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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)

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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
invoices record from the number of records. They can easily update the invoices record
if there are some changes and added informations. This system designed to give the
quality of service of the organization.

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ABSTRAK

Kinidalamtahunteknologitinggi,
beberapainstitusiterlibatdalamalatteknologitinggiuntukwujuddalamgayatradisionalrakam
anmenggunakantransaksisecara

manual.

SistemPenjejakanInvoisdicadangkanuntukmenyelesaikanmasalah
dihadapiolehbanyakorganisasi.Iaadalahbantuan
terutamakepadapentadbirdanpekerjakewangan,

yang

yang
besarbagiorganisasi,

dalammenguruskanrekodinvois.

Para

pekerjakewangandapatmengesan proses pembayaraninvois.

MelaluiiniSistemPenjejakanInvoismerekakinibolehdenganmudahmencarirekodinvoistert
entudaripadabilanganrekod.Merekabolehmengemaskinirekodinvoisjikaterdapatbeberapa
perubahandanmaklumattambahanini.Sisteminidirekauntukmemberikualitiperkhidmatano
rganisasi.

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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.

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

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.
ii.
iii.
iv.
v.
vi.
vii.

Search invoices
Register invoices
Payment recommendations
Invoice review
Invoice approval
Report
System administrator

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)

DipertuanAgung,

was
Duli

officially
Yang

opened

MahaMulia

by

His

Seri

Majesty

the Yang

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.

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.

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.

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 eservices 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.

1.4.Scope of Project
Tracking suppliers 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.

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 dont have
all the document, they cant 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.

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.

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.

1.6.2. Cant 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 cant 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.

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.

1.7.Definition of Abbreviations

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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.

CHAPTER 2
LITERATURE REVIEW

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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.

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.

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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.

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.

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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.
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

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level support and to work close with helpdesk team for hardware
maintenances.

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

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Figure 1: Checklist documentation for invoices.

2.3.2 Questionnaire

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2.4Solution to Problems
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)

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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.

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.

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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)


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

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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


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.

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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.

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

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the documents using manual filling. Furthermore with database all


information is secure and easier to manage.

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

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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.

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.

23

The benefits of SQL Server over Access are improved reliability, better
performance, reduced network traffic and increased scalability

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

24

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.

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

25

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.

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


stable than the other free source programming language like PHP. ASP
doesnt 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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28

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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
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conducted research will a reliable research with proper testing conducted and
come comes with not extraneous variables.

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.
ii.
iii.
iv.
v.
vi.

Project planning
Requirement definition
Design
Development
Testing
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 UMMCs Invoice Tracking System development project,
structured systems analysis and design method (SSADM) will be
choosing as method for this development project.

3.1.2 Prototyping

31

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 featurelight, 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.

3.1.3 Structured

Systems

Analysis

and

Design

(SSADM)
32

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 documentled 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.

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.

33

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.
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
34

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.

3.2Comparison of Three Methodologies Available


Table 1: Comparison of three methodologies available
SDLC Waterfall

Prototyping

SSADM

The SDLC waterfall

There is no deadline for

The structure analysis

model is time

prototyping method as

model also time

consuming as it is

this method allows

consuming but allow

needed to finish the

repetitions for every

easier work as the

development step by

phase.

developer can to the

Model
Time

step and needed to

physical and logical

follow the deadline of

design at the same

every development

time.

phase.
Project

SDLC is used when

Prototyping is use when

SSADM is use when

Context

the project context is

the project require a

the project context


35

large and requires

prototype which

require less time for

more time because the

depends on customer

developing the system

phase is divided into

requirements and

and help the developer

small section for

approval and need

to do different task at

details implementation

feedback from the

same phase

customer or user until


the user satisfied with
the system

Cost

SDLC method need

As prototyping method

Structured Analysis

more cost in

of development is fast, it method will need low

completing the

only requires low cost of cost for

development. The

implementation but it

implementation as the

more time consuming

depends on the

time to develop the

the more cost involve.

prototype build.

system is short and the

SDLC it is resource

cost of developing the

intensive.

system is reduce

This is because the


method is use to
develop in long term
and will cost more.

36

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.

37

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.

3.4User Requirements
The user requirement of the system for the UMMCs 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


38

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.

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.

39

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.

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

40

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.

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


41

i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.

Search invoices
Key in invoices
Upload attachment
Download attachment
Delete attachment
Select officer in charge for recommendations
Select project manager in charge for review
Select head of department in charge for approval
Key in activities log
Generate report

3.5.2 Officer Requirement


i.
ii.
iii.
iv.
v.

Search invoices
View invoice
Download attachment
Key in invoice recommendations
Key in activities log

3.5.3 Project Manager Requirement


i.
ii.
iii.
iv.
v.

Search invoices
View invoice
Download attachment
Key in invoice review
Key in activities log

3.5.4 Head of Department Requirement


i.
ii.
iii.
iv.
v.

Search invoices
View invoice
Download attachment
Key in invoice approval
Key in activities log

3.5.5 Administrator
i.

Manage user access

42

ii.
iii.
iv.
v.

Search invoice
View invoice
Download attachment
Key in activities log

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 mailorder 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 consumerservice-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.

43

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
Action Performed

Able to access to main menu


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

Exit condition

invoice information
Selected invoice information will appear on
invoice page

Exceptions

None

Special

None

requirements

44

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

Exit condition

system will display error message


Selected invoice information will appear on
invoice page

Exceptions

Error message will appear if there is redundancy


on invoice number.

Special

None

requirements

Use case name

Upload attachment

Actor/Actors

Clerk

45

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

Exit condition

redundancy.
Selected invoice information will appear on
invoice page with uploaded document information.

Exceptions

Error message will appear if there is data


redundancy.

Special

None

requirements

Use case name

Download attachment

Actor/Actors

Clerk, Officer, Project Manager,Head of


Department and Administrator

Entry Condition

Able to access invoice page from search invoice


page or new invoice page

46

Action Performed

1. The user click on document name


2. Download message will popup
3. File will download into user computer

Exit condition

based on user selected directories.


Selected invoice information will appear on
invoice page.

Exceptions

None

Special

None

requirements

Use case name

Delete attachment

Actor/Actors

Clerk

Entry Condition

Able to access invoice page from search invoice


page or new invoice page

Action Performed

1. The user click on delete attachment button


2. Delete confirmation messages will popup.
3. File will remove from the system.
47

Exit condition

Selected invoice information will appear on


invoice page.

Exceptions

None

Special

None

requirements

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

48

selected officer name


6. Error message will appear if there is
redundancy of data or there are more than
Exit condition

3 officer name existed.


Selected officer name for recommendations will
appear.

Exceptions

Error message will appear if there is redundancy


of data or there are more than 3 officer name
existed.

Special

None

requirements

Use case name

Select project manager in charge for review

Actor/Actors

Clerk

Entry Condition

Completed upload all required invoice document

Action Performed

1. The user key-in few part of project


manager name
2. System will automatic display the project
manager 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 project manager name
49

6. Error message will appear if there is


Exit condition

redundancy of data.
Selected project manager name for review will
appear.

Exceptions

Error message will appear if there is redundancy


of data.

Special

None

requirements

Use case name

Select head of department in charge for


approval

Actor/Actors

Clerk

Entry Condition

Completed upload all required invoice document

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.
3. The user click on add button
4. System will verify the data
5. System will store the data and display the
selected head of department name
6. Error message will appear if there is
redundancy of data.
50

Exit condition

Selected head of department name for


recommendations will appear.

Exceptions

Error message will appear if there is redundancy


of data.

Special

None

requirements

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

Exit condition

recommendations
System will navigate user back to the invoice
page.

Exceptions

Error message will appear if there is redundancy


of data.

Special

None

requirements

51

Use case name

Key in activities log

Actor/Actors

Clerk, Officer, Project manager,Head of


department and Administrator

Entry Condition
Action Performed

Able to access to activities log page


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

None

52

requirements

Use case name

View invoices

Actor/Actors

Clerk, Officer, Project Manager, Head of


Department and Administrator

Entry Condition
Action Performed

Able to access to invoice page


1. The user will selected the appropriate
invoice from search invoice result page or
pending invoice list
2. The system will display the invoice

Exit condition

information
Selected invoice information will appear on
invoice page

Exceptions

None

Special

None

requirements

53

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

Exit condition

invoice review
Pending invoice recommendation list page will
appear.

Exceptions

None

Special

None

requirements

54

Use case name

Key in invoice review

Actor/Actors

Project manager

Entry Condition

Able to access to invoice review page

Action Performed

1. The system will display the invoice


information
2. The user will key in review information
3. The user click on save button
4. Pending invoice review list page will
appear.
5. The system will notify head of department

Exit condition

for invoice approval


Pending invoice review list page will appear.

Exceptions

None

Special

None

requirements

55

Use case name

Key in invoice approval

Actor/Actors

Head of department

Entry Condition

Able to access to invoice approval page

Action Performed

1. The system will display the invoice


information

2. The user will key in approval information


3. The user click on save button
4. Pending invoice approval list page will appear.
Exit condition

Pending invoice approval list page will appear.

Exceptions

None

Special

None

requirements

56

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

None

requirements

Use case name

Manage user access

57

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

None

requirements

58

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

59

Figure 3: Use Case Diagram for Officer and Project Manager

Figure 4: Use Case Diagram for Administrator

60

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.

61

3.7.1 UMMC Invoice Tracking System Class Diagram

62

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.

63

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.

4.2Programming
64

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
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")
setaktivitiRS = server.CreateObject("adodb.recordset")
connfinance.opengl_odbcnamefinance
sql = "select top 1 * from inv_aktiviti order by idaktivitidesc"
aktivitiRS.open sql,connfinance,3,3

Close Connection

setconnfinance=nothing
aktivitiRS.addnew

aktivitiRS("tarikhaktiviti") = now
aktivitiRS("idinbois") = idinbois
aktivitiRS("idkodproses") = 1
aktivitiRS("aktif") = "Y"
aktivitiRS("datecreated")
= now
4.2.2 Insert into
database
aktivitiRS("createdby") = gl_nokplpengguna

Insert activities data into inv_activity table

aktivitiRS("lastupdate") = now
aktivitiRS("lastupdateby") = gl_nokplpengguna

aktivitiRS.update
aktivitiRS.close
setaktivitiRS=nothing

65

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

4.2.3 Update data

sql="select top 1 * from inv_inbois where


idinbois='"&idinbois&"'"
Update invoice data into inv_invoice table
SimpanKemaskini.open sql,connfinance,3,3
if not SimpanKemaskini.bof then
SimpanKemaskini.update
end if

SimpanKemaskini("idinbois")

= idinbois

SimpanKemaskini("kodpembekal")

= kodpembekal

SimpanKemaskini("namapembekal")
SimpanKemaskini("jenisinbois")
SimpanKemaskini("nopo")
SimpanKemaskini("nogrn")

= namapembekal
= jenisinbois

= nomborpo
= nomborgrn

SimpanKemaskini.update
SimpanKemaskini.close
setSimpanKemaskini=nothing

66

4.2.4 Delete data


Mark data as archive in inv_fail table
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


SimpanKemaskini.update
end if

SimpanKemaskini("aktif") = "N"
SimpanKemaskini.update
SimpanKemaskini.close
setSimpanKemaskini = nothing

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.
67

4.2.5 View data


View data invoice from inv_invoice table
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

68

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.

69

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.

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.

4.3.2 Objectives of Test Plan

70

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.

71

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 cant proceed to the next
step which is selection of officer, project manager and head of
department for recommendation, review and approval.

4.3.3 Methods of Testing


72

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


organizations 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.

73

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

74

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

11/11/2013

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


Review all test and analyze

75

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 postcondition. 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 systems
functions cannot be used.

77

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 softwares 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
an intuitive visual layout interface or a streamlined coding
environment.

Microsoft SQL Server 2013

78

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.

4.6Procedure Control
79

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 its 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 doesnt have authorization, the system will display
the error page that prompt user to get authorization from IT department.

80

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.

81

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 doesnt 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.

Test Case Description Form


83

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 dont 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 dont have authorization, the system will display
the error page that prompt user to get authorization from IT department

Test Case Result Form

84

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:1
Date:10/11/2013
Program Name: Invoice Tracking System
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

Test Case Description Form

85

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 2
Date:10/11/2013
Test Case Description: Test all the button and links contains in button side frame
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
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.

Test Case Result Form

86

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:2
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains side button frame
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 suggestion.

Test Case Description Form

87

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 3
Date:10/11/2013
Test Case Description: Test all the button and links contains in new invoice page
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
All links and buttons are click and executes.
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.

Test Case Result Form

88

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:3
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in new invoice page
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 suggestion.

Test Case Description Form

89

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 4
Date:10/11/2013
Test Case Description: Test all the button and links contains in upload attachment
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
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:
The links and button runs smoothly and correctly, user browses the selected page and
also does not feel lost in navigation.

Test Case Result Form

90

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:4
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in upload attachment
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 suggestion.

Test Case Description Form

91

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 5
Date:10/11/2013
Test Case Description: Test all the button and links contains in download attachment
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
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:
The links and button runs smoothly and correctly, user browses the selected page and
also does not feel lost in navigation.

Test Case Result Form

92

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:5
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in download attachment
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 suggestion.

Test Case Description Form

93

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
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
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
All links and buttons are click and executes.
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.

Test Case Result Form

94

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:6
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in officer, project manager and
head of department name selection
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 suggestion.

Test Case Description Form

95

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 7
Date:10/11/2013
Test Case Description: Test all the button and links contains in payment recommendation
page
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
All links and buttons are click and executes.
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.

Test Case Result Form

96

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:7
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in payment recommendation
page
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 suggestion.

Test Case Description Form

97

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 8
Date:10/11/2013
Test Case Description: Test all the button and links contains in invoice reviews page
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
All links and buttons are click and executes.
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.

Test Case Result Form

98

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:8
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in invoice reviews page
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 suggestion.

Test Case Description Form

99

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 9
Date:10/11/2013
Test Case Description: Test all the button and links contains in invoice approval page
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
All links and buttons are click and executes.
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.

Test Case Result Form

100

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:9
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in invoice approval page
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 suggestion.

Test Case Description Form

101

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 10
Date:10/11/2013
Test Case Description: Test all the button and links contains in activities log page
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
All links and buttons are click and executes.
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.

Test Case Result Form

102

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:10
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in activities log page
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 suggestion.

Test Case Description Form

103

UMMC IT DEPARTMENT
TEST CASE DESCRIPTION
Test Case Number: 10
Date:10/11/2013
Test Case Description: Test all the button and links contains in report page
Program Name: Invoice Tracking System
Test Case Prepared By: Nor Zainan Ashraf Bin Manan
Test Administrator: Yamin Bin Ahmad
Description of Test Data:
All links and buttons are click and executes.
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.

Test Case Result Form

104

UMMC IT DEPARTMENT
TEST CASE RESULTS
Test Case Number:10
Date:10/11/2013
Program Name: Invoice Tracking System
Module Under Test: Test all the button and links contains in report page
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 suggestion.

4.7User Acceptance Testing (UAT)

105

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.

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.
106

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.

4.7.1 UMMC Invoice Tracking System UAT Form


USER ACCEPTANCE TEST FORM (Blank form)
UMMC INVOICE TRACKING SYSTEM
NAME:
POSITION:
COMPANY:
RATE:
Test Base on

DATE:
1-BAD

2-SATISFY 3-GOOD 4-EXCELLENT


Rate
Remarks
1 2 3 4

1. Usability
Easy
User manual

107

All buttons
meaningful

and

icons

2. Reliability
Web Information run as
required
3. Security
Data information are
secured by authorization
4. Suggested Hardware
Specification
5. Suggested Software
Specification
Signed on behalf of the IT department
Name:

Signed on behalf of the user


Name:

Signature:

Signature:

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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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


109

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

NO

4. The buttons can function correctly?


YES

NO

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

110

10. Do you have any suggestion to improve this UMMC Invoice Tracking
System?
_________________________________________________________________
_________________________________________________________________
__________________________________________________

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.

111

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
112

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.

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.

113

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 doesnt 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.

114

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.

115

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.

116

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
117

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.

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.

118

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.

5.1Project Summary Overview


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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 dont 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 cant be done
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.
.
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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.

REFERENCES

WEBOPEDIA, what is SSDAM?


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

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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 Users Guide.

PHP Nuke, Dreamweaver CS6.


https://apps-downloads.phpnuke.org/en/c156201/dreamweaver-cs6-freedownload-full-review#.Uq6NB9IW1-k

Fedtech, Product review Microsoft SQL Server 2012.


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

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