CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

The increase in sending parcels from one point to another has led to the

development of sophisticated systems, to ease in accountability and ease of

transport and logistics. In recent times we have seen the registration of courier,

cargo and logistics companies in the country spanning from ground to air. There

are many constituents in sending and receiving parcels which include caring and

safely delivering people’s belongings as requested at a fee.

Having a background in the old ways of logistics the explosion of sophisticated

information and communication technologies (ICTs) creates new opportunities as

well as challenges for the whole service delivery systems, particularly to fulfil

the ever increasing demand of people who are mostly having high level of

information technology (IT) literacy and advanced in knowledge and awareness of

ease of transporting parcels from point to point . To remain competitive,

companies have adopted different methods with IT advancement i.e. the

introduction of platforms like sendy where people can easily access services to

send and receive parcels without compromising the existing sending of parcels

using trusted riders and other unorthodox methods. Records that capture various
information serve as important institutional memory and central to efficient public

service machinery (Halsey & Bettany, 2015).

The advancements of the 21st century have led to an emergence of many

disciplines with great potential to solve existing problems. One such potential field

is Technology, which has over the years been increasingly adopted in many

processes to avert the problems of ineffective and inefficient service delivery. One

of the key areas of interest is automation of the courier services. Many challenges

have been faced in the process of sending parcels and products from one place to

another including delays due to misplacement of small parcels as a result of using

written receipts and paperwork at the registry when reference is ought to be made.

As courier services have become more technologically advanced, pressure mounts

on the courier companies to join the flow of technological progress in order to

provide parcel service delivery. In addition, to emphasize transparency, to build

customer trust and confidence in courier and service delivery systems and

companies.

Today, most logistics service providing company see tracking as an important tool

for improving customer service and it is now a known standard in most of these

companies, there is no denying the fact that tracking has come to stay and will

continue to play its role in proper and transparent service delivery.

1.2 Statement of the Problem

The need for customers to be constantly informed about the progress of their goods

has made the manual system of tracking unacceptable by many companies and

individuals.

However, the problems of the existing system include:

i. Damage and File Retrieval (Manual system): manual system of filing, file

retrieval problem, and file processing and delivery of progress details to

clients, as such, files are exposed to damage and are difficult or impossible

to recover.

ii. Access and Information Channel: Customer need to constantly check on the

progress of their goods and therefore need a reliable channel for monitoring

and accessing information on real-time or online.

1.3 Aim and Objectives of the Study

The objective of this study is to design and develop an online courier tracking

system for Zenith Carex Ltd.

The specific objectives includes:

i. To automate all activities of cargo tracking in courier management

 ii. Designing a system to eliminate the current manual system of filing, file

retrieval problem, and file processing and delivery of progress details to

clients.

iii. Records cargo events from source to destination

iv. To determine the extent to which an online cargo tracking system will help

both management and clients.

1.4 Significance of the Study

The reason why I decided to do a courier tracking system is because of the

increasing laying off of employees, loss of cash due to unscrupulous customers and

corruption among the dishonest employees. The system will benefit the courier

services owners by providing rapid, reliable and time-definite delivery connecting

remote places from the developed towns and city. The delivery will be made

within 24 hours of sending the parcel.

The study will benefit the staff and management of the courier systems by

highlighting the weaknesses in the using of the manual system to users. To other

researchers, this system will help to add to the existing literature in the field of

research. Therefore future scholars and researchers will be able to refer and use the

findings of this project in their academic research.

1.5 Scope of the Study

This study is primarily concerned with the current courier tracking system of

Zenith Carex. It covers the following areas amongst others;

1. Collection of cargo details

2. Data management of cargo detail. Which includes; updating, deletion and

retrieval of data.

3. Providing information and status of cargo consignment along the supply

chain.

4. Online tracking of cargo commodities and progress.

1.6 Limitation of the Study

These include:

Unemployment: some of the workers expressed fear that they will be laid off due

to the introduction of computerized systems.

Training cost: the employees will be trained on the effective use of the courier

system which will cost the company both time and finances.

Maintenance cost: the system will require modification due to new user

requirements, upgrades and installations. However, the courier management

system for the transport and cargo sector is worth undertaking as the benefits it will

introduce are immense.

1.7 Definition of Terms

Tracking: Tracking is the process of automatically locating a point or series of

points from frame to frame in a sequence.

Cargo: Goods carried on a ship or aircraft.

Information: This is a collection of facts or data.

Parcel: Goods etc. wrapped up in a package for posting or carrying.

E-Tracking: Tracking is the process of automatically locating a point or series of

points from frame to frame in a sequence Online.

Transit: Going, conveying, or being conveyed, esp. over a distance.

Consignee: A consignee is a person that received the parcel.

Consigner: a consigner is a person who sent a parcel.

Consignment Note: a document containing particulars of goods for shipment and

which provides proof that the consignment has been received by the carrier for

delivery.

Consignment: a consignment is a collection of goods to be sent in transit or

having been sent.

Courier: A courier is a person or group of people employed to deliver messages

packages and mails.

Customer: A party that receives or consumes products or an individual or business

that purchases and other company’s goods or services.

Delivery: this is the act of taking goods, letters, parcels etc. to people’s houses or

places of work.

Documents: A record or the capturing of some events or thing so that the

information will not be lost, or it is a piece of written printed or electronic matter

that provides information or evidence.

Mail: This is letters packages that are sent to or from people delivered by means of

postal system.

Parcel: A parcel is a package bearing the name and address of the recipient in

order to be routed through express package delivery service to recipient.

System: This is a set of detailed methods, procedures and routines created to carry

out a specific activity.

Transportation: this is the movement of human, animals, goods and services from

one location to another.

Validation: The action of checking or proving the validity or accuracy of

something.

Verification: The process of establishing the truth, accuracy or validity of

something.
Waybill: A document that shows the details of an instructions relating to goods

that are being transported by a company.

CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 Methodology

Methodology involves a process whereby the existing or current system is studied

to identify the information requirements. It is used to refer to a specific series of

steps or procedures which governs the analysis and design of a particular project.

3.1.1 Choice of Methodology

The design methodology used in the proposed system is Structured System

Analysis and Design Methodology (SSADM) as set of standards for systems

analysis and application design that uses a formal methodical approach to the

analysis and design of information systems because the methods support the use of

the proposed system side by side with the existing system in order to test for the

system efficiency; it is based on the waterfall model of the SDLC. It is divided into

six modules.

1. Feasibility Study: This is a short assessment of a proposed information system

to determine if the system can meet business requirement of an organization.

 Here the analyst considers possible problems and various options to resolve the

issues.

2. Investigation of Current Environment: Detailed requirements are collected

and business models are built in the investigation of current environment stage.

3. Definition of Requirements: This stage specifies the details in processing and

data requirements of the BSO (Business System option). Here you define

required system processing, develop required data model, determine system for

existing or new functions, develop specific prototypes and confirm system

objectives.

4. Technical System Options: This stage allows user and analyst consider

technical option, details such as cost, performance, and impact on the

organization is determined.

5. Logical Design: This Stage involves specifying the new system through

designing the menu structure and dialogues of required system.

6. Physical Stage: This is the implementation Phase of SSADM. It is used to

specify the physical data and process design, use of language and features of

chosen environment and incorporates installation standards. It focuses on

environment where new system will be running on.

3.2 Method of Data Collection

This encompasses all the methods used in gathering of relevant information about

the existing system. This is to identify the strength and the weakness of the manual

system as it relates to statement of problem. In this regard the following methods

were used:

1. Oral interview: In this, most of the information were gathered by face-to-

face conversation between the author and the branch manager. This method

was mainly used to clarify certain issues and understanding of procedures

which could not be achieved ordinarily by observation and examination of

documents.

2. Observation: This is direct participation in research and collection of

information by the researcher. Here the participants watch a person performs

the activities in order to learn about the system.

3. Examination of documents: this is the method of studying the existing

documentation, receipt, files and other records describing or relating to the

existing process. In this regard the documents observed includes the

following;

a. The waybill receipt

b. The drivers manifest

 c. Goods tag and

d. The organisational chart of the company.

3.3 Analysis of the Existing System

Based on the studies carried out and the data collected in the existing system the

following methods are used to analyse them;

System requirements specification: these describe entire system flow how data is

going to flow into the system and overall functionality of the system. In respect to

that, the data flow in the following;

 Check whether the goods are harmful

 Check the quality or quantity of the goods

 Check if it is perishable goods

After proper investigation he or she will seal and package it appropriately to avoid

damages. Then he or she determines the following;

i. The time the sender wants the receiver to receive it

ii. The destination

The Courier Clerk documents the following before he or she charges the sender

i. The sender’s information

 ii. The receivers information

iii. The parcel tag and

iv. The drivers manifest

The loading clerk will take it to the van for loading. A receipt is issued to the

customer (sender) with a receipt number on it. This receipt number will be

forwarded to the receiver of the parcel, receiver to use it and claim the goods at the

destination. At the destination point, the courier driver will submit his manifest to

the courier clerk, the courier clerk will check if the parcel has gotten to its final

destination if not he will resend it to the Final Destination using another courier

van

Finally at the final destination point, the claimed receiver will come with the

receipt number to receive or claim the parcels.

B) System Requirement Analysis: this process determines user Expectations for a

new or modified product. In functional specifications of the company the receipt

issued to the customer has a 10-digit number that validates the process.

The sender of the parcel forward this 10 digit numbers to the receiver to enable

him or her claim the parcel at the destination.

3.4 Analysis of Proposed System

Having gone through the process of the existing system and problems associated

with it being discovered, a new system that should be able to override The

Weakness is hereby proposed. This system should and is meant to run faster,

cheaper and easier to use and maintain. These will enable the system to promote

the efficiency and effectiveness of its productivity or functionality which the

author desire to achieve.

3.5 Problem of the Existing System

Based on the studies carried out and the data collected in the existing system the

following methods are used to analyse them;

System requirements specification: these describe entire system flow how data is

going to flow into the system and overall functionality of the system. In respect to

that, the data flow in the following;

 Check whether the goods are harmful

 Check the quality or quantity of the goods

 Check if it is perishable goods

After proper investigation he or she will seal and package it appropriately to avoid

damages. Then he or she determines the following;

iii. The time the sender wants the receiver to receive it

iv. The destination

The Courier Clerk documents the following before he or she charges the sender

v. The sender’s information

vi. The receivers information

vii. The parcel tag and

viii. The drivers manifest

The loading clerk will take it to the van for loading. A receipt is issued to the

customer (sender) with a receipt number on it. This receipt number will be

forwarded to the receiver of the parcel, receiver to use it and claim the goods at the

destination. At the destination point, the courier driver will submit his manifest to

the courier clerk, the courier clerk will check if the parcel has gotten to its final

destination if not he will resend it to the Final Destination using another courier

van

Finally at the final destination point, the claimed receiver will come with the

receipt number to receive or claim the parcels.

B) System Requirement Analysis: this process determines user Expectations for a

new or modified product. In functional specifications of the company the receipt

issued to the customer has a 10-digit number that validates the process.

The sender of the parcel forward this 10 digit numbers to the receiver to enable

him or her claim the parcel at the destination.

3.6 Justification of the New System

The new system when implemented will conquer the lapses created by the manual

(existing system). The proposed system has the following objectives to be

economical; this newly introduced the system will and should be cost-effective

compared with the old one. Hence the system will save cost. To be flexible and be

able to cope with the letter requirements (upgrade). Above all, speed and accuracy

are the major objective of this new system. Finally easy to track parcels is highly

obtained in this system.

 
 CHAPTER FOUR

SYSTEM IMPLEMENTATION, TESTING AND INTEGRATION

4.1 System Implementation

The system is designed with several interaction cues on each web page that makes

up the web application (Best choice). These cues are well-defined such as to make

several functionality that the application exposes to collect, process and output

data. At the end of this design, an on-line site that is capable of running on a local

server will be realized. In addition this, a full database driven site with good user

interface will be achieved.

The system was implemented using Xampp server and a web browser. The

implementation began with the site definition, which involves the following steps

i. Planning,

ii. Chose a browser,

iii. Organize the structure, under which you have to choose a folder and a folder

structure that would be used to store the site files. This also determined the

server that would be used, for instance, remote server or Local server.

iv. After the site was defined, the next step of the implementation phase was to

translate the design into the required forms, and all the tables required in the
 database were built and the data binding done with the HTML code and sql

language.

4.2 Input Specification and Design

The system is designed to accept several input details efficiently through input

forms and user clicks.

The available record (input) in regards to the courier business or services were

investigated and analysed thus;

Figure 1: Parcel Tag (Okeyson Courier Operations)

ORIGIN………………………………
DESTINATION……… …………………………...
VEHICLE NO.......................................................... .
WBN........... ...............................................................
DESTINATION........................................................

COURIER OPERATIONS WAYBILL MANIFEST

NO. 249300
AREA OFFICE ...............................................
ORIGIN........ ..................................................
DATE....... ......................................................
4.3 Output Specification and Design

The system is designed in such away that it efficiently provides output to the user

promptly and in a well organized manner.

The major output of the system is the receipt of the customer or client with the

receipt number. This was investigated and examined thus:

Figure 5: Output of the Existing System

OKEYSON COURIER OPERATIONS RECEIPT

Sender’s name………………. Receiver’s name ………………….
Address………………….…. Address ……………………………..
Phone……………………… Phone ………….……………………
Agent/office:…………….... Destination office ……………………
Description of items/amount sender bought the goods……………..
Charge for carriage of goods in words……………………………...
Delivery instruction
No of pieces………………………………………………………..
Wtkg……………………………………………………………….
Hold for collection ………………………………………………..
Door to door ………………………………………………………..
Sender’s signature………………... Receiver’s signature …………
Date/time………………………… Signature ………………………

Date/Time ………

4.4 File Design

System design is the specification or construction of a technical, computer-based

solution for the business requirements identified in a system analysis (Jeffrey .L.

Whitten et al. 2010) System design is concerned with establishing how to deliver

the functionality that was specified in analysis while at the same time, meeting

non-functional requirements that may sometimes conflict each other. System

design is focused on making high-level decisions concerning the overall structure

of the system. It also involves establishing protocols and standards for the design

activities. (Simon Bennet et al, 2012).

System design is divided into stages:

 Logical (implementation independent): This is concerned with those aspects

of the system that can be designed without knowledge of the implementation

platform.

 Physical (implementation dependent): This is concerned with those aspects

of the system that are dependent on the implementation platform that will be

used.

In the object oriented analysis and design. The following would be used to model

the payroll system.

 Structural chart.

 Data flow diagram (DFD).

 Architectural diagram

A model is the act of drawing one or more graphical representations of a system.

Modeling is the process of abstracting and organizing significant features of part of

the real world. Organization chart. Top-down modular design

  Structural chart: A structure chart is a top-down modular design tool,

constructed of squares representing the different modules in the system, and

lines that connect them.

4.5 Database Design

The description of the database shall be shown in this section to fully identify the

tables that make up the database. The system shall contain the following tables

a. Admin sign out table

b. Courier clerk registration table

c. Parcel registration table

d. Driver manifest registration table

The Admin sign up table contains the following Fields

i. username

ii. password and

iii. phone number

The Courier clerk registration table contains the following fields

i. Name

ii. Sex
 iii. Phone number

iv. Address

v. Username

vi. Password

vii. Email

The parcel registration table contains the following fields

i. Sender’s information such as name, address, phone number and sex.

ii. Receiver’s information such as name, address, phone number and sex.

iii. Parcels information such as description of the items and amount the

sender bought the goods

iv. Agent/office

v. Destination office

vi. Date and time

vii. Parcel ID

The driver manifest table contains the following Fields;

i. Area office
 ii. Origin

iii. Date

iv. Destination

v. Sender’s name

vi. AWB No

vii. Pieces

viii. Receiver’s name

4.6 Justification of Programming Language Used

The programming languages used for the development of the system include the

following:

i. PHP (Hypertext Preprocessor) this is a powerful universally recognised

free scripting language a powerful tool for making dynamic and

interactive web pages it is a secure and reliable language for every

system.

ii. JavaScript: this is the programming language of HTML and web. This is

a powerful tool to control the behaviour of web pages. It offers validation

ability as well as sliding behaviour.

 iii. HTML (Hypertext Mark-up Language): this is the main language for

building web pages.

CSS (Cascaded Style Sheet) this is the language for styling the web pages

produced using HTML. It describes how elements must be rendered or display on

the screen or other media. Other supportive language used for creation of

animation and the slide is JQuery- this is a JavaScript library.

4.7 System Requirements

Hardware Requirements

For the system to work efficiently it means certain hardware components and

software resources to operate. The Essential hardware device as well as software

platforms required for the efficient running of the system are outlined below:

1. Personal computer running Microsoft Windows 7 and above

2. INTEL Pentium 3 processor 500 MHz and above

3. 4 GB ( gigabyte) SD RAM or more

4. 500GB ATA-33 hard disk or more including other storage devices like flash

disk CD e t c

5. visual display UNIT ie SVGA colour monitor to display 800x600 pixel or

more
 6. Enhanced keyboard and mouse

7. Printer, scanner, modem and cables

8. Stabilizer and UPS (Uninterruptible power supply)

9. Surge protector.

Software Requirements

The following software is necessary for effective use the system r:

i. Windows operating system (Windows 7 and above)

ii. Programming and scripting languages ( PHP, JavaScript, HTML editor,

JQuery) ; these enable coding and execution of the codes.

iii. XAMPP (Cross-platform(X), Apache(A), MYSQL(M), PHP(P) and Perl

(P) ; consisting of local server (Apache) and DBMS (MYSQL) for testing

the application.

iv. Browser this is the environment where the contents of the application can be

viewed this include: Firefox, Google Chrome e t c.

v. Text/web editor(Dreamweaver, sublime, etc): this enables editing of the

code/instructions
vi. Antivirus: this utilizes and protects the system from virus attack and

corruption.

Backup software: ( Google Drive, backup and restore etc) this enables the creation

of a copy of the system and its data files in case of any breakdown

4.8 Testing And Integration

This is the activity aimed at evaluating the attributes or capabilities of a system of

the program with the intent of finding errors and their hands debugging them. The

actual test carried out in the development of the system is unit testing which

enables testing of the subsystems individually.

Areas tested are tabulated below:

Table 1: program testing illustration

The tested subsystem Expected result Actual test result

i. Welcome/Home page Expected to be seen Displayed a page

first, to display the containing the main

menus and the title of menu and system

the system time

ii. Log in pages Expected to see a phone A page appeared

(registration, result requiring username and demanding

computational checking password to access the username and

pages core system (pages) password

iii. Help Expected to provide A page appeared

help on accessing the displaying system’s

system information and

help/support
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