Courier System Management-System Analysis

Department Of Computer Science and Engineering University Of Rajshahi

System Analysis and Design (CSE 413J (C)) Group Project work For

Courier System Management Submitted in partial fulfillment of the requirements for the award of the degree BACHELOR OF SCIENCE IN COMPUTER SCIENCE & ENGINEERING UNIVERSITY OF RAJSHAHI Exam: 2013

Submitted by Exam Roll : 10015406 Reg No : 0667 Session : 2009-10 SUPERVISED BY: Group Members: Exam Roll : 09015434 Reg No : 1501 Session : 2008-09

Exam Roll : 10045427 Reg No : 1221 Session : 2009-10



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Subrata Pramanik Associate Professor Computer Science & Engineering, University Of Rajshahi.

DECLARATION

We hereby declare that the project entitled “Courier System Management” submitted to the department of computer science and engineering, University of Rajshahi for partial fulfillment of the requirement for the award of BSc is a result of original work carried out by us. This work in original has not been submitted so far in part or full for any other institute or University.

ACKNOWLEDGMENT A project always is a result of collaborative efforts. We would like to express our gratitude and respect to our project supervisor Subrata Pramanik, Associate

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Professor, Department of Computer Science & Engineering, University of Rajshahi, for his constant guidance, advice, encouragement and every possible help throughout the work, which paved the completion of the project. We want to thank to all of our respectable teachers of the Department of Computer Science & Engineering, University of Rajshahi, for their valuable suggestions and academic help during the course of the work.

We sincerely admit that without their efforts & blessings, this project would not have taken its presence. We are earnestly indebted to our family, friends, classmates and some other persons for their encouragement, motivation and love that made all this worthwhile.

We would like to express my simple words of respect & gratitude imprinted deep in my heart to Subrata Pramanik sir for the guidance & never ending support.

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Index

Acknowledgement No. Topics Chapter[1]: Introduction 1.1 Purpose 1.2 Glossary 1.3 Overview of Document Chapter[2]: Introduction of CSM 2.1 Introduction 2.2 Meaning of courier services 2.3 Scope 2.4 Aim of project 2.5 Vision statement 2.6 Objective Chapter[3]: Feasibility Study 3.1 3.2 3.3 3.4

Introduction Technical Feasibilities Operational feasibility Cost-benefit analysis (Economic Feasibility)

Page 1 2 3 4 4 4 5 5 5 6 6 7 7

Chapter[4]: System Analysis 4.1 4.2 4.3 4.4 4.5 4.6

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Concept of System Analysis How existing system work Limitation of existing system Proposed System & It’s Advantages Modules Fact-Finding Techniques

8 8 10 10 12 13

4.7

Interview & Questionnaire Sample Interview Questions & Related Topics

13

A sample Questionnaire Use Case diagram Activity diagram

15 17

Sequence diagram

26

14

21

Chapter[5]: Database Design 5.1 5.2 5.3

Concept of Entity-Relationship Diagram (ERD) Entity Relationship Diagram Class Diagram

28 29 30

Chapter[6]: Data Flow Diagrams 6.1 Theory & Concept of DFD 6.2 Context Level Data Flow Diagram References & Conclusion

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34 36

Chapter [1] Introduction (1.1) Purpose This System Analysis & Design (SAD) document will provide a detailed description of the steps and design necessary for the Courier System Management (CSM). This SAD document will allow for a complete understanding, of what is to be expected of the CSM to be constructed. A clear understanding of the CSM and its’ functionality will allow for the correct system to be developed for the users of the system, and will be used for the development of the future stages of the project. This SAD document will provide the foundation for the project. From this SAD document, the CSM can be designed, constructed, and finally implemented and tested. This SAD document will be used by the system analysts for helping and working side-by-side with the software engineers while constructing the CSM, and the Courier system end users. The software engineers will use the SAD document to fully understand the expectations of this CSM, to construct the appropriate software. The Courier system end users will be able to use this SAD document as a “test”, to see if the system analysts and software engineers will be able to construct the system according their expectations. If it is not to their expectations, then the end users can specify how it is not to their liking, and the system analysts will change the SAD document to fit the end users’ needs.

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(1.2) Glossary CSM SAD SAD document Stakeholder ERD System

Systems Analysis

Systems Design

Flowchart

System Flowchart Project Management Information System Heuristic

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Courier System Management System Analysis & Design A document that completely describes all of the functions of a proposed system and the constraints under which it must operate. For example, this document. Any person, who is not a developer, but has a proper role with interest, in the project. Entity-Relationship Diagram (1) A group of interrelated or interacting elements forming a unified whole. (2) A group of interrelated components working together toward a common goal by accepting inputs and producing outputs in an organized transformation process. (3) An assembly of methods, procedures, or techniques unified by regulated interaction to form an organized whole. (4) An organized collection of people, machines, and methods required to accomplish a set of specific functions. (1) Analyzing in detail the components and requirements of a system. (2) Analyzing in detail the information needs of an organization, the characteristics and components of presently utilized information systems, and the functional requirements of proposed information systems. Deciding how a proposed information system will meet the information needs of end users. Includes logical and physical design activities, and user interface, data, and process design activities that produce system specifications that satisfy the system requirements developed in the systems analysis stage. A graphical representation in which symbols are used to represent operations, data, flow, logic, equipment, and so on. A program flowchart illustrates the structure and sequence of operations of a program, while a system flowchart illustrates the components and flows of information systems. System flowchart represents a graphic diagramming tool used to show the flow of information processing activities as people and devices process data. Managing the accomplishment of an information system development project according to a specific project plan, in order that a project is completed on time, and within its budget, and meets its design objectives. (1) A set of people, procedures, and resources that collects, transforms, and disseminates information in an organization. (2) A system that accepts data resources as input and processes them into information products as output. Pertaining to exploratory methods of problem solving in which solutions are discovered by evaluation of the progress made toward the result. It is an exploratory trial-and-error approach guided by rules of thumb. Opposite of algorithmic.

Data Modeling

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Data modeling defines primary data objects, composition of each data object, and attributes of the object, relationships between each object and other objects and between objects and the processes.

(1.3) Overview of Document Chapter [1] describes the purpose and scope of this SAD document, and its contribution on the overall system analysis project. It also includes a section, where some important keywords, used throughout this document, are defined. Thus, this chapter fulfills the needs of introductory discussions. Chapter [2] describes the meaning, scope and aim of the courier system project. It also includes about the vision and objective of this system. Chapter [3] discusses about feasibility study. Here, the objectives of feasibility study and the technical feasibilities are discussed separately in detail. The fact-finding techniques are also discussed with example. Chapter [4] depicts the system using different UML diagrams. "Use-case Diagram", "Activity Diagram" and "Sequence Diagram" for the system under consideration are included here. These diagrams help build some clear concept of the system from different points of view. Chapter [5] describes in detail, the database design of the system. It includes an entity-relationship diagram. Based on this ERD, this chapter also depicts "Class Diagram", related basic ERD concepts. Chapter [6] describes many Data Flow Diagrams (DFDs) based on the system. The chapter begins with some theory about what DFD is, what they do, and why they are necessary. The different DFDs represent the different situational data flows, in between different objects of the system.

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Chapter [2] Introduction of CSM (2.1) Introduction In modern age, as time increase, needs & requirements of the person are also increased. They want more facility & try to do their task quickly & within time. Within the country, the things can be imported through post service. However, it consumes the time & sometimes problem of damage or missing occur. The courier service is one of the solutions of these problems. It is used to send some things to any person within time. The courier company has number of branches, which are spread over the country. So that when person wants to send things then he has to contact at nearest courier service branch. The courier company creates the schedule & gives internal/external services. The courier service work as destination office or source office. The source office branch receives the order means consignments & sends it to the destination courier branch. The company has certain rules according to the weight. Using the courier service person can easily send his/her parcel to other person in the particular destination within the time. Now days, 50% of companies of the world uses the services of various courier company.

(2.2) Meaning of courier services Courier services means any services provided to a customer, by a courier agency in relation to doorto-door transportation of time sensitive documents, goods or articles. “Courier agency means a commercial concern engaged in the door-to-door transportation of time sensitive documents, goods or articles, utilizing the services of person, either directly or indirectly, to carry or accompany such goods, documents or articles.”

(2.3) Scope

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This project provides the facility to all users to send and receive the courier. They can get the information of the status of the courier. System development is also considered as a process backed by engineering approach. Courier agency is considered as an expansion of business relations. It contributes a lot by providing quick & fast services of sending documents letters (formal & informal both) to business as it enables any business to flourish. This project is for only Domestic Courier Management. In this project we only focus on Client Management and partially Employee Management .

(2.4) Aim of project The main aim of the project is to develop an application system that meant to partially computerize the work performed by the department. The major function are collecting information about courier agency.

(2.5) Vision statement “Being the best at creating the solution that simplify your system”.

(2.6) Objective When we have already entered the 21st century, we may not afford to listen words like Sorry, Misrouting, Confusion, Late deliveries, loss of Packets, No-response, No feedback etc. We have tried to make all these miss happening & feel pleasure to couriers. The main object of this project is given below: 1. The main object of this project is that it facilitate user to communicate in a faster manner in comparison of manual system. Through this system, the status of the courier can be known easily whereas in manual system it is difficult. 2. To propose all in one system that include both tracking & Courier System. 3. To develop a software solution for courier service system that provide best service, error free and last longer. 4. To study their current information system and identify how business processes handle by an information technology solution.

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Chapter [3] Feasibility Study (3.1) Introduction A feasibility study is an evaluation and analysis of the potential of the proposed project which is based on extensive investigation and research to support the process of decision making. Feasibility studies aim to objectively and rationally uncover the strengths and weaknesses of an existing business or proposed venture, opportunities and threats present in the environment, the resources required to carry through, and ultimately the prospects for success. In its simplest terms, the two criteria to judge feasibility are cost required and value to be attained. As such, a well-designed feasibility study should provide a historical background of the business or project, description of the product or service, accounting statements, details of the operations and management, marketing research and policies, financial data, legal requirements and tax obligations. Generally, feasibility studies precede technical development and project implementation. This is called a feasibility study. Sometimes this assessment is carried out in a detailed and systematic fashion. Software feasibility has three solid dimensions:  Technical Feasibility  Operational feasibility  Cost-benefit analysis(Economic Feasibility)

(3.2) Technical Feasibilities Before beginning a project, there is a crucial decision that must be made: Is the proposal technically feasible? That is, will the technology actually work? The answer of the above question is: “This project is technically feasible. It successfully satisfies the users’ basic requirements. The tools and application software’s used in this project are very popular and easily available across the world”.

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All of these factors of technical, technological and also general feasibility are taken into account in this SAD document as properly as possible. These factors are discussed in detail in the following chapter, System Analysis.

(3.3) Operational feasibility The system will have easy to understand interface for different modules. It does not require any programming skill to use the system. After a little training, the users will be able to work with it at ease.

(3.4) Cost-benefit analysis (Economic Feasibility) Money provides the ready-made metric for measuring value. This kind of investigation is called investment appraisal or a cost-benefit analysis. The organization expects a return on investment. In this approach, two quantities are calculated: 1. The cost of providing the system 2. The money saved or created by using the system – the benefit. If the benefit is greater than the cost, the system is worthwhile; otherwise, it is not. If there is some other way of accomplishing the same task, which may be manually, then it is necessary to compare the two costs. Whichever technique gives the smaller cost is the one to select, if the benefit is greater than the cost. With each of these criteria, we can associate a cost, though for some it is less easy: ■ cost to buy equipment, principally the hardware ■ cost to develop the software ■ cost of training ■ cost of lost work during switchover ■ cost to maintain the system ■ cost to repair the equipment in the event of failure ■ cost of lost work in the event of failure ■ cost to upgrade, in the event of changed requirements. In This project, it also requires the salary structure of the employees. We could not manage to get those data for some unavoidable reasons. At this level, the project may be called a demo project at desktop level. Such study can be made when the project advances to a higher level. This SAD document almost properly fulfills all of the objectives of an ideal feasibility study, as discussed above, for the proposed system (CSM). This document also includes details of the

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techniques, with examples of real collected data, which should be used to approach the feasibility study.

Chapter [4] System Analysis (4.1) Concept of System Analysis System analysis means analysis of current existing system and collection of information about the system. Next to evaluate the collected information, to find whether a new improved system would be needed or not.

(4.2) How existing system work Description of the event-flow of present system is pointed out below: 1. Client go to the nearest courier branch office and collect information about the destination branch office. 2. Then client calculate the cost for sending courier. 3. Now client fill the form. The Details included in the form are 

Full name of sender



Sender mobile no



Sender full address.



Mention the destination branch office



Mention this courier for home delivery or not.



Full name of Receiver



Receiver mobile no.



Receiver full address.

4. Now Customer will hand over his or her good to the branch.

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5. If everything is okay way bill is printed out.it contains all the information to identify the delivery . 6. Then the data for a particular courier maintained in a proper file. A person summarizes all the data of the courier in a register, this work require a high-level of attention since it has to be taken care that no wring entry goes into the register.

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(4.3) Limitation of existing system 1. There have no tracking system to know the current location for courier. 2. Manual data entry. 3. Data may lost or damage 4. Any unauthorized person can access confidential data. 5. Any information cannot be easily searched. 6. Redundancy of data. 7. More time consuming. 8. Inaccuracy in transactions. 9. Slow processing. 10. All connection between Courier Company and client is mobile based.

(4.4) Proposed System & It’s Advantages After a detailed study of the existing system, it is evident that is does not fulfill the objective of the organization. To make the objective possible for the organization, it is required to have a computerized information system with the help of which all tasks can be processed more accurately and quickly. To achieve this, it is necessary to design and develop a new system. Proposed system is being designed in such a way that many users can have a view with the system simultaneously. It makes effective and perfect utilization of manpower and resources. By new system client get a tracking no (which is the bar code or QR code) and password by this track his courier. Also, get update information by E-mail or SMS. New system has following advantage:  Online tracking system: A sender can track the courier and identified the location.

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 Easy to get Branch office info: A navigator can show all branch office info via webpage so it is not necessary to go branch office for destination branch office info.  Easy comparison: Navigator can calculate the cost and easily compare other courier service.  Information access: A navigator easily can get info about company and other like lost courier.  Online chat room: User can chat with company through online chat room.  Be update: Client get all update via Email or SMS about courier e.g., whether packet is delivered, pending or returned to the client etc.  Easy Redirect: Client can easily redirect the courier.  Easy in maintaining information: Staff can be easily update information about a specific courier using bar code reader or QR code reader.  Routing Information: A Sender can see the all routing information and estimated date of delivery.  User satisfaction: The system is such that is stands up to the user expectations like easy and faster retrieval of information.  Safety: The system will be accessible by only the authorized users. As information, being the most crucial for the organization, then the safety of information is importation.  Highly accurate: resources being used by the system will be compatible with the latest technologies available in the market, as proposed system uses highly technically compatible resources, there will be very less wear and tear.  Less time consuming: work carried out by the staff at various stages will be less time consuming

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(4.5) Modules These modules with their sub modules are describe below:

(a) User Module: In this module user can use various service by online with the help of internet. These services help the user to do their work effectively and efficiently. The services are following: Pickup Request  Destination Locator  Track Locator  Rate Calculator  Consignment Guidelines  International Services  Regional Services

(b) Branch Module: This module helps the branch manager to use various services after the logged on courier services like: New Record  Packet Dispatched  Employee Record  Message  Request  Report

(c) Admin Module : The Admin module helps the admin to do work with the different facility that helps to solve the problem of manual work and contact can be easily maintain with the all branches. It includes the following sub modules       

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Branch creation Branch termination Send message User request Request Staff allocation Staff revocation View report

(4.6) Fact-Finding Techniques Fact-finding techniques are extremely important because these are the facts based on which analysts can or should build the system that comprises of a friendly environment for the end user to work with. This is the reason why fact-finding is an important activity. Some of the most simple and useful fact finding techniques that can or should be followed are pointed out below:  Interview & Questionnaire.  Document Sampling (Detailed examination of checking-in & out, billing forms and other related documents).  Work Site Observation.

(4.7) Interview & Questionnaire This is considered as one of the best fact finding techniques. This includes direct interaction with the customer. It is considered as the best technique, because it is the only way the user can reveal the details & facts about his past, present & expected working, requirements, technologies, desertions to analysts. This is the information, which gives us the description of the system, we have to implement our logic & our own ideas & make this description to turn to a reality, to work as a real module, which the user desires. In the following few pages, some example, structured interview and questionnaire sample documents are given. These documents have been used or can be used, directly or as a model, for gathering data under the context of this project.

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(4.8) Sample Interview Questions & Related Topics  About Courier company: 1) 2) 3) 4) 5)

Courier company Name: Company Location: Manager Name: Manager Contact Number: Interview Time/Date:

 The 1st service (From Whom & What), a sender receives; when he/she comes/arrives/inquires at the branch office.  Questions From A Sender’s Point Of View: 1) 2) 3) 4) 5)

How sender contact branch office and get info about destination? How track the courier and get update. How much is the cost to send a courier according to weight? What is the route of courier & estimated time needed to deliver the courier? How handle such acts like those that pending or return backed to the client etc.

6) What happened if courier lost or damaged. 7) Some other related services?

 Courier Services: 1) Process of handling a customer (How & by whom), when he/she comes/arrives the 1st time. 2) Booking process of a customer. 3) The delivery process of a courier to a customer.

 Billing Process: 1) How (& by whom) the bill payment process of a customer is done? 2) What happen if the courier is redirect? 3) Is there any advanced processes related with the billing process?

 Summary of the Whole Management Process; That Takes Place, in between a user and the service company.

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(4.9) A sample Questionnaire Company Name: ____________________________________ Information of Interviewed Personal: Name: Contact Number: E-Mail ID: Position/Post: Experience: Interview Time/Date: Approval: _______________________ Signature With Date

Short Answer Based simple Questions: 1) How many employee do you have? Answer: 2) What about your company web service? Answer: 3) How redirect the courier? Answer: 4) How is your whole working process? a) Manual b) Mixed c) Automated/Computerized

1) 2)

5)

7)

Yes/No Question 1) Have any online tracking system: Yes / No 2) Have any online branch info: Yes / No 3) Billing Form: Yes / No 4) If any other types of forms available:

Manual/Mixed 1) How does this system work? 3) Answer: 2) What is the Educational Qualification about Employee? Answer: 3) Approximately how much time is consumed by the current working process? Answer: 4) How calculate the cost of courier? Answer:

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Computerized 1) How & by whom the computerized system is user? Answer:

2) Have you used any computerized technology? Answer:

5) Are you satisfied with the current working system? Answer:

8) 3) Does the system hold employee data? Answer: 6) What happen if courier lost or damage? 1) 4) The whole working process Answer: of the current computerized system in short. Answer: 7) Do you think Your employee cope with new system? 2) Do you think computerized Answer: system will be helpful / useful to you? Answer: 8) What are the most noticeable advantages a computerized system will give you? Answer: 9) What you think about the reaction of staff If new system is implemented? Answer:

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(4.10) Use Case diagram

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(4.11) Activity diagram

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(4.12) Sequence diagram

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Chapter [5] Database Design (5.1) Concept of Entity-Relationship Diagram (ERD) This depicts relationship between data objects. The attribute of each data objects noted in the entityrelationship diagram can be described using a data object description. Data flow diagram serves two purposes:  To provide an indication of how data are transformed as they move through the system.  To depict the functions that transformation the data flow. Data Objects: A data object is a representation of almost any composite information that must be understood by the software. By composite information, we mean something that has a number of different properties or attributes. A data object encapsulates data only there is no reference within a data object to operations that act on the data. Attributes: Attributes define the properties of a data object and take on one of three different characteristics. They can be used to:  Name an instance of data object.  Describe the instance.  Make reference to another instance in other table. Relationships: Data objects are connected to one another in a variety of different ways. We can define a set of object relationship pairs that define the relevant relationships.

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(5.2) Entity Relationship Diagram

1

Admin 1

n

Manag es

Delivery Boy n

n

Manag es

Consignme nt

Employee details n

n

1 Delive r

Manag es

Company details

Customers Information n

Manag es 1 1 Staf n

Manag es

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(5.3) Class Diagram

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Chapter [6] Data Flow Diagrams (6.1) Theory & Concept of DFD A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system, modeling its process aspects. Often they are a preliminary step used to create an overview of the system which can later be elaborated. DFDs can also be used for the visualization of data processing (structured design). A DFD shows what kinds of information will be input to and output from the system, where the data will come from and go to, and where the data will be stored. It does not show information about the timing of processes, or information about whether processes will operate in sequence or in parallel (which is shown on a flowchart). It is common practice to draw the context-level data flow diagram first, which shows the interaction between the system and external agents which act as data sources and data sinks. On the context diagram the system's interactions with the outside world are modelled purely in terms of data flows across the system boundary. The context diagram shows the entire system as a single process, and gives no clues as to its internal organization. This context-level DFD is next "exploded", to produce a Level 1 DFD that shows some of the detail of the system being modeled. The Level 1 DFD shows how the system is divided into sub-systems (processes), each of which deals with one or more of the data flows to or from an external agent, and which together provide all of the functionality of the system as a whole. It also identifies internal data stores that must be present in order for the system to do its job, and shows the flow of data between the various parts of the system. Data flow diagrams are one of the three essential perspectives of the structured-systems analysis and design method SSADM. The sponsor of a project and the end users will need to be briefed and consulted throughout all stages of a system's evolution. With a data flow diagram, users are able to visualize how the system will operate, what the system will accomplish, and how the system will be implemented. The old system's dataflow diagrams can be drawn up and compared with the new system's data flow diagrams to draw comparisons to implement a more efficient system. Data flow diagrams can be used to provide the end user with a physical idea of where the data they input

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ultimately has an effect upon the structure of the whole system from order to dispatch to report. How any system is developed can be determined through a data flow diagram model. In the course of developing a set of levelled data flow diagrams the analyst/designers is forced to address how the system may be decomposed into component sub-systems, and to identify the transaction data in the data model.

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(6.2) Context Level Data Flow Diagram DFD: Administrator

ADMINISTRATOR

Enter login and password

Verify Login & Password

Add Staf

EMPLOYEE FILE

Remove Staf

EMPLOYEE FILE

Update price

PRICE DETAILS

ADMINISTRATOR

Update Company Policy

View Report

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ADMIN_LOGIN FILE

POLICY DETAILS

REPORT FILE

DFD: Manager

MANAGER

Enter login


and password

MANAGER_LOGIN FILE

Claim handling

MANAGER

Attendance

Staf Report

Branch Report

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COMPLAINT FILE

ATTENDANCE FILE

REPORT FILE

REPORT FILE

DFD: Staff

New Courier

COURIER_DETAILS

Entry

STAFF



STAFF_LOGIN FILE

Delete Courier Courier information

Update COURIER_DETAILS

Courier

COURIER_DETAILS

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COURIER_DETAILS

DFD: Transmitting Department

TRANSMITTING DEPARTMENT



STAFF_LOGIN FILE

Courier Information

COURIER_DETAILS

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Update Courier

COURIER_DETAILS

DFD: User

USER

About Charges

PRICE DETAILS

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About Employee

EMPLOYEE FILE

Branch Information

BRANCH DETAILS

USER

Verify courier_id & Password

Enter courier_id

COURIER_DETAILS

Feedback

Courier info

and password

Redirect Consigment Courier info

COURIER_DETAILS

COMPLAINT FILE

Store complain

COURIER_DETAILS

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Claim about Courier Redirect

Courier info

Track Courier

References  Software Engineering  By Sommerville  Software Engineering: Theory and Practice  By Forrest Shull and Roseanne Tesoriero  Software Engineering for Students, 4th edition  By DOUGLAS BELL  Information Systems: Theory and Practice  by John Wiley & Sons

 System Analysis and Design  By Elias M. Awad  Database System Concepts  By Silberschatz, Korth & Sudarshan  Electronic Commerce  by by Elias M. Awad  Fundamentals of Database systems  by Elmasri Navathe  UML In A Nutshell  by Sinan Si Albir

 www.wikipedia.org  www.google.com

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Courier System Management-System Analysis

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