FTMK LECTURER'S APPOINTMENT SYSTEM (FLAS) NORAHAYU BTNTI MOHD RAMLY

Transcription

1 FTMK LECTURER'S APPOINTMENT SYSTEM (FLAS) NORAHAYU BTNTI MOHD RAMLY This report is submitted in partial fulfillment of the requirements for the Bachelor in Computer Science (Software Development) FACULTY OF INFORMATION AND COMMUNICATIONS TECHNOLOGY UNIVERSITI TEKNIKAL MALAYSlA MELAKA 2008

2 ABSTRACT The title of Projek Sarjana Muda 1 (PSM 1) is ''FIIWK Lectu~*ev'.~ Appointment Systenz " that will be developed to Faculty of Information and Communication Technology (FTMK). The main objective of the development of this system is to overcome the problems exist in the current manual system. The medium for this system is the Internet so students can access the system wherever they are as long as here is Internet connection. This system will be developed as a web-based platform and will be created using server side scripting such as PHE' with Apache Web Server, user side scripting such as and MYSQL as a database for the system. The target users of this system are students, lecturers and administrator. Generally; fils system explanation about background project, methodology that will be used, bow the analysis executed, design of database apd interface, implementation and testing of system. The online system becomes systeqatic and also regular missing data. Besides, extra features in the system such as security protection by using password.

3 ABSTRAK Tajuk Projek Sarjana Muda 1 (PSM 1) ialah "FTMK Lecttrre-ev's Appoirztment System " yang dibangun- untuk Fakulti Tehologi Maklumat dan Komunikasi (FTMK). Objektif utama membangunkan aplikasi ini adalah untuk mengatasi masalah yang dihadapi oleh sistem manual sedia ada. Medium perantaraan untuk sistem ini adalah talian Internet bagi membolehkan pelajar-peiajar melayari sistem ini di mana sahaja mereka berada selagi terdapatnya talian Internet. Sistem ini dibangunkan berlandaskan web dan dihasilkan menggunakan bahasa pengaturcaraan web seperti PHP, H-TML dan MYSQL sebagai pangkalan data untuk sistem ini. Sasaran pengguna sistem ini terdiri daripada pelajar, pensyarah dan pentadbir sistem. Secara keseluruhannya, sistem ini menerangkan latarbelakang projek, metodologi yang digunakan, bagaimana analisis dilaksanakan, rekabentuk pangkalan data dan antaramuka, perlaksanaan dan seterusnya melaksanakan pengujian kepada sistem tersebut. Sistem yang berasaskan komputer lebih sistematik dan teratur serta mengelakkan kehilangan data. Selain dari itu, fungsi-hngsi tambahan yang ada pada sistem seperti penggunaan katalaluan sebagai langkah keselamatan.

4 1.1 Project Background FTMK Lecturer's Appointment System (FLAS) is a proposed system for the Projek Sarjana Muda (PSM) that allows students to book appointment with their Iecturers in order to reduce difficulties between students and lecturers. The medium for this system is the Internet so students can access the system wherever they are as long as there is Znternet connection. This system will be developed as a web-based platform and will be created using server side scripting such as PHP with Apache Web Server, user side scripting such as HTML and MYSQL as a database for the system. The target users of this project are students, lecturers and administrator. The system is develop to help students makes an appointment online with lecturer that they want to meet depends on the lecturer's timetable. Only students who had registered can use this system. User must login before use this system. In this system the lecturer must always update new information in their timetable so that the students will know about new information of the lecturer whether the lecturer is on leave or have a meeting. Students can check the timetable of the lecturer before going to meet the lecturer. The task of administrator is to register the new user, edit or delete the information of the users. Other than that,

5 administrator also can addledit latest news or information about faculty or other news about 1nr"omdtion Techoiogy. The main purpose of FTMK Lecturer's Appointment System (FLAS) is to provide more easy and convenient way of booking appointment and to propose new way of data management and data processing. The main task for the system is to process all the data and provide a good result. 1.2 Problem Statement Generally, process of making appointment or booking consultation hour between lecturers and students still using manual way. This system is develop to solve the list of following problems : i) Students difficult to meet lecturers There are many situations that students did not fmd lecturers in their room even that lecturer was in consultation hour. Sometimes the lecturers did not write a notice or announce if they have meeting or other important things. Students also don't know lecturer's timetable and contact's number. ii) Difficult to manage appointment records From manual system, appointment record of students just only kept in lecturer's notebook. With this proposed system, record of appointment time will be store more systematic and regular that means the lecturer did not worry about losing their notebook. This system will remind the lecturers and students about their appointment. iii) Apply appointment with lecturers manually The process to apply or booking appointment with lecturers is still manually. Students need to meet lecturer and request to get permission in order to have an appointment with himher. If heishe not available in their

6 room, the student must leave the note to the lecturer or come again to meet int: iecturer. it is di~icuit because the students require spending a iots of time and have to come at lecturer's room for many times Thus, an expert system is needed to reduce waiting time for the lecturers. Students may know the status of the lecturer before going to meet them. 1.3 Objective In order to ensure that the system will develop smoothly, many objectives had been stated. Objectives of this project are : To build a system that has function that can help user manage booking application. To build the system with provides user level and security level and manage the certain process with the authorization. The system was complete with the password because some of the data may contain sensitive data and private information. To develop computerized lecturer's appointment system that can replace manual system. 1.4 Scope FLAS is developed based on FTMK lecturer's daily routine to ease the user in managing their task. This part defines the limitations, functionality and target users of the system. The scope of the system is as following : Target User - The target user of the system is committee members in FTMK who had registered such as lecturers, students and administrator.

7 Functionality.. 1) Frovicit: user auhen~i~a~ion l"or uala se~uri~y purpose. ii) Record users information, schedule information and appointment information. Type of System - FTMK Lecturer's Appointment System (FLAS) is a web-based system that develop with the properties of custom made software product. 1.5 Project Significance FLAS is a web-based system that will give a lot of benefit to users and system administrator. The system consists of databases that keep information about lecturer's information, student's information and appointment information. This system will help to reduce time consuming that occurs in daily routine when using manual way. The database is the most critical part of the system because it requires complex data handling, detail design of the database can help prevent duplicate data and easier for system administrator to maintain the database. Thus, it will reduce workload for administrator to manage and maintain the data in the database. This system also will display in a very user-friendly graphical user interface to ease the users to use the system.

8 1.6 Expected Output At the end of the project development, FTMK Lecturer's Appointment System (FLAS) enables users to use computerized appointment system that provides several functions such as booking appointment, view the lecturer's schedule, view list of appointment and view application status. 1.7 Conclusion The main idea of developing FTMK Lecturer's Appointment System (FLAS) is to improve the current manual system to make the process of making appointment become more manageable, effective, and efficient in order to reduce time consuming. It can bring a lot of benefits to students, lecturers and administrator. The next activities will be developed is chapter 11. This part will review the previous project and make a comparison with project that has been proposed. Besides that, this chapter also explains about the methodology that will be used in this project.

9 LITERATURE REVIEW AND PROJECT METHODOLOGY 2.1 Introduction This chapter focuses about literature review and project methodology that will be used for developing this system. Literature review are searching, collecting, analyzing and drawing conclusion from all arguments raised in relevant body of literature. It is important to give the explanations of choosing the project. "According to Cooper (1988), a literature review uses as its database reports of primary or original scholarship, and does not report new primary scholarshp itself'. Fact and finding will discuss and review about approach and related research, reference and other findings about this system. Besides that, it also states other approaches that will be used in this project by making comparison with previous approach.

10 2.2 Fact And Finding There are some reasons that cause the development of the system to solve the existing problems. The sources for the finding in this topic can be found fiom internet, magazine and book. Then, the literature review can be complete through study, analysis and drawing conclusion from those sources Domain FTMK Lecturer's Appointment System will be use by Faculty of Information and Communication Technology. This system is being developed based on online system that allows users to access through Internet. Other than that, this system will improve the way to make an appointment become more effective and manageable Existing System i) Research for Methodology Methodology is a collection of methods which apply to all phases of the software development life cycle. There are several types of model in software development life cycle such as Waterfall model, Spiral model, Prototyping model, Rapid Application Development model (RAD), Incremental Model, WIM.;lrM Spiral model, Concurrent Development model, Component-based model and Formal Method model.

11 ii) Casestudy following : There are three systems has been used for the case study. Those are list as Health Campus Universiti Sains Malaysia Quality Bulletin Website Fixed Appointment System This website is used by health campus of Universiti Sains Malaysia. The scope of implementation of the Fixed Appointment System is to include Nephrology, Cardiology and Hematology Clinics. According to Department of Health & Social Security Report, NHS, UK said that "Xhe Appointment System succeeded in reducing waiting times where doctors and stafs were committed to the implementation of the systerrz, and failed where they were not.". The Cardiology Clinic is among the busiest clinics of HUSM managing approximately 500 patients each month. Cardiologist, Dr. Mohd. Sapawi Moharned, took on the challenge of implementing the fixed appointment system at the Cardiology Clinic. His team reorganized systems and schedules to ensure clinics were manned and operated according to schedule. Results have been impressive. In August '06, 90% of patients who kept appointment time were seen within 1 hour of the appointment. Staff at the clinic have also benefited from the more orderly outpatient process. The Nephrology Clinic, headed by AP Dr. Kamaliah herself, brought down waiting times of patients. In February '06, only 12% of patients were seen within 1 hour of appointment, while in the first month of implementation, June '06 this went up to 89%. The below graph is the graph that show statistics of patients see within one hour of appointment.

12 9 FIXED ABPQiNTlvlENT $I'$TEM Cardiology and Nephmlogy Clinics % of patients seen within one hour of appoirrtm ent ; FEE -06 : Ple kn~ae~nabt,alio~o 1 UJN '06 : Post In~plernerlf~~oll Figrrre 2.1: Statistics of patients see within one hour of appointment. According to Sr. Zaleha, Medical Specialist Clinic of HUSM, she said that " With the implementation of the system, work is less stressful, clinics are cleared early and patient complaints have reduced. " Seetec- Appointment Systems Seetec Appointment System is a system that used by clinic. Patients can book an appointment with doctor by daily or weekly. This system is developed based on a fast and flexible search engine by searching through appointment schedules. This allows for single or many staff to be identified together with the variable requirements of customer demands. Once a slot is chosen, users have various options such as length of appointment, reason for appointment and additional notes that may be usefbl when the patient arrives.

13 On-line Appointment System (OLAS) This system is used by Harvard University that allows students to make own appointment with an advisor in the Harvard International Ofice (HIO) to discuss immigration issues related to your studies or work. Students also can make a call to HI0 or visit the HI0 to schedule an appointment. Appointments regarding permanent residency for faculty and high level researchers, health insurance information, spouse and family related questions, and other matters not related to immigration should be made by telephone in order to be scheduled with the appropriate staff member. Based on the case study above, here are several ways to use the appointment system by searching through search engine and via the appointment schedule. The comparison between existing system are stated as below : Table 2.1: Comparison Existing System Name of Heatth Campus Seetec- Appointment On-line system Universiti Sains Systems Appointment Malaysia Quality System (OLAS) Bulletin Website (Fied Appointment System) User friendly User friendly Security secured secured secured Technology Online system Online system Online system Objective achieve objective Not complete objective achieve objective Function Understanding and easy Ease to use Understanding to use and easy to use

14 2.2.3 Technique According to H.A.Simon (1969), there are three approaches to build a system, which are traditional approach, Object-Oriented methodology, and component- based methodology". The example of traditional approach is spiral model which reflect the relationship of tasks with rapid prototyping, increased parallelism, and concurrency in design and build activities. The spiral model is a model that had been proposed by Boehm (BOE88) is an evaluation software process model and provides the potential for rapid development of increment versions of the software. The spiral model, also known as the spiral lifecycle model, is a systems development lifecycle (SDLC) model used in information technology (IT). According to Dr. Dorsey and R,Heidicka(l999), Object Oriented Methodology had greatly design, where the number of entities in the model had decreased, the structure are much more robust, flexible and easy to maintain". In object-oriented methodology, a designer will use Unified Modeling Language (W) Unified Modeling Language (UML) is a language for capturing knowledge (partial semantics) and for expressing that knowledge (syntax). It provides a visual illustration of that model and for modeling of systems. The major advantage of UML is addition of process information into data model for an instance, when association entities arise fiom many to many relationships there are no way to show the exact number of business rule. In the case, LTML can show the accurate cardinality. The third approach is waterfall model which become popular version for software engineering in systems development life cycle model. This model is a linear progression of the project activities, where an input is received by an activity, processed and the output is delivered to the next sequential activity as the input to that activity. Waterfall development has distinct goals for each phase of development. Once a phase of development is completed, the development proceeds to the next phase and there is no turning back. From three-approach comparison, waterfall modef is an approach that will be used during implementation phase. The advantage of waterfall development is that it allows for departmentalization and managerial control. A schedule can be set with

15 deadlines for each stage of development.and a product can proceed through the development process like a car in a carwash, and theoretically, be delivered on time. Development moves from concept, through design, implementation, testing, installation, troubleshooting, and ends up at operation and maintenance. Each phase of development proceeds in strict order, without any overlapping.or iterative steps. 2.3 Project Methodology Software engineering must integrate a development strategy to solve definite problem in an industry environment. This strategy refers to process model in system development life cycle. The systems development life cycle (SDLC) is a conceptual model used in project management that describes the stages involved in an information system development project, from an initial feasibility study through maintenance of the completed application. A process model that used is based on the nature of the project and application, the methods and tools to be used. The method that is chosen to develop FTMK Lecturer's Appointment System (FLAS) is Waterfall Model.

16 2.3.1 Waterfall Model Waterfall model is the most popular version of software development life cycle for software engineer. This model also known as Linear Sequential Model where an input is received by an activity, processed and the output is delivered to the next sequential activity as the input to that activity. Below are representing 6 stages in Waterfall Model. Figure 2.2 : Waterfall Model

17 1. In the requirements analysis phase (a) The problem is specified along with the desired service objectives (goals) (b) The constraints are identified 2. In the speczfzcation phase the system specification is produced from the detailed definitions of (a) and (b) above. This document should clearly define the product hnction. 3. In the system and software design phase, the system specifications are translated into a software representation. The software engineer at this stage is concerned with: rn rn rn rn Data structure Software architecture Algorithmic detail and Interface representations 4. In the implenzentation and testing phase stage the designs are translated into the software domain rn Detailed documentation from the design phase can significantly reduce the coding effort. Testing at this stage focuses on making sure that any errors are identified and that the software meets its required specification.

18 5. In the integration and system testing phase all the program units are integrated and tested to ensure that the complete system meets the software requirements. After this stage the software is delivered to the customer [Deliverable- The software product is delivered to the client for acceptance testing.] 6. The maintenance phase the usually the longest stage of the software. In this phase the software is updated to: Meet the changing customer needs Adapted to accommodate changes in the external environment Correct errors and oversights previously undetected in the testing phases Enhancing the efficiency of the software (Adrian Als & Charles Greenidge, 2003)

19 Benefits of Waterfall Lifecycle Model The waterfall lifecycle model is a traditional models, it had been used widely by professional system developers. It also has been proved can help models the system and produce a good product or system. One reason of choosing waterfall models as the role model for developing FTMK Lecturer's Appointment System (FLAS) is a good decision because waterfall model offers a lot of benefits such as high quality product and enables developer to reduce overhead and other benefits. Before developing FTMK Lecturer's Appointment System (FLAS), user requirement, project specification and other must be documented. The documents will enable developer to cautiously plan the activities and stages in development process. This will help to reduce overhead and finish the project on time. Every phase in waterfall model is critical so that the developer must finish previous phase before moving to the next phases. Since every phase is critical, at the end of each phase, it must be tested and documented to prevent phase streaming where previous phase had to restart while the next phase is still running. If this happen, developer had to spent more time and money to redo the p~evi~ys phases and cancel the running phase.

20 2.4 Project Requirement Project requirements for software development tools and hardware requirement will define and listed at below to be used for FLAS purposes Software Requirements Table 2.1: Software Requirements SOFTWARE Edit Plus DESCRIPTION Used to write text editor such as Notepad with extra features that make it easier to write correct HTML. Macromedia Dreamweaver Provides a strong web developer tool for creating interactive web applications. Adobe Photoshop I Paint PHP 5 I MySQLI MS-SQL Server To create and edit images. Used to write dynamically generated web pages and used to create database driven web site. Microsoft Project Used to management the project purpose such as Gantt Chart Microsoft Visio Microsoft Windows W Used to cfeate or draw diagra~s. As an operating system f~r development purpose. I

21 2.4.2 Hardware Requirements PC with minimum specification: a) Windows 98/ME/XP/2000/Vista b) Pentium 3 800MHz or higher c) DVD 1 VCD Rom d) 256MB RAM or higher Other requirements Network and internet connection

22 2.5 Project Schedule And Milestones There are two kind of project coordination technique that will be use in order to make sure that this FTMK Lecturer's Appointment System project success. The first is formal, impersonal approaches. This includes project milestone and related documentation. The second are formal, interpersonal procedures. This involves quality assurance activities, meetings, and planning, analysis and design phase. There are activities and duration for PSM 1 milestones. Table 2.3: Schedule and Milestones Activities Responsibility Start End Revenue Date Date - Submit the proposal n Student Week 1 Week 1 - Project proposal form to be approval by n form. the supervisor and mpsm 1 - List of agreed by the PSM 1 committee -Student committee. - Start to define project Student Week 1 Week 3 Report of an background, scope, n introduction, objective, problem literature review statement and etc at and methodology chapter I, literature project. review and project methodology at chapter Language supervisor n Week 3 Week 3 - List of Language given and submit Language -Student chapter I & 2. - Discussion Chapter I & n Student Week 3 Week 4 -Evaluate the level 11 with Language Language of student - language (English).

23 Activities - Define the requirement analysis and completing the analysis report (Chapter ID) and monitor the project Responsibility Student Language Start Date Week 3 End Date Week 4 Revenue - Analysis Report -Progress Analysis Report. -Evaluate the level of student language (English). status. - Language Workshop and submit Chapter 111 to Language Student Language Week 4 Week 4. - Primary design and Student Week 5 Week 5 Primary design completing the report I I I report and progress (Chapter IV) and review the project progress. Semester Break - Discussion Chapter 111 Language Student with Language 18 Language I I I - Review the project's I Week 6 Week 7 analysis report. Week 6 Week 7 Week 7 Week 7 Student status was performance and I I I 1 defined. progress. Week 9 Design report and review the project I 1 I progress. - Submit the chapter IV to Language. Student Week 9 Week 9 Language

24 1 Activities Respmsibility Start Revenue Date. Discussion Chapter I11 Student with Language 1 Language I Week 10 Week Completing the mplementation phase Chapter 5) and review he project progress Part I - 70% (Prototype). Project Progress - Completing and submit the draft PSM I report - Distribute the presentation schedule - Presentation of PSMl project. Student Week 10 1 Week 12 Student HPSM 1 committee Student n I Week 15 / Week Week - Implementation Report -Progress Report Student status was defined. 3 complete copy PSM I (draft-, Assessor & Language ) Presentation Schedule PSM I Report and Evaluation. - Mark submission of Language to supervisor - Total mark submission to PSM I committee. 1 I n Language 1 Week 15 Week Language Evaluation Report report of PSM I.

25 2.6 Conclusion As the conclusion, literature review phase plays an important role before the FTMK Lecturer's Appointment System (FLAS) starts to develop. The purpose of research not merely to collect data and information but it is important to make our system that will be developed have improvement from existing system. Thus, this matter supports the idea to develop FLAS to change the existing manual way to online system. Besides that, this chapter also describe about searching and analyze the methodology that are use to develop the system. In the next chapter it will discuss about analysis of the system.

26 CHAPTER 111 ANALYSIS 3.1 Introduction Analysis phase defines the requirements of the system, depends on how these requirements will be accomplished. It contains problem analysis and requirement analysis. This phase will determine the details of project requirement and how these requirements will be accomplished. Problem analysis consist investigating and description about existing system. For the requirement analysis, programmer must list down and analyze the requirement to develop the project and the flow of the system. Developer should make the research about the analysis before starting to develop the proposed system. Through the analysis, developer will identify the user requirements after gather the information on their research. Consequently, the problems that occur in the existing system will be solved according their capability. The advantages that can achieve after analysis is developer can identify the organization needs and also will define all weaknesses in existing system. The developer can improve the weaknesses for a new system to make the new system will accomplish user requirements.

27 3.2 Problem Analysis After doing observation and studying the existing manual system, developer will face the problem that need to identify and solve it. The problem analysis part will provide the excellent understanding about the project. This part includes the system improvement that can be use in new system. Below is the problem that have been identified in the manual system : i) Apply appointment with lecturers manually The process to apply or booking appointment with lecturers is still manually. Students need to meet lecturer and request to get permission in order to have an appointment with hidher. If helshe not available in their room, the student must leave the note to the lecturer or come again to meet the lecturer. It is difficult because the students require spending a lots of time and have to come at lecturer's room for many times Thus, an expert system is needed to reduce waiting time for the lecturers. Students may know the status of the lecturer before going to meet them. ii) Students or staffs have difficulties to meet lecturers There are many situations that students did not find lecturers in their room even that lecturer was in consultation hour. Sometimes the lecturers did not write a notice or announce if they have meeting or other important things. Students also don't know lecturer's timetable and contact's number. iii) Students have waste their time to wait the lecturer UTeM students are busy with the classes or other important things. Sometimes they can't wait too long for the lecturer and this make they waste their time. Thus, an expert system is needed to reduce waiting time for the lecturers. Students can know the status of the lecturer before going to meet them..-