OFFICE COLLABORATION SYSTEM
AZIMAH ISHAK
A thesis submitted in fulfillment of the requirements for the award of the
degree of
Master of Science (Information Technology - Management)
Faculty of Computer Science and Information Systems
Universiti Teknologi Malaysia
OCTOBER 2005
PSZ19:16(Pind.1/97)
UNIVERSITI TEKNOLOGI MALAYSIA
BORANG PENGESAHAN STATUS TESIS◆
JUDUL :
SESI PENGAJIAN :
.
Saya
(HURUF BESAR)
Mengaku membenarkan tesis (PSM/Sarjana/Doktor Falsafah)* ini disimpan di Perpustakaan
Universiti Teknologi Malaysia dengan syarat-syarat kegunaan seperti berikut :1.
2.
3.
4.
Tesis adalah hakmilik Universiti Teknologi Malaysia
Perpustakaan Universiti Teknologi Malaysia dibenarkan membuat salinan untuk tujuan
pengajian sahaja.
Perpustakaan dibenarkan membuat salinan tesis ini sebagai bahan pertukaran antara institusi
pengajian tinggi.
**Sila tandakan ( 9 )
SULIT
TERHAD
(Mengandungi maklumat yang berdarjah keselamatan
atau kepentingan Malaysia seperti yang termaktub di
dalam AKTA RAHSIA RASMI 1972)
(Mengandungi maklumat TERHAD yang telah
ditentukan oleh organisasi/badan di mana penyelidikan
dijalankan)
TIDAK TERHAD
Disahkan oleh
(TANDATANGAN PENULIS)
(TANDATANGAN PENYELIA)
Alamat Tetap :
Nama Penyelia
Tarikh :
CATATAN
:
Tarikh :
*
**
◆
Potong yang tidak berkenaan
Jika tesis ini SULIT atau TERHAD, sila lampirkan surat daripada pihak
berkuasa/organisasi berkenaan dengan menyatakan sekali sebab dan tempoh tesis ini
perlu dikelaskan sebagai SULIT atau TERHAD
Tesis dimaksudkan sebagai tesis bagi Ijazah Doktor Falsafah dan Sarjana secara
penyelidikan, atau disertasi bagi pengajian secara kerja kursus dan penyelidikan, atau
Laporan Projek Sarjana Muda (PSM)
“We hereby declare that we have read this thesis and in our opinion this thesis is
sufficient in terms of scope and quality for the award of the degree of
Master of Science (Information Technology - Management)”.
Signature
:
……………………………….………
Name of Supervisor 1
:
Assoc. Prof. Dr. Shamsul Sahibuddin
Date
:
Signature
:
……………………………….………
Name of Supervisor 2
:
Assoc. Prof. Dr. Harihodin Selamat
Date
:
Contoh pengesahan Sekolah Pengajian Siswazah/Fakulti/Agensi Kerjasama
BAHAGIAN A – Pengesahan Kerjasama*
Adalah disahkan bahawa projek penyelidikan tesis ini telah dilaksanakan melalui
kerjasama antara _______________________ dengan _______________________
Disahkan oleh:
Tandatangan : .........................................................
Nama
: .........................................................
Jawatan
: .........................................................
Tarikh : ..........................
(Cop rasmi)
* Jika penyediaan tesis/projek melibatkan kerjasama.
BAHAGIAN B – Untuk Kegunaan Pejabat Sekolah Pengajian Siswazah
Tesis ini telah diperiksa dan diakui oleh:
Nama dan Alamat Pemeriksa Luar :
.................................................................
.................................................................
.................................................................
Nama dan Alamat Pemeriksa Dalam :
.................................................................
.................................................................
.................................................................
Nama Penyelia Lain (jika ada)
:
.................................................................
.................................................................
Disahkan oleh Penolong Pendaftar di SPS:
Tandatangan : .................................................................
Nama
: .................................................................
Tarikh : ........................
ii
DECLARATION
I declare that this thesis entitled “OFFICE COLLABORATION SYSTEM” is the
result of my own research except as cited in references. The thesis has not been
accepted for any degree and is not concurrently submitted in candidature of any
degree.
Signature
:
.....................................
Name
:
Azimah Ishak
Date
:
26 October 2005
iii
DEDICATION
Dedicated to my beloved sister and family
iv
ACKNOWLEDGEMENTS
The author wishes to extend her grateful appreciation to all those who have
contributed directly and indirectly to the preparation of this thesis. Specially the
author wishes to extend her thanks to Associate Professor Dr. Shamsul Sahibuddin
and Associate Professor Dr. Harihodin Selamat, Project Supervisors, for their advice,
guidance and encouragement throughout the preparation of this thesis.
Special thanks to the reviews, assessments and comments from the Panel of
Assessors, which are significant in contributing toward the betterment of the thesis.
Finally, the author expresses her sincere thanks to her family members and
friends for the encouragement, inspiration and patience which they provided at every
step during this course of studies. Special thanks also to the employees and
management of HAPM IT who took their time and troubles to answer my
questionnaires.
v
ABSTRACT
In today’s competitive market, having fast access to accurate information can
be crucial for the business. Office Collaboration System enables of sharing and
disseminating up-to-date information which it is a web-based application that
facilitates collaboration. Office Collaboration System could store information and be
securely accessed from anywhere, anytime, anyplace to improve communication
between employees in various remote sites. The study aims to bring about the
changes, development and better improvement to the organizational through the
effective use of computer technology in terms of information management to provide
value and service to the client. Office Collaboration System is built upon the
JavaServer Pages (JSP) and Java Servlets technologies. JavaServer Pages allows
Web and application designers and developers to create information-rich and
dynamic Web pages. Key components of Office Collaboration System are
Interactive & Collaborative Communication, Knowledge Assets & Document,
Content Management and Workflow Automation. Testing is a crucial part of any
system development and implementation. It is to ensure that all components of the
system are reliable and robust, and the system delivered matches the user's
requirements. The Change Management is to be implemented continuously at the
organizational to support the new system environment which likely to have radical
change from the current system environment. With the new system environment,
new procedures and work culture requires an extensive training to be incorporated.
vi
ABSTRAK
Di dalam pesaingan pasaran semasa ini, mempunyai maklumat yang dapat
dicapai dengan segera dan tepat adalah amat bermakna untuk sesuatu bisnes. Sistem
Kolaborasi Pejabat membenarkan perkongsian dan penyebaran maklumat yang
dikemaskini, dimana ianyanya adalah aplikasi yang berdasarkan web yang
memudahkan kolaborasi. Sistem Kolaborasi Pejabat dapat menyimpan maklumat
dan mampu dicapai dengan selamat dari mana-mana tempat dan lokasi dan setiap
masa, untuk memperbaiki komunikasi di antara kakitangan di pelbagai lokasi. Ianya
bertujuan menuju kearah suatu pembaharuan, pembangunan dan membawa kepada
suatu perubahan kepada organisasi melalui penggunaan teknologi komputer yang
efektif di dalam pengurusan informasi supaya dapat memberi nilai tambah dan
perkhidmatan kepada klien. Sistem Kolaborasi Pejabat ini dibina dengan
menggunakan JavaServer Pages (JSP) dan teknologi Java Servlets. JavaServer
Pages membenarkan Web dan pereka aplikasi serta pembangun aplikasi mencipta
informasi yang bermakna dan penggunaan Web yang dinamik. Komponen utama di
dalam Sistem Kolaborasi Pejabat ini adalah terdiri dari Interaksi dan Komunikasi
yang Kolaboratif, Aset Pengetahuan dan Dokumen, Pengurusan Kandungan dan
Automasi Aliran Kerja. Pengujian sistem adalah merupakan perkara yang amat
mustahak bagi setiap pembangunan sistem dan implementasi. Ini memastikan supaya
setiap komponen sistem memenuhi kehendak pengguna. Organisasi perlu
melaksanakan Perubahan Pengurusan yang berterusan supaya ianya dapat memberi
sokongan terhadap persekitaran sistem yang baru, di mana ianya memerlukan
perubahan yang radikal dari keadaan sistem manual sekarang ini. Dengan
persekitaran sistem yang baru, ianya memerlukan prosedur baru dan budaya kerja
yang memerlukan latihan yang intensif.
vii
TABLE OF CONTENTS
CHAPTER
TITLE
PAGE
TITLE
i
DECLARATION STATEMENT
ii
DEDICATION
iii
ACKNOWLEDGEMENTS
iv
ABSTRACT
v
ABSTRAK
vi
TABLE OF CONTENTS
vii
LIST OF TABLES
xii
LIST OF FIGURES
xiii
LIST OF ABBREVIATIONS
xiv
LIST OF APPENDICES
xv
TITLE
PAGE
CHAPTER
1
INTRODUCTION
1.1
Introduction
1
1.2
Background of The Problem
2
1.3
Statement of The Problem
2
1.4
Project Objectives
3
1.5
Project Scope
3
1.6
Importance of Project
4
1.7
Chapter Summary
5
viii
2
LITERATURE REVIEW
2.1
Introduction
6
2.2
Project Management
6
2.3
Knowledge Resources
7
2.3.1
8
Knowledge Resources Architecture
2.4
Collaboration
9
2.5
Computer Supported Cooperative Work
9
2.5.1 CSCW Dimension
10
2.5.2 Goals of CSCW
10
2.5.2.1 Satisfying CSCW Goals
2.6
2.7
3
11
Current/Existing System
12
2.6.1 Stanhope and Bovis Lend Lease
12
2.6.2 Davis Controls
16
2.6.3 Odyssey Collaboration System
18
2.6.4
19
Perfection Bakeries, Inc
Chapter Summary
21
RESEARCH METHODOLOGY
3.1
Introduction
22
3.2
Project Methodology
22
3.2.1
Research Proposal
23
3.2.2
Current System Analysis
24
3.3
Model Current System
24
3.3.1
System Development
26
3.3.2
Report Writing
27
3.3.3
OCS System Development Process In
27
Detail
3.3.4
OCS Requirement Analysis
27
3.3.5
Detailed Design
28
3.4
Project Schedule
29
3.5
Chapter Summary
29
ix
4
ANALYSIS AND DESIGN
4.1
Introduction
30
4.2
Organizational Analysis
30
4.2.1 Organizational Structure
31
4.2.2 Functions
31
4.2.3 Core Business
32
4.2.4 Existing IS/IT Systems
32
4.2.5
33
Problem Statement In The
Organizational Context
4.3
Current Business Process and Data Model
33
4.3.1
34
Entity-Relationship (ER) Diagram
4.4
User Requirements
35
4.5
OCS Requirement Analysis and Design
37
4.5.1 OCS Requirement Analysis Phase
37
4.5.1.1 Actor Identification
37
4.5.1.2 Use-case Diagram Modeling
37
4.6
4.5.1.3 Interaction Diagram Modeling
40
4.5.1.4 Class Design
41
Physical Design
41
4.6.1 Database Design
42
4.6.2 Interface Chart
44
4.6.2.1 User Interface Chart
4.6.3 Detailed Modules/Features
44
47
4.6.3.1 OCS Key Components
48
4.6.3.2 Features
49
4.6.4 System Architecture
4.6.4.1 OCS Architecture
54
55
4.7
Hardware and Software Requirement
56
4.8
Test Plan
57
4.9
Chapter Summary
58
x
5
DESIGN IMPLEMENTATION AND TESTING
5.1
Introduction
59
5.2
Coding Approach
59
5.2.1 JSP Technology in the J2EE Platform
60
5.2.2 Benefits for Developers
60
5.2.3 JSP Technology and Java Servlets
61
5.2.3 Login Module
62
Test Result/System Evaluation
63
5.3.1 Testing Types
63
Test Level
64
5.4.1 System Testing
64
5.4.2 User Acceptance Testing (UAT)
65
5.5
OCS Usability Testing
65
5.6
OCS Functionality Testing
68
5.7
User Manual for Administration
71
5.7.1 Installation Procedure
71
5.7.2 Testing OCS Installation
72
5.7.3 Logging In For The First Time
73
5.7.4 Changing Password
74
5.7.5 Editing My Profile
74
5.7.6 Creating First User
75
5.3
5.4
5.7.6.1 Grouping Users
75
5.7.6.2 Creating A User Group
75
5.7.6.3 Add A User
76
5.7.7 Managing the System
5.7.7.1 Edit System Setup
5.7.8 Composing News
6
78
78
79
ORGANIZATIONAL STRATEGY
6.1
Introduction
80
6.2
Roll-out Strategy
80
6.3
Change Management Plan
81
6.3.1 Change Management Scope
81
xi
6.4
7
6.3.2 Change Management Objectives
82
6.3.3 Change Management Strategies
82
6.3.4
Communication Plan
82
6.3.5
Learning Plan
83
6.3.5.1 Training
83
6.3.5.2 On-the-Job Training
83
6.3.5.3 Transfer of Technology Plan
84
6.3.5.4 Training and Coaching
84
Business Continuity Plan
84
6.4.1 Business Continuity Planning Process
85
6.4.2 Disaster Recovery
87
6.5
Expected Organizational Benefits
88
6.6.
Chapter Summary
89
DISCUSSION & CONCLUSION
7.1
Introduction
90
7.2
Achievements
90
7.3
Constraints and Challenges
91
7.4
Lesson Learned
92
7.5
Recommendations
93
7.6
Conclusion
93
REFERENCES
APPENDICES A - E
94
96 - 146
xii
LIST OF TABLES
TABLE
TITLE
PAGE
4.1
User access Privilege
35
4.2
Description of the Use Case Diagram for consultant
38
4.3
Database – Description of Tables
41
5.1
Login codes
62
5.2
Rating scale for usability questionnaire
65
5.3
Average mean value of usability criteria for OCS
67
5.4
User Acceptance Test Documents
68
5.5
Test User Role for System Administrator
70
xiii
LIST OF FIGURES
FIGURE NO
TITLE
PAGE
2.1
Knowledge Resources Architecture
8
2.2
Benefits of Collaboration
14
3.1
Project Methodology
23
4.2
OOS Organizational Strategy
31
4.3
Current Manual Process Diagram
33
4.4
Entity-Relationship Diagram for the current process
34
4.5
Use Case Diagram of Office Collaboration System
38
4.6
Use Case Diagram for consultant
39
4.7
Sequence Diagram for login use-case
40
4.8
Class Diagram for login
41
4.9
Overall hierarchy of homepage user interface of OCS
45
4.10
Key Component of Office Collaboration System
48
4.11
Features of OCS
48
4.12
Components and Features of the OCS
49
4.13
Interactive and Collaboration Communication
50
4.14
Knowledge Assets and Document
51
4.15
Content Management
52
4.16
Workflow Automation
54
4.17
OCS Architecture
55
5.1
Login Interface
62
5.2
Average mean score of usability criteria for OCS
67
xiv
LIST OF ABBREVIATIONS
ASP
-
Active Server Pages
ACOA
-
Adaptive Course of Action
ACLs
-
Access Control Lists
ACOA
-
Adaptive Course of Action
API
-
Application Program Interface
ASP
-
Active Server Pages
BCP
-
Business Continuity Plan
CSCW
-
Computer-Supported Cooperative Work
DBMS
-
Database Management System
ERD
Entity-Relationship Diagram
HTML
-
Hypertext Markup Language
IT
-
Information Technology
IIS
-
Internet Information Services
JSP
-
JavaServer Pages
JSTL
-
JavaServer Pages Standard Tag Library
OCS
-
Office Collaboration System
OOSE
-
Object-Oriented Software Engineering
SQL
-
Structured Query Language
SRS
-
Software Requirement Specification
UK
-
United Kingdom
UAT
-
User Acceptance Testing
UIT
-
User Interface Testing
UML
-
Unified Modeling Language
WYSIWIS
-
What You See Is What I See
95QVS
-
95 Queen Victoria Street
xv
LIST OF APPENDICES
APPENDIX
TITLE
A
Questionnaires
B
Screen Design
C
User Manual
D
Entity-Relationship Diagram
E
Project Schedule
1
CHAPTER I
INTRODUCTION
1.1
Introduction
Poor collaboration can often hamper efforts to follow-up on leads and close
new business deals impeding revenue growth. With the interactive and collaborative
communication tools information can be rapidly and effectively deployed to a
dispersed group of employees, partners, clients and customers, eliminating the
traditional communication barriers, while bringing about extensive cost savings
along with increased sales.
Organizational collaboration is the internal sharing of information and
knowledge among employees within an organization. It encourages an environment
of learning and innovation, turning internal knowledge into operational excellence.
As Internet technology extends to the wireless world, staying competitive in
the business market now means that employees must have access to data wherever
and whenever they need it. The capability to stay current on company issues will not
only boost employee productivity, but also enhance customer satisfaction.
2
1.2
Background of the problem
This study is to be developed as there is no system in the HAPM IT Sdn Bhd
(HAPM IT) in managing the daily operations. HAPM IT wanted a web-based
solution to address HAPM IT’s office and remote site communication needs and
equip its employees who are constantly on the move with the minimal tool to be able
to communicate and access key corporate information. Its facilitates information
dissemination, provides up-to-date information and saves costs in areas such as
printing and the distribution of paper-based information.
For HAPM IT, generally, the current system is still being carried out
manually and consumes a great deal of time and effort to get things done. Due to
many problems and lack of efficiency in providing information, especially by
traditional and manual methods, there is a need to develop a computerized system to
increase the efficiency of information management of the organization.
With its headquarters and KL Office in Kuala Lumpur HAPM IT operates out
of four remote on-site locations around Putrajaya, Batang Berjuntai, Kuching and
Bintulu.
1.3
Statement of Problem
Scattered resources can often lead to redundant work, reducing productivity
of employees and creating multiple versions of work. All documentation is done
manually. The document are kept physically, even sometimes when we want the
document, the document is missing.
Verbally communications sometimes might lead to miscommunications and
not everybody will get the exact message. Document is everywhere, whereby the
document is not kept at one place. For instance, some of the document or files are
stored in the individual’s personal computer or laptop.
3
OCS will be able to get immediate access to important or content at a click
of our mouse from a single location. User at the different location can be easily
access to any document or files from their location such as at project site-office or
out-station.
1.4
Project Objectives
a)
To study how to improve communication business processes and
collaboration among users in an organization. It is also replace manual paperwork
with electronic filing and documentation
b)
To design and develop a system which can promote or facilitate information
exchange and document control in collaborative environment.
c)
To develop a web-based application for HAPM IT that facilitates
communication among users in the organization both in LAN and Internet
environment that allows information and knowledge sharing.
d)
To formulate organizational strategies for the implementation of the system.
1.5
Project Scope
a)
This system shall be used by the Management, employees, consultants,
freelance consultants and clients of HAPM IT.
b)
The study evolves research on literature background regarding the web-based
application.
c)
The system is based on web-based application and built in the Windows
environment. The proposed model will be implemented using JSP and Servlet
4
technologies, SQL DBMS on Windows platform. This application shall be accessed
either with Microsoft Internet Explorer 5.0 (and above) or Netscape Communicator
4.5 (and above) from anywhere and at anytime.
1.6
Importance of Project
a)
Available Access Anytime Anywhere
OCS will be able to get immediate access to important or content at a click
of our mouse from a single location. User at the different location can be easily
access to any document or files from their location such as at project site-office or
out-station.
b)
Information and Knowledge sharing
This study will allows information and knowledge sharing through an internet
browser, regardless of location and time zones, enabling real-time dissemination and
sharing of information for critical decision-making. It enriches communication and
collaboration among employees via its threaded discussion and forums. It facilitates
information dissemination, provides up-to-date information and saves costs in areas
such as printing and the distribution of paper-based information.
c)
Enhanced Collaboration and Communication
Acting as the gateway to information and communication throughout the
organization this study has facilitated and simplified the process of integrating and
accessing disparate business information and documents, and improved how
employees manage and shared.
5
d)
Increased Productivity
This study will boosts employees’ productivity by saving their time in
locating information and resources.
1.7
Chapter Summary
This report is mainly divided into seven chapters. Chapter One is the
introduction to give an overall view of what this study is all about. This includes the
background of the problem, the statement of the problem, the objective and scope of
the study, and the importance of project.
Literature review is one of the important methods that could contribute a lot
of ideas to develop and designing a computerized system. Journal, articles, books and
Internet are the sources of this literature study. The information collected from
literature review range from the basic of system development, concept, method
techniques and current trends of development, in which all of these can be used as
references and sources for new innovative ideas for developing the proposed system.
Chapter Three, discusses the methodology of the research that will be used to
develop the proposed system while Chapter Four presents and discuss about the
analysis and design of the current and to-be-system. Based on the analysis the
architecture of the proposed system is constructed. Chapter Five provides detail of
the design implementation and testing, while Chapter Six discuss about the
organizational strategy. Finally, Chapter Seven presents the discussion and
conclusion on the overall system development.
6
CHAPTER II
LITERATURE REVIEW
2.1
Introduction
This chapter focuses on the literature review on the topic of this study. The
aim of this literature review is to acquire a greater understanding of the collaboration
system that have been implemented and are already in used. A detail and
comprehensive understanding on the topic of the research would help to ensure that
the project would be on the correct path towards realizing the research objective.
2.2
Project Management
A project is a temporary endeavor undertaken to accomplish a unique
purpose. Project normally involve several people performing interrelated activities,
and the main sponsor for the project is often interested in the effective use of
resources to complete the project in an efficient and timely manner.
The project management is the application of knowledge, skills, tools and
techniques to project activities in order to meet project requirements. Project
managers must not only strive to meet specific scope, time, cost and quality goals of
projects, they must also facilitate the entire process to meet the needs and
expectations of the people involve in or affected by project activities. Key elements
7
of the Project Management Framework include the project stakeholders, project
management knowledge areas, and project management tools and techniques.
Stakeholders are the people involved in or affected by project activities and
include the project sponsor, project team, support staff, customers, users, suppliers,
and even opponents to the project. People’s needs and expectations are important in
the beginning and throughout the life of a project.
2.3
Knowledge Resources
Knowledge is a body of understanding and skills that is constructed by
people. Knowledge is increased through interaction with information (typically from
other people).
Knowledge Resources is a multi-disciplined approach to achieving
organizational objectives by making best use of knowledge. It involves the design,
review and implementation of both social and technological processes to improve the
application of knowledge, in the collective interest of stakeholders.
Knowledge Resources the ability to find and translate experience, instinct and
values into knowledge that is documented and delivered throughout the organization,
which becomes then the basis for action. This approach leads to the key elements of
knowledge resources: people, content and technology. Applehans et al stress that
technology is only an “enabler” providing the technical infrastructure whereas only
people create knowledge.
8
People
Content
Technology
Figure 2.1: Knowledge Resources Architecture
2.3.1
Knowledge Resources Architecture
Technology: Knowledge Resources technology solutions provide
functionality to support knowledge-sharing, collaboration, workflow and documentmanagement across the enterprise and beyond into the extended enterprise. These
tools typically provide a secure central space where employees, customers, partners
and suppliers can exchange information, share knowledge and guide each other and
the organization to better decisions. The most popular form of Knowledge Resources
technology enablement is the knowledge-portal on the corporate intranet (and
extranets where customers, partners or suppliers are involved).
Processes: These include standard processes for knowledge-contribution,
content management (accepting content, maintaining quality, keeping content
current, deleting or archiving content that is obsolete), retrieval, membership on
communities of practice, implementation-projects based on knowledge-reuse,
methodology and standard formats to document best-practices and case studies. It is
important for processes to be as clear and simple as possible and well-understood by
employees across the organization.
9
People: The biggest challenge in Knowledge Resources is to ensure
participation by employees (and other members of the extended organization) in the
knowledge sharing, collaboration and re-use to achieve business results. In many
organizations, this requires changing traditional mindsets and organizational culture
from "knowledge-hoarding" to "knowledge-sharing" and creating an atmosphere of
trust. A key to success in Knowledge Resources is to provide people visibility,
recognition and credit as "experts" in their respective areas of specialization - while
leveraging their expertise for business success.
2.4
Collaboration
Collaboration can mean "people working together," or "people sharing
information”. The collaboration facility such as the forums, message board should
enables the creation of a shared team workspace and provides a channel for
communication. It should allows users who may be anywhere, in different countries
and time-zones to collaborate and work together to get projects going.
2.5
Computer Supported Cooperative Work
Computer-Supported Cooperative Work (CSCW) is the study of how people
work together using computer technology. Typical applications include email,
awareness and notification systems, video conferencing, chat systems, multi-player
games, and real-time shared applications (such as collaborative writing or drawing).
10
2.5.1 CSCW Dimensions
There are two dimensions that make up the CSCW domain:
a)
Time
x
Real Time - This is when communication occurs at the same time.
x
Asynchronous Time - This is when communication occurs at different
times.
b)
Place
x
Same Place - This is where people meet in the same room.
x
Different Place - This is where a meeting occurs where the
participants are in geographically distributed locations.
Currently, there is a trend to use computers for communication. Email and the
advent of the internet is sparking a new and recent explosion in the use of the
computer. Johansen (1984) stated that systems will be regarded primarily for
communication, not computation. Perhaps we are in the primary stages of a paradigm
shift, where the background of culture and tradition which guides the way people use
computers is changing.
2.5.2
Goals of CSCW
The goal of CSCW is to discover ways of using computer technology to
further enhance the group work process through support in the time and place
dimensions. The focus of the CSCW goal is the social interaction of people, and not
the technology itself.
11
2.5.2.1 Satisfying CSCW Goals
The following notions and technologies help to satisfy CSCW goals:
a)
WYSIWIS (What You See Is What I See)
This stands for What You See Is What I See. It is analogous to two people
each at their own homes watching the same television show at the same time.
Computer technology extends this concept and allows people to interact and
communicate in a WYSIWIS environment.
b)
Integration across different tasks
Integrating components of different tasks reduces the walls between
components of different applications and makes it seem like one large flexible tool.
c)
Personal Secretary
This is a process that sits in the background performing "secretary-like"
services for you. For example, the personal secretary would do things like stop
unnecessary interruptions while allowing important ones to reach you. The personal
secretary would also perform "while you were out" duties taking messages for you.
d)
Time Management
Groupware products that give you group calendar diaries and group project
schedules help managers as well as subordinates better manage their time.
e)
Multimedia
CSCW can take advantage of the graphics and sound capabilities to provide
more natural and life-like interfaces from which to collaborate with others.
f)
End User Program
This is concerned with making the system more personalizable to individual
users. The Groupware tool should be flexible enough so that it is user friendly to
change or modify the tool to suit the user's needs. Also, the user should be able to
change the tool depending on what type of collaboration they are engaged in. Several
12
other technologies and concepts contribute to satisfying CSCW goals. One of the
more recent tools is Virtual Reality technology which comes closest to making
people who are in geographically distributed locations feel like they are in the same
place.
2.6
Current / Existing System
The literature review is a critical look at the existing research that is
significant to the system that is carrying out. The literature review should provide the
context for the research by looking at the existing system has already been done in
the research area.
2.6.1
Stanhope and Bovis Lend Lease
Asite Collaboration was voted as "Top added Stanhope and Bovis Lend
Lease made measured savings of £231K on the landmark £20m 95 Queen Victoria
Street, EC4, project using collaboration software provided by Asite. The key
contributors to the savings were: more efficient processes for the review of drawings
and easier data storage and retrieval. The collaboration tool was voted as the top
"value-added" initiative that should be transferred to the next project.
Background
Work was completed on the 95 Queen Victoria Street in December 2002. It is
a striking, contemporary building, developed by Legal and General in the heart of the
City of London. The building is a virtual island: with roads straddling either side of
the plot and the circle and district line running along one side. The project used a best
practice partnering approach, involving trade contractors at an early stage of the
construction process. The trade contractors were able to easily review and comment
on designs using the project collaboration tool, resulting in fewer changes needed
13
further into the project.
Legal and General Property Limited was the client for the 95 Queen Victoria
Street project, Stanhope was the developer and Bovis Lend Lease the contractor.
Legal and General Property Ltd, part of Legal and General Investment
Management, are experienced central London property investors and developers with
over £600m invested in the city. Other current major projects include St Giles Court,
WC2, Fortress House, Saville Row, W1 and the Bucklersbury Complex, EC4.
Stanhope plc is a private company specialising in commercial and mixed use
developments within central London and the South East. The Stanhope team has
been involved in some of the most notable developments in London over the last 20
years.
Bovis Lend Lease ranks among the world's leading project and construction
management companies, supporting the needs of communities, governments,
commerce and industry on a local national and multinational level. With over 7500
employees in 93 offices worldwide, the company is constantly seeking to improve
management technique and practices that enhance client returns.
Stanhope and Bovis Lend Lease chose Asite to deliver web-based
collaboration software, primarily to improve communications. Other key objectives
were to achieve:
a)
Reduced project risk through productivity gains and improved
communications
b)
Provide everyone with access to the latest information
c)
Improve the speed of access to project drawings and documents
d)
Provide remote access to the content
e)
Reduce environmental impact by decreasing the amount of paper used
14
The Solution
The solution enabled authorised members of the Stanhope project team to
view, share and review project information simply by logging onto Asite.com. The
tool was managed by Asite and customised to Stanhope's requirements and specific
project processes. 57 companies were set up to use the collaboration tool, including
clients, tenants, design teams and over 40 trade contractors in both the UK and
Europe. In total there were 331 users and approximately half of these users received
training. The project team used the collaboration tool to manage all types of project
information, from drawings through to invoices - a total of over 6000 documents. All
drawings, produced in both AutoCAD and Microstation have been published to the
collaboration tool by both design teams and trade contractors.
Figure 2.2: Benefits of Collaboration
The Benefits
Savings through use of the project collaboration tool were measured and in
total, came to £231K. These were attributed to the following benefits:
15
a)
Easier data storage and retrieval (44% cost savings) - This was one of the
key benefits of using Asite Collaboration. As well as saving time finding documents,
it minimises the amount of rework needed and enables individuals to obtain access to
information to the level of detail which they need.
b)
Process efficiency savings (30% cost savings) - For example, drawing
approval times were reduced from an average of 20 days per drawing (Oct 2001 March/April 2002) to 9.2 days (May to July 2002) per drawing.
c)
Reduction in re-work and errors - It is clear which is the latest document
which reduces the risk of errors and re-work that is needed.
d)
Other cost savings - Costs of paper postage and couriers are also reduced.
Martin Long, Project Director, estimates that on a project the size of the Queen
Victoria Street project, £15,000 might be spent on courier costs. Although the exact
amount of paper was not formally benchmarked, "instead of finding hundreds of
filing cabinets in the site office, we would be lucky to find 10 of them!"
e)
Reduced project risk - Tim Varley, Associate Director, Legal and General
Property, views Asite Collaboration as good "insurance". By improving
communications, it reduces time and, therefore, the risk of project over-run, which
on a complex project, such as 95 Queen Victoria Street (95QVS) would be extremely
costly.
"The use of the collaboration tool made it quicker and easier for the team to
review and approve information. This was particularly important with a team that
was based throughout the UK and Europe."
Martin Long, Project Director, Stanhope
Asite Collaboration was voted as "Top added value tool to take to the next
project." Reduce environmental impact by decreasing the amount of paper used. 95
Queen Victoria Street project team.
16
"There is less rework as people use the right information, first time. There is
no argument as to whether a document is the latest, and the one which should be
used."
Paul Davey, Project Manager
Bovis Lend Lease
2.6.2 Davis Controls
e-Synergy unites the workplace and reveals the costs, inefficiencies and
redundancies hidden by the complexities of your business. e-Synergy's Web-based
collaboration platform unifies the people, processes and knowledge that matter most
to your business, creating an accurate, up-to-the-moment view of your organization's
personnel, finance, workflow, documents and asset information, enhancing
decision-making, analysis, scenario planning, and ongoing management across your
entire business.
Features:
a)
CRM - centralize every aspect of your business around your customers and
prospects.
b)
Document Management - constant business and knowledge retention across
your organization.
c)
HR Management - manage your personnel with security, roles and rules
based access.
d)
Project Management - seamlessly connect budgets, resources, documents
and tasks to projects.
e)
Reporting - real-time reporting and analysis for informed operational
decision making.
f)
Workflow - increase operational efficiency and replace manual, unsecured
processes.
g)
Wireless - anywhere, anytime access via a common Web-based browser
from desktops around the world.
17
Davis Controls, based in Oakville, Ontario, Canada, is a distributor,
representative and licensed assembler for International Manufacturers of
Instrumentation and Control Products, offering a range of products for the industrial
market. Founded in 1933, Davis employs 45 people in 7 offices working with over
30 suppliers to serve thousands of customers across Canada and the United States
through local sub-distributors and representatives.
In an organization such as Davis Controls, seamless communication and
information exchange with the entire value chain is crucial. In 2000, when the
company’s sales and distribution began to excel the organization started to take
another look at their internal business processes to insure they could meet
competitive pressures, one of which was customer service expectations. Davis
Controls was having difficulties wrapping their arms around their growth and
accelerated internal processes putting a real strain on their relationships with
customers, partners, suppliers and distributor. The company had kept their
information in separate silos, and frequently did not have instant access to their own
workplace information, leading to timely delays and poor communication.
Business Issue
Increased sales and distribution lead to the inability to provide a 24/7 service across
time zones as well as shift changes from a multiple-office environment.
Impact
Lack of immediate access to critical business information and inefficiencies within
the business for branch office staff and customers.
Solution
Exact e-Synergy provided Davis Controls with a Web-based Business Operations
System for their entire organization bringing together customers, suppliers and
employees onto one collaborative platform.
18
Results:
a)
Protected existing IT investments.
b)
Improved value chain communications for stronger customer relationships.
c)
Increased productivity with maximum cost savings throughout the
organization.
2.6.3
Odyssey Collaboration System
Referentia Systems, working with a coalition of Government Agencies and
Prime Contractors including DISA, US PACOM, and SAIC, developed an interactive
user training and support system for the Odyssey Collaboration System – part of the
Defense Information Systems Agency’s “Adaptive Course of Action” (ACOA)
software tools.
Situation:
Traditional planning processes for crisis response management require a
complex and challenging sequence of carefully coordinated communications
between agencies, personnel and planners. The ACOA project is intended to
improve communication and collaboration between geographically dispersed parties
and thus speed response time and increase efficiency in planning and execution of
joint operations. The Odyssey Collaboration System employs a “virtual room”
construct to provide multiple shared virtual spaces for collaborative use of military
planning communications and analysis tools.
Problem:
Because the Odyssey system offers new and previously unavailable
capabilities, its use represents a significant change in operating procedure for crisis
response planners. In order to be deployed and used successfully, the Odyssey tool
needs to include a built-in rapid orientation training and ongoing performance
support component.
19
Solution:
Referentia’s role was to create an integrated multimedia training system to be
delivered with the Odyssey system. The training system is designed to help facilitate
technology transition to the operational environment by providing “quick-start”
orientation and training to users of the system. Referentia is also currently working
on additional training modules for other ACOA components intended to provide
ongoing training and performance support to users of the system.
Result:
In addition to helping facilitate the adoption of ACOA technology, the
Referentia project has been used to highlight key ACOA concepts and benefits and
content from the learning system has been reused by the Government and contractors
to disseminate technical information about the ACOA program in an easy-tounderstand animated presentation format.
2.6.4
Perfection Bakeries Inc.
Perfection Bakeries, Inc. is a family-owned company headquartered in Fort
Wayne Indiana. It operates seven bakeries in three states producing bread and other
bakery products. Perfection's many brands are distributed throughout the United
States, with primary distribution in the Midwest. The company was founded in Fort
Wayne in 1901, by John B. Franke, as the Wayne Biscuit Company. President John
F. Popp is the grandson of the founder. Perfection Bakeries employs 1,500 people in
Indiana, Michigan, Illinois, Ohio and Kentucky, and operates two bakeries in
Coldwater, Michigan, and bakeries in Fort Wayne, Indiana, Jackson, Kalamazoo, and
Saginaw, Michigan, and Sidney, Ohio. Perfection Bakeries produces baked goods
including bread, buns, rolls, English muffins and donuts, and bread and muffin
mixes.
20
Business Need
To support the growing baked goods industry, Perfection Bakeries needed a
project management tool that allows them to share critical information with clients,
vendors, and team members. Perfection Bakeries had outgrown their existing method
of project management, which consisted of emails and spreadsheets. Perfection
Bakeries had the following requirements for a project management solution:
a)
Ability to post and review documents via the Internet
b)
Ability to track schedules appointments and to-do lists
c)
Ability to track project tasks and deliverables and assign them to team
members
d)
Ability to receive email alerts as team members updated tasks
e)
Ability to allow employees to request vacations online
f)
Ability to schedule conference rooms
g)
Ability to have flexible reporting
Above all, the interface had to be simple and intuitive to use.
Solution:
Pragmatic Office from Pragmatic Software Co., Inc., a web based project
collaboration extranet system, allows Perfection Bakeries to share documents and
enhance project communication on-line regardless of geographic location. Pragmatic
Office is online collaboration software that allows teams to collaborate more
effectively. It includes the ability share documents, track sales leads, clients and
vendors, allows teams to hold discussions, manage project deliverables and share
their calendars. Pragmatic Office is great for businesses whose teams are in different
offices, providing a central place to collaborate online.
“The Shared Documents feature allows us to share critical documents with
vendors, clients and our team members. The nicest thing about this is that we can
access this information anytime or anywhere using a web browser. Many times we
go to our clients site and bring the documents up right in their office. They are
21
always amazed at how easy this is”, explains Panchanan Datta, Chief Information
Officer of Perfection Bakeries.
“Pragmatic Office was a perfect fit for our company. The ease of use and
intuitive interface played a major role in our decision-making. Service after the sale
has been impressive. We are extremely pleased with Pragmatic Software’s support
team. They have been outstanding nd feature requests have been handled quickly”,
adds Mr. Datta.
2.7
Chapter Summary
This chapter of literature review, we would have a better understanding on
the problem statement and the research topic of the project. The concept and
functions of collaboration system had leads us to a better understanding in
developing a collaboration system. The existing Collaboration System provides
diverse capabilities and features to meet the requirements of the different
organizations. The most common features incorporated in the systems are document
management, content management, knowledge resources, information sharing and
project management. Its features include anytime, anywhere, and any place.
22
CHAPTER III
RESEARCH METHODOLOGY
3.1
Introduction
In this chapter, the research operational framework will be designed in order
to be adopted as a guideline for the whole system development process. The
methodology for system development will be determined and justified its selection.
Subjects or data sources for this study will then be identified, followed by the
instrumentation involved in the system development.
3.2
Project Methodology
The project methodology for this study is illustrated in the following Figure
3.1 on next page. The detailed steps involve in the system development are further
discussed under Section 3.3 Object-oriented System Development Process In Detail.
In the subsequent sections, the description on how the research of the proposed
system is going to be carried out will be presented. This includes the method, step or
procedure to be followed in each phase and the deliverables.
23
Research Proposal
Current System Analysis
Literature Review
Model Current System
System Development
Requirement Analysis
Design Phase
Implementation &
Report Writing
Figure 3.1: Project Methodology
3.2.1
Research Proposal
The research proposal is the initiation phase of conducting this study. Title
selection is made and the basic scope and objective of the study is being determined
at this stage. Once the proposal is being approved, the subsequent processes can be
carried ou,t which are current system analysis and literature review. These two
processes are parallel in order to achieve optimum time usage.
24
3.2.2 Current System Analysis
Firstly, before going on into detail about how the object-oriented system
development is going to be carried out, an understanding on the manual process of
the workflow should be carried out. This is achieved by conventional traditional
method: interview, questionnaire, observation, and collect relevant documentation. A
series of interview has been conducted to gain the understanding of the current
manual process with few employees of HAPM IT Sdn Bhd. Based on the
information gathered, the weaknesses and problem of the manual system are
identified and analyzed. Possible improvement to the manual system will be
identified and this forms the basis for proposing a new system, which is the system to
be developed in this project.
3.3
Model Current System
In order to develop a well-designed system, a systematic approach is needed.
This is where we need to determine which system development methodology to use.
After doing some research, the development methodology is determined to be based
on Object-Oriented Software Engineering (OOSE), a use-case driven approach
methodology introduced by Jacobson et al (Jacobson et al, 1992). This methodology
is referred to as a ‘use case driven methodology’, one in which use cases are
involved at all stages of development. These include analysis, design, validation and
testing.
The lifecycle consists of gathering the requirements of the system and
analysing them. At this stage, use cases are employed to help develop models which
give a greater understanding of the system. They define the way that the system will
function. The se models focus on the end-application rather than on how the system
will be implemented. At the construction stage, the models are further developed and
the full system is designed and implemented. The testing phase integrates the full
system together and verifies that the correct system has been constructed. When
integrating the system, use cases are integrated into the system one at a time.
25
In this study, the Unified Modeling Language (UML) notation will be used in
accordance with OOSE to produce standard and up-to-date system documentation.
The justification of OOSE over other object-oriented systems development
methodology includes use-case driven approach and its traceability over the entire
system development life cycle.
On the whole, UML encompasses following nine diagrams as illustrated below.
a)
Use-Case Diagram
A use-case diagram is a graph of actors a set of use cases enclosed by a
system boundary, communication associations between the actors and the use cases,
that generalization among the use cases. A use case is a description of a functionality
that the system provides.
b)
Class Diagram
A class diagram shows the static structure of classes in the system. The
classes represent the “things” that are handled in the system.
c)
Object Diagram
The object diagram is a variant of class diagram and uses almost identical
notation. The difference between the two is that an object diagram shows a number
of object instances of classes. Hence, an object diagram is an example of a class
diagram that shows a possible snapshot of the system’s execution.
d)
State Diagram
A state diagram is typically a complement to the description of a class. It
shows all the possible states that objects of the class can have, and which events
cause the states to change.
e)
Sequence Diagram
A sequence diagram shows a dynamic collaboration between a numbers of
objects. The diagram demonstrates a sequence of messages sent between the objects,
as well as the interaction between objects, something that will happen at one specific
26
point in the execution of the system.
f)
Collaboration Diagram
A collaboration diagram shows a dynamic collaboration, just like the
sequence diagram. In addition to shows the exchange of messages, it also shows the
objects and their relationships.
g)
Activity Diagram
An activity diagram shows a sequential flow of activities. The diagram
typically describes the activities performed in an operation, though it can also be
used to describe other activity flows, such as a use case or an interaction.
h)
Component Diagram
A component diagram shows the physical structure of the code in terms of
code components. A component can be a source code component, a binary
component, or an executable component.
i)
Deployment Diagram
The deployment diagram shows the physical architecture of the hardware and
software in the system.
3.3.1 System Development
OOSE is an approach to object-oriented analysis and design that centers on
understanding the ways in which a system is actually used. By organizing the
analysis and design models around sequences of user interaction and actual usage
scenarios, this method is able to produce system that are both more usable and more
robust, adapting more easily to changing usage (Bahrami, 1999). In this project,
UML is adopted in this approach as its language for specifying, constructing,
visualizing, and documenting the software system and its components.
27
3.3.2
Report Writing
Report writing is the last part of the study which does all the writing up
including the documentation of the system and user manual. This is an important
phase whereby all the result and discussion will be presented and concluded in the
deliverable of this phase.
3.3.3 OCS System Development Process In Detail
In this section, the detail step-by-step process of system development for this
project will be presented. These include the analysis phase, design phase and lastly,
the implementation phase.
3.3.4 OCS Requirement Analysis
The goal of the requirement analysis is to understand the domain of the
problem and the system’s responsibilities by understanding how the users will use
the system. The process of requirement analysis consists of the following steps:
a)
Identify the actors
The actors for the proposed collaboration system include: employees, consultants and
clients.
b)
Develop Use Case Diagram
Use-case diagram for the proposed system is constructed based on the
categories of user. This diagram will reflect what the user will do with the system
and what kind of information would they provide or obtain from the system.
c)
Develop Analysis Object Diagram
Based on the use-case diagram, objects that represent the tangible elements of
the business are identified. The deliverable is an analysis object diagram that is
consists of entity object, interface object and control object.
28
3.3.5
Detailed Design
The goal of the design is to elevate the model developed during analysis
phase into actual objects that can perform the required task. Generally, the design
phase process consists of:
a)
Identify implementation environment
To be able to adapt the design model to the actual implementation
environment, the actual technical constraints that the system should be built under
have to be identified.
b)
Develop Design Object Diagram
The analysis object identified during analysis phase will be translated into
design objects that fits the current implementation environment. These design objects
will later be implemented in the source code.
c)
Develop interaction diagram
The purpose of developing interaction diagram is to model how the object or
classes identified communicates with each other. For each use case created during
requirement analysis phase, at least a sequence diagram is develop to illustrate the
interaction occur between the objects of the system. Developing the sequence
diagram will also help the process of refining the design object diagram.
d)
Design Class
Based on the interaction diagram the class design can be done, as the
complete description of all external requirements of the class is known. The class
design process includes defining and designing the class’s attributes and methods
which can be extracted from the sequence diagram and analysis object diagram. In
addition, to further design the method of the class, state-chart diagram is used to
provide a simplified description that increases understanding of the class.
e)
Construct database design
In the database design process, object-relation mapping technique is applied
to map object or class identified in the class diagram.
29
3.4
Project Schedule
Project schedule is a detailed plan of major project phases milestones
activities tasks and the resources allocated to each task. Based on the proposed
system development methodology, a project schedule is planned as shown in the
Appendix E.
3.5
Chapter Summary
This chapter has described the operational framework that integrates the
system development methodology as a guideline to be followed for the whole study.
The Object Oriented Software Engineering methodology that will be used to design
and construct the proposed system. The recommended hardware and software
requirements are identified based on the technical requirements of the working
environment.
30
CHAPTER IV
ANALYSIS AND DESIGN
4.1
Introduction
This chapter focuses on the current system on how HAPM IT Sdn Bhd handle
and manage the OCS. First, the background of the current system scenario
presented, followed by the problems identified from the existing manual process and
lastly a proposal for solving the problem of the current management system is
presented. This includes the components in the OCS architecture and modules
available to the user. Based on the architecture, the requirement analysis and detailed
design of OCS are carried out.
4.2
Organizational Analysis
HAPM IT Sdn. Bhd. is one of the Malaysian company which focus on
business consultation related to Information Communication and Technology (ICT).
The company was founded in September 1999.
31
4.2.1
Organizational Structure
Executive Chairman
Software
Applications Division
Project Management &
Consulting Division
Business Development
Finance & HR
Figure 4.2: Organizational Structure
4.2.2
Functions
HR Department is to provide administrative support for management and
employees, and provide some counsel to management in appropriate personnel
actions. HR activities include interpreting policy and answering employee questions
or concerns regarding benefits and payroll, and also administering employee benefits
and insurance. Processing new hires and terminations, maintaining employee files,
tracking basic personnel data such as vacation and leave of absence and
administering a salary program. It also provides basic counsel to individual managers
and supervisors about performance related issues among their subordinates.
Screening and reference checking employment candidates.
The finance function encompasses the Controller’s Office, Payroll and Data
Processing. This department handles accounts receivable accounts payable,
accounting and financial reporting, treasury and cash management, debt
management, and payroll.
Project Management and Consulting Division provides a focused range of
project management solutions. It is comprised of professionals in Networking, Database
and Operations. This team provides the methodology, portfolio reporting, consulting, and
mentoring for project management services. To study existing IT infrastructure and map
new IT Infrastructure requirement against new applications proposed.
32
Software Applications Division supports the applications and peripheral
systems. This team is comprised of Application Development and Support and
Business Process Analysis. Study existing Business Applications and identify
strength and weaknesses. Identify new applications or integration of applications to
suit new business environment.
4.2.3
Core business
HAPM-IT and its principal consultants have been exposed in various projects
involving the latest utilisation of new generation of ICT and Intelligent Building
Systems (IBS) technologies such as PETRONAS Twin Towers Putrajaya Telekom
Headquarters University Malaysia Sarawak, Multi-Media University, Telekom Smart
School, Mukah Polytechnic and PETRONAS (Malaysia LNG Sdn Bhd).
4.2.4
Existing IS/IT systems
For HAPM IT, generally, the current system is still being carried out
manually and consumes a great deal of time and effort to get things done. The
document are kept physically. The hard copy documents can be illegible and
frequently have missing information or maybe unavailable at the time of user
encounter. It is also costly to maintain, store and retrieve. Staff is wasting their time
looking for information previously recorded.
Document is everywhere, whereby the document is not kept at one place. For
instance, some of the document or files are stored in the individual’s Personal
Computer or laptop. Even sometimes when we want the document, the document is
missing. Document version control is another issue. Employees at the different
location cannot be easily access to any document or files from their location such as
at project site-office or out-station.
33
4.2.5 Problem statement in the organizational context
Several problems are identified from the current processes, which can be described
as below:
Loss of document control, document is everywhere, whereby the document is
not kept at one place. Some of the document or files are stored in the individual’s PC
or laptop. Scattered resources can often lead to redundant work, reducing
productivity of employees and creating multiple versions of work. All documentation
is done manually. The document are kept physically, even sometimes when we want
the document, the document is missing. Internal communication problems whereby
verbally communications sometimes might lead to miscommunications and not
everybody will get the exact message.
4.3
Current Business Process and Data Model
Figure 4.3 describes the current manual process whereby personnel
documents are kept physically in cabinet. Paper documents are bulky, heavy,
perishable and high storage cost. The proposed system will reduces the storage space
and cost.
Figure 4.3: Current Manual Process Diagram
34
4.3.1
Entity-Relationship (ER) Diagram
The Entity-relationship (ER) diagram is another valuable modeling tool. It
describes the relationships between data stores. ER diagrams consist of two major
components, object types and relationships. Object types, shown by a rectangular
box, represent a collection of objects in the real world whose members play a role in
the system being developed, can be identified uniquely and can be described by one
or more facts (attributes or adjectives). Relationships, shown by diamond shaped
boxes, represent a set of connections or associations between object types. Arrows
are used to connect object types and relationships.
client
consultant
Project
document
Figure 4.4: Entity-Relationship Diagram for the current process.
Figure 4.4 shows that the Consultants in HAPM IT, would involve in many
projects. Therefore a lot of files or documents need to be retrieved by them. The
clients from any of the project involves would also need to retrieve all of the project
information (documents). Any project would consist of client, consultants and as
well as documents.
35
4.4
User Requirements
Requirements gathering is the cornerstone of any software development
project, to be successful. A user requirement is explained, including the terms of
functional, non-functional, and design objectives.
a)
Functional requirements - are what we want a system to do.
b)
Non-functional requirements - are restrictions on the types of solutions that
will meet the functional requirements.
c)
Design objectives - are the guides to use in selecting a solution.
The following user requirements are required for OCS system:
Table 4.1: User Access Privilege
User Roles
Administrator
Functionality
Operation
Latest News
System Administrator to manage
Files Library
all the modules.
Bookmark
Resource Manager
Administrators to create groups of
Task Manager
users
My Profile
access levels. The system can
User and Group
further drill down to security
System Setup
Instant Messaging
Memo
Email
Forums
Address Book
Notepad
Send Notification (via email)
with
specified
security
access level by a specific user.
To approve the operation which
has been requested by users.
36
Table 4.1: User Access Privilege (continued)
User Roles
Consultant
Functionality
Operation
Latest News
Able to view edit add delete
Files Library
search.
Bookmark
Resource Manager
Task Manager
My Profile
User and Group
Instant Messaging
Memo
Email
Forums
Address Book
Notepad
Send Notification (via email)
Client
Latest News
View only
Files Library
View only
Bookmark
View only
User and Group
View only
Instant Messaging
Able to use all of these modules
Memo
Email
Forums
Address Book
Send Notification (via email)
Notepad
(collaboration)
37
4.5
OCS Requirement Analysis and Design
By using an object-oriented use-case driven methodology, the requirement
analysis and design of OCS are conducted. This section will present about the
process and deliverables of OCS requirement analysis and design phase using
Unified Modeling Language (UML) notation.
4.5.1 OCS Requirement Analysis Phase
The main objective of the analysis is to capture the requirements of the
system and what the system must do to satisfy the users’ requirements of the system.
By using the information and data-gathered through the interview with the
employees of HAPM IT and some documents provided by them, the analysis process
is conducted according to the use-case driven object-oriented analysis which
describes the system from the users’ perspective.
4.5.1.1 Actor Identification
An actor is anything that interacts with the system. In the system, four types
of actors have been identified, which are the consultant and client of the HAPM IT.
4.5.1.2 Use-case Diagram Modeling
In this section, use-case diagram for each of the module constructed. The
use-cases represent how the actors will use the system to achieve their tasks, thus
providing a general overview of the system functionality. The following figure
shows several use-cases designed for OCS. Figure 4.5 shows the use-case diagram of
OCS.
38
Manage Document
«extends»
Consultant
Produce Document
Login
Client
View Project
Document
Figure 4.5: Use-Case Diagram of Office Collaboration System
39
Login
View
Add
Edit
Delete
Consultant
Search
Send Notification
To Do Appoinments
To Do Tasks
To Set Events
Figure 4.6: Use Case Diagram for consultant
Table 4.2: Description of the Use Case Diagram for consultant
User
Consultant
Functionality
Description
Login
To log into the system
View
To view the modules
Add
To add the modules
Edit
To edit the modules
Delete
To delete the modules
Search
To search the modules
Send Notification
To send notification via email in the files library
module
To Do Appointments
To Do Appointments in the calendaring scheduler
module
To Do Tasks
To Do Tasks in the calendaring scheduler module
To Set Events
To set events in the calendaring scheduler module
40
4.5.1.3 Interaction Diagram Modeling
Interaction diagram is about designing the use cases which were described in
the requirement analysis phase. For each use case, a sequence diagram is drawn to
model the interaction occur between objects participating in that use case. The
interaction takes place as the objects send messages to each other. These messages
are actually the method of the object. So, the main purpose of the use case design is
thus to define the method of the object, so that it can be used in class design later.
Top Package::Actor1
Top Package::Actor2
actor
Login Interface
Login validation
Even logger
Top Package::Actor3
:log
name & password
enter
validation
get user info
log user
validate
send log entry
user is invalid
Figure 4.7: Sequence Diagram for login use-case.
:user database
41
4.5.1.4 Class Design
The class design involves defining attributes and methods for each class of
the design object diagram. This can be done by referring to the interaction diagram
developed in the previous section. Through the use case design, we have implicitly
specified the class method. Hence, by taking all interaction diagrams where a class
participated and extracting all the operations defined for that class, we will have a
complete picture of the requirements of a class.
Figure 4.8: Class Diagram for login
4.6
Physical Design
Developing Physical Design will look into the databases and there many uses
and how to make better use of the databases. How to use the databases for storing
transactions and generate reports.
42
4.6.1
Database Design
A centralized database system using relational database schema is required
for the consistent management of OCS system. OCS database is consists of 62 tables
which store all the data provided by its user. All data can be retrieved when user
want to make modifications and updated when user commit to save the changes
made. The database consists of 62 tables as shown in table 4.3.
Table 4.3: Database – Description of Tables
No.
Table Name
Table Description
1
Groups
2
GroupsACLUsers
3
GroupsACLGroups
4
Users
5
UsersLogin
To manage users and groups to login into the
6
UsersGroups
system
7
UsersLoginSetup
8
UsersACLUsers
9
UsersACLGroups
10
SystemSetup
11
SystemSetupMemoStorage
System Administrator to manage the Setup
12
SystemSetupEmailStorage
module where the basic settings for the
13
SystemSetupACLUsers
system are located.
14
SystemSetupACLGroups
15
SystemProperties
16
Resource
17
ResourceToDo
To manage monitor and schedule company
18
ResourceEvents
resources throughout their organization
19
ResourceAppt
20
ResourceAccess
21
ResourceACLUsers
22
ResourceACLGroups
To create and manage users in the group
43
Table 4.3: Database – Description of Tables (continued)
No.
Table Name
Table Description
23
PersonalStatus
24
PersonalNews
To enable users to personalize their OCS
25
PersonalMemo
desktop with relevant information based on
26
PersonalHome
their working style and work-related needs
27
PersonalForum
28
PersonalCalendarWeek
29
PersonalACLUsers
30
PersonalACLGroups
31
Notepad
32
News
33
NewsACLUsers
To manage dynamic publishing of content
34
NewsACLGroups
(News)
35
NewsProperties
36
NewsUsersAccess
37
memo
38
memoPreferences
To manage all internal memos where all
39
memoFolder
individual users can create and manage their
40
memoACLUsers
own memo messages
41
memoACLGroups
42
Library
43
LibraryUsers
The management of documents (folders and
44
LibrarySubFoldersUsers
files)
45
LibrarySubFoldersGroups
46
LibrarySubFolders
47
LibraryGroups
48
LibraryFoldersUsers
49
LibraryFoldersGroups
50
LibraryFolders
51
LibraryFiles
52
LibraryACLUsers
53
LibraryACLGroups
To manage users to take quick notes
44
Table 4.3: Database – Description of Tables (continued)
No.
Table Name
54
Forums
55
ForumsUsers
To manage sharing information over the web
56
ForumsGroups
through a bulletin board feature
57
ForumsSubcription
58
ForumsResponses
59
ForumsTopics
60
ForumsACLUsers
61
ForumsACLGroups
62
ForumsUsersReadUnread
4.6.2
Table Description
Interface Chart
4.6.2.1 User Interface Chart
User interface is the intermediary between the user and OCS. The main goal
of a user interface is to display and obtain needed information in an accessible and
efficient manner. Basically, the user interface can be composed of text, graphic, and
control objects such as button, drop-down list, list box, checkbox and radio button.
The uses of these control objects enable the user to interact with the system in order
to get required information. Figure 4.9 shows the OCS homepage user interfaces.
45
Figure 4.9: Overall hierarchy of homepage user interface of OCS
Figure 4.9: Overall hierarchy of homepage user interface of OCS (continued)
46
Latest News
The Latest News module allows dynamic publishing of content. The Latest
News module allows dynamic publishing of content. This involves:
a)
Front Page News
b)
Headline News
c)
General News
Front-page news is displayed before login to the system. Once successfully
logged in, the Headline News appears.
File Library
The Files Library module refers to the management of documents in OCS.
This library allows users to collaborate and share documents online. It is also an
excellent storage area and as with all other features in OCS, the File Library is totally
protected from unauthorised access. Documents can be shared only be available for
those who have access to the folder only.
Bookmarks
The Bookmarks module allows creating, sharing and managing the URL
links. For any websites out there which is of any value can be made a reference here.
Shared bookmarks provide a common ground for information within the
organization.
My Profile
My Profile module allows individual users to manage their own information.
User and Group Directory
The User and Group Directory module allows creating users and managing
users.
47
System Setup
The System Administrator usually manages the Setup module where the basic
settings for the system are located.
Memo
The Memo module manages all internal memos where all individual users
can create and manage their own memo messages. The memo feature in OCS is an
excellent way to leave short messages. OCS uses the memo system extensively to
communicate with the users.
Email
The Email module is an email client built in to enhance the use of the intranet
application. The Email module is an email client that allows the user to check from
multiple POP3 email accounts. It works pretty much the same way as with all other
common web based email clients.
4.6.3
Detailed Modules/Features
This topic contains a brief overview of the OCS features. OCS has many
collaborative features such as file sharing, discussion forums and calendar and
appointment management and others.
48
4.6.3.1 OCS Key Components
Basically, OCS is composed from five key components, which includes
Interactive and Collaborative Communication, Knowledge Assets and Document,
Content Management and Workflow Automation. These components are the
backbone of the functioning OCS. Figure 4.10 illustrates the components of the OCS.
Figure 4.10: Key Components of Office Collaboration System
COLLABORATION
Email, Memo, Address Book
Forums, Calendaring scheduler
Instant Messaging, Notepad,
Resource Management, Task
Manager (To-Do Tasks,
Appointments, Events)
Figure 4.11: Features of the OCS
49
Interactive &
Collaborative
Communication
user
Security Level
user
• Instant Messaging
• Memo
• Email
• Forums
• Address Book
• Notepad
Knowledge Assets
& Document
Content
Management
• Files Library
(Document)
• Rich Text Editor
(News)
• DBMS Support
• Centralised
Database Repository
• Search Engine
• Bookmarks
•Multiple File
Attachments
• Multi-level Security
Individual Access
user
• Document
Versioning Control
• Multiple Content
Author
Workflow
Automation
• Reminders
• Calendaring
Scheduler
• Task Manager
• Resource
Management
• Content
Notification (via
email)
Figure 4.12: Components and Features of the OCS
4.6.3.2 Features
a)
Interactive and Collaborative Communication
Poor collaboration can often hamper efforts to follow-up on leads and close
new business deals, impeding revenue growth. With the interactive and collaborative
communication tools, information can be rapidly and effectively deployed to a
dispersed group of employees, partners and customers, eliminating the traditional
communication barriers, while bringing about extensive cost savings along with
increased sales.
The interactive and collaborative communication features include:
a)
Office Memos
b)
E-Mailing
c)
Instant Messaging (Internal)
d)
Notepad
e)
Forums
f)
Address Book
50
The forums feature in OCS allows to easily share information over the web
through a bulletin board feature. Multiple forums can be structured with folders and
access level controls to allow easier administration.
The Address Book module is used to store and share all business contacts or
business cards information. All the contacts can be stored in a single location and
retrieved in an instant. Records in the address book module can be used in the Email
module as the email address book. Address Book are able to create address groups to
facilitate sending of group emails and Import Address Book function from the
Microsoft Outlook and Outlook Express applications.
OCS has a built in Instant Messenger module is similar to a chat or common
messaging system. Users are able to send instant messages to other users (both online
and offline) via OCS. The recipient would be able to receive and be notified of the
arrival of the message instantly.
Figure 4.13: Interactive and Collaboration Communication
51
b)
Knowledge Assets and Document
Information is only valuable when it is up to date, relevant, and usable.
Scattered resources can often lead to redundant work, reducing productivity of
employees and creating multiple versions of work. An effective document
management system, therefore, is key to impart meaning structure, and accessibility
to an organization’s knowledge bank.
The knowledge assets features allow the automation of document
management, replacing manual paperwork with electronic filing and documentation.
Besides allowing documents and information to be updated instantaneously, OCS
also enables key information to be accessed quickly and in real-time regardless of the
location of employees, saving time, costs, and allowing for greater efficiency.
An integral necessity to the whole system, OCS administration and security
architecture enables access for individual users to be easily defined to allow or
restrict information.
The knowledge assets and document management features of OCS comprise:
a)
Files Library (Document)
b)
Search Engine
c)
Bookmarks
d)
Multiple File Attachments
e)
Database Management System Support
f)
Multi-Level Security Individual Access
Figure 4.14: Knowledge Assets and Document
52
c)
Content Management
With the content management features of OCS, businesses can easily
disseminate and update corporate news and policies. The user friendly, built-in web
publishing tool allows even novice users without HTML programming skills to
publish articles directly unto the Intranet. When creating news and articles, users can
target specific individuals or groups within the Intranet system to deliver and “push”
relevant information to the correct set of users.
OCS’s content management features encompass:
a)
Rich Text Editor (WYSIWYG HTML Editor)
b)
Centralized Database Repository
c)
Document Versioning Control
d)
New Content Notification (via email)
e)
Multiple Content Authors
Figure 4.15: Content Management
53
d)
Workflow Automation
The workflow automation features of OCS enable users to collaborate in real-
time with tools such as Task Manager and Group Calendaring Scheduler. These tools
enable employees to schedule and assign public or personalized tasks, appointments
and events to groups and individuals within the Intranet system, resulting in better
organization of time and schedule. The workflow automation features of OCS
empowers project teams to work across and beyond the enterprise, allowing
dispersed, cross-functional teams to quickly establish collaborative workspaces,
brainstorm ideas, share information, manage processes and, ultimately, meet
deadlines, all in real-time.
Some of the workflow automation features of OCS are as follows:
a)
Task Manager (To-Do Tasks, Appointments, Events)
b)
Reminders
c)
Calendaring Scheduler
d)
Resource Management
OCS has a calendar system. It is most useful to collaborate with other users in
the system. The calendar allows to schedule an appointment with others using the
system, add a To-Do task to our self or our peers and schedule an event. The
Resource Manager allows companies to manage, monitor and schedule company
resources throughout the organization. To Dos and task assignments can now be
managed, categorized, monitored and tracked using the Task Manager. The Notepad
Module allows users to take quick notes and save them into their personal page as
and when they need to.
54
Workflow
Automation
Reminders
Calendaring
Bookmark
Scheduler
Resource
Management
Task
Manager
View
All
View
To-Do Tasks
View
Completed
Add
Events
View
Today
Edit
Add To Do
Task
Delete
View
Appointments
Add
Edit
Delete
Delete
Task
Figure 4.16: Workflow Automation
4.6.4
System Architecture (Physical Design)
System architecture defines the physical configuration of the components that
perform the functionality described in the logical architecture. To deploy the
reference implementation for the system purposes, its need to configure physical
resources. OCS needs client resources to show how the end user works with OCS,
and server resources to respond to the end user's actions. As well as the server
resources need to host at the Web site.
55
4.6.4.1 OCS Architecture
The system is built upon the JavaServer Pages(JSP) and Java Servlets
technologies. JavaServer Pages allows Web and application designers and developers
to create information-rich and dynamic Web pages. JSP uses XML-like tags and Java
code to generate page content.
Core application logic resides in server-side resources such as JavaBeans or
Servlets that JSP pages can use. JSP is an extension of the Java Servlet technology,
which is platform-independent. JSP and Servlets require no platform-specific coding
since they are Java components, thus, allowing the developer to 'Write Once, Run
Anywhere. Figure 4.17 illustrates the architecture of the OCS.
Database
Internet
Figure 4.17: OCS Architecture
56
4.7
Hardware and Software Requirements
Generally, the instrumentation involves in developing the system can be
divided into two types: hardware and software. The hardware instrumentation
involves in this study refers to the minimum hardware requirements of developing
designing and implementation of the proposed system. Basically, as the proposed
system is designed to be functioning in the web environment the hardware involved
can be further divide into the hardware requirement for the server and the hardware
requirement for the client.
Hardware and software requirements for this study are as follow:
Supported Application Server and Web Server
x
IIS v4 or above
Database
x
MySQL Server
Supported Operating Systems
x
Windows 95/98
x
Windows NT 4.0 (Service pack 3 or later)
x
Windows 2000
Required Software
x
Java 2 Runtime Environment (J2RE) v 1.3 or above
Hardware
Minimum System Specifications:
x
Intel Pentium III Xeon 1.0GHz (1MB L2 Cache)
x
1024MB SDRAM ECC Memory
x
Integrated Dual Ultra2 Wide SCSI-3 Controller
x
1 x 40GB SCSI HDD
57
4.8
Test Plan
Testing is a crucial part of any system development and implementation. It is
there to ensure that all components of the system are reliable and robust, and that the
system delivered matches the user's requirements. Testing does not guarantee that a
system has no errors. A comprehensive testing process will however, reduce the
probability of errors occurring during system use. Also, the more comprehensive the
test plan, the earlier errors are detected. Therefore, the establishment of and
adherence to an extensive test process will go a long way towards ensuring the
quality of the produced system.
Testing Objectives
Testing Plan shall supports the following objectives:
a)
Identify existing project information and the software components that should
be tested.
b)
List the recommended test requirements.
c)
Identify the required environment, resources and provide an estimate of the
test efforts.
d)
Recommend and describe the testing strategies to be employed.
e)
List the deliverable elements of the test activities.
Testing Scope
The testing scope for the OCS are identified as follows:
a)
Covers the integration and system tests on the OCS.
b)
Assumption that unit testing already tested by the application development
team.
c)
Testing all requirements of the OCS as defined in the Software Requirement
Specification (SRS).
58
4.9
Chapter Summary
This chapter has analyzed and discussed about the current manual process of
documentation in HAPM IT Sdn Bhd. Several problems have been identified and
based on the analysis ,a web-based system is proposed to increase the efficiency of
the current process and provide value-added service to the entire organization. It also
described the OCS architecture, components and modules. Based on the architecture,
the requirement analysis and detailed design of OCS are conducted. In next chapter,
the implementation of OCS based on these designs will be discussed.
59
CHAPTER V
DESIGN IMPLEMENTATION AND TESTING
5.1
Introduction
Implementation involves transforming the analysis and design model of OCS
into executable form. In this chapter, based on the analysis and design model, the
implementation, that is the source code of OCS modules have been discussed. The
testing strategies adopted in the development of OCS include input, output and
usability testing. Some of these testing procedures, such as program testing and
input/output testing are carried out from time to time so that any error or mistakes
can be corrected earlier.
5.2
Coding Approach
JavaServer Pages (JSP) technology provides a simplified, fast way to create
dynamic web content. JSP technology enables rapid development of web-based
applications that are server- and platform-independent.
60
5.2.1
JSP Technology in the J2EE Platform
In Java 2 Platform, Enterprise Edition (J2EE) JSP technology has simplified
the page and extension development models with the introduction of a simple
expression language, tag files, and a simpler tag extension API (Application Program
Interface), among other features. This makes it easier to build pages based on JSP
technology.
5.2.2
Benefits for Developers
a)
Use JSP technology without having to learn the Java language
Anyone can use JSP technology without learning how to write Java scriplets.
Although scriptlets are no longer required to generate dynamic content, they are still
supported to provide backward compatibility.
b)
Extend the JSP language
Java tag library developers and designers can extend the JSP language with
"simple tag handlers" which utilize a new, much simpler and cleaner, tag extension
API. This spurs the growing number of pluggable, reusable tag libraries available,
which in turn reduces the amount of code needed to write powerful Web
applications.
c)
Easily write and maintain pages
The JavaServer Pages Standard Tag Library (JSTL) expression language is
now integrated into JSP technology and has been upgraded to support functions. The
expression language can now be used instead of scriptlet expressions.
61
5.2.3
JSP Technology and Java Servlets
JSP technology uses XML-like tags that encapsulate the logic that generates
the content for the page. The application logic can reside in server-based resources
(such as JavaBeans component architecture) that the page accesses with these tags.
Any and all formatting (HTML or XML) tags are passed directly back to the
response page. By separating the page logic from its design and display and
supporting a reusable component-based design, JSP technology makes it faster and
easier than ever to build Web-based applications.
JavaServer Pages technology is an extension of the Java Servlet technology.
Servlets are platform-independent, server-side modules that fit seamlessly into a Web
server framework and can be used to extend the capabilities of a Web server with
minimal overhead, maintenance, and support. Unlike other scripting languages,
servlets involve no platform-specific consideration or modifications, they are
application components that are downloaded, on demand, to the part of the system
that needs them. Together, JSP technology and servlets provide an attractive
alternative to other types of dynamic Web scripting or programming by offering:
platform independence, enhanced performance, separation of logic from display,
ease of administration, extensibility into the enterprise, and, most importantly, ease
of use.
Today servlets are a popular choice for building interactive Web applications.
Third-party servlet containers are available for Apache Web Server, Microsoft IIS,
and others. Servlet containers are usually a component of Web and application
servers, such as BEA WebLogic Application Server, IBM WebSphere, Sun Java
System Web Server, Sun Java System Application Server, and others.
62
5.2.4
Login Module
This Login submodule controls the login process of member or administrator
trying to access certain restricted area of OCS services. Class Login Panel is a user
interface that will display a form consists of login name and password for user to
enter. This features required users to login into the system with valid ID and
password.
Values entered in the login panel class will send a request to UserValidator
class upon being submit, which will check OCS database for matching username and
password. Table 5.1 shows the code extraction of validating username and password
of member. If the username and password match one the entries in the database, then
the login process is successful and user are being redirected to the member panel.
Table 5.1: Login codes
<th align="right">Username:</th>
<td align="left"><input type="text" name="j_username"></td>
</tr>
<tr>
<th align="right">Password:</th>
<td align="left"><input type="password" name="j_password"></td>
</tr>
<tr>
<td align="right"><input type="submit" value="Log In"></td>
<td align="left"><input type="reset"></td>
Figure 5.1: Login Interface
63
5.3
Test Result/System Evaluation
The results of the Test process are the following deliverables:
a)
Test Logs
The Test Log shall be used to record and report test results and testing status
by the system owner.
b)
Test Evaluation Summary Report
The Test Evaluation Summary organizes and presents a summary analysis of
the test results and key measures of test for review and assessment.
5.3.1
Testing Types
The testing types are the Functional Testing, User Interface Testing and
Security and Access Control Testing.
a)
Functional Testing - focus on any requirements for test that can be traced
directly to business functions and business rules.
b)
User Interface Testing (UIT) – verifies a user’s interaction with the
software. The goal of UI testing is to ensure that the User Interface provides the user
with the appropriate access and navigation through the functions.
c)
Security and Access Control Testing – focus on the application-level
security and system-level security. Application-level security, including access to the
data or business functions. System-level security, including logging into or remote
access to the system.
64
5.4
Test Level
There will generally be two levels of testing for a system. Each level will
concentrate on testing particular areas of the system.
The levels are:
a)
System Testing
b)
User Acceptance Testing
5.4.1 System testing
System testing is testing of the system as a whole. Many types of testing
cannot be performed until this level, e.g., performance testing. This is also the last
level of testing performed before the system goes to the client. Therefore, the system
test needs to be very comprehensive and exacting. System testing is the most formal
testing process undertaken by the development team.
System testing covers testing of the OCS i.e., testing the system
availability and integration of Web and SQL servers. This is to ensure that the
system is able to communicate between the servers to ensure that the OCS
operates effectively. The administrator and users further test the system during
pilot testing. Detailed testing will ensure the system's stability before installation
for production usage.
a)
Security testing is conducted by login as user and admin to verify the
features enabled of each users.
b)
Integration testing is conducted to verify integration between modules
which has been created. The testing also verifies the modules dependability on
each other.
c)
Component testing is conducted to verify the text fields in the interface.
The users input and displayed outputs are tested to avoid any error occurrence,
which ensures error free systems.
65
5.4.2 User Acceptance Testing (UAT)
The acceptance testing process will cover many of the areas that system
testing covers. Acceptance testing is developed and performed by the users of the
system. It is important because it is what they base their final acceptance of the
system upon. The purpose of the test is to ensure that the system meets the users'
requirements, not how well it meets the specifications. When all the testing has been
accepted, the Acceptance Test form is prepared and sign by User Representative.
5.5
OCS Usability Testing
For usability testing 12 users have been approached to try and test the
implemented system. As there are two different types of actors for this system
(consultant and system administrator), the users are requested to assume the two
roles separately so that each of the functionality available for different actor can be
tested. For each role, a usability or acceptance questionnaire is prepared and
distributed for the users to evaluate the system. These questionnaires are included in
the Appendix A. The following table shows the rating scale used in these
questionnaires.
Table 5.2: Rating scale for usability questionnaire
Rating
Very Poor
Poor
Moderate
Good
Very Good
Score
1
2
3
4
5
66
Basically the questions in questionnaires are divided into few categories, which
include:
a)
b)
c)
d)
User interface
x
Overall user interface design
x
Multimedia contents presentation
x
Consistency
Usability
x
Overall user friendliness
x
Ease of use
x
Understanding of using the system
x
Help function
System response
x
Response time
x
Response accordingly
Security
x
e)
Security design
Overall satisfaction
x
Guide flow for obtaining information
x
Overall satisfaction of using the system
To further analyze the evaluation result, Table 5.3 computes the average
mean value for each usability criteria in the questionnaires while the result is again
plotted on a bar graph as in Figure 5.2 for graphical representation purpose. Figure
5.2 shows that system usability achieved the lowest score of 3.43 while the overall
satisfaction gave the highest score of 4.37. Besides, it also shows that the average
mean score of usability criteria of OCS is in the range from 3.40 to 4.40, indicating
the average score for the usability testing is moderate good.
67
Table 5.3: Average mean value of usability criteria for OCS
Usability Criteria
Mean
User interface
4.21
Usability
3.43
Usefulness
3.83
System response
4.25
Security
4.0
Overall satisfaction
4.37
Average score of Usability Testing
4.5
4.25
4.21
3.83
4
4.37
4
3.43
3.5
Rating
3
2.5
2
1.5
1
0.5
0
User
Interface
Usability
Usefulness
System
response
Security
Overall
satisfaction
Usability Criteria
Figure 5.2: Average mean score of usability criteria for OCS
68
5.6
OCS functionality Testing
Functionality testing is the process of verifying whether a system meets its
design and functional specifications. In the process, functionality testing can identify
potential product bugs, and once those bugs are eliminated, functionality testing can
verify that the fixes were successful and within the applicable standards.
Table 5.4: User Acceptance Test Documents
Test Case
Functionalities
Test Results
(¥ / X)
Click OCS short cut icon
Able to view OCS homepage
¥
Able to login
¥
in the desktop
In the User Name and
Password text box enter
your Windows logon
Name and Password.
Click OK
News
Able to:
View
¥
Add
¥
Edit
¥
Delete
¥
Search
¥
Able to create:
Folder
¥
File
¥
b) Able to:
Files Library
View
Add
¥
Edit
¥
Delete
¥
Search
¥
¥
Remarks
69
Table 5.4: User Acceptance Test Documents (continued)
Test Case
Functionalities
Test Results
(¥ / X)
.
Resource Manager
Able to:
View
¥
Add
¥
Edit
¥
Delete
¥
.
.
Task Manager
Able to:
View
¥
Add
¥
Edit
¥
Delete
¥
Search
¥
.
.
My Profile
Able to:
View
¥
Add
¥
Edit
¥
Delete
¥
Search
¥
.
.
User and Group
Directory
Able to:
View
¥
Add
¥
Edit
¥
Delete
¥
Search
¥
Able to send message
¥
.
.
Instant Messaging
Remarks
70
Table 5.4: User Acceptance Test Documents (continued)
Test Case
Functionalities
Test Results
Remarks
(¥ / X)
.
.
Memo
Able to:
Retrieve Inbox
¥
Compose
¥
Delete
¥
Create New Folder
¥
.
.
Email
Able to:
Retrieve Inbox
¥
Compose
¥
Delete
¥
Create New Folder
¥
Address Book
Able to search
¥
Notepad
Able to:
.
.
.
.
View
¥
Add
¥
Edit
¥
Delete
¥
Table 5.5: Test User Role for System Administrator
Test Case
Functionalities
Test Results
(¥ / X)
System Setup
Able to:
Create User
¥
Create Group
¥
Edit all modules
¥
Check roles
¥
Approve
¥
Remarks
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5.7
User Manual for Administration
The user manual is important for users’ review since they will be the ones
managing the system after implementation. The manual created has to be user
friendly and simple for review and system management purposes. System
administrator is responsible to maintain overall operation of the system.
5.7.1 Installation procedure
Minimum System Requirements
Intel Pentium II 350mhz
128MB RAM
1 GB Hard Disk Space
Microsoft Internet Explorer 5 or above
Netscape 4.5 or above
Supported Operating System
Windows 9x
Windows NT 4.0 (Service Pack 3 or later)
Windows 2000
Before installing OCS please read the following potential problems carefully:
a)
Possible Conflict with existing web servers running at port 8080 during
installation
No Web server must be running on port 8080 at the time of installation and
after. If you have an existing Web server such as Internet Information Server (IIS)
running, please disable it. Need to uninstall or disable automatic startup of the
existing Web server. The default installation of OCS will install Apache Tomcat,
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which includes a Web server.
b)
Clean SQL Install
Please uninstall any mySQL databases. OCS installation will install the
mySQL database.
c)
SMTP and POP3 Settings
In order to use the Email client module in OCS, you will need access to an
SMTP and POP3 server. Please ensure that you have the settings for your POP3
email account ready.
d)
Java Runtime Environment
OCS requires a Java 2 Runtime Environment, and the setup will install JRE 1.3.
5.7.2
Testing OCS Installation
a)
Launch 'MySQL' database application
First double-click on the MySQL Startup shortcut and it will start
MySQL, and an icon (traffic lights) will appear on the system tray at the bottom
right hand corner of the screen.
Right click on the traffic lights icon to select 'Start Server Standalone'.
73
b)
Launch 'Tomcat' Application/Web Server
Next double click on the Tomcat Startup short icon on the desktop to
launch Tomcat startup screen, which is our JSP/Servlet Web server. A successful
startup of Tomcat will display the following message: 'OCS started - Please do not
close this window'.
5.7.3
Logging In For The First Time
Use the system administrator to login into the system. Use the following
default information:
Username: admin
Password: admin.
Note: You are required to change your password the first time you login.
74
5.7.4
Changing Password
My Profile module allows individual users to manage personal information
and change password. Right now if user logged in as admin and would like to change
the password, click on My Profile.
5.7.5 Editing My Profile
Click on the Edit button to make changes to your profile. The following
screen shows the Edit My Profile template.
75
Note:
a)
Changes can be made to all the fields, EXCEPT to the ”First Name” and the
“Last Name” fields.
b)
The password may also be changed here. Just type in the new password and
verify. Save and then log off from the system. Then, log in with the new
password. Clicking on the Save button located below would save any changes made
to the My Profile template. Click on the Cancel button to return to the previous
screen.
5.7.6 Creating First User
In order to use OCS effectively, need to add users into the system. The
following describes the steps required to add users into the system.
5.7.6.1 Grouping Users
Creating a group allows to control and manage access to the system. All users
belonging to a particular group would have access to features or information allowed
in the group only.
5.7.6.2 Creating A User Group
a)
Click on User and Group Directory.
76
b)
Go to the 'Group' Menu
a)
Click on the Add button to add a new group. Required to fill in 'Group
Name'.
b)
Assign what you allow users in this group to do by 'checking' the appropriate
check boxes.
c)
Click on the Add button to add the new group or the Cancel button to go
back to the previous screen.
5.7.6.3 To Add A User
a)
Click on the User button.
b)
Click on the Add button to add a new user. You will have to enter the
following information:
The required fields:
First Name
User’s first name.
Last Name
User’s surname or family name.
E-Mail
User’s email address.
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Username
Type in a username for the user to access to the system.
Note: The username 'admin' is a system username and therefore cannot be edited,
added or deleted.
Password
Default password assigned by the Administrator. The user may log in and change the
password later on.
Verify Password
Type in the password again to verify.
c)
Select the group(s) of which the user belongs to.
d)
Scroll down to the bottom of the screen and click on 'Add' when done.
Important: If you want this user to have more access rights that the group he/she
belongs to, you can do the following:
x
Assign additional access levels here, which will “overwrite” the group
access level ONLY for this user.
x
Put tick marks in the respective checkboxes.
x
Click on the Add button to save the new user or the Cancel button to
return to the previous screen.
Note
x
If the system detects the same username, the new user will not be added.
78
5.7.7 Managing the System
System Setup module allows users with access to manage or view the system
setup settings.
5.7.7.1 Edit System Setup
To edit the system setup, click on the Edit button. This will bring up the edit
template.
To save the changes, click on the Save button. The Cancel button will bring you
back to the previous screen.
79
5.7.8
Composing News
To Add News
Click on the Add button to create news.
a)
Title (Required)
Type the news title here.
b)
Body (Required)
Type the content of the entire news here. The text area accepts both plain text and
HTML codes.
c)
News Type (Required)
Select the type of news created from the pull-down menu. The news may be
Regular, Headline, or FrontPage news. Click on the Add button once the required
fields are completed. A pop-up window will appear to confirm the addition. The
Cancel button will bring you back to the previous screen. For a user without an
“Approve” access level, news added will be located in the Approve News section
awaiting approval.
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CHAPTER VI
ORGANIZATIONAL STRATEGY
6.1
Introduction
Organizational strategy is concerned with envisioning a future for your
family business, creating value in the eyes of customers, and building and sustaining
a strong position in the marketplace. The first critical element of organizational
strategy is Vision, Mission and Competitive Advantage, which describe the business
a company is in, it is current and long term market objectives and the manner in
which it differentiates itself from the competition.
6.2
Roll-out Strategy
Rollout Plan is a step-by-step strategy for effectively deploying the solution
to the targeted users with minimal disruption to the organization’s day-to-day
activities. It should address the technical design and implementation issues
associated with the new technology and incorporate the training, security,
procurement, and support plans and procedures.
For this project, Pilot plan has been chosen where it can release the whole
system in one shot, but only to a small group of friendly users. Once it is verify that
the test community survived the experience, roll the system to another group, moving
up the chain until it is dare to expose the creation to the harshest critics. The
81
advantages of the pilot are lessened exposure and an extra opportunity to test the
system before releasing it to the organization.
6.3
Change Management Plan
Change management challenges organizations to succeed during times of
great change. Learn how to successfully plan implement communicate create
employee involvement and commitment and measurement systems during change.
Effective change management enables strategy processes technology and people to
enhance performance and spur continuous improvement in an ever-changing
environment.
6.3.1
Change Management Scope
The aim of the Change Management Plan is to support the implementation of
the OCS. The scope of the change management includes the following:
a)
To ensure successful technology assimilation by the users.
b)
To develop Change Management skills for users to ensure success of the
OCS project and help realise the Project benefits.
c)
To change the mindsets of users to accept the OCS.
d)
To communicate change and win commitment of users towards sustainable
positive results.
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6.3.2
Change Management Objectives
The change management objectives is identify as follows:
a)
To build understanding and commitment to changes towards implementation
of the system and its effective utilization.
b)
To align the people and behaviour to support the desired change.
c)
To enable continuous performance to sustain the change.
6.3.3
Change Management Strategies
The key change management strategies are as follows:
a)
Communicate openly to the users of the OCS system.
b)
Help people envision how the future will be better with the OCS system.
c)
Understand the concerns and resistance to change.
d)
Develop change management activities to address concerns and overcome
resistance.
e)
Develop change leadership to help in the implementation of OCS system.
6.3.4 Communication Plan
The main aim of the Communication Plan is to facilitate the change process in OCS
as follows:
a)
Enhance understanding of the OCS system and its benefits.
b)
Promote the acceptance and ownership of the change to OCS system by users
c)
Improve the morale during times of change by establishing an environment of
cooperation and support.
d)
Increase the integrity and accuracy of information being transmitted within
the organization internally.
e)
Enhance the image and the credibility of the OCS system.
f)
Support the implementation of OCS system.
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6.3.5
Learning Plan
The Learning Plan helps to define, organise, execute, analyse, review and
evaluate its Learning purpose, Learning strategies and types of Learning with its
accompanying time line to ensure that target dates are projected, monitored,
reviewed and completed. Learning strategies i.e. methodologies of achieving
learning at the workplace that shall be used to implement OCS system are as follows:
a)
Training
b)
On-The-Job Training
c)
Coaching/Mentoring
d)
Knowledge and Technology Transfer
6.3.5.1 Training
The Training helps to define, organize, execute, analyse, review and evaluate
its training objectives, training strategies and types of training with its accompanying
time line to ensure that target dates are projected, monitored, reviewed and
completed. The Training will ensure the smooth assimilation of the system.
6.3.5.2 On-the-job Training
In this phase of the skills transfer program, technical personnel are given the
opportunity to acquire hands-on experience on the necessary skills acquired during
the above training courses and necessary guidance will be provided. Besides training,
will also provide documentation as a guide to participants. The trainers will provide
step by-step guidance in understanding and creating such documentation.
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6.3.5.3 Transfer of Technology Plan
The transfer of technology is an essential feature of this project. The
technology to ensure that HAPM IT's technical personnel are well equipped with the
necessary skills and knowledge that is required by each operation.
The objectives of technology transfer are:
a)
To identify the current skills level of HAPM IT's technical personnel train
and educate them on system application, operation and technical support, and
successfully match these personnel to the appropriate area of operation.
b)
To establish qualified and competent staff that will be able to handle the IT
operations once the system is completed.
6.3.5.4 Training and coaching
Change means acquiring and assimilating new skills, as well as new ways of
thinking and behaving. Training and coaching (i.e. the individual support given to
help everyone to change effectively and improve continuously) therefore play an
important part in the process of change and eventually lead to a dynamic for selfdevelopment.
6.4
Business Continuity Plan (BCP)
Effective business continuity planning establishes the basis for the
organization to maintain and recover business processes when operations have been
disrupted unexpectedly. Business continuity planning is the process whereby the
organization ensure the maintenance or recovery of operations including services to
customers when confronted with adverse events such as natural disasters
technological failures human error or hackers.
85
6.4.1
Business Continuity Planning Process
a)
Business Impact Analysis
Business Impact Analysis is essentially a means of systematically assessing
the potential impacts resulting from various (unavailability) events or incidents. It is
common for the impacts resulting from other types of incident such as breach of loss
of data integrity or confidentiality to be simultaneously explored but this need not be
the case. The business impact analysis is intended to help understand the degree of
potential loss and various other unwanted effects which could occur. This will cover
not just direct financial loss but other issues such as reputational damage and
regulatory effects.
b)
Risk Assessment
Risk assessment is measuring two quantities of the risk, the magnitude of the
potential loss, and the probability that the loss will occur. The uncertainty inherent in
risk assessment means that risk assessors cannot precisely describe the risk. A risk
assessment is a careful examination of what, in the work, could cause harm to
people, hardware, software and others. It is legally required to assess the risks in the
workplace.
c)
Risk Management
Risk Management involves constant evaluation, planning, and action. Risk
management is helpful in answering questions such as whether failing to upgrade the
file-and-print server will affect the ability of users to do their jobs properly whether
implementation of the latest intrusion-detection technology will reduce the likelihood
of someone breaking into the e-mail server and whether a firewall is necessary to
protect the Web server or if simple router ACLs (access control lists) will suffice.
86
Risk management should be an ongoing activity that includes phases for
assessing risk implementing controls promoting awareness and monitoring
effectiveness. In general, risk management involves risk identification, assessment,
mitigation, and administration.
The objectives of risk management:
d)
x
Reduce risk exposure that potentially could cost the enterprise.
x
Provide an information base for informed decisions.
x
Furnish a comprehensive yet flexible framework for planning.
Other Policies Standards and Processes
In addition to documenting BCPs, other policies standards and practices
should address continuity and availability considerations. These include Systems
Development Life Cycle (SDLC) change control and data synchronization.
Evaluating business continuity needs during the SDLC process allows for
advance preparation when an organisation is acquiring or developing a new system.
Evaluating business continuity requirements during the SDLC stages facilitates the
development of a more robust system that will permit easier continuation of business
in the event of a disruption.
During the development and acquisition of new systems SDLC standards and
project plans should address at a minimum issues such as:
x
Business unit requirements for resumption and recovery alternatives
x
Information on back-up and storage
x
Hardware and software requirements at recovery locations
x
BCP and documentation maintenance
x
Disaster recovery testing and
x
Staffing and facilities.
87
e)
Risk Monitoring
Risk monitoring is the final step in business continuity planning. It should
ensure that the organisation's BCP is viable through:
x
Testing the BCP at least annually
x
Subjecting the BCP to independent audit and review
x
Updating the BCP based upon changes to personnel and the
internal and external environments.
Risk monitoring ensures a BCP is viable through testing independent review
and periodic updating. The development of testing strategies requires a business
decision regarding the level and frequency of testing needed to ensure recovery
objectives can be achieved during a business interruption or disaster. The frequency
and complexity of testing is based on the risks to the organisation.
Management should ensure recovery testing is conducted at least annually or
more frequently depending on the operating environment and criticality of the
applications and business functions. Management should evaluate the risks and
merits of various types of testing and develop strategies based on identified
resumption and recovery needs.
6.4.2
Disaster Recovery
The following categories identifies the disaster areas:
a)
Local site disasters - are events that occur in the branch itself (e.g. system
failure and local database crash)
b)
Site disasters - are events which occur for the branch (e.g. Network outage,
fire and power outage)
c)
Area disasters - are events which occur for the main data center.
88
The centers will have preventive measures for on-site recovery procedures to
help avoid having routine problems escalate into a disaster. (e.g. regular backups).
The center will have backup procedures and restoring operations scheduled as
recommended below:
a)
Hourly scheduled backups of database log files
b)
Daily backups of databases and logs
In the unfortunate event of the database crashes and failures, the backup copy
will be used to restore data and then synchronize with the main data center.
6.5
Expected Organizational Benefits
OCS is expected to play a vital role and given its potential to increase
cooperation coordination contribution and communication among and across of
many actors in the organizational. It is expected that OCS will provide the following
benefits to the organizational.
a)
Central point of access to information documents and applications
Improve efficiency for the organization, plus a clear focal point within the
organization for approved documents. The use history and version control helps to
reduce time and effort spent or managing documents
b)
Personalised presentation of documents information and applications
Users no longer have to search for the documents they need as the personalization
organizes and presents the documents they need. Ideal for contact centres where
finding the right information or document quickly is important.
c)
Collaboration
Employees are able to collaborate with their colleagues even if they are on a remote
site. This results in greater control and efficiencies.
89
d)
Providing 24x7 access to information and reducing the response time for
Requests for Information Change Orders and specifications clarification.
e)
Improvising record keeping and documentation
Project Management
Reduction in rework and errors
For instance it is clear which is latest document which
reduces the risk or errors re-work that is needed.
Reduced in project risk
By improving communication it reduces time.
Document Management
Easier data storage
By storing all documents in one central repository.
Process efficiency savings
For example drawing approval times were reduced
Cost savings
Cost of paper postage and courier are also reduced.
Knowledge Resources
Knowledge information sharing
Collaboration
Allows us to share critical documents with clients and
team members
6.6
Chapter Summary
This chapter has presented some discussion on organizational strategy. The
discussions are focused on Roll-out Strategy, Change Management Plan, Business
Continuity Plan and Expected Organizational Benefit.
90
CHAPTER VII
DISCUSSION AND CONCLUSION
7.1
Introduction
In this chapter the overall discussion and conclusion of the study will be
presented. This includes the achievements, constraints and challenges of OCS and
finally, some recommendations for future research are also included.
7.2
Achievements
The project objectives aim at developing an Office Collaboration System a
web-based application that facilitates collaboration. The accomplishment of this
project highly depends on the project objectives that have been mentioned in Chapter
1 as follows:
a)
To study how to improve communication, business processes and
collaboration among users in an organization. It is also replace manual paperwork
with electronic filing and documentation
b)
To develop a system which to promote or facilitate information exchange and
document control in collaborative environment.
91
c)
To develop a web-based application for HAPM IT, that facilitates
communication among users in the organization both in LAN and Internet
environment that allows information and knowledge sharing.
All of the objectives have been achieved when the system is able to improve
communication within the organization by sharing and disseminating up-to-date
information with a web-based application that facilitates collaboration and immediate
information at the fingertips anytime, anywhere. Easy and rapid access to best
practices, resources and information.
7.3
Constraints and Challenges
There always exists the possibility of constraints and challenges in a software
development project. The following are the constraints and challenges to the project:
a)
b)
Human problem
x
Requirements related questions pending client response
x
Late approvals and acceptance by the user
x
User requested Requirement changes and Design changes
Technical problem
Laptop breakdown for instance the screen deemed and the laptop frequently
hanged caused by virus.
c)
Time constraint whereby there are only a short time available to finish the
project.
92
7.4
Lessons learned
There are some lessons the author’s can learn in developing the OCS system as
follows:
a)
Communicate with user often
It is easy to ask the user any question that comes to mind. It is faster and
easier to get a sense of the user’s requirements.
b)
Find out what need to do
The software exists to meet the user's needs. If user needs change, the author
need to know to adjust the development and the software. The best way to do this is
to talk directly to the user. Capture this knowledge in user tests, and run these tests
often to measure the progress. Having a good test suite and running it often will give
a good progress report.
c)
Without a clear description of the software requirements not only does the
author not know when to complete the task, the author also cannot possibly know
that she has not completed it.
d)
Opportunities to improve the architecture knowledge (hardware and software)
of the system as well as the Java technology.
e)
Time management is very important in order to meet the project date line.
93
7.5
Recommendations
The OCS system would be more effective and efficient if there were
improvements made. Some recommendations to improve the OCS system are as
follows:
a)
To add function of mobile support (mobile functionality) which can transfer
information to mobile and palm devices and enables direct access via WAP.
It is an advantage to extend the services to the mobile computing devices to
access the Office Collaboration System in the future.
b)
To alert the message “same as old password” when the same password is
entered at the first time login.
c)
To have a summary of resources management whereby able to show whether
the resources are available or not.
d)
Able to sort the folders in the files library module.
e)
Able to view all of the schedule of the project team, in order for the project
manager to make or set an occasion or meetings.
7.6
Conclusion
As a conclusion the proposed OCS has fulfilled the objectives of the study.
This includes increasing the efficiency of the current information management
system. Finally, it is recommended that the study could be continued further as
recommended earlier in order to realize the potential of the system offered that could
bring benefit to the organization.
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