TRACKING INTERNAL LETTER SYSTEM

USING QR CODE

NUR YASMIN BINTI MOHD SALLEH

BACHELOR OF COMPUTER SCIENCE (INTERNET

COMPUTING) WITH HONOURS

UNIVERSITI SULTAN ZAINAL ABIDIN

2021

TRACKING INTERNAL LETTER SYSTEM USING QR CODE

NUR YASMIN BINTI MOHD SALLEH

BACHELOR OF COMPUTER SCIENCE (INTERNET

COMPUTING) WITH HONOURS

Universiti Sultan Zainal Abidin

2021

i

DECLARATION

I hereby declare that the report is based on my original work except for quotations and

citations, which have been duly acknowledged. I also declare that it has not been

previously or concurrently submitted for any other degree at Universiti Sultan Zainal

Abidin or other institutions.

_______________________________

Name: Nur Yasmin Binti Mohd Salleh

Date:

ii

CONFIRMATION

This is to confirm that Nur Yasmin Binti Mohd Salleh (Matric Number:

BTCL18051052) prepared and submitted this project entitled Tracking Internal Letter

System using QR Code and was satisfactory in terms of reach, quality and presentation

as partial fulfilment of the requirement in Bachelor of Computer Science (Internet

Computing) with honours in Universiti Sultan Zainal Abidin. The research conducted

and the writing of this report was under my supervision.

_____________________________________________

Name: Dr. Wan Mohd Amir Fazamin B Wan Hamzah

Date:

iii

DEDICATION

In the Name of Allah, the Most Gracious and the Most Merciful.

Alhamdulillah, I thank God for His grace and grace, I can prepare and complete this

report successfully.

First of all, I would like to thank my supervisor, Dr Wan Mohd Amir Fazamin B Wan

Hamzah because with guidance, the advice, and the thoughtful ideas are allowed me to

prepare this report successfully.

Besides, my gratitude is also to my colleagues who share ideas, opinions, knowledge,

and reminders. They helped me answer every question that was important to me in

completing this report.

Thanks also to my beloved mother and father always support and motivated me to

prepare for this report for Final Year Project.

I would like to take the opportunity to thank all lecturers of the Informatics and

Computing Faculty for their attention, guidance, and advice in helping and sharing ideas

and opinions in making this report successful.

May Allah SWT bless all the efforts that have been given in completing this

report.

Thank you.

iv

ABSTRACT

A University is one of the organisations that every day deal with voluminous documents

such as memorandums, emails, letters, etc. Thus, Logbooks were used to record

manually the records from the various offices in and out of them, and it is the way for

the staffs to find and assess the status of the document obtained and released from their

offices. Indeed, the management may bring incorrect reports of the status and location

of documents. Moreover, these will affect the time-consuming of the staff and the most

vital issue is it may involve in losing documents. The objective of this paper came up

with a solution to the issues faced by the offices and staff to provide an acceptable

solution by proposed the Tracking Internal Letter System using QR code. User

requirement is the best way to implement in the future process. Agile Scrum has been

chosen for system development. Hence, the framework will also assist in more effective

ways to evaluate project development.

v

ABSTRAK

Universiti adalah salah satu organisasi yang setiap hari berurusan dengan dokumen

yang banyak seperti memorandum, e-mel, surat, dll.Oleh itu, Logbooks digunakan

untuk merekodkan secara manual rekod yang masuk dan keluar dari pelbagai pejabat,

dan ia adalah cara untuk kakitangan mencari dan menilai status dokumen yang keluar

dan masuk dari pejabat mereka.Namun tetapi, pihak pengurusan boleh membawa

laporan yang salah mengenai status dan lokasi dokumen.Selain itu, ini akan

menyebabkankan memakan masa kakitangan dan isu yang paling penting ialah ia

mungkin melibatkan kehilangan dokumen.Objektif kertas kerja ini datang dengan

penyelesaian kepada isu-isu yang dihadapi oleh pejabat dan kakitangan untuk

menyediakan penyelesaian yang boleh diterima dengan mencadangkan Sistem Surat

Dalaman Penjejakan menggunakan kod QR.Keperluan pengguna adalah cara terbaik

untuk dilaksanakan dalam proses masa depan.Agile Scrum telah dipilih untuk

pembangunan sistem. Justeru, rangka kerja ini juga akan membantu dengan cara yang

lebih berkesan untuk menilai pembangunan projek.

vi

CONTENTS

PAGE

DECLARATION i CONFIRMATION ii DEDICATION iii ABSTRACT iv

ABSTRAK v CONTENTS vi LIST OF TABLES viii LIST OF FIGURES ix

LIST OF ABBREVIATIONS x LIST OF APPENDICES xi CHAPTER 1 INTRODUCTION 12

1.1 Introduction 12

1.2 Project Background 12 1.3 Problem Statement 13 1.4 Objectives 13 1.5 Scope 14

1.5.1 Admin 14 1.5.2 Sender (Students and Staffs) 14

1.5.3 Receiver (Staffs) 14 1.6 Limitation of Work 15

1.7 Thesis Structure 15 1.8 Activities, Milestones (Gantt Chart) 16

1.9 Summary of the Chapter 16

CHAPTER 2 LITERATURE REVIEW 17 2.1 The Theoretical Approach of Tracking System 18

2.2 Quick Response Code (QR code) 19 2.2.1 Creating Trackable QR Codes 20

2.3 Mobile Application System 21

2.4 Review of Recent Work 22 2.5 Existing System 23 2.6 Summary 25

CHAPTER 3 METHODOLOGY 26 3.1 Introduction 26 3.2 Agile Scrum Development 26

3.2.1 Phases of Scrum Model 28 3.2.2 Scrum Methodology Implementation in Project

Development 30

3.2.3 Advantages of Scrum in Mobile Application 31 3.3 Quick Design 32

3.3.1 System Framework 33 3.4 System Design 34

3.4.1 Context Diagram (Level 0) 34

3.4.2 Data Flow Diagram Level 1 35 3.4.3 Data Flow Diagram Level 2 (Manage Data) 36

3.4.4 Entity Relationship Diagram (ERD) 37

vii

3.5 Database Design 38

3.5.1 Data Dictionary 38 3.6 Hardware and Software Requirement 40

3.6.1 Hardware Requirement 40

3.6.2 Software Requirement 41 3.7 Proof of Concept (Interface) 42

3.7.1 Web-based Interface 42 3.7.2 Mobile Application Interface 43

3.8 Summary 45

CHAPTER 4 CONCLUSION 46 4.1 Introduction 46 4.2 Overview of the Study 46 4.3 Recommendations 47

4.4 Summary 47

REFERENCES 48

Appendix A 50

viii

LIST OF TABLES

Table No. Title Page

Table 2-1 Comparison of Existing System 24

Table 3-1 Data Dictionary for User Data 38

Table 3-2 Data Dictionary for Admin Data 38

Table 3-3 Data Dictionary for Letter Data 39

Table 3-4 Data Dictionary for Tracking Data 39

Table 3-5 Data Dictionary for Content Letter Data 40

Table 3-6 Hardware Requirement 40

Table 3-7 Software Requirement 41

ix

LIST OF FIGURES

Figure No. Title Page

Figure 1 QR code Workflow (Orana Velarde 2019) 21

Figure 2 Agile System Development Process (iphs 2019) 27

Figure 3 Phases of Scrum Framework (Dmitry Gurendo 2020) 28

Figure 4 System Framework 33

Figure 5 Context Diagram (Level 0) 34

Figure 6 DFD Diagram Level 1 35

Figure 7 DFD Diagram Level 2 (Manage Data) 36

Figure 8 Entity Relationship Diagram 37

Figure 9 Login Page 42

Figure 10 Home Page 42

Figure 11 TILS Main page 43

Figure 12 Login Page 43

Figure 13 User Homepage 44

Figure 14 Admin Homepage 44

x

LIST OF ABBREVIATIONS

QR Quick Response

RFID Radio-Frequency Identification

GPS Global Positioning System

OCR Optical Character Recognition

URL Uniform Resource Locator

SVG Scalable Vector Graphics

EPS Encapsulated PostScript

PNG Portable Network Graphics

GDPR General Data Protection Regulation

SQL

SSL

PHP

HTML

Structured Query Language

Secure Sockets Layer

Hypertext Processor

Hypertext Mark-up Language

NFC Near Field Communication

CD Context Diagram

DFD Data Flow Diagram

ERD Entity Relationship Diagram

RAM Random Access Memory

OS Operating System

CPU

TILS

FYP

Central Processing Unit

Tracking Internal Letter System

Final Year Project

xi

LIST OF APPENDICES

APPENDIX TITLE

A Gannt Chart 1 Final Year Project I

12

CHAPTER 1

INTRODUCTION

1.1 Introduction

As the beginning of the chapter, Chapter 1 provides an overview of the thesis study.

This provides a clear description of the project background and follows with the

problem statement. Details of the research intent and objectives are then provided

includes the scope of the project and the expected outcome. Then, this chapter briefly

determined the limitation of the project. Hence, it concludes with an outline of the thesis

structure for the remaining sections of the study and a chapter summary.

1.2 Project Background

In general, the tracking system is used to observe and locating an object or a person by

a timely ordered sequence for further process of the system (Amrit Bandyopadhyay,

Washington, DC (US); Daniel Hakim, Silver Spring, MD (US); Benjamin E. Funk,

Hanover, MD (US); Eric Asher Kohn, Washington, DC (US); Carole A. Teolis, Glenn

Dale, MD (US); Gilmer Blankenship, Washington and (73) 2016). Tracking system

environment includes the practice by which it can collect, store and share data or

information. Nowadays, there is a lot of tracking system that been used all over the

world. For example, Parcel Tracking System is one of the biggest service courier

platforms that been used all of the users for the entire world that ease people to track

their goods or parcels.

However, from another point of view, there is still an issue in tracking document

especially for an organization that still use the traditional management that may cause

some problems. For example, a simple issue when the document is sent, but it could not

13

be processed since it may be lost anywhere or misplacing without knowing the status.

Therefore, an idea is proposed to design and develop a system that helps the user to

track the internal letters in convenient ways.

1.3 Problem Statement

The purpose of this study is to analyze how an organization manage its internal letters

or any forms that they received to be processed as well. The consequence that they

might be facing is they have a huge number of letters will be sent daily or even by email

platform. It will have an issue on misleading of letters or even missing of them. Not

only that, they may need other features or initiative to backup and stores the records

accurately where they need to keep on tracking the letters to make it process until finish.

These will affect the time and energy where they need to always update their record

manually every day.

Besides, as the person who will send the document or letters, he or she may have

a problem to check the status of their letter either it had been processed or still in

progress. This could be an important issue that the person might need to always contact

or even email to the organization to keep track of the document progress.

1.4 Objectives

The objectives that related to developing this system is as follows:

i. To study the tracking internal letter system for managing on softcopy and

hardcopy documents.

ii. To design a tracking system for managing letters in systematic ways.

iii. To implement the mobile application, web-based and produce QR code

technology to ease the user to display the system in a fast response.

14

1.5 Scope

The system is involving the users from the University of Sultan Zainal Abidin. There

are several modules in this proposed system and the details are as follow:

1.5.1 Admin

a. The scope of this project will involve the admins who are the staff that

will be the person in charge and keep track of the system.

b. Admin can log in into the system.

c. The admin can view and update the latest letter tracking information in

the system.

d. Admin can add new data and delete unrelated data.

1.5.2 Sender (Students and Staffs)

a. The users of this system are among the students and staff including

lecturers who will use this system to keep track of the document status.

b. User can register the User id for accessing the tracking system.

c. User can log in into the system.

d. User can input new data and get a new QR code to include in the letter.

e. User can only view the status of the document to track their data.

1.5.3 Receiver (Staffs)

a. The users are among the staff and lecturer who will use this system to

update the tracking system in order to confirm the letter is received by

the receiver.

b. User can register the User id for accessing the tracking system.

c. User can log in into the system.

15

d. User will scan the QR code after receiving the letter.

e. User can only view the tracking status of the document.

1.6 Limitation of Work

Limitation of work in this project includes several vital scopes as follows:

i. Limitation of this project is limited for students and staffs including

lecturers of Universiti Sultan Zainal Abidin.

ii. This system will track the status of internal letters for softcopy and

hardcopy documents.

iii. The system is developed using the Mobile Application, Web-based and

QR code.

1.7 Thesis Structure

Thesis structure is the arrangement of the thesis and the general introduction to the

thesis on what is going to be represented in all the chapters involved. The purpose of all

the chapters is briefly outlined. Structure in this project includes 3 chapters as follows:

Chapter 1 - This chapter includes the introduction of the project, determines the problem

statement, the objective, the scope of the project and its limitation.

Chapter 2 - This chapter explains the literature review of the research about the tracking

system and the technique that been used. Generally, this chapter includes analysis of the

information that relevant to the project in order to obtain a general overview of the

techniques, applications and other methods by conducting online surveys.

16

Chapter 3 - In this chapter explain and describe the methodology of tracking internal

letters system which all the implementation, the methods that will be used, the process

that will imply and the development phase will be examined.

1.8 Activities, Milestones (Gantt Chart)

This documentation is presented visually by Gantt charts (refer to Appendix A). All the

tasks involved in a project and their orders are displayed against a time scale. This gives

an instant overview of the Final Year Project I with its related tasks and when it is

necessary to complete.

1.9 Summary of the Chapter

As a summary, this section discussed an overview of the proposed Tracking Internal

Letter System. Further discussion on background study and motivation to such

undertaking was also done. Besides, this chapter also identified several objectives of

developing such a system, the scopes of the proposed system and its limitation

requirement of the project. The next chapter will discuss various approaches applied to

implement this project. Furthermore, there will discuss the problems that are still not

being solved.

17

CHAPTER 2

LITERATURE REVIEW

Literature review in this chapter is to describe and discusses information in particular

published sources such as articles, surveys or journal of existing studies. This chapter

will review the technique used in the development of the Tracking Internal Letter

System. Besides, this chapter also will analyze the previous research that related in this

section. The main objective of the literature review provides a handy guide to research

particular topics and gives some ideas that are related. It is necessary to review and

study the existing topics related in order to develop this project as initial planning. Based

on certain research, some components of review include the study of the QR code,

mobile application and comparison to the existing systems. Relevant sources are

compiled and cited to complete this literature review.

18

2.1 The Theoretical Approach of Tracking System

Tracking System is divided into two approaches which are Outdoor Tracking System

and Indoor Tracking System. Outdoor Tracking System tracked outside of the

environment while Indoor Tracking System tracked inside a building or other enclosed

structure (Anon n.d.).

As we realized, manually outdoor observation of behaviour can be inefficient

and very time-consuming especially because of environmental factors. For instances in

the farm industry, in order to determine the animals in the farm condition every day,

these will affect our time and energy to always keep going to the farm and check each

of those animals by manually while actually we can have the solution by using the

tracking system, for example using tags on the animals and track them for long-range

outdoor tracking by using the GPS. Hence, we can access and gain insights from the

data anywhere you are.

Next, Indoor Tracking System indicates the localization inside buildings of

people and objects. Therefore, this indoor location is a technological challenge because

inside interior spaces, GPS does not function reliably. Thus, Indoor Tracking System is

depending on the application such as Wi-Fi or any networks available around. For

examples, indoor tracking of objects is particularly in great demand in the industry.

Determining the current position of working equipment or goods is also important. By

using the indoor tracking system, it helps to view on all end-user devices even mobile

ones and the current location of the object to be located easily.

In general, the main function of Tracking System Development is as a system

and mechanism for locating, tracking and monitoring the status of personnel or assets

(Amrit Bandyopadhyay, Washington, DC (US); Daniel Hakim, Silver Spring, MD

(US); Benjamin E. Funk, Hanover, MD (US); Eric Asher Kohn, Washington, DC (US);

19

Carole A. Teolis, Glenn Dale, MD (US); Gilmer Blankenship, Washington and (73)

2016). Tracking system method used mapping applications to obtained data tracking in

order to enhanced position estimating. Examples of indoor and outdoor tracking

methods including, for example, sensor fusion methods such as Radio-Frequency

Identification (RFID), map matching methods and map building methods such as

Global Positioning System (GPS). Nowadays, new technologies exposed the use of

OCR, Barcode, QR (Quick Response) code and many more creatures in order to develop

the tracking system.

2.2 Quick Response Code (QR code)

Quick Response Code (QR code) is very similar to a bar code but a QR code seen more

versatile which it allows user to store essentially any kind of information. Based on

Vangie in her article (Vangie Beal n.d.), she defined that QR as the type of two-

dimensional barcode that can be read using smartphones and dedicated QR reading

devices. QR code is reading devices which are initially designed to be used for industrial

purposes. However, QR codes have become fairly basics in consumer advertising and

the functions of QR codes can be various nowadays.

Furthermore, a smartphone can be used as a QR scanner by using the camera

where it can be used to view it and then decoded the code as well. The function of the

QR code is to display a website URL instead of typing the website URL manually into

a browser. User can embed it in a QR code. Meanwhile, the user also can create a QR

code that has complete information. Most of the smartphones include iPhone, Android

or Blackberry contain barcode scanner applications which help the user to read and

decode data from a QR code.

20

2.2.1 Creating Trackable QR Codes

Displaying website details is the most basic use of QR codes to find a website address.

Meanwhile, in order to scan the code, we need to know how to create or generate the

trackable code itself. Basically, there are various ways to create QR codes while it is

easily accessed by the open sources through the Internet and browser.

There are several distinct QR code readers and generators since the QR code

technology is in the public domain. Although some smartphones are now fitted with QR

code readers, users can install QR code apps on their phone easily. Some of the

examples QR code scanners and generators include Kayawa, ZXing Project, BeQRious,

QuickMark (Anon n.d.).

In order to create a QR code, the vital thing is the QR code generator. There are

some generators with different linking capabilities. There are two common types of QR

code generator which are static or dynamic. A static QR code is generated with one

URL address that cannot be modified after generating the code while dynamic QR code

is editable even after it has been developed and distributed. Hence, there is a basic step

of creating QR codes by (Orana Velarde 2019), and how to track the website using the

QR code scanner:

1. Choose a QR code generator – QR code generator is chosen depends on the

details code either it might be a URL, text, email and others. It also can be static

or dynamic.

2. Insert all the relevant information – Choose the destination and purposes of the

QR code and all the information through the generator.

21

3. Generate and download the QR code – Finalize all the information and

download the code in the file type which best suits the needs. It can be an SVG,

EPS or PNG. A QR code in a vector format can also be downloaded for print.

4. Track and analyze – Track the QR code and analyze the analytic through

statistics to check out how many people that had been using the QR code.

Figure 1 QR code Workflow (Orana Velarde 2019)

2.3 Mobile Application System

A mobile application is a software program that is developed to run on specific hardware

such as tablets and smartphones called mobile handheld computing devices(Anon

2020). In this era, the mobile application had changed the software system of a computer

into more convenient software applications through the smartphones where it helps to

ease people to access their resources by only use their smartphones everywhere and

anywhere.

The mobile application system has three main types including native apps, web-

based mobile apps and hybrid apps(Anon n.d.). The native applications provide

22

Android, Windows Phone, and iOS. Next, Hybrid mobile apps incorporate native and

web-based software components. Hybrid applications are developed for platforms such

as Xamarin, Sencha Touch Angular Mobile, React Native, Ionic, and others. Other than

that, Web-based applications are sensitive versions of websites built to operate on every

mobile device.

2.4 Review of Recent Work

Based on recent work research, some companies use parcel or internal mail tracking

software that implement mobile application approach in order to ease and enable the

user to track any mail or package that enters any building to its final destination. In

addition, they also need several methods to control some creatures in developing the

tracking system such as OCR, QR code, Barcode, etc. There is a simple step process by

(Matt Shillam 2019) to keep track of mail or parcel which are includes:

1. Scan mail item in using Optical Character Recognition (OCR) feature by taking

picture of the label in finding the recipient or use the native barcode to track the

item around your building.

2. Notify the intended recipient by using QR code either via email or the

notification apps.

3. Scan out for delivery by simply scanning the QR code or barcode on the receiver

email, objects can be scanned out of the device directly from their phone screen.

23

On the other hand, there is some consideration in observation of the existing system,

which includes:

a. User-friendly – The system is easy to use and enable the user to track the status

of mail or parcel.

b. Cloud-based - The server will take the recognized text, find a match data

recipient and send them out an email and a push notification to the recipient

application.

c. General Data Protection Regulation (GDPR) Compliant – Compliant with

GDPR regulation and data protection with a secure server and SSL certificated

admin system.

d. Secure collection - If you operate a collection policy, the recipient will be

matched via the QR code that was sent to them via email and the recipient app.

e. Multi-platform – Application is available for android and iOS and are in the App

Stores for easy download.

2.5 Existing System

An evaluation had been conducted on the existing and proposed system. The findings

from the study will be used to improve the proposed system. There are three existing

systems that have been considered which are e-file Tracking System (EFTS), Delivery

Notification System and Students paperwork tracking system (SPATRASE). The

comparison between the existing system and the proposed system is shown below in

Table 2.1.

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Table 2-1 Comparison of Existing System

Existing System Respondent Software/

Technique/

Platform

Result

e-file Tracking

System (EFTS)

(Al-Khafaji,

Abdullah, and

Kashmoola 2020)

Staffs in the

University of

Mosel, Iraq

Sublime Text

v3.0, Web-based

technique,

Hypertext

Processor

(PHP), HTML,

MySQL

The system provides

an improvement of

retrieving relevant

documents and

reports online at

anytime and

anywhere as well as

tracking the

documents and

reports in and out of

the relevant

department.

Delivery

Notification

System (Raduan

n.d.)

Kolej Kediaman 1

residents and staff

in Universiti

Malaysia Pahang

(UMP)

Web-based

technique,

Hypertext

Processor

(PHP), MySQL,

SMS Gateway

Integration,

email, Barcode

The system provides

a mailing service

with notification to

the KK1 residents.

25

Students paperwork

tracking system

(SPATRASE)

(Ishak et al. 2017)

Students in

Universiti Tun

Hussein Onn

Malaysia

(UTHM)

Mobile

application,

NFC tags, RFID

reader

technology

The system provides

ease for the student to

track the location of

the status of the

paperwork by using

NFC, Mobile

application and RFID

technology.

2.6 Summary

As a summary, this chapter approaches the determination of the concept of the proposed

system. Based on the research that has been done, it indicates that literature review is

one of the essential components as we can build our proposed method using the

methodology from the current and existing system. On the other hand, the basis of

previous articles and journals ease the process of the system to be defined.

26

CHAPTER 3

METHODOLOGY

3.1 Introduction

This chapter gives an outline of the research methodology that was followed in the study

to develop the system. The methodology is the vital process which it started from the

basic flow in designing and developing our system. Thus, Agile methods have been

chosen in developing this system which this method is the best fit to conduct a software

project in a mobile context with its flexibility, faster development, reduced risks and

better quality. In this chapter, it will briefly explain further in every stage involved in

the development of this project and also the specifications of the system.

Additionally, the design of the system implementation is also mentioned in this

chapter. The design phase is divided into two components including system design and

database design. System design involved the Context Diagram (CD), Data Flow

Diagram (DFD), System Framework and interface whereas, database design includes

database architecture such as Entity Relationship Diagram (ERD) and database schema.

3.2 Agile Scrum Development

The Agile Methodology is a concept that focuses on tractable growth and moves at a

quick rate. This approach is defined by the division of a large module into several

smaller adaptive phases for development purposes which are applied iteratively (Patil,

Panicker, and Kv 2016). Agile Scrum implements a more flexible and experimental

approach that applies the basic method of Agile development. This is because Scrum is

one of the methodologies of iterative and incremental agile software development.

Moreover, Scrum system is found that to be very rigid, systematic, dynamic and avoid

27

flexibility particularly in the crucial stages of the company's expansion as it began to

expand and break into different sub-teams and the product's complexity intensified. This

is because the objective is to ensure the ability to improve the value of the product

continuously and to retain flexibility in choosing objectives for further iterations

(Dmitry Gurendo 2020).

Figure 2 Agile System Development Process (iphs 2019)

Today, Scrum is one of the most commonly used agile development systems.

The Scrum framework provides Agile development methodology to be applied which

allowing an iterative and incremental process of development. The project is divided

into several phases in Figure 2, each of which results in a ready-to-use product. A

functional product is delivered to a customer at the end of each stage. In Scrum,

production continues in a sequence of cycles called sprints, in which the team operates

for a time-boxed duration on a subset of features in the project backlog typically,

between one or two weeks and a month. The team designs, checks, implements and

records working software during each sprint.

28

3.2.1 Phases of Scrum Model

Figure 3 Phases of Scrum Framework (Dmitry Gurendo 2020)

Based on Figure 3, there are several phases of Scrum Model which describes by (Dmitry

Gurendo 2020) which are includes:

Step 1: Product Backlog Creation - As the initial phase, there is a product backlog

creation as the list of requirements that will be implemented in the software developing

process. In this phase, there is a User story and each user story got a unique ID that

followed its format. Thus, the user story will decide the most priority ordered of the

product backlog.

Step 2: Sprint Planning and Sprint Backlog Creation – This is the phase where Sprint

Goal is determined for each sprint depends on the user stories. This phase also involves

the Scrum Master and the Scrum team who are the main roles to ensure they capable to

finish all the stories on time.

29

Step 3: Working on the Sprint and Daily Scrum Meetings – This is the development

phases where the working on the Sprint backlog are taking place. All the teams started

to manage their user stories by specifics of each project. Moreover, the vital Scrum

framework include the Daily Scrum Meeting where Every single member of the team

should state what he or she has done for the Sprint Goal, what the next step is going to

be, and what team members faced during the work problems.

Step 4: Product Increment and Sprint Review – After the result of each sprint is done, a

potential product will increase that can be demonstrated to the consumer as the outcome

of each sprint in Scrum. The development team produces a new version of a software

product with improved value after every iteration. The overall results can be illustrated

and evaluated during the Sprint Analysis, which is the final part of a sprint.

Step 5: Retrospective and Next Sprint Planning - The main purpose of the retrospective

is to analyse the outcomes and decide how the implementation process can be

strengthened in the next phase. A significant feature is that the methods of work and

engagement are explored at this point in order to facilitate the Scrum team's work as a

whole. During the working process, the team could conclude what went well and what

can be achieved better during future iterations. The team will focus on the next sprint

schedule when the ways of progress are established.

30

3.2.2 Scrum Methodology Implementation in Project Development

As the methodology for the proposed project system, it will include five main phases as

the step to follow. The phase includes:

1. Create System Backlog – This phase involved the list of requirements to be

implemented in the software developing process. In order to create the system

backlog, there is a user story that will decide the most priority ordered of the

system backlog.

2. Create Sprint Planning and Sprint Backlog -This is the second phase where the

sprint goal is determined for each sprint depends on the user stories. In this phase

involved the time-boxed to plan the user stories to ensure it is capable to finish

within the time.

3. Conducting on the Sprint and Daily Scrum Meetings – This is the development

phase where the working on the sprint backlog is taking place. This is the phase

to manage each sprint of user stories by specific of each project. Next, in this

phase will include the Daily Scrum Meeting where every detail of the sprint goal

will be discussed.

4. System Increment and Sprint Review – This phase means that the system is

ready to demonstrate to the customer as the outcome of each sprint. Thus, in this

phase, the system will be improved after every iteration.

31

5. Retrospective and Next Sprint Planning – This is the phase to analyze the

outcomes and decide how the implementation process can be improved in the

next phase. In this phase, there will be more focus on the next sprint schedule

plan.

3.2.3 Advantages of Scrum in Mobile Application

Scrum is an Agile Model which the most suitable framework in mobile application

development. These are five advantages of using Scrum for mobile application

development inspired by (Olga Okhrimenko 2018):

1. Faster Development - The time management challenges can be solved by Scrum

where it implements a system called "sprints" that will shorten the time where it

is depending on the start-up and the team.

2. Increase the Adaptability - Scrum is easily adaptable because there are rapid

improvements in expectations and standards. This can be achieved with the

support of user stories, lists of existing criteria for the team are accomplished,

which are then translated into backlogs.

3. Control of Project Management - It provides the ability to control every phase

of the production process, easily evaluate and make adjustments. Finally, there

is a full view of how the application is being developed. That significantly

reduces risks as well as helps all the people involved in the process to perform

their responsibilities and fulfil their duties much better.

32

4. Encourage the Better Teamwork – There is an internal communication where

all team members involved in product development. Each of the team members

will be able to share, collaborate and respect each other's visions and results of

their tasks.

5. Efficient Scrum Tools – There are variety and most effective tools that approach

the mobile application development in Scrum methodology. These could help

the programmer and the team members to achieve their goal sprint in a timely

manner.

3.3 Quick Design

This section is to evaluate and define the system design and build the prototype based

on the functionalities of the development system. During the planning and requirement

process, the data or specifications obtained were evaluated and converted into the design

that met the specific requirement. Some diagrams were constructed, such as the System

Framework, Context Diagram (CD) level 0, Data Flow Diagram (DFD) level 1 and 2,

Entity Relation Diagram (ERD) and Data Dictionary.

33

3.3.1 System Framework

Figure 4 System Framework

Figure 4 shows the system framework that describes the workflow of the system. The

Tracking Internal System requires three users who are the sender, admin and receiver.

The first step in this process is that the sender and receiver need to register in order to

login to the system. Next, when the sender wants to send a letter, the sender needs to

fill the form about the letter to be sent such as an address, recipient, letter title and so

on. Upon completion, the sender will receive a QR code to be included in the letter.

Then, the letter will be generated to be sent to the user. Once the letter is received to the

admin, the admin will scan the QR code and tracking process will take place and the

sender and receiver can track the letter. Then, once the letter is received by the receiver,

the receiver will scan the QR code and the tracking of the letter will be updated through

the system.

34

3.4 System Design

3.4.1 Context Diagram (Level 0)

Figure 5 Context Diagram (Level 0)

Figure 5 above shows the context diagram for the Tracking Internal Letter System as

the initial sketch of the project system. This diagram consists of three entities which are

the sender, admin and receiver. All entities need to login by request to enter the system

before being able to access and proceed to use the system. As for the sender and

receiver, they have to register to the system before login. Once all the entities are

authenticated by the system, they will be redirected to the main interfaces and they

enable to access and use the system. As a sender, they need to fill in the information

about the letter details to generate the QR code. Then, the system will generate the letter

including the QR code to the sender. Once the sender sends a letter to the admin, the

admin will scan the QR code and tracking process will take place. Once the letter is

received by the admin and the receiver, the tracking letter status will be updated into

the system.

35

3.4.2 Data Flow Diagram Level 1

Figure 6 DFD Diagram Level 1

Figure 6 above describes the data flow diagram that consists of nine processes and four

data stores for the Tracking Internal Letter System with three users who are sender,

admin and receiver. There are three processes that involved user in this level which are

registration, user login and filling a form. After filling the form process, the system will

conduct the process of generating the QR code and generate the letter to be sent to the

sender. There are three processes involved the receiver which are registration, user login

and scans the QR code. Next, as the admin, there are three processes including admin

login, scan QR code and manage data.

36

3.4.3 Data Flow Diagram Level 2 (Manage Data)

Figure 7 DFD Diagram Level 2 (Manage Data)

Figure 7 shows the data flow diagram level 2 of manage data which is managed by the

admin. In this level, the admin can manage data by adding new data such as add new

admin. Then, admin can update data by updating the current tracking status after

receiving the letter. Next, admin also can view data such as letter details, admin details,

etc. Admin also can delete data such as admin details. All the data details will be stored

in the (D2) datastore.

37

3.4.4 Entity Relationship Diagram (ERD)

Figure 8 Entity Relationship Diagram

Figure 8 is the Entity Relationship Diagram (ERD) for Tracking Internal Letter System.

It consists of five entities. The entities are Letter Information, User Data, Admin Data,

Letter Data and Letter Content Data.

38

3.5 Database Design

3.5.1 Data Dictionary

I. User Data

Table 3.1 below shows the data dictionary for User Data. The table consists of attributes

such as user_id, name, phone_no, email, username and password.

Table 3-1 Data Dictionary for User Data

No Attribute

Name

Details Type Key Description

1 user_id Id for user int(11) Primary

Key

Auto

Increment

2 name The user name varchar(200) - -

3 phone_no User phone varchar(20) - -

4 email User email varchar(200) - -

5 username User username varchar(200) - -

6 password User password varchar(200) - -

II. Admin Data

Table 3.2 below shows the data dictionary for Admin Data. The table consists of

attributes such as admin_id, name, phone_no, email, username and password.

Table 3-2 Data Dictionary for Admin Data

No Attribute

Name

Details Type Key Description

1 admin_id Id for admin int(11) Primary

Key

Auto

Increment

2 name The admin name varchar(200) - -

3 phone_no Admin phone varchar(20) - -

4 email Admin email varchar(200) - -

5 username Admin username varchar(200) - -

6 password Admin password varchar(200) - -

39

III. Letter Data

Table 3.3 below shows the data dictionary for Letter Data. The table consists of

attributes such as letter_id, user_id, date, title and address.

Table 3-3 Data Dictionary for Letter Data

No Attribute

Name

Details Type Key Description

1 letter_id Id for letter data int(11) Primary

Key

Auto

Increment

2 user_id Id for user data int(11) Foreign

key

-

3 date Date of letter date -

4 title Id from letter data varchar(200) - -

5 address Letter Address varchar(200) - -

IV. Tracking Data

Table 3.4 below shows the data dictionary for Letter Data. The table consists of

attributes such as tracking_id, admin_id, letter_id and status.

Table 3-4 Data Dictionary for Tracking Data

No Attribute

Name

Details Type Key Description

1 tracking_id Id for letter int(11) Primary

Key

Auto

Increment

2 admin_id Id from admin data int(11) Foreign

Key

-

3 letter_id Id from letter data int(11) Foreign

Key

-

4 status Tracking status varchar(200) - -

40

V. Content Letter Data

Table 3.5 below shows the data dictionary for Content Letter Data. The table consists

of attributes such as content_id, user_id, file_name and date_created.

Table 3-5 Data Dictionary for Content Letter Data

No Attribute

Name

Details Type Key Descriptio

n

1 content_id Id for letter content int(11) Primary

Key

Auto

Increment

2 user_id Id from user data int(11) Foreign

Key

-

3 file_name Letter file name varchar(200) Foreign

Key

-

4 date_created Date created date - -

3.6 Hardware and Software Requirement

3.6.1 Hardware Requirement

Table 3-6 Hardware Requirement

Hardware Description

Laptop Processor: Intel® Celeron® N4020 CPU @ 1.10GHz 1

Installed memory (RAM): 4.00 GB

Operating System (OS): Windows 10

41

3.6.2 Software Requirement

Table 3-7 Software Requirement

Software Description

Microsoft Office 2016

Microsoft PowerPoint 2016

The platform for report writing and

presentation slides

Google Chrome

Google Scholar

Medium to search for research papers

and existing system studies

Xampp Web Server The web server as database connection

and to run the system

MySQL Database An open-source relational database to

store the data of the system

Notepad++ Editor to write PHP coding to develop

the web application system

Flutter SDK An open-source that works with existing

code to develop a native mobile

application

Android Studio Act as to develop an android application

42

3.7 Proof of Concept (Interface)

3.7.1 Web-based Interface

Figure 9 Login Page

Figure 10 Home Page

43

3.7.2 Mobile Application Interface

Figure 11 TILS Main page

Figure 12 Login Page

44

Figure 13 User Homepage

Figure 14 Admin Homepage

45

3.8 Summary

As a summary, in this chapter overall describing the methodology used by Tracking

Internal Letter System which is Agile Scrum methodology. Agile methods have been

chosen in developing this system which this method is the best fit to conduct a software

project in a mobile context with its flexibility, faster development, reduced risks and

better quality. Next, during the planning and requirement process, the data or

specifications obtained were evaluated and converted into the design that met the

specific requirement. Thus, this chapter also explains about data model, process model,

data dictionary and the hardware and software requirement that are used in this project

that was guided to the completeness of this project. At the end of this chapter also

provide initial sketch overview with a proof of concept as presented the interface of the

system where it gives a clear idea and an exact preview of the final interface project.

46

CHAPTER 4

CONCLUSION

4.1 Introduction

The findings in this chapter are extracted from the results of this research on the project

of The Tracking Internal Letter System is identified. This section reviews the overall

progress of this project. The findings were based on research objectives, project

limitations and study outcomes. It will also clarify the consequences of these results and

the subsequent recommendations. The recommendations were focused on the study's

findings and its purpose. Additionally, recommendations for future enhancements will

also be discussed.

4.2 Overview of the Study

As a conclusion, this system is proposed to be the vital needs for an organization

especially the university organization to handle the management and tracking the

internal letter including the softcopy and hardcopy documents. This is because the major

problem that is face by the organization is there will be volumes of letters are being

received day by day. Thus, this system offers several advantages and allows the

management to quickly retrieve the document at anytime and anywhere. Other than that,

it is important as the admin roles to play as the main position in providing and handling

the documents in and out of the faculty. Hence, this proposed system could be benefited

because of the use of an open-source package and it is also hoped that this project would

enhance the organizations' management information systems and the development of

an effective Tracking Internal Letter System.

47

4.3 Recommendations

The project limitation that has been mentioned above needs several initiatives in order

to improve future work. In my overview, several suggestions are recommended as the

system can be extended to enhance the TILS. As a suggestion, there could include other

processes such as user could edit the document or letter by online and automatically

saved the updated files. Moreover, test issue could be upgraded to ensure the system

more reliable in validating the accuracy and effectiveness of the developed system

model. Overall, I hope this project could achieve the objective in designing the web-

based system and mobile application using the QR code for managing the letter and

document in and out to/from the faculty or organizations. Besides, I hope it will be the

major advantage of this system to help the organization in managing the letters and

documents every day. Furthermore, some suggestions for the enhancement of this

project have also been recommended for the future development of this project.

4.4 Summary

Summary of this chapter includes the conclusion of the proposed system. This research

aimed to identify effective method and strategies for managing the internal letter or

documents in the university organization. Based on a problem statement and the

limitation of the project, it can be concluded that this proposed project is needed to

overcome those limitations. The results indicate that it is important to design a user-

friendly system that eases the user to manage their organizations systematically.

48

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APPENDIX A

Gannt Chart 1 Final Year Project I

Activities/Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Final Year Project I Briefing

Project Title Proposal

Proposal Writing (Chapter 1)

Proposal Writing (Chapter 2)

Proposal Writing (Chapter

continued)

Proposal Progress Presentation and

Panel’s Evaluation

Proposal Writing (Chapter 3)

Methodology Workshop

Proposal Writing (Progress

continued)

Seminar FYP for CV and Poster

Design

FYP Format Writing Workshop

FYP Pitching Workshop

Drafting Report of Proposal

Submit Draft if Report to

Supervisor / Preparation for Final

Presentation

Preparation for Final Presentation

and Submit Final Report

Final Presentation and Panel’s

Evaluation

Final Report Submission and

Supervisor’s evaluation