contoh project report (1)

UMMC INVOICE TRACKING SYSTEM – WEB PORTAL

Project Paper Submitted in Partial Fulfillment of the Requirement for the Degree of Bachelor of Information Technology with Software Engineering (Hons)

Open University Malaysia

(2013)

ii

ABSTRACT

Hence we are now in the high technology year, some of the institution are engaged in the

high technology gadgets to exist in traditional style of recording using manual

transactions. Invoice Tracking System proposed to solve the problem encountered by

many organizations. It is a big help for the organization, most especially to the

administrator and financial workers, in managing the invoice records. The financial

workers can track the process of invoice payment.

Through this Invoice Tracking System they can now easily locate the certain

invoice’s record from the number of records. They can easily update the invoice’s record

if there are some changes and added information’s. This system designed to give the

quality of service of the organization.

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ABSTRAK

Kinidalamtahunteknologitinggi,

beberapainstitusiterlibatdalamalatteknologitinggiuntukwujuddalamgayatradisionalrakam

anmenggunakantransaksisecara manual.

SistemPenjejakanInvoisdicadangkanuntukmenyelesaikanmasalah yang

dihadapiolehbanyakorganisasi.Iaadalahbantuan yang besarbagiorganisasi,

terutamakepadapentadbirdanpekerjakewangan, dalammenguruskanrekodinvois. Para

pekerjakewangandapatmengesan proses pembayaraninvois.

MelaluiiniSistemPenjejakanInvoismerekakinibolehdenganmudahmencarirekodinvoistert

entudaripadabilanganrekod.Merekabolehmengemaskinirekodinvoisjikaterdapatbeberapa

perubahandanmaklumattambahanini.Sisteminidirekauntukmemberikualitiperkhidmatano

rganisasi.

iv

ACKNOWLEDGEMENTS

I take this opportunity to express my profound gratitude and deep regards to my project

advisor Mrs Noor Harnidda Khalid for his exemplary guidance, monitoring and constant

encouragement throughout the course of this project. The blessing, help and guidance

given by him time to time shall carry me a long way in the journey of life on which I am

about to embark.

I also take this opportunity to express a deep sense of gratitude to Mr Yamin

Ahmad, Head of Software Development Unit, University Malaya Medical Centre, for

his/her cordial support, valuable information and guidance, which helped me in

completing this task through various stages.

I am obliged to staff members of (IT Department of University Malaya Medical

Centre), for the valuable information provided by them in their respective fields. I am

grateful for their cooperation during the period of my assignment.

Lastly, I thank almighty, my family, parents, brother, sisters and friends for their

constant encouragement without which this assignment would not be possible.

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DECLARATION

Name :

Metric. Number:

I hereby declare that this project paper is the result if my own work, except for quotations and summaries which have duly acknowledged.

Signature : Date :______________________________

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TABLE OF CONTENTS

ABSTRACT................................................................................................................................................. III

ABSTRAK.................................................................................................................................................... IV

ACKNOWLEDGEMENTS....................................................................................................................... V

DECLARATION........................................................................................................................................ VI

CHAPTER 1................................................................................................................................................. 1

INTRODUCTION....................................................................................................................................... 1

1.0 Introduction...................................................................................................................................1

1.1. Background Studies......................................................................................................................2

1.2. Case Studies of Business...............................................................................................................3

1.3. Objective........................................................................................................................................5

1.4. Scope of Project.............................................................................................................................6

1.5. Limitation of Project.....................................................................................................................7

1.6. Problem Statement........................................................................................................................9

1.7. Definition of Abbreviations........................................................................................................12

CHAPTER 2............................................................................................................................................... 13

LITERATURE REVIEW........................................................................................................................13

2.0 Introduction.................................................................................................................................13

2.1 Invoice Tracking System.............................................................................................................14

2.2 System Implementation Plan......................................................................................................15

2.3 Fact Finding & Analysis.............................................................................................................17

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2.4 Solution to Problems...................................................................................................................19

2.5 Databases.....................................................................................................................................23

2.6 Microsoft SQL Server 2012........................................................................................................24

2.7 Adobe Dreamweaver CS6...........................................................................................................26

2.8 Active Page Server (ASP)...........................................................................................................27

2.9 Project timeline...........................................................................................................................29

CHAPTER 3............................................................................................................................................... 32

ANALYSIS & DESIGN............................................................................................................................32

3.0 Introduction.................................................................................................................................32

3.1 Research Methodology................................................................................................................32

3.2 Comparison of Three Methodologies Available........................................................................38

3.3 Benefits of Structured systems analysis and design method (SSADM)...................................40

3.4 User Requirements......................................................................................................................42

3.5 System Requirements..................................................................................................................45

3.6 Use Case.......................................................................................................................................47

3.7 Class Diagram.............................................................................................................................66

CHAPTER 4............................................................................................................................................... 68

IMPLEMENTATION AND TESTING..............................................................................................68

4.0 Introduction.................................................................................................................................68

4.1 Implementation...........................................................................................................................69

4.2 Programming...............................................................................................................................70

4.3 Master Testing Plan....................................................................................................................75

4.4 Overall Plan.................................................................................................................................81

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4.5 Testing Requirements.................................................................................................................84

4.6 Procedure Control.......................................................................................................................86

4.7 User Acceptance Testing (UAT)...............................................................................................112

4.8 Evaluation..................................................................................................................................115

4.9 Installation.................................................................................................................................118

4.10 Debugging Process....................................................................................................................119

4.11 Troubleshooting Plan................................................................................................................122

4.12 Backup Strategy........................................................................................................................124

CHAPTER 5............................................................................................................................................ 126

CONCLUSION........................................................................................................................................ 126

5.0 Introduction...............................................................................................................................126

5.1 Project Summary Overview.....................................................................................................127

5.2 Limitation during project.........................................................................................................127

5.3 Future enhancement.................................................................................................................128

REFERENCES......................................................................................................................................... 129

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LIST OF FIGURE

Figure 1: Checklist documentation for invoices..............................................................17

Figure 2: Use Case Diagram for Clerk and Head of Department....................................64

Figure 3: Use Case Diagram for Officer and Project Manager........................................65

Figure 4: Use Case Diagram for Administrator...............................................................65

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CHAPTER 1

INTRODUCTION

1.0Introduction

The project system documentation is one of requirement for subject

CBBR4108 – Project. This subject is one of the subjects for the final year

student to full fill an important component of the first degree curriculum.

To full fill this important component of the first degree curriculum, an

Invoice Tracking has been develop and documented. This system consists of

some features and functionalities such as:-

i. Search invoices

ii. Register invoices

iii. Payment recommendations

iv. Invoice review

v. Invoice approval

vi. Report

vii. System administrator

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1.1.Background Studies

The Invoice Tracking system is design for the University Malaya Medical Centre

(UMMC). UMMC is a government-funded medical institution located in

LembahPantai, a southwest corner of Kuala Lumpur. It also knows as Hospital

University by local citizen. It was founded in 1962.

UMMC is part of the University of Malaya. In 1961, the Board of

Education, University Malaya had proposed that a medical institution be

established to cater to the shortages of medical doctors in Malaya at that time.

The first Faculty of Medicine in Malaysia was established in the University of

Malaya in 1963. Instruction started in 1964 with the first batch of students.

On 5th August 1968, the spanking new University Malaya Medical

Centre (UMMC) was officially opened by His Majesty the Yang

DipertuanAgung, Duli Yang MahaMulia Seri PadukaBaginda Yang

DipertuanAgungTuanku Ismail Nasarudin Shah IbniAlharmahum Sultan

ZainalAbidin.

UMMC strive to provide the best services and treatment. Efforts that are

ongoing are to provide medical services, learning and research with the best

efficiency to their customer.

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1.2.Case Studies of Business

University Malaya Medical Centre located at LembahPantai, Kuala Lumpur.

This organization is a research medical hospital. For all medical supply and

equipment is being supplied by outside vendor or supply.

For each item and equipment that been supplied the supplier will submit

the invoices to UMMC for payment. Currently when the invoice was

received by the department who involve with project, the clerk need to make

a photocopy of the invoices and then store the original invoice into manual

filling.

After that the clerk will handle all the invoice processes such as payment

recommendation by the officer, invoice review by the project manager and

invoice approval by head of department. With this manual filling method it is

hard to identify which stage that the invoice being process.

Furthermore, the UMMC finance department always received call from

supplier regarding the payment processes. Without any computerized

tracking system it hard for finance department to give answer to the supplier

regarding the payment processes.

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After the head of department have approved the invoice, the clerk will

submit the invoice to the finance department. All related documents will

submitted to the finance department for the next process which is the

payment process by the finance department.

Sometimes the invoice was missing during the processing of the invoice

payment. This is because of the no backup, no security and the appropriate

filling. There was a case where there was a water leaking on filling room, all

the original invoice is wet and destroyed. Therefore, the UMMC need to

contact the supplier and ask the supplier to re-issue the invoice.

It is hard for UMMC if they keep using manual filling method to handle

all the invoice payment processes. Therefore the UMMC especially the

finance department needs an appropriate system to handle this problem so

that all the process of invoice payment can be done smoothly.

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1.3.Objective

The main objective of the project is to produce a web based system with

database called Invoice Tracking System which provides faster and

systematic data or information management site for invoices fully owned by

the UMMC finance department.

This system will be put at UMMC Portal (my.ummc.edu.my) under the e-

services in management group. This system is one of the sub-system that is

can be access via my UMMC portal system that only the UMMC staff have

the authorization.

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1.4.Scope of Project

Tracking supplier’s invoices is important for the UMMC is one of the

important things that the UMMC take serious note, this is because by

tracking the invoices it could facilitate the payment of invoices to suppliers.

Therefore, the organization decides to implement a computerized system for

this invoice tracking.

The system that needs to be developed is aInvoice Tracking System for

UMMC. The develop system will be used to record all the invoicesdetail and

all the process transaction. The develop invoice tracking system also will be

able to tracking all invoice processing transaction and generate report on all

transaction.

The system will be implemented in the UMMC. This system is a web

based system and will be installed in UMMC Staff Portal which is

my.ummc.edu.my that running this business process everyday. But, this

system will be trained to be used by the UMMCstaffs who handle the

invoices and the manager from finance department. This is because, the

manager also need to know how to handle the system for the whole business

process and also the UMMC staff that only the person that manage the

supplier invoices.

The software to be used to develop this Invoice Tracking system is

Macromedia Dreamweaver CS6, and Microsoft SQL Server 2012, as the

database.

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1.5.Limitation of Project

Based on analysis and fact finding there are several limitations toward the

proposed project. Below are the limitations of proposed Invoice Tracking

System:

1.5.1. Data Acquisition

By using scan and upload attachment features, there will be a limitation

toward the system which is the storage limitation. This is because upload

the files into the server could use lot of storage to store all the document

uploaded. Therefore UMMC need to have a bigger storage server to store

all the documents.

1.5.2. Incomplete Invoice

The current proposed system has features where the invoice only can

review after the invoice informationis completed. Which mean the user

needs to upload all the related document to the system. If they don’t have

all the document, they can’t proceed to submit the invoice for the invoice

review. Therefore, it will affect the Key Performance Indicator for the

Finance Department where they need to make payment for the invoice

that UMMC received by the supplier within 14 working days.

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1.5.3. Data Integration

With current proposed system there is a limitation regarding integration

with UMMC Finance System which is there is no feature to integrate the

data of the system with the UMMC Finance System. Therefore, the

finance department staffs need to manually key-in the data from the

current system to the UMMC Finance System.

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1.6.Problem Statement

According to fact finding and analysis, there are several problems that have

been identified. The problems that UMMC finance department having is:-

1.6.1. Manual filling

For current situation, all the invoices are store in manual filling. When

the invoice is received by UMMC the department that in charge for the

project need to make a copy of the invoices, the copy of the invoice will

kept by the department and the original copy will kept by the finance

department. The problem with manual filling is it takes too much space to

keep the invoices files.

Managing in manual filing base system is very difficult for the many

data that need to be handling. There are a lot of problem occurred when

doing many tasks with manually such as error writing for the customer

details, difficult to read some writing by many person, unclear word to be

read and need more time to done tasks.

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1.6.2. Can’t track the flow of the invoice processes

With the current situation, it is hard for the finance department to track

the processes flow for the invoice. The person in charge for the payment

processes of the invoice can’t track the processes flow of the invoice at

the stage of receiving the invoice by the department in charge.

1.6.3. Manual report

Manual reporting is the other problem that UMMC finance department

occur. The finance department needs to do manual reporting for the

invoice that they received, the invoice need to processes and the invoice

that need to pay. It shows that this problem it time consuming therefore,

the report is need to generate automatically via the purposed system.

1.6.4. Safety & Security

In term of safety and security aspect, these document and invoices are not

totally protected from catastrophic damages such as theft, fire or flood. If

these documents are to be damaged then there is no other backup

information for reference purposes. Furthermore, if the document and

invoices are lost the UMMC finance department need to request the

supplier or vendor to reissue the invoice due there is no backup for the

invoices and related document.

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1.6.5. Repeated actions

Staff of UMMC are always doing the same task repeatedly every with

many of documents. For the information about the existing invoices, the

staffs needs to go through all the files again and again if the same

supplier comes over repeatedly and ask about their invoice payment

processes. That will be waste of time by doing so.

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1.7.Definition of Abbreviations

UMMC – University Malaya Medical Centre refers to the organization for

this purposed system project.

No. PO– Refers to the registered purchase order number that has been

registered under UMMC finance system database.

No. GRN – Refers to the guarantee refer note number that has been

registered under UMMC finance system database.

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CHAPTER 2

LITERATURE REVIEW

2.0Introduction

The literature review chapter explains on standard features and functionality

of the computer based Invoice Tracking system. This chapter also has details

of the customized functions developed specifically for the UMMC finance

department.

Furthermore, in this chapter also has the proposed system implementation

plan, software and hardware requirement.

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2.1Invoice Tracking System

The main objective of the project is to produce a web based system with

database called Invoice Tracking System which provides faster and

systematic data or information management site for invoices fully owned by

the UMMC finance department.

With the purposed system, the problems that UMMC finance department

face could be solve. Firstly with the purposed computerized system, the

finance department does not have to use manual filling anymore. This is

because all the information and data will be store into database that located at

IT department data centre.

Furthermore with Invoice Tracking System, the finance department can

keep track the processes flow for each invoice that have registered under

UMMC for payment processes. It easier for finance department staff to know

at what stage that invoice currently processing.

With the Invoice Tracking System, the report can be generating from the

system. When the reports are generated from the system, the data and

information from the report are more accurate than manual report.

In conclusion, with the purposed Invoice Tracking System, all the

problem that UMMC finance department face can be solved.

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2.2System Implementation Plan

Based on analysis and research that have been done, the Invoice Tracking

System application will be implement for in line with the objective directions

defined by the head of UMMC finance department. The head of UMMC

finance department has decided to automate every department in UMMC

with the use of computerized system.

The system development process will be done using the software

development life cycle SDLC. The system analyst and the project manager

will gather all the require information that need for the project. Once the

information are gathered, the programmer will start design the system and

start implement the codes for the system. Once the system design and code

are implemented, the system analyst and project manager will review the

design and the code before they present to system owner which is the UMMC

finance department. If there are no changes on the design, the system

development process will go for testing stage.

The testing stage is the pilot test. The pilot test will be implementing on

IT department and finance department first. The duration for this phase is for

one week. The clerk at the IT department needs to use the system under

supervision of programmer in charge of the system. If there are some errors

or bugs that occur during this phase, the programmer in charge will fix the

error immediately. On the finance department side, the clerk in charge for the

system will review the data and invoices via the system. Then they will

manually key-in the invoice data into the Century System which is the

current UMMC finance system.

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After the pilot test is done, user training for each clerk in charge for this

system from each department in UMMC will be implementing. The user

training will involve the entire sub module in the system. Then, the system

will go for sign off procedure on the purposed date.

After the sign off procedure the system developers will work on support

basis to handle system bugs and errors reported by the end user. The

application support team from IT department will be responsible for first

level support and to work close with helpdesk team for hardware

maintenances.

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2.3Fact Finding & Analysis

The selected fact finding techniques being used in the investigations to

develop the Invoice Tracking System for UMMC are document

investigations and questionnaire.

2.3.1 Document Investigation

2.3.2 Questionnaire

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Figure 1: Checklist documentation for invoices.

2.4Solution to Problems

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As for the solution for UMMC, there are three possible solutions that can be

implemented in the organization to help its daily business in invoice tracking

system. The possible solution is:

2.4.1 Solution 1 (Standalone)

The first solution that could be used by the development team to help

UMMC face the problem which occur which is using manual system is

by developing a computerized database system to the company. The

developed system will be working as a standalone system. The system

will be installed in the department clerk computer and department clerk is

the only user of the system. The standalone system means that the system

will working on task without need to depend on other sources or link to

other computer or network for the system to be able to run. The system

also store data in the database and made all process for the user is easy as

the user does not have to master other system in order to use the system.

This is because, stand standalone system do the entire task without any

effect from other system.

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As the technical feasibility, by using the stand alone system, the

only person that can manage and use the system is the person who is

assign for the specific job. The standalone alone system cannot be access

form other computer as it has no link with other computer and only can

be manage on the specific computer which has been installed with the

system only.

In the economic s feasibility, the system is cheaper and easy to be

implemented than the others type solution. This is because it does not

involve many computer system and specification. The system can be use

Microsoft Visual Basic 2008 Express Edition and for the database it will

be using Microsoft Access to store all the data for the invoices.

2.4.2 Solution 2 (Web based/online system)

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The other solution for UMMC for its Invoice tracking system is by using

the web based or online system. By using the online system, the staffs

which areassigning for this job will be able to manage the system

wherever and whenever through online system. The staff can manage the

system by using the internet by surfing the website for the company and

key in the staff id and the system will be able to use it anytime. The web

based system is a really powerful system and really helpful as the staff

does not have to attend the office to do its work. But, for this type of

system, the company surely has to spend a lot of money as to develop a

web based system, it is costly high.

The technical feasibility is the web based or online system used;

the company needs to provide internet connection in the organization.

This kind of system type is not suitable for UMMC as the system

operation not very big and the staff which manage the system only a

person.

In economic feasibility, this solution is very high cost and high to

be maintained. This is because the company needs to have the internet

connection that needs to be paid for the line.

In operational feasibility the web base system is using the internet

explorer application where it was exist in windows package. This is very

easy to be used where all of users knew how to use it.

2.4.3 Selected Solution

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Based on both discussions on the possible solution, the best solution for

this project is the solution 2 which is a web based system. The web based

solution is the preferred solution because as requested by the UMMC

finance department, the Invoice Tracking System needs to be included

inside UMMC staff portal which is my.ummc.edu.my.

By using the web based system it easier to install the system

where by using web based, IT department just need install the system into

the centralized server then publish the system online so that all the staff

from any location can access the system. Other than that it make the work

for IT department easier because IT staff does not need to go to each

computer in the hospital to install the system which is currently there are

over 600 appropriate numbers of computers in UMMC building.

Easier to maintain is the other benefit of using solution 2. By

using web based application system it easier for IT department to

maintain the system including the system files and system data.

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2.5Databases

Database is a structured set of data or information held in a computer,

especially one that is accessible in various ways. A database could be as

simple as an alphabetical arrangement of names in an address book or as

complex as a database that provides information in a combination of formats.

In this project, database is used to store and keep all information that is

related to invoices. Therefore they can remove the traditional way of keep all

the documents using manual filling. Furthermore with database all

information is secure and easier to manage.

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2.6Microsoft SQL Server 2012

For this project Microsoft SQL Server will be selected as software for

database engine to store all the information for the system. Microsoft SQL

Server is a relational database management system developed by Microsoft.

Although Microsoft SQL Server require license and it is more expensive than

Microsoft Access, the Microsoft SQL Server have lots of benefits over

Microsoft Access.

In term of reliability, Microsoft SQL Server is more reliable than

Microsoft Access. With SQL Server the clients do not talk directly with the

tables but with an intelligent data manager on the server. While with Access

each client reads and writes directly to the raw data tables. If a client machine

crashes while writing data this will usually cause the back-end database to

also crash and become corrupt. Where with SQL Server, if a client machine

crashes, or the network hiccups, this will not affect the underlying tables;

instead the data manager realises that the transaction has not been completed

and does not commit the partially transmitted data to the database. The

database therefore continues to run without problem.

Data integrity in SQL Server is enhanced by the use of 'triggers' which

can be applied whenever a record is added, updated or deleted. This occurs at

the table level and cannot thus be forgotten about, ignored or bypassed by the

client machine.

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A file server system such as Access is designed for small workgroups and

is scalable to perhaps 10 concurrent clients. Above this level performance

starts to degrade rapidly as more users are added. With the SQL Server

client/server architecture many hundreds or even thousands with the

appropriate infrastructure, of concurrent users can be supported without

significant performance degradation.

Commonly the network traffic is greatly reduced in a client/server

scenario, often by many orders of magnitude. This both improves network

reliability and also improves the performance of the network for other

software. Where there is a slow connection, such as over a telephone dial-up,

Access is usually so slow as to be all but unusable whereas a SQL Server

application, if designed for this environment, can still be perfectly useable.

The benefits of SQL Server over Access are improved reliability, better

performance, reduced network traffic and increased scalability

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2.7Adobe Dreamweaver CS6

Macromedia Dreamweaver CS6 is the professional choice for building

websites and applications. It provides a powerful combination of visual

layout tools, application development features, and code editing support,

enabling developers and designers at every skill level to create visually

appealing, standards-based sites and applications quickly.

From leading support for CSS-based design to hand-coding features,

Dreamweaver provides the tools professionals need in an integrated,

streamlined environment. Developers can use Dreamweaver with the server

technology of their choice to build powerful Internet applications that

connect users to databases, live data feeds, and legacy systems.

As a web editor, DreamWeaver can hide the details of pages' HTML code

from the user, making it possible for non-coders to create web pages and

sites. DreamWeaver also allows users to preview websites in many browsers,

provided that they are installed on their computer. It also has some site

management tools, such as the ability to find and replace lines of text or code

by whatever parameters specified across the entire site, and a templatization

feature for creating multiple pages with similar structures. The behaviors

panel also enables use of basic JavaScript without any coding knowledge.

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2.8Active Page Server (ASP)

For the programming language for this project, the Active Server Pages or

ASP will be selected. Active Server Pages or Classic ASP, as it is more

commonly known, is Microsoft's first server side scripting engine that

enables you to make dynamic and interactive web pages.

Classic ASP uses server-side scripting to dynamically produce web pages

that are not affected by the type of browser the website visitor is using. The

default scripting language used for writing ASP is VBScript, although you

can use other scripting languages like JScript a Microsoft's version of

JavaScript.

Classic ASP pages have the extension .asp instead of .htm, when a page

with the extension .asp is requested by a browser the web server knows to

interpret any ASP contained within the web page before sending the HTML

produced to the browser. This way all the ASP is run on the web server and

no ASP will ever be passed to the web browser.

Any web pages containing ASP cannot be run by just simply opening the

page in a web browser. The page must be requested through a web server that

supports ASP, this is why ASP stands for Active Server Pages, no server, no

active pages.

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Although ASP is an old programming language, this language is more

stable than the other free source programming language like PHP. ASP

doesn’t have any more updates on the language but PHP still have updates on

the language itself. If this project will use PHP as programming language, the

programmer needs to update the language every time the PHP release a new

version for the language. Therefore this shows that there will be lots of

upgrade and maintenance need to be done on the system once the system is

release to the users.

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2.9Project timeline.

Project timelines are used to help team members to know what milestones

need to be achieved and under what time schedule. Project timeline is one of

several horizontal lines in a job chart (each drawn at specific points in time)

to relate the completion of two or more jobs to the start of one or more other

jobs. First timeline is the start line and the last one is the finish line.

For UMMC Invoice Tracking System project, a Gantt chart will be used

as project timeline. For UMMC Invoice Tracking System project time line

please refer on page 29 and 30.

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CHAPTER 3

ANALYSIS & DESIGN

3.0Introduction

Analysis and design chapter explain the research methodology for the

purposed system project development. Furthermore, in this chapter the

program design, database design and interface design also will be discussed.

3.1Research Methodology

A guideline system for solving the problem statement that has been identified

is known as research methodology. This guideline is using specific

component such as phase, tasks, and methods, tools and techniques. There

are many methods used in different types of research. The properly

conducted research will a reliable research with proper testing conducted and

come comes with not extraneous variables.

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3.1.1 System Development Life Cycle (SDLC)

The System Development Life Cycle (SDLC) process applies to

information system development projects ensuring that all functional and

user requirements and agency strategic goals and objectives are met. The

SDLC provides a structured and standardized process for all phases of

any system development effort. Basically there are 6 activities in system

development life cycle:

i. Project planning

ii. Requirement definition

iii. Design

iv. Development

v. Testing

vi. Installation and implementation

The intent of a software development life cycle process it to help

produce a product that is cost-efficient, effective, and of high quality.

Once an application is created, the software development life cycle maps

the proper deployment and decommissioning of the software once it

becomes a legacy.

There are many type of model for this software development life

cycle. For UMMC’s Invoice Tracking System development project,

structured systems analysis and design method (SSADM) will be

choosing as method for this development project.

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3.1.2 Prototyping

Prototyping is the process of quickly putting together a working model in

order to test various aspects of the design, illustrate ideas or features and

gather early user feedback.

The first element, prototyping, is the construction of a feature-

light, reduced-scalability application in a short amount of time. The

objective is to create a working application to help a user flesh out

requirements.

Prototyping is using the traditional development phases such as

planning, analysis, designing, testing, implement, and system

maintenance. Time boxing - is a management technique that focuses

attention on delivery above all else. Under a time box scope can change

but delivery cannot.

Prototyping is a fast development and requires a low cost of

implementation depends on the prototype build. This is because

prototyping is directly to client requirement.

Prototyping also requires a small team as it involves personnel more

to design and this show that prototyping focus more to the system

designer. Prototype depends on client requirement and approval.

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3.1.3 Structured Systems Analysis and Design

(SSADM)

Structured Systems Analysis and Design Methodology (SSADM) is a

systems approach to the analysis and design of information systems.

SSADM was produced for the CCTA, a UK government office concerned

with the use of technology in government, from 1980 onwards. System

design methods are a discipline within the software development industry

which seeks to provide a framework for activity and the capture, storage,

transformation and dissemination of information so as to enable the

economic development of computer systems that are fit for purpose.

SSADM is a waterfall method by which an IS design can be arrived at;

SSADM can be thought to represent a pinnacle of the rigorous document-

led approach to system design, and contrasts with more contemporary

Rapid Application Development methods such as DSDM.

SSADM is a waterfall view approach whereby there are

sequences of events that run in series and each step leads on from the last.

There are five steps in total, and each step can be broken down further.

1. Feasibility study – To determine whether it is cost effective to go

ahead with the system and whether it is actually possible.

2. Requirements Analysis – Identifying of the requirements and

needs of the system and modelling these needs in terms of the

processes carried out.

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3. Requirements Specification – The functional and non-functional

requirements are identified in detail.

4. Logical System Specification – Technical systems options are

created and the logical design of the system created. This includes

the design of update and enquiry processing.

5. Physical Design – The logical system specification and technical

system specification is used to design a physical database and set of

program specifications.

It is an “open” methodology in that the concepts are not owned by

a company, unlike many other methodologies. This has allowed it to be

used by many commercial businesses, consultants, educational

establishments and CASE tool developers which no doubt has contributed

to its widespread use.

SSADM has been extensively applied, the methodology has been

modified to meet the various problems encountered in its use and it is

now a very well-defined and mature approach to systems development.

SSADM is waterfall-based methodology. It follows the waterfall

life cycle in full from the feasibility study through to the physical design

stage of development. There is also partial coverage of the

implementation stage and even the project initiation but we will not

consider those stages here.

36

The main feature of SSADM is the use of three views (the three

kinds of model introduced earlier this unit) for the analysis and design of

systems. The main model of SSADM is always the logical data structure

(ERD) as it generally changes the least in the course of development.

Another important feature of SSADM is user involvement. Users

are intensively involved at the requirements analysis stages and they are

also required to “sign off” all stages as they are completed to ensure that

the system will meet their requirements. To be able to do this, the users

must be provided with good, clear and understandable documentation

which describes the results of the work at every stage. The models form a

key part of this documentation by providing different diagrammatic

representations of the system which a user can easily learn to understand.

The methodology itself consists of a sequence of modules, which

are themselves made up of sequences of stages. These are further broken

down into steps which are well-defined tasks which when completed

produce the documents and models appropriate to the stage. These

products are called the outputs of the stage and in true waterfall fashion

form the inputs to the next stage.

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3.2Comparison of Three Methodologies Available

Table 1: Comparison of three methodologies available

SDLC Waterfall

Model

Prototyping SSADM

Time The SDLC waterfall

model is time

consuming as it is

needed to finish the

development step by

step and needed to

follow the deadline of

every development

phase.

There is no deadline for

prototyping method as

this method allows

repetitions for every

phase.

The structure analysis

model also time

consuming but allow

easier work as the

developer can to the

physical and logical

design at the same

time.

Project

Context

SDLC is used when

the project context is

large and requires

more time because the

phase is divided into

small section for

details implementation

Prototyping is use when

the project require a

prototype which

depends on customer

requirements and

approval and need

feedback from the

customer or user until

the user satisfied with

the system

SSADM is use when

the project context

require less time for

developing the system

and help the developer

to do different task at

same phase

Cost SDLC method need As prototyping method Structured Analysis

38

more cost in

completing the

development. The

more time consuming

the more cost involve.

SDLC it is resource

intensive.

This is because the

method is use to

develop in long term

and will cost more.

of development is fast, it

only requires low cost of

implementation but it

depends on the

prototype build.

method will need low

cost for

implementation as the

time to develop the

system is short and the

cost of developing the

system is reduce

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3.3Benefits of Structured systems analysis and design

method (SSADM)

Why this methodologies has been chosen, there are various aspects of

advantages in SSADM has been identified. The advantages of using this

methodologies as for the system development is that it has better quality,

because the development of the system will be reviewed in each stage.

Using this SSADM methodology involves a huge undertaking which may

not be suitable to all projects. In this section we summarize the advantages of

using SSADM.

The main advantages of SSADM are three different views of the system,

mature, separation of logical and physical aspects of the system, well-defined

techniques and documentation and user involvement

The structured system analysis method is used during the development of

the UMMC Invoice Tracking System as the system is to be developing in a

short term time.

40

This method concentrate the developer to what the system has to do and

how the system will be developed. Using this method, the developer can

interact with user in developing this system from time to time as this method

is including user involvement.

By using this method, the developer can produce the output of the system

by stage. This also means that developer can do the physical design while

doing the logical design of the system. The development of the system will

become easier and faster. The developer also can identify the error and also

any enhancement of the system on time.

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3.4User Requirements

The user requirement of the system for the UMMC’s Invoice Tracking

system data management, data acquisition, invoice review by project

manager, invoice approval by head of department and report features.

3.4.1 Data Management

All data will be stored in the database for user retrieval. The future data

will be stored in the same storage. This data will also be kept in the

portable hard disk as a backup file.

3.4.2 Data Acquisition

All collected document will be scan and converted into the digital format

(PDF). In order to get more informative and easy access, this document

will be linking each other.

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3.4.3 Invoice Review

After all information about invoice are completed. The project manager

can review all invoice information through the system. The project

manager or officer can download all invoice documents such as copy of

invoice, copy of training report, copy of commissioning report and other

document that related to the invoice.

3.4.4 Invoice Approval

After all information about invoice completely review by the project

manager or officer. The head of department can approve the invoice

through the system. Then, the invoice information will be review by the

Finance Department for transfer the information to the finance system

which is century system manually key-in.

3.4.5 Payment Recommendations

Before the invoice is send for review, the invoice need to send to the

officer in charge for the project that related to the invoice for

payment recommendations. The recommendation can be done via online

by using the system.

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3.4.6 Computerized Reports

For the report, the user requests that the system can generate the reports

from the data that the system stored. The reports also need to be accurate

and reliable.

3.4.7 System Administrator

The system administrator is the other module that the user request. This

module is required because it easier for the admin to maintained the

system and controls the user access for the system.

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3.5System Requirements

The system requirement below explains of processes and its functions for the

Invoice Tracking System software. The requirement will divided into 4

requirements which are clerk or data entry staff requirement, officer

requirement, project manager requirement and head of department

requirement.

3.5.1 Clerk or Data Entry Staff Requirement

i. Search invoices

ii. Key in invoices

iii. Upload attachment

iv. Download attachment

v. Delete attachment

vi. Select officer in charge for recommendations

vii. Select project manager in charge for review

viii. Select head of department in charge for approval

ix. Key in activities log

x. Generate report

3.5.2 Officer Requirement

i. Search invoices

ii. View invoice

iii. Download attachment

iv. Key in invoice recommendations

v. Key in activities log

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3.5.3 Project Manager Requirement

i. Search invoices

ii. View invoice


iv. Key in invoice review


3.5.4 Head of Department Requirement

i. Search invoices

ii. View invoice


iv. Key in invoice approval


3.5.5 Administrator

i. Manage user access

ii. Search invoice

iii. View invoice

iv. Download attachment


46

3.6Use Case

A graphic depiction of the interactions among the elements of a system is a

use case diagram. A use case is a methodology used in system analysis to

identify, clarify, and organize system requirements. In this context, the term

"system" refers to something being developed or operated, such as a mail-

order product sales and service Web site. Use case diagrams are employed in

UML (Unified Modelling Language), a standard notation for the modelling

of real-world objects and systems.

System objectives can include planning overall requirements, validating a

hardware design, testing and debugging a software product under

development, creating an online help reference, or performing a consumer-

service-oriented task.

A use case diagram contains four components.

The boundary, which defines the system of interest in relation to the

world around it.

The actors, usually individuals involved with the system defined

according to their roles.

The use cases, which the specific roles are played by the actors within

and around the system.

The relationships between and among the actors and the use cases.

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3.6.1 Use Case Diagram for UMMC Invoice

Tracking System

Use case name Search invoices

Actor/Actors Clerk, Officer, Project Manager, Head of

Department and Administrator

Entry Condition Able to access to main menu

Action Performed 1. The user click search invoices icon

2. The user key-in invoices number or

company name.

3. List of related invoices will display

4. The user will select the selected invoice

5. Invoice page will appear with the selected

invoice information

Exit condition Selected invoice information will appear on

invoice page

Exceptions None

Special

requirements

None

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Use case name Key in invoices

Actor/Actors Clerk

Entry Condition Able to access to main menu

Action Performed 1. The user click new invoices icon

2. The user key-in invoices information

3. The user click submit button

4. Invoice page will appear with the invoice

information that already saved.

5. If there are existing invoice number, the

system will display error message


invoice page

Exceptions Error message will appear if there is redundancy

on invoice number.

Special

requirements

None

49

Use case name Upload attachment

Actor/Actors Clerk

Entry Condition Able to access invoice page from search invoice

page or new invoice page

Action Performed 1. The user attach document icon

2. The user select on document type

3. The user key-in document information

4. The user click on browse file button to

upload document

5. The user click on upload button

6. System will verify the document

7. Successful upload document messages

appear if there is no data redundancy.

8. Error message will appear if there is data

redundancy.


invoice page with uploaded document

information.

Exceptions Error message will appear if there is data

redundancy.

Special

requirements

None

50

Use case name Download attachment

Actor/Actors Clerk, Officer, Project Manager,Head of




Action Performed 1. The user click on document name

2. Download message will popup

3. File will download into user computer

based on user selected directories.


invoice page.

Exceptions None

Special

requirements

None

51

Use case name Delete attachment

Actor/Actors Clerk



Action Performed 1. The user click on delete attachment button

2. Delete confirmation messages will popup.

3. File will remove from the system.


invoice page.

Exceptions None

Special

requirements

None

52

Use case name Select officer in charge for recommendations

Actor/Actors Clerk

Entry Condition Completed upload all required invoice document

Action Performed 1. The user key-in few part of officer name

2. System will automatic display the officer

full name.

3. The user click on add button

4. System will verify the data

5. System will store the data and display the

selected officer name

6. Error message will appear if there is

redundancy of data or there are more than

3 officer name existed.

Exit condition Selected officer name for recommendations will

appear.


of data or there are more than 3 officer name

existed.

Special

requirements

None

53

Use case name Select project manager in charge for review

Actor/Actors Clerk


Action Performed 1. The user key-in few part of project

manager name

2. System will automatic display the project

manager full name.




selected project manager name


redundancy of data.

Exit condition Selected project manager name for review will

appear.


of data.

Special

requirements

None

54

Use case name Select head of department in charge for

approval

Actor/Actors Clerk


Action Performed 1. The user key-in few part of head of

department name

2. System will automatic display the head of

department full name.




selected head of department name


redundancy of data.

Exit condition Selected head of department name for

recommendations will appear.


of data.

Special

requirements

None

55

Use case name Send invoice information for payment

recommendations

Actor/Actors Clerk

Entry Condition Completed key in officer name for

recommendation

Action Performed 1. The user will click on send button

2. System will verify the information

3. System will notify the officer for payment

recommendations

Exit condition System will navigate user back to the invoice

page.


of data.

Special

requirements

None

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Use case name Key in activities log

Actor/Actors Clerk, Officer, Project manager,Head of

department and Administrator

Entry Condition Able to access to activities log page

Action Performed 1. The click on add new activities link

2. Popup window will appear

3. The user key in the activities information

4. System will store the information

5. New activities information will appear

among all activities log for the selected

invoice

Exit condition Activities information will appear among all

activities log for the selected invoice

Exceptions None

Special

requirements

None

57

Use case name View invoices

Actor/Actors Clerk, Officer, Project Manager, Head of


Entry Condition Able to access to invoice page

Action Performed 1. The user will selected the appropriate

invoice from search invoice result page or

pending invoice list

2. The system will display the invoice

information


invoice page

Exceptions None

Special

requirements

None

58

Use case name Key in invoice recommendation

Actor/Actors Officer

Entry Condition Able to access to invoice recommendation page

Action Performed 1. The system will display the invoice

information

2. The user will key in recommendation

information

3. The user click on save button

4. Pending invoice recommendation list page

will appear.

5. The system will notify project manager for

invoice review

Exit condition Pending invoice recommendation list page will

appear.

Exceptions None

Special

requirements

None

59

Use case name Key in invoice review

Actor/Actors Project manager

Entry Condition Able to access to invoice review page


information

2. The user will key in review information


4. Pending invoice review list page will

appear.

5. The system will notify head of department

for invoice approval

Exit condition Pending invoice review list page will appear.

Exceptions None

Special

requirements

None

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Use case name Key in invoice approval

Actor/Actors Head of department

Entry Condition Able to access to invoice approval page


information

2. The user will key in approval information


4. Pending invoice approval list page will

appear.

Exit condition Pending invoice approval list page will appear.

Exceptions None

Special

requirements

None

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Use case name Generate report

Actor/Actors Clerk

Entry Condition Able to access to report menu

Action Performed 1. The system will display the selection of report

2. The user will select type of report

3. The user key in start date and end date

4. User click submit button

5. System will generate and view the report

Exit condition System will view the report

Exceptions None

Special

requirements

None

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Use case name Manage user access

Actor/Actors Administrator

Entry Condition Able to access to administrator menu

Action Performed 1. The system will display the administrator

menu

2. The user will key in user id or user name

3. System display list of user

4. The user click the specific user

5. System display user access right menu

6. The user key in user access right

7. The user click submit button

8. System will display the user access right result

Exit condition System will display the user access right result

Exceptions None

Special

requirements

None

63

Figure 2: Use Case Diagram for Clerk and Head of Department

64

Figure 3: Use Case Diagram for Officer and Project Manager

Figure 4: Use Case Diagram for Administrator

65

3.7Class Diagram

Class diagrams are the mainstay of object-oriented analysis and design. Class

diagrams show the classes of the system, their interrelationships (including

inheritance, aggregation, and association), and the operations and attributes

of the classes. Class diagrams are used for a wide variety of purposes,

including both conceptual/domain modelling and detailed design modelling.

Visualize and document model structures with UML class diagram.

Construct executable systems with forward, reverse and round-trip

engineering. Generate and update entity relationship diagrams from class

diagrams via synchronization engine.

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3.7.1 UMMC Invoice Tracking System Class Diagram

67

CHAPTER 4

IMPLEMENTATION AND TESTING

4.0Introduction

In this chapter, implementation on application will be discussed. It will focus

on how to execute the implementation plan for this project. Other than that, a

testing plan and procedure also will be discussed in this chapter. Furthermore

the backup strategy for this project also will be discussed.

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4.1Implementation

Implementation is the realization of an application, or execution of a plan,

idea, model, design, specification, standard, and algorithm. An

implementation is a realization of a technical specification or algorithm as a

program, software component, or other computer system. Many

implementations may exist for a given specification or standard. For

example, web browsers contain implementations of World Wide Web

Consortium-recommended specifications, and software development tools

contain implementations of programming languages.

Software Implementations involve several professionals that are

relatively new to the knowledge based economy such as Business Analysts,

Technical Analysts, Solution Architect, and Project Managers.

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4.2Programming

For this project, an Active Server Page or called as ASP classic will be

used as programming language. For completed system programming

codes please refer on the CD that has been attached.

4.2.1 Database Connection

Open Connection

Close Connection

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server.scripttimeout=9000

gl_odbcnamefinance="Provider=SQLOLEDB;Data Source=172.20.130.64;Initial Catalog=DataPortalKewanganV2;User ID=ehas;Password=ehas"

setconnfinance=server.createobject("adodb.connection")

connfinance.opengl_odbcnamefinance

setconnfinance=nothing

4.2.2 Insert into database

Insert activities data into inv_activity table

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setaktivitiRS = server.CreateObject("adodb.recordset")

sql = "select top 1 * from inv_aktiviti order by idaktivitidesc"

aktivitiRS.open sql,connfinance,3,3

aktivitiRS.addnew

aktivitiRS("tarikhaktiviti") = now

aktivitiRS("idinbois") = idinbois

aktivitiRS("idkodproses") = 1

aktivitiRS("aktif") = "Y"

aktivitiRS("datecreated") = now

aktivitiRS("createdby") = gl_nokplpengguna

aktivitiRS("lastupdate") = now

aktivitiRS("lastupdateby") = gl_nokplpengguna

aktivitiRS.update

aktivitiRS.close

setaktivitiRS=nothing

4.2.3 Update data

Update invoice data into inv_invoice table

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setSimpanKemaskini=server.CreateObject("adodb.recordset")

sql="select top 1 * from inv_inbois where idinbois='"&idinbois&"'"

SimpanKemaskini.open sql,connfinance,3,3

if not SimpanKemaskini.bof then

SimpanKemaskini.update

end if

SimpanKemaskini("idinbois") = idinbois

SimpanKemaskini("kodpembekal") = kodpembekal

SimpanKemaskini("namapembekal") = namapembekal

SimpanKemaskini("jenisinbois") = jenisinbois

SimpanKemaskini("nopo") = nomborpo

SimpanKemaskini("nogrn") = nomborgrn


SimpanKemaskini.close

setSimpanKemaskini=nothing

4.2.4 Delete data

Mark data as archive in inv_fail table

With UMMC IT Department Policies, the data must not deleted from

database but must be mark as archive so that the data can be retrieve back

if the user accidently “delete” the data from the system.

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idfail=request("fn_id")

setSimpanKemaskini=server.CreateObject("adodb.recordset")

sql= "select * from inv_fail where idfail='"&idfail&"' "

SimpanKemaskini.open sql,connfinance,3,3

if not SimpanKemaskini.bof then


end if

SimpanKemaskini("aktif") = "N"


SimpanKemaskini.close

setSimpanKemaskini = nothing

4.2.5 View data

View data invoice from inv_invoice table

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idinbois = request("idinbois")

setsemak_inboisRS = server.CreateObject("adodb.recordset")

sql = "select * from inv_inbois where idinbois ='"&idinbois&"' and aktif = 'Y'"

semak_inboisRS.open sql,connfinance,3,3

4.3Master Testing Plan

4.3.1 Introduction

The project is to develop and replace the current manual system used by

UMMC. The system is Invoice Tracking system which are consist of

database that storing details about the suppliers invoices. It also can

produce the report about the invoices.

By using this invoice tracking system, the activities that can be handled

by this system are like:

Invoice tracking system is recording all the invoices that been

received from the supplier in order for the next process of doing

the job and payment.

Payment recommendations details will be followed after the

invoices details was done by the clerk from the department that

involved with the supplier which is to record the invoice in order

to make the confirmation for the invoice payment. This

recommendation will be done by the officer that handles the

project.

Invoice reviews will be reviewed by the project manager and the

reviews details will be stored once the project manager have key

in the review information.

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Invoice approval details will be saved once the head of

department that involved with the project have approve the

invoices for the next step which is payment of invoice that will be

handle by the UMMC finance department.

This system is the way to provide easy and fast report details for

the invoices details and invoice processes tracking details.

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4.3.2 Objectives of Test Plan

This is the Master Test Plan for the Invoice Tracking System project.

This plan will address only those items and elements that are related to

the Invoice Tracking System process, both directly and indirectly affected

elements will be addressed. The primary focus of this plan is to ensure

that the new Invoice Tracking System application provides the same level

of information and detail as the current system while allowing for

improvements and increases in data acquisition and level of details

available. Specified objectives for this test plan:

Ensure the correctness of user authentication

o User will login in by using My UMMC portal to this system in

order to access the system. User need to use their SSO login id

and password. This system will identify the user access based

on the access control.

Ensure the flow of system run smoothly include user interface control

o The test is based on flow of Invoice Tracking System which

consists of various types of tasks. The test runs for invoice

details, recommendation details, invoice review details and

approval details. Which the flow must be smoothly to ensure

user of system did not feel lost from browsing the system

which may result in misconduct of system.

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Ensure the invoice process could be track

o All invoice transaction and processes can be track from the

activities log module. The system could display current

invoice transaction.

Ensure the invoice details is completed

o All invoice details must be completed especially on

attachment document. The document must be attached

according to the requirement of the invoice types. If the

document is not complete the system can’t proceed to the next

step which is selection of officer, project manager and head of

department for recommendation, review and approval.

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4.3.3 Methods of Testing

For the methods of testing the chosen method is dynamic testing.

Dynamic testing is a term used in software engineering to describe the

testing of the dynamic behaviour of code. That is, dynamic analysis refers

to the examination of the physical response from the system to variables

that are not constant and change with time.

UMMC IT department should input and verify data, configure and

test system and security parameters, and conduct post-implementation

reviews. Management should circulate implementation schedules to all

affected parties and should notify users of any implementation

responsibilities. After installing the system, pre-existing data is manually

input or electronically transferred to a new system. Verifying the

accuracy of the input data and security configurations is a critical part of

the implementation process. UMMC IT department can often run a new

system in parallel with an old system until they verify the accuracy and

reliability of the new system.

Test plans created during initial project phases enhance an

organization’s ability to create detailed tests. The use of detailed test

plans significantly increases the likelihood that testers will identify

weaknesses before products are implemented. For this system, testing is

done using black box method.

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The other type of testing is using the user acceptance testing

(UAT) form. This UAT form will be given to the UMMC finance

department and IT department person that using this website before it will

use completely by the other staff. This UAT form is including the level of

user satisfying for the website.

This UAT form is including with the user comment and

suggestion on the website for the future maintenance. At the bottom of

the form, it has to verify by the system developer and the user that had

been test the website.

At the end of test, this UAT form are very usable for the

programmer in order to make any amendment or maintenance in order to

make this system more functional and especially, the website is meet the

user requirement and satisfaction

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4.4Overall Plan

4.4.1 Schedule and Locations

The test team will meet once every three days to evaluate progress to date and

to identify error trends and problems as early as possible. The test team leader

will meet with development and the project manager once every two weeks as

well. These two meetings will be scheduled on different weeks. Additional

meetings can be called as required for emergency situations. The proposed

schedule is between 10th till the 11th of November 2013. The date

corresponds with the designated time slot for the system testing. The location

for the testing phase will be carried out at UMMC IT Department own test

facilities.

Date Task

10/11/2013 User authentication

Checking buttons in side of frame

Checking buttons and links in new invoice page

Checking buttons and links in upload attachment

Checking buttons and links in download attachment

Checking buttons and links in officer, project manager and

head of department name selection

Checking buttons, and links in payment recommendation page

Checking buttons, and links in invoice reviews page

Checking buttons, and links in invoice approval page

Checking buttons, and links in activities log page

Checking buttons, and links in report page

11/11/2013 Review all test and analyze

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4.4.2 Test Materials

The test material that will be used is the Invoice Tracking System itself.

The Test Cases is use as for the test materials. A test case in software

engineering is a set of conditions or variables under which a tester will

determine if a requirement or use case upon an application is partially or

fully satisfied. It may take many test cases to determine that a

requirement is fully satisfied. In order to fully test that all the

requirements of an application are met, there must be at least one test

case for each requirement unless a requirement has sub-requirements. A

formal, written test case is that there is a known input and an expected

output, which is worked out before the test is executed. The known input

should test a precondition and the expected output should test a post-

condition. As for this system the test case is the input, button and link

references for all Invoice Tracking System forms/pages and login page.

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4.4.3 Criteria of Pass

Invoice documents

o The numbers of invoice document for each type of invoice are

correct

The flow of system run smoothly include user interface control and

test covers all forms/pages of system

o The flow run smoothly and user of system did not feel lost

from browsing the system which may result in misconduct of

system.

o The button runs well, so do the link references as it does not

contains error.

The authorization for login, user access verified and validated

o The security feature protects the system from unauthorized

usage. Without proper authentication, all the system’s

functions cannot be used.

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4.5Testing Requirements

4.5.1 Hardware Requirement

Below is the minimum hardware requirement for the system to be tested:

Specification Minimum system requirement

Processor Intel Pentium/Celeron family, AMD

K6/Athlon/Duron/K7/K8 family, or compatible processor

recommended. Pentium IV 2.0 GHz or higher

recommended.

Memory 256 MB of RAM or higher (256 MB minimum supported)

Hard Disk 4.0 GB of available hard-disk space required

VGA Super VGA monitor and video adapter supporting 1024 x

768 or greater resolution

4.5.2 Software Requirement

Below is the list of software’s that is needed for the testing purposes:

Adobe Dreamweaver CS6

o Quick and easily design, develop, and maintain Web sites and

Web applications from start to finish with Adobe

Dreamweaver CS6 software. Built for both designers and

developers, Dreamweaver CS6 offers the choice of working in

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an intuitive visual layout interface or a streamlined coding

environment.

Microsoft SQL Server 2013

o MS SQL is short for Microsoft SQL Server. It is a relational

web hosting database that is used to store web site information

like blog posts or user information. In basic terms, an MS

SQL database is capable of storing any type of that you want.

It will let you quickly store and retrieve information and

multiple web site visitors can use it at one time.

Google chrome

o Google Chrome is used for interface to interact with the

database (MS SQL Server) and also server (ISS). Google

Chrome can be downloading from google chrome website.

4.5.3 Personnel

The personnel that will be conducting the testing are the system analyst,

programmer and project manager. The system analyst will test the input

and output of data, flow of the system and user interface control. The

programmer will test the code wrote as to assure it run line by line and

execute perfectly. The project manager will test the overall of system

such as the interface, links, header and consistencies of elements used.

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4.6Procedure Control

4.6.1 Test Initiation

The test will start with accordance with the flow of the system. The first

page that will be displayed is the index page. Then the user will select the

login page where user must select the appropriate level of access. User

need to enter the provided SSO id and password correctly. Without

proper authorization, the system could not be used at all. After testing the

login page, then it’s the flow of the system, which the user can insert the

product details to be saved into the database system. When there is any

invoices receive, the invoice details are needed to be inserted into the

database system. After acknowledging that the testing is successful, the

last part is the reports which are the invoice transaction details report or

the invoice details report.

4.6.2 Test Execution

For the first test case, which is the authentication page, user need to login

My UMMC portal first then click on the Invoice Tracking System icon

on eservices group. If the correct authentication, the system will move to

the main menu. In the main menu, all functions of the system are made

available. If the user doesn’t have authorization, the system will display

the error page that prompt user to get authorization from IT department.

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For the second test case, it will be testing on the invoice

transaction flow. Based on the activities log, the invoice transaction can

be monitored. For test whether the transaction can be monitor or not, if

there is an error on the transaction the activities log will display in what

level that transaction is pending or from the activities log we will know

whether the flow of invoice transaction is correct or not.

For the next test case, it will be the document that required

uploading based on the type of invoice. If the required document is not

complete uploaded, the system will display error message and will not let

the user to proceed to the next step.

For the final test case, all links, buttons, text box and combo box of

all forms/pages will be tested by insert data and execute by click the

button and link. The data inserted supposed to match with database data

type while all links run smoothly as to prevent lost in navigation.

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4.6.3 Test Failure

For the first test case, which is the authentication page, user need to login

My UMMC portal first then click on the Invoice Tracking System icon

on eservices group. If the user doesn’t have authorization, the system will

display the error page that prompt user to get authorization from IT

department.

For the second test case, it will be testing on the invoice

transaction flow. If the flow of transactions is incorrect, the transaction

will pending and the next step will not be displayed.

For the final test case, all links, buttons, text box and combo box of

all forms/pages will be tested by insert data. If the data inserted does not

to match with database data type, the page will display error in Microsoft

SQL Server data type syntax. As for the links, if it did not run smoothly,

it will cause failure to browse the selected page and may also result to be

lost in navigation.

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4.6.4 Access/Change Control

During the testing phase if there be any problem, the system tester will

inform the responsible person who develop the system. In this case the

system tester will inform to the project manager which will instruct

system analyst and system designer to review and correct the problem

occur. The access to the database and system configuration is only

obtains by system analyst.

The system tester will filling in the test case documentation to

bring the problem that arise for corrective and report. Only the system

developer has the rights to access or change the system in case there is

any problem with the system. Proper corrective solutions will be carried

out to ensure that there are no more problems with the system.

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Test Case Description Form

UMMC IT DEPARTMENT

TEST CASE DESCRIPTION

Test Case Number: 1

Date:10/11/2013

Test Case Description: User authorization

Program Name: Invoice Tracking System

Test Case Prepared By: Nor Zainan Ashraf Bin Manan

Test Administrator: Yamin Bin Ahmad

Description of Test Data:

Tester will click on the invoice tracking system icon

Expected Result:

For the correct authentication, the system will display the welcome form with menus

button. If the user don’t have authorization, the system will display the error page that

prompt user to get authorization from IT department

Actual Result:

For the correct SSO id and password inserted, the system will display the welcome

form with menus button. If the user don’t have authorization, the system will display

the error page that prompt user to get authorization from IT department

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Test Case Result Form

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UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:1

Date:10/11/2013


Module Under Test: User authorization

Explanation on difference between actual and expected output:

There is no difference between the actual and expected output. The function on the

system work as expected.

Suggestions for next steps:

No any suggestions


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UMMC IT DEPARTMENT


Test Case Number: 2

Date:10/11/2013

Test Case Description: Test all the button and links contains in button side frame





All links and buttons are click and executes.

Expected Result:

All links and buttons are functioning same as the name button. Button home link to

home page, button search invoice link to search invoice page, button new invoice link to

new invoice page, button report link to report type page, button invoice

recommendations link to invoice recommendations page, button invoice review link to

invoice review page, button invoice approval link to invoice approval page and button

administrator link to administrator page.

Actual Result:

The links and button runs smoothly and correct, user browses the selected page and also

does not feel lost in navigation.


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UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:2

Date:10/11/2013


Module Under Test: Test all the button and links contains side button frame





No suggestion.


94

UMMC IT DEPARTMENT


Test Case Number: 3

Date:10/11/2013

Test Case Description: Test all the button and links contains in new invoice page






Expected Result:

All links and buttons are functional.

Actual Result:

The links and button runs smoothly and correctly, user browses the selected page and

also does not feel lost in navigation.


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UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:3

Date:10/11/2013


Module Under Test: Test all the button and links contains in new invoice page





No suggestion.


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UMMC IT DEPARTMENT


Test Case Number: 4

Date:10/11/2013

Test Case Description: Test all the button and links contains in upload attachment





All links and buttons are click and executes. All attachment can upload and store into the

server.

Expected Result:

All links and buttons are functional. All attachment can upload.

Actual Result:




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UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:4

Date:10/11/2013


Module Under Test: Test all the button and links contains in upload attachment





No suggestion.

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UMMC IT DEPARTMENT


Test Case Number: 5

Date:10/11/2013

Test Case Description: Test all the button and links contains in download attachment





All links and buttons are click and executes. All attachment can download and view.

Expected Result:

All links and buttons are functional. All attachment can download.

Actual Result:



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UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:5

Date:10/11/2013


Module Under Test: Test all the button and links contains in download attachment





No suggestion.

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UMMC IT DEPARTMENT


Test Case Number: 6

Date:10/11/2013

Test Case Description: Test all the button and links contains in officer, project manager

and head of department name selection






Expected Result:


Actual Result:



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102

UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:6

Date:10/11/2013


Module Under Test: Test all the button and links contains in officer, project manager and

head of department name selection





No suggestion.


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UMMC IT DEPARTMENT


Test Case Number: 7

Date:10/11/2013

Test Case Description: Test all the button and links contains in payment recommendation

page






Expected Result:


Actual Result:




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UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:7

Date:10/11/2013


Module Under Test: Test all the button and links contains in payment recommendation

page





No suggestion.

105


UMMC IT DEPARTMENT


Test Case Number: 8

Date:10/11/2013

Test Case Description: Test all the button and links contains in invoice reviews page






Expected Result:


Actual Result:



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UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:8

Date:10/11/2013


Module Under Test: Test all the button and links contains in invoice reviews page





No suggestion.

107


UMMC IT DEPARTMENT


Test Case Number: 9

Date:10/11/2013

Test Case Description: Test all the button and links contains in invoice approval page






Expected Result:


Actual Result:



108


UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:9

Date:10/11/2013


Module Under Test: Test all the button and links contains in invoice approval page





No suggestion.

109


UMMC IT DEPARTMENT


Test Case Number: 10

Date:10/11/2013

Test Case Description: Test all the button and links contains in activities log page






Expected Result:


Actual Result:



110


UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:10

Date:10/11/2013


Module Under Test: Test all the button and links contains in activities log page





No suggestion.

111


UMMC IT DEPARTMENT


Test Case Number: 10

Date:10/11/2013

Test Case Description: Test all the button and links contains in report page






Expected Result:


Actual Result:



112


UMMC IT DEPARTMENT

TEST CASE RESULTS

Test Case Number:10

Date:10/11/2013


Module Under Test: Test all the button and links contains in report page





No suggestion.

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4.7User Acceptance Testing (UAT)

User Acceptance Testing (UAT) is the last phase of the software testing

process. During UAT, actual software users test the software to make

sure it can handle required tasks in real world scenarios, according to

specifications.

UAT is one of the final and critical software project procedures

that must occur before newly developed software is rolled out to the

market.UAT is also known as beta testing, application testing or end user

testing.

UAT directly involves the intended users of the software. UAT

can be implemented by making software available for a free beta trial on

the Internet or through an in-house testing team comprised of actual

software users.

Following are the steps involved in in-house UAT:

Planning: The UAT strategy is outlined during the planning step.

Designing test cases: Test cases are designed to cover all the

functional scenarios of the software in real-world usage. They are

designed in a simple language and manner to make the test

process easier for the testers.

Selection of testing team: The testing team is comprised of real

world end-users.

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Executing test cases and documenting: The testing team executes

the designed test cases. Sometimes it also executes some relevant

random tests. All bugs are logged in a testing document with

relevant comments.

Bug fixing: Responding to the bugs found by the testing team,

the software development team makes final adjustments to the

code to make the software bug-free.

Sign-off: When all bugs have been fixed, the testing team

indicates acceptance of the software application. This shows that

the application meets user requirements and is ready to be rolled

out in the market.

UAT is important because it helps demonstrate that required business

functions are operating in a manner suited to real-world circumstances

and usage. For this project UAT is selected as testing method for user to

evaluate the system.

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4.7.1 UMMC Invoice Tracking System UAT Form

USER ACCEPTANCE TEST FORM (Blank form)UMMC INVOICE TRACKING SYSTEM

NAME: POSITION: COMPANY: DATE:

RATE: 1-BAD 2-SATISFY 3-GOOD 4-EXCELLENTTest Base on Rate Remarks

1 2 3 41. Usability Easy

User manual All buttons and icons

meaningful

2. Reliability Web Information run as

required3. Security Data information are

secured by authorization4. Suggested Hardware Specification5. Suggested Software Specification

Signed on behalf of the IT department Signed on behalf of the user

Name: Name:

Signature: Signature:

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4.8Evaluation

Evaluation is systematic determination of merit, worth, and significance of

something or someone using criteria against a set of standards. Evaluation

often is used to characterize and appraise subjects of interest in a wide range

of human enterprises, including the arts, criminal justice, foundations and

non-profit organizations, government, health care, and other human services.

For this Invoice Tracking System project, the evaluation is done with the

form named evaluation form. This form will be full filled by the user that

using this system for the first time. This evaluation is usually will be

completed in site presentation session.

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http://en.wikipedia.org/wiki/Health_care

http://en.wikipedia.org/wiki/Government

http://en.wikipedia.org/wiki/Non-profit_organization

http://en.wikipedia.org/wiki/Foundation_(charity)

http://en.wikipedia.org/wiki/Criminal_justice

http://en.wikipedia.org/wiki/Arts

4.8.1 UMMC Invoice Tracking System Evaluation

Form

Evaluation Form

Dear Sir/Madam,

Please take a moment to answer the questions below. We would be very

honoured for your co-operation in completing this questionnaire. Your feedback

is highly appreciated in improving this website

.

System Name:UMMC Invoice Tracking System

Key Stroke Effort per Task

1. Do you understand how to use this system by just looking at the interface?

YES NO

2. How about the performance of the button and the linkage of the site?

EXCELLENT GOOD AVERAGE POOR

Ability to Navigate Within the System

3. Do the button and the linkage refer to the correct path or page?

YES NO

4. The buttons can function correctly?

YES NO

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Time to Perform a Task

5. Do you satisfied with the unlimited time given for you to perform certain

task?

YES NO

6. Does it take time to display certain page?

YES NO

Ability to Configure the HCI

7. Is it the button used is meaningful?

YES NO

8. Do you recognize the usage of the buttons easily according to the words?

YES NO

User Satisfaction

9. Does this Site can fulfil your requirements?

YES NO

10. Do you have any suggestion to improve this UMMC Invoice Tracking

System?

_________________________________________________________________

_________________________________________________________________

__________________________________________________

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4.9Installation

The implementation involves installing approved applications into production

environments as this case, the website that has been maintained is re-installed

in client computer. Primary tasks include announcing the implementation

schedule, training end users, and installing the product. Additionally, UMMC

should input and verify data, configure and test system and security

parameters, and conduct post-implementation reviews. Management should

circulate implementation schedules to all affected parties and should notify

users of any implementation responsibilities.

After uploading the website, pre-existing data is manually input or

electronically transferred to system. Verifying the accuracy of the input data

and security configurations is a critical part of the implementation process.

UMMC can often run a new website system in parallel with an old manual

system until they verify the accuracy and reliability of the new system.

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4.10 Debugging Process

Debugging is a methodical process of finding and reducing the number of

bugs, or defects, in a computer program or a piece of electronic hardware

thus making it behave as expected. Debugging tends to be harder when

various subsystems are tightly coupled, as changes in one may cause bugs to

emerge in another.

The debugging is started by trying to reproduce the problem. This can be

a non-trivial task, for example in case of parallel processes or some unusual

software bugs. Also specific user environment and usage history can make it

difficult to reproduce the problem.

After the bug is reproduced, the input of the program needs to be

simplified to make it easier to debug. For example, a bug in a compiler can

make it crash when parsing some large source file. However, after

simplification of the test case, only few lines from the original source file can

be sufficient to reproduce the same crash. Such simplification can be made

manually, using divide-and-conquer approach. The programmer will try to

remove some parts of original test case and check if the problem still exists.

When debugging the problem in GUI, the programmer will try to skip some

user interaction from the original problem description and check if remaining

actions are sufficient for bug to appear. To automate test case simplification,

delta debugging methods can be used.

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After the test case is sufficiently simplified, a programmer can use

debugger to examine program states (values of variables, call stack) and track

down the origin of the problem. Alternatively a tracing can be used. In simple

case the tracing is just a few print statements, which print out the values of

variables in certain points of program execution. Remote debugging is the

process of debugging a program running on a system different than the

debugger. To start remote debugging, debugger connects to a remote system

over a network. Once connected, debugger can control the execution of the

program on the remote system and retrieve information about its state.

There are many ASP debugging techniques that can save countless hours

when coding. An effective but basic debugging technique is to simply turn on

error reporting. Another slightly more advanced technique involves using

print statements, which can help pinpoint more elusive bugs by displaying

what is actually going onto the screen. Debugging technique for ASP can be

dividing into three main techniques which are using software to debug the

code, another technique is by error message which a basic debugging

techniques and using a print statement.

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As for this system testing, the debugging techniques are using the error

message. Error messages are the first line of defence as a developer. The

developer doesn’t want to be developing code in ASP on a server that is not

configured to display error messages. However, remind that when code is

debugged and ready to go live, make sure error reporting is turned off

because don't want user of system seeing error messages that may give them

enough knowledge to exploit a weakness and hack the system.

Error messages can also use as advantage because it display the exact line

of code that threw or generated an error. This makes debugging a matter of

looking at the line number shown on the browser by the generated error and

checking that line number in the code.

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4.11 Troubleshooting Plan

In order for the system troubleshooting initially support by the UMMC IT

Department Technical Support provides the following services 8:00 AM to

5:00 PM local working time. Definition of the core symptom to be resolved

is agreed upon as support begins.

1. Review System Configuration to ensure that they are setup correctly

and meet the correct system requirement.

2. Provide guidance in general performance troubleshooting by

providing assistance generating thread dump when server is running

normally and what to look for when problem occurs.

3. Review database log files to point any problem areas.

4. Point user to logging long running requests.

5. Supports Engineers will fault isolate the issue to major functional

areas of the application and provide recommendations to understand

and correct the root cause of the problem.

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For user troubleshooting, the UMMC IT department helpdesk team can

suggest and make below troubleshooting plan for user when problem occur:

1. Ensure that the CAPS lock is turned on/off while entering the

input text field.

2. Ensure that all text input areas are filled before submitting the

information to through the system.

3. Ensure the right input of data according to example given as

incorrect input of data will cause error in submit data through

system.

4. Ensure the relation data need to be used was defined in the

database system or the system will cause failure for authorization

and access.

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4.12 Backup Strategy

Backup refers to making copies of data so that these additional copies may be

used to restore the original after a data loss event. Backups are useful

primarily for two purposes which are to restore a state following a disaster

(called disaster recovery) and to restore small numbers of files after they

have been accidentally deleted or corrupted. Backups are typically that last

line of defence against data loss, and consequently the least granular and the

least convenient to use.

Since a backup system contains at least one copy of all data worth saving,

the data storage requirements are considerable. Organizing this storage space

and managing the backup process is a complicated undertaking. A data

repository model can be used to provide structure to the storage. In the

modern era of computing there are many different types of data storage

devices that are useful for making backups. There are also many different

ways in which these devices can be arranged to provide geographic

redundancy, data security, and portability.

Backup strategy for the Invoice Tracking System is using differential

backup and full backup. The reason why this type of backup is chosen is

because it takes up less time and space than a full backup and provides for

more efficient restoration than incremental backups. The backup are done

using a 250GB hard disk drive where weekly (incremental backup) backup is

done and full backup done by burn into optical storage media such as

CD/DVD.

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For this Invoice Tracking System, the used a two-level approach of

weekly backups and full backups. Since re-installing the operating system

and applications is easy, for weekly backups, only back up the application

settings and documents. A full backup includes all transaction data, as well as

all system and database configuration. All transaction data, records and

application settings are put in one main directory. For weekly backups, only

backup what's changed in that main since the last backup. Full backups save

all transaction data, as well as all system and database configuration and not

just what was changed, as well as a separate directory by perform these every

few months.

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CHAPTER 5

CONCLUSION

5.0Introduction

With proper planning and analysis that have been done for this project, the

UMMC Invoice Tracking System was completed successfully.

A complete invoice tracking system hasbeenbuild to cover all the

problems that UMMC finance department have. With this system almost 90

percent of the problem has been solved.

Thus with this system successfully completed, there are still few

limitation that this system have, therefore this system still need to improved so

that those limitation can be solved on the next version of the system.

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5.1Project Summary Overview

Now the UMMC have used the system to store and tracking all the invoices.

One week was allocated for pilot test to conduct project review by the system

owner which is head of department of UMMC finance department.

Based on the review and feedback from head of department of UMMC

finance department, there are still need few enhancement on the system need to

be add. Thus, from the feedback the system will still go on sign off. All the

manual filling not used anymore and unknown tracking of invoice processes

now can be track.

5.2Limitation during project

There are few limitations during running this project, which is time constraint,

and budget. The time required to develop this project is limited of time, for 3

month it is difficult to develop a zero defect and less weakness system. Not all

weakness that this system has can be solved during this 3 month period.

For budget constraint, the UMMC don’t have budget to do integration

with their finance system which is a century system. Therefore, this integration

needs to handle by the UMMC IT department itself. Due to time constraint on

this project the integration with the century system can’t be done

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There are other difficulties that occur during development which is the

unstable connection between file server and database server. This is happening

due to the database server is using old server. Sometimes user might experience

an database connection error while using the system, user need to refresh the

page so that the connection between both server is stable. Other than that user

might not able to upload document, this is because of the server restriction that

would not allowed the user to write anything on the file server.

.

5.3Future enhancement

For the future enhancement on the system all limitation that this system have

must be solve. On the next version of this system the integration with the century

system must have. With this integration feature it easier for finance department

to make payment processes for the invoice and the payment can be making

during 14 days of working.

The Data Centre Unit of UMMC IT Department have ordered new server

to replace the current database server. This is to ensure a stable connectivity

between file server and database server.

Furthermore on future enhancement there are other features that the head

of department request. All the features will be handling on the next version of the

system.

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REFERENCES

WEBOPEDIA, what is SSDAM?

http://www.webopedia.com/TERM/S/SSADM.html

Weaver, Lambrou and Walkley (1998).Practical SSADM Version 4+ Second

Edition.

McGraw-Hill.An Introduction to SSADM Version 4.

Malcolm Eva, McGraw-Hill.SSADM Version 4: A User’s Guide.

PHP Nuke, Dreamweaver CS6.

https://apps-downloads.phpnuke.org/en/c156201/dreamweaver-cs6-free-

download-full-review#.Uq6NB9IW1-k

Fedtech, Product review Microsoft SQL Server 2012.

http://www.fedtechmagazine.com/article/2012/10/product-review-microsoft-sql-

server-2012

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http://www.fedtechmagazine.com/article/2012/10/product-review-microsoft-sql-server-2012

http://www.fedtechmagazine.com/article/2012/10/product-review-microsoft-sql-server-2012

https://apps-downloads.phpnuke.org/en/c156201/dreamweaver-cs6-free-download-full-review%23.Uq6NB9IW1-k

https://apps-downloads.phpnuke.org/en/c156201/dreamweaver-cs6-free-download-full-review%23.Uq6NB9IW1-k

http://www.webopedia.com/TERM/S/SSADM.html

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