Assingment - ACX Information System Solutions

COVENTRY UNIVERSITY
BACHELOR OF ENGINEERING (HONS)

IN
COMPUTER NETWORKING AND COMMUNICATION
TECHNOLOGY
A395CT – ENTERPRISE SYSTEM DEVELOPMENT
ACX Information System Solutions
Assignment 2
Student Name : Rajesh Thomas

Student No. : 09093073
Lecture : Lakshmi
Table of Contents
1. Introduction................................................................................................................4
2. Current system used & Problem encountered............................................................5
2.1 Current System.....................................................................................................5
2.2 Problem Encountered............................................................................................5
3. Proposed System & Solution to the Problem ............................................................7
3.1 Internal & External flow of Information...............................................................7
3.1.1 Internal Information flow...............................................................................8
3.1.2 External Flow of Information.........................................................................9
3.2 New/Proposed Infrastructure................................................................................9
3.3 Business Process and Information Flow.............................................................10
3.3.1 Booking / Registration a Shipment...............................................................11
3.3.2 Inbound Department.....................................................................................12
3.3.3 Outbound Department .................................................................................12
3.3.4 Shipping Department ...................................................................................12
3.3.5 Destination Inbound.....................................................................................13
3.3.6 Delivery Department....................................................................................13
3.4 Hardware and Software .....................................................................................14
3.5 Staff Personal and Support.................................................................................14
3.6 Security features and functions Implemented.....................................................14
4. Implementation Scope..............................................................................................15
5. System Design..........................................................................................................16
5.1 Hardware and Software Specification................................................................16
5.1.1 Hardware......................................................................................................16
5.1.2 Software........................................................................................................16
5.2 Input (storyboard) and Output design.................................................................17
5.3 Data Design (ER Diagram).................................................................................28
5.4 Database Table Creation and Description .........................................................29
5.4.1 Shipment.......................................................................................................29
5.4.2 Shipment Details .........................................................................................30
6. System Testing.........................................................................................................31
6.1 Test Plan.............................................................................................................31
6.2 Test Cases and Test Log.....................................................................................31
6.3 Sample Testing...................................................................................................32
6.3.1 Login Screen.................................................................................................32
6.3.2 New Shipment Screen..................................................................................35
7. Conclusion ...............................................................................................................36
7.1 Strength of the program......................................................................................36
7.2 Weakness of the program...................................................................................36
7.3 Enhancement to the program..............................................................................36
8. References................................................................................................................37
A395CT – Enterprise Systems Development Rajesh Thomas (09093073)
1. Introduction
ACX International was established in Sri Lanka in the year 1989, as a Company
handling international air express, freight, transportation, logistics, and distribution.
It represents the Courier arm of Hemas Group of Companies and has been
acknowledged as one of the most reliable express services in Sri Lanka since its
inception. ACX International runs over 30 direct flights per week to London, Dubai,
Singapore, Hong Kong, Maldives, as well as an On Board Courier Service to India,
ensuring that your consignments are delivered to these destinations in the shortest
possible time, while also giving you the speediest delivery to all other world-wide
destinations.
Acx employs a professional operator staff of 70 and pick up consignments within 30

minutes of call up time. All consignments are handled with extreme care, so as to
ensure maximum safety. These professionals ensure that all consignments are packed
securely, and routed correctly so that customers are assured of the safest and speediest
delivery to the respective destinations. In addition to all deliveries are confirmed to
the customer. (ACX International Courier, 2010)
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2. Current system used & Problem encountered
2.1 Current System

ACX currently uses manual methods to handle and track the shipments. The shipment
is collected at the collection center authorized by ACX and a manual receipt is given
to the customer. The given manual receipt is the reference document for the customer.
At the ACX warehouse, the received shipment is sorted according to the destination.
Once the shipment is put on travel, the status is manually updated in the server at the
end of the day. During this time only the customer can know the next progression
level of their shipment. The shipment goes through different means of transportation
and also various locations. Not all the location and transportation is tracked by the
system or user. Finally the shipment reaches the destination office and from there it is
dispatched to the addressee. Once the addressee receives the shipment, at the end of
day, the confirmation is updated in the server. All the above processes are carried out
and tracked manually and later fed into the system. Only for the accounting purpose
they use accounting software. The confirmation of received goods and delivered
goods are communication either through phone or email.
2.2 Problem Encountered

ACX uses the manual method to track the shipments like manual receipts, email to
confirm the deliveries and shipment. Although they argue on having a tracking
system, it does not actually publish the results that are real time since the updates are
made manually in the web server at the end of the day. Since every process is done
manually, sorting, billing, dispatching consumes time and it affects the delivery time.
And the main problem occurs when a shipment needs to be recalled before
dispatching at the collection center. When a situation arises like this, the shipment is
manually searched by the workers, which consumes valuable time and efforts. And
also the sender is not informed when the shipment is delivered to addressee.
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ACX lacks valued customers since the customer support is not really supporting the
customer to their comfortable extend. These customers can bring more revenues to the
company and also it increases its brand value. The inconsistency in business process
pulls back their revenue and establishment in other countries.
Further the customer have problem in tracking their shipments. They feel that the
shipment tracking details are not updated on regular basis. Once a shipment is set out
for delivery, it is very hard to track it since the shipment is not personalized tracked
by the system. Also there are some mis-directed shipment which results in customer
loss, revenue lost and also time consuming.
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3. Proposed System & Solution to the Problem

After a careful study on ACX business process and their problem, an Information
System solution is proposed to them. The implementation of Information System will
computerizes and centralizes the business process at ACX.
3.1 Internal & External flow of Information

It is indentified that most crisis in ACX occurs due to silos problem. There is no
proper communication inside the organization and also the information are not
updated on time and regularly.
So the information flow has to be designed in such a way it built a association

between external and internal information flow of the organization. All the transaction
and action in ACX must be linked to the system and the necessary information must
be updated in the website for customer’s reference and updation.
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3.1.1 Internal Information flow

The below diagram describes the information flow inside the organization. All the
information are updated in the centralized datacenter and the same is available at
every phase of the process.
Internal Information Flow
New Shipment
Request
Shipment Booking and AWB No

.
is generated
INSCAN Process inside

Collection Center
(Canvas No. Master AWB No.)
OUTBOUND Process from

Collection Center
(Shipment is dispatched from
the collection office through
local vehicle)
Centralized Storage Space

(Server)
Shipping Information
(Flight no. Schedule)
Destination INBOUND
Out for Delivery
Shipment Delivered
(acknowledgement received)
Figure 1: Internal Flow of Information
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3.1.2 External Flow of Information

The below diagram describes the information flow between the organization and
customer. The information updated in the server is available to customer depending
upon the request.
Figure 2: External Flow of Information
3.2 New/Proposed Infrastructure

ACX is migrating to centralized datacenter that connects all departments horizontally
and vertically. But brining all components needs new infrastructure and layouts.
The data center occupies a large area mostly it’s a large room a floor or even a
building. Most of the equipments are server, cables and even mainframe computers
and storage devices. The servers in most cases are mounted in rack cabinets which are
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placed on a single row forming corridors; with this kind of arrangement people can
access the front and the back of the servers. Some of the basic requirements for data
center in a physical environment are as follows:
Air-conditioning: Is one of the basic requirements that are used to control the
temperature and humidity inside the data center. The recommended temperature
inside a data center ranges from 16-24 C and with a humidity range of 40-55%.
Power Backup: It is crucial to maintain one or more power supply in case of

emergency or even diesel generators are used in some data centers.
Fire Protection System: Fire prevention is one of the most important aspects in a
data center environment. Smoke detectors are installed in data center to warn early
developing fire, a fire sprinkler system is often provided.
Physical Security: The physical security is also one of the most important factors in a
data center environment. The prevention of unauthorized personnel is restricted form
the data center. Video camera and security guards are also crucial factor in a data
center
a. A separate server room with fully Air-condition is need to maintain the data
center.
b. Proper network cable to connect each system.
c. All the shipments are passed through doorway where the AWS no., Canvas
and Master AWS no, are scanned and updated in the system.
d. High speed internet connection with stand-by line is also needed
3.3 Business Process and Information Flow

The Business Process of ACX revolves around the information that moves from one
department to another. All the transactions are updated in the centralized datacenter.
The Business flow starts from a customer booking a shipment to delivering the
shipment to addressee. The following departments are involved in the business
process of ACX.
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1. Booking or Front office

2. Inbound Department
3. Outbound Department
4. Shipping
5. Destination Inbound
6. Delivery Department
3.3.1 Booking / Registration a Shipment

A new shipment order can either be picked at customer place upon requisition or the
customer can visit the office to send the shipment. The customer information is
tracked in the New Shipment screen. If it is an existing customer, then the details are
retrieved automatically by the application. The Barcode scanner is shown in the
figure 3
Figure 3: Barcode Scanner [Google Image 2010]
New customer is registered through New Registration screen. Once the customer
information is recorded in to the system, an Air Way Bill No. is generated by the
system. This AW bill contains barcode and numeric number. The numeric number is
the shipment tracking number for customer. The bar code is generated for system
tracking. The cost for the shipment is calculated by the accounting software that is
integrated with ACX application.
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PDA scanner is used to generate AWB No. for the shipment that is picked from
customer place. The customer information is tracked in the PDA and the PDA
generates AWB No. for the shipment. The PDA is directly connected to the server and
application. The PDA scanner is shown in the figure 4
Figure 4: PDA Scanner [Google Image 2010]
3.3.2 Inbound Department

The Inbound department sorts the shipments according to the destination wise. All the
shipment for the same destination is put into single shipment and Master AWB No. is
generated by the system. The Master AWB No. is updated for all the shipments under
it.
3.3.3 Outbound Department

The Outbound department dispatches the shipment to the Airport / Harbour through
local vehicles. The outgoing shipment is tracked by the bar code scanner and the same
is updated in the server. This information is available to the customer who is tracking
the shipment.
3.3.4 Shipping Department

Again the shipment is tracked in the port by the scanner. Once the shipment is
scanned, it is loaded into cargo carrier. This information is manually entered instantly
by the employee in the system. Once a shipment is linked with the carrier, the
tracking of the carrier is directly linked to carrier’s website. This advanced tracking is
available for the customer in Customer shipment tracking screen.
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3.3.5 Destination Inbound

When the carrier reaches the destination, the corresponding shipments are dispatched
to the delivery office by the local vehicles. The incoming shipments are tracked by the
Barcode scanner and the information is updated in the server. The customer who
tracks their shipment can understand that it has reached the destination.
3.3.6 Delivery Department

The delivery department sorts the shipment according to the location line. The sorted
shipment is updated in the system and it will be out for delivery by the delivery
vehicle. The delivery vehicle is connected to the server though GPS. The GPS device
is shown in the Figure 5
Figure 5: GPS Tracking in Delivery Vehicle [Google Image 2010]

This GPS is helpful in finding the location of the vehicle and the delivery time can
also be intimated. The micro system which is connected to the GPS in the vehicle
locates the address and roadway.
The addressee signs on the PDA to confirm the delivery. This information is instantly
updated in the server and a text message is sent to the customer (sender). The PDA
from in which the customer signs is shown in Figure 6
Figure 6: PDA to get Signature [Google Image 2010]
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3.4 Hardware and Software

SL. NO COMPONENTS DESCRIPTION
1 Efficient Data server management Mail server, Database server, Backup server, Energy
efficient server options, Security and privacy for
your data
2 Data Security, Data Control Data is protected using high end security systems
and firewalls. Control your data from anywhere in
the globe through internet or intranet
3 PC, Servers, High storage devices, Hardware components required by the project
Networking devices, Barcode scanner,
PDA, GPS
4 Operating System, Firewall, Antivirus Software required by the project
and supporting software to run
application
3.5 Staff Personal and Support

All employees will be provided with a training sessions on the application and its
functions. There will be two training sessions; the general work flow of the
application and department wise training session.
Round the clock support and troubleshooting assistance will be provided to the
employee. And more over the software is users friendly and a person with minimum
computer knowledge can master the application.
3.6 Security features and functions Implemented

Fire Protection System: Fire prevention is one of the most important aspects in a
data center environment. Smoke detectors are installed in data center to warn early
developing fire, a fire sprinkler system is often provided.
Physical Security: The physical security is also one of the most important factors in a
data center environment. The prevention of unauthorized personnel is restricted form
the data center.
Page 14 of 37
4. Implementation Scope
ACX does not have a proper business process. The manual bills are tracked into the
system by MS Excel. ACX uses a 3rd party Accounts software for its accounting and
financial purpose.
Implementing ACX application reduces all manual work into automation. The manual
entries are as now computerized and the inputs are from barcode scanner. Since this
application is web-based, the implementation can be done in the server.
The modules to be implemented are;
• Booking / Registration
• Inbound Department
• Shipping Information
• Delivery Center
• Accounting (it’s a 3rd party software integrated with ACX

application)
Page 15 of 37
5. System Design
The system is designed to appeal the end user with its appearance, usability, and user
friendliness. The existing ACX logo is used for the website. The menus are easy to
access and the application is very much user friendly. The application is installed in
the server and it can be accessed though web browser. Employee with proper
authorization can access the ACX application. Admin user can view all the business
flow of ACX. Information for customer can access the data through website. The
information like shipment tracking is updated at real-time.
5.1 Hardware and Software Specification
5.1.1 Hardware

1 PC, Servers, IBM PC and Server with 1 TB, Backup Server 2
with capacity 250 GB each.
2 Networking devices Netgear XAV2051
3 Barcode scanner, CCD Barcode Scanner. Model AS8110

4 PDA, Blackberry 9100
5 GPS LG LN730
5.1.2 Software

1 Operating System Windows NT
2 Firewall and Antivirus Mail gate
3 Database software Oracle 9
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5.2 Input (storyboard) and Output design
Figure 7: Story board for Homepage
Figure 8: Homepage of ACX
Page 17 of 37
Figure 9: Storyboard for Shipment Tracking screen
Figure 10: Shipment Tracking screen
Page 18 of 37
Figure 11: Storyboard for Registration Screen
Figure 12: New User Registration Screen
Page 19 of 37
Figure 13: Storyboard for Pickup Details Screen
Figure 14: Pickup Details Screen
Page 20 of 37
Figure 15: Storyboard for Employee Login Screen
Figure 16: Employee Login Screen
Page 21 of 37
Figure 17: Storyboard for Application Home
Figure 18: Application Home
Page 22 of 37
Figure 19: Storyboard for New Shipment Screen
Figure 20: New Shipment Popup Screen
Page 23 of 37
Figure 21: New Shipment Popup screen with AWB No.
Figure 22: Storyboard for Shipment Status Screen
Page 24 of 37
Figure 23: Shipment Status Screen
Figure 24: Shipment Vehicle Tracking Pop Screen
Page 25 of 37
Figure 25: Customer Acknowledgement Pop Screen
Figure 26: Storyboard of Customer Shipment Tracking Web page
Page 26 of 37
Figure 27: Customer Shipment Tracking Web page
Page 27 of 37
5.3 Data Design (ER Diagram)
Entity-relationship (ER diagram) is a specialized diagram that portrays the inter-

relationship between two entities in a database. In the below ER-diagram, the inter-
relationship between
Figure 28: ER Diagram for ACX Application
Page 28 of 37
5.4 Database Table Creation and Description

The data table represents in-memory relational data that can be created and used
independently. This can be used by other framework objects while developing an
application. By using the data table, it is easy to query and store the result.
5.4.1 Shipment
Page 29 of 37
5.4.2 Shipment Details
Page 30 of 37
6. System Testing
6.1 Test Plan

The ACX test plan document is used to verify and ensure that the project fulfills its
design expectation and requirements.
Test Plan Test Objective
1 To check on the success of user login and to see whether they are
directed to their relevant departments.
2 To check to see whether system validate user login and warns on non
entry of username or password entered.
3 To check to see whether system clears everything when the clear
button is pressed after entering data.
3 To check to see whether the First time user “Register” link is working.
4 To check to see whether the new user is getting registered into the
application.
5 To check to see whether an existing username is registered as new user
6 Home screen- To check to see whether Home screen displays the
selected shipment details at the right pane
7 Pickup screen – To check to see whether Pick up screen is retrieving
registered user details when the customer company name is entered
8 Pickup screen – To check to see whether Pick up screen automatically
generate the AWB no. number once the details are entered and saved.
6.2 Test Cases and Test Log

Test Specification # 01 Tester: Rajesh Thomas Date: 12th May
Designed by: Rajesh Thomas Module Screen: Login Page
Test Data Source: Objectives: Test Cases
Test Case ID: ACX_001 to ACX_003
Screen Test Steps Expected Results Test Log Actual Results Pass/fail
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Login a. Enter login user The login screen a. A The system prevented Pass
name should populate an lex from entering into the
b. Enter incorrect error message. b. * application and error
password **** message is populated.
c. Select User Type c. A
d. Press Login button dmin
a. Enter login The login screen a. A The system allowed Pass
user name should accept the lex the user to enter the
b. Enter correct user name and b. * application.
password password and the ****
c. Select User Type application must be c. A
d. Press Login button opened for selected dmin
user type.
New a. Enter the registered The information a. In The system didn’t Fail
Shipment company name related to the telin retrieve the details
Screen b. Press tab key company should be
automatically filled.
a. Enter the company The AWB no. a. Intelin The system is not Fail
details should be generated b. Paper generating the AWB
b. Enter the shipment automatically by cover, no.
details the system. 15gm
c. Enter the “To” c. Rainsoft
address
d. Click the “Place
Order”
6.3 Sample Testing
6.3.1 Login Screen
Before Testing: Employee Login Page without entering username
Page 32 of 37
Figure 29: Employee Login Screen Before Testing
After Testing: Sales staff login should not allow the user to enter the homepage
Figure 30: Employee Login Screen After Testing
Page 33 of 37
Before Testing: Employee Login Page after entering username, password and
selecting user type
Figure 31: Employee Login Screen Before Testing
After Testing: When the “Clear” button is clicked, the entered details should be
cleared.
Figure 32: Employee Login Screen After Testing
Page 34 of 37
6.3.2 New Shipment Screen

Before Testing: The New Shipment screen will be automatically filled when the
corresponding company field is mapped in the Company field. To generate an AWB
No. click the “Place Order” button
Figure 33: New Shipment Screen Before Testing
After Testing: When the “Place Order” button is clicked, the AWB No. should be
generate and displayed in the AWB No. field.
Figure 34: New Shipment Screen After Testing
Page 35 of 37
7. Conclusion
7.1 Strength of the program

The strength of the ACX application is its real time update for all employees across
ACX. Shipment tracking is another salient feature of ACX. This integrated system
connects ACX horizontally and vertically with help of latest state-of-the-art
technologies.
This application converted all the manual entries and supervising into automation.
Any shipment can be tracked at any stage of the shipping. Since every system is
integrated and automated, the chance of error is largely reduced. The application
stands as a good support for ACX when it is getting more into international brand.
7.2 Weakness of the program

Although this application is better than old practice of ACX, there are some
weaknesses and limitation for this application.
• Some problem occur or make the application work sluggish if the internet
connection is slow or limited
• Since this application is web based, it can be opened anywhere from the
world. The security must be on high alert to prevent from the hackers.
• Initially people may find some snags while working on this application since
they are new to it.
7.3 Enhancement to the program

This application sets benchmarks for all other logistics software in industry. Any
enhancement in future can be integrated with this application.
Page 36 of 37
8. References
ACX Courier (2007) About ACX [online] available from

<http://www.acxlk.com/AboutACX/index.htm> [12th May 2010]
Barcode Image (2010) [online] available from

<www.google.com/images> [12th May 2010]
GPS Image (2010) [online] available from

PDA Image (2010) [online] available from

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COVENTRY UNIVERSITY

BACHELOR OF ENGINEERING (HONS)

A395CT – ENTERPRISE SYSTEM DEVELOPMENT

ACX Information System Solutions

Student Name : Rajesh Thomas

Acx employs a professional operator staff of 70 and pick up consignments within 30

2. Current system used & Problem encountered

2.1 Current System

2.2 Problem Encountered

3. Proposed System & Solution to the Problem

3.1 Internal & External flow of Information

So the information flow has to be designed in such a way it built a association

3.1.1 Internal Information flow

Internal Information Flow

Shipment Booking and AWB No

INSCAN Process inside

OUTBOUND Process from

Centralized Storage Space

Out for Delivery

Figure 1: Internal Flow of Information

3.1.2 External Flow of Information

Figure 2: External Flow of Information

3.2 New/Proposed Infrastructure

Power Backup: It is crucial to maintain one or more power supply in case of

3.3 Business Process and Information Flow

1. Booking or Front office

3.3.1 Booking / Registration a Shipment

Figure 3: Barcode Scanner [Google Image 2010]

Figure 4: PDA Scanner [Google Image 2010]

3.3.2 Inbound Department

3.3.3 Outbound Department

3.3.4 Shipping Department

3.3.5 Destination Inbound

3.3.6 Delivery Department

Figure 5: GPS Tracking in Delivery Vehicle [Google Image 2010]

Figure 6: PDA to get Signature [Google Image 2010]

3.4 Hardware and Software

3.5 Staff Personal and Support

3.6 Security features and functions Implemented

• Accounting (it’s a 3rd party software integrated with ACX

5.1 Hardware and Software Specification

SL. NO COMPONENTS DESCRIPTION

3 Barcode scanner, CCD Barcode Scanner. Model AS8110

SL. NO COMPONENTS DESCRIPTION

3 Database software Oracle 9

5.2 Input (storyboard) and Output design

Figure 7: Story board for Homepage

Figure 8: Homepage of ACX

Figure 9: Storyboard for Shipment Tracking screen

Figure 10: Shipment Tracking screen

Figure 11: Storyboard for Registration Screen

Figure 12: New User Registration Screen

Figure 13: Storyboard for Pickup Details Screen

Figure 14: Pickup Details Screen

Figure 15: Storyboard for Employee Login Screen

Figure 16: Employee Login Screen

Figure 17: Storyboard for Application Home

Figure 18: Application Home

Figure 19: Storyboard for New Shipment Screen

Figure 20: New Shipment Popup Screen

Figure 21: New Shipment Popup screen with AWB No.

Figure 22: Storyboard for Shipment Status Screen