CENTRALIZED MAIL MANAGEMENT SYSTEM

(CMMS)

MOHAMAD HAFIZULLAH BIN MAT JUSOH

BACHELOR OF COMPUTER SCIENCE

(SOFTWARE DEVELOPMENT)
FACULTY OF INFORMATICS AND COMPUTING
UNIVERSITI SULTAN ZAINAL ABIDIN (UNISZA)

MAY 2015
1

DECLARATION

I declared that the project Centralized Mail Management System (CMMS) was based on
the result of my investigations with the help information from sources that the
confession. All sections of the text and results which have been obtained from other
workers/sources are fully referenced. I understand that are cheating and plagiarism
constitute a breach of university regulations and will be dealt with accordingly.

Signature

:____________________

Student Name

: Mohamad Hafizullah Bin

Mat Jusoh

Student Matric

: TBA 12032546

Date

ACKNOWLEDGEMENT
I am using this opportunity to express my greatest gratitude to everyone who supported
me throughout my final year project 1, Centralized Mail Management System (CMMS). I
am thankful for their aspiring guidance, invaluably constructive critism and friendly
advice during the project work. I am sincerely grateful to them for truthful and
illuminating views on a number of issues related to project.
I express my warm thanks to En. Wan Mohd Rizhan Bin Wan Idris who taught me a lot
during the project work. Under his supervision, I was able to complete this final year
project 1 successfully. Then an honourable mention goes to my family especially my
parents for they gave me immeasureable happiness and love.
I would also like to thanks all my friends and classmates for they have made valuable
comment suggestions on this proposal which gave me an inspiration to improve this
project. I thank all the people for their help directly and indirectly to complete this
project.
Thank you,
Mohamad Hafizullah Bin Mat Jusoh

ABSTRAK
Walaupun trend itu beralih daripada komunikasi berasaskan kertas, ia adalah satu trend
yang tidak akan segera menghapuskan misi item kritikal seperti cek, kontrak, cadangan
dan lain-lain daripada yang diterima melalui pusat surat pejabat Sistem terkini Google
Docs tidak bagusc kerana mobiliti yang rendah dan akses yang berterusan diperlukan
untuk internet. Dalam Google Docs, pengguna tidak mempunyai apa-apa fungsi di luar
talian dan tidak dapat menerima maklumat masa nyata. Sistem ini akan mengambil
masa untuk menyimpan maklumat surat masuk dan penyimpanan tidak terhad. Sistem
pengurusan surat berpusat adalah satu sistem berasaskan web dan projek aplikasi
android yang bertindak sebagai jambatan antara penghantar dan penerima di Universiti
Sultan Zainal Abidin (UniSZA). Pembangunan aplikasi menggunakan Android Studio
manakala bagi berasaskan web menggunakan Notepad ++. Bahasa pembangunan
menggunakan kedua-dua java dan php. Kaedah penyelidikan akan menggunakan
model tangkas Pembangunan Perisian Kitaran Hayat untuk pembangunan sistem.
Sistem dicadangkan berfungsi menyediakan keperluan pejabat dengan cara yang
konsisten. Sistem ini memudahkan proses surat-menyurat and menjamin keselamatan
maklumat surat. Ini akan membantu penghantar untuk mengurangkan memakan masa
pengurusan surat. Dengan CMMS penghantar dapat mengemaskini surat yang diterima
pengesahan dengan telefon pintar mereka. Kesimpulannya, sistem yang dicadangkan
Berpusat Sistem Pengurusan Mel memenuhi keperluan spontan dan membawa hasil
yang terbaik dalam menguruskan mel.

ABSTRACT
Even though the trend is move away from paper-based communication, it is a trend that
will not immediately eliminate mission critical items such as checks, contracts, proposal
etc. from being received through office mail center. The present system Google Docs is
not good due to its low mobility and required constant access to internet. In Google
Docs, user does not possess any offline function and unable to receive real time
information. This system will take time to store information of incoming mail and the
storage is not unlimited.Centralized Mail Management System is a web-based system
and android application project which acts a bridge between dispatcher and receiver in
Universiti Sultan Zainal Abidin (UniSZA). The development of the application uses
Android Studio while for web based using Notepad++. The development language is
using both java and php. The research method will be using agile model of Software
Development Life Cycle for system development.The proposed system will serves
offices need in a consistent manner. It should easier the process of mailing and secure
the information of mail. Its will helping the dispatcher to minimum the time consuming
for mail management. With CMMS the dispatcher able to update the mail received
confirmation with their smartphones. In conclusion, the proposed system Centralized
Mail Management System caters spontaneous needs and bring the best result in
managing mail.

TABLE OF CONTENT
TITLE

PAGE

FRONT PAGE

DECLARATION

ii

ACKNOWLEDGEMWNT

iii

ABSTRACT

iv

CONTENTS

vi

LIST OF TABLES

ix

LIST OF FIGURES

CHAPTER
1

INTRODUCTION
1.1

Project Background

1.2

Problem Statement

1.3

Objectives

1.4

Scope

1.5

Structure of Thesis

LITERATURE REVIEW
2.1

Introduction

2.2

A Decision Support System Approach for the

Postal Delivery Operations

2.3

System Architecture for Work Load Management

6

of Postal Delivery Operations

2.4

10

Student Information Delivery Platform Using

Telecommunications Open Middleware APIs

11

2.5

Comparison Table

13

2.6

Summary

14

METHODOLOGY
3.1

Introduction

15

3.2

Justification of Methodology

15

3.3

Methodology

16

3.3.1 Initial Planning

17

3.3.2 Planning

17

3.3.3 Analysis and Design

18

3.3.4 Development and Implementation

18

3.3.5 Testing

18

3.3.6 Evaluation

19

3.3.7 Deployment

19

3.4

System Requirement

20

3.5

Summary

21

DESIGN AND FRAMEWORK

4.1

Introduction

22

4.2

Context Diagram

23

4.3

Data Flow Diagram (DFD)

24

4.4

Data Flow Diagram (DFD) Level 1

25

4.4.1 Login

25
7

4.4.2 Manage Account

26

4.4.3 Manage User

27

4.4.4 Manage Mail

28

4.5

Entity Relationship Diagram (ERD)

29

4.6

System Framework

30

4.7

Database Design

31

4.8

Summary

33

CONCLUSION
5.1

Introduction

34

5.2

Expected Result

34

5.3

Project Contribution

35

5.4

Conclusion

36

REFERENCES

37

LIST OF TABLES

Table 2.1

Comparison Table

13

Table 3.1

Software Requirements

20

Table 3.2

Hardware Requirements

21

Table 4.1

Dispatcher

31

Table 4.2

Receiver

32

Table 4.3

Mail

32

Table 4.4

Copy To

33

Table 4.5

Admin

33

LIST OF FIGURES

Figure 3.1 CMMS Agile Model

16

Figure 4.1 Context Diagram for CMMS

23

Figure 4.2 Data Flow Diagram (DFD) Level 0

24

Figure 4.3 DFD Level 1 (1.0 Login)

25

Figure 4.4 DFD Level 1 (2.0 Manage Account)

26

Figure 4.5 DFD Level 1 (3.0 Manage User)

27

Figure 4.6 DFD Level 1 (Manage Mail)

28

Figure 4.7 Entity Relationship Diagram (ERD)

29

Figure 4.8 System Framework

31

10