CHAPTER 1

INTRODUCTION

The proposed system is known as E-Travel Claim System for Faculty of Computer Sciences and Information Technology. This system is a web-based system that enables staff of FCSIT to do claim expenses after finished outside work. This system is developed to assists the manually process currently. For this system, there are four users which are Administrator, Staff, Finance and Dean. The first module is the staff management module. This module will be used by the FCSIT admin that allows them to add, update and delete staff from the system. The second module is the claim request that will be used by staff of FCSIT. The staff can apply the travel claim, can view their travel claim history and also can view their claim status. The third module is the claim approval. This module will be used by the Dean of FCSIT. Only dean can approve or reject the pending travel claim and also can view staffs' travel claim history. The fourth module is for finance, the travel claim will proceed to the final step which is payment. After dean make approval for the claim, the administrator staff will send notification to the finance for make payment. These entire modules will make the process of travel claim more easily, simples and the job more efficient and effective.

1.1

Background of Study

Faculty of Computer Sciences and Information Technology is still using the old fashion one or in other words manual system which means they are still using papers for their records and documentations. In order to make the process easier and quickly, faculty need to improve their performance. For Administrator Department, their daily processes such as leave, payroll and others usually stored in files and folders. Claims management is also done in the same way. All of the claims are usually managed by manual procedure. Claims can be categorize into different types such as travel claim, medical claim and overtime or support claim. The forms of claim also have many types and version. The problem is when the staffs had to fill in the form which contains many things. They need to fill all the particulars in the form and it is waste of time to fill the same particulars like name, department name, address, phone number and other for each form.

As we know, human are prone from making mistakes. To fill different forms makes the potential of errors such as error in calculating the total amount, error in writing the description and so on are higher and to check previous claims will make them bored. To do the claims process has a fixed time and date to finish. All of the claims will be recorded and give to the higher officer for approval. The most important thing is all the claims must be submitted with concrete evidence that show the claims are legal. For example, if the staffs are making claims about the hotel fees, they must include hotel receipt and a letter that confirms the claims. The process must be fast as workers will be mad if their claims cannot be paid on time. This problem arises when the approval process required a lot of times.

1.2

Problem Statement

Currently, staff needs to fill in the claim form after they get back to work. This cause many problems to the staff and admin. The aim of this project is to provide a system and solve existing problem of manual approach. The problems identified are: i. Forget to fill the claim form - after came back from traveling, staff need to do a lot of work and this can make his/her always forgotten to fill the form ii. Overdue date - if that staff missed to fill in the form until the due date, they cant claim anything iii. Long process of claim - process to get the claim always late, because many processes or steps must be performed before approving the claim iv. Paperless - reduce the filling system and make a systematically practice, support paperless campaign

1.3

Objective

The objectives to development of E-Travel Claim System would be: i. ii. iii. iv. To develop an E- Travel Claim System. To provide a system that able to reduce time duration for claim process. To manage the staff record claims systematically and efficiently. To facilitate the dean do validation process easier and save time.

1.4

Scope Of Project

This project will be done for Faculty of Computer Sciences and Information Technology. There would be the users and the administrator for this system. The Dean will be the one who will approve the claims. Administrator staff will be the one who responsible for processing the staff's claims. While the Finance Admin will be the one who will proceed the claim to payment. The Administrator and Finance staffs will be the administrators of E-Travel Claim System and the users for this system are all staffs of Faculty Computer Sciences and Information Technology. This E-travel claims System is a system that integrates and automates travel claims for staffs in an organization. It will help staffs to make claims which previously are so hard to do it manually. There are many types of claims but for this project only travel claim is selected.

1.5 1.5.1

Hardware and software requirements Hardware requirements To support developing this system, hardware requirements as an important thing to done the system. Below are the hardware requirement and the specifications.

Table 1.1 Hardware Requirements Items System Devices Processor Cache Memory Memory Random Access Memory Hard Disk Drive Storage Network Input Devices External Hard Disk Transmission Speed Keyboard and Mouse Specifications Minimum requirement Intel Pentium 3 512MB Minimum requirement 256/512 MB DDR 40Gb or above 40Gb or above ISDN/ADSL Standard Compatible

1.5.2

Software requirement

For develop this system, need the appropriate software and tools. Below are the software requirements and the description.

Table 1.2 Software Requirements Tools User Software Requirement Appropriate programming language to develop the web-based system. Mozilla Firefox, Google chrome, Internet Explorer as Internet browser to surf internet. Personal Home Page (PHP), Hypertext Markup Language (HTML), and Cascading Style Sheets (CSS) MySql - As a database tools to support system data.

PHP My
Admin Software

Language Database

1.6

Significance of Project

i. ii. iii. iv. v.

The target user, staff of the faculty can get more benefit from this system Well understood and accepted technology that is easily accessed from almost anywhere in the world Enables more effective dispute resolution (e.g. no paper forms being lost using this system) Data is uploaded and downloaded in a secure manner Accessible to service provider that have differing levels of access to technology and staff with technical skills

1.7

Constraints and Critical Assumptions

The E-travel claim system will help and assist the staff to make claim through the system. This system also comes with several constraints that can give several problem and limitation. These constraints are: i. The system is hanging or slowly loads. Due to huge database and many image to be load, the sever maybe slowly to link to one page to another page ii. Server down If the web server crash or there is problem will have to be retrieved as soon as possible.

1.7

Project Management

The RUP is known particularly applicable to develop software or the system effectively using the proven techniques. The phase for RUP is inception, elaboration, construction and transition. Please refer to Appendix A.

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CHAPTER 2

LITERATURE REVIEW

2.1

Introduction

An electronic claim copies the same structure of the manual claim process. Even it does not have physical structure but it does have a specific structure to make the process of claim easier and quick than the manual system.

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2.2

Definition of Claim System

A claim is a legal action to obtain money, property or the enforcement of right protected by law against another party. All staffs in FCSIT have a right to make a claim. There are many different calculation and range based on their position or seniority. Claims can be categorized into different few types like travel claim, medical claim, and overtime claim. But in this system, only travel claims only can be claimed. In general, all these claims must be separated according to the types and the status of the claims. For example, travel claim should be separately from medical claim and overtime claim. Claims to be process must be forwarded to the appropriate command claim. All affirmative claims should be entered into the affirmative claims computer database. Claims procedure is a process of request the claims. Normally, the staffs will start making their claims by accessing the intranet portal to get the claim forms. If the forms are not included in the portal, then the staffs need to go to the Administrator Office to get the claim forms. The data like name, staff ID, department name, address, phone number and other fields need to be filled and after that they have to get the approval from the Dean before they can submit the claims to the Financial Department in order to get the payment . In the research to the similar system will be developed, each system has a strength and weakness. Below are similar systems or related system to make a compare and contrasts.

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2.3

Case Study of Marine Corps Tactical System

Typical travel expenses incurred by the employee are: lodging, rental car and fuel and airport parking. A central government travel agency purchases plane tickets. The entire travel claim consists of an original form, a copy of government issued itinerary for plane tickets, rental car, fuel, lodging, and parking receipts. These forms are submitted in triplicate and are then hand carried over to the employee's division administrative technician, who then logs the employee's name and necessary information into a logbook, by hand. Forms are consolidated, and once a day carried over to the travel managers' office. One copy is logged into a computer managed solely by two travel managers. Next the same basic information that was written into the logbook, for tracking, is entered into the computer. One copy is maintained in the folding file, and the travel manager uses the folding file to reconcile overdue accounts by going through the log file by hand and reviewing the date the travel claim was submitted. The other 2 copies are taken once a day by hand to the Camp Pendleton disbursing. At the disbursing office, the travel claim is entered into a tracking database, and if the travel claim has been submitted correctly then the appropriate reimbursement is direct deposited into the employee's account.

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MCTSSA's travel manager can view disbursing tracking database but it does not communicate with MCTSSA's own internal tracking database. Once the direct deposit has been made, a receipt of the deposit is hand carried back to the MCTSSA travel manager, then carried to the division administrative technician and finally to the employee. Once the MCTSSA travel manager receives the direct deposit receipt he the removes the paper copy from the paper folding file and retains it for another 3 years in an archive. The current system is an inefficient combination of a manual, paper based system and database management. The modules in this new system are creating, modify and view travel claims. Below are the screenshot for this MCTSSA system:

Figure 2.1 Login Page of MCTSSA System

This is login page for MCTSSA staff which staffs need to enter username and password to make claim.

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Figure 2.2 Main Page of MCTSSA System This is the main page which staffs need to choose either create a new claim, modify existing claim or delete the previous claim that already made.

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Figure 2.3 Apply Claim Page In order to submit the claim, staff of MCTSSA need to insert reference number of receipt that has been expense while do outside work.

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2.4

Case Study of Oregon Employment Department

Behold on this online claim system by Oregon Employment Department which is based outside Malaysia, these system process claim a week of unemployment benefit once the claim is establish, can see the status of current weekly claim report, restart the Oregon claim (use if claim is established and now unemployment after a period of work or if there is a gap in weekly reporting.), file a new claim for Oregon unemployment benefits. This system also views the claim balance and expiration date and weekly payment detail. Unfortunately, the system only displays the status of claims online to have enrolled only. Registration of new members for the claim can only be done manually, where those who want to make a new claim, must download the form on the website and send it either by fax or directly to the office. Below are the screenshot for this Oregon Employment Department system:

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Figure 2.4 Main Page of Oregon Employment Department System This main page of Oregon Employment Department System, this system only provides claim form for the users who register with them.

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Figure 2.5 Login Page of Oregon Employment Department System To start make any claim, Oregon employment provide SSN (Social Security Number). Only registered user allowed to made claim with Oregon Employment Department.

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2.5

Comparison

Based on the findings of the same system as the system to be developed, ETravel Claim system has own strength compare another system because original manually claim process now can use online anywhere for FCSIT staffs. This system develop can to be intelligent system for assist the staff when use it. Also using e-mail and relate with this system directly to get faster claim information in accordance with era technology. Oregon Employment Department

Item

Marine Corps Tactical System

E-Travel Claim System

Module Login Create Claim Modify Claim Apply Claim Approval Claim Not really Not really

Interactive Interface User Friendly system

Table 2.1 Comparison for all Case Studies

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2.6

Summary

In this chapter, doing the research for the system before we develop the system is a good practice for all the developer. Planning all the work start from proposing the topic until implementing the project is an important step. An electronic claim copies the same structure of the manual claim process. Even it does not have physical structure but it does have a specific structure to make the process of claim easier and quick than the manual system.

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CHAPTER 3

RESEARCH METHODOLOGY

3.1

Introduction

This chapter describes the research methods used for development of E-Travel claim system. Research methodology is a set of procedures or methods used to conduct research. There are two types of research methodologies. These two types of methodologies are qualitative methodologies and quantitative methodologies. Both methodologies will be used during the development phase. Qualitative research involves the use of qualitative data such as interviews, direct observations, survey and analysis of documents and material. Questionnaire and documents review are the research method used for developing E-Travel claim system. These research methods are important to gather information such as users preferences, opinions and suggestions.

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3.2

Data Collection Methods

Questionnaire is used in this research to elicit information and to get feedback from users. Questionnaire encompassed of a series of questions for the purpose of gathering data or information from potentially a large number of respondents. One of the advantages of questionnaire over other types of data gathering methods is that it is inexpensive and does not require as much effort from the questioner as compared to face-to-face survey or tele-conversation type of survey. These are the steps taken to design a questionnaire for this dissertation purpose: i. ii. iii. iv. Objectives of the survey are defined Designed the questionnaire by creating the questions Administered the questionnaire Results interpretations.

Questions are designed to gather either qualitative or quantitative data. Qualitative questions are designed with more care and required well administration and 50 interpretations, generally it requires more thoughts from the participant, whereas quantitative questions are more exact if compared to qualitative questions. The aim of this questionnaire survey is to understand the user requirement. The results and information gained from this questionnaire can help in designing the E-Travel claim system. This can ensure consumers satisfaction and meet their requirements.

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3.3

Data Analysis Methods

The survey questionnaires were distributed to respondents with electronic form. 50 respondents were invited to complete the questionnaires. These questionnaires were distributed to the public or the users at the FCSIT randomly. The Result of Questionnaire is on Appendix A. 16 out of 50 respondents have completed and respond to the questionnaire. Not all the questionnaires distributed to respondents with full participation, some of them refused to join reason being they didnt show their interest on this topic of survey, they had limited time allocated for this survey, they had limited knowledge of this researched topic and there were no rewards earned upon completion of the survey questionnaire. The objective for this questionnaire survey is to understand the consumers opinions and their requirements. The results and information gained from this questionnaire can help in designing the e-Travel Claim System. This can ensure satisfaction to the users and meet their requirements after delivering the system.

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3.4

Software Development Methods

Software Development Methods is referring to the documented collection of guidelines, procedures and standards intended to ensure the development of quality application systems that meet the users requirements in an efficient manner. The system development methodology involves a series of operations and procedures that are used to develop an application or system. In this section, the type of development process model to be used for the E-Travel Claim system will be discussed.

Figure 3.1 Rational Unified Process Phase

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For this system, Rational Unified Process has been choosing as methodology. Every stage entails thorough actions to be taken to ensure that the proposed system is developed to fulfill its purpose. The following describes the steps taken in each stage:
i. Stage 1: Inception The project planning starts in this phase. First, the information is gathered from the management staff and the end users about the current system and also the expected system. Then, the scope, objectives and the goals for the proposed system is set up ii. Stage 2: Elaboration For this project, RUP (Rational Unified Process) is used as project methodology. In the initial study phase, study the situation of manual claim system in FCSIT taken as a reference. From that, the problem statement of the system can be defined throughout the observation. It will become the objective for the system.

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iii.

Stage 3: Construction The main objective of this phase is to design the new system. In the third phase, all output, input, interface and process will be identified. In addition, all design control whether internal and external controls, including control via computer or manually built. This is to ensure system to be built is reliable, accurate, easy to maintain and safe to use. This design will be specified in the Design Specification Systems. This report will be presented to staff FCSIT and supervisor for comment and approval. Involvement User and supervisor of this project are critical to avoid any confusion about what could be implemented by the new system, how to implement it and what is the cost involved.

iv.

Stage 4: Transition

The new system will be installed and adjusted to the environment users. In this phase, a system that works successfully and documented as a complete information system will be provided. This phase also involves writing a program, test, and document and finally when the system is successful, the system will be placed on the user's location.

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On Core Process Workflow have 6 sequences of activities that produce a result. First activity which is business modeling work during inception phase and elaboration phase which is all information such as scope, objective and goal consolidated and will be used during the development of the system. i. Requirement workflow Describe functional of E-Travel Claim System, it bring on together with the scope, objective and goal. This phase will determine either this requirement achieve the goal or not. ii. Analysis and design workflow Will show how system will be in realize based on architecture diagram, use case diagram, sequence diagram and class diagram. iii. Implementation workflow On this workflow it runs with the requirement of the system. Implementation workflow runs on all phases same goes business modeling. It is carry the entire requirement to ensure the system achieve the objective and goal. iv. Testing workflow Work on construction phase, on this part the system will be testing and evaluate. This rapid process will run until the system meets the requirement.

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v.

Deployment workflow Run on end of construction phase and transition, this is the final step which is the system will distribute to the end-user.

3.5

Summary

This chapter discussed about the method used in the development of E-Travel Claim System. Documents review and distribution of questionnaire have been used as data collection research instruments.

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CHAPTER 4

ANALYSIS

4.1

Introduction

This chapter focuses on analysis design and problem analysis of the current system scenario and situation presented in activity and requirement analysis. In this phase, problem analysis it will discuss and review about the discussion of the current system scenario. These explanations will include the figures of diagrams presented in activity diagram. The activity diagram will implement Unified Modeling Language notations to visualize system flow so that it is understandable to user. Requirement analysis will feature the requirement analysis that will consist of main functional requirements and non-functional requirements of the system followed by detailed explanation. Besides, it will elaborate on other common system requirements such as software requirements, hardware requirements and network requirements.

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4.2

Background of the Current System

Normally, most mistakes in the claim process are caused by management process neglect. Therefore, computerized system is introduced to replace the manual system to ensure safer operation and even benefit the environment. Based on the preliminary study of the current system of claim process at the company, they still applying manual system which is paper-based. Here, paper-based refers to the exclusion of computerized system and focused more on filing and the usage of transaction output such as receipt, account book or service manual. The existing process claim in FCSIT is currently recorded in manual form. The administrator will keep the receipt and the form is filled by the affected staff. Finally, the form will be submitted to the dean for approval. After approval is granted, the administrator will calculate the total and draw out the cheque.

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Back from outside work

Fill form manually

Give form to admin staff

Submit to dean

Decisio n

Reason

Proceed to payment

Figure 4.1 Data Flow Diagram in Manual System

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4.3

User Requirements

E-Travel Claim System should enable the staff to claim their travel expenses that have been used outside of the work area. Based on a questionnaire survey was done, the user interface should be simple and easy to use and the system should enable the staff to register and update personal data.

4.4

System Requirements

The requirement of the system will be described in terms of functional requirements and non-functional requirements. Functional requirements describe what a system does or is expected to do. It is often referred as its functionality. It is the activities that the system must perform. The basic functional requirements in this system are: The non-functional requirements are related to the functional requirement but differ from their purpose. These requirements are important to be focuses on, because of their effected to the application that lead to the system that can be improved. A nonfunctional requirement is a requirement that specifies criteria that can be used to judge the operation of a system, rather than specific behaviors.

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4.4.1

Functional Requirements

i.

Online Form Module. Staff can claim travelling expenses online (web-based system) anywhere and anytime.

ii.

Login Module To access the system, user must enter the username and password. Level to access the system is different to staff, dean and administrator.

iii.

Calculation Module This module is responsible to calculate travelling mileage and other related things.

iv.

Alert Module This module is used to give a notification for about claim status using e-mail and alert at the system will late to claim.

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4.4.2

Non-Functional Requirements

i.

User friendly The application required to have a user friendly interface to ensure the user can be understand.

ii.

Accessibility The accessibility is a general term used to describe to which an environment is accessible by user or anyone that used the system. Accessibility can be viewed as the ability to access the functionality of the algorithm that implement in coding phase.

iii.

Response time The interactivity while the image being loaded and the algorithm that are being implemented in coding module must follow the timing schedule to be as fast as possible to avoid the error in this application.

4.5

Summary

This chapter discusses the user requirements which include the functional requirements and non-functional requirements of the system. In functional requirements part, there being identified and implement the algorithm techniques for the major module of this application. While, the non-functional requirements describing the performance of this application towards their objective in determining the techniques on applying algorithm on object detection.

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CHAPTER 5

DESIGN

5.1

Introduction

This chapter identifies the objectives of the design, the system for the design, and the database design. Here show how the appearance of the interface between the administrator and user. This section also explains how the system moves rough outlook before the system is developed. The system uses a model system such as use case diagrams, activity diagrams and ER diagrams.

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5.2

System Design

This chapter emphasizes on the E-Travel Claim system design from all aspects by providing the various, yet relevant, diagrams that exhibit the designs of this application. The E-Travel Claim System functional requirements are incorporated into the design shown in various diagrams. These diagrams include relevant UML diagrams such as class diagram, sequence diagram and others.

5.2.1

Architecture Design

E-Travel Claim System architecture design includes the major components that are important for the system. Figure 5.1 shows the architecture design of the system. E-Travel Claim System consists of four components. The first component is Code Loader that is responsible for loading the code samples. The second component is Extractor that is responsible for extracting all the constructs (classes and interfaces) together with their attributes and relationships between the constructs such as inheritance, implementation, composition, and so on and then store the information in data structure of type class. The third component is Detector that is responsible for matching the predefined rules of each design pattern with the information in data structure. The fourth component is Visualize that is responsible for creating visualization of the possible design pattern detected in the code.

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Figure 5.1 E-Travel Claim System Architecture design

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5.3

Database Design

These activity diagram views in general for each function that is included in this system.

Fill online form

Submit to admin

Check & submit to dean

Decisio n Alert by email Proceed to payment Reason Keep data in database

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5.3.1

Entity Relationship Diagram

Password Dean Admin / finance

Password

Usernam e

Usernam e Position

ETCS Login Staff Usernam e Password Departmen t Figure 5.3 Entity Relationship Diagram for E-Travel Claim System

Position

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5.3.2

Use Case Diagram

These use case diagram captures system functionality as seen by users. A use case diagram shows use cases, actors and their relationships.

Login

Request Claim

Edit Information

Check Approval

Claim Authentication

Logout

Figure 5.4 Use case Diagram

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5.3.3

Use Case Description

i.

Login Description: The use case describes how the Staff login. Pre-condition: Enter Username and Password Post-Condition: Login successfully and staff can go throw access the system. Actors: Staff including Admin

ii.

Request Claim Description: The use case describes the process how the staff make a claim online. The user fulfills the information needed and submits the claim process to the admin. Pre-Condition: The Staff is an authorized user and has successfully logged in to the system and main menu. Post-Condition: The forms have fully filled and successfully submit to the admin. Actors: Staff

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5.3.4

Sequence Diagram

Sequence diagrams model the dynamic aspects of a software system. The emphasis is on the sequence of messages rather than relationship between objects. A sequence diagram maps the flow of logic or flow of control within a usage scenario into a visual diagram enabling the software architect to both document and validate the logic during the analysis and design stages.

Figure 5.5 User Authentication Diagram

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Figure 5.6 Fill in Form Diagram

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Figure 5.7 Check Approval Diagram

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Figure 5.8 Edit Information Diagram

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5.3.5

Class Diagram

Class diagram in UML shows the static structure of the systems by the systems classes, attributes and the relation among the classes. It is used for a wide range of purposes, including both detailed design models and conceptual/domain modeling. Class Diagram submission application shows how the entities of the system are related to each other and the relation between these entities.

Figure 5.9 Class Diagram Submission Application

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5.4

Interface Design

Will make use of the existing Web Browsers such as Google Chrome or Mozilla Firefox. The user-interface of the system shall be designed as shown in the user-interface prototypes. Interface design is very important for the user because the user often judges the quality of the system with it. The system has a friendly user interface which is designed by using GUI techniques.

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Figure 5.10 Login Page For E-Travel Claim System

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Figure 5.11 Register Staff Page

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Figure 5.12 Approval Form Page

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5.5

Summary

This chapter presented the E-Travel Claim System design from all aspects by providing the various, yet relevant, diagrams that exhibit the designs of this application. The E-Travel Claim System functional requirements are incorporated into the design shown in various diagrams. Moreover, this chapter also provides the data structure design, algorithm design and graphical user interface (GUI) design of the ETravel Claim system.

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Appendix A

53

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Appendix B

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