CHAPTER 1 : INTRODUCTION
1.1 Introduction
This chapter describes the detail information of Staff Directory System. Problem statement, system objective, the scope covered and targeted user of this system. The Staff Directory System is developed to improve in keeping track of staff information and all the information related to staff such as their name, telephone number, department, email address, salary, designation, qualification and etc.
1.2 Problem Statement
Some of problem will be occurring during the development stages of a project. The main reason of project failure is due to poor management and wrong estimation in a project cost. Now days, there are some of existing system in the market which has insufficient resources, the system interface that are not user friendly. This will discuss in more detail in Chapter 2.
The main purpose of the development of Staff Directory System is to produce an efficient, effective and the more important thing that is user friendly system, which can be accessed through online. They can access the system from anywhere and at any time they want to find information about the staff.
1.3 Objective of the System
1.3.1 Ability to store staff information in the virtual environment
This system can make the staff information can be stored in virtual environment. So, all the staff can search for information as long the user has the Internet connection. The outsider user also can search the information from their place as long their personal computer connect to the Internet.
1.3.2 Ability to insert, updates and deletes information about the staff
The system administrator can insert, updates and deletes information about the staff in easy way. The system administrator must have a username and password in order to access the administration area. The administration page is a secured page. This is to make sure there is no illegal operation regarding to the staff information. The information can be insert, delete and updates within a minutes. The administrator can access the page anywhere and at anytime.
1.3.3 Keep track of staff information
This system is build/develop to keep track of staff information. The other staff can search for the information at anytime they want. This information is stored on the server and can be accessed anywhere. System administrator also updates the system frequently if there is any modification regarding staff information.
1.3.4 To make the staff in organization familiar with the latest technology
In the millennium era, technology is a very important. Without technology we are far behind from the development. We want to faster. Using the latest technology can make our work become easy and faster compared with using the traditional method. The Staff Directory System is developed and use at organization to make the staff familiar with the latest technology.
1.4 System Scope
Users are required to go online to view all the information regarding the staff in that organization. This Staff Directory System is meant for two levels of user. The first is the administration level users and the second will be the staff in organization. But the most important thing is that users could have access and work on the system at any place, any time, where Internet access is provided.
1.5 Timeline to finish the system
The duration of 16 weeks is suggested to complete this project paper 2 (part 1). Presentation of the complete system will be roughly held at the week 15 or 16. During that time all the tasks are planned to be completed stage by stag. To finish the project on time three stages had been planned and the stages will be done accordingly to the timeline.
Gantt Chart is a project tool that can be used to represent the task required to complete a project within a time period. Gantt Chart provides a graphical illustration of a schedule that helps to plan, co-ordinate and track specific tasks in a project. It is used to show timeline of the system. The main reason that many people use Gantt Chart are because it easy to understand. Figure 1.1 shows the timeline of his project paper 2 (part 1).
Task week 1 week 2 week 3 week 4 week 5 week 6 week 7 week 8 week 9 week 10 week 11 week 12 week 13 week 14 week 15 week 16
Proposal
Chapter 1
Chapter 2
Chapter 3
Chapter 4
Presentation
Schedule for Staff Directory System
Figure 1.1 Timeline for Project Paper 2 (Part 1)
1.6 Hardware and Software
1.6.1 Hardware
The hardware that will be use to develop this system must be high performance, efficient and effective. Below are list of hardware that used to develop the Staff Directory System.
„h Pentium 2 or higher processor
„h 256 MB PC133 RAM
„h 52X CD-Rom Drive
„h 20GB HDD Drive
„h 17¡¨ SVGA Digital Monitor (recommended)
„h Keyboard and Mouse
1.6.2 Software
„h Microsoft Windows 98 / Windows ME / Windows 2000 / Windows XP
„h Microsoft Visual Interdev 6.0
„h Macromedia Dreamweaver 6.0 (MX Edition)
„h Tomcat Apache 4.0.4 (as Java Server Pages application server)
„h JSE 1.4.1 (Java Development Kit)
„h Adobe Photoshop 6.0
„h Adobe Illustrator 10.0
1.7 Targeted System Users
This system is meant for two levels of users that is the administrator and the ordinary user. For the administration level, modification on data whether insert, delete or updates is featured as user-friendly interface. And the other levels of user are normal/ordinary user, which only can view the information about the staff.
1.8 Conclusion
The Staff Directory System is a web-based system regarding the staff information such their name, email, address, telephone number, designation, department, age, salary and etc.
As in chapter 2, Literature Review would discuss in more detail regarding overall concept behind the system. Some of existing system and its advantages and disadvantages of it. Besides that the proposed system, which is synthesized from the existing system, is discussed in detail too.
CHAPTER 2 : LITERATURE REVIEW
2.1 Introduction
In this chapter, we would discuss the concept behind the system o application. Review of an existing system, which is quite similar to the system to be developed, about the problem occurred and pro and cons behind it are discussed in more detail. The staff directory system has been use in many organizations such as university, hospital, government and etc.
2.2 Review on existing system
The existing system that can be the example for Staff Directory System is:-
2.2.1 http://www.cccs.edu:16350/StaffDirectory/
2.2.2 http://www.episcopal.org/deptstaf.html
2.2.1 Colorado Community College System
Figure 2.1 : Colorado Community College System web sites
2.2.1.1 System Description
The Community Colleges of Colorado are unique because the System includes fast-track training, resources and career-oriented leadership opportunities for high school students as well as teachers and counselors. They¡¦re organized into regional teams to better serve the clients, including the teachers and counselors of more than 75,000 high school students enrolled in 1,070 programs funded by the $17 million Colorado Vocational Act annually. In addition, more than 20,000 students gain leadership and collaboration skills from System-led student organizations.
2.2.1.2 Advantages of Colorado Community College System
Some of advantages that can get through this system are:
„h Display all the staff name in one page.
„h Display the address of staff but the user must click at the more button to view the address.
2.2.1.3 Disadvantages of Colorado Community College System
Some of the disadvantages of this system are the interface are not vey attractive, the user also cannot search for the desire staff profile, they need to find by own. The staff profile is also not complete, there are only have their name, phone number department, division, address and email address. The other disadvantages for this system is there is no staff picture, no online administration and the list of staff cannot sort by any field that we want.
2.2.2 The Episcopal Chursh, USA (Department and Staff Directory)
Figure 2.2 : The Episcopal Church, USA web sites
2.2.2.1 System Description
The Episcopal Church, USA, Web sites offers thousands if resources for members and leaders of the Episcopal Church and for the web visitors who are interested in information about the church and its mission and ministries.
The web site includes many official related pages and other web sites and each has its own web editor responsible for editorial content.
2.2.2.2 Advantages of The Episcopal Chursh, USA
Some of advantages that can get through this system are:
„h Display all the staff name in one page but separated by department.
2.2.2.3 Disadvantages of The Episcopal Chursh, USA
Some of the disadvantages of this system are:
„h The interface are not very attractive;
„h The user also cannot search for the desire staff profile;
„h The staff profile is also not complete, there are only have their name, phone number department and email address. The other disadvantages for this system is there is no staff picture, no online administration where the administrator can insert, updates and delete staff record by online and the list of staff cannot sort by any field that we want for example sort the list by their name or department.
2.3 Conclusion
Based on the literature review done on the existing system. the disadvantages of those systems are used as a reference to develop this Staff Directory System.
Some of the advantages of the Staff Directory System is as follows:
„h To provide user friendly interface to attract more users to view the web page.
„h Provide the staff picture besides in their profile, so the user can know who are they are looking for.
„h Provide more information such as age, sex, qualification, designation, home phone, cell phone and etc.
„h The Staff Directory System also provide search fucntion for user search the desire staff profile by their name, department and email address, this is to reduce the user time in seek for a staff profile.
„h The system also provide sort funcion, the user can sort the staff profile by their name, email address, age, sex, designation or department.
„h To provide a better system for all users through online.
Thus the literature review and absed on the advantages of the system that is going to be developed, the syste design and analysis will be discussed in more detail in Chapter 3.
CHAPTER 3 : SYSTEM ANAYLIS AND DESIGN
3.1 Introduction
In this chapter the analysis and design phase of the system, the concept, skills, methodologies, techniques, tools and perspectives essential for the successful system development are to be discussed. There are chart and diagrams that illustrate the system¡¦s context diagram, data flow diagram (DFD), logical and physical design of the system and also the user interface.
3.2 System Development Life Cycle (SDLC)
In order to accomplish any given set of tasks effectively there must have the plan and procedure. Without this two thing, the system development activities cannot perform with well. The model used to develop this project is System Development Life Cycle (SDLC). SDLC as referred in Figure 3.1 is a traditional method used to develop, maintain and replace information system. There are six steps in SDLC, which is described in more detail in subtopics below. The Project Paper 2 (Part 1) is done from phase project identification and selection until the phase design. The other two stages that are implementation and maintenance will be done during Project Paper 2 (Part 2).
Figure 3.1 : The System Development Life Cycle (SDLC)
3.2.1 Project identification and selection
Project identification and selection is the first phase of SDLC. In this phase total complete information are needs are identified, analyzed, prioritized and arranged in an organization. To develop Staff Directory System a research is done which helps in identifying the scope of the system. Besides that the identification of user¡¦s requirement and the limitation and problems of the present system are studied as well to develop a better and good system compared with the present system. A fact-finding technique such as documentation and observation has been used as a guideline to perform a complete analysis and produce the requirement specification. The detail explanations of fact-findings are described below:
(a) Observation
The observation is done through visiting some of the existing system from
Website. A lot of ideas were identified through this observation. From the
observation the analyst can see what are the requirement are needs for
developing this system. It is described in previous chapter 2.
(b) Documentation
Documentation is a technique, which is used to gather information regarding the new system. The problem that might occur in the documentation is that it requires investigator to read extensively in order to gather a small amount of information.
3.2.2 Project initiation and planning
The second phase of System Development Life Cycle (SDLC) that gives a clear picture of what actually the physical system is all about. The potential information systems project is explained as well. The main goal of project initiation and planning is to achieve the scope besides estimating benefit of the project.
3.2.2.1 Project Objective
To automate the process of searching information about the staff in anytime and anywhere if they are connected to the Internet.
3.2.2.2 Project Benefits
(a) Reduce the using of paper
- This system can reduce the use of paper because all the data about the staff are stored in the server.
(b) Save time and cost
- The user can search the information just in a minutes compared with the traditional method.
(c) Easy to use
- This Staff Directory System can make the administrator and ordinary user life become easier. It is because this system can be used anywhere and at anytime.
3.2.2.3 Project Deliverables
(a) Project Paper Report
- The report of the project is send to the supervisor before the presentation day.
(b) Presentation
- The brief explanation of the system is presented on the day of presentation using Microsoft PowerPoint.
3.2.2.4 Project Duration
The time estimated to finish this system is about 16 weeks.
3.2.2.5 Recommendation
The System Development Life Cycle model is used to develop the Staff Directory system. The steps of build this project include project identification and selection, project initiation and planning, analysis, logical design, physical design, implementation and maintenance. The system will be developed using Java Server Pages (JSP) with Tomcat Apache Web server 4.0.4 as a personal web server that support the JSP application.
3.2.3 Analysis
The third phase of the System Development Life Cycle (SDLC) in which identifying problem or an opportunity is occurred. The problem is identified whether by observing the process, interviewing the participants or examining reports and documentation. Besides that justification of a new system or a modification of the existing system to meet the needs of the users is also taken into consideration.
3.2.3.1 Data Flow Diagram (DFD)
Data Flow Diagram is versatile diagramming tools. It shows a picture of the movement of data between external entities and the processes and data stores within a system. It can be divided into context diagram, level O and level 1. A data flow is data that move together. Thus, a data flow can be composed of many individual pieces if data that are generated at the same time and flow together to common destinations.
3.2.3.1.1 Context diagram
An overview of an organizational system that shows the systems boundaries, external entities that interact with the system and the major information flows between the entities and the system. Context diagram for this system is shown in Figure 3.2 below describes the system entities and the boundaries. The external entities are administrator and users.
3.2.3.1.2 Level O diagram
The level O diagram represents the primary individual process in the system at the highest possible level. There are mainly five processes in this system. The first process is add record, followed by deleted record, update record, search record, view the record and feedback. The data is added is store in the user file.
3.2.3.1.3 Level 1 for process 1.0 add record
Figure 3.4 : Level 1 for process 1.0 add record
The level 1 for process 1.0 add record have one sub process that are add staff profile. The records that are added will be stored in the database. The staff profile contains the record about the staff such as their name, email address, telephone number, qualification, department, salary, designation and etc. Only the administrator will add this record.
3.2.3.1.4 Level 1 for process 2.0 delete record
Figure 3.5 : Level 1 for process 2.0 delete record
The level 1 for process 2.0 add record have one sub process that are delete staff profile. The records that are deleted will not be included in the database anymore. Only the administrator will delete the records that are not use the system.
3.2.3.1.5 Level 1 for process 3.0 edit record
Figure 3.6 : Level 1 for process 3.0 edit record
The level 1 for process 3.0 add record have one sub process that are edit staff profile. The records that are edited will be stored in the database. Only the administrator will edit the record if there is any change in staff profile.
3.2.3.1.6 Level 1 for process 4.0 search record
Figure 3.7 : Level 1 for process 4.0 search record
The level 1 for process 4.0 search record have one sub process. Search is done by key in the staff ID or staff name in the search form. The data will be searched from the database and will be displayed. If the data did not exist an error message will be displayed.
3.2.3.1.7 Level 1 for process 5.0 view record
Figure 3.8 : Level 1 for process 5.0 view record
The level 1 for process 5.0 view records can view the staff profile. The profile contains data such as their name, email address, telephone number, qualification, department, salary, designation and etc.
3.2.4 Design
The fourth phase of the System Development Life Cycle (SDLC) in which is studied and alternative replacement systems are proposed. The design phase is done through two sub phases that is logical design and physical design. There are several tools and techniques used for designing this system. The following tools and techniques are used to describe in more detail regarding this system.
„h Flow Chart
„h Data Dictionary
3.2.4.1 Logical Design
The part of the design phase of System Development Life Cycle (SDLC) in which all functional features of the system chosen for development in analysis are described independently of any computer platform. The flow chart for searching record for staff profile is described in detail under this logical design for this system.
3.2.4.1.1 Flow Chart
A flowchart is a formalized graphic representation of a program logic sequence, work or manufacturing process, organization chart, or similar formalized structure. In computer programming, flowcharts were formerly used to describe each processing path in a program (the main program and various subroutines that could be branched to). Programmers were admonished to always flowchart their logic rather than carry it in their heads. With the advent of object-oriented programming (OOP) and visual development tools, the traditional program flowchart is much less frequently seen. However, there are new flowcharts that can be used for the data or class modeling that is used in object-oriented programming. Traditional program flowcharting involves the use of simple geometric symbols to represent the beginning or end of a program (an oval), a process (a rectangle), a decision (a diamond), or an I/O process (a parallelogram). The flowchart as shown in figure 3.11 explains the process for searching staff profile.
Figure 3.9 Process flow for searching staff profile
The flow graph above shows the process flow for searching the staff profile. First the user key in Staff ID or staff name. It is followed by search in process. When the data that is searched if found from database then it will be displayed. If the data is not found and error message will be displayed indicating that the data is not exist.
3.2.4.2 Physical Design
The part of the design of System Development Life Cycle (SDLC) in which the logical specifications of the system from logical design are transformed into technology-specific details from which all programming and system construction can be accomplish. Some of the physical design that are used to develop this system are ER diagram, data dictionary ad user interface.
3.2.4.2.1 Entity relationship diagram (ER Diagram)
An entity-relationship diagram is a data modeling technique that creates a graphical representation of the entities, and relationships between entities, within an information system. The overall logical structures of a database are graphically drawn by using E-R diagram.
Its components are:
„h rectangles representing entity sets.
„h ellipses representing attributes.
„h diamonds representing relationship sets.
„h lines linking attributes to entity sets and entity sets to relationship sets.
3.2.4.2.2 Data Dictionary
A data dictionary is a collection of descriptions of the data objects or items in a data model for the benefit of programmers and others who need to refer to them. A first step in analyzing a system of objects with which users interact is to identify each object and its relationship to other objects. This process is called data modeling and results in a picture of object relationships. After each data object or item is given a descriptive name, its relationship is described (or it becomes part of some structure that implicitly describes relationship), the type of data (such as text or image or binary value) is described, possible predefined values are listed, and a brief textual description is provided. This collection can be organized for reference into a book called a data dictionary.
When developing programs that use the data model, a data dictionary can be consulted to understand where a data item fits in the structure, what values it may contain, and basically what the data item means in real-world terms. For example, a bank or group of banks could model the data objects involved in consumer banking. They could then provide a data dictionary for a bank's programmers. The data dictionary would describe each of the data items in its data model for consumer banking (for example, "Account holder" and ""Available credit"). The tables 3.1 show the data dictionary for this project.
Field name Description Data type Field size
dep_id Department ID AutoNumber Long Integer
name Department Name Text 50
The table 3.1 shows the field name, description, data type and field size that are contains in the deps table.
Field name Description Data type Field size
emp_id Staff¡¦s ID AutoNumber Long Integer
admin_log Administrator ID Text 20
admin_pass Administrator Password Text 20
name Staff¡¦s Name Text 100
title Staff¡¦s Title Text 50
age Staff¡¦s age Number 10
email Staff¡¦s Email Address Text 50
qualification Staff¡¦s Qualification Text 50
work_phone Staff¡¦s Work Phone Number Text 50
home_phone Staff¡¦s Home Phone Number Text 50
cell_phone Staff¡¦s Cell Phone Number Text 50
address Staff¡¦s Address Text 100
dep_id Department ID AutoNumber Long Integer
picture Staff¡¦s Picture Text 100
manmonth Man of the Month Number Long Integer
The table 3.2 shows the field name, description, data type and field size that are contains in the Staff¡¦s Profile table.
3.2.4.2.3 User Interface
In information technology, the user interface (UI) is everything designed into an information device with which a human being may interact -- including display screen, keyboard, mouse, light pen, the appearance of a desktop, illuminated characters, help messages, and how an application program or a Web site invites interaction and responds to it. In early computers, there was very little user interface except for a few buttons at an operator's console. The user interface was largely in the form of punched card input and report output.
Later, a user was provided the ability to interact with a computer online and the user interface was a nearly blank display screen with a command line, a keyboard, and a set of commands and computer responses that were exchanged. This command line interface led to one in which menus (list of choices written in text) predominated. And, finally, the graphical user interface (GUI) arrived, originating mainly in Xerox's Palo Alto Research Center, adopted and enhanced by Apple Computer, and finally effectively standardized by Microsoft in its Windows operating systems.
The user interface can arguably include the total "user experience," which may include the aesthetic appearance of the device, response time, and the content that is presented to the user within the context of the user interface. The user interface, which is provided for this system are explained more detail in the following figures 3.10 until figure 3.20.
Figure 3.10 : Main Interface
The Staff Directory System main interface will consist of a flash movie. The user have to click on the enter button or skip intro to enter this system.
Figure 3.11 : Main Menu
The main menu shows the main page of the system. There was a list of staff in organization. The user can click at the staff name to view the staff¡¦s profile. The user also can send mail to the staff by click at their email address. The user also can search the staff by department, name or their email address.
Figure 3.12 : About Screen
The about screen describe detail about the Staff Directory System developer and contacts.
Figure 3.13 Login Screen
The Login screen shows a login form. The administrator must enter the username and password in order to get in the admin menu where there the administrator can insert, delete and updates staff¡¦s profile. Without the correct username and password they cannot do anything, the login page made in order to protect the staff¡¦s profile from illegal person and illegal activity.
Figure 3.14 Administrator Screen
The administrator menu page has several menus such as staff, department and logout. The staff menu is use to view all the profile of staff in organization and the department menu is use to view all the department in that organization and the logout menu is use to exit from the system.
Figure 3.15 Staff¡¦s Profile Screen
The staff¡¦s profile menu has several menu such as admin menu that is use to go back at administrator menu, search staff by enter their name, edit the staff¡¦s profile by click at the edit link and the insert link that is use to insert the new staff¡¦s profile.
Figure 3.16 Edit or Delete Staff¡¦s Profile Screen
The edit or delete staff¡¦s profile show the information about the staff¡¦s, the administrator can updates by changes the information about the staff¡¦s and then click at the update button or the administrator can delete the staff¡¦s profile by clicking at the delete button and click at the cancel button to return at staff¡¦s profile screen.
Figure 3.17 Insert Staff¡¦s Screen
The insert staff profile shows the form that to fulfill by administrator to insert new staff, after fill all the necessary field then click at the insert button and click at the cancel button to return at staff¡¦s profile screen.
Figure 3.18 Department Screen
The department menu has several menu such as admin menu that is use to go back at administrator menu, edit the department name by click at the edit link and the insert link that is use to insert the new department.
Figure 3.19 Edit or Delete Department Screen
The edit or delete department show the information about the department, the administrator can updates by changes the information about the department and then click at the update button or the administrator can delete the department by clicking at the delete button and click at the cancel button to return at department screen.
Figure 3.20 Insert Department Screen
The insert department shows the form that to fulfill by administrator to insert new department, after fill all the necessary field then click at the insert button and click at the cancel button to return at staff¡¦s profile screen.
3.2.5 Implementation
The fifth phase of System Development Life Cycle (SDLC) in which the information system is coded, tested, installed and supported in the organization. The designs are translated into code. Computer programs may be written using conventional programming language to a fourth generation language (4GL) or an application generator. This phase will be done in Project Paper 2 (Part 2).
3.2.6 Maintenance
The final Phase of System Development Life Cycle (SDLC) in which an information system is systematically repaired and improved/upgraded. This phase also will be done in Project Paper 2 (Part 2).
3.3 Conclusion
The purpose of doing the analysis and design part is to endure that the user¡¦s requirement is fulfilled. The diagrams are well defined to show the overall process and performance of the system. The designing phase is done to show the user how will the interface will look like. The screen layouts that describe the flow of the system from beginning of the system till the end of the system were described as well.
As in chapter 4, the conclusion of the Staff Directory System, the problem faced during the analysis phase and the future enhancement of the system will be discussed in more detail.
CHAPTER 4 : CONCLUSION
4.1 Introduction
This section covers the summary of the project, problems faced when doing the analysis, design and suggestion for the future enhancement.
4.2 Difficulties Faced in doing the analysis for Staff Directory System
Some of the problems faced when doing the analysis phase of this system are:
„h Difficult to get information regarding staff profile.
„h Have to study about Java Server Pages application to adopt with Staff Directory System.
„h Limited time is provided to finish the system.
4.3 The advantages of Staff Directory System
There are some advantages regarding this system. As listed below are the strength of Staff Directory System
4.3.1 Advantages of Staff Directory System
„h Easy to get information regarding the staff profile just in a minutes.
„h Provide easy access to the administrator to updates the information at anytime and anywhere.
„h Provide security for this system where only the administrator can insert, delete and update all the staff information
„h This system has been develop using Java Server Pages, one of the most powerful scripting language.
„h This system also provides the staff picture with their profile.
4.4 Future Enhancement
Future enhancement is needed for current developed stage of Staff Directory System. The developed system is far from perfect due to some problems. Some adjustments are still needed to improve this system.
4.5 Conclusion
Staff Directory System is a web-based system where user or the staff can go online to search the profile of staff. The appropriate methodology, System Development Life Cycle (SDLC) was applied while doing the research part of this system. Overall of this research took about 10 weeks to complete. In the future, it is aimed at enhancing and maintaining the system so to be developed with more secure and more powerful database management.
REFERENCES
1. Hoffer, J.A, George, J.F and Valacich, J.S. Modern System Analysis and Design. 3rd Edition, Prentice Hall, 2001
2. Turban, E, Aronson, J.E. Decision Support System and Intelligent Systems. 5th Edition, Prentice Hall, 1998
3. Roger S.Pressman. Software Engineering Fifth Edition, A Practitioners Approaches. MC Graw Hill International, 2001
4. http://www.google.com
5. http://www.episcopalchurch.org/deptstaf.html
6. http://www.cccs.edu:16350/staffDirectory/
1.1 Introduction
This chapter describes the detail information of Staff Directory System. Problem statement, system objective, the scope covered and targeted user of this system. The Staff Directory System is developed to improve in keeping track of staff information and all the information related to staff such as their name, telephone number, department, email address, salary, designation, qualification and etc.
1.2 Problem Statement
Some of problem will be occurring during the development stages of a project. The main reason of project failure is due to poor management and wrong estimation in a project cost. Now days, there are some of existing system in the market which has insufficient resources, the system interface that are not user friendly. This will discuss in more detail in Chapter 2.
The main purpose of the development of Staff Directory System is to produce an efficient, effective and the more important thing that is user friendly system, which can be accessed through online. They can access the system from anywhere and at any time they want to find information about the staff.
1.3 Objective of the System
1.3.1 Ability to store staff information in the virtual environment
This system can make the staff information can be stored in virtual environment. So, all the staff can search for information as long the user has the Internet connection. The outsider user also can search the information from their place as long their personal computer connect to the Internet.
1.3.2 Ability to insert, updates and deletes information about the staff
The system administrator can insert, updates and deletes information about the staff in easy way. The system administrator must have a username and password in order to access the administration area. The administration page is a secured page. This is to make sure there is no illegal operation regarding to the staff information. The information can be insert, delete and updates within a minutes. The administrator can access the page anywhere and at anytime.
1.3.3 Keep track of staff information
This system is build/develop to keep track of staff information. The other staff can search for the information at anytime they want. This information is stored on the server and can be accessed anywhere. System administrator also updates the system frequently if there is any modification regarding staff information.
1.3.4 To make the staff in organization familiar with the latest technology
In the millennium era, technology is a very important. Without technology we are far behind from the development. We want to faster. Using the latest technology can make our work become easy and faster compared with using the traditional method. The Staff Directory System is developed and use at organization to make the staff familiar with the latest technology.
1.4 System Scope
Users are required to go online to view all the information regarding the staff in that organization. This Staff Directory System is meant for two levels of user. The first is the administration level users and the second will be the staff in organization. But the most important thing is that users could have access and work on the system at any place, any time, where Internet access is provided.
1.5 Timeline to finish the system
The duration of 16 weeks is suggested to complete this project paper 2 (part 1). Presentation of the complete system will be roughly held at the week 15 or 16. During that time all the tasks are planned to be completed stage by stag. To finish the project on time three stages had been planned and the stages will be done accordingly to the timeline.
Gantt Chart is a project tool that can be used to represent the task required to complete a project within a time period. Gantt Chart provides a graphical illustration of a schedule that helps to plan, co-ordinate and track specific tasks in a project. It is used to show timeline of the system. The main reason that many people use Gantt Chart are because it easy to understand. Figure 1.1 shows the timeline of his project paper 2 (part 1).
Task week 1 week 2 week 3 week 4 week 5 week 6 week 7 week 8 week 9 week 10 week 11 week 12 week 13 week 14 week 15 week 16
Proposal
Chapter 1
Chapter 2
Chapter 3
Chapter 4
Presentation
Schedule for Staff Directory System
Figure 1.1 Timeline for Project Paper 2 (Part 1)
1.6 Hardware and Software
1.6.1 Hardware
The hardware that will be use to develop this system must be high performance, efficient and effective. Below are list of hardware that used to develop the Staff Directory System.
„h Pentium 2 or higher processor
„h 256 MB PC133 RAM
„h 52X CD-Rom Drive
„h 20GB HDD Drive
„h 17¡¨ SVGA Digital Monitor (recommended)
„h Keyboard and Mouse
1.6.2 Software
„h Microsoft Windows 98 / Windows ME / Windows 2000 / Windows XP
„h Microsoft Visual Interdev 6.0
„h Macromedia Dreamweaver 6.0 (MX Edition)
„h Tomcat Apache 4.0.4 (as Java Server Pages application server)
„h JSE 1.4.1 (Java Development Kit)
„h Adobe Photoshop 6.0
„h Adobe Illustrator 10.0
1.7 Targeted System Users
This system is meant for two levels of users that is the administrator and the ordinary user. For the administration level, modification on data whether insert, delete or updates is featured as user-friendly interface. And the other levels of user are normal/ordinary user, which only can view the information about the staff.
1.8 Conclusion
The Staff Directory System is a web-based system regarding the staff information such their name, email, address, telephone number, designation, department, age, salary and etc.
As in chapter 2, Literature Review would discuss in more detail regarding overall concept behind the system. Some of existing system and its advantages and disadvantages of it. Besides that the proposed system, which is synthesized from the existing system, is discussed in detail too.
CHAPTER 2 : LITERATURE REVIEW
2.1 Introduction
In this chapter, we would discuss the concept behind the system o application. Review of an existing system, which is quite similar to the system to be developed, about the problem occurred and pro and cons behind it are discussed in more detail. The staff directory system has been use in many organizations such as university, hospital, government and etc.
2.2 Review on existing system
The existing system that can be the example for Staff Directory System is:-
2.2.1 http://www.cccs.edu:16350/StaffDirectory/
2.2.2 http://www.episcopal.org/deptstaf.html
2.2.1 Colorado Community College System
Figure 2.1 : Colorado Community College System web sites
2.2.1.1 System Description
The Community Colleges of Colorado are unique because the System includes fast-track training, resources and career-oriented leadership opportunities for high school students as well as teachers and counselors. They¡¦re organized into regional teams to better serve the clients, including the teachers and counselors of more than 75,000 high school students enrolled in 1,070 programs funded by the $17 million Colorado Vocational Act annually. In addition, more than 20,000 students gain leadership and collaboration skills from System-led student organizations.
2.2.1.2 Advantages of Colorado Community College System
Some of advantages that can get through this system are:
„h Display all the staff name in one page.
„h Display the address of staff but the user must click at the more button to view the address.
2.2.1.3 Disadvantages of Colorado Community College System
Some of the disadvantages of this system are the interface are not vey attractive, the user also cannot search for the desire staff profile, they need to find by own. The staff profile is also not complete, there are only have their name, phone number department, division, address and email address. The other disadvantages for this system is there is no staff picture, no online administration and the list of staff cannot sort by any field that we want.
2.2.2 The Episcopal Chursh, USA (Department and Staff Directory)
Figure 2.2 : The Episcopal Church, USA web sites
2.2.2.1 System Description
The Episcopal Church, USA, Web sites offers thousands if resources for members and leaders of the Episcopal Church and for the web visitors who are interested in information about the church and its mission and ministries.
The web site includes many official related pages and other web sites and each has its own web editor responsible for editorial content.
2.2.2.2 Advantages of The Episcopal Chursh, USA
Some of advantages that can get through this system are:
„h Display all the staff name in one page but separated by department.
2.2.2.3 Disadvantages of The Episcopal Chursh, USA
Some of the disadvantages of this system are:
„h The interface are not very attractive;
„h The user also cannot search for the desire staff profile;
„h The staff profile is also not complete, there are only have their name, phone number department and email address. The other disadvantages for this system is there is no staff picture, no online administration where the administrator can insert, updates and delete staff record by online and the list of staff cannot sort by any field that we want for example sort the list by their name or department.
2.3 Conclusion
Based on the literature review done on the existing system. the disadvantages of those systems are used as a reference to develop this Staff Directory System.
Some of the advantages of the Staff Directory System is as follows:
„h To provide user friendly interface to attract more users to view the web page.
„h Provide the staff picture besides in their profile, so the user can know who are they are looking for.
„h Provide more information such as age, sex, qualification, designation, home phone, cell phone and etc.
„h The Staff Directory System also provide search fucntion for user search the desire staff profile by their name, department and email address, this is to reduce the user time in seek for a staff profile.
„h The system also provide sort funcion, the user can sort the staff profile by their name, email address, age, sex, designation or department.
„h To provide a better system for all users through online.
Thus the literature review and absed on the advantages of the system that is going to be developed, the syste design and analysis will be discussed in more detail in Chapter 3.
CHAPTER 3 : SYSTEM ANAYLIS AND DESIGN
3.1 Introduction
In this chapter the analysis and design phase of the system, the concept, skills, methodologies, techniques, tools and perspectives essential for the successful system development are to be discussed. There are chart and diagrams that illustrate the system¡¦s context diagram, data flow diagram (DFD), logical and physical design of the system and also the user interface.
3.2 System Development Life Cycle (SDLC)
In order to accomplish any given set of tasks effectively there must have the plan and procedure. Without this two thing, the system development activities cannot perform with well. The model used to develop this project is System Development Life Cycle (SDLC). SDLC as referred in Figure 3.1 is a traditional method used to develop, maintain and replace information system. There are six steps in SDLC, which is described in more detail in subtopics below. The Project Paper 2 (Part 1) is done from phase project identification and selection until the phase design. The other two stages that are implementation and maintenance will be done during Project Paper 2 (Part 2).
Figure 3.1 : The System Development Life Cycle (SDLC)
3.2.1 Project identification and selection
Project identification and selection is the first phase of SDLC. In this phase total complete information are needs are identified, analyzed, prioritized and arranged in an organization. To develop Staff Directory System a research is done which helps in identifying the scope of the system. Besides that the identification of user¡¦s requirement and the limitation and problems of the present system are studied as well to develop a better and good system compared with the present system. A fact-finding technique such as documentation and observation has been used as a guideline to perform a complete analysis and produce the requirement specification. The detail explanations of fact-findings are described below:
(a) Observation
The observation is done through visiting some of the existing system from
Website. A lot of ideas were identified through this observation. From the
observation the analyst can see what are the requirement are needs for
developing this system. It is described in previous chapter 2.
(b) Documentation
Documentation is a technique, which is used to gather information regarding the new system. The problem that might occur in the documentation is that it requires investigator to read extensively in order to gather a small amount of information.
3.2.2 Project initiation and planning
The second phase of System Development Life Cycle (SDLC) that gives a clear picture of what actually the physical system is all about. The potential information systems project is explained as well. The main goal of project initiation and planning is to achieve the scope besides estimating benefit of the project.
3.2.2.1 Project Objective
To automate the process of searching information about the staff in anytime and anywhere if they are connected to the Internet.
3.2.2.2 Project Benefits
(a) Reduce the using of paper
- This system can reduce the use of paper because all the data about the staff are stored in the server.
(b) Save time and cost
- The user can search the information just in a minutes compared with the traditional method.
(c) Easy to use
- This Staff Directory System can make the administrator and ordinary user life become easier. It is because this system can be used anywhere and at anytime.
3.2.2.3 Project Deliverables
(a) Project Paper Report
- The report of the project is send to the supervisor before the presentation day.
(b) Presentation
- The brief explanation of the system is presented on the day of presentation using Microsoft PowerPoint.
3.2.2.4 Project Duration
The time estimated to finish this system is about 16 weeks.
3.2.2.5 Recommendation
The System Development Life Cycle model is used to develop the Staff Directory system. The steps of build this project include project identification and selection, project initiation and planning, analysis, logical design, physical design, implementation and maintenance. The system will be developed using Java Server Pages (JSP) with Tomcat Apache Web server 4.0.4 as a personal web server that support the JSP application.
3.2.3 Analysis
The third phase of the System Development Life Cycle (SDLC) in which identifying problem or an opportunity is occurred. The problem is identified whether by observing the process, interviewing the participants or examining reports and documentation. Besides that justification of a new system or a modification of the existing system to meet the needs of the users is also taken into consideration.
3.2.3.1 Data Flow Diagram (DFD)
Data Flow Diagram is versatile diagramming tools. It shows a picture of the movement of data between external entities and the processes and data stores within a system. It can be divided into context diagram, level O and level 1. A data flow is data that move together. Thus, a data flow can be composed of many individual pieces if data that are generated at the same time and flow together to common destinations.
3.2.3.1.1 Context diagram
An overview of an organizational system that shows the systems boundaries, external entities that interact with the system and the major information flows between the entities and the system. Context diagram for this system is shown in Figure 3.2 below describes the system entities and the boundaries. The external entities are administrator and users.
3.2.3.1.2 Level O diagram
The level O diagram represents the primary individual process in the system at the highest possible level. There are mainly five processes in this system. The first process is add record, followed by deleted record, update record, search record, view the record and feedback. The data is added is store in the user file.
3.2.3.1.3 Level 1 for process 1.0 add record
Figure 3.4 : Level 1 for process 1.0 add record
The level 1 for process 1.0 add record have one sub process that are add staff profile. The records that are added will be stored in the database. The staff profile contains the record about the staff such as their name, email address, telephone number, qualification, department, salary, designation and etc. Only the administrator will add this record.
3.2.3.1.4 Level 1 for process 2.0 delete record
Figure 3.5 : Level 1 for process 2.0 delete record
The level 1 for process 2.0 add record have one sub process that are delete staff profile. The records that are deleted will not be included in the database anymore. Only the administrator will delete the records that are not use the system.
3.2.3.1.5 Level 1 for process 3.0 edit record
Figure 3.6 : Level 1 for process 3.0 edit record
The level 1 for process 3.0 add record have one sub process that are edit staff profile. The records that are edited will be stored in the database. Only the administrator will edit the record if there is any change in staff profile.
3.2.3.1.6 Level 1 for process 4.0 search record
Figure 3.7 : Level 1 for process 4.0 search record
The level 1 for process 4.0 search record have one sub process. Search is done by key in the staff ID or staff name in the search form. The data will be searched from the database and will be displayed. If the data did not exist an error message will be displayed.
3.2.3.1.7 Level 1 for process 5.0 view record
Figure 3.8 : Level 1 for process 5.0 view record
The level 1 for process 5.0 view records can view the staff profile. The profile contains data such as their name, email address, telephone number, qualification, department, salary, designation and etc.
3.2.4 Design
The fourth phase of the System Development Life Cycle (SDLC) in which is studied and alternative replacement systems are proposed. The design phase is done through two sub phases that is logical design and physical design. There are several tools and techniques used for designing this system. The following tools and techniques are used to describe in more detail regarding this system.
„h Flow Chart
„h Data Dictionary
3.2.4.1 Logical Design
The part of the design phase of System Development Life Cycle (SDLC) in which all functional features of the system chosen for development in analysis are described independently of any computer platform. The flow chart for searching record for staff profile is described in detail under this logical design for this system.
3.2.4.1.1 Flow Chart
A flowchart is a formalized graphic representation of a program logic sequence, work or manufacturing process, organization chart, or similar formalized structure. In computer programming, flowcharts were formerly used to describe each processing path in a program (the main program and various subroutines that could be branched to). Programmers were admonished to always flowchart their logic rather than carry it in their heads. With the advent of object-oriented programming (OOP) and visual development tools, the traditional program flowchart is much less frequently seen. However, there are new flowcharts that can be used for the data or class modeling that is used in object-oriented programming. Traditional program flowcharting involves the use of simple geometric symbols to represent the beginning or end of a program (an oval), a process (a rectangle), a decision (a diamond), or an I/O process (a parallelogram). The flowchart as shown in figure 3.11 explains the process for searching staff profile.
Figure 3.9 Process flow for searching staff profile
The flow graph above shows the process flow for searching the staff profile. First the user key in Staff ID or staff name. It is followed by search in process. When the data that is searched if found from database then it will be displayed. If the data is not found and error message will be displayed indicating that the data is not exist.
3.2.4.2 Physical Design
The part of the design of System Development Life Cycle (SDLC) in which the logical specifications of the system from logical design are transformed into technology-specific details from which all programming and system construction can be accomplish. Some of the physical design that are used to develop this system are ER diagram, data dictionary ad user interface.
3.2.4.2.1 Entity relationship diagram (ER Diagram)
An entity-relationship diagram is a data modeling technique that creates a graphical representation of the entities, and relationships between entities, within an information system. The overall logical structures of a database are graphically drawn by using E-R diagram.
Its components are:
„h rectangles representing entity sets.
„h ellipses representing attributes.
„h diamonds representing relationship sets.
„h lines linking attributes to entity sets and entity sets to relationship sets.
3.2.4.2.2 Data Dictionary
A data dictionary is a collection of descriptions of the data objects or items in a data model for the benefit of programmers and others who need to refer to them. A first step in analyzing a system of objects with which users interact is to identify each object and its relationship to other objects. This process is called data modeling and results in a picture of object relationships. After each data object or item is given a descriptive name, its relationship is described (or it becomes part of some structure that implicitly describes relationship), the type of data (such as text or image or binary value) is described, possible predefined values are listed, and a brief textual description is provided. This collection can be organized for reference into a book called a data dictionary.
When developing programs that use the data model, a data dictionary can be consulted to understand where a data item fits in the structure, what values it may contain, and basically what the data item means in real-world terms. For example, a bank or group of banks could model the data objects involved in consumer banking. They could then provide a data dictionary for a bank's programmers. The data dictionary would describe each of the data items in its data model for consumer banking (for example, "Account holder" and ""Available credit"). The tables 3.1 show the data dictionary for this project.
Field name Description Data type Field size
dep_id Department ID AutoNumber Long Integer
name Department Name Text 50
The table 3.1 shows the field name, description, data type and field size that are contains in the deps table.
Field name Description Data type Field size
emp_id Staff¡¦s ID AutoNumber Long Integer
admin_log Administrator ID Text 20
admin_pass Administrator Password Text 20
name Staff¡¦s Name Text 100
title Staff¡¦s Title Text 50
age Staff¡¦s age Number 10
email Staff¡¦s Email Address Text 50
qualification Staff¡¦s Qualification Text 50
work_phone Staff¡¦s Work Phone Number Text 50
home_phone Staff¡¦s Home Phone Number Text 50
cell_phone Staff¡¦s Cell Phone Number Text 50
address Staff¡¦s Address Text 100
dep_id Department ID AutoNumber Long Integer
picture Staff¡¦s Picture Text 100
manmonth Man of the Month Number Long Integer
The table 3.2 shows the field name, description, data type and field size that are contains in the Staff¡¦s Profile table.
3.2.4.2.3 User Interface
In information technology, the user interface (UI) is everything designed into an information device with which a human being may interact -- including display screen, keyboard, mouse, light pen, the appearance of a desktop, illuminated characters, help messages, and how an application program or a Web site invites interaction and responds to it. In early computers, there was very little user interface except for a few buttons at an operator's console. The user interface was largely in the form of punched card input and report output.
Later, a user was provided the ability to interact with a computer online and the user interface was a nearly blank display screen with a command line, a keyboard, and a set of commands and computer responses that were exchanged. This command line interface led to one in which menus (list of choices written in text) predominated. And, finally, the graphical user interface (GUI) arrived, originating mainly in Xerox's Palo Alto Research Center, adopted and enhanced by Apple Computer, and finally effectively standardized by Microsoft in its Windows operating systems.
The user interface can arguably include the total "user experience," which may include the aesthetic appearance of the device, response time, and the content that is presented to the user within the context of the user interface. The user interface, which is provided for this system are explained more detail in the following figures 3.10 until figure 3.20.
Figure 3.10 : Main Interface
The Staff Directory System main interface will consist of a flash movie. The user have to click on the enter button or skip intro to enter this system.
Figure 3.11 : Main Menu
The main menu shows the main page of the system. There was a list of staff in organization. The user can click at the staff name to view the staff¡¦s profile. The user also can send mail to the staff by click at their email address. The user also can search the staff by department, name or their email address.
Figure 3.12 : About Screen
The about screen describe detail about the Staff Directory System developer and contacts.
Figure 3.13 Login Screen
The Login screen shows a login form. The administrator must enter the username and password in order to get in the admin menu where there the administrator can insert, delete and updates staff¡¦s profile. Without the correct username and password they cannot do anything, the login page made in order to protect the staff¡¦s profile from illegal person and illegal activity.
Figure 3.14 Administrator Screen
The administrator menu page has several menus such as staff, department and logout. The staff menu is use to view all the profile of staff in organization and the department menu is use to view all the department in that organization and the logout menu is use to exit from the system.
Figure 3.15 Staff¡¦s Profile Screen
The staff¡¦s profile menu has several menu such as admin menu that is use to go back at administrator menu, search staff by enter their name, edit the staff¡¦s profile by click at the edit link and the insert link that is use to insert the new staff¡¦s profile.
Figure 3.16 Edit or Delete Staff¡¦s Profile Screen
The edit or delete staff¡¦s profile show the information about the staff¡¦s, the administrator can updates by changes the information about the staff¡¦s and then click at the update button or the administrator can delete the staff¡¦s profile by clicking at the delete button and click at the cancel button to return at staff¡¦s profile screen.
Figure 3.17 Insert Staff¡¦s Screen
The insert staff profile shows the form that to fulfill by administrator to insert new staff, after fill all the necessary field then click at the insert button and click at the cancel button to return at staff¡¦s profile screen.
Figure 3.18 Department Screen
The department menu has several menu such as admin menu that is use to go back at administrator menu, edit the department name by click at the edit link and the insert link that is use to insert the new department.
Figure 3.19 Edit or Delete Department Screen
The edit or delete department show the information about the department, the administrator can updates by changes the information about the department and then click at the update button or the administrator can delete the department by clicking at the delete button and click at the cancel button to return at department screen.
Figure 3.20 Insert Department Screen
The insert department shows the form that to fulfill by administrator to insert new department, after fill all the necessary field then click at the insert button and click at the cancel button to return at staff¡¦s profile screen.
3.2.5 Implementation
The fifth phase of System Development Life Cycle (SDLC) in which the information system is coded, tested, installed and supported in the organization. The designs are translated into code. Computer programs may be written using conventional programming language to a fourth generation language (4GL) or an application generator. This phase will be done in Project Paper 2 (Part 2).
3.2.6 Maintenance
The final Phase of System Development Life Cycle (SDLC) in which an information system is systematically repaired and improved/upgraded. This phase also will be done in Project Paper 2 (Part 2).
3.3 Conclusion
The purpose of doing the analysis and design part is to endure that the user¡¦s requirement is fulfilled. The diagrams are well defined to show the overall process and performance of the system. The designing phase is done to show the user how will the interface will look like. The screen layouts that describe the flow of the system from beginning of the system till the end of the system were described as well.
As in chapter 4, the conclusion of the Staff Directory System, the problem faced during the analysis phase and the future enhancement of the system will be discussed in more detail.
CHAPTER 4 : CONCLUSION
4.1 Introduction
This section covers the summary of the project, problems faced when doing the analysis, design and suggestion for the future enhancement.
4.2 Difficulties Faced in doing the analysis for Staff Directory System
Some of the problems faced when doing the analysis phase of this system are:
„h Difficult to get information regarding staff profile.
„h Have to study about Java Server Pages application to adopt with Staff Directory System.
„h Limited time is provided to finish the system.
4.3 The advantages of Staff Directory System
There are some advantages regarding this system. As listed below are the strength of Staff Directory System
4.3.1 Advantages of Staff Directory System
„h Easy to get information regarding the staff profile just in a minutes.
„h Provide easy access to the administrator to updates the information at anytime and anywhere.
„h Provide security for this system where only the administrator can insert, delete and update all the staff information
„h This system has been develop using Java Server Pages, one of the most powerful scripting language.
„h This system also provides the staff picture with their profile.
4.4 Future Enhancement
Future enhancement is needed for current developed stage of Staff Directory System. The developed system is far from perfect due to some problems. Some adjustments are still needed to improve this system.
4.5 Conclusion
Staff Directory System is a web-based system where user or the staff can go online to search the profile of staff. The appropriate methodology, System Development Life Cycle (SDLC) was applied while doing the research part of this system. Overall of this research took about 10 weeks to complete. In the future, it is aimed at enhancing and maintaining the system so to be developed with more secure and more powerful database management.
REFERENCES
1. Hoffer, J.A, George, J.F and Valacich, J.S. Modern System Analysis and Design. 3rd Edition, Prentice Hall, 2001
2. Turban, E, Aronson, J.E. Decision Support System and Intelligent Systems. 5th Edition, Prentice Hall, 1998
3. Roger S.Pressman. Software Engineering Fifth Edition, A Practitioners Approaches. MC Graw Hill International, 2001
4. http://www.google.com
5. http://www.episcopalchurch.org/deptstaf.html
6. http://www.cccs.edu:16350/staffDirectory/
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