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Student Feedback System at University Technology Malaysia (UTM)

Prepared by:

1. Lim Jing Yong A22EC0182
2. Marcus Joey Sayner A22EC0193
3. Soh Han Wei A22EC0273
4. Lee Soon Der A22EC0065
5. Yong Wern Jie A22EC0121

Table of Contents

No.	Content
1.	Executive Summary
2.	Background
3.	Objectives
4.	Scope
5.	Software Process Model
6.	Budget
7.	System Architecture
8.	Risk Assessment
9.	Resources
10.	Technical Specifications
11.	Timeline and Deliverables
12.	Conclusion

1. Executive Summary

• The goal of this proposal is to enhance the current student feedback system at our university to improve the overall learning experience for our students. The current system has limitations in terms of response rates and the quality of feedback that instructors receive. To address these issues, we propose implementing new methods for collecting feedback, such as online surveys and in-class polling, as well as better tools for analyzing and reporting the data collected.

• In addition to these improvements, the project aims to ensure that the enhanced feedback system is designed with accessibility in mind. This includes designing surveys and polling tools that are easy to use and understand for all students, regardless of their backgrounds or abilities. By achieving these objectives, the project seeks to improve the overall learning experience for our students, enhance the quality of teaching at our university, and promote inclusivity and accessibility in the feedback process.

• The expected outcomes of an enhanced feedback system include improved feedback for instructors, better learning experiences for students, and a more accurate representation of the student experience at our university. Our proposal is based on research studies and case examples from other universities that have successfully implemented similar improvements to their feedback systems.

• Potential concerns around the cost and feasibility of implementing the changes have been addressed in the proposal, with a detailed implementation plan outlining timelines and milestones for each step of the process. We believe that this proposal has the potential to greatly enhance the student feedback system at our university and improve the overall learning experience for our students.

2. Background:

• The student feedback management system is an important component of any higher education institution's efforts to continually improve the quality of education and the overall student experience. Our stakeholders are the students, lecturers and the stuff of academic office. Currently, our institution lacks an effective system for collecting, analyzing, and acting on student feedback.We think that the existing feedback system is lacks consistency and confused to use, making it difficult for students to give feedbacks and sometimes the questions provided are confused. This results in missed opportunities for the lecturers to enhance teaching and learning outcomes and improving the overall student experience.The students will not have a chance to express their opinions and the quality of education will not improved.
• Our proposed student feedback management system aims to address these challenges by introducing a comprehensive, automated system that collects and analyzes feedback from students on a regular basis. We hope to collect students'feedbacks about the lecturers,teaching methods or the environment issues about the faculty of computing. The proposed system leverages modern technology and best practices in data analytics to deliver a user-friendly interface that enables students to provide feedback easily and effectively. The system will provide real-time feedback analysis and reporting to faculty and administrators.
• Key features of the proposed system include automated feedback collection, personalized dashboards for faculty and students, trend analysis and data visualization, and data-driven decision making. The system will enable faculty to receive timely and actionable feedback on their teaching from the students, allowing them to make adjustments to their instructional strategies and improve student outcomes. Administrators will have access to real-time data analysis and visualization tools, enabling them to identify areas for improvement and implement evidence-based changes.
• The proposed student feedback management system has the potential to significantly improve the quality of education and the overall student experience in faculty of computing of UTM. By providing a comprehensive, automated system for collecting and analyzing feedback, the proposed system will enable us to identify areas for improvement and take action immediately. Additionally, the system will provide valuable insights and analytics that can be used to make data-driven decisions to improve student outcomes. Overall, the proposed system has the potential to improve our competitive edge in attracting and retaining students of faculty of computing in UTM.

3. Objectives:

• The objectives section should clearly state the goals and objectives of the software project. It should describe the intended outcomes of the software and how it will address the problem it aims to solve.
• Objectives should be specific, measurable, achievable, relevant, and time-bound (SMART).

Objective 1:
Improve the quality of education One of the primary objectives of implementing a student feedback system in University Technology Malaysia (UTM) is to improve the quality of education. The feedback provided by students can help the faculty and administration identify areas where improvements can be made. This, in turn, can lead to better teaching methods, course materials, and assessments.

Objective 2:
Enhance student engagement A student feedback system can also help to enhance student engagement in the learning process. When students feel that their feedback is being heard and taken seriously, they are more likely to feel invested in their education. This can lead to increased motivation and better academic outcomes.

Objective 3:
Provide a platform for continuous improvement A student feedback system can also serve as a platform for continuous improvement. By collecting feedback regularly, UTM can identify trends and make adjustments as needed. This can help to ensure that the university is meeting the needs of its students and providing the best possible educational experience.

Objective 4:
Foster transparency and communication Implementing a student feedback system can also foster transparency and communication between students, faculty, and administration. When students have a platform to voice their concerns and suggestions, it can help to build trust and improve the overall culture of the university.

Objective 5:
Support accreditation and compliance efforts Finally, implementing a student feedback system can support UTM's efforts to maintain accreditation and compliance with relevant regulations. Many accrediting bodies require universities to collect and use student feedback to inform decision-making and improve educational outcomes. A robust student feedback system can help UTM meet these requirements and maintain its status as a top-tier institution.

4. Scope:

The scope of the project includes the enhancement of the current student feedback system at our university. This includes:

1) Assessing the current system

• This involves reviewing the existing student feedback system to identify its strengths, weaknesses, and limitations. This may include analyzing response rates, evaluating the quality of feedback received by instructors, and identifying any technical or logistical issues that may be hindering the effectiveness of the current system.

2) Identifying best practices

• This involves researching best practices from other universities and educational institutions that have successfully implemented similar improvements to their feedback systems. This may include looking at case studies, attending conferences or workshops, and consulting with experts in the field.

3) Developing new methods for collecting feedback

• This involves implementing new methods for collecting feedback that are designed to increase response rates and improve the quality and quantity of feedback that instructors receive. This may include using online surveys, in-class polling, or other methods that are more convenient and accessible for students.

4) Providing better tools for analyzing and reporting data

• This involves developing better tools for analyzing and reporting the data collected through the feedback system to provide more accurate and comprehensive data on the student experience at our university. This may include using data visualization tools, developing more sophisticated analytics capabilities, and providing instructors with more detailed reports on their teaching performance.

5) Implementing the enhanced system

• This involves rolling out the enhanced feedback system in a phased approach, with testing and evaluation at each stage to ensure that the system is working as intended. This may involve piloting the new system in a small number of classes before rolling it out university-wide, or testing different survey questions or polling methods to see what works best.

6) Ensuring accessibility

• This involves designing surveys and polling tools that are easy to use and understand for all students, regardless of their backgrounds or abilities. This may involve providing alternative formats or accommodations for students with disabilities, or using plain language and simple formatting to make the survey questions more accessible to non-native speakers.

5. Software Process Model:

The goal of the software process model for the Student Feedback Management System is to provide a structured and systematic approach to software development that ensures a high-quality, user-friendly, and reliable system that can meet the needs of the stakeholders. It defines the processes, activities, and tasks required to develop the software, from requirements gathering to testing, deployment, and maintenance.

For the proposed Student Feedback Management System, the Agile methodology is an ideal software process model. This model allows for flexibility and responsiveness to stakeholder feedback while ensuring timely delivery of a functional feedback management system. It provides a framework for managing project risks and ensuring that quality and performance are maintained throughout the development process.



The Agile software process model involves the following phases:

• Project Initiation: This phase involves defining the project scope, objectives, and stakeholders. The activities include creating a project vision, identifying the user personas and user stories, and outlining the project requirements. The duration of this phase is two weeks, and the project manager is responsible for overseeing the activities.
• Planning: In this phase, the development team plans for the upcoming sprint. The activities include breaking down the user stories into smaller tasks, estimating the time needed for each task, and deciding what can be achieved within the sprint. The duration of this phase is two weeks, and the development team lead is responsible for overseeing the activities.
• : This phase involves coding, testing, and integration of the features developed. The activities include coding, testing, and documentation. The duration of this phase is four weeks, and the development team lead is responsible for overseeing the activities.
• Review: In this phase, the development team presents the completed features to the product owner and stakeholders for review. The activities include demoing the completed features, gathering feedback, and planning for the next phase. The duration of this phase is two weeks, and the project manager is responsible for overseeing the activities.
• Retrospective: This phase involves reviewing the sprint process and identifying areas for improvement. The activities include discussing what went well and what didn't, identifying the root causes of problems, and planning for the next phase. The duration of this phase is two weeks, and the project manager is responsible for overseeing the activities.



The testing methodologies for this project include functional, usability, and performance testing. Project management practices will include daily stand-up meetings, sprint planning, and retrospectives. Quality assurance processes will include code reviews, automated testing, and user acceptance testing.

In conclusion, the Agile software process model is an ideal choice for the proposed Student Feedback Management System. Its flexible and iterative approach, combined with effective project management practices and quality assurance processes, will ensure the timely delivery of a high-quality and user-friendly feedback management system.

Phase Detail:

Phase	Tasks	Person In-Charge	Duration	Progress
Phase 1: Project Initiation	Defining the project scope, objectives, and stakeholders.Create a plan for the project and collect the requirements.	Project Manager	2 weeks	Complete
Phase 2: Design and Planning	Design user interface, prototypes, user journey maps, wireframes and divide the tasks	Design Contributor	2 week	Incomplete
Phase 3: Execution adn Implementation	Coding, testing, and integration of the features developed	Software Developer	4 weeks	Incomplete
Phase 4: Review	Demoing the completed features, presenting to the stakeholders and gathering feedback	Development Team	2 weeks	Incomplete
Phase 5: Restrospective	Discussing what went well and what didn't, identifying the root causes of problems and planning to solve the problems	Project manager, software developer and assistant	2 weeks	Incomplete
Phase 6: Maintenance	Maintain Feedback System and create maintenance planning	Project manager and quality assurance tester	2 weeks	Incomplete

6. Budget:

• Software Developments - RM20000

  We are expected to spend around RM20000 on software development. This budget would cover the cost of developing a basic system with limited features. We would be utilizing open-source technologies or existing software frameworks to reduce development costs.

• Hardware Requirements - RM4000

  Our hardware requirements can range from RM4000. This budget would cover the cost of renting or purchasing basic server equipment to run the system. We will also opt for cloud-based services that offer scalable hardware resources.

• Personnel Costs - RM40000

  Personnel costs with a minimal budget would range from RM40000. This budget would cover the cost of hiring developers, designers, and testers on a part-time basis. We also will consider hiring student interns or utilizing volunteers for our system.

• Testing Expenses - RM4000

  Testing expenses with a minimal budget can range from RM4000. This budget would cover the cost of hiring testers or using automated testing tools. We will also use user testing and feedback to identify and fix issues with the system.

• Contingency Funds - RM6000

  Our funds for unexpected events will be ranging around RM6000, which is 10% to 20% of the total expenses. This amount will be set aside for any unforseen expenses that may arise during development process.

7. System Architecture:

The proposed system architecture for a student feedback system in University Technology Malaysia (UTM) can be designed as follows:

Authentication and Security Module:
The authentication and security module will be responsible for ensuring that only authorized users can access the system. It will use secure authentication protocols and data encryption techniques to protect the sensitive information collected from students. This module will ensure that the feedback system is secure, confidential, and compliant with data privacy regulations.

Front-end Interface:
The front-end interface will be the part of the system that the students will interact with. It will be a user-friendly interface that allows students to provide feedback on various aspects of their learning experience, including instructors, courses, and facilities. The interface will be accessible through a web-based platform, making it easy for students to provide feedback from anywhere, at any time.

Back-end Server:
The back-end server will be responsible for storing and processing the feedback data collected from students. It will be designed to handle large volumes of data and provide secure storage and retrieval of data. The server will use a database management system to manage and store the feedback data collected.

Data Processing and Analysis Module:
The data processing and analysis module will be responsible for analyzing the feedback data collected from students. It will use data analysis techniques such as sentiment analysis, clustering, and visualization to identify patterns and trends in the feedback data. This module will help the university administration to make informed decisions about improving the quality of education and student experience.

Reporting Module:
The reporting module will be responsible for generating reports based on the feedback data collected. These reports will be designed to provide insights into the strengths and weaknesses of the educational system at UTM, as well as the needs and preferences of the students. These reports can be used by the faculty and administration to make data-driven decisions to improve the quality of education and the student experience.

Integration Module:
The integration module will allow for the integration of the feedback system with other systems and applications used at UTM, such as the Learning Management System (LMS). This will enable the system to access relevant student data and provide a more comprehensive analysis of the feedback data collected. The integration module will also enable the system to send alerts and notifications to relevant stakeholders, such as instructors and administrators, based on the feedback data collected.

Overall, the proposed system architecture will be designed to be scalable, secure, and user-friendly, enabling the university to collect and analyze feedback data from students to improve the quality of education and the student experience at UTM.

8. Risks Assessment:

• Technical Challenges

  Developing a student feedback system requires technical expertise in software development, database management, and user interface design. Some of the technical challenges that we may encounter include scalability issues, security vulnerabilities, and system compatibility with different devices and browsers. It is essential to hire a skilled development team with experience in developing similar systems to mitigate these risks.

• Resources Constraints

  Developing a student feedback system requires significant resources, including personnel, hardware, software, and testing. With a limited budget, we may face resource constraints that could impact the quality and functionality of the system. To mitigate these risks, we will be prioritizing the essential features and functionalities of the system and allocate our resources accordingly.

• Changing Project Requirements

  Project requirements can change due to various factors, including changing user needs, shifting priorities, and evolving technology. These changes can impact the project timeline, budget, and functionality of the system. To mitigate this risk, we will be conducting regular reviews of the project requirements and involve stakeholders in the decision-making process. Additionally, we maintain open communication with the development team to address any changes promptly.

• Data Privacy and Security

  A student feedback system collects and stores sensitive information about students, faculty, and staff. It is crucial to ensure that the system adheres to data privacy regulations and security best practices to prevent data breaches or unauthorized access. To mitigate this risk, we will conduct regular security audits, implement access control measures, and encrypt sensitive data.

• User Adoption

  The success of a student feedback system depends on the user adoption rate. If students and faculty do not use the system, the feedback collected will not be representative of the entire student body or faculty. To mitigate this risk, we will conduct user testing, involve stakeholders in the design process, and provide adequate training and support to users.

9. Resources:

Resources required will be split into 4 parts and given details:

1. Staff
• Project Manager : Yong Wern Jie
• Software Developer : Marcus Joey Sayner
• Documentation Specialist : Lim Jing Yong
• Requirement Analyst : Soh Han Wei
• User Experience Designer : Lee Soon Der
2. Equipment
• Computers / Workstation -- Development of the feedback system
• Server -- To host the feedback system
• Backup System -- Ensure feedback data is not lost in case of hardware failure
• Security measures -- Protect data from unauthorized access / virus attack
3. Software
• Data Collection Site : Google Form
• Data Processing & Visualisation : R Programming
• Web Development Software : BootStrap Studio
• Database Management : SQLAlchemy
• Project Management : Github
4. Other Expenses
• Marketing and Promotion Cost
• Operational Cost
• Legal Fees
• Employee Costs
• Infrastructure Costs

10. Technical Specifications:

Task	Software
Web Development	Bootstrap Studio
Propotyping	Figma
Data Source	ePPP System
Data Schema	Draw.io
Programming Languages	HTML, CSS
Libraries	Bootstrap
Database Management	PHPMyAdmin & XAMPP
Hardware Requirements	RAM : > 8GB, Storage : > 100GB, Display : 1920x1080
Software Requirements	Operating System : Windows 11, IDE : Visual Studio Code, Web Server : Google, Version Control : Git

• Data Sources

  The student feedback system will collect feedback data from online surveys (Google Form) only, and the data will be stored in a database management system. The data schema will be designed to capture various data points, including demographic information, course information, feedback ratings, and open-ended comments. The schema will be flexible to accommodate future changes in data requirements.

• Data Transformations

  Software R Programming will be used to preprocess and clean data before analysis. Techniques such as data imputation and normalization will be applied to handle missing data and ensure consistency.

• Data Visualization Tools

  Data visualization tools which is also R programming, will be used to present feedback data in interactive and meaningful ways. Dashboards will be created to provide real-time feedback to students and faculty.

• Programming Languages, Frameworks, and Libraries

  The system will be developed using C++ as the main programming language. Flask will be used as the web framework, and SQLAlchemy will be used for database management. Libraries such as Scikit-learn and NLTK will be used for machine learning and natural language processing.

• Hardware and Software Requirements

  The system will require a server with a minimum of 4 GB RAM and 100 GB storage. The system will be hosted on Amazon Web Services (AWS) and will use a MySQL database.

• Data Security Measures

  The system will implement various data security measures, including access control, encryption, and regular security audits. Access to the system will be restricted to authorized personnel, and sensitive data will be encrypted both in transit and at rest. Regular security audits will be conducted to identify and address potential security vulnerabilities.

11. Timeline and Deliverables:

• Month 1-2: Project Planning and Design

• Milestone 1: Project plan and system design completed (Deadline: end of Month 2)

• Deliverables: Project plan, system architecture diagram, wireframes, and mockups
• Expected time frame: 2 months
• Resources required: Project manager, software developers, UI/UX designers

• Month 3-6: System Development

• Milestone 2: Core functionality of the student feedback system developed (Deadline: end of Month 6)

• Deliverables: Login/registration system, dashboard, feedback forms, and data management system
• Expected time frame: 4 months
• Resources required: Software developers, database administrators

• Month 7-9: System Testing and Quality Assurance

• Milestone 3: System testing and quality assurance completed (Deadline: end of Month 9)

• Deliverables: User acceptance testing (UAT) report, quality assurance (QA) report, and bug fixes
• Expected time frame: 3 months
• Resources required: Quality assurance team, software developers

• Month 10-11: User Acceptance Testing and Deployment

• Milestone 4: User acceptance testing completed and system deployed (Deadline: end of Month 11)

• Deliverables: User acceptance testing (UAT) report, system deployment, and user manual
• Expected time frame: 2 months
• Resources required: Quality assurance team, software developers, project manager

• Month 12: Project Closure and Handover

• Milestone 5: Project closed and system handed over to the university (Deadline: end of Month 12)

• Deliverables: Final project report, source code, and system documentation
• Expected time frame: 1 month
• Resources required: Project manager, software developers, documentation team

Quality Assurance and Testing Procedures:

To ensure the quality and reliability of the student feedback system, we will follow the following testing and quality assurance procedures:

• Unit testing: We will test individual components of the system to ensure they work as expected.
• Integration testing: We will test how the components of the system work together to ensure they are integrated properly.
• System testing: We will test the entire system to ensure it meets the requirements and functions correctly.
• User acceptance testing: We will involve the users (students and faculty) to test the system and provide feedback on its usability and functionality.
• Quality assurance: We will ensure that the system meets quality standards by conducting regular reviews and audits, and by fixing any defects or issues that arise during testing.

12. Conclusion:

In conclusion, the proposed project aims to enhance the current student feedback system at our university by implementing new methods for collecting feedback, providing better tools for analyzing and reporting data, and ensuring accessibility for all students. The objectives of the project are to improve the quality and quantity of feedback that instructors receive, to provide more accurate and comprehensive data on the student experience at our university, and to promote inclusivity and accessibility in the feedback process. The scope of the project includes assessing the current system, identifying best practices, developing new methods for collecting feedback, providing better tools for analyzing and reporting data, ensuring accessibility, implementing the enhanced system, and providing training and support for instructors and students.

By achieving these objectives, the project seeks to improve the overall learning experience for our students, enhance the quality of teaching at our university, and promote inclusivity and accessibility in the feedback process. The enhanced feedback system will provide instructors with more accurate and comprehensive data on their teaching performance, which will enable them to make more informed decisions about their teaching practices. It will also provide students with a more effective way to provide feedback on their learning experience, which will help to improve the quality of education at our university.

In summary, the proposed project is an important step towards improving the quality of education and the overall learning experience for our students. We are confident that the enhanced feedback system will be a valuable tool for instructors and students alike, and we look forward to working with all stakeholders to ensure the successful implementation of this project.

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