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

1 1 VIETNAM NATIONAL UNIVERSITY, HANOI COLLEGE OF TECHNOLOGY Nguyen Hoai Nam THE RESEARCH OF USING EPAD TECHNOLOGY TO SUPPORT ACTIVITIES IN ADMINISTRATIVE SYSTEM GRADUATION THESIS Major Field: Information Technology HA NOI - 2009 2 3 4 5 VIETNAM NATIONAL UNIVERSITY, HANOI COLLEGE OF TECHNOLOGY Nguyen Hoai Nam THE RESEARCH OF USING EPAD TECHNOLOGY TO SUPPORT ACTIVITIES IN ADMINISTRATIVE SYSTEM GRADUATION THESIS Major Field: Information Technology Supervisor: Dao Kien Quoc, MSc HA NOI – 2009 SUMMARY Administrative activities contain many problems that need to be solved in some aspect of time schedule, responsibility and productivity. The fact that building software to control 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 are failed in real life. In this thesis, we found a new idea for the problem of administrative formality software. Based on this solution, we analyzed the administrative system, built design document. To prove the idea, from the design document, we built the solution software to illustrate how the idea worked and prove it could help increase the software’s effect and feasibility. 1 ACKNOWLEDGEMENT 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 the enthusiastic guidance, warm encouragement and useful research experiences. I would like to gratefully thank all the teachers of College of Technology, VNU for their 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 parents and my brother always encourage my when I have stress and difficulties. I would like to send them my gratefulness and love. Hanoi, May 2009 Nguyen Hoai Nam 2 TABLE OF CONTENTS SUMMARY 1 ACKNOWLEDGEMENT 2 TABLE OF CONTENTS 3 Chapter 1: Introduction 4 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 1.4. Solution 6 Chapter 2: Requirement and Specification 8 2.1. Problem analysis: 8 2.2. Requirement and solution 10 Chapter 3: Design 13 3.1. Purpose 13 3.2. System functions 13 3.3. Determine actors, use case in use case diagram 15 3.4. Use case diagrams and description 21 79 3.5. Sequence diagrams 79 3.6. Operation contract 84 3.7. Class diagram 99 Chapter 4: Specific solution of using ePad signature and verification 101 4.1. Overall solution approach 101 4.2. An introduction to ePad device and signature verification issue 102 4.3. Demo solution 107 Chapter 5: Conclusion 117 APPENDIX 118 Table of figures 118 REFFERENCE MATERIAL 119 3 Chapter 1: Introduction 1.1. Introduction to administrative formalities The purpose of administrative activities in an organization is to make decisions precisely 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, decide destination, 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 do administrative activities, but not create or wait for approve) • Activities depends on external factors: o Undetermined tasks occur when new incoming documents come or documents 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 types of 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 software There are many reasons for a low-productive administration system: • Lack of information or problem of finding information due to late coming document 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 process of all people or could not arrange to meet people to communicate. • Lack of individual task control method: some officers who could not finish the task tell that they have not known the request. Maybe the document is lost during 4 deliver process or they tell lies to conceal their mistakes. The only solution for this problem 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 unless they meet each individual to ask. If they could not have time to arrange a meeting between 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 be store on server (only entity for each document), then users could access documents everywhere. 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 every time 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 of tasks will be the evidents to control subordinates. • Task reminder is run automatically to remind so that users could not forget the task. • All documents will be verified by electric signatures to ensure the reliability and individual’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 factors to 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. 5 [...]... 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 “outgoing book” by the administration department • The document will be set the right of reading before publishing or distributing by the manager • The destination written in the “outgoing book” will be the address of the company or organization if the. .. divided to following steps: • After receiving new incoming documents, administration department registers this 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 staff member, which decided by the manager • The destination of the documents... 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 the documents (actually there is an only document for each incoming document stored in server and everyone explores it) The manager could decide the destination of the document directly instead of communicating... should be automatically executed 6 The advantage of this idea is the users do not have to care about what is happening under these steps, they simply do the steps which familiar to them Therefore, it bring two sequential advantages: • Users may find using software is more convenient than using traditional method including saving time deliver the document or waiting for responses, being able to work at... Login 15 Results Login to system Logout Register to “incoming book” Manager Logout of system Store date, type of documents and number of documents Store Store document into database Hide from web Set the document link invisible on the web Check document Check as if the document satisfy all requirements Send back Send the draft document back to author View View the document Send to manager Send the. .. outgoing documents processing: new outgoing documents in order to be released are required to follow many steps: from checking draft documents to sending 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 than deadline In addition, the manager has to find a way to. .. • The signature verification method of ePad helps users rely on the authentication of the person who signed The more specific approach of ePad device is mention in Chapter 4 Section 4.2 7 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... time to train users, but most users who use administrative formalities software are middle-age people who do not have much experience in using computer, especially in Vietnam They get troubles in some issue: • 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... easy to use, productive or not depends on how the activities of system relate to real life especially how they relate to traditional method With this idea, a successful system is the system requiring less time to learn, less steps of mouse click or less fields to type Therefore, the system need to reduce steps of operation, moreover, some steps like viewing document, giving comments could be automatic:... Saving time and money to train users how to use the software: if it is nearly the same 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 own signature verification method After opening the document automatically . HANOI COLLEGE OF TECHNOLOGY Nguyen Hoai Nam THE RESEARCH OF USING EPAD TECHNOLOGY TO SUPPORT ACTIVITIES IN ADMINISTRATIVE SYSTEM GRADUATION THESIS Major Field: Information Technology HA NOI. UNIVERSITY, HANOI COLLEGE OF TECHNOLOGY Nguyen Hoai Nam THE RESEARCH OF USING EPAD TECHNOLOGY TO SUPPORT ACTIVITIES IN ADMINISTRATIVE SYSTEM GRADUATION THESIS Major Field: Information Technology Supervisor:. decisions precisely 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: