Statistics system

8/19/2019 Statistics system

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CHAPTER 1

INTRODUCTION

This chapter discuss on the introduction of the project which is describe about the

background and the rationale for the study. This chapter consist of six subtopics start

with background of study until the significance of the study.

1.1 Project BackgroundRecord analysis and statistic is an important element in decision making process.

The decision-making process in psychology and mathematical perception show

how unlike statistical data representation can help several types of decisions

(Arribas et al. !"#$. A proper analysis is depending on how data and

information is being analy%e. &ince a lot of information being gathered and

stored' manual method to review all the record may be deficient in order for data

to be analy%e thoroughly (ahoney !")$. *ence the data must be kept in a

proper way to ensure that there is no space for mistake to occur due work

procedure.

The Academic Affairs +ivision (*,A$ play important role in iT elaka

ampus /asin 0rgani%ation. They are responsible in managing all the academic

affairs of the university since that campus were open since !"#. Academic

Affairs can be classified into three part which is student' staff and industry. 1t is

*,A responsibilities to provide a student with an ade2uate learning aids tools'

ensure the registration of students and examination according to academic plan

and provide a certification to a student whose need it for research purpose etc.

3esides' *,A also must able to manage all academic record and information

efficiently' conduct a research in allowed area' organi%ing and conducting

seminars and convocation proactively and reactively and able to consult the

management regarding on admission of students' prospect program and career of

a students.

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Assistant Registrar can be appoint as the registrar for the branch campus and

hold a responsibilities for implementation and supervision of campus academic

policies and procedure of the applicants or a students. Assistant Registrar focus

on admission and records administration. 1n order for *,A to work smoothly it is

assistant registrar duty to lead that division in managing and handling starting

with student recruitment until their enrollment. The main role in admissions is to

ensure the detailing' implementation and evaluation of admission policies.

Assistant Registrar responsible for the planning' analysis' scheduling and the

inclusion of activities so that campus goal can be achieved. *e is expected to be

involve in of decision support and management support systems assign for his

area. Another main responsibilities as Assistant Registrar is in record relatematter which is to ensure all the academic record and students performance are

being collect neatly. This is critical part where it need to be done correctly to

ensure data analysis process can be carry out meticulously.

According to r 1%wan as Assistant Registrar in that campus' currently there are

few methodology that he is use in representing analysis and statistic. 4irst he has

to review all the report that is relate to the analysis that he want to do. The report

were kept in two form which is softcopy and hardcopy and it is easier to review

the report in hardcopy form. After that he will analy%e all the report and

document it via icrosoft 0ffice before he can translate the table created into

graphical representation by using icrosoft ,xcel. Then the analysis report will

be stored same as other report which is in two form and it is softcopy and

hardcopy where the softcopy will be save in his desktop and the hardcopy will be

organi%e in a file. 4inally the analysis report will be handed to his superior for

decision making process.

1.2 Proble !tateent

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3ased on my interview with r hairoli%wan *arry assistant registrar in iT

elaka ampus /asin' there are a few problem that had been identify regarding

to current method. The details are as follows.

1.2.1 Ine""#c#ent A$$roac% #n Per"or#ng Anal&'#'

4or time being' assistant registrar of iT ampus /asin are using icrosoft

,xcel !") to draw an analysis regarding to the report that they had received.

icrosoft ,xcel is a good software to create a statically representation for a

report but it will be useful and full functioning if the person whose are using it

familiar enough with that software which is know how to fully optimi%ed that

software. icrosoft ,xcel is a complex tools that provide a capabilities to turn

data analysis gathered into more reliable representation. &ince Assistant Registrar

not an 1T background person so he will not concern on how to use ,xcel in most

efficient way. *e end up using just the basic function and as a result it is not the

efficient for him to do so when he has to re-write all the analysis data into

icrosoft 5ord before that data can be translate into graphical representation in

,xcel. *e also are not aware that ,xcel can be connected to the database so that

he does not have to review the past report to do an analysis instead he just can

extract that data from the database and the analysis result can be generate more

easier. All these situation would lead to he finally doing extra work which it can

be avoided.

1.2.2 Con'#derable (ea'ure o" T#e E)$ected to Re*#e+ Pa't Re$ort

r 1%wan have to complete around ) to # report a week and sometimes he were

asked to carried out an ad-hoc analysis regarding on certain issues depending on

his superiors re2uest to ease their decision making process. *is superior not only

came from iT organi%ation it can be from the outside organi%ation like state

government' so there will be a lot of analysis need to be done. *e also had

experience disable to complete a report within time constraint due to many

activities held in a week. *ence it will be more report and analysis that need to3


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be prepare compare to a normal week. 1t is also due to the work procedure that

need to be followed in order to do an analysis. To do an analysis stakeholder

have to review all the past report and it is not easy to review all the report since

there is no system that manage the report. ,ven though the report were saved in

two type which is softcopy and hardcopy' he said that it is more easier to

manually retrieve all the past record manually from the file instead of searching

the report from desktop storage due to there is no system that can ease the

retrieving process. All this process will consume a lot of time just to gather a

certain data and this is not including time needed to write an analysis and

statistic.

1., Project Object#*e". To develop a system that can create a dynamic statistic

. To evaluate an functionalities of the system using ser Acceptence Test (AT$

1.- Re'earc% !co$e

1.-.1 U'er

iT elaka ampus /asin6s Assistant Registrar

1.-.2 Hard+are

". 7ersonal 8omputer

1.-., !o"t+are

". 5indows 9 and above. :oogle 8hrome browser

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1.-.- A*a#lab#l#t&

". 0nline system

1.-. /eogra$%#cal

". Academic Affairs +ivision (*,A$ iT elaka ampus /asin

1. Re'earc% !#gn#"#cance

This system will help assistant registrar to perform an analysis more efficiently. 1t

will replace the current method of performing analysis which is re2uire him to

review one by one report manually. 1nstead of reviewing report manually he only

need to set up a filter which is he just have to choose a suitable attribute that he

want to analy%e.

This will reduce time needed by him to complete a report. 3esides it will helping

making work procedure for analysis process became more organi%e d by removing

unusable step in data analysis procedure . Thus it will increase the productivity of

*,A division since staff will have more time to be focus on others matter.

1ndirectly the board of director also will get positive impact since this system is

helping them in making a better decision due to the concept of dashboard that will

be apply on the project.

eanwhile' if the organi%ation structure in a good condition it will increase the

performance of the iT elaka ampus /asin and in some way capable of

boosting student6s achievement and next improve the society view and enhanced

trust towards this institution.

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CHAPTER 2

0ITERATURE REIE

This chapter describe about literatures that have to review for this study. 1t is cover on

topic analysis and statistic and record management system. This chapter is carry out in

order to get the most relevant techni2ue and method to be implement in the project.

2.1 Record (anageent !&'te

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Record is tools that load with information to govern the planning and decision

making process of an organi%ation and it is a crucial for having an effective and

efficient administration (;orris' !!$. According to ## nited &tates 8ode ))!"

(as cited Record anagement' !!


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chronologically(4east > ;ugent' !"#$. 7aper based record are used to ensure

consistency of care (*ardstone' *artswood' > 7rocter' !!#$ which is certain

procedures are re2uired to be follow. This is important to make it easy to retrieve

the record based on the labelled to reduce the time taken for data retrieval.

7aper based records can be very effective with a structured procedures of

keeping the records. 7aper based records does not re2uire hardware and software

in order to exist(&haw' !!


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Analysis is a process of classify of an information into a several part to identify

the relationship of each other (Taylor' !!9$. 0ther source said that analysis is an

activity of learning the behavior of an object to know it central or basic it

attribute (Analysis' n.d$. 1n simpler explanation' analysis is a process of

unravelling a complex issues into easier form to have better insight about an

issues. Analy%ing is different with reporting. Report are more alike to rearrange

the gathered data into more organi%e representation information to demonstrate

how the situation is operate while analysis is more to changing the information

report into a vision for better understanding about an issues. 1t is important to

have better understanding about this issues so that the focus on the functionalities

can be determine.

According to aralakshmi' &useela' &undaram' ,%hilarasi and 1ndrani (!!B$

statistic is the use of scientific method in order to performing an analysis that can

draw a valid conclusion. &tatistic had been widely use in various field like in

industry' agriculture' commerce' planning' health and education due to the

importance and the impact that can be brought proper practice of statistic. 4itting

with 3halerao (!""$ statement which is concern on his observation on the

broadly use of statistic in numerous area had increase the development of an areaand the growth of information technology had influence the way of statistic can

be used. &o' both analysis and statistic is an important element in decision

making process.

2.2.1 D&na#c /ra$%

+ynamic graph is a possibility process that illustrate a relation between variable

where the properties would change by time (8lementi' &ilvestri' > Trevisan'

!"#$. This concept means that dynamic graph should capable of reconstruct the

graph after the changes have made on the data without having to recalculate it

from the scratch every time. Thus this concept is suitable to use for a system that

need to perform an analysis with dynamic data.

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2., Data #'ual#3at#on Tec%n#4ue'

+ata visuali%ation is a presentation of data graphically to ease the process of

understanding the context (Ramly' ;or' Ahmad' > A%i%' !"$ . 1mproving data

representation will aid the main point or the actual content to be delivered to

audience smoothly and it will help to increase the productivity of an organi%ation

(ahoney' !")$. +ecision making process would need a good interpretation of

data to choose the best way to be taken for a situation. 1t is crucial for the analyst

to choose the best techni2ue to represent the data since it will affect the decision

making process of high level management in the organi%ation. 3esides'

according to Ramly ( !"$ data visuali%ation is the crucial element to keep the

business in the correct path to reduce the lost on expenditure.

2.,.1 Da'%board

+ashboard is a concept of presentation of the whole essential information on a

single screen so that the information can be observe in a glance (1andoli' Cuinto'

+e Diddo' > 3uckingham &hum' !"$ . +ashboard representation techni2ue

used in business management is to ease the monitoring work on a certain issues

or to monitor an organi%ation performance. :enerally dashboard measurement

does not relate to a business objective since it just show on how the business

operation are working at the current time. The data gathered is update in real

time' because of that the system must be keep run continuously. As a

measurement tools' dashboard are showing just a metric on performance of an

organi%ation just in high level idea of presentation. According to &avkin (!"B$'

dashboard is suitable for middle manager use where the content of visuali%ation

is more on the current situation performance which is manager can alert their

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subordinates rather than use the visuali%ation for determine the long term

business strategy.

5#gure 2.1 6 +ashboard representation.

4igure ." above show how dashboard focus on operational goal. All graphical

representation is compact into single display in one page to ease the analysis

process.

2.- C%art#ng 0#brar#e'

:raphical representation is important to make spreadsheet more likely to be read.

To convert from text graphical representation chart is used where chart is a

graphic structure consist of shape and symbol. There is various technology in

/ava&cript that can be used to build chart. This project only will focus on +) and

*ighchart technology.

2. Conclu'#on

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3ased on research carried out in this paper it can be conclude that for developing

a Record anagement &ystem that capable of drawing a dynamic graph for

analysis purpose the system must be able to draw all the graph template. The

representation used for this project will be the hybrid techni2ue which is the

combination of dashboard and balance scorecard techni2ue since there are

several features that needed in both techni2ue for this project. Then this project

will be develop using electronic recording management method. The advantage

of using electronic recording management method against paper recording

management method will improve the way to store data and increase data

reliability.

CHAPTER ,

RE!EARCH (ETHODO0O/7

This chapter will be discuss on the research methodology that is going to be implement

for *,Ads system development. 3asically this chapter will explain on the methodology

itself' phases' activities and the expected result in order to meet the project

development6s objectives. This chapter includes phases such as planning phase're2uirement analysis phase' design phase' development phase' testing phase and

deployment phase.

,.1 Re'earc% (et%odolog&

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3efore start developing a project it will be good to know the methodology that is

going to be use. ethodology will be helpful to ensure the development process

run smoothly. 1t will provide a better and clear understanding of the

development process of any complexity that will be face in developing a project.

oreover' methodology helps a development process to become neat' systematic

and complete. Thus' to achieve all those elements for *,A record management

system (dynamic system$' *,Ads development process' a suitable model

approach need to be decide' which is the approach will determine how the

project will be flow. This project will be using agile approach which is consist of

six phases. The phases involves are planning' analysis' design' development'

testing and deployment.

5#gure ,.1E &ix phases based on agile approach

This project are implementing agile approach to represent the workflow due to

ease the manner of the project to be independent on the change along the

development process.1n represent the methodology that is used for developing

*,Ads' 4igure )." shows the six phases based on agile approach. As the figure

show the iteration at the analysis until testing phase so that the changes can be

made after system is tested if the system do not meet the re2uirement. 1n the six

phases' the first phase would be planning. This phase is very important where it

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act as the base for the whole development process. 1n this phase all the

information needed is gathered before developing the system. 1nformation are

gathered through interviews conducted with the stakeholder and reviewing the

literature. After re2uirement gathering' analysis phase takes place where all

information isolated from each other into situations' in which it needs to be

solved. ;ext' project will be continue with design phase where all the project6s

design and flow are shown to give the first sight before start with the

development. Then' finally' after the project have been developed' it will move

on to the next phase which is the testing phase. 1n this phase' the project will be

tested to identify whether it does have any flaws or malfunctions in it. 1f the

project meet all the re2uirement the project will be ready to be deploy.

,.2 Plann#ng

1n this project methodology' the first phase would be re2uirement gathering

which is the most important phase in this whole project of *,Ads. 7lanning is

responsible to collect all necessary information in order to start developing a

project. The re2uirement gathering process consists of facts and figures that has

the meaning to support this project. 1n addition' during this phase' the literature

review of related topic from other researcher is done to gain more important and

useful information in order to have better understanding on the situation.

To get the overview about the project' an interview is conducted with assistant

registrar of iT /asin6s *,A' r. hairol 1%wan. 4rom the interview session'

there are several issue arise from the current practice. *e felt that current system

runs manually where all process are in paper form. &ourcing from this' it lead to

other problems such as a lot of time and energy consumed.

*ence' *,Ads is developed to solve those existing problem. This system let him

to perform the analysis dynamically with web-based platform. Thus he will no

longer need to review all the past report saved physically on the file all over

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again just to complete an analysis when *,Ads can help him to retrieve the

report virtually an efficiently.

5#gure ,.2E 7lanning phase.

,., Project Anal&'#'

This phase is about to shaping a well-defined view the information collected

during planning phase. 1nformation such as problem with current practice and

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PHA!E

7lanning

ACTIITIE!

I. 8urrent issuearise.

II. 8urrent work procedure.

7reliminary studyE

4ormal interview

session is conduct with

iT /asin assistant

registrar

Diterature &ummaryE

I. The importanceof computeri%ed

system of record

management

system with

dynamic statistic

generated

II. &ystemapplication

platform

III. isual presentation

techni2ues

Diteratures studied and

summari%ed

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scope are extracted to be analy%e. 4igure ).) shows the overall analysis that has

been made.

5#gure ,.,E 7roject Analysis phase

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PHA!E

Analysis

ACTIITIE!

I. Analy%e userre2uirement

and issue

II. Analy%ecurrent

practice of

analysis

processing for*,A

+esign se 8ase

diagram based on

system re2uirement

se 8ase

diagram draw

Review on the

application system

platform to be

implement for *,Ads

system

Review on data

visuali%ation techni2ues

7latform is decided

+ata visuali%ation

techni2ue were chosen(+ashboard techni2ue$

I. 7roblemstatement is

analy%e

II. 0bjectives isdefined

III. &cope is setIV. &ystem

re2uirement isconstructed

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,.,.1 !&'te Re4u#reent !$ec#"#cat#on

This section will discuss on the re2uirement that system should inherit and

highlight the relationship between user and the system. The re2uirement are as

follow E

". ser is able to login to the system.

. Admin is able to manage user such as register new user' view user

information record' update the user information and delete user registry.

). Assistant Registrar can carry out an analysis including produce analysis

report with dynamic chart.

#. Assistant Registrar can manage the analysis report which means he is able toview' edit and delete existing report.

B. ser is able to logout from the system.

,.,.2 U'e Ca'e D#agra

There is two actor involve in this system which is admin and assistant registrar.

4irstly for using the system' both of the actor will need to log in to the system

then the system will lead them to the difference level of administration and

interface. 4or the admin they can manage the user like create' alter and delete

them. They are responsible for registering assistant registrar before he can use

the system and other user in future. 1n figure ).B it is indicate that the assistant

registrar will use the real purpose of the system which is to perform analysis. 1n

this operation' he can create a new analysis document which consist of dynamic

graph. 3y creating new document means that he could use the existing template

or create the new one and the template will be depending on the variable choose

by him. 1n manage analysis record operation' he is able to delete and update the

document beside view the content. 3oth operation for perform analysis and

manage record held the same function which is print and save the document.

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5#gure ,.- se 8ase diagram for *,Ads project.

,.- De'#gn

+esign phase will design the functions and operations and described the design

in details. This phase contains se 8ase diagram' 4lowchart' ,ntity Relationship

diagram and &ystem 1nterface. These diagrams' chart and layouts are the design

elements and intended to describe the system in sufficient detail.

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System


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5#gure ,. +esign phase

,.-.1 5lo+c%art

4lowchart are used to show of how the process flows. 4igure ).< and ).9 show

how the process flow in *,Ads system. The process flow is divide based on user

re2uirement.

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PHA!E

+esign

ACTIITIE!

+esign flowchart based

on system re2uirement

+esign system interface&ystem

interface

4lowchart

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5#gure ,.8 4lowchart for admin in *,Ads system

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5#gure ,.9 4lowchart for assistant registrar

,.-.2 (ock Inter"ace'

&ystem interfaces is important to develop a better understandings of the system.

The flow and navigation of the system are shown in this section.

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,.-.,.1!&'te Inter"ace' "or Ad#n

Table ,.1E 1nterfaces for applicant.

Inter"ace' Deta#l'

5#gure ,.: Dogin page

Dogin page re2uire admin to

prompt his 1+ and password

like registered in database in

order for him to use the system.

1n case if his forgot his either

his 1+ or password registered he

can retrieve in forgot password

page after go through several

authentication process.

5#gure ,.; *omepage interface for admin in *,Ads system

After successfully login into the

system' admin need to choose

the services either want view

existing user record or register a

new user for the system.

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5#gure ,.1< iew report page

1f user choose to view the

record he will go to this page

where there is two section in

this page. The filtering form is

apply to ease the record

searching process. After the

filtration is established the

result would be display on list

name report section. 1n report

section there is two button

functional as update and delete

button for admin to alter the

user. After these button are

clicked next operation will

follow.

,.-.,.2!&'te Inter"ace' "or A''#'tant Reg#'trar

Table ,.2 1nterfaces for assistant registrar

Inter"ace' Deta#l'

5#gure ,.11 Dogin page

&ame as admin' assistant

registrar will have to prompt his

1+ and password like registered

in database in order for him to

use the system. 1f he is not

registered' he have to contact

the admin for registering him

because user besides admin did

not have authorities to register user.

This will be homepage interface

for assistant registrar. 0n this

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5#gure ,.12 *omepage interface for admin in *,Ads system

page he have to choose either to

view or create new analysis

document.

5#gure ,.1, 8reate interface page

1f user choose to create new

document' he will go to this

page where he will need to pick

the variable to be analy%e then

he will need to choose either to

use existing template or create

new template.

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5#gure ,.1- 8reate new templates interface page

This page where assistant

registrar will create new

template for his report. *e need

to organi%ed the format of his

analysis report like where to put

the title and what kind of

representation that he want.

Then he will need to choose

graph template on the next

page.

5#gure ,.1 8hoose templates page

This page where all graph

template is place so that it will

ease assistant registrar to made

the correct representation.

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5#gure ,.18 8omplete page

This the view after the

document is ready to be present.

Assistant registrar then can print

or just save the document.

,.. De*elo$ent

The next phase is implementation phase. 1n this phase' the project are develop

following the previous three phases. Table ).) shows the implementation phase.

26

PHA!E

+evelopment

ACTIITIE!

+evelop modules

&etup database and web

server

&erver is setup

1ntegrate all modules

+evelop dashboard+ashboard developed

&ystem development

done

odules developed

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5#gure ,.19E 1mplementation phase.

,..1 HEAd' (odule'

To describe the operation occur in use case diagram in figure ).B modules is

used. 1n table ).) it show all the modules involve in *,Ads project.

Table ,., *,Ads modules for admin.

(odule ID (odule' De'cr#$t#on'

A+!!" Dogin Admin login into system for user

verification.

A+!! Dogout Admin logout from system.

A+!!) anage user Admin is the only person whose

authori%ed to register a user' this

operation allow admin to view '

update and delete user record from

the system.

Table ,.- *,Ads modules for assistant registrar

(odule ID (odule' De'cr#$t#on'

AR!!" Dogin ser login into system for user

verification.AR!! Dogout ser logout from the system

AR!!) 7erform analysis ser can create analysis document

which is contain dynamic graph.

This operation allow user to create

either new template or use existing

templates

AR!!# anage analysis record ser can retrieve' delete' update and

view all stored analysis record.

,..2 Hard+are and !o"t+are De*elo$ent

Table ,. *ardware re2uirement for developing *,Ads project.

Categor#e' !$ec#"#cat#on'

+evice Daptop or +esktop computer

RA :3 and above

7rocessor 1ntel 8ore i) and A+ e series.

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Table ,.8 &oftware re2uirement for developing *,Ads project.

Categor#e' !$ec#"#cat#on'

+evelopment tools FA77

0perating &ystem 5indows 9 to 5indows G

,.8 Te't#ng

Testing phase is to check whether the system meets the user re2uirement or not.

This project will be test on functionalities and the acceptance of user using

functionality testing and user acceptance testing. All of these testing are

important to check whether it works properly as planned or having problem

during testing. Testing is very important for system development before being

deployed for user to use the system. 4or this project if the user are not satisfy

with the system develop in this phase' the work flow will restart with analysis

phase as shown in figure )." above.

28

PHA!E

Testing

ACTIITIE!

8onduct functional

testing

&ystem6s user

acceptance testing

tested

8onduct user

acceptance testing

&ystem functionality

tested

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.5#gure ,.1: Testing phase

,.8.1 5unct#onal#t#e' Te't

This test is conduct to check either the result of the system after develop is reach

the expected outcome. This test is conduct by inviting a few expert to test the

system by fill up the test form after use the trial version of the system.

,.8.2 U'er Acce$tance Te't

This test is conduct to check either the system meet the re2uirements. This test is

conduct by asking the intended user to use the trial version of the system first

then he have to fill up the test form based on his experience.

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R,4,R,;8,&

:olding' 3. (!!=$. 3asics' T * , anagement' Records. Basic, THE Management,

Records' (0ctober$.

:overnment Record &ervices. (!""$. :ood Record anagement 7ractice' (0ctober$.

;orris' T. +. (!!$. The &even Attributes of an Regents of The niversity' (4ebruary$.

Record anagement. (!! Trevisan' D. (!"#$. 1nformation spreading in dynamic

graphs. #istri$uted Com%uting ' (0ctober !"$' BBJ9).

httpEHHdoi.orgH"!."!!9Hs!!##


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.aralakshmi' ;.&useela' :.&undaram' &.,%hilarasi' 3. 1. (!!B$. tatistics Higher

econdar&. '((M Pa%er (ol.

Analysis. (n.d.$. The American Heritage) cience #ictionar&. Retrieved 0ctober )"'!"B' from +ictionary.com

websiteE httpEHHdictionary.reference.comHbrowseHanalysis

ahoney' /.' !"). +ata visualisation and statistical analysis within the decision making

process. *nternational Conference on Com%uter 'ra%hics Theor& and A%%lications

and *nternational Conference on *nformation +isualiation Theor& and

A%%lications -'RAPP ! *+APP.' pp.#G=J#=#. Available atE

httpEHHeprints.lincoln.ac.ukH9!"".

Ramly' ;. ;.' ;or' 4. .' Ahmad' ;. *.' > A%i%' . *. (!"$. 8omparative Analysis

on +ata isuali%ation for 0perations +ashboard. *nternational Journal of

*nformation and Education Technolog&' "(#$' G9J=!.

httpEHHdoi.orgH"!.99 3uckingham &hum' &. (!"$. A debate

dashboard to enhance online knowledge sharing. +ine' /"("$'

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