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1 E-document management system / Nurulbahiyyah Bahrom. EDOCUMENT MANAGEMENT SYSTEM NURULBAHIYYAH BINTI BAHROM This report is submitted in partial fulfillment of the requirement for the Bachelor of Computer Science (Database Management) FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY KOLEJ UNIVERSITI TEKNIKAL KEBANGSAAN MALAYSIA 2006

2 ABSTRACT The E-DMS is a system proposed for managing Master List Document in CESB. Currently the received documents by Document Controller Staff are processed and control manually. The manual processes of managing documents consume large area of time and it is inefficient method to be used now days. Therefore, E-DMS developed to improve time management and help in managing document efficiently by automatically sorting the received documents to its own folder while at the same time capturing, documents details such as document name and document new location address captured into database. The system will alert staff through if there is a new received document. There are four main modules in the system, which are Login module Maintain Master List, Document Sorting and Converting, Document Deletion, and Module. The project adopts the System Development Life Cycle and Database Life Cycle throughout the development and it developed using Microsoft Visual Studio 2005(Visual Basic.Net Language) and Microsoft SQL Server 2005 as the database.

3 E-DMS merupakan sistem yang dibangunkan untuk mengurus senarai utarna dokumen di syarikat CESB. Buat masa ini dokumen yang diterima oleh Document Control Staff di proses and dikawal secara manual. Proses mengurus dokumen tersebut mengambil masa yang lama dan tidak efisien untuk di gunakan pada masa ini. Oleh itu,e-dms dibangunkan untuk meningkatkan mutu pengurusan masa dan membantu dalam menguruskan dokumen yang diterima secara efisien. E-DMS akan menguruskan dokumen dengan menyusun setiap dokumen ke folder yang sepatutnya Dokumen di susun berdasarkan kepada nama dokumen. Semasa menyusun, nama dan lokasi dokumen disimpan ke dalam pangkalan data. Kemudian sistem akan menghantar alert kepada semua staff di CESB berkaitan dokumen tersebut. Sistem ini mengandungi empat modul utama iaitu Login module Maintain Master List, Document Sorting and Converting, Document Deletion, dan Module. Sistem ini mengadaptasi konsep Kitaran Pangkalan Data dan Kitaran Pembangunan Sistem sepanjang proses pembangunan dan ia dibangunkan menggunakan Microsoft Visual Studio 2005(Visual Basic.Net Language) dan Microsoft SQL Server 2005 sebagai pangkalan data

4 CHAPTER I 1.1 Project Background The system is developed for CESB. located at Melaka's Premier Integrated Industrial Park. It will be used by Document Controller Department. The company is well known for it digital entertainment product known as Creative Technology Ltd (NASDAQ:CREAF). Creative has more than 30 subsidiaries around the world and their world wide head quarters locate in Singapore. CESB has been operated since Some of the products produced by the company are sound card, blasters and digital audio players. More than 70 percent of PC audio systems worldwide were built on Creative's Sound Blaster technology. The entire are products produced base on company guidelines provides. These are document with instruction fiom internal and external sources. Document that needs to be released must to be controlled by Document Controller to avoid staff hm using wrong document as their references. Documents fiom external source are those fiom Singapore Headquarters (through ftp), while internal documents are fiom their own &. Received documents are normally in.pdf, and.doc formats. They are stored in server and local hard disk at Document Control Department. Staff which needs to use the document has to request through Document Control Department before it can be released. The number of documents increases day by day making it difficult to manage and time consuming process. Since there are a lot

5 of documents, document management and maintenances becomes more complex and difficult to manage. 13 Problem Statement Currently, CESB use both manual and computerized system to manage received documents. Some of the problems faced by the staff while managing the document are as follows. The Increased number of documents makes it harder for staff to maintain the documents. New documents are received fiom headquarters and cubic personnel. Received documents have to be manually sorted into folder in server. Sources for documents are fiom ftp and . The problem will occurs when the responsible staff takes their leaves, and only this particular staff is familiar with the sorting process. Every received document has to be sorted out and the details have to be recorded in the master list sheet and new document list. After documents details have been recorded, they will be sorted according to their respective folders. For new document list details such as part number, description and revision number have to be recorded by staff. While for master list, details such as part number, description, revision and departmental allocation need is be record. This is a tedious process and consumes large hours since there are two lists to be updated daily on both of the lists. After downloading and updating master list process, staff will create alert . Alert s consist of new documents list hyperlink that can be browsed by staff through network. Based on the master list, appropriate staff will be informed manually by . This will be done by Document Control Staff who will check manually for the staff who previously has own high release documents. These processes take times and are inefficient since Document Control Staff has to check fiom the master list record every time new document alert needs to be ed.

6 Based on the workflow of document control, it is clear that manual technique is not the best way of managing the master list and alerting process since received documents are frequent and numerous. Managing document manually consumes times and only particular &s are familiar with the process. 13 Objective From the problem statement stated before, the E-DMS shall be developed with the following objectives. i. To save more time on sorting out the received document With the system, all received documents hm external source (Singapore headquarters) and internal source (through ) will be sorted out automatically to the hard disk in server. ii. To be able to search document fast and accurately Through system, users do not have to browse each folder to find document needed. System will ktly open selected document. User also can view file location in the server. iii. To be able to alert and update staff System will alert related staff about new release documents and lower release document. For lower release document, system will alert the staffs who have the upper version documents through to return the upper version. iv. To be able to save hard disk space System will convert word to adobe acrobat format. File in PDF format are smaller and are able to be compressed to smaller size.

7 1.4 Scopes Scopes define the limitation of a system that will be developed. Project scopes for E-DMS are as the following. i. System will staff to alert them of new release documents ii. System will be able to convert.doc file to.pdf file. iii. System will update master list automatically once document is sorted to its fixed folder. iv. System will be used by Document Controller Staff to maintain system. v. System will be able to assign received documents to folder. 1.5 Project Significance E-DMS is specially developed for CESB. The system main functions are to automatically handle and maintain received documents. Using the system, all received documents will be easier to manage. Staff does not need to sort document to each folder. Using current manual system, only this particular experience staff familiar on how and where the document need to be sorted out and stored. This can help the company to improve their profit since number of staff hired can be reduced by E-DMS. alert about new release document by system can help to improve time quality since new release document are ed fast, accurate and at frequent intervals. When staff received alert about new release, they can take action immediately to request the documents.

8 1.6 Conclusion For conclusion, E-DMS is design for CESB. Problem and weaknesses from the current system are identified. The objectives of developing this system are identified from the problem statements of the current manual system. The significance of developing this system is to the importance of upgrading the current system. Literature Review and Project Methodology will be continued in Chapter 11.

9 CHAPTER 11 LITERATURE REVIEW AND PROJECT METHODOLOGY 2.1 Introduction This chapter consist literature reviews relates to system that is developed. Literature reviews conducted are for guiding concept of research objective, and argumentative thesis. The researches are done to convey knowledge and ideas that have been established on a topic, and identifi the strengths and weaknesses. Researches are based on articles, journals, white papers, and existing system related to project. Research on project methodology, will be guidelines on approaches utilized to develop project. Based on articles and other internet sources, suitable approach for developing project is adopted to complete this project. 23 Fact and Finding For facts and finding, many articles such as white papers, websites and system had been reviewed. Related knowledge and ideas firom sources gathered are taken as guideline for project development. Knowledge and idea from different author are compared to identify their strengths and weaknesses. From the comparison made, ideas and knowledge that is relevant and suitable to the project are applied in

10 the E-DMS. Case study of articles and existing software reviewed are as in Section until Section Case Study 1:Alert Notification System The system is used by United States to protect nation's transportation. Based on the website (2005), the agency built the Alert Notification System (ANS) to automate the process of alerting personnel during emergencies. The ANS enables the agency to distribute messages to emergency personnel and key stakeholders using the communications vehicle of their choice - pager, cell phone, , personal digital assistant, or telephone. The system can creates, sends and receives alert notifications via voice, and wireless channels. It has the ability to add recipients from the agency's centralized contact list to an alert in a variety of ways, including predefined distribution lists, basic and advanced search and manual entry. The system alerts recipients according to their personalized communication priority. Every alerts sends to recipients will be saved as notification history and alert statistic. The system provides variety of benefits such as improves speed in which staff in the field receives alert notification Case Study 2:IBM Lotus Domino by IFFCO India IFFCO is multistage cooperative society is established as the farmer's own initiative in1967.they own more than member cooperatives societies and 165 Farmer Service Centers. They use IBM Lotus Notes, IBM Domino Designer and Oracle in their management system.

11 The system enables farmers in 16 states to access valuable information about crops and prices through the nual portal. System will alert Senior Managers with daily, weekly, monthly, and annual updates about plant production and dispatches. Lotus Notes installed by IFFCO eight years ago as messaging solution. It used Lotus Notes for publishing, broadcasting and sharing information and has developed around 50 applications using the IBM Domino Designer. Application developed using IBM Lotus Domino software are used to provide farmer with important information regarding hture rates, information about rain and monsoon condition for a region, soil condition, plant diseases etc. The system is installed at 60 machines in 16 states. Farmer can access the information through touch-screen kiosk installed by IFFCO in various farmer service centers. IFFCO is one of India largest manufacturer of fertilizers. It has four large manufacturing plants in two states; Gujarat and Uttar Pradesh. This gives a big challenge to the manager for production planning and forecasting. The problems are solved by developing MIS application, the Plant Platfbm System known as 'Sanjay' on the IBM Lotus Domino platform. Sanjay let core production access, dispatch, inventory and breakdown1 maintenances data from company's Oracle database. The Sanjay application automatically sends daily report through to IFFCO's top manager. Report contains information on how much each plant has produced in the given period, number of vehicle dispatched, raw material situation in the plant and etc. Figure 2.1 shows the old system of production planning before implementing Sanjay system. Figure 2.2 show production planning after implementing Sanjay System.

12 9 Manager Plant M ana~~r Oracle 00 Figure 2.lOperation Plant manager "dl SANJAY - 1"' \ Oracle DB rrrr*\ $7 err 5-7,, -. - Figure 2.2 Production planning after implementing "Sanjay According to the case study resource management and software management becomes easy with IBM Lotus Domino. The system used provides centralized access to critical data. They also had built several other applications using IBM Lotus Domino such as software that serve repositories of important information like service rule for all workers, addresses of senior managers and plant-in charge life line numbers in case of emergencies and etc. There is also application called 'Samachar' that archives all the news reports and sends alert of important news bulletin to relevant department heads.

13 2.23. Case Study Comparison and Conclusion Base on the case study produced, some knowledge gained for future project development. ANS in case study 1 shows that alert send not converge to but also other communication devices such as pager, cell phone, personal digital assistant and telephone. The system alert Emergencies Personnel automatically based on higher priority of the communication device. The system record all notification 1 alert send to the user. From alert history stored in the database alert statistic are produced. In the case study 2, many applications and software are developed using IBM Lotus Domino. Even though there are many separate application but the database are synchronies. IFFCO uses oracle as database and Lotus Notes in many of their application, one of them is SANJAY Plant Performance System. The system automatically sends daily report containing important information through Lotus Notes to the IFFCO's top manager. There is also an application called Samachar that enable all new report to be archived, and automatically send alert of important news bulletin to relevant department heads. Both of systems adopt alert notification. Alert notifications send not only via but also involve other communication devices. Some of companies prefer to store all alert notification as notification history and alert statistic. While some company uses alert to send reports, important news and bulletin. notification also can be integrated with Oracle database. Report are produced using oracle database can be using Lotus Notes Java vs. VB.NET Table 2.1 shows the ease of development between Java Language and Visual Basic.Net Language and Table 2.2 show comparisons of Reliability and Stability between Java and VI3.NET.

14 Table 2.1 Ease of Development Yanet vs. Java [characteristic Java I Visual Basic o. of syntax elements, 50 commands, 1000s of 300+ commands, 1000s of Approachability Documentation -NM/SDK he & do douseful work available quickly -text & - VBA is available in many run products -00 design takes some edition extra effort $100 -even bigger API to -huge API to master master -mixed quality of written -poor written docs; $extra, -solid electronic reference -electronic docs $exfewlpoor examples Availability of books, tutorials, courses etc =mixed adoption in Table 2.2 Reliability and Stability Vb.net vs. Java Major weaknesses Robustness -numerous new classes/apis -rapidly deprecating classes -huge API, bigger than VB ' s -cleaner trylexception handling & event listener models -runtime type, bounds checking -restricted memory manipulation -numerous new routinedsyntax -just moving to 00 technology -always bugs in new features -a mess in data access routines -automatic syntax checker in editor direct use of Windows -opened up to direct memory change -still islands of

15 -major ISVs like Oracle, IBM, Sun, Sybase, etc id or how to fix some Lotus Notes and Lotus Domino According to Tom Bennett (2000), the release 5 Domino Designer is a powefi tool that can be use to creates compelling website. The Domino Designer 5 and above can be used with Notes clients or with web browser. Tom Bennett (2000) said that Notes and Domino is an open architecture and can be used with third party tools. With the release of the 5 Domino, graphic in format GIF and JPEG used doesn't have to be converted. Refer to Tom Bennett (2000), with Domino replication user can have multiples copies database located on different servers. Domino replication automatically synchronizes the content of the separate databases. With release 5, Lotus has enhanced the administration with easy to use interface. Based on Tom Bennett (2000) there are really several generic kinds of tasks involved with system administration, as listed in the following: Initial installation and configuration of the Domino soilware. Ongoing management of server hardware. Adding and changing communication lines, memory, disks, and connectivity parameters. Ongoing management of users. Adding, deleting, and changing user IDS. Ongoing management of databases. Making sure that access control lists (ACLs) are correct and database security is maintained. Real-time monitoring of server status. Making sure that the various Domino services such as Web serving, routing, and database replication are up and running.

16 Using Lotus server section of the administration client allows adrnin to see realtime status of servers and monitor and review server statistic. According to Tom Bennett (2000), admin can see who logged on, send broadcast messages and perform variety of other functions. Figure 2.3 show Domino Designer where application designed and programmed. Figure 23 Domino Designer Application Design Interface Tom Bennett (2000) said that Notes and Domino have many programmability tools. These tools consist of several levels: i. Pages, forms, buttons, and other user i n t d elements can be programmed to handle user events. These events can be handled with the Lotus formula language, Lotus Script, JavaScript, or Java. ii. Web pages can use JavaScript and Java for Applets. iii. Agents, which are small programs, can be written in formula language, Lotus Script, or Java. They can be triggered automatically when certain events occur or they can be run under user control. iv. Script libraries, which are libraries of program code written in either Lotusscript or Java.

17 v. Lotus Script Extensions (LSXs) to enhance Lotus Script. Lotus and other third parties have written LSXs and they typically provide specialized functions such as database access. vi. There are APIs in C, C++, and Java to write own customized code to access Domino databases. The applications can run within the Notes environment or as standalone applications. APIs can be used to write own LSXs Three Tier Architecture Base on Three-tier is a client server architecture in which the user interface, functional process logic ("business rules"), data storage and data access are developed and maintained as independent modules, most often on separate platforms. Three tier architecture according to Alex Chaffee (2000), is any system which enforces a general separation between the following three parts: i. Client Tier or user interface ii. Middle Tier or business logic iii. Data Storage Tier Alex Chaffee (200) also said that the three tier architecture can be applied to web applications and distributed programming; the three logical tiers usually correspond to the physical separation between three types of devices or hosts: i. Browser or GUI Application ii. Web Server or Application Server iii. Database Server (often an RDBMS or Relational Database) According to the middle tier provides process management services (such as process development, process enactment, process monitoring, and process resource) that are shared by multiple applications. The middle tier improves perfbrrnances, flexibility, maintainability, reusability, and scalability by centralizing process logic.

18 The third tier which is the database tier provides database management functionality. It is dedicated to data and file services that can be optimized without using any proprietary database management system language. The data management components ensure that the data is consistent through out the use of features such as data locking, consistency and replication. The three tier architecture is best used when an effective distributed client/server design is needed that provides (when compared to the two tier) increased performance, flexibility, maintainability, reusability, and scalability, while hiding the complexity of distributed processing from the user. These characteristics have made three layer architectures a popular choice for Internet applications and net-centric information systems. 23 Project Methodology There are several methodologies that can be implemented for project strategy. Some of the methodologies are Capability Maturity Model for Software (CMM), AcceleratedSAP (ASAP),Rational Unified Process modeling(rup), Prolific Modeling, The Dynamic System Development Method (DSDM), System Development Life Cycle (SDLC), Database Development Life Cycle (DBLC) and some others. All of the methodologies stated can be used if it applicable with project development. In this chapter methodologies approach that will be overviewed are SDLC and DBLC. Both of the methodologies are related to each other. According to Peter and Coronel(2004), database design takes place within an information system; it is difficult to divorce database design fiom SDLC.

19 23.1 System Development Life cycle. According to Ronald (200 l), System Development Life Cycle methodologies are mechanism to assure that software meet established requirement. SDLC are used in developing system, following every phases in SDLC ensure software successfully delivered to user. Based to Whitten and others (2004), the phases of the systems development life cycle (SDLC) refer to tbis five i. System planning whose purpose is to identify and prioritize those information systems qplications whose development would most benefit the business as a whole. ii. Systems analysis whose purpose is to analyze the business problem or situation, and then to define the business requirements for a new or improved information system. iii. Systems design whose purpose is to design a computer-based, technical solution that meets the business requirements as specified in the systems analysis. iv. Systems implementation whose purpose is to comct andlor assemble the technical components and deliver the new or improved information system into operation. v. Systems support whose purpose is to sustain and maintain the system for the remainder of its useful life. These five phases can be presented in Figure 2.4. According to Guido and others (2004), SDLC overview can be represent by table as shown in Table 2.3

20 ! 3 Initial assessment 3 Feasibility study User mquiremcnt+ - *. r Exis.ng system evaluation 3 Lo#cal system design -'w-t Detailed system specification 1 -in& textink and dchuwing 3 lnst~llation. Cine-tuning Evaluatic,n Maintenance Enhancement Figure 2.4 Software Development Life cycle Phase Table 23 SDLC overview Life Cycle Phase System Planning System Analyst System Design System Implementation System Maintenance putposes Identify prioritize system applications Analyze business problem and define business requirements Technical design Construct the system Sustain and maintain the information system Data Intensive Sub-steps Business Analysis Data Architecture representation Conceptual Design -view modeling and view integration Schema Refinement Schema conversion Relational Database Design Conclusion materialization Schema Migration Reverse Engineering

21 23.2 Database Development Life Cycle According to Amy (2004), database design must reflect the information system of which the database is a part. That shows that Database life cycle is important in developing effective database. It is because the phases consists in the DBLC are especially tuned for developing good and excellence database. Based to Amy (2004), the DBLC phases contain 6 phases with purpose to analyses company situation, define problems and constraint, define objectives, scope and boundaries. DBLC can be viewed as shown in Figure 2.5. Testing & Evaluation Figure 2.5 Database Development Life Cycle i. Initial Database Study The project initial study starts in this phase. At this phase interviewed with responsible staff and observation were conducted to analyze current system flow, how it functions and also information about database use by company. From

22 information gathered, problems occur in current system, objectives and scopes are produced. ii. Database design In this phase conceptual design for database are produced to identify database model. It will be use to support company operations. During conceptual design four steps that will be performed are data analysis and requirement, designing Entity Relationship Model and normalizing data model, and data model verification. In this phase DBMS for future system will be selected based on the pros and cons and also user requirement. iii. Database Implementation Database is selected based on database design phase and it is installed to computers. Database for system created based on the logical design produced. Table spaces and table will be implemented in this phase. After database is created appropriate data have to be loaded in the database. iv. Testing and Evaluation Once data have been uploaded into the database, fine tunes for database performances, integrity, and concurrent access will be tested to the database. v. Operation During operational of database to the targeted user, some problems that could not been detected before will be foreseen. Problem with major and serious will be patched while minor problems will be taken under considerations. vi. Maintenance and Evaluation Time to time database need to be maintained by the System Adrnin or Database Administrator. Maintenance of database can be specialized into backup data, data recovery, and user access maintenances

23 2.4 Project Requirement Project requirement consist of software requirement and hardware requirement for the E-DMS project Software Requirement Software requirement in developing E-DMS are as follows. i. Design and Development Tools 1.Microsoft Visual Studio Neevia DocCreator ii. Operating System 1. Microsoft Window XP Professional service pack 2 iii. Database Server 1. Microsoft SQL Server Hardware Requirement The minimum hardware requirements for E-DMS are as in Table 2.4 Table 2.4 Hardware requirement Hardware Operating system speed Random Access Memory Server Windows Xp Intel 4 3.OGhz 256Mb 333Mhz Client Windows 2000 Intel 4 128Mb 333-

24 2.5 Project Schedule and Milestones Appendix B. The Project Gantt Chart is in Appendix A and the Project Milestones is in 2.6 Conclusion Literature review conducted help to identifl the strengths and weaknesses in the idea and knowledge present by author from several sources. The ideas and knowledge hm case study increases understanding of problem. Project Methodology help on increasing knowledge of SDLC and DBLC. Problem Analysis will be continued in Chapter 111.

25 ANALYSIS 3.1 Introduction This chapter will focus on analysis for E-DMS. First of all current system workflow is identified. Then h m current system, problem analysis will be produced. Other than observing current system workflow, interview with responsible staff also help in producing problem analysis. Requirement analysis is carried out to identifjl the developed system work flow. System work process and the flow are stated in functional requirement and presented in appropriate diagram. There are also software, hardware and network requirement specification to develop the E-DMS. 33 Problem Analysis Problem analysis help on identiwg problems occurred h m current system. Problems include causes of mistake and effect of the problem and constraint on the current system. Methods uses for problem analysis are interview, analysis of current system, and problems analysis.

26 3.2.1 Interview An interview had been conducted on 12 of June with Mrs Ruziha Muhye and Pn. Rosyidah. Mrs Ruziha is one of CESB staff who is responsible to manage received documents and ernail the new documents list to other staff. During the interview, received document from internal and external sources management are demonstrated. Received documents are stored in local hard disk and details of the documents are updated in excel sheets. One is for the master list sheet and the other one is for the new list documents. Then links to the notification list are ed, from the link CESB Staff are able to view the new document available for request. For ing process, if there is a down release document, manual checking has to be performed. Manual checking processes include revising list of staff who owns the higher release document. While for new document, send to staff will be based on master list sheet. In the interview Pn Rosyidah said that current manual method will be more efficient and systematic if it had been computerized. Meanwhile, the current computerized system will be more functions with additional requested functions as propose by them to develop E-DMS Flow of Current System Currently CESB received documents from internal and external sources. External received documents are usually from Singapore Head Quarters via ftp while internal received documents are from internal CESB staff. The received documents from Singapore Head quarter contains important information such as part number, description and revision for example (1235, for engineering memo, and A). Received document sample can be viewed in Appendix D. Revision indicate whether it is new document or down release document. A stands for new release document, while B, C and above stands for down release documents.

27 First task is, received documents are downloaded to temporary folder. Temporary folder can be divided into 4 folders which are 8-10,lO-12, 1-3 and 3-5. Received files are sort according to time of documents received. After that the document details are recorded into master list and new documents list. Master list contains details such as file name, file description, revision number, part number and department allocation that will use the document. While new documents list contains details such as file name, description and revision number. Then, document in the temporary folder will be sorted out manually to other folder according to file type and part number. There are several types of document such as EM which stands for engineering memo, ECO, and Spec. First, document is sorted by their file type and then part number. Folders are located on local hard disk at Document Controller Staff computer. Finish with sorting file, Document Controller Staff will ernail hyperlink for new documents list to staff who may need the document or staff who have higher release version document. Before ing, staff will check manually from their file which staffs need to be alerted with the new document. Figure 3.1 shows the worldlow of the current system.

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