ITISSES 03-2022-2023

Low-Code Development Platform

Module Output Specifications
ITISSES – Special Enterprise Systems for BSIT/BSIS

Objective: Automate the Process, in less amount of development time, maximizing available enterprise data to reduce the amount of data entry and improve the processing of the transactions with the use
of a low-code development platform
a. Implement the enterprise data sources needed to support the process
b. Implement the enterprise user structures needed to support the process
c. Model the process correctly and completely within the platform
d. Design and Implement appropriate and correct forms, triggers, database connections, routing logic in the platform to automate the process

THE PROCESS

Every trimester and outside of regular enrollments, students may opt to apply for special class for courses that they wanted to take but are either not offered or was dissolved due to insufficient enrollment
count. There are several processes that are involved prior to and during the actual application and enrollment to special class.

SECTION A: PROCESS DESCRIPTION

A. Pre-Special Class
At the start of the trimester, the University Registrar Office’s undergraduate enrollment staff defines the deadlines for special class enrollment. The following details are defined and disseminated to all
the colleges processing special classes.
• Start of Special Class Application submission to the College Academic Assistant (CAP)
• Last Day for Special Class Application submission to the College Academic Assistant (CAP) of the Vice-Dean’s Office
• Last Day for submission to the Registrar’s Office approved special class applications for official enrollment

Any submission beyond the deadlines are not accepted.

B. Application and Processing

Students applying for special class fills-up a special class application form (referred to as application form, see attachment A). The Personal, Academic and Contact Information is provided by students as
well as the details of the special class being applied for (course, units, term, school year, reason for special class) in the application form.

Note: For Process Automation, there may be data that do not need to be encoded anymore as the data is available in existing data sources.

The application form is submitted to the College Academic Assistant of the college the student belongs to depending on his/her degree. The academic assistant is responsible for identifying the following
findings (see below) about the course and the student before the form is given to the Vice-Dean for approval. The academic assistant accesses different system in the university to determine the findings
for each special class application.

Note: There may be some findings that can be automatically generated because of the data is available

a. If the course being applied for cannot be taken by the student course because he/she has not taken pre-requisite courses
b. If the course being applied for is in the curriculum of the student
c. If the course being applied for is a course supposedly in the future trimesters of the curriculum of the student Martin
d. The course is a regular course to be offered in the trimester Nathan
• but no sections were opened
• sections were opened but all sections of the course in the trimester cannot anymore accommodate enrollment
• sections were opened and some sections can still accommodate enrollment, how many slots available
e. If the course is not a regular course to be offered in the trimester Nathan
• sections were opened but all sections of the course in the trimester cannot anymore accommodate enrollment
• sections were opened and some sections can still accommodate enrollment, how many slots available
• no sections were opened, and when the next regular offering of the course
f. If the student is indeed a graduating student, last trimester already or 12 units lefts
g. If the student is indeed a graduating student, more than one trimester left (including this trimester) Carlo

The academic assistant simply indicates her findings about the special class being applied for in a piece of paper (the findings are like ticking a checklist with some items having specific data written, e.g.
how many trimesters left, when the next regular offering of the course). When the application form is sent to the Vice-Dean for approval, the Vice-Dean reviews the findings written in the piece of paper
and decides to approve or disapprove the special class. There are some rules though, that the Vice-Dean uses to automatically reject or approve an application for special class (enumerated below).
Outside of these rules, the Vice-Dean examines the findings written in the piece of paper and decides to approve or not.

a. If the student cannot take the course because he/she has not taken pre-requisite courses, the application for special class is automatically rejected
b. If the course is not in the curriculum of the student, the application for special class is automatically rejected
c. If the student is in his/her last trimester, the application for special class is automatically approved
d. If the course is a regular course to be offered in the trimester and not in future trimesters of the curriculum of the student, the application for special class is automatically approved
e. If the course has sections that are still open and enrollment can still be accommodated, the application is automatically rejected

When the Vice-Dean disapproves an application for special class, the student is informed about the disapproval and the application form is returned to the student.
If the Vice-Dean approves of the application for special class, the application form is sent to the Chair of the department that owns the course.

The Chair identifies the currently active faculty member to appoint to the special class based on the following priority rules:

a. Faculty member who is currently teaching the course in the trimester, gets to be assigned the first priority to be assigned the special class. If there are several faculty members teaching the same
course in the trimester, the faculty more senior based of stay in the university is more priority to be assigned to the special class.
b. Faculty member who is not currently teaching the course in the trimester, but has taught the course for more than three (3) times gets to be the next priority to assign the special class
c. Faculty member who is not currently teaching the course in the trimester, but has taught the course for at least once, get to be assigned the next priority to assign the special class

Disclaimer: The specifications in this case was modified to suit the development elements that needs to be assessed on students implementing process automation using Low-Code Development Platforms. The cases, rules and process
presented in this document do not reflect actual rules, processes and processing performed about Special Class Processing within any academic institution. Revised: May 29, 2023 -1-
ITISSES 03-2022-2023
Low-Code Development Platform
Module Output Specifications
ITISSES – Special Enterprise Systems for BSIT/BSIS

Even with these priority rules, these rules are not compulsory to be used by the Chair of the department. The Chair of the department simply needs to know the faculty member and the state of their
teaching the course to decide who to assign the special class to. The chair can also decide not to assign any faculty member to the special class. If this happens, the chair simply indicates in the
application form that there are no faculty members that can be assigned to the course and disapproves of the application for special class. When the chair disapproves the application for special class,
the student is informed about the disapproval and the application form is returned to the student. If the chair approves of the application for special class and appoints a faculty to the special class, the
application form is sent to the faculty member.

When a faculty member receives an application form, he/she needs to decide first to accept or not accept the special class.
If the faculty member does not accept the special class, the application form is sent back to the chair so that he/she can find another faculty to assign it to. If this second assignment is not accepted by
the faculty member, then the application for special class is auto disapproved citing no faculty members can be assigned to the course. The student is informed of the disapproval and the application
form is returned to the student. If the faculty member decides to accept the special class, he/she identifies the schedule he/she can accommodate the special class.

The student is informed of the decision and the application for special class form is returned to the student.

C. Enrollment to Special Class

Upon receiving an approved application for special class, the student still need to decides to pursue enrollment. There are reasons the student will decide not to purse with the enrollment, these could
be (a) conflict with existing course enrollments, (b) not interested anymore in the special class, or (c) already beyond the deadline for special class enrollment. The reason for not pursuing the special
class is noted in the special class form.

Submitting the application form to the undergraduate enrollment staff means the student decides to pursue enrollment. When the undergraduate enrollment staff received the application form, the
enrollment to the special class is recorded and indicated (if enrolled or not) in the FOR OUR USE ONLY SECTION of the application form. The student is informed about the status of the enrollment.

Process ends here.

Attachment A – Special Class Form

Disclaimer: The specifications in this case was modified to suit the development elements that needs to be assessed on students implementing process automation using Low-Code Development Platforms. The cases, rules and process
presented in this document do not reflect actual rules, processes and processing performed about Special Class Processing within any academic institution. Revised: May 29, 2023 -2-
ITISSES 03-2022-2023
Low-Code Development Platform
Module Output Specifications
ITISSES – Special Enterprise Systems for BSIT/BSIS

SECTION B: AUTOMATION EXPECTATIONS

The use of ProcessMaker is intended to automate the process of Special Class Processing. Aside from automating the process (including routing the work automatically), the following are also expected:
1. Model the special class enrollment process using ProcessMaker BPMN 2.0
2. Participants can check the system for where in the process the tasks he/she is performing is at and the forms that he/she used. This is only possible with the correct implementation of roles and
permissions.
3. Implement automation using ProcessMaker
a. Implement appropriate triggers to extract data that can be extracted and used in the process and its automation
b. Implement appropriate triggers if there are processing like computations and data manipulation that needs to be done
c. Automate the decisions as many as possible as permitted by the process. In this way the efficiency of the process can be improved. If there are decisions that can be automated, then
implement such automatic decisions in the process.
d. Implement the appropriate forms that minimizes data entry by maximizing the data already in databases (both in ProcessMaker and in the PM Tables)
e. Implement the needed variables, Variable names must be meaningful yet optimally short. Variable names that are generic, cannot be intuitively understood will cause the entire code as
a whole not to be given any credit.
f. Implement the correct assignments, routing and steps

4. Implement ProcessMaker Tables (representing enterprise data) that will able to: (https://wiki.processmaker.com/3.0/PM_Tables).
a. STUDENTS store student information beyond what is already recorded in ProcessMaker as a user (e.g. units remaining, graduating, contact information)
b. FACULTY store faculty information beyond what is already recorded in ProcessMaker as a user (e.g. no. of trimesters taught, currently on leave or not)
c. DEGREES store degree information (e.g. degree code, degree name, department managing the degree)
d. CURRICULUM store records of curriculum (e.g. curriculum code, description) and to what degree program and batch (based on the first three digits of the ID Number), the
curriculum is being applied to.
e. CURRCOURSES store records of courses within curriculum (e.g. curriculum code, course code, term and school year the course is to be offered)
f. COURSES store records of courses (e.g. course code, units, description), including the department that owns the course
g. OFFERINGS store course offerings for the term and school year (e.g. the course code, section, max enrollment, no. of enrollment)
h. ENROLLMENTS store student enrollment in courses and section for every the trimester and school year including the grade incurred for the course
i. SPECIALDATES store the current term and school year, deadline details for the special class to be implemented
j. SPECIALCLASS store records of special class applications data, findings, the decisions made to the application and if the application was officially enrolled in.

This is a useful code in creating a record in a PM Table (e.g. PMT_CASE_DOCS) using data from variables in a trigger. The PM Table is CASE_DOCS, but its actual table name in MYSQL is
PMT_CASE_DOCS.

5. Design effective interfaces through forms that preserves the dimensions of quality information of: (a) Completeness, (b) Correctness and Accuracy, (c) Relevance, (d) Accessibility and (e) Presentability
6. Data of the PM Tables are prepared in CSV files by the Registrar’s Office and uploaded to ProcessMaker by the systems administrator, also at the start of the trimester. For your submission, you are
expected to prepare the set of CSV files that the system administrator will be uploading at the start of the trimester. The data should be adequate enough to demonstrate the extent of the process
automation that can be done within the platform. The only PM Table without CSV is #3J since the data in the PM table is coming from the application form. The data in the PM Tables should be
maximized for deciding what can be further automated in the process. (https://wiki.processmaker.com/3.0/PM_Tables)
7. The following users should be created and used in automating the process. This is a useful resource on how to use user information in ProcessMaker in triggers -
https://wiki.processmaker.com/3.2/ProcessMaker_Functions/User_Functions. You can also explore the following tables in the ProcessMaker MySQL Database because you can query these inside
triggers using SQL (users, department).

Username Phone
(using the Position (where the (where
First ID Number department is Address (where the degree is
Name Last Name of the user) Email Address Password indicated) college is indicated) indicated) Groups
Jane Gutierrez 1198823342 [email protected] 12345 Decision Science COB BSBA Student
Artemio Oligario 1187389921 [email protected] 12345 Information Technology CCS BSIT Student
Lemuel Hagibis 1209388221 [email protected] 12345 Decision Science COB BSBA Student
Kyla Delgado 1182738992 [email protected] 12345 Information Technology CCS BSIS Student
Helena Gallardo 1184920124 [email protected] 12345 Information Technology CCS BSIT Student
Gardo Tan 1203957245 [email protected] 12345 Information Technology CCS BSIS Student
Francis Siy 1208573825 [email protected] 12345 Software Technology CCS BSCS Student
Nancy Chu 1205869332 [email protected] 12345 Software Technology CCS BSCS Student
Duane Lim 1186468302 [email protected] 12345 Marketing COB BSMM Student
Sarah Tan 1186279422 [email protected] 12345 Marketing COB BSMM Student
Camilla Yulo 1194772115 [email protected] 12345 Decision Science COB BSBA Student
Manuel Ignacio 1194227618 [email protected] 12345 Information Technology CCS BSIS Student
Teodoro Reyes 1204682636 [email protected] 12345 Software Technology CCS BSCS Student
Ulysses Toledo 1206872034 [email protected] 12345 Information Technology CCS BSIT Student
Rafael Campos 1206000900 [email protected] 12345 Information Technology CCS BSIS Student
Warren Bautista 1190003021 [email protected] 12345 Information Technology CCS Chair
Johnny Honorio 1192003921 [email protected] 12345 Software Technology CCS Chair
Laura Tenorio 1185899233 [email protected] 12345 Decision Science COB Chair
Paul Corpus 1185893023 [email protected] 12345 Marketing COB Chair
Yasi Marcelo 1181111232 Yasi,[email protected] 12345 Information Technology CCS Faculty Member

Disclaimer: The specifications in this case was modified to suit the development elements that needs to be assessed on students implementing process automation using Low-Code Development Platforms. The cases, rules and process
presented in this document do not reflect actual rules, processes and processing performed about Special Class Processing within any academic institution. Revised: May 29, 2023 -3-
ITISSES 03-2022-2023
Low-Code Development Platform
Module Output Specifications
ITISSES – Special Enterprise Systems for BSIT/BSIS

Username Phone
(using the Position (where the (where
First ID Number department is Address (where the degree is
Name Last Name of the user) Email Address Password indicated) college is indicated) indicated) Groups
Berna Araneta 1184339233 [email protected] 12345 Software Technology CCS Faculty Member
Cathy Barron 1192838211 [email protected] 12345 Decision Science COB Faculty Member
Zayne Santos 1182222113 [email protected] 12345 Marketing COB Faculty Member
Abigail Soriano 1200069040 [email protected] 12345 Information Technology CCS Faculty Member
Esther Garcia 1200493022 [email protected] 12345 Software Technology CCS Faculty Member
Ignacio Delgado 1204902221 [email protected] 12345 Decision Science COB Faculty Member
Tammy Uy 1200029392 [email protected] 12345 Marketing COB Faculty Member
Howard Gan 1202455232 [email protected] 12345 Information Technology CCS Faculty Member
Fanny Jacinto 1182377712 [email protected] 12345 Software Technology CCS Faculty Member
Jimmy Manantan 1182332009 [email protected] 12345 Decision Science COB Faculty Member
Danilo Calueg 1180239022 [email protected] 12345 Marketing COB Faculty Member
Ruth Pamintuan 1190002921 [email protected] 12345 Vice-Dean CCS CCS Vice-Dean
Terry Cabazal 1198009322 [email protected] 12345 Vice-Dean COB COB Vice-Dean
Indiana Vergara 1192835892 [email protected] 12345 Vice-Dean CCS CCS Academic Assistant
Oscar Toledo 1203188923 [email protected] 12345 Vice-Dean COB COB Academic Assistant
Epifanio Ignacio 1209094821 [email protected] 12345 Enrollment Unit Registrar Enrollment Staff
Eric Nino 1198390923 [email protected] 12345 Enrollment Unit Registrar Enrollment Staff

Departments
Information Technology Software Technology Decision Science Marketing
Manager: Warren Bautista Manager: Johnny Honorio Manager: Laura Tenorio Manager: Paul Corpus
Members: Yasi Marcelo Members: Berna Araneta Members: Cathy Barron Members: Zayne Santos
Abigail Soriano Esther Garcia Ignacio Delgado Tammy Uy
Howard Gan Fanny Jacinto Jimmy Manantan Danilo Calueg

Vice-Dean CCS Vice-Dean COB Enrollment Unit

Manager: Ruth Pamintuan Manager: Terry Cabazal Manager: Epifanio Ignacio
Members: Indiana Vergara Members: Oscar Toledo Members: Eric Nino

8. Other resources helpful in the implementation of process automation in ProcessMaker

• https://wiki.processmaker.com/index.php/ProcessMaker_Functions#String_Functions
• https://www.w3schools.com/pHp/php_ref_string.asp (String Functions in PHP, PHP is the native language of triggers in ProcessMaker)
• https://wiki.processmaker.com/3.1/Using_Conditions
• https://wiki.processmaker.com/3.2/ProcessMaker_Functions/Unique_ID_Functions
• https://wiki.processmaker.com/3.0/Internal_Functions_and_Classes#Gulliver_Functions

9. Useful Process Maker Tables you can explore using MYSQL Workbench
• group_user containing data about users belonging to groups
• users containing data about users
• groupwf containing data about groups

10. Useful JavaScript codes to control enable and disable of objects within a dynaform

Disclaimer: The specifications in this case was modified to suit the development elements that needs to be assessed on students implementing process automation using Low-Code Development Platforms. The cases, rules and process
presented in this document do not reflect actual rules, processes and processing performed about Special Class Processing within any academic institution. Revised: May 29, 2023 -4-
ITISSES 03-2022-2023
Low-Code Development Platform
Module Output Specifications
ITISSES – Special Enterprise Systems for BSIT/BSIS

Collaboration with Team

1. Collaboration is not always synchronously doing the work (which may be the best collaboration scheme for this project, because by default, there is no single ProcessMaker server)
2. Collaboration is not always parallel doing the work, situations may require that work is done in sequence (which may be the best collaboration scheme for this project, because by default, there
is no single ProcessMaker server)
3. Collaboration would require discipline and time management from each team member

Submission Notice and Warning

1. Non submission of PM Tables with initial contents will invalidate submission, therefore will be considered as no submission of module output.
2. Non submission of complete and correct CSV files will invalidate submission, therefore will be considered as no submission of module output.
3. Non submission of PMX or PMX import has errors will invalidate submission, therefore will be considered as no submission of module output.
4. Submission of module Output is a ZIP File containing all the files expected for submission.
5. The ZIP File must have a filename – LOWCODE-<last names of each member separated by comma>.ZIP
6. The process should be named as SPECIAL-<last name of team leader>. In the description of the process, all the complete names of members (including the leader) must be enumerated.

Submission Contents (ZIP File)

1. PMX containing the automated process
2. PMT containing the PM tables with initial contents
3. Set of CSV files that will be used by the System Administrator at the start of the trimester to upload data to the PM Tables.

Disclaimer: The specifications in this case was modified to suit the development elements that needs to be assessed on students implementing process automation using Low-Code Development Platforms. The cases, rules and process
presented in this document do not reflect actual rules, processes and processing performed about Special Class Processing within any academic institution. Revised: May 29, 2023 -5-