GUI of the system-Functions of the User…

• View Status of file

To get the status of file,enter:

• Letter Number (Highest priority)
• Group (Second Priority)
• Subject Key words (Third priority)

 

• View  content of Files/Replies

To view the content of a particular file,enter:

• Reference Number(unique)
• The File or Reply Option from the drop down list

After selecting the above fields,the user would be asked to select a location where the copy of the PDF file will be saved.You can go to the selected location and view the file.

 

GUI of system-User Menu Page…

If a person logs into the software as an ordinary user,then the following page shows up

As it is clear from the picture,an operator/user can perform the following functions.

• View Status of an individual file.
• View the entries of  files.
• Manage (Submit/Update/Delete) records.
• View the content of a file/reply

GUI of system-Privileges to Administrator…

• View User Accounts

• Create New User

• Update User Account

• Delete User Account

• Update Admin Account

GUI of System-Administrator Page…

If user logs into as an administrator then the following page shows up.

As it is clearly visible….the administrator is provided with :

• View User Accounts
• Create User Accounts
• Update User Accounts
• Delete User Accounts
• Update Admin Account

In addition to above privileges,the administrator can also navigate to the User Menu.

 

GUI of System-Login Page…

The second step of the software is authorization of the User.A user can log into the system either as Administrator or an ordinary user.

Both differ in the privileges provided.All the validations have been applied to make sure only authenticated user is able to login.

The Reset buttons lefts all the fields empty while the Login button makes the user to move on to next step only after entering the correct details.

GUI of system-Welcome Page….

The page gives the user a brief description through its title and a similar picture depicting the purpose of the project…This is the first step of the software consisting of a button named PROCEED.

On the click of button,the user moves on to the next step.

Supplementary Requirements…

SOFTWARE REQUIREMENTS

Operating System : Any(Preferably Linux)

Graphical User Interface : Java Swing, AWT.

Application Logic : Java 7.

Database : MySql

IDE/Workbench : NetBeans IDE 7.1.2

 HARDWARE REQUIREMENTS

Processor : Pentium III – 900 MHz

Hard Disk : 20 GB

RAM : 128 MB

  FUNCTIONAL REQUIREMENTS

By conducting the requirements analysis we listed out the requirements that are useful to restate the problem definition.

• Insert the details of file into the database
• Insert the file itself
• Update the details & the file.
• Update the user & admin accounts
• Save the account inofrmation or file entries as PDF.

Tabular View Of Database Structure….

In relational databases and flat file databases, a table is a set of data elements (values) that is organized using a model of vertical columns (which are identified by their name) and horizontal rows, the cell being the unit where a row and column intersect.[1] A table has a specified number of columns, but can have any number of rows. Each row is identified by the values appearing in a particular column subset which has been identified as a unique key index.

Table is another term for relation; although there is the difference in that a table is usually a multiset (bag) of rows whereas a relation is a set and does not allow duplicates. Besides the actual data rows, tables generally have associated with them some metadata, such as constraints on the table or on the values within particular columns.

The tables used in the relational database of this project are: shown as following.The tables have been shown with fields containing dummy values.

Table :User Accounts

USERTYPE	USERNAME	PASSWORD
ADMINISTRATOR	ABC	P1
USER1	DEF	P2
USER2	GHI	P3
USER3	JKL	P4
USER4	MNO	P5
USER5	PQR	P6
USER6	STU	P7
USER7	VWX	P8
USER8	YZA	P9
USER9	BCD	P10

Table:File Entry

REFERENCE NO.	LETTER NO.	GROUP	SUBJECT	REMARKS	FILE/LETTER	REPLY	DATE_RECEIVED	DATE_SENT
100	1/a	g1	s1	r1	Blob a1	Blob b1	2013-12-3	2013-12-5
101	2/b	g2	s2	r2	Blob a2	Blob b2	2013-12-3	2013-12-4
102	3/c	g3	s3	r3	Blob a3	Blob b3	2013-12-2	2013-12-3
103	4/d	g4	s4	r4	Blob a4	Blob b4	2013-12-1	2013-12-3
104	5/e	g5	s5	r5	Blob a5	Blob b5	2013-11-30	2013-12-1
105	6/f	g6	s6	r6	Blob a6	Blob b6	2013-11-29	2013-12-10
106	7/g	g7	s7	r7	Blob a7	Blob b7	2013-11-29	2013-12-8
107	8/h	g8	s8	r8	Blob a8	Blob b8	2013-11-28	2013-12-5
108	9/i	g9	s9	r9	Blob a9	Blob b9	2013-11-27	2013-12-6
109	10/j	g10	s10	r10	Blob a10	Blob b10	2013-11-26	2013-12-11
110	11/k	g11	s11	r11	Blob a11	Blob b11	2013-11-25	2013-12-1
111	12/l	g12	s12	r12	Blob a12	Blob b12	2013-11-24	2013-11-25
112	13/m	g13	s13	r13	Blob a13	Blob b13	2013-11-23	2013-11-24
113	14/n	g14	s14	r14	Blob a14	Blob b14	2013-11-22	2013-11-23
114	15/o	g15	s15	r15	Blob a15	Blob b15	2013-11-22	2013-11-24
115	16/p	g16	s16	r16	Blob a16	Blob b16	2013-11-21	2013-11-26
116	17/q	g17	s17	r17	Blob a17	Blob b17	2013-11-19	2013-11-20
117	18/r	g18	s18	r18	Blob a18	Blob b18	2013-11-15	2013-11-19
118	19/s	g19	s19	r19	Blob a19	Blob b19	2013-11-12	2013-11-18
119	20/t	g20	s20	r20	Blob a20	Blob b20	2013-11-10	2013-11-11

 

DFD continued…

The one shown below is the most basic DFD also known as Context Diagram or Level 0 DFD.It consists of minimal entities and is generally used to represent the software as a whole.

Data Flow Diagrams (DFDs)….

A data flow diagram (DFD) is a graphical representation of the “flow” of data through an information system, modeling its process aspects. Often they are a preliminary step used to create an overview of the system which can later be elaborated. DFDs can also be used for the visualization of data processing (structured design).

A DFD shows what kinds of information will be input to and output from the system, where the data will come from and go to, and where the data will be stored. It does not show information about the timing of processes, or information about whether processes will operate in sequence or in parallel .

The commonly used symbols in a DFD are:

It is common practice to draw the context-level data flow diagram first, which shows the interaction between the system and external agents which act as data sources and data sinks. This helps to create an accurate drawing on the context diagram. The system’s interactions with the outside world are modelled purely in terms of data flows across the system boundary.

The context diagram shows the entire system as a single process, and gives no clues as to its internal organization.

This context-level DFD is next “exploded”, to produce a Level 1 DFD that shows some of the detail of the system being modeled. The Level 1 DFD shows how the system is divided into sub-systems (processes), each of which deals with one or more of the data flows to or from an external agent, and which together provide all of the functionality of the system as a whole. It also identifies internal data stores that must be present in order for the system to do its job, and shows the flow of data between the various parts of the system.

Data flow diagrams were proposed by Larry Constantine, the original developer of structured design, based on Mattew and Peter”data flow graph” model of computation.

Data flow diagrams are one of the three essential perspectives of the structured-systems analysis and design method SSADM. The sponsor of a project and the end users will need to be briefed and consulted throughout all stages of a system’s evolution. With a data flow diagram, users are able to visualize how the system will operate, what the system will accomplish, and how the system will be implemented. The old system’s dataflow diagrams can be drawn up and compared with the new system’s data flow diagrams to draw comparisons to implement a more efficient system. Data flow diagrams can be used to provide the end user with a physical idea of where the data they input ultimately has an effect upon the structure of the whole system from order to dispatch to report. How any system is developed can be determined through a data flow diagram model.

In the course of developing a set of levelled data flow diagrams the analyst/designers is forced to address how the system may be decomposed into component sub-systems, and to identify the transaction data in the data model.

Data flow diagrams can be used in both Analysis and Design phase of the SDLC.