UNIVERSITY OF ZIMBABWE

Department of Electronics and Telecommunication

A project study on
File Tracking System

Submitted for review for the

Honours in Network Engineering

In the Faculty of Computer Engineering Informatics and

Communications
By
STEPHEN O MANGENA R204681J

1
 Academic supervisor: ENG S. Madondo
Industrial supervisor: Mrs S Manhombori

2023

APPROVAL

This project is submitted in partial fulfilment of the requirements for the bachelor of Science
Honours Degree in Network Engineering from University of Zimbabwe and is recognized
for its contribution to knowledge and presentation

2
DECLARATION

I Stephen Obert Mangena, certify that this project is my own work, based on my personal
study and/or research and that I have acknowledged all material and sources used in its
preparation, whether they be books, articles, reports, lecture notes, and any other kind of
document or electronic

3
ABSTRACT

The file tracking system has been one of the areas of concern in the ministry. Much research
over the years has been carried out to tackle the problem of file monitoring system in our
ministry’s. As we all know large volumes of data are usually generated in most government
ministry’s today. Locating files using the manual method is a tedious and time-consuming
process for most of the registry staff of the ministry. This project aims to develop a file
tracking system that will eliminate the problem caused by the manual system of a file
monitoring system. The use of books is vanishing, and software’s and systems are emerging.
It’s the time to change from conventional book writing to a system. I am are introducing
“MIC File Tracking System” the system which would be of higher important within the
ministry or GoZ at large. It gives more comfort and a better user interface to all staff
members.

4
ACKNOWLEDGEMENT

I take this opportunity to express my profound gratitude and deep regards to my supervisor
Mrs S Manhombori for her exemplary guidance, monitoring and constant encouragement
throughout the course of this project. The blessing, help and guidance given by her time to
time shall carry me a long way in the journey of life on which I am about to embark.

I also take this opportunity to express a deep sense of gratitude to Mr B Kasambara and Mr
K Gatawu for their cordial support, valuable information and guidance which helped me in
completing this task through various stages.

I am obliged to staff members of Ministry of Industry and Commerce (Head Office), for the
valuable information provided by them in their respective fields. I am grateful for their
cooperation during the period of my attachment.

5
DEDICATION

I want to thank my family and many friends for helping me with my project . I’m incredibly
thankful to my loving parents and Ropafadzo , their words of support and push to be
consistent

6
TABLE OF CONTENTS

TOPIC PAGE
CHAPTER 1: INTRODUCTION

1.1 INTRODUCTION ………………………………………..……………………... .13

1.2 BACKGROUND ………………………………………….…………...................13

1.3 EXISTING SYSTEM……………………………………….……………….…….14

1.4 PROBLEM DEFINITION ……………………………………………………… 15

1.5 AIM ……………………………………………………………………………... 15

1.6 OBJECTIVES……………………………………………………………………..15

1.7 SCOPE OF THE STUDY ………………………………………………………...15

1. 8 INSTRUMENTS AND METHODS……………………………………….……16

1.9 FEASIBILITY ANALYSIS……………………………………………………....16

1.9.1 ECONOMIC FEASIBILITY …………………………………………..16

1.9.2 TECHINICAL FEASIBILITY ………………………………………...17

1.9.3 OPERATIONAL FEASIBILITY………………………………….…...17

1.9.4 BEHAVIORAL FEASIBILITY………….………………………….…17

1.10 JUSTIFICATION AND RATIONALE…………….……………….………......17

1.11 WORKPLAN……………………………………………….…………………...18

1.11.1 DATABASE DESIGN ………………………………………………………..18

1.11.2 OUTPUT DESIGN ……………………………………………………………18

1.11.3 INPUT DESIGN ……………………………………………………………..19

7
 1.12 GANNT CHART ……………………………………………………………….16

1.13CONCLUSION…………………………………………………………………..16

CHAPTER 2:LITERATURE REVIEW

2.1 INTRODUCTION………………………………………………………………..…....21
2.2 FILE TRACKING SYSTEMS HAVE BEEN DEVELOPED …………………..…….21
2.3 TAGGING FILE TRACKING SYSTEM…………………………………...…………21
2.3.0GAPS IDENTIFIED…………………………………………………………...22
2.4 OTHER FILE TRACKING TOOLS…………………………………………………...22
2.4.0 GAPS IDENTIFIED……………………………………………...………….23
2.5 CONCLUSION………………………………………………………………...………23
CHAPTER 3: ANALYSIS
3.1 INTRODUCTION……………………………………………………………………...24
3.2 INFORMATION GATHERING……………………………………………………….25
3.2.0 PROTOTYPING…………………………………………………………..…25
3.2.1 INTERVIEWS………………………………………………………………..25
3.3 SYSTEM DEVELOPMENT LIFE CYCLE…………………………………………...25
3.3.0 INITIATION PHASE ……………………………………………………,….26
3.3.1 SYSTEM CONCEPT DEVELOPMENT PHASE……………………...……26
3.3.2 PLANNING PHASE ……………………………………………………...…26
3.3.2 PLANNING PHASE ……………………………………………………...…26
3.3.3 REQUIREMENT ANALYSIS………………………………………….…...26
3.3.4 DESIGN PHASE ………………………………………………………....….26
3.3.5 DEVELOPMENT PHASE………………………………………………..…26
3.3.6 INTEGRATION AND TEST PHASE ………………………….………...…27

8
 3.3.7 IMPLEMENTATION PHASE ……………………………………………...27
3.3.8 OPERATION AND MAINTENANCE PHASE………………………….....27
3.4 WEAKNESSES OF THE EXISTING SYSTEMS…………………………………..27
3.5PROCESS ANALYSIS……………………………………………………………….28
3.6 DATA ANALYSIS………………………………………………………………..…31
3.5.0 MIC FILE MANAGEMENT SYSTEM DATAFLOW DIAGRAM…...….31
3.7 WEAKNESSES OF CURRENT SYSTEM………………………………………….28
3.7.0 AVAILABILITY…………………………………………………………...30
3.7.1 INTERNET DEPENDENCE……………………………………………….30
3.7.2 SLOW PERFORMANCE …………………………………………….…....30
3.7.3 AUTHENTICATION AND AUTHORIZATION FLAWS…………………30

3.8 REQUIREMENTS ANALYSIS …………………………………………………..…32

3.9 CONCLUSION……………………………………………………………………….33

CHAPTER 4: DESIGN

CHAPTER 4: DESIGN PHASE

4.1 INTRODUCTION………………………………………………………………….32

4.2 SYSTEM DESIGN…………………………………………………………………32

4.3 ARCHITECTURAL DESIGN……………………………………………………..36

4.4 PHYSICAL DESIGN………………………………………………………………38

4.5 DATABASE DESIGN …………………………………………………………….38

4.4.0 CONTEXT DIAGRAM………………………………………………….40

4.5.1 DATA-FLOW DIAGRAM…………………………………………..….41

4.6 PROGRAM DESIGN……………………………………………………...42

4.6.0 SEQUENCE DIAGRAM………………………………………………..42

9
 4.7 INTERFACE DESIGN………………………………………………………….…46

4.8 PSEUDO CODE………………………………………………………………....…52

4.9 SECURITY DESIGN …………………………………………………………….53

4.9.1 OPERATIONAL SECURITY…………………………………………..53

4.9.2 NETWORK SECURITY………………………………………………..54

4.10 CONLUSION…………………………………………………………………….50

CHAPTER 5: IMPLEMANTATION AND TESTING

5.1 INTRODUCTION………………………………………………………………….55
5.2 CODING…………………………………………………………………………….56
5.3 TESTING …………………………………………………………………………….60
5.3.0 TESTING OBJECTIVES……………………………………………………..60
5.3.1 LEVELS OF TESTING……………………………………………………… 61
5.3.2 UNIT TESTING ……………………………………………………………..61
5.3.3 INTEGRATION TESTING …………………………………………………..62
5.3.4 STSTEM TESTING…………………………………………………………..,62
5.3.5 ACCEPTANCE TESTING ……………………………………………………63
5.3.6 SECURITY TESTING…………………………………………………………63
5.3.8 TEST INFORMATION FLOW…………………………………………………65
5.3.9 SYSTEM IMPLEMENTATION…………………………………………….….66
5.4 SYSTEM INSTALLATION…………………………………………………………….66
5.5 MAINTENANCE………………………………………………………………………67
5.6 RECOMMENDATIONS FOR FUTURE/FURTHER DEVELOPMENT………………68
5.7 CONCLUSION……………………………………………………….………………...69
6 REFERENCING …………………………………………………………..…………….70

LIST OF FIGURES AND ILLUSTRATIONS

Figure Page
Figure 1.0 : Activity of an administrator……………………………………………. 28

10
 Figure 1.1 login page Diagram ……………………………………………………….29
Figure 1.2 MIC File Management System Dataflow Diagram………………………..31
Figure 1.3 overview of the whole MIC File Management System…………….…..….35
Figure 1.4 login flowchart diagram of MIC File Management System……………….36

Figure 1.5“MIC File Management System” Layered Architecture…………..….37

Figure 1.6 Database design …………………………………………………………….39

Figure 1.7 Context diagram …………………………………………………………….40
Figure 1.8 Data-flow diagram ………………………………………………………….41
Figure 1.9 Administrator Sequence diagram ……………………………………………42
Figure 1.10 Normal Sequence Diagram…………………………………………………44
Figure 1.11Supervisor Sequence Diagram ..............................................................…...45
Figure 1.12 Interface design….………………………………………………………….46
Figure 1.13 Administrator Interface design ……………………………………………46
Figure 1.14 Register Interface design …………………………………………………..47
Figure 1.15 Supervisor Interface design ………………………………………………….47
Figure 1.16 Administrator Use case…………………………………………………….48
Figure 1.17Register Use case ………………………………………….………………49.
Figure 1.18 Supervisor Use case ………………………………………………………..50
Figure 1.19 Normal Use case ……………………………………………………………51
Figure 1.20 File manager code……………………………………………………………57
Figure 1.21 Navigation Bar code……………………………………………………….....58
Figure 1.22 Borrow a File code …………………………………………………………..58
Figure 1.23 Change Password code……………………………………………………….59
Figure 1.24 Database code …………………………………………………………………….59
Figure 1.25 Database code ………………………………………………………………..60
Figure 1.26 Logout code……………………………………………………………………60
Figure 1.27 Levels of Testing………………………………………………………………61
Figure 1.28 MIC system ……………………………………………………………………62
Figure 1.29 MIC system ……………………………………………………………………62
Figure 1.30 Authentication and Authorisation diagram ……………………………………….63

11
 Figure 1.32 Authentication and Authorisation diagram ……………………………………….64
Figure 1.34………………………………………………………………………………….64
Figure 1.33…………………………………………………………………………………65
Figure 1.34 Test Information Flow ……………………………………………………….66

LIST OF TABLES
Table 1.0 Gantt Chart………………………………………………………………………………………………..20

Table 1.1 Architectural Design……………………………………………………………………………….37

GLOSSARY

MIC Ministry of Industry and Commerce

GOZ Government of Zimbabwe

IT Information Technology

HQ Headquarters

APK Android Package Kit

PHPs Hypertext Processor

App System

APIs Application Programming Interface

SDK Software Development Kit

12
 CHAPTER 1: INTRODUCTION

1.1 Introduction

A web-based program called File Tracking System (FTS), sometimes known as File Tracking
and Monitoring System (FTMS), is used to track files and receipts easily. Its capabilities
include creating files and receipts, changing file statuses, creating new files, tracking file
movement, sending letters and files, logging their progress, etc. Limited uses of FTS exist
with the advent of e-Government, where among other applications, apps for electronic office
such as e-Office retain track of recorded files while simultaneously replacing physical files
with electronic ones. However, FTS still finds use in instances when businesses lack
sufficient hardware/software resources or inadequately qualified human resources. FTS
requires the bare minimum in terms of hardware and software resources, as opposed to
electronic offices where all officers and officials are required to have basic computing skills.
No significant adjustments to an organization's current operations are needed to deploy FTS.
Before e-Office can be implemented, a number of preparatory actions must be taken, such as
converting unstructured file formats into highly organized formats and purchasing the
necessary gear and software. Additionally, existing files must be converted to electronic
formats, and all human resources must receive computer usage training. File tracking
software is a first step.

1.2Background of the study

Today, manual methods are still used for processing data in large amounts. Most businesses
write letters by hand or manually type them since they are small. For instance, the owner of a
stationery business that distributes equipment to three or four vendors might feel there is no
need for an automated accounting system and hence have less concern for maintaining
important data. In such a system, the majority of the labour must be completed physically; no

13
machines are used (Fagbolu, 2008). Regardless of the business you work in, there are certain
components that must be adopted for an office to operate efficiently. The first thing to keep in
mind is that your files are the key to your business, and understanding how to adequately
preserve a paper trail can have a huge impact on how your day-to-day operations run (Anne,
2012). One distinctive aspect of the information era is the total reliance on computer-
maintained files for information storage, management, and retrieval on the part of businesses
and organizations. As a result of social changes that have produced enormous, complicated
political and economic structures, existing manual systems are frequently replaced by
electronic filing systems (Fagbolu, 2008). The requirement to manage files has grown
dramatically important particularly in institutions of higher learning. . However, Omoregbe et
al. (2014) found that there was little discussion of this in the literature. The majority of the
time, files are physically moved across desks or between departments (Omoregbe et al.,
2014). The transit of files across the file processing channel is clearly visible thanks to file
tracking systems, according to DMD (2010). A file may occasionally need to pass through
numerous people before it is deemed acceptable. However, there are risks to moving these
files from one desk to another, such as the possibility of losing these files or failing to record
the transfer. There is a need for a system that can offer remedies for such issues while sparing
administrative staff members the time and energy to do so. Systems for tracking files are a
good option in this case. Any organization's capacity to manage its files and documents
effectively determines its efficacy and efficiency. As a result, it should be easy or stress-free
to retrieve, search for, and locate a file or document (Omoregbe et al., 2014). The following
are some of the reasons for carrying out this project right now: File tracking can and will
increase document accountability and assist one in utilizing their documents better
It can also improve document security by restricting access to only those who should have
access
The location and movement of all your document that are on the system can be tracked
throughout your premise
User can create number of files
User can upload any number of documents and avoid paperwork
1.3 Existing System

This section will cover data collecting on the institution's present system, which the
administration team currently manages physically. A note, circulation, letter from an outside
organization and ministries or other departments, and other types of files are handled in the

14
institution. The staff members in charge of moving files around the ministry make up the
users of the file. The system now in use has two main transactions: updating user records and
tracking a document that has been received. Every copy of the document must be stored in a
file for later use. The manual nature of all these activities causes a delay in updating user
results, is time-consuming, and results in file loss.

1.4 Problem Definition

Firstly, currently there is no existing software which is capable of locating an item within the
ministry. Secondly, the efforts of searching for an item such as a file within the registry office
is time consuming, unsystematic and risk of human error. Thus, it causes a waste of valuable
human resources and time. Finally, the additional stress caused by the manual labour of
locating important files such as company profiles, memos, invitations and requests impairs
the ministry’s staff to their optimal condition. Therefore, it is important to lower such
unnecessary burden on the staff to achieve an efficient and quality working environment.

1.5Aim

To track the movement of files and generate reports

1.6 Objectives

To search the location of ministry files within a contained area in limited time

To reduce the number of times staff finding wrong files.

To reduce the amount of time taken to search and locate files.

1.7 Scope of the study

The scope of this project is to:

Find a file within 30 seconds

15
Search the availability of files in database

System is allowed to search only one file per search

1.8 Instruments and methods

Php and MySQL project on File Management
I have developed this project using the below technology
HTML: Page layout has been designed in HTML
JavaScript: All the validation task and animations has been developed by JavaScript
CSS: Has been used for all the designing part
MySQL: MYSQL database has been used as database for the project
Apache2: Project will be run over the Apache2 server
You can run this project on XAMP, LAMP, WAMP or MAMP

1.9 Feasibility Analysis

A feasibility study is basically the test of proposed system in the light of its workability,
meeting client’s requirements, effective use of resources and the cost effectiveness. The key
considerations in feasibility analysis are:
1. Economic Feasibility
2. Technical Feasibility
3. Operational Feasibility

1.9.1 Economic feasibility

The proposed solution is economically feasible in terms of software cost as the technology
we are using is open source and free to use. Assistance is available for the developers on free
online forums to develop the system better. The client just needs to manage the finances for
development and maintenance

.
The backend required for storing other details is also the same database that is Sql. The
computers in the organization are highly sophisticated and don’t needs extra components to

16
load the software. Hence the organization can implement the new system without any
additional expenditure. Hen ce, it is economically feasible.

1.9.2 Technical Feasibility

In technical feasibility the following issues must be taken into consideration.

 Whether the required technology is available or not?
 Whether the required resources are available?
 Manpower - programmers, testers & debuggers?
 Software and hardware used?
The answer to all the above questions is yes, we have all the resources

1.9.3 Operational Feasibility

The system will be used if it is developed well then be resistance for users that undetermined
It will help in the time saving and fast processing. Improved information, better management
and collection of the tasks.

User support.
User involvement in the building of this system is sought to keep in mind the user specific
requirement and needs.

User will have control over their tasks. Quick tasks, such as no due date, alarm date-time, etc
specified can be created.

1.9.4 Behavioural Feasibility

People are inherent to change. In this type of feasibility check, we come to know if the newly
developed system will be taken and accepted by the working force i.e. the people who will
use it.

1.10 Justification and rationale

File tracking software allows quick and easy access to documents, and helps businesses cut
down their dependency on paper documents. File tracking software usually comes with an
array of additional features that provide a more detailed way of managing business
documents.

17
Today managing files in hard copy and searching them from bundles is a very tedious and
burdensome task, causing tremendous confusion and pressure on the administrative body of
the institutes. Movement of such files from one desk to another takes time and slows
down the process.
Each month and year, innumerable files are created and then we need to maintain those files
for future reference. Even managing a physical rack structure is a tedious task, causing
tremendous burden and pressure on the administrative members of any institute. Also, it
consumes a lot of space inside your cabin area and institutes need to provide extra facilities
like storerooms to safeguard those files.
All this leads to difficulties in - physically searching through piles of folders upon
requirement, maintenance, and careful arrangement of folders in racks, protection against
booklice, or bugs. In the case of confidential documents, the consequences of inefficiently
handling them can range from falling prey to loss of valuable data, lost revenue or authority,
data privacy infringement, etc.
MIC File Manager system is a web-based system that keeps track of the movement of
computer files and documents where, when, and by whom a file or document has been
accessed, transferred, revised, or deleted

1.11 Work Plan

The purpose of this phase is to plan a solution for the problem specified for the problem
specified by the required document. This is first step in moving from the problem domain to
solution domain. Designing activity is divided into 2 parts.

1. System Design

It aims to identify the modules that should be in the system, the specification of these
modules and how they interact with each other to produce the desired result.

2. Detailed Design

The internal goal of each of the modules specified in the system design is decided

18
1.11.1 Database design

A database is a collection of inter-related data stored with minimum of redundancy to serve

many applications. It minimizes the artificiality embedded in using separate files. The
primary objectives are fast response time to enquires, more information at low cost, control of
redundancy, clarity ease of use, accuracy and fast recovery. The organization of data in a
database aims to achieve three major objectives, they are data integration, data integrity and
data independence. During the design of the database at most care has been taken to keep up
the objectives of the database design.

1.11.2 Output Design

Output design is one of the most important features of the application. When the outputs are
not of good quality the users will be averse to use the newly designed system and may not use
the system. There are many types of output all of which can be either highly useful or can be
critical to the users, depending on the manner and degree to which they are used.

1.11.3 Input Design:

The unit design is the link that ties the information system into the user’s world. Input
specifications describe the manner in which data enters the system for processing. Input
design features can ensure the reliability of the system and produce results from accurate data
or they can result in the production of erroneous information.

Input design consists of

 Developing specifications and procedures for data preparation

 Steps necessary to put data into a usable from processing

 Data entry, the activity of putting data into the computer processing

Objectives of Input Design

19
Five objectives of design input focus on

 Controlling the amount of input required

 Avoid delay

 Avoiding errors in data

 Avoiding extra steps

 Keeping the process simple

Gantt chart

The Gantt Chart will show the expected timeline from the introduction up to the time the
implementation and testing stage

Table 1.0

Conclusion

This chapter has introduced the topic of project, provided the background of study, and the
statement of the problem. The objectives, significance, delimitation and limitations of the
project have been outlined. The following chapter shall discuss reviewed related literature

20
CHAPTER 2: LITERATURE REVIEW

2.1 Introduction
This chapter focuses on the review of related literature .A literature review includes he
current knowledge as well as theoretical and methodological contributions to a particular
topic .It documents the state of the art with respect to the topic you are writing . This chapter
reviewed related literature pertaining to other file tracking systems as well as findings and
contributions of various researchers on this topic

2.2 File Tracking systems have been developed

2.3 Tagging File Tracking System

According MCNeiI1 and Bailey (2014), tagging is a method whereby each item is assigned
one or more tags. The items can go in more than one category that is multiple categories can
be used. Many people find tagging quicker and easier than hierarchical filing. Furthermore,
Frost (2016), described tags as keywords used to assign to a files. Think of them like
characteristics for a person; Just like you would describe someone as “tall,” funny, ‘brunette,’
and so on, you would tag a file “important,” “tax info,” ‘just for fun,” or “work We believe
that there are potential advantages of using tags for file organization. First, tagging is
believed to be cognitively easier than categorizing (Sinha, 2005). Classifying and
categorizing information requires cognitive effort. Real life information is ambiguous to be
classified into absolutely neat hierarchical structures. Tags are believed to require less
cognitive load than categorization because tags could be any text that is associated with the
information. They do not have to be a high level generalization or categorization. Second,
hierarchical systems require users to follow the exact saving path to get access to the desired
file. With tagging, the target file can be accessed with any associated tag. Third, users can
give contextual tags to files, such as “important”, which can serve as reminders later in the
process of re-finding. Fourth, multiple tags can be assigned to a file. Since there is no
parental and sibling relationship between tags, files can be easily regrouped from different
perspectives. Research was done to explore the possibility of using tags for file management.
For example, a software tool called “Tag” was designed to help users manage personal files
with tag. Tag allows users to attach tags and descriptions to files

2.3.0Gaps Identified

21
Although, there are potential problems with social tagging, problems could also occur to
one’s personal lagging system. First, large number of self-created tags can grow to an extent
that individuals forget and get lost in one’s self-created tags. Secondly, people may use
different words to describe the same information which would make it hard to find files only
with tags. Thirdly, the way tags are presented is a problem. Currently, tag cloud is used
widely in social tagging systems. Basically, tags cloud is a set of alphabetically presented
tags, with the most frequently used tags emphasized in a larger font size. Whether tag cloud is
a useful mechanism for a personal tagging system is not clear. Similarly, McNeil & Bailey
(2014), states that the following are some of the drawback of using tagging file system; if the
material is not tagged properly when required it can be hard to find later and there is a risk of
inconsistent tagging.

2.4 Other File Tracking Tools

This study was underpinned by the Annotation Model for Document Tracking and
Recommendation Service developed by Abiodun (2007). The author proposes AMIEDOT
(annotation model for information exchange and document tracking) which can assist in
document tracking and recommendation services. The model is based on the three parameters
namely; document, time parameters as well as the parameters of the creator of annotation into
annotation process. The model further explained that, there are three constraints to be used
which include; who used the document, when was the document used and for what the
document was used. The basic objective of annotation conception is to provide additional set
of information that was not specified by the initial author of the document. This information
is saved to the original document and referenced by a link

Information and Data Exchange Advanced System is an advanced file information system
developed by the National Informatics Centre in Kerala, India. It is built on Free and Open
Source Software. It is a web based application for a file tracking system that records details
of the files that come into a government office (Bakshi, 2011). The drawback of this
particular system is that it is built to serve files in government offices and not necessarily
Universities or other institutions of higher learning

22
. Delhi, (2010) worked on File Tracking System which is a web-based application to monitor
the pendency of receipts and files and assist in their easy tracking. The application was
developed by National Informatics Centre (NIC), based on the Central Secretariat Manual of
Office Procedures (CSMoP) of the Department of Administrative Reforms & Public
Grievances (DAR&PG). The system is used to create, send, and track government files
(receipts). There is no actively log file and also in any possible hacking situation, all the files
can be manipulated. The drawback of this particular system is that it is built to serve files in
government offices and not necessarily Universities or other institutions of higher learning

2.4.0 Gaps Identified

Before the development of database management systems (like relational databases), file
system data management was the only way to store and retrieve files. File databases are still
in use, although they have a number of drawbacks, including poor accessibility, data
redundancy, a lack of standard file access, and an inability to organize data. File system must
depend on the file system that specifies how files are saved and read since it uses files to store
data. As a result, any program used to retrieve the data must comply with the storage system,
tying the data to the hardware that holds it. As a result, whenever the database is changed, all
the software that uses it must also be changed.

2.5 Conclusion

There are numerous differences between desktop and online applications. Desktop apps have
a lot of shortcomings. They cannot be accessed online, need downloading and installation
before usage, must be built for numerous systems, are more difficult to maintain and
administer. Unlike online apps, which demand less development work, don't need to be
manually installed or upgraded, support numerous platforms, are affordable, and can be
distributed and accessible instantly globally without intermediaries or distributors

23
CHAPTER 3: ANALYSIS

3.1 Introduction
(Burback, 1998). The requirements for the system are defined during the analysis phase,
regardless of how they will be fulfilled. The issue that the organization is trying to solve is
defined during this phase. An outline of requirements is the product of this step. It is excellent
if this paper outlines the specifics of what needs to be built. The "what" step can be seen in
this study? The requirement document makes an effort to represent the needs from the
viewpoint of the staff by specifying goals and interactions at a level separated from
implementation specifics., Due to poor file management, the ministry had problem to keep
track of the files as some files would be lost and not found, which was disadvantageous to
them and hurt the government's employees effort `. Therefore, the main goal of developing
this project was to make it simple for both the ministry to be able to track the files and reduce
paperwork, to change the record-keeping procedures, to make the system simple for both the
staff and the administrator in terms of time and labor, and to allow remote access to it via the
online organization portal. The feasibility analysis will be highlighted in this chapter.
Requirements, followed by a conclusion of every area. For a system to be considered
practical, it must be able to satisfy user requirements. In order to determine whether needs
recorded during data collection or surveys are practical, they are analyzed during the
requirements analysis stage. Using the use case diagram on the functional requirements, the
system's operation is demonstrated.

3.2 Information Gathering

24
Managing information involves gathering and distributing necessary information and
assimilating them on the project management activities and processes. The information
gathering techniques are repeated processes that are used to create and organize data across
different kinds of sources.
.
3.2.1 Prototyping
Prototyping is a relatively modern technique for gathering requirements. In this approach, I gathered
preliminary requirements that you use to build an initial version of the solution — a prototype. I
showed this to the staff, who then gave me additional requirements. I changed the system and cycle
around with the staff again. This repetitive will continues until the product meets the critical mass of
organization needs for an agreed number of iterations
3.2.2 Interviews
The most common technique for gathering requirements is to sit down with the organizations and ask
them what they might need. The open-ended interview questions allowed the staff to respond how
they wish, and to what length they wish, appropriate when the analyst is interested in breadth and
depth of reply. I took notes during the interview to capture the key points and insights. This helped me
to remember important details and analyze the information later. This interviews i did them with the
staff members from the registry department that deals with file handling.

3.3 System Development Life Cycle

PHASES
3.3.0 Initiation Phase
The initiation of a system (or project) begins when a user’s need or an opportunity is
identified. A project manager should be appointed to manage the project. This business need
is documented in a Concept Proposal. After the Concept Proposal is approved. The System
Concept Development Phase begins.

3.3.1 System Concept Development Phase

Once this proposal is approved, the approaches for accomplishing the concept are reviewed
for feasibility and appropriateness. The System Boundary Document identifies the scope of
the system and requires senior approval before beginning the planning phase.

3.3.2 Planning Phase

25
The concept is further developed to describe how this system operate once the approved
system is implemented, and to assess how the system will impact users. To ensure the
products and services provide the required capability on-time and within budget, project
resources, activities, schedules, tools, reviews are defined.

3.3.3 Requirement analysis

Functional user requirements are formally defined and delineate the requirements in terms of
data, system performance, security and maintainability requirements for the system. All
requirements are defined to a level of detail sufficient for systems design to proceed. All
requirements need to be measurable and testable and relate to system proposed.

3.3.4 Design Phase

The physical characteristics of the system are designed during this phase. The operating
environment is established and their inputs and outputs are defined, and processes are
allocated to resources. Everything requiring user input or approval must be documented and
reviewed by the user. The physical characteristics of the system are specified, and a detailed
design is prepared. Sub-Modules identified during design are used to create a detailed
structure of the application. Each Sub-Module is partitioned into one or more design units or
modules. Detailed logic specifications are prepared for each module.

3.3.5 Development Phase

The detailed specifications produced during the design phase are translated into hardware,
communications and executable software. Software shall be unit tested, integrated and
retested in a systematic manner. Hardware is assembled and tested.

3.3.6 Integration and Test Phase

The various components of the system are integrated and systematically tested. The user tests
the system to ensure that the functional requirements, as defined in the functional
requirements document are specified by the developed or modified application. Prior to
installing and operating the system in a production environment, the system must undergo
certification and accreditation activities.

3.3.7 Implementation Phase

The system is installed and made operational on the user’s device. The phase is initiated after
the system has been tested and accepted by the user. This phase continues until the system is
operating in production in accordance with the defined user requirements.

26
3.3.8 Operation and Maintenance Phase
The system operation is ongoing. The system is monitored for continued performance in
accordance with user requirements and needed system modifications are incorporated. The
operational system is periodically assessed through In-process Reviews to determine how the
system can be more efficient and effective. Operations continue as long as the system can be
effectively adapted to respond to basic user’s needs. When modifications or changes are
identified as necessary the system may re-enter the planning phase.

3.3.9 Disposition Phase

The disposition activities ensure the orderly termination of the system and preserve the vital
information about the system so that some or all of the information may be reactivated in the
future if necessary. Particular emphasis is given to proper preservation of the data processed
by the application, so that the data is effectively migrated to another system or achieved in
accordance with applicable records management regulations and policies for potential future
access.

3.4 Weaknesses of the existing systems

The current system works manually. The existing system has got lot of intricacies within
itself and need lot of human effort and paper works. All the tasks need to be maintained on
books and maintaining this a tedious process. As the entries increases, search and processing
of tasks consumes a lot of time.
Some the negative aspects of the existing system are as follows:
1) Curse of action is time consuming. Wherever a need for such arises, the process
evolves search through paper records.
2) Expenditure is high. Manual system needs added man power.
3) Securing of manual system is not fully guaranteed. In accuracy can be expected.
Data can be easily scratched.
To overcome these, the proposed system has been suggested

27
 3.5 Process Analysis
This is the activity diagram of MIC File Management System which shows the flows between
the activity of an administrator, supervisor, register and normal. The main activity involved in
this activity diagram of MIC File Management System are as follows

Administrator Activity
Supervisor Activity
Register Activity
Normal Activity

Features of the activity diagram of MIC File Management System

Admin user can manage system users, view user logs, and manage password, view/print
reports and list of online staff/users n

28
 Figure 1.0

This is the login activity diagram of MIC File Management System which shows the follow
of login activity, where the administrator will be able to join using their username and
password after login user can manage system users, view user logs, manage password,

29
view/print reports and list of online staff/users. All the levels such as supervisor, register and
normal are secure and user can access any of the after login. The diagram below helps
demonstrate how the login page works in the MIC File Management System.

30
 Figure 1.1

3.6 Data Analysis

3.6.0 MIC File Management System Dataflow Diagram

MIC File Management System dataflow diagram is often used as a preliminary step to create
an overview of the MIC File Management System without going into great detail, which can
later be elaborated. It normally consists of overall application dataflow and processes of the
File process. It contains all of the user flow and their entities, all of the below diagrams has
been used for the visualization of data processing and structured design of the file process
and working flow.

This is the Context Diagram of MIC File Management System, where we have elaborated the
high-level process of Files. It’s a basic overview of the whole MIC File Management System
or process being analysed or moderated.

31
 Figure 1.2
3.7 Weaknesses of Current System
Like any software application, a web app file tracking tool may have weaknesses or
vulnerabilities that could be exploited by attackers. Here are some common weaknesses of
my web app file tracking tools:
3.7.0 Availability
Web apps are rare to find since they are not available in any App Store or Play Store. Thus, it
is difficult to make an awareness among audiences that such apps are available. Only the
audience knowing their apps will be visiting through the respective website
3.7.1 Internet Dependence
An internet connection is compulsory when running a web application. Still there are many
parts of the world where internet is not accessible. Without a reliable internet connection you
cannot either browse the web or run the web application. For an individual to have the access
3.7.2 Slow Performance
Comparing the speed of web applications with the desktop app is potentially considered
slower, as disruption on the internet can easily affect its functioning. Also, if the machine’s
processing power is low, only a chunk of it is allocated to the browser. As a result, the web-
based solution will process instructions relaxed and slow-going.
With the staff used with manually handling of the files , this mind be challenging to the use
of this MIC tracking tool, so the system requires training of the individuals and proper
handling as some might not copy up with the new technology
3.7.3 Authentication and authorization flaws
Weaknesses in the authentication and authorization mechanisms of the web app can allow
unauthorized users to access sensitive data or perform actions they shouldn't be able to. For
example, if the app does not properly validate user input or enforce access control policies, an
attacker may be able to bypass these security measures. So the Password used by the users
might be weak and someone might temper with it.

3.8 Requirement analysis

32
Functional user requirements are formally defined and delineate the requirements in terms of
data, system performance, security and maintainability requirements for the system. All
requirements are defined to a level of detail sufficient for systems design to proceed. All
requirements need to be measurable and testable and relate to system proposed

At the heart of system analysis is a detailed understanding of all-important facets of system

area under investigation. (For this reason, the process of acquiring this is often termed the
detailed investigation).

These key questions:

 What is being done?

 How is it being done?
 How frequent does it occur?
 How great is the volume of newsletters?
 Does a problem exist
 If a problem exists, how serious is it?
 If a problem exists, what is the underlying cause?
Requirement analysis relies on fact-finding techniques

These include:

 Interview
 Questionnaires
 Record inspections

3.9 Conclusion

In this analysis chapter I looked thoroughly and evaluate the viable options that I identified in
the feasibility study and I arrive at an optimum high-level solution that satisfies the user's
requirements and the project's constraints.

33
CHAPTER 4: Design Phase

4.1 Introduction
The purpose of this chapter is to plan a solution for the problem specified for the problem
specified by the required document. This is first step in moving from the problem domain to
solution domain. Designing activity is divided into 2 parts.

1. System Design
It aims to identify the modules that should be in the system, the specification of these
modules and how they interact with each other to produce the desired result.

2. Detailed Design
The internal goal of each of the modules specified in the system design is decided
4.2 System Design

34
 Figure 1.4

This is the login flowchart diagram of MIC File Management System which shows the follow
of login flowchart, where the administrator will be able to join using their username and
password after login user can manage system users, view user logs, manage password,
view/print reports and list of online staff/users. All the levels such as supervisor, register and
normal are secure and user can access any of the pages after login. The diagram below helps
demonstrate how the login page works in the MIC File Management System.

35
 Figure 1.5

4.3 Architectural Design

“MIC File Management System” Layered Architecture

36
 Figure 1.6

Database Layer Contains the data and database -related

objects like stored procedures, triggers,
packages etc.

Application layer Contains the objects addressing the business

logic; most of the middle-level objective –
C objects will be here in application layer

Web Interface Layer It will be on web server; it contains the

Server-Side Coding pages (PHPs) of the
system which will interact with the front-
end System through APIs

Client Layer System installed on the device

Table 1.1

4.4 Physical design

The physical design of the system comprises physical and logical designs that hardware,
software, procedures, data, and users needed in the operational use of the portal. The goal is

37
to show the technical design of where the system will be running on. The system should be
using

Hardware
Mobile Phones – this is where the farmers will be experiencing the efficiency, GUI, and
functions of the portal while using the mobile phones.

Server – data will be contained in the servers for accessibility of it over the internet.

Desktop/ Laptop Machines – These will be used to update or manage the system database
on the servers

Switch – it provides internet connection and other local connections brought with the server,
provides access to the network, and allows intercommunication of devices.

Network cables and routers- distributing the network connections for the system to be
accessible online.

4.5 Database design

38
 Figure 1.7

4.5.0 Context diagram

39
 Figure 1.8

4.5.1 Data-flow diagram

40
 Figure 1.9

4.6 Program design

41
4.6.0 Sequence diagram

Administrator

Figure 1.10

42
Register

Figure 1.11

43
Normal

Figure 1.12

44
Supervisor

Figure 1.13

45
4.7 Interface design

Figure 1.14

Administrator

46
 Figure 1.15

Register

Figure 1.16

Supervisor

figure

Normal

47
 Figure 1.17

Use case

48
Figure 1.18

Figure 1.19

49
Figure 1.20

50
Figure 1.21

51
4.8 Pseudo Code

Start

Open MIC file manager webpage

Prompt admin to enter details

If the input is null

Display (“Fill in missing fields”)

If the input is NOT equal to username && password

Display (“Incorrect password or username”)

Else Login

Display the Admin page

Prompt admin to approve

If the user is added/approved

Then display the user dashbord menu

End

Sure, I can provide some additional information on the pseudo code I provided for my file
tracking tool.

The pseudo code defines a data structure for files, which includes several attributes such as
the file name, location, owner, status, and timestamp. These attributes are used throughout the
code to manage the files in the system.

The add_file() function allows users to add a new file to the system by creating a new File
object with the specified attributes and adding it to the database. The check_out_file()
function allows users to check out a file by changing its status to "checked-out" and updating

52
its owner and timestamp. The check_in_file() function allows users to check in a file by
changing its status back to "checked-in" and clearing the owner field.

Finally, the search_files() function allows users to search for files in the system based on
various criteria such as name, location, owner, and status. This function searches the database
for matching files and returns a list of results that can be displayed to the user.

4.9 Security Design

Protection against malware and unauthorized users who might want to breach the system
Measures were put to protect the user credentials, passwords, and data (personal data)

4.9.1 Operational security

Passwords are used by the users every time they want to log onto the system to avoid data
leaks and protect the user information from getting into the wrong hands. The AAA
(Account, Authentication, and, Authority encryption) system of encryption is used to secure
most systems, where one can only access where he or is authorized to and authenticated. To
avoid breaches of the system from applicants. Applicants only have access to their accounts
and so as the admin. AAA, Account, Authentication, and Authority encryption.
A file tracking tool web app typically involves sensitive information, so it is important to
have a robust security design in place to protect the data from unauthorized access,
modification, and disclosure. Here are some key security considerations that I made when
designing a file tracking tool web app.

1. Authentication: Implemented a strong authentication mechanism to ensure that only

authorized users can access the system. This can be achieved through various means such as
username and password.

2. Authorization: Ensure that users are authorized to perform only the actions that they are
allowed to perform. Such as the administrator has more privileges than a normal user

3. Data access control: Implemented access control mechanisms to ensure that users can only
access the data that they are authorized to access. This was achieved through database-level

53
permissions and file-level permissions

4. Audit logging: Implemented a comprehensive audit logging mechanism to track all user
actions and system events. This can help in identifying and investigating security incidents.

5. Security testing: Will regular do security testing to identify and address any
vulnerabilities in the application. This can include penetration testing and code reviews.

6. Regular updates and patches: With the system and all its dependencies will be kept up-to-
date with the latest security patches. This can help in addressing any security vulnerabilities
that may be discovered over time.

4.9.2 Network security design

Firewalls are used to ensure that there is maximum protection of the network to close all
loopholes that can be used by hackers. Antiviruses are also used to detect and remove
incoming viruses.
In addition to the security design of the web application itself, the network security design of
a file tracking tool is also important to ensure that the data transmitted and stored within the
system is secure. Here are some key network security considerations to keep in mind when
designing a file tracking tool:

1. VPN: Use of a virtual private network (VPN) to encrypt all traffic between the client and
the server. The ministry uses a Virtual Private Network so therefore with the website using
the network it will be more secure as this can help in preventing eavesdropping, man-in-the-
middle attacks, and other security threats.

2. Regular backups: Implemented a regular backup strategy to ensure that all data is backed
up regularly and can be restored in case of any data loss or corruption.

3. Regular security updates: Will do regular patch and update all network components,

54
including routers, switches, firewalls, and servers, to ensure that all security vulnerabilities
are addressed in a timely manner.

By following these network security considerations, I can ensure that my file tracking tool is
protected from potential security threats and that all data transmitted and stored within the
system is secure.
In addition to network and application security, physical security is also an important aspect
of a MIC file tracking tool web app. Here are some key physical security considerations to
keep in mind when designing a file tracking tool:

 Disaster recovery: We have a disaster recovery plan in place to ensure that the system
can be restored in case of a physical disaster, such as a fire or flood. This should
include regular backups of all data and a plan for restoring the system to a functional
state.
 Secure disposal: Have a plan in place for securely disposing of old hardware and
storage devices that may contain sensitive data. This can include physically
destroying the devices or using specialized software to wipe the data from the devices.
 Physical security policies: Establish physical security policies that all employees and
contractors must follow. This should include guidelines for accessing the server room,
handling sensitive data, and reporting any security incidents.

By following these physical security considerations, you can help ensure that your file
tracking tool web app is protected from physical threats and that all data is secure, even in
the event of a physical disaster.

4.10 Conclusion

Overall, the design phase of a file tracking tool is a critical step in the development process,
laying the foundation for a successful project. By approaching this phase with care and
attention to detail, the development team can set the stage for a successful implementation
and ultimately deliver a tool that meets the needs of its users. Implementing additional
security features to the web app file tracking tool to further protect user data and prevent
unauthorized access. This can include implementing multi-factor authentication, encryption,
and regular security audits

55
CHAPTER 5: Implementation and Testing

5.1 INTRODUCTION

This chapter presents the implementation and testing of the file tracking tool developed in
this project. The previous chapters have provided an overview of the project, including its
purpose, requirements, and design. In this chapter, we will discuss the details of how the file
tracking tool was implemented and tested, including the development methodology,
technologies used, design and architecture, and testing methodologies. The development of
the file tracking tool followed a waterfall methodology, which allowed for iterative
development and close collaboration with stakeholders to ensure that the tool met their needs.
The development process was conducted over a period of four months, with regular meetings
and demos to ensure that the tool was on track and meeting the requirements.

The implementation of the file tracking tool includes the development of various features,
such as file upload, download, check-in and check-out, and search capabilities. The design
and architecture of the tool were carefully considered to ensure that it is scalable,
maintainable, and secure. To ensure that the file tracking tool meets the requirements
specified in the earlier chapters, various testing methodologies were used, including unit
tests, integration tests, and acceptance tests. The testing process aimed to identify and resolve
any issues with the tool's functionality, performance, and security. The testing process also
involved collaboration with stakeholders to ensure that the tool met their needs and was easy
to use.

Overall, this chapter provides a detailed overview of the implementation and testing of the
file tracking tool, demonstrating how the tool was developed to meet the requirements
specified in the earlier chapters and how it was tested to ensure that it is functioning as
intended.

5.2 Coding
This means program construction with procedural specification has finished and the coding for the
program begins:

 Once the design phase was over, coding commenced

 Coding is natural consequence of design

56
  Coding step translate a detailed design representation of software into a programming
language realization.

 Main emphasis while coding was on style so that the end result was optimized code
The following points were kept into consideration while coding:

 Coding style

 Naming Convention

 Indentation

File manager

Figure 1.22
Navigation Bar

57
 Figure 1.23

Borrow a File

Figure 1.24
Change Password

58
 Figure 1.25

Database

Figure 1.26

59
 Figure 1.27

Logout

Figure 1.28

5.3 Testing
The aim of testing is often to demonstrate that a program works by showing that it has no errors. The
basic purpose of testing phase is to detect the errors that may be present in the program. Hence one
should be to show that a program doesn’t work. Testing is the process of executing a program with the
intent of finding errors.

5.3.0 Testing Objectives:

The main objective of testing is to uncover a host of errors, systematically and with minimum effort
and time. Stating formally, we can say,

60
  Testing is a process of executing a program with the intent of finding an error

 A successful test is one that uncovers an as yet undiscovered error

 A good test case is one that has high probability of finding error, if it exists.

 The tests are inadequate to detect possibly present errors

 The software more or less confirms to the quality and reliable standards
5.3.1 Levels of Testing
In order to uncover the errors, present in different phases, we have the concept of levels of testing.
The basic levels of testing are:

Source of Testing level/Type of Testing

Client Need Acceptance Testing

Requirements System Testing

Design Integration Testing

Code Unit Testing

Figure 1.29

5.3.2 Unit Testing

Unit testing focuses verification effort on the smallest unit of system i.e. the module. Using detailed
design, the process specifications, testing is done to uncover errors within the boundary of the
module. All modules must be successful in the unit test before the start of the integration testing
begins.

61
In this project each Screen or Functionality can be thought of a module. There are so many modules
like login, save, back, print etc. each module has been tested by giving different sets of outputs. When
developing the module as well as finishing the module works without any error.

5.3.3 Integration Testing

After unit testing I have to perform integration testing. The goal here is to see if modules can be
integrated properly, the emphasis being on testing interfaces between modules. This testing activity
can be considered as testing the design and hence the emphasis on testing module interactions.
In this project the system is formed by integrating all the modules. When integrating all the modules I
have checked whether the integration effects working of any of the screens by clicking on different
modules with which the two
5.3.4 System Testing
Here the entire software system is tested. The reference document for this process is the requirements
document and the goal are to see if system meets its requirements.
Here “MIC FILE MANAGER” System has been tested against requirements of the project and it is
checked whether all requirements of project have been satisfied or not.

Figure 1.30

62
 Figure 1.31

From the above diagrams we can see that the user entered his credentials and the system worked.

5.3.5 Acceptance Testing

Acceptance testing is performed with realistic data of the client to demonstrate that the software is
working satisfactorily. Testing here is focused on external behaviour of the system the internal logic
of program is nor emphasised.
Test cases should be selected so that the largest number of attributes of an equivalence class is
exercised at once. It is the process of finding errors and missing operations and also a complete
verification to determine whether the objectives are met, and the user requirements are satisfied.
5.3.7 Security Testing
Authentication and Authorisation security testing using your credentials .If your credentials are wrong
you will not log in.

63
 Figure 1.32
When you enter wrong credentials ans this is how it responds

Figure 1.33
You can change your password anytime

64
 Figure 1.34
5.3.8 Test Information Flow
A strategy for system testing may also be viewed in the context of the spiral. Unit testing begins at the
vortex of the spiral and concentrates on each unit component of the system as implemented in source
code. Testing progresses moving outward along the spiral to integration testing where the focus is on
designed the construction of the software architecture. Taking another turn outward on spiral, we
encounter validation testing, where requirements established as part of software requirements analysis
are validated against the system that has been constructed.
Finally, we arrive at system testing, where the software and other system elements are tested as a
whole. To test computer software, we spiral out along stream lines that broaden the scope of testing
with each turn.
Considering the process from a procedural point of view, testing within testing the context of software
engineering is actually a series of four steps that implemented sequentially. The steps are shown in
figure ……. Initially, tests focus on each component individually ensuring that it functions properly
as unit.

65
 Figure 1.35

5.3.9 System Implementation

System implementation is the stage when the user has thoroughly tested the system and approves all
the features provided by the application. The various tests are performed, and the system is approved
only after all the requirements are met and the user is satisfied.
The new system may be totally new, replacing an existing manual or automated applications or it may
be a major modification to an existing application. In either case, proper implementation is essential to
provide a reliable system to meet organizational requirements. Successful implementation may not
guarantee improvement in the organization using the new system (that is a design question), but
improper ill prevent it.
Implementation is the process of having applications personnel check out and put new equipment into
use, train users, install the new system and construct any files of data needed to use it. This phase is
less creative than system design. Depending on the size of the organization that will be involved in
using the system and the risk involved in its use,
Aspects of implementation
Even well designed and technically elegant systems can succeed or fail because of the way they are
used. Therefore, the quality of the training received by the personnel involved with the system in
various ways helps or hinders and may even prevent the successful implementation of the system.
Since ““MIC Newsletter”” is utility-based and user friendly, not much effort was required in training
process. Implementation Tools

66
The project was implemented using Android Studio, Android SDK, and Custom Design APIs using
PHP. The implementation was carried out in Android 12
5.4 System Installation

Setup
Extract the source code zip file
Open the XAMP/WAMP’S Control Panel and start the apache and MySQL
If you are using XAMP, copy the extracted source code folder and paste it into the XAMPP’s
“htdocs” directory and if you are using WAMP, paste it into the “www” directory
Open a web browser and browse the PHPMyadmin ([Link]
Create a new database naming “mic”
Import the provided SQL file provided along with the source code. The file is known as “[Link]”
and located in the “database” folder of the extracted source code folder.
Open a new window/tab in your browser and browser the Web Application. i.e
(http:/localhost/MIC file_manager)

Aspects of implementation
Even well designed and technically elegant systems can succeed or fail because of the way they are
used. Therefore, the quality of the training received by the personnel involved with the system in
various ways helps or hinders and may even prevent the successful implementation of the system.
Since ““MIC Newsletter”” is utility-based and user friendly, not much effort was required in training
process.

Implementation Tools
The project was implemented using Android Studio, Android SDK, Custom Design APIs using PHP.
The implementation was carried out in Android 12

5.5 Maintenance
Maintaining a web app file tracking tool is essential to ensure that it remains functional, secure, and
up-to-date. Here are some specific steps I took to maintain my web app file tracking tool:

 Regular Updates: Regularly update the web app file tracking tool to ensure that it remains
secure and compatible with the latest web technologies. This can include updating the
software, libraries, and frameworks used in the app.

 Backups: Set up regular backups for the web app file tracking tool to minimize the risk of
data loss. This can include using automated backups through a hosting service or cloud-based
storage solution or manually backing up the app on a regular basis.

67
  Testing: Regularly test the web app file tracking tool to ensure that it is functioning properly.
This can include testing for bugs, errors, and performance issues. Use automated testing tools
to streamline the testing process.

 Security: Ensure that the web app file tracking tool is secure and protected from unauthorized
access. This can include setting up appropriate access controls, using encryption to protect
sensitive data, and implementing security protocols like SSL/TLS.

 User Feedback: Collect feedback from users of the web app file tracking tool and use it to
improve the app. This can help me identify areas where the app may be unclear or incomplete
and ensure that it meets the needs of users.

 Documentation: Maintain accurate and up-to-date documentation for the web app file tracking
tool. This can include user manuals, technical specifications, and other relevant
documentation.

 Support: Provide adequate support for users of the web app file tracking tool. This can
include setting up a support ticket system or providing a help desk for users to submit
requests for assistance.

By implementing these maintenance strategies, i can ensure that my web app file tracking tool
remains functional, secure, and up-to-date, which is essential for the success of the app. additionally,
it is recommended to continuously monitor the app's performance and regularly implement updates
and new features to continuously improve the app's functionality and user experience.
5.6 Recommendations for future/further development

Here are some recommendations for the future/further development of a web app file tracking tool:

 Enhance User Interface (UI): I will consider improving the user interface of the web app file
tracking tool to make it more user-friendly and intuitive. This can include implementing a
more modern or responsive design, providing clear navigation, and improving the overall user
experience.

 Integration with other Apps:I will Consider integrating the web app file tracking tool with
other relevant tools and applications, such as cloud storage services or project management
tools. This can improve the app's usability and provide greater value to users.

68
  Mobile Optimization: I will consider optimizing the web app file tracking tool for mobile
devices to ensure that it can be accessed and used on smartphones and tablets. This can
include implementing a responsive design and optimizing the app's performance on mobile
devices.

 Advanced Analytics: I will consider adding advanced analytics features to the web app file
tracking tool, such as real-time data visualizations or predictive analytics. This can provide
users with valuable insights into their file tracking activities and help them make more
informed decisions.

 Artificial Intelligence (AI) Integration: I will consider integrating AI technologies into the
web app file tracking tool to automate certain tasks and improve the app's overall
functionality. For example, AI-powered document classification and labeling can help users
organize and categorize their files more efficiently.

 Collaboration Features: I will consider adding collaboration features to the web app file
tracking tool to enable users to work together on file tracking tasks. This can include features
such as real-time collaboration, commenting, and task assignment.

 Security Enhancements: I will consider implementing additional security features to the web
app file tracking tool to further protect user data and prevent unauthorized access. This can
include implementing multi-factor authentication, encryption, and regular security audits.

By implementing these recommendations, you can improve the overall functionality, usability, and
security of the web app file tracking tool, and provide greater value to users

5.7 Conclusion

In this chapter, we have discussed the importance of regularly updating and testing the app,
backing up data, and ensuring security measures are in place to protect user data. We have
also recommended strategies for future development, such as enhancing the user interface,
integrating with other apps, optimizing for mobile devices, adding advanced analytics and AI
integration, incorporating collaboration features, and implementing additional security
[Link], maintaining and continuously improving a web app file tracking tool
is essential to ensure that it remains functional, secure, and up-to-date. By following the

69
recommendations outlined in this chapter, the app can provide greater value to users and
ultimately lead to increased user satisfaction and adoption of the tool..

REFERENCE LIST

[Link](2011)Software Engineering,Available
from:[Link] (Accessed : 7 June 2022)

Dick Hamlet(1994); Foundations of software testing: dependability theory; Proceedings of

the second ACM SIGSOFT symposium on Foundations of software engineering ,Available
from:[Link] (Accessed : 10 June 2022)

Paul S. Ganney(2020), in Clinical Engineering (Second Edition),

Available from[Link]
(Accessed : 20 July 2022)

70
71