# BIG VOICE STUDENT INFORMATION SYSTEM (BV-SIS)
## Phase 1 — Enterprise System Overview

**Document Version:** 1.0  
**Date:** 8 July 2026  
**Status:** Analysis & Master Specification (No Code)  
**Source:** Client Business Requirements Document (`system architecture.txt`)  
**Powered By:** BIG VOICE TECHNOLOGIES

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## 1. Executive Summary

The Big Voice Student Information System (BV-SIS) is an enterprise-grade modernization of the client's legacy Java-based Student Information System. The new system will be built as a modern web application while **preserving 100% of the client's existing business workflow, navigation hierarchy, module order, and feature set**.

The objective is not redesign — it is **recognizable modernization**: every module, menu, submenu, and business process the client uses today will remain in the same place and follow the same sequence, but each feature will be dramatically expanded with enterprise capabilities, improved UX, analytics, automation, security, and mobile access.

---

## 2. System Vision

| Dimension | Vision |
|-----------|--------|
| **Primary Goal** | Single source of truth for student lifecycle — from institution setup through admission, registration, finance, examination, and graduation |
| **User Experience** | Familiar navigation with modern, responsive, accessible interfaces |
| **Data Integrity** | Normalized relational database with audit trails, soft deletes, and referential integrity |
| **Integration** | REST API-first architecture for future mobile apps, portals, and third-party systems |
| **Communication** | Africa's Talking SMS integration; email notifications throughout workflows |
| **Compliance** | Role-based access control, audit logging, document management, and financial clearance gates |

---

## 3. Guiding Principles

1. **Preserve Business Flow** — Navigation and workflow order from the BRD is authoritative.
2. **Never Remove Features** — Every existing feature is retained and expanded.
3. **Modernize, Don't Replace** — Improve screens, search, reports, dashboards, and relationships.
4. **Enterprise by Default** — Audit history, permissions, notifications, and analytics on every module.
5. **API-Ready** — All features planned with future REST endpoints.
6. **Mobile-Responsive** — Every screen usable on tablet and phone.

---

## 4. Main Navigation (Authoritative Order)

The following 13 top-level modules appear in the client's MAIN NAVIGATION and define the system structure:

| # | Module | BRD Detail Level |
|---|--------|------------------|
| 1 | Institution Setup | Full specification |
| 2 | Course Management | Full specification |
| 3 | Student Admission | Full specification |
| 4 | Student Finance | Full specification |
| 5 | Student Registration | Full specification |
| 6 | Online Registration | Navigation + cross-references |
| 7 | Examination | Navigation + inferred enterprise spec |
| 8 | Examination Configuration | Navigation + inferred enterprise spec |
| 9 | Examination Marking | Navigation + inferred enterprise spec |
| 10 | Management Reports | Navigation + inferred enterprise spec |
| 11 | BulkSMS and Email | Full specification (SMS) |
| 12 | System Maintenance | Navigation + inferred enterprise spec |
| 13 | Student Identity Cards | Full specification |

---

## 5. Module Summaries

### 5.1 Institution Setup
Foundation module establishing the institutional hierarchy: institution identity, campuses, faculties, areas of study, programmes, tracks, programme structures, academic paths, sessions, study plan periods, academic intakes, and module dashboard.

### 5.2 Course Management
Catalogue of courses with credit hours, pass marks, faculty assignment, programme linkage, prerequisites, and course manager assignments.

### 5.3 Student Admission
End-to-end admission pipeline: settings, entry requirements, template letters, application data entry, registration fees, and multiple admission form templates.

### 5.4 Student Finance
Comprehensive fee management: fee setup, course fees, invoicing, minimum payments, receipts, student clearance, and result release gates tied to financial standing.

### 5.5 Student Registration
Core student lifecycle: computer number generation, student ID updates, full registration/admission forms, online registration request approval, program switching, status tracking, offences, course enrollment, statistics, custom reports, and class lists.

### 5.6 Online Registration
Student-facing self-service registration portal (complements Online Registration Requests under Student Registration admin workflow).

### 5.7–5.9 Examination Suite
Examination administration, configuration (grading schemes, exam types), and marking/result processing — integrated with Student Finance result release gates.

### 5.10 Management Reports
Cross-module reporting and analytics for institutional leadership.

### 5.11 BulkSMS and Email
Bulk and individual SMS via Africa's Talking API; student group management; program-based targeting; email companion channel.

### 5.12 System Maintenance
User management, system configuration, backups, logs, and platform health.

### 5.13 Student Identity Cards
Student ID card capture, generation, and management.

---

## 6. Stakeholders & User Types

| Stakeholder | Primary Modules |
|-------------|-----------------|
| System Administrator | All modules; System Maintenance |
| Institution Registrar | Institution Setup, Student Registration, Admission |
| Admissions Officer | Student Admission, Online Registration |
| Finance Officer | Student Finance |
| Academic Officer / Dean | Course Management, Examination |
| Lecturer / Course Manager | Course Management, Examination Marking |
| Examinations Officer | Examination, Examination Configuration, Examination Marking |
| Communications Officer | BulkSMS and Email |
| Student | Online Registration, Student Portal (future) |
| Management / Leadership | Dashboards, Management Reports |

---

## 7. Student Lifecycle Flow (Preserved Workflow)

```
Institution Setup → Course Management → Student Admission → Student Finance Setup
        ↓
Application Data Entry → Admission Approval → Registration Fees → Student Registration
        ↓
Course Enrollment → Semester Registration → Examination → Results
        ↓
Finance Clearance → Result Release → Student Identity Card → Graduation
```

This flow mirrors the client's operational sequence and must remain familiar.

---

## 8. Cross-Cutting Enterprise Capabilities

Every module will include (where applicable):

- **Advanced Search & Filters** — Multi-criteria, saved filters, full-text search
- **Audit History** — Who changed what, when, from where
- **Activity Timeline** — Chronological event log per record
- **Attachments & Documents** — Upload, categorize, version, preview
- **Export/Import** — CSV, Excel, PDF; bulk import with validation
- **Notifications** — In-app, email, SMS triggers
- **Dashboards & KPIs** — Module-specific widgets and charts
- **RBAC Permissions** — View, Create, Edit, Delete, Approve, Reject, Print, Export, Configure
- **Responsive Design** — Desktop, tablet, mobile
- **Dark/Light Mode** — User preference
- **API Endpoints** — RESTful resources for all entities
- **Future AI** — Document OCR, chatbot assistance, predictive analytics

---

## 9. Technology Direction (Summary)

See `14_TECH_STACK.md` for full details. Recommended stack:

- **Backend:** Laravel 11+ (PHP 8.2+)
- **Frontend:** Livewire 3 / Blade + Alpine.js (or Inertia + Vue 3)
- **Database:** MySQL 8 / MariaDB
- **Cache/Queue:** Redis
- **SMS:** Africa's Talking API
- **PDF:** DomPDF / Snappy
- **Excel:** Laravel Excel (Maatwebsite)
- **Auth:** Laravel Sanctum + Spatie Permission
- **Audit:** Spatie Activity Log / owen-it/laravel-auditing

---

## 10. Document Index

| # | Document | Purpose |
|---|----------|---------|
| 01 | SYSTEM_OVERVIEW.md | This document |
| 02 | MODULE_ANALYSIS.md | Per-module enterprise analysis (15 dimensions) |
| 03 | FEATURE_ANALYSIS.md | Per-feature deep analysis |
| 04 | NAVIGATION_STRUCTURE.md | Complete menu hierarchy |
| 05 | DATABASE_PLANNING.md | Tables, columns, constraints |
| 06 | ENTITY_RELATIONSHIPS.md | ERD and entity descriptions |
| 07 | USER_ROLES.md | Role definitions |
| 08 | PERMISSION_MATRIX.md | RBAC matrix |
| 09 | UI_UX_GUIDELINES.md | Design system |
| 10 | DASHBOARD_DESIGN.md | Dashboard widgets per module |
| 11 | MODULE_DEPENDENCIES.md | Inter-module dependencies |
| 12 | API_PLAN.md | REST API specification |
| 13 | DEVELOPMENT_ROADMAP.md | Implementation phases |
| 14 | TECH_STACK.md | Technology recommendations |
| 15 | MODERNIZATION_REPORT.md | Feature-by-feature modernization |

---

## 11. BRD Coverage Verification

All features enumerated in the client document are mapped across the specification set:

### Institution Setup (14 items)
Institution, Campuses, Faculty, Area of Study, Programme of Study, Programme Track, Programme Structure, Academic Path, Sessions Setup, Study Plan Periods, Academic Intake, Dashboard ✓

### Course Management (3 items)
Courses, Course Pre-requisite, Course Managers ✓

### Student Registration (12 items)
Computer Number, Update Student Id, Student Registration, Online Registration Requests, Switch Program, Student Status, Student Offence, Student Courses, Students' Stat - Intake vs Program, Semester Vs Intake Stats, Semester Registration Status, Custom Reports, Class List ✓

### BulkSMS and Email
Bulk SMS, individual SMS, groups, Africa's Talking ✓

### Student Admission (4+ items)
Admission Settings, Entry Requirements, Template Letter, Application Data Entry, Registration Fees, Multiple Admission Forms ✓

### Student Identity Cards
ID card capture ✓

### Student Finance (9 items)
Fee Setup, Course Fees, Invoice, Minimum Payments, Receipts, Student Clearance, Release Student Results, Release Session Results, Dashboard ✓

### Navigation-Only Modules (enterprise planned)
Online Registration, Examination, Examination Configuration, Examination Marking, Management Reports, System Maintenance ✓

---

## 12. Success Criteria

1. Client recognizes every menu item and workflow from the legacy system.
2. Every BRD feature appears in at least one specification document.
3. No feature removed; all features expanded.
4. Specification serves as single source of truth for Phase 2 development.
5. Database design supports all modules with proper normalization and audit trails.

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*End of System Overview*
