TRACKING INTERNAL LETTER SYSTEM
USING QR CODE
NUR YASMIN BINTI MOHD SALLEH
BACHELOR OF COMPUTER SCIENCE (INTERNET
COMPUTING) WITH HONOURS
UNIVERSITI SULTAN ZAINAL ABIDIN
TRACKING INTERNAL LETTER SYSTEM USING QR CODE
NUR YASMIN BINTI MOHD SALLEH
BACHELOR OF COMPUTER SCIENCE (INTERNET
COMPUTING) WITH HONOURS
Universiti Sultan Zainal Abidin
i
DECLARATION
I hereby declare that the report is based on my original work except for quotations and citations, which have been duly acknowledged. I also declare that it has not been previously or concurrently submitted for any other degree at Universiti Sultan Zainal Abidin or other institutions.
_______________________________ Name: Nur Yasmin Binti Mohd Salleh
ii
CONFIRMATION
This is to confirm that Nur Yasmin Binti Mohd Salleh (Matric Number: BTCL18051052) prepared and submitted this project entitled Tracking Internal Letter System using QR Code and was satisfactory in terms of reach, quality and presentation as partial fulfilment of the requirement in Bachelor of Computer Science (Internet Computing) with honours in Universiti Sultan Zainal Abidin. The research conducted and the writing of this report was under my supervision.
_____________________________________________ Name: Dr. Wan Mohd Amir Fazamin B Wan Hamzah
iii
DEDICATION
In the Name of Allah, the Most Gracious and the Most Merciful.
Alhamdulillah, I thank God for His grace and grace, I can prepare and complete this report successfully.
First of all, I would like to thank my supervisor, Dr Wan Mohd Amir Fazamin B Wan Hamzah because with guidance, the advice, and the thoughtful ideas are allowed me to prepare this report successfully.
Besides, my gratitude is also to my colleagues who share ideas, opinions, knowledge, and reminders. They helped me answer every question that was important to me in completing this report.
Thanks also to my beloved mother and father always support and motivated me to prepare for this report for Final Year Project.
I would like to take the opportunity to thank all lecturers of the Informatics and Computing Faculty for their attention, guidance, and advice in helping and sharing ideas and opinions in making this report successful.
May Allah SWT bless all the efforts that have been given in completing this report.
iv
ABSTRACT
A University is one of the organisations that every day deal with voluminous documents such as memorandums, emails, letters, etc. Thus, Logbooks were used to record manually the records from the various offices in and out of them, and it is the way for the staffs to find and assess the status of the document obtained and released from their offices. Indeed, the management may bring incorrect reports of the status and location of documents. Moreover, these will affect the time-consuming of the staff and the most vital issue is it may involve in losing documents. The objective of this paper came up with a solution to the issues faced by the offices and staff to provide an acceptable solution by proposed the Tracking Internal Letter System using QR code. User requirement is the best way to implement in the future process. Agile Scrum has been chosen for system development. Hence, the framework will also assist in more effective ways to evaluate project development.
v
ABSTRAK
Universiti adalah salah satu organisasi yang setiap hari berurusan dengan dokumen yang banyak seperti memorandum, e-mel, surat, dll.Oleh itu, Logbooks digunakan untuk merekodkan secara manual rekod yang masuk dan keluar dari pelbagai pejabat, dan ia adalah cara untuk kakitangan mencari dan menilai status dokumen yang keluar dan masuk dari pejabat mereka.Namun tetapi, pihak pengurusan boleh membawa laporan yang salah mengenai status dan lokasi dokumen.Selain itu, ini akan menyebabkankan memakan masa kakitangan dan isu yang paling penting ialah ia mungkin melibatkan kehilangan dokumen.Objektif kertas kerja ini datang dengan penyelesaian kepada isu-isu yang dihadapi oleh pejabat dan kakitangan untuk menyediakan penyelesaian yang boleh diterima dengan mencadangkan Sistem Surat Dalaman Penjejakan menggunakan kod QR.Keperluan pengguna adalah cara terbaik untuk dilaksanakan dalam proses masa depan.Agile Scrum telah dipilih untuk pembangunan sistem. Justeru, rangka kerja ini juga akan membantu dengan cara yang lebih berkesan untuk menilai pembangunan projek.
vi CONTENTS PAGE DECLARATION i CONFIRMATION ii DEDICATION iii ABSTRACT iv ABSTRAK v CONTENTS vi
LIST OF TABLES viii
LIST OF FIGURES ix LIST OF ABBREVIATIONS x LIST OF APPENDICES xi CHAPTER 1 INTRODUCTION 12 1.1 Introduction 12 1.2 Project Background 12 1.3 Problem Statement 13 1.4 Objectives 13 1.5 Scope 14 1.5.1 Admin 14
1.5.2 Sender (Students and Staffs) 14
1.5.3 Receiver (Staffs) 14
1.6 Limitation of Work 15
1.7 Thesis Structure 15
1.8 Activities, Milestones (Gantt Chart) 16
1.9 Summary of the Chapter 16
CHAPTER 2 LITERATURE REVIEW 17
2.1 The Theoretical Approach of Tracking System 18
2.2 Quick Response Code (QR code) 19
2.2.1 Creating Trackable QR Codes 20
2.3 Mobile Application System 21
2.4 Review of Recent Work 22
2.5 Existing System 23
2.6 Summary 25
CHAPTER 3 METHODOLOGY 26
3.1 Introduction 26
3.2 Agile Scrum Development 26
3.2.1 Phases of Scrum Model 28
3.2.2 Scrum Methodology Implementation in Project
Development 30
3.2.3 Advantages of Scrum in Mobile Application 31
3.3 Quick Design 32
3.3.1 System Framework 33
3.4 System Design 34
3.4.1 Context Diagram (Level 0) 34
3.4.2 Data Flow Diagram Level 1 35
3.4.3 Data Flow Diagram Level 2 (Manage Data) 36 3.4.4 Entity Relationship Diagram (ERD) 37
vii
3.5 Database Design 38
3.5.1 Data Dictionary 38
3.6 Hardware and Software Requirement 40
3.6.1 Hardware Requirement 40
3.6.2 Software Requirement 41
3.7 Proof of Concept (Interface) 42
3.7.1 Web-based Interface 42
3.7.2 Mobile Application Interface 43
3.8 Summary 45
CHAPTER 4 CONCLUSION 46
4.1 Introduction 46
4.2 Overview of the Study 46
4.3 Recommendations 47
4.4 Summary 47
REFERENCES 48
viii
LIST OF TABLES
Table No. Title Page
Table 2-1 Comparison of Existing System 24
Table 3-1 Data Dictionary for User Data 38
Table 3-2 Data Dictionary for Admin Data 38
Table 3-3 Data Dictionary for Letter Data 39
Table 3-4 Data Dictionary for Tracking Data 39 Table 3-5 Data Dictionary for Content Letter Data 40
Table 3-6 Hardware Requirement 40
ix
LIST OF FIGURES
Figure No. Title Page
Figure 1 QR code Workflow (Orana Velarde 2019) 21 Figure 2 Agile System Development Process (iphs 2019) 27 Figure 3 Phases of Scrum Framework (Dmitry Gurendo 2020) 28
Figure 4 System Framework 33
Figure 5 Context Diagram (Level 0) 34
Figure 6 DFD Diagram Level 1 35
Figure 7 DFD Diagram Level 2 (Manage Data) 36
Figure 8 Entity Relationship Diagram 37
Figure 9 Login Page 42
Figure 10 Home Page 42
Figure 11 TILS Main page 43
Figure 12 Login Page 43
Figure 13 User Homepage 44
x
LIST OF ABBREVIATIONS
QR Quick Response
RFID Radio-Frequency Identification GPS Global Positioning System OCR Optical Character Recognition URL Uniform Resource Locator SVG Scalable Vector Graphics EPS Encapsulated PostScript PNG Portable Network Graphics
GDPR General Data Protection Regulation SQL
SSL PHP HTML
Structured Query Language Secure Sockets Layer Hypertext Processor
Hypertext Mark-up Language NFC Near Field Communication
CD Context Diagram
DFD Data Flow Diagram
ERD Entity Relationship Diagram
RAM Random Access Memory
OS Operating System
CPU TILS FYP
Central Processing Unit
Tracking Internal Letter System Final Year Project
xi
LIST OF APPENDICES
APPENDIX TITLE
12
CHAPTER 1
INTRODUCTION
1.1 Introduction
As the beginning of the chapter, Chapter 1 provides an overview of the thesis study. This provides a clear description of the project background and follows with the problem statement. Details of the research intent and objectives are then provided includes the scope of the project and the expected outcome. Then, this chapter briefly determined the limitation of the project. Hence, it concludes with an outline of the thesis structure for the remaining sections of the study and a chapter summary.
1.2 Project Background
In general, the tracking system is used to observe and locating an object or a person by a timely ordered sequence for further process of the system (Amrit Bandyopadhyay, Washington, DC (US); Daniel Hakim, Silver Spring, MD (US); Benjamin E. Funk, Hanover, MD (US); Eric Asher Kohn, Washington, DC (US); Carole A. Teolis, Glenn Dale, MD (US); Gilmer Blankenship, Washington and (73) 2016). Tracking system environment includes the practice by which it can collect, store and share data or information. Nowadays, there is a lot of tracking system that been used all over the world. For example, Parcel Tracking System is one of the biggest service courier platforms that been used all of the users for the entire world that ease people to track their goods or parcels.
However, from another point of view, there is still an issue in tracking document especially for an organization that still use the traditional management that may cause some problems. For example, a simple issue when the document is sent, but it could not
13
be processed since it may be lost anywhere or misplacing without knowing the status. Therefore, an idea is proposed to design and develop a system that helps the user to track the internal letters in convenient ways.
1.3 Problem Statement
The purpose of this study is to analyze how an organization manage its internal letters or any forms that they received to be processed as well. The consequence that they might be facing is they have a huge number of letters will be sent daily or even by email platform. It will have an issue on misleading of letters or even missing of them. Not only that, they may need other features or initiative to backup and stores the records accurately where they need to keep on tracking the letters to make it process until finish. These will affect the time and energy where they need to always update their record manually every day.
Besides, as the person who will send the document or letters, he or she may have a problem to check the status of their letter either it had been processed or still in progress. This could be an important issue that the person might need to always contact or even email to the organization to keep track of the document progress.
1.4 Objectives
The objectives that related to developing this system is as follows:
i. To study the tracking internal letter system for managing on softcopy and hardcopy documents.
ii. To design a tracking system for managing letters in systematic ways. iii. To implement the mobile application, web-based and produce QR code
14
1.5 Scope
The system is involving the users from the University of Sultan Zainal Abidin. There are several modules in this proposed system and the details are as follow:
1.5.1 Admin
a. The scope of this project will involve the admins who are the staff that will be the person in charge and keep track of the system.
b. Admin can log in into the system.
c. The admin can view and update the latest letter tracking information in the system.
d. Admin can add new data and delete unrelated data.
1.5.2 Sender (Students and Staffs)
a. The users of this system are among the students and staff including lecturers who will use this system to keep track of the document status. b. User can register the User id for accessing the tracking system.
c. User can log in into the system.
d. User can input new data and get a new QR code to include in the letter. e. User can only view the status of the document to track their data.
1.5.3 Receiver (Staffs)
a. The users are among the staff and lecturer who will use this system to update the tracking system in order to confirm the letter is received by the receiver.
b. User can register the User id for accessing the tracking system. c. User can log in into the system.
15
d. User will scan the QR code after receiving the letter. e. User can only view the tracking status of the document.
1.6 Limitation of Work
Limitation of work in this project includes several vital scopes as follows:
i. Limitation of this project is limited for students and staffs including lecturers of Universiti Sultan Zainal Abidin.
ii. This system will track the status of internal letters for softcopy and hardcopy documents.
iii. The system is developed using the Mobile Application, Web-based and QR code.
1.7 Thesis Structure
Thesis structure is the arrangement of the thesis and the general introduction to the thesis on what is going to be represented in all the chapters involved. The purpose of all the chapters is briefly outlined. Structure in this project includes 3 chapters as follows:
Chapter 1 - This chapter includes the introduction of the project, determines the problem statement, the objective, the scope of the project and its limitation.
Chapter 2 - This chapter explains the literature review of the research about the tracking system and the technique that been used. Generally, this chapter includes analysis of the information that relevant to the project in order to obtain a general overview of the techniques, applications and other methods by conducting online surveys.
16
Chapter 3 - In this chapter explain and describe the methodology of tracking internal letters system which all the implementation, the methods that will be used, the process that will imply and the development phase will be examined.
1.8 Activities, Milestones (Gantt Chart)
This documentation is presented visually by Gantt charts (refer to Appendix A). All the tasks involved in a project and their orders are displayed against a time scale. This gives an instant overview of the Final Year Project I with its related tasks and when it is necessary to complete.
1.9 Summary of the Chapter
As a summary, this section discussed an overview of the proposed Tracking Internal Letter System. Further discussion on background study and motivation to such undertaking was also done. Besides, this chapter also identified several objectives of developing such a system, the scopes of the proposed system and its limitation requirement of the project. The next chapter will discuss various approaches applied to implement this project. Furthermore, there will discuss the problems that are still not being solved.
17
CHAPTER 2
LITERATURE REVIEW
Literature review in this chapter is to describe and discusses information in particular published sources such as articles, surveys or journal of existing studies. This chapter will review the technique used in the development of the Tracking Internal Letter System. Besides, this chapter also will analyze the previous research that related in this section. The main objective of the literature review provides a handy guide to research particular topics and gives some ideas that are related. It is necessary to review and study the existing topics related in order to develop this project as initial planning. Based on certain research, some components of review include the study of the QR code, mobile application and comparison to the existing systems. Relevant sources are compiled and cited to complete this literature review.
18
2.1 The Theoretical Approach of Tracking System
Tracking System is divided into two approaches which are Outdoor Tracking System and Indoor Tracking System. Outdoor Tracking System tracked outside of the environment while Indoor Tracking System tracked inside a building or other enclosed structure (Anon n.d.).
As we realized, manually outdoor observation of behaviour can be inefficient and very time-consuming especially because of environmental factors. For instances in the farm industry, in order to determine the animals in the farm condition every day, these will affect our time and energy to always keep going to the farm and check each of those animals by manually while actually we can have the solution by using the tracking system, for example using tags on the animals and track them for long-range outdoor tracking by using the GPS. Hence, we can access and gain insights from the data anywhere you are.
Next, Indoor Tracking System indicates the localization inside buildings of people and objects. Therefore, this indoor location is a technological challenge because inside interior spaces, GPS does not function reliably. Thus, Indoor Tracking System is depending on the application such as Wi-Fi or any networks available around. For examples, indoor tracking of objects is particularly in great demand in the industry. Determining the current position of working equipment or goods is also important. By using the indoor tracking system, it helps to view on all end-user devices even mobile ones and the current location of the object to be located easily.
In general, the main function of Tracking System Development is as a system and mechanism for locating, tracking and monitoring the status of personnel or assets (Amrit Bandyopadhyay, Washington, DC (US); Daniel Hakim, Silver Spring, MD (US); Benjamin E. Funk, Hanover, MD (US); Eric Asher Kohn, Washington, DC (US);
19
Carole A. Teolis, Glenn Dale, MD (US); Gilmer Blankenship, Washington and (73) 2016). Tracking system method used mapping applications to obtained data tracking in order to enhanced position estimating. Examples of indoor and outdoor tracking methods including, for example, sensor fusion methods such as Radio-Frequency Identification (RFID), map matching methods and map building methods such as Global Positioning System (GPS). Nowadays, new technologies exposed the use of OCR, Barcode, QR (Quick Response) code and many more creatures in order to develop the tracking system.
2.2 Quick Response Code (QR code)
Quick Response Code (QR code) is very similar to a bar code but a QR code seen more versatile which it allows user to store essentially any kind of information. Based on Vangie in her article (Vangie Beal n.d.), she defined that QR as the type of two-dimensional barcode that can be read using smartphones and dedicated QR reading devices. QR code is reading devices which are initially designed to be used for industrial purposes. However, QR codes have become fairly basics in consumer advertising and the functions of QR codes can be various nowadays.
Furthermore, a smartphone can be used as a QR scanner by using the camera where it can be used to view it and then decoded the code as well. The function of the QR code is to display a website URL instead of typing the website URL manually into a browser. User can embed it in a QR code. Meanwhile, the user also can create a QR code that has complete information. Most of the smartphones include iPhone, Android or Blackberry contain barcode scanner applications which help the user to read and decode data from a QR code.
20
2.2.1 Creating Trackable QR Codes
Displaying website details is the most basic use of QR codes to find a website address. Meanwhile, in order to scan the code, we need to know how to create or generate the trackable code itself. Basically, there are various ways to create QR codes while it is easily accessed by the open sources through the Internet and browser.
There are several distinct QR code readers and generators since the QR code technology is in the public domain. Although some smartphones are now fitted with QR code readers, users can install QR code apps on their phone easily. Some of the examples QR code scanners and generators include Kayawa, ZXing Project, BeQRious, QuickMark (Anon n.d.).
In order to create a QR code, the vital thing is the QR code generator. There are some generators with different linking capabilities. There are two common types of QR code generator which are static or dynamic. A static QR code is generated with one URL address that cannot be modified after generating the code while dynamic QR code is editable even after it has been developed and distributed. Hence, there is a basic step of creating QR codes by (Orana Velarde 2019), and how to track the website using the QR code scanner:
1. Choose a QR code generator – QR code generator is chosen depends on the details code either it might be a URL, text, email and others. It also can be static or dynamic.
2. Insert all the relevant information – Choose the destination and purposes of the QR code and all the information through the generator.
21
3. Generate and download the QR code – Finalize all the information and download the code in the file type which best suits the needs. It can be an SVG, EPS or PNG. A QR code in a vector format can also be downloaded for print.
4. Track and analyze – Track the QR code and analyze the analytic through statistics to check out how many people that had been using the QR code.
Figure 1 QR code Workflow (Orana Velarde 2019)
2.3 Mobile Application System
A mobile application is a software program that is developed to run on specific hardware such as tablets and smartphones called mobile handheld computing devices(Anon 2020). In this era, the mobile application had changed the software system of a computer into more convenient software applications through the smartphones where it helps to ease people to access their resources by only use their smartphones everywhere and anywhere.
The mobile application system has three main types including native apps, web-based mobile apps and hybrid apps(Anon n.d.). The native applications provide
22
Android, Windows Phone, and iOS. Next, Hybrid mobile apps incorporate native and web-based software components. Hybrid applications are developed for platforms such as Xamarin, Sencha Touch Angular Mobile, React Native, Ionic, and others. Other than that, Web-based applications are sensitive versions of websites built to operate on every mobile device.
2.4 Review of Recent Work
Based on recent work research, some companies use parcel or internal mail tracking software that implement mobile application approach in order to ease and enable the user to track any mail or package that enters any building to its final destination. In addition, they also need several methods to control some creatures in developing the tracking system such as OCR, QR code, Barcode, etc. There is a simple step process by (Matt Shillam 2019) to keep track of mail or parcel which are includes:
1. Scan mail item in using Optical Character Recognition (OCR) feature by taking picture of the label in finding the recipient or use the native barcode to track the item around your building.
2. Notify the intended recipient by using QR code either via email or the notification apps.
3. Scan out for delivery by simply scanning the QR code or barcode on the receiver email, objects can be scanned out of the device directly from their phone screen.
23
On the other hand, there is some consideration in observation of the existing system, which includes:
a. User-friendly – The system is easy to use and enable the user to track the status of mail or parcel.
b. Cloud-based - The server will take the recognized text, find a match data recipient and send them out an email and a push notification to the recipient application.
c. General Data Protection Regulation (GDPR) Compliant – Compliant with GDPR regulation and data protection with a secure server and SSL certificated admin system.
d. Secure collection - If you operate a collection policy, the recipient will be matched via the QR code that was sent to them via email and the recipient app. e. Multi-platform – Application is available for android and iOS and are in the App
Stores for easy download.
2.5 Existing System
An evaluation had been conducted on the existing and proposed system. The findings from the study will be used to improve the proposed system. There are three existing systems that have been considered which are e-file Tracking System (EFTS), Delivery Notification System and Students paperwork tracking system (SPATRASE). The comparison between the existing system and the proposed system is shown below in Table 2.1.
24
Table 2-1 Comparison of Existing System
Existing System Respondent Software/
Technique/ Platform Result e-file Tracking System (EFTS) (Al-Khafaji, Abdullah, and Kashmoola 2020) Staffs in the University of Mosel, Iraq Sublime Text v3.0, Web-based technique, Hypertext Processor (PHP), HTML, MySQL
The system provides an improvement of retrieving relevant documents and reports online at anytime and anywhere as well as tracking the documents and reports in and out of the relevant department. Delivery Notification System (Raduan n.d.) Kolej Kediaman 1 residents and staff in Universiti Malaysia Pahang (UMP) Web-based technique, Hypertext Processor (PHP), MySQL, SMS Gateway Integration, email, Barcode
The system provides a mailing service with notification to the KK1 residents.
25 Students paperwork tracking system (SPATRASE) (Ishak et al. 2017) Students in Universiti Tun Hussein Onn Malaysia (UTHM) Mobile application, NFC tags, RFID reader technology
The system provides ease for the student to track the location of the status of the paperwork by using NFC, Mobile application and RFID technology.
2.6 Summary
As a summary, this chapter approaches the determination of the concept of the proposed system. Based on the research that has been done, it indicates that literature review is one of the essential components as we can build our proposed method using the methodology from the current and existing system. On the other hand, the basis of previous articles and journals ease the process of the system to be defined.
26
CHAPTER 3
METHODOLOGY
3.1 Introduction
This chapter gives an outline of the research methodology that was followed in the study to develop the system. The methodology is the vital process which it started from the basic flow in designing and developing our system. Thus, Agile methods have been chosen in developing this system which this method is the best fit to conduct a software project in a mobile context with its flexibility, faster development, reduced risks and better quality. In this chapter, it will briefly explain further in every stage involved in the development of this project and also the specifications of the system.
Additionally, the design of the system implementation is also mentioned in this chapter. The design phase is divided into two components including system design and database design. System design involved the Context Diagram (CD), Data Flow Diagram (DFD), System Framework and interface whereas, database design includes database architecture such as Entity Relationship Diagram (ERD) and database schema.
3.2 Agile Scrum Development
The Agile Methodology is a concept that focuses on tractable growth and moves at a quick rate. This approach is defined by the division of a large module into several smaller adaptive phases for development purposes which are applied iteratively (Patil, Panicker, and Kv 2016). Agile Scrum implements a more flexible and experimental approach that applies the basic method of Agile development. This is because Scrum is one of the methodologies of iterative and incremental agile software development. Moreover, Scrum system is found that to be very rigid, systematic, dynamic and avoid
27
flexibility particularly in the crucial stages of the company's expansion as it began to expand and break into different sub-teams and the product's complexity intensified. This is because the objective is to ensure the ability to improve the value of the product continuously and to retain flexibility in choosing objectives for further iterations (Dmitry Gurendo 2020).
Figure 2 Agile System Development Process (iphs 2019)
Today, Scrum is one of the most commonly used agile development systems. The Scrum framework provides Agile development methodology to be applied which allowing an iterative and incremental process of development. The project is divided into several phases in Figure 2, each of which results in a ready-to-use product. A functional product is delivered to a customer at the end of each stage. In Scrum, production continues in a sequence of cycles called sprints, in which the team operates for a time-boxed duration on a subset of features in the project backlog typically, between one or two weeks and a month. The team designs, checks, implements and records working software during each sprint.
28
3.2.1 Phases of Scrum Model
Figure 3 Phases of Scrum Framework (Dmitry Gurendo 2020)
Based on Figure 3, there are several phases of Scrum Model which describes by (Dmitry Gurendo 2020) which are includes:
Step 1: Product Backlog Creation - As the initial phase, there is a product backlog creation as the list of requirements that will be implemented in the software developing process. In this phase, there is a User story and each user story got a unique ID that followed its format. Thus, the user story will decide the most priority ordered of the product backlog.
Step 2: Sprint Planning and Sprint Backlog Creation – This is the phase where Sprint Goal is determined for each sprint depends on the user stories. This phase also involves the Scrum Master and the Scrum team who are the main roles to ensure they capable to finish all the stories on time.
29
Step 3: Working on the Sprint and Daily Scrum Meetings – This is the development phases where the working on the Sprint backlog are taking place. All the teams started to manage their user stories by specifics of each project. Moreover, the vital Scrum framework include the Daily Scrum Meeting where Every single member of the team should state what he or she has done for the Sprint Goal, what the next step is going to be, and what team members faced during the work problems.
Step 4: Product Increment and Sprint Review – After the result of each sprint is done, a potential product will increase that can be demonstrated to the consumer as the outcome of each sprint in Scrum. The development team produces a new version of a software product with improved value after every iteration. The overall results can be illustrated and evaluated during the Sprint Analysis, which is the final part of a sprint.
Step 5: Retrospective and Next Sprint Planning - The main purpose of the retrospective is to analyse the outcomes and decide how the implementation process can be strengthened in the next phase. A significant feature is that the methods of work and engagement are explored at this point in order to facilitate the Scrum team's work as a whole. During the working process, the team could conclude what went well and what can be achieved better during future iterations. The team will focus on the next sprint schedule when the ways of progress are established.
30
3.2.2 Scrum Methodology Implementation in Project Development
As the methodology for the proposed project system, it will include five main phases as the step to follow. The phase includes:
1. Create System Backlog – This phase involved the list of requirements to be implemented in the software developing process. In order to create the system backlog, there is a user story that will decide the most priority ordered of the system backlog.
2. Create Sprint Planning and Sprint Backlog -This is the second phase where the sprint goal is determined for each sprint depends on the user stories. In this phase involved the time-boxed to plan the user stories to ensure it is capable to finish within the time.
3. Conducting on the Sprint and Daily Scrum Meetings – This is the development phase where the working on the sprint backlog is taking place. This is the phase to manage each sprint of user stories by specific of each project. Next, in this phase will include the Daily Scrum Meeting where every detail of the sprint goal will be discussed.
4. System Increment and Sprint Review – This phase means that the system is ready to demonstrate to the customer as the outcome of each sprint. Thus, in this phase, the system will be improved after every iteration.
31
5. Retrospective and Next Sprint Planning – This is the phase to analyze the outcomes and decide how the implementation process can be improved in the next phase. In this phase, there will be more focus on the next sprint schedule plan.
3.2.3 Advantages of Scrum in Mobile Application
Scrum is an Agile Model which the most suitable framework in mobile application development. These are five advantages of using Scrum for mobile application development inspired by (Olga Okhrimenko 2018):
1. Faster Development - The time management challenges can be solved by Scrum where it implements a system called "sprints" that will shorten the time where it is depending on the start-up and the team.
2. Increase the Adaptability - Scrum is easily adaptable because there are rapid improvements in expectations and standards. This can be achieved with the support of user stories, lists of existing criteria for the team are accomplished, which are then translated into backlogs.
3. Control of Project Management - It provides the ability to control every phase of the production process, easily evaluate and make adjustments. Finally, there is a full view of how the application is being developed. That significantly reduces risks as well as helps all the people involved in the process to perform their responsibilities and fulfil their duties much better.
32
4. Encourage the Better Teamwork – There is an internal communication where all team members involved in product development. Each of the team members will be able to share, collaborate and respect each other's visions and results of their tasks.
5. Efficient Scrum Tools – There are variety and most effective tools that approach the mobile application development in Scrum methodology. These could help the programmer and the team members to achieve their goal sprint in a timely manner.
3.3 Quick Design
This section is to evaluate and define the system design and build the prototype based on the functionalities of the development system. During the planning and requirement process, the data or specifications obtained were evaluated and converted into the design that met the specific requirement. Some diagrams were constructed, such as the System Framework, Context Diagram (CD) level 0, Data Flow Diagram (DFD) level 1 and 2, Entity Relation Diagram (ERD) and Data Dictionary.
33
3.3.1 System Framework
Figure 4 System Framework
Figure 4 shows the system framework that describes the workflow of the system. The Tracking Internal System requires three users who are the sender, admin and receiver. The first step in this process is that the sender and receiver need to register in order to login to the system. Next, when the sender wants to send a letter, the sender needs to fill the form about the letter to be sent such as an address, recipient, letter title and so on. Upon completion, the sender will receive a QR code to be included in the letter. Then, the letter will be generated to be sent to the user. Once the letter is received to the admin, the admin will scan the QR code and tracking process will take place and the sender and receiver can track the letter. Then, once the letter is received by the receiver, the receiver will scan the QR code and the tracking of the letter will be updated through the system.
34
3.4 System Design
3.4.1 Context Diagram (Level 0)
Figure 5 Context Diagram (Level 0)
Figure 5 above shows the context diagram for the Tracking Internal Letter System as the initial sketch of the project system. This diagram consists of three entities which are the sender, admin and receiver. All entities need to login by request to enter the system before being able to access and proceed to use the system. As for the sender and receiver, they have to register to the system before login. Once all the entities are authenticated by the system, they will be redirected to the main interfaces and they enable to access and use the system. As a sender, they need to fill in the information about the letter details to generate the QR code. Then, the system will generate the letter including the QR code to the sender. Once the sender sends a letter to the admin, the admin will scan the QR code and tracking process will take place. Once the letter is received by the admin and the receiver, the tracking letter status will be updated into the system.
35
3.4.2 Data Flow Diagram Level 1
Figure 6 DFD Diagram Level 1
Figure 6 above describes the data flow diagram that consists of nine processes and four data stores for the Tracking Internal Letter System with three users who are sender, admin and receiver. There are three processes that involved user in this level which are registration, user login and filling a form. After filling the form process, the system will conduct the process of generating the QR code and generate the letter to be sent to the sender. There are three processes involved the receiver which are registration, user login and scans the QR code. Next, as the admin, there are three processes including admin login, scan QR code and manage data.
36
3.4.3 Data Flow Diagram Level 2 (Manage Data)
Figure 7 DFD Diagram Level 2 (Manage Data)
Figure 7 shows the data flow diagram level 2 of manage data which is managed by the admin. In this level, the admin can manage data by adding new data such as add new admin. Then, admin can update data by updating the current tracking status after receiving the letter. Next, admin also can view data such as letter details, admin details, etc. Admin also can delete data such as admin details. All the data details will be stored in the (D2) datastore.
37
3.4.4 Entity Relationship Diagram (ERD)
Figure 8 Entity Relationship Diagram
Figure 8 is the Entity Relationship Diagram (ERD) for Tracking Internal Letter System. It consists of five entities. The entities are Letter Information, User Data, Admin Data, Letter Data and Letter Content Data.
38
3.5 Database Design
3.5.1 Data Dictionary
I. User Data
Table 3.1 below shows the data dictionary for User Data. The table consists of attributes such as user_id, name, phone_no, email, username and password.
Table 3-1 Data Dictionary for User Data
No Attribute Name
Details Type Key Description 1 user_id Id for user int(11) Primary
Key
Auto Increment 2 name The user name varchar(200) - - 3 phone_no User phone varchar(20) - - 4 email User email varchar(200) - - 5 username User username varchar(200) - - 6 password User password varchar(200) - -
II. Admin Data
Table 3.2 below shows the data dictionary for Admin Data. The table consists of attributes such as admin_id, name, phone_no, email, username and password.
Table 3-2 Data Dictionary for Admin Data
No Attribute
Name Details Type Key Description
1 admin_id Id for admin int(11) Primary
Key Increment Auto 2 name The admin name varchar(200) - - 3 phone_no Admin phone varchar(20) - - 4 email Admin email varchar(200) - - 5 username Admin username varchar(200) - - 6 password Admin password varchar(200) - -
39
III. Letter Data
Table 3.3 below shows the data dictionary for Letter Data. The table consists of attributes such as letter_id, user_id, date, title and address.
Table 3-3 Data Dictionary for Letter Data
No Attribute Name
Details Type Key Description 1 letter_id Id for letter data int(11) Primary
Key
Auto Increment 2 user_id Id for user data int(11) Foreign
key -
3 date Date of letter date -
4 title Id from letter data varchar(200) - - 5 address Letter Address varchar(200) - -
IV. Tracking Data
Table 3.4 below shows the data dictionary for Letter Data. The table consists of attributes such as tracking_id, admin_id, letter_id and status.
Table 3-4 Data Dictionary for Tracking Data
No Attribute Name
Details Type Key Description 1 tracking_id Id for letter int(11) Primary
Key
Auto Increment 2 admin_id Id from admin data int(11) Foreign
Key -
3 letter_id Id from letter data int(11) Foreign
Key -
40
V. Content Letter Data
Table 3.5 below shows the data dictionary for Content Letter Data. The table consists of attributes such as content_id, user_id, file_name and date_created.
Table 3-5 Data Dictionary for Content Letter Data
No Attribute Name
Details Type Key Descriptio n 1 content_id Id for letter content int(11) Primary
Key
Auto Increment 2 user_id Id from user data int(11) Foreign
Key -
3 file_name Letter file name varchar(200) Foreign
Key -
4 date_created Date created date - -
3.6 Hardware and Software Requirement
3.6.1 Hardware Requirement
Table 3-6 Hardware Requirement
Hardware Description
Laptop Processor: Intel® Celeron® N4020 CPU @ 1.10GHz 1 Installed memory (RAM): 4.00 GB
41
3.6.2 Software Requirement
Table 3-7 Software Requirement
Software Description
Microsoft Office 2016 Microsoft PowerPoint 2016
The platform for report writing and presentation slides
Google Chrome Google Scholar
Medium to search for research papers and existing system studies
Xampp Web Server The web server as database connection and to run the system
MySQL Database An open-source relational database to store the data of the system
Notepad++ Editor to write PHP coding to develop the web application system
Flutter SDK An open-source that works with existing code to develop a native mobile
application
42
3.7 Proof of Concept (Interface)
3.7.1 Web-based Interface
Figure 9 Login Page
43
3.7.2 Mobile Application Interface
Figure 11 TILS Main page
44
Figure 13 User Homepage
45
3.8 Summary
As a summary, in this chapter overall describing the methodology used by Tracking Internal Letter System which is Agile Scrum methodology. Agile methods have been chosen in developing this system which this method is the best fit to conduct a software project in a mobile context with its flexibility, faster development, reduced risks and better quality. Next, during the planning and requirement process, the data or specifications obtained were evaluated and converted into the design that met the specific requirement. Thus, this chapter also explains about data model, process model, data dictionary and the hardware and software requirement that are used in this project that was guided to the completeness of this project. At the end of this chapter also provide initial sketch overview with a proof of concept as presented the interface of the system where it gives a clear idea and an exact preview of the final interface project.
46
CHAPTER 4
CONCLUSION
4.1 Introduction
The findings in this chapter are extracted from the results of this research on the project of The Tracking Internal Letter System is identified. This section reviews the overall progress of this project. The findings were based on research objectives, project limitations and study outcomes. It will also clarify the consequences of these results and the subsequent recommendations. The recommendations were focused on the study's findings and its purpose. Additionally, recommendations for future enhancements will also be discussed.
4.2 Overview of the Study
As a conclusion, this system is proposed to be the vital needs for an organization especially the university organization to handle the management and tracking the internal letter including the softcopy and hardcopy documents. This is because the major problem that is face by the organization is there will be volumes of letters are being received day by day. Thus, this system offers several advantages and allows the management to quickly retrieve the document at anytime and anywhere. Other than that, it is important as the admin roles to play as the main position in providing and handling the documents in and out of the faculty. Hence, this proposed system could be benefited because of the use of an open-source package and it is also hoped that this project would enhance the organizations' management information systems and the development of an effective Tracking Internal Letter System.
47
4.3 Recommendations
The project limitation that has been mentioned above needs several initiatives in order to improve future work. In my overview, several suggestions are recommended as the system can be extended to enhance the TILS. As a suggestion, there could include other processes such as user could edit the document or letter by online and automatically saved the updated files. Moreover, test issue could be upgraded to ensure the system more reliable in validating the accuracy and effectiveness of the developed system model. Overall, I hope this project could achieve the objective in designing the web-based system and mobile application using the QR code for managing the letter and document in and out to/from the faculty or organizations. Besides, I hope it will be the major advantage of this system to help the organization in managing the letters and documents every day. Furthermore, some suggestions for the enhancement of this project have also been recommended for the future development of this project.
4.4 Summary
Summary of this chapter includes the conclusion of the proposed system. This research aimed to identify effective method and strategies for managing the internal letter or documents in the university organization. Based on a problem statement and the limitation of the project, it can be concluded that this proposed project is needed to overcome those limitations. The results indicate that it is important to design a user-friendly system that eases the user to manage their organizations systematically.
48
REFERENCES
Al-Khafaji, Nassir Jabir, Riyad Mubarak Abdullah, and Mohammed A. Kashmoola. 2020. “Evaluating the Tracking E-Files Prototype Project Based on the Task Technology Fit Model.” Indonesian Journal of Electrical Engineering and
Computer Science 17(2):728–38. doi: 10.11591/ijeecs.v17.i2.pp728-738.
Amrit Bandyopadhyay, Washington, DC (US); Daniel Hakim, Silver Spring, MD (US); Benjamin E. Funk, Hanover, MD (US); Eric Asher Kohn, Washington, DC (US); Carole A. Teolis, Glenn Dale, MD (US); Gilmer Blankenship, Washington, DC (US), and (73). 2016. SYSTEM AND METHOD FOR LOCATING,
TRACKING, AND/OR MONITORING THE STATUS OF PERSONNEL AND/OR ASSETS BOTH INDOORS AND OUTDOORS (75).
Anon. 2020. “What Is a Mobile Application? - Definition from Techopedia.”
Techopedia.Com. Retrieved January 14, 2021
(https://www.techopedia.com/definition/2953/mobile-application-mobile-app). Anon. n.d. “Guide to QR Codes for Direct Marketers - NextPage.” GoNextPage.Com.
Retrieved January 14, 2021a (https://gonextpage.com/2010/09/23/guide-qr-codes-direct-marketers/).
Anon. n.d. “Indoor & Outdoor Tracking Solutions by Infsoft.” Infsoft GmbH. Retrieved January 14, 2021b (https://www.infsoft.com/solutions/application-fields/indoor-tracking).
Anon. n.d. “The Three Main Types of Mobile Applications - NimbleWorks.”
NimbleWorks. Retrieved January 13, 2021c
(https://nimbleworks.co.uk/types-of-apps.html).
Dmitry Gurendo. 2020. “Scrum Methodology Phases Which Help in Agile SDLC Process: 5 Key Steps.” XB Software Ltd. . Retrieved January 12, 2021
(https://xbsoftware.com/blog/software-development-life-cycle-sdlc-scrum-step-step/).
iphs. 2019. “IPHS Technologies: Benefit of Agile Method For Software Development: Read Now.” IPHS Technologies. Retrieved January 12, 2021
(https://iphtechnologies.blogspot.com/2019/09/benefit-of-agile-method-for-software-development.html).
Ishak, I. Y., M. B. Othman, Rahmat Talib, and M. A. Ilyas. 2017. “Students Paperwork Tracking System (SPATRASE).” AIP Conference Proceedings 1883(September). doi: 10.1063/1.5002030.
49
Matt Shillam. 2019. “Proof of Delivery - Internal Mail Tracking - Your Mail Delivered Safely to You.” Traizr.Com. Retrieved January 13, 2021 (https://www.traizr.com/proof-of-delivery/).
Olga Okhrimenko. 2018. “5 Key Benefits of Using Scrum for Mobile App Development | JustCoded.” JUSTCODED Wed Development & Consulting. Retrieved January 12, 2021 (https://justcoded.com/blog/5-key-benefits-of-using-scrum-for-mobile-app-development/).
Orana Velarde. 2019. “How to Create a QR Code and Use It Effectively | Elegant Themes Blog.” Elegantthemes.Com. Retrieved January 14, 2021
(https://www.elegantthemes.com/blog/marketing/how-to-create-a-qr-code-and-use-it-effectively).
Patil, Vaishnavi, Sanjana Panicker, and Maitreyi Kv. 2016. “Use of Agile Methodology for Mobile Applications.” International Journal of Latest
Technology in Engineering, Management & Applied Science 5(10):73–77.
Raduan, Fatin Najibah Bt. n.d. DELIVERY NOTIFICATION SYSTEM USING WEB
BASED FATIN NAJIBAH BT RADUAN CA09100.
Vangie Beal. n.d. “What Is A QR Code? | QR Code Meaning & Definition.”
Webopedia.Com. Retrieved January 14, 2021
APPENDIX A
Gannt Chart 1 Final Year Project I
Activities/Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14
Final Year Project I Briefing
Project Title Proposal
Proposal Writing (Chapter 1)
Proposal Writing (Chapter 2)
Proposal Writing (Chapter
continued)
Proposal Progress Presentation and
Panel’s Evaluation Proposal Writing (Chapter 3)
Methodology Workshop
Proposal Writing (Progress
continued)
Seminar FYP for CV and Poster
Design
FYP Format Writing Workshop
FYP Pitching Workshop
Drafting Report of Proposal
Submit Draft if Report to
Supervisor / Preparation for Final
Presentation
Preparation for Final Presentation
and Submit Final Report
Final Presentation and Panel’s Evaluation
Final Report Submission and
