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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 thetravel 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 moreefficient and effective.
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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.
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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.
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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
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1.3 Objective
The objectives to development of E-Travel Claim System would be:
i. To develop an E- Travel Claim System.
ii. To provide a system that able to reduce time duration for claim process.
iii. To manage the staff record claims systematically and efficiently.
iv. 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.
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1.5 Hardware and software requirements
1.5.1 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 Devices Specifications
System Processor Minimum requirement
Intel Pentium 3
Memory
Cache Memory 512MB
Random Access MemoryMinimum requirement
256/512 MB DDR
Storage
Hard Disk Drive 40Gb or above
External Hard Disk 40Gb or above
Network Transmission Speed ISDN/ADSL
Input Devices Keyboard and Mouse Standard Compatible
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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
PHP My
Admin
Appropriate programming language to develop the web-based
system.
SoftwareMozilla Firefox, Google chrome, Internet Explorer as Internet
browser to surf internet.
LanguagePersonal Home Page (PHP), Hypertext Markup Language
(HTML), and Cascading Style Sheets (CSS)
Database MySql - As a database tools to support system data.
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1.6 Significance of Project
i. The target user, staff of the faculty can get more benefit from this
system
ii. Well understood and accepted technology that is easily accessed from
almost anywhere in the world
iii. Enables more effective dispute resolution (e.g. no paper forms being
lost using this system)
iv. Data is uploaded and downloaded in a secure manner
v. Accessible to service provider that have differing levels of access to
technology and staff with technical skills
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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.
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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 ofMarine 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 newclaim, 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, E-
Travel 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.
ItemMarine Corps
Tactical System
Oregon
Employment
Department
E-Travel Claim
System
Module
Login
Create Claim
Modify Claim
Apply Claim
Approval Claim
Interactive Interface
User Friendly system Not really Not really
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. Objectives of the survey are defined
ii. Designed the questionnaire by creating the questions
iii. Administered the questionnaire
iv. 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 businessmodeling. 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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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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Figure 4.1 Data Flow Diagram in Manual System
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Back from outsidework
Fill form manually
Submit to dean
Give form to admin
staff
Decision
Reason
Proceed to payment
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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 non-
functional 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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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.
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Fill onlineform
Submit toadmin
Check &submit to dean
Decision
Proceed topayment
Keep data indatabase
Alert byemail
Reason
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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.
Figure 5.4 Use case Diagram
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Login
RequestClaim
EditInformation
Check
Approval
ClaimAuthentication
Logout
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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 5.8 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 E-
Travel Claim system.
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Appendix A
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Appendix B
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