1. SB
System
July 22
2014
This is not the system documentation but rather a seek peek of what
is aimed in the making of the system and a briefing on the desired
outcome. The purpose is to showcase the programming skill I possess.
The prototype

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Table of Contents
Introduction................................................................................................................................3
The briefing begins ....................................................................................................................4
Conclusion ...............................................................................................................................26

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Introduction
This document is not the system documentation but rather a document aimed at showcasing
my programming skills. It should clarified that the system – though authorising ten groups of
valid users – the focus was mainly on the marketing department. The issue was that stock
clerks, of the marketing department, could use stock even if authorisation came from another
department’s manager. This was undesirable reason being that when the manager was in need
of stock s/ he thought was still available in inventory, would find that it is all used or those
little remains do not serve the need a desired. Need, therefore, arose for a system that could
force authorisation for the use stock to be approved or denied by the marketing manager
alone. This is guaranteed since the system does not allow two marketing manager accounts to
be active concurrently because that would mean that there exists two managers in the same
department yet that is not company policy. It should also be clarified that the system is not
fully functional as yet. It is expected to reach completion at the end of July 2014.

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The briefing begins
The ten groups of authorised users are as follows:
 Administrators, which use the range ADM00001 – ADM09999 as their usernames
 Directors use the range DIR10000 – DIR19999
 Human Resource Managers are assigned usernames ranging between HRM20000 &
HRM29999
 Marketing managers and clerks share the range MAR30000 – MAR39999
 Sales agent’s usernames range between SAL40000 & SAL49999
 The Finance department uses the range FIN50000 – FIN59999
 Traditional department users (a sub-department of the ‘Technical’ department) use the
range TRD60000 – TRD69999
 Engineers (of the Engineering department; a sub-department of the ‘Technical’
department as well) use the range ENG70000 – ENG79999
 Utility department users (a sub-department of the ‘Technical’ department) use the
range UTL80000 – UTL89999
 Brewers (of the Brewing department; a sub-department also, of the ‘Technical’
department) user the final range of BRW90000 – BRW99999
*Usernames are generated by the system when the user group is selected.
Above is the login screen. Caps lock status is detected. Usernames as assigned to the user
are entered along with valid passwords which are both stored in the application’s
database. Xampp is the Apache and SQL server that I use for this application. My coding
environment is Netbeans 8.0 and Notepad for the HTML script that calls the Applet so
that it runs on a web browser.

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Above is a ‘Create User’ screen. The ‘Employee Id’ text field on the tab is disabled
because the system generates an Id in accordance with the selected user group.
Since the ‘Username’ is the ‘Employee Id’ that is the only piece of data that will show on
this window. Passwords are created by the user upon account activation.

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Here, the user’s personal information is entered with caution to accuracy because it is
entered once only which is to avoid constant alterations.
Next of Kin information is entered in preparation for those unfortunate times when the
unexpected happens.

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The profile’s view is the same for all users so I shall show it strategically. The ‘Date of
Hire’ is generated along with the ‘Employee Id’. The day of creation is retrieved and
saved along with the user’s information into the database.
The account information is shown like so. The password is shown along with the
‘Security question’ and ‘Security response’ (the latter two are used in the case of a
forgotten password). They are used as verification of the user that is attempting to change
the password.

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Since stock is exists in the database, this is how it shows in the table above.
The stock table will be empty if the search criteria is does not match any of the Stock
codes.

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Above, the window gives view of how stock that matches the search criteria is shown.
If the ‘Insert’ button is clicked, this is the resultant view. The search function assists the
manager so as not to enter a code that already exists. If the manager does, however, the
‘Description’ field will not be enabled. Only one field is entered and validated at a time.

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If the manager, for some reason, decides to undo an insertion before its completion, the
‘Cancel’ button clears all the fields that were entered and hides the ‘Insertion’ panel.
Updating works so similarly with inserting though in this case, only existing items may
be updated. When the ‘Stock Code’ is entered, its information is retrieved and the first
editable field is enabled while the ‘Stock Code’ field is disabled in its place. When
‘Enter’ is hit, whether or not the field is altered the next one will be enabled while
disabling the current one, and so on. Not all fields are editable though so as to ensure

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consistency of the data. For instance, Stock Code and description among other attributes
can never be changed.
Again, only existing stock can be deleted.
Above, no requisitions have been made so nothing is retrieved from the database.

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The last interface that is unique to the marketing manager is the ‘Report’ view. I believe it
is self-explanatory.
When the ‘Stock’ button is clicked, the above window is seen. It shows all stock that is
stored in the database which, therefore, is a reflection of the state of the inventory.

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When ‘Requisition’ is clicked, the panel to the left appears. ‘Stock Code’ is the only field
that is enabled. The ‘Ticket Code’ is generated by the system only if the ‘Stock Code’
entered matches any of the items in the inventory and if the stock ‘Qty On Hand’ is above
zero. The fields will then, one by one, be enabled for the entering of data. The five fields
though, below ‘Stock Code’ are entered by the system if the stock item is valid in terms
of quantity.
A request can be undone if it has not reached its completion.

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The same goes for returnable stock. Returnable stock being stock requested for an event
that is expected to be returned to the inventory after the event. When the request ticket is
entered by the user, the ‘Stock Code’ field will be enabled if there are any matches in the
database. When the ‘Stock Code’ is entered, the request details will be retrieved and the
stock will be saved.
When ‘Report’ is clicked, a file can be chosen using the popup that can be seen in the
interface above.

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When a file is selected, and ‘Open’ is clicked, the popup shown above is what is seen.
A Clerk can view all his/ her tickets by clicking the button ‘Tickets’ and the interface
above will be shown.

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The third tab under ‘Profile’ shows the user’s personal information as is shown on the
interface above.
The fourth tab shows information that was entered during account creating which shows
details about the user’s next of kin.

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Every user is able to change their profile picture by clicking the picture and the popup
shown in the interface below will show.
For profile pictures, only .jpeg or .jpg files of pixel density 160 x 160 or more can be used
as profile pictures.

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Cancel is used to cancel the profile change process.
When cancelled the popup shown above is used to notify the user.

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Images can be chosen from the local computer, on an external drive or over the network.
The image shown to the right is a preview of how the result would look if the ‘male.jpg’
image was selected.

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To make choosing an image easier, ‘Files of Type’ can be used to show only .jpg or .jpeg
files only in all selected directories.
Every user is able to view all authenticated users. This is the case because the chat
function will require messages to be sent using the ‘Employee Id’. It should be made clear
that the system allows users to share names, surnames, and middle names (if any) as well
as contact information, postal and residential addresses but cannot have the same national
PIN which only identifies a single person.

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When ‘Chat’ is clicked, messages are retrieved from the database though in this case, the
users have no messages (either sent or received).
A brewer technician is changing their profile picture in the interface above.

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31.jpg was selected and to make the image selection easier, the ‘Files of Type’ function
was used to show only the file types that are allowed as profile pictures. .jpg and .jpeg file
types are the only file types because in most cases, these are the image files that are big
enough (since .png and others come in very small file sizes).
If a selected file so happens to be of the correct file type but just is not big enough to be
used, the popup in the interface above will be shown.

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As proof that the file is too small though it is of the correct file type it will be shown as a
stretched image (stretched to the size that is required which is 160 x 160).
In the end, image named 31.jpg was chosen to the profile picture.

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The interface above shows the rest of the information that can be view in the ‘View
Users’ window. Among other things, it can be known whether or not a user is online or
offline.
In the case of a forgotten password; as explained at the beginning of this document; a
valid ‘Employee Id’ and correct ‘Security Response’ is used to recover an account (which
is to gain access of to the account by changing the password).

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After an account is created, the account is to be activated by entering the ‘Employee Id’
and PIN of the account that does not have a password, ‘Security Question’ and ‘Security
Response’ saved to the database.
The interface above shows the options provided by the toolbar at the top of the window.

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Conclusion
After 9424 lines of code, as shown in the interface above, the interfaces shown
throughout this document is the current resultant system. A few more thousand lines will
bring this project to its completion.