The research of using epad technology to support activities in administrative system

Tài liệu tham khảo công nghệ thông tin The research of using epad technology to support activities in administrative system

VIETNAM NATIONAL UNIVERSITY, HANOICOLLEGE OF TECHNOLOGY

Nguyen Hoai Nam

THE RESEARCH OF USING EPAD TECHNOLOGYTO SUPPORT ACTIVITIES IN ADMINISTRATIVE

GRADUATION THESIS Major Field: Information Technology

VIETNAM NATIONAL UNIVERSITY, HANOICOLLEGE OF TECHNOLOGY

Nguyen Hoai Nam

THE RESEARCH OF USING EPAD TECHNOLOGYTO SUPPORT ACTIVITIES IN ADMINISTRATIVE

GRADUATION THESIS

Major Field: Information Technology

Supervisor: Dao Kien Quoc, MSc

HA NOI – 2009

Administrative activities contain many problems that need to be solved in someaspect of time schedule, responsibility and productivity The fact that building software tocontrol all problems above is better, but some software could not be used when published.In this thesis, together we will approach the problems and find why some software arefailed in real life.

In this thesis, we found a new idea for the problem of administrative formalitysoftware Based on this solution, we analyzed the administrative system, built designdocument

To prove the idea, from the design document, we built the solution software toillustrate how the idea worked and prove it could help increase the software’s effect andfeasibility.

First of all, I wish to express my respect and my special thank to my adviser MSc.Dao Kien Quoc, College of Technology, Vietnam National University, Hanoi for theenthusiastic guidance, warm encouragement and useful research experiences.

I would like to gratefully thank all the teachers of College of Technology, VNU fortheir invaluable knowledge which they gave to me during four academic years.

Last, but not least, my family is really the biggest motivation behind me My parentsand my brother always encourage my when I have stress and difficulties I would like tosend them my gratefulness and love.

Hanoi, May 2009Nguyen Hoai Nam

1.1 Introduction to administrative formalities 4

1.2 Necessary of administrative activity and document processing software 4

1.3 Determine why some software failed to be used when published 5

3.3 Determine actors, use case in use case diagram 15

3.4 Use case diagrams and description 21

3.5 Sequence diagrams 61

3.6 Operation contract 66

3.7 Class diagram 81

Chapter 4: Specific solution of using ePad signature and verification 83

4.1 Overall solution approach 83

4.2 An introduction to ePad device and signature verification issue 84

Chapter 1: Introduction

1.1 Introduction to administrative formalities

The purpose of administrative activities in an organization is to make decisionsprecisely to keep all parts of organization work in a harmony

Administrative activities could be able to divide into following types: Internal activities which involved in individual or sub-ordinates:

o Incoming document processing (register to incoming book, decidedestination, give comments …)

o Document publishing (approve document, edit document …)o Task processing ( task requested by the manager)

o Collect documents (collect a group of document to support manager to doadministrative activities, but not create or wait for approve)

 Activities depends on external factors:

o Undetermined tasks occur when new incoming documents come ordocuments have to be sent out.

As usual, activities depends on external factors contain a part of internal activities.All information and decisions are represent in document In general, both two typesof administrative activities involve in document processing, which divided into two types:

 Incoming document: from outside, via many methods: email, post office, fax … Outgoing document: published inside organization or sent out.

1.2 Necessary of administrative activity and document processing ware

soft-There are many reasons for a low-productive administration system:

 Lack of information or problem of finding information due to late comingdocument or a large number of documents so that people could not find.

 Members’ time schedules are not synchronized: it is hard to optimize the time

deliver process or they tell lies to conceal their mistakes The only solution for thisproblem is having a way to control how officers do the task.

 The managers will find it is difficult to know the process of whole tasks unlessthey meet each individual to ask If they could not have time to arrange a meetingbetween each individual, they have to wait for the responses from subordinates.The fact that waiting for subordinates is wasting time and not effective.

Therefore, we need a software that solves all problems above, which:

 Use centralization model and online processing: all documents related could bestore on server (only entity for each document), then users could access documentseverywhere Moreover, users could search for document without any difficulties  Tasks will be uploaded directly: saving time of all members Users have to access

the Internet to view tasks Result will be sent to server and could be viewed everytime and everywhere That solution could increase the productivity.

 Distance will not be a problem anymore User could view activities at any place. Individual’s responsibility will increase because all task and status of task

(finished, not completed …) is public Moreover, log files to mark all states oftasks will be the evidents to control subordinates

 Task reminder is run automatically to remind so that users could not forget thetask.

 All documents will be verified by electric signatures to ensure the reliability andindividual’s responsibility.

1.3 Determine why some software failed to be used when published

Not only solving problems mentioned above, the software has to satisfy some factorsto become successful:

 The technology used: it decides the effect of the software including powerful, fast,etc or the compatibility with other softwares or browsers.

 The cost of the software: the cheaper software is better.

 Graphic interface: the graphic interface decides the easy-to-use aspect of software.

However, many software which satisfy all factors above have failed in real life Onereason that all softwares built for administrative activity purposes could not used in real

life is “users find it difficult to use them”.

Traditional method problem: Traditional method is a group of steps that officers

have been using for several years such as deliver the paper documents, sign the documentusing pen … which almost involve in paper documents At middle age, people tend toprefer to work the same as they have worked for years so trying a new method like usingcomputer is hard for them Moreover, at these age, people could not learn as fast asyounger ones Therefore, they think it is better if they use traditional method again insteadof using computers.

As usual, all software when published require a period of time to train users, but mostusers who use administrative formalities software are middle-age people who do not havemuch experience in using computer, especially in Vietnam They get troubles in someissue:

 How to locate the document in computer when downloaded successfully. How to find a document in a folder full of downloaded documents. How to upload files to server.

The reason is the steps they have to do with the software are much different from

steps they usually do in real life, which is considered as traditional method.That is the reason why some software is published but never used.

1.4 Solution

Idea of automatic steps:

As mentioned in previous section, some steps that users may find difficulties indownloading, opening and uploading files My idea is the software has to automaticallydo these steps for users: all steps that much different from traditional method should be

The advantage of this idea is the users do not have to care about what is happeningunder these steps, they simply do the steps which familiar to them Therefore, it bring twosequential advantages:

 Users may find using software is more convenient than using traditional methodincluding saving time deliver the document or waiting for responses, being able towork at any place …

 Saving time and money to train users how to use the software: if it is nearly thesame with traditional method, users do not have to learn much.

The specific of this idea is mention in Chapter 4 Section 4.1.

Idea of using ePad device to sign and write comments:

ePad is a device which allow users to write directly to the document with its ownsignature verification method After opening the document automatically by software, themanager does not has to write to a text area to sign or give comments, he simply sign ashe usually do with paper document.

The advantage of this idea is it is definitely the same as traditional method, whichworks with paper document:

 The manager does not have to learn how to use text area, how to send signature …he simply open the document and sign using pen attached with ePad device.

 The signature verification method of ePad helps users rely on the authentication ofthe person who signed.

The more specific approach of ePad device is mention in Chapter 4 Section 4.2.

Chapter 2: Requirement and Specification

2.1 Problem analysis:

Document processing in administrative system is divided into four categories:

2.1.1 New incoming documents processing:

New incoming documents processing is divided to following steps:

 After receiving new incoming documents, administration department registersthis document into “incoming book”

 New documents will be sent to the manager to check

 New incoming documents will be stored by administration department.

 Publish of new incoming documents depends on the right level of staffmember, which decided by the manager

 The destination of the documents after reviewing depends on the manager (themanager will note on the document to which department the documents belongto)

 The employees could see the document based on their own right level.

2.1.2 New outgoing document processing:

New outgoing document processing is divided into following steps:

 The officer or manager who desires to create new document will have to createnew document first

 After being completed, the document will be transferred to collect commentsfrom other departments

 After receiving comments, the author could edit the document beforeforwarding to administration department

 The administration department will check as if the document satisfied all

o if it pass all requirements, it will be sent to the manager  The manager who receives the document will approve the document

 If the document is approved, it will be stored and registered into “outgoingbook” by the administration department

 The document will be set the right of reading before publishing or distributingby the manager

 The destination written in the “outgoing book” will be the address of thecompany or organization if the document has to be sent out, but the destinationcould be noted as “internal publishing”.

2.1.3 Task processing:

Task processing includes following steps:

 When a chief or a manager need to assign tasks, he has to determine therequests, due date and has to attach related documents if necessary

 The chief or the manager also has to divide the task into steps with conditions,order and due date for each step

 Then he has to specify who is responsible for each step and who is responsiblefor the whole steps

 The subordinates who read the task could comment or provide solutions for thetask

 An individual or group of people who is responsible for the task could attachproduced documents.

 The individual or the group will be reminded when the due date comes  The individual has to confirm the state of the request or the task

 The individual could also request to get responses from the person whorequested or notice the following task of the request to another

 He could attach produced documents if necessary with the request or taskprovided.

2.1.4 Task schedule:

Each individual has to be provided a schedule which contains the tasks of a periodof time ( such as a week, a month, a quarter … ) with the due date and priority to work ina harmony with other people.

2.2 Requirement and solution

2.2.1 Requirement

Document processing and administrative formalities involving occurs in everycompany, organization … with years of traditional method The purpose of a documentand administrative formalities system based on Internet is reduce all unnecessary stepsincluding steps which take much time like sending documents from department todepartment or steps which are complicated like dividing tasks for a group of people

Each company or organization has its own unique aspect in processing documentand administrative formalities, but all of them contain following issues:

 New incoming documents processing: new documents from other organization

include many tasks from registering into books to performing content ofdocuments.

 New outgoing documents processing: new outgoing documents in order to be

released are required to follow many steps: from checking draft documents tosending to manager to publishing or sending out.

 Task processing: the requirement of tasks occurs based on documents is how the

manager could keep all tasks worked in a harmonic and finished earlier thandeadline In addition, the manager has to find a way to control responsibilities ofsubordinates.

 Task schedule: the fact that hundreds of task given every day suggests each

person have a schedule to remind next tasks and to arrange time logically.

The purpose of the system is to change all four issues of processing documents and

2.2.2 Solution

a Using server – client model to work with documents and tasks

Four main functions need to be built:

New incoming document processing: The information “incoming book” will be

stored in database Documents will be stored in server so that everyone could view thedocuments (actually there is an only document for each incoming document stored inserver and everyone explores it) The manager could decide the destination of thedocument directly instead of communicating with administration department Theemployee could connect to the Internet to view and download the documents if possible.

New outgoing document processing: Document created is stored in database and

could be viewed directly by specific person without taking time to print and to transfer tospecific department The administration department could check it and send back throughInternet to author The manager could set who could see the document Information of“outgoing book” is stored in database The employee could view and downloaddocuments when connecting to the Internet Other organizations will receive documentsvia email.

Task processing: The manager could create a task then divide it into sub-tasks Each

task or sub-task could be inserted due date and who is responsible and status (finished, notstarted, being done), edited and deleted People could view their given tasks, givecomment and suggestion for the tasks They could also send messages to others and getresponses about document’s issue If due date comes, people could be reminded bysystem The manager could view all tasks status to control all processes and could remindsubordinates if necessary.

Task schedule: Each person has his own schedule to look up and could view due date

of all tasks.

b Support all functions using Internet services

When joining the company or organization, each person is provided an account tologin to system With this account, a person could execute all functions above, butfunction’s activities depends on type of user and right of user in each specific situation.

c The development based on human – like activities

People’s feeling about the system in aspect of easy to use, productive or not dependson how the activities of system relate to real life especially how they relate to traditionalmethod With this idea, a successful system is the system requiring less time to learn, lesssteps of mouse click or less fields to type Therefore, the system need to reduce steps ofoperation, moreover, some steps like viewing document, giving comments could beautomatic: the document should be automatically downloaded and open, the commentsshould be attached directly to the document if necessary, etc.

R.2 Logout package

R.2.1 Logout to systemR.2.2 Authentication check

R.3 User management package

R.3.1 Create new userR.3.2 View user profileR.3.3 Edit user profileR.3.4 Delete user

R.4 New incoming document processing package

R.4.1 Register into “incoming book”R.4.2 Store into database

R.4.3 View new incoming documentsR.4.4 Decide destination

R.4.4.1 Public

R.4.4.2 Forward to subordinates

R.5 New outgoing document processing package

R.5.1 Attach documentsR.5.2 Collect commentsR.5.3 Edit document

R.5.4 Send to administration departmentR.5.5 Give comments

R.5.6 View documentR.5.7 Send back to authorR.5.8 Send to managerR.5.9 Set view rightR.5.10 Publish

R.6.4.1 Set conditionR.6.4.2 Set priorityR.6.4.3 Set due date

R.6.4.4 Set responsibility for each sub-task

R.6.5 Set responsibility for whole taskR.6.6 Edit task

R.6.7 Delete taskR.6.8 View task statusR.6.9 View task

R.6.9.1 Give commentsR.6.9.2 View due date

R.6.9.3 View related documentsR.6.10 Read reminded task

R.6.11 Provide suggestion/solutionR.6.12 Confirm state of tasksR.6.13 Attach produced documents

R.7 View task schedule

R.7.1 View task scheduleR.7.2 View reminded tasks

3.3 Determine actors, use case in use case diagram

3.3.1 Actors involve in the system:

- Manager- Employee

- Administration department ( consider as an employee)- Administrator

Administrator All use case

Administration department Login Login to system

Logout Logout of systemRegister to “incoming

book” Store date, type of documents and number of documents

Hide from web Set the document link invisible on the webCheck document Check as if the document

satisfy all requirements

back to author

Send to manager Send the document to manager

Register to “outgoing book” Register document profile to “outgoing book”

Delete document Delete document from database

Read reminded tasks Read the task remindedProvide suggestion/solution Provide idea of new

solution or give suggestion

Get response from others Get response from othersConfirm state of task Show the task status

( finish, pending …)

Attach produced documents Attach additional produced documents

Decide destination Decide the destination ofthe documents: public or forward to subordinatesApprove documents Approve documents

Set view right Set who can read the document on the webCreate request Create new request or

taskSet due date ( for whole

Set responsibility for whole

task Set who is responsible for all the stepsView schedule Read schedule taskView reminded task View reminded task

Create documents Create new outgoing documents

Collect comments Get comments from other departments or another person

Send to administration

department Send document to administration department to check

Attach documents Attach documents related

View due date View due date for each task

Read reminded task Read reminded task which is noticed when due date comes

Provide suggestion/solution Give suggestion or solution for the taskGet response from others Get response from otherConfirm state of tasks Show task status ( finish,

pending …)Attach produced documents Attach produced

View schedule View schedule task

3.3.2 Determine use case

There are seven package according to steps of processing:1 Login package

Uc1 Login to systemUc2 Authentication check2 Logout package

Uc3 Logout to systemUc4 Authentication check3 User management package

Uc5 Create new userUc6 View user profileUc7 Edit user profileUc8 Delete user

Uc11 View new incoming documentsUc12 Decide destination

Uc18 Send to administration departmentUc19 Give comments

Uc20 View documentUc21 Send back to authorUc22 Send to managerUc23 Set view rightUc24 Publish

Uc34 Set conditionUc35 Set priorityUc36 Set due date

Uc37 Set responsibility for each sub-taskUc38 Edit sub-task

Uc39 Delete sub-task

Uc40 Set responsibility for whole taskUc41 Edit task

Uc42 Delete taskUc43 View task statusUc44 View task

Uc45 Give commentsUc46 View due date

Uc47 View related documentsUc48 Read reminded task

Uc49 Provide suggestion/solutionUc50 Confirm state of tasksUc51 Attach produced documents7 Task schedule

Uc52 View task schedule

3.4 Use case diagrams and description

3.4.1 Login package

Figure 1 Login use caseUc1 Login to system

Uc2 Authentication check

- Use case name Login

- Actor Employee, Administration department,manager

- Purpose Access to main panel based on the right ofuser

- Generaldescription

User type username and password into loginform

- Processdescription

1 Access system throughInternet via browser

2 Show login form

3 Type username andpassword

4 Show result: loginsuccessfully or not

5 Show main panel withfunctions based on type of user

Exception User profile is not store in database

3.4.2 Logout package

Figure 2 Logout use case

- Use case name Authentication check

- Actor Employee, Administration department,manager

- Purpose Check if username and password is valid

- Generaldescription

System will compare username and passwordwith user profile stored in database

- References R1.2, R2.2

- Processdescription

Use case description:Uc3 Logout of system

Uc4 Authentication check

- Use case name Logout

- Actor Employee, Administration department,manager

- Purpose Exit from system

- Generaldescription

User click on Logout button and exit

- Processdescription

1 Click on Logout button 2 Show message confirm ifuser want to logout of system3 User choose OK 4 Exit from system

3.4.3 User management package

Figure 3 User management use caseUser management package description:Uc5 Create user

- Use case name Authentication check

- Actor Employee, Administration department,manager

- Purpose Check if username and password is valid

- Generaldescription

System will compare username and passwordwith user profile stored in database

- References R1.2, R2.2

- Processdescription

1 Click on Logout button 2 Clear session of user

Exception

Uc6 Edit user profile

- Use case name Create user

- Actor Administration department

- Purpose Create new user

- Generaldescription

Insert new user profile and then store profileinto database

- Processdescription

2 Missing some information fields.Show message require fill in missingfields.

Uc7 View user profile

- Use case name Edit user profile

- Actor Administration department

- Purpose Edit user profile

- Generaldescription

Access to profile form and change some fieldsof the form

- References R.3.2.

- Processdescription

1 Click on “Edit user”button

2 Show user profile form

3 Change fields appear inthe form and click“Submit”

4 Store user profile intodatabase

Exception Missing some information fields Showmessage require fill in missing fields.

- Use case name View user profile

- Actor Administration department

- Purpose View user profile

- Generaldescription

Open user list and choose user, view userprofile

- References R.3.3.

- Processdescription

1 Choose user from userlist

2 Show user list

3 Click on “View user 4 Show user profile

Uc8 Delete user

- Use case name Delete user

- Actor Administration department

- Purpose Delete user from system

- Generaldescription

Choose user from user list and delete user

- References R.3.4.

- Processdescription

3.4.4 New incoming document processing package

Figure 4 New incoming document packageUse case description:

Uc9 Register to “incoming book”

Uc10 Store into database

- Use case name Register to “incoming book”

- Actor Administration department

- Purpose Register to “incoming book”

- Generaldescription

Insert document’s information into “incomingbook” form and store into database

- Processdescription

6 Store into database

Exception Missing some fields in the form Requirefill in missing fields

- Use case name Store into database

- Actor Administration department

- Purpose Store document into database

- Generaldescription

Attach document into the form and upload intodatabase

- References R.4.2.

- Processdescription

Uc11 View new incoming document

Uc12 Decide destination

- Use case name View new incoming document

- Purpose View new incoming document

- Generaldescription

Click on document link and view document

- References R.4.3, R.5.6

- Processdescription

1 Click on document link 2 Auto open the document

Exception Connection error Show error message.

- Use case name Decide destination

- Purpose Choose destination

- Generaldescription

Click on choose destination and choose whichway document will be publish

- References R.4.4.

- Processdescription

1 Click on “Choosedestination” button

2 Open form ask way topublish document

Exception Connection error Show error message.

Uc13 Public document

Uc14 Forward to subordinates

- Use case name Public

- Purpose Public document to all employees

- Generaldescription

Choose “public” check box

- References R.4.4.1

- Processdescription

Exception Connection error Show error message.

- Use case name Forward to subordinates

- Purpose Forward to subordinates

- Generaldescription

Choose subordinates to forward

- References R.4.4.2

- Processdescription

3.4.5 New outgoing document processing package

Figure 5 New outgoing document package

Use case description:Uc15 Attach document

Uc16 Collect comments

- Use case name Attach document

- Purpose Attach document to server

- Generaldescription

Browse file and attach

- Processdescription

1 Browse documentand click on“Attach” button

2 Upload documentto server

3 Choose departmentor people to collectcomments

4 Show document inspecific user’spanel

Exception Connection error Show error message.Require upload again

- Use case name Collect comments

- Purpose Get comments from others

- Generaldescription

View comments of specific document in user’spanel

- References R.5.2.

- Process

Uc17 Edit document

Uc18 Send to administration department- Use case name Edit document

- Purpose Edit and re-attach document

- Generaldescription

Choose document and re-attach document

- Processdescription

1.Choose document and clickon “Edit” button

2.Show attach document form

3.Attach document and choose“Submit” button

4.Upload document to server

Exception Connection error Show error message.Require upload again

- Use case name Send to administration department

- Purpose Send to administration department

- Generaldescription

Choose send to administration departmentoption

- Processdescription

1.Choose document and

2.Show document inadministration