Now." Response: The system redirects the user to the secure payment gateway page with pre-filled transaction details.

12.  Stimulus: Applicant completes the payment on the gateway page. Response: The payment gateway sends a callback notification to the system. The system then updates the applicant's payment status from "Pending" to "Paid."

13.  Stimulus: Applicant's payment fails or is canceled. Response: The system receives a failed notification and updates the status to "Payment Failed." It then displays an option to try again.

1.3.3    Functional Requirements

·       REQ-11: The system shall integrate with the selected payment gateway via its API.

·       REQ-12: The system shall securely handle and transmit all transaction data, including amount and a unique transaction ID.

·       REQ-13: The system shall automatically update the applicant's payment status based on real-time feedback from the payment gateway.

·       REQ-14: The system shall display a confirmation page and send a payment receipt email to the applicant upon successful payment.

·       REQ-15: The system shall log all payment transactions, including successful and failed attempts.

2.    Other Nonfunctional Requirements

2.1    Performance Requirements

·       System Response Time: The system must display a new page or process a user action (e.g., submitting a form, loading a dashboard) within 3 seconds under normal load (up to 500 concurrent users). Critical operations, such as completing a payment transaction, should not exceed 5 seconds.

·       Database Queries: All database queries for retrieving applicant data or generating reports must execute within 2 seconds to ensure a responsive experience for both applicants and administrative staff.

·       Scalability: The system's architecture must be scalable to handle an increase in user traffic during peak admission periods. It should support up to 5,000 concurrent users without significant performance degradation.

2.2    Safety Requirements

·       Data Integrity: The system must employ safeguards to prevent data corruption during entry, transmission, and storage. It should automatically validate all form inputs and ensure that critical application data remains unaltered after submission.

·       Disaster Recovery: A comprehensive disaster recovery plan will be implemented. The system must have a backup and restoration process that can recover all data from the last backup within 4 hours of a system-wide failure, ensuring minimal data loss.

·       Safeguards: The system shall prevent irreversible actions, such as deleting an applicant's profile or a committee member's review, without a confirmation prompt and multi-factor authentication for high-privilege accounts.

2.3    Security Requirements

·       Authentication & Authorization: All users must be authenticated using a unique username and a strong, complex password. The system will implement a role-based access control (RBAC) model, ensuring that each user can only access data and functions appropriate for their assigned role (Applicant, Admission Staff, or Administrator).

·       Data Encryption: All sensitive data, including personally identifiable information (PII) and academic records, must be encrypted both in transit (using HTTPS/TLS 1.2 or higher) and at rest (using database encryption).

·       Regulatory Compliance: The system must comply with Indonesia's relevant data privacy regulations, such as the Personal Data Protection Law (UU PDP) No. 27 of 2022.

2.4    Software Quality Attributes

·       Usability: The system will be intuitive and easy to use for all user classes, especially prospective students who may have varying levels of technical expertise. A simple, clean interface and clear, instructional prompts are prioritized.

·       Reliability: The system must have a target uptime of 99.5%, excluding scheduled maintenance. It should be robust enough to handle unexpected errors gracefully and provide users with clear, actionable error messages instead of system failures.

·       Maintainability: The codebase will be well-documented and follow best practices in software design to facilitate future maintenance, bug fixes, and feature additions.

·       Testability: The system will be designed to be easily testable, with a clear separation of concerns to allow for effective unit, integration, and end-to-end testing.

2.5    Business Rules

·       Application Deadline: Applications submitted after the officially announced deadline will not be processed or reviewed. The system shall automatically close the application portal for a given period once the deadline passes.

·       Payment Requirement: An application is not considered complete and will not be reviewed until the application fee has been successfully paid and verified by the system.

·       Review Quorum: A final admission decision (e.g., "Accepted" or "Rejected") can only be made after the application has been reviewed by a minimum of two different members of the Admission Committee.