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CHAPTER FOUR
SYSTEM DESIGN SPECIFICATION

4.0 Introduction

A System Design Specification is a document that details all the aspects that shall be input in the
system. It describes and shows all data, architectural, interface and component-level design for the
software. This chapter shall show the architecture of the proposed Courier Management System.
The design contains an explanation of a way to carry out each of the product specification written
in the Software requirement specification (SRS). The design will serve as a guide to the developer.
The SDS also shows how the program is separated into modules, how the modules interact with
each other and how users see the program.

4.1 Objective
The objective of this document is to be a reference for the implementers of the proposed system.
The document describes each application’s architecture and its associated interfaces and databases
design. This design will detail the implementation of the requirements as defined in the CMS
specification design.
4.2 System scope
Due to this, there exists an urgent need to shift the mode of manual operations to Automated
operations to a more efficient and reliable system which shall overall improve customer experience
and the performance of the business.
❖ Development of an online Courier Management System that shall handle the courier
services within the Logistics Department.
❖ Setting up the system on the main server ready for deployment.
❖ Training the users on how to use the new system.
❖ Request for an Administrator who shall configure the new Courier Management System.

4.2.1 Main Inputs:

(a) Booking Officer
(b) DriverID
(c) Sender Name, telephone number
(d) Destination
(e) Recipient Name

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(f) Date send

(g) Date collected
(h) Amount paid

4.2.2 Outputs:
(a) Enter parcel details
(b) Add new user
(c) Add new driver
(d) Courier client login
(e) Track parcel
4.3 Design Considerations and Constraints
• The client will be operating on Windows platform with a network connection to the
respective branch offices.
• The expected number of users is 200 Personnel.
• The system will require memory of at least 1GB of RAM, Processing speeds of 1.4GHz
and 1TB of available hard disk space.
4.4 Goals and Guidelines
• Simplicity: apply the KISS principle. Simplicity should be a key goal when designing and
avoid unnecessary complexities.
• Emphasis on speed versus memory use.
• Working, looking or feeling like an existing product-innovate rather than invent a product.

4.5 Architectural Design:

Architectural design entails definitions of components and the inter-relationships that exist
between them. It also shows the design components involved, major subsystems within the
application and the interactions illustrated below:

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Start

User
Login

Super System user Fleet Officer Customer

Admin

Validate user credentials

Enter Search/locate
parcel branch office
number
Main Menu

Check Assign Register Bill Register Print Add/remove

courier parcels to new and new receipt details
reports drivers parcel parcel
Print
receipt

Add/ Add Search Allocate

new Vehicle driver and
Delete vehicle destination to
driver driver
database

Display
Report Save data

stop

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4.5.1 CONTEXT DIAGRAM

A context diagram shows the information inflow and outflow in the system. The context diagram
captures the detailed operations of the Courier Management system

Courier
management

Customer
management

Delivery
Courier
management
tracking
system

Office management

Parcel
management Fleet management

This is at-a-glance view of the Delivery, office and Tracking showing the system as a single high-
level process with its relationship to external entities of courier, customer and manager.

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4.6 LOGICAL DESIGN

i) Login Flowchart

This is a graphical step by step representation of how a user logs into the system.

start

User is registered

Admin login ID and

password

Check
Login ID
Invalid Login/Password
password

Login to the system

successfully

Set user level and

permissions

Access the internal

functionalities according to
End permission

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ii) Multiple Document Interface/Main Menu Flowchart

This shows the graphical step by step representation of how a user navigates in the main menu.

Start

Choose option from

the menu

Display selected
Menu Option

Perform the selected task

Start

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iii) Parcel Booking Flow Chart

User Login

Select add
shipment

Enter parcel
details

NO Correct parcel
Are customer
details details
correct?

YES

Print receipt

Submit
Parcel
reports

Logout

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iv) Allocation of Vehicle and Driver Flow Chart

User Login

Receive Parcel
bookings

Check available
vehicles

Are
NO
Wait for
vehicles vehicles to be
available available

YES
Check available
drivers

NO
Are Wait for
drivers drivers to be
available available

YES
Print job tickets

Respond to booking
officer

logout

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v) Check allocated jobs Flow Chart

Login

Select vehicle
allocation

View vehicle
assigned

Close the vehicle

allocation section

Print job allocated

logout

4.7 Database Modelling

A data model identifies things of importance to an organization, properties of that organization

and how the organization is related to one another. The model provides accurate pictures of the
information needs of the organization. The techniques used in data modeling are:

• Data Normalization
• Data Dictionary

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4.7.1 Data Normalization

It is a technique of organizing the data in the database. Normalization is a systematic approach of

decomposing tables to eliminate data redundancy and undesirable characteristics like Insertion,
Update and Deletion Anomalies. It’s a multi-step process that puts data into tabular from by
removing duplicated data from the relation tables.

UNF 1NF 2NF 3NF

OFFICER OFFICER OFFICER OFFICER

Name Name Staff ID Staff ID

ID Number ID Number Department Department

Staff ID Staff ID Designation Designation

Department Department Date of Employment DRIVER

Designation Designation DRIVER Name

Telephone No. Telephone No. Name Staff ID

Address Date of employment Staff ID Department

Date of Birth Department PARCEL

Date of Employment DRIVER Designation Parcel Number

DRIVER Name Years of Experience Category

Name ID Number PARCEL Weight

ID Number Staff ID Parcel Number Rate

Staff ID Department Category Sender Name

Department Designation Weight Sender Phone No.

Designation Telephone No. Rate Sender ID No.

License No. Date of Employment. Sender Name Receiver Name

Telephone No. Years of Experience Sender Phone No. Receiver Phone No.

Address PARCEL Sender ID No. Receiver ID No.

Date of Birth Parcel Number Sender Address Destination

Date of Employment Category Receiver Name Driver Name

Years of Experience Weight Receiver Phone No. Driver ID

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PARCEL Rate Receiver ID No. VEHICLE

Parcel Number Sender Name Destination Vehicle ID

Category Sender Phone No. Driver Name Number plate Registration

Weight Sender ID No. Driver ID Destination

Rate Sender Address Driver Name

Sender Name Receiver Name VEHICLE Driver ID

Sender Phone No. Receiver Phone No. Vehicle ID

Sender ID No. Receiver ID No. Number plate Registration

Sender Address Destination Engine No.

Receiver Name Driver Name Destination

Receiver Phone No. Driver ID Driver Name

Receiver ID No. VEHICLE Driver ID

Destination Vehicle ID

Driver Name Number plate Registration

Driver ID Engine No.

VEHICLE Destination

Vehicle ID Driver Name

Number plate Driver ID

Registration

Engine No.

Destination

Make

Model

Driver Name

Driver ID

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4.7.2 Entity-Relation Diagram

ERD show how the entities identified in this section are mapped into tables of the database for the
Courier Management system software.

Parcel No Category rate

StaffID

Department weight

Officer
1 N parcel
Books
parcel Sender
Name
Designation

sender Phone
Driver No
N ID

Driver SenderID No.

Name
Assigns
Receiver
Name
Destination
N
Receiver
Name 1 Phone No.

Receiver
Driver
ID No.

1
StaffID
Department
Assigned
to

Vehicle

Driver
Name
Vehicle ID

Number Plate
registration Destination

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4.7.3 Database Schema

The database schema below is derived from the Entity-relation diagram above.

Officer Data Entity

Data Item Type Comment

Staff ID Integer Used as Primary Key

Department String Select

Designation Variable
Character

Driver Data Entity

Data Item Type Comment

Name string

Staff ID Integer Used as Primary Key

Department String

Parcel Data Entity

Data Item Type Comment

Parcel Number Number Used as Primary Key

Category Text

Weight Decimal

Rate Float

Sender Name Text

Sender Phone No. Number

Sender ID No. Number

Receiver Name Text

Receiver Phone No. Number

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Receiver ID. No Number

Destination Text

Driver Name Text

Driver ID Number

Vehicle Data Entity

Data Item Type Comment

Vehicle ID Integer

Number Plate Character Used as primary key

Registration

Destination Text

Driver Name Text

4.7.4 Data Dictionary

Entity Name Entity Description Data Length Primary Uniqueness Null

Type Key

Officer The staff assigned the roles

of booking parcels,
assigning vehicles to drivers
and allocating jobs to
drivers.

ID The Unique identification Integer 10 Yes Uniquely No

for the officer employment identifies the
number employee

Department The major part of the String 15 No Uniquely No

company an employee identifies the
works in. officer
section

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Designation The job title of the employee Varchar 20 No Employee No

job title

Driver The Staff who drives the

vehicles and ensures
delivery of the parcels and
consignment.

Name The name of the employee String 50 No Uniquely Yes

identifies
name of the
driver

ID The Unique identification Integer 10 Yes Uniquely No

for the employees identifies the
driver’s
employment
number

Department The major part of the String 15 No Uniquely No

company an employee identifies the
works in. driver
section

Parcel The envelope, box or items

to be sent.

Parcel The unique number varchar 20 Yes Uniquely No

Number generated by the system identifies the
item being
sent

Category The type of item being sent String 10 No

e.g. letter or box

Weight How heavy the item being Decimal 10 No Uniquely No

sent is. tells how
heavy an
item is.

Rate The cost of sending the Float 20 No The cost of Yes

parcel per category sending the
parcel

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Sender name The name of the sender of String 100 No Identifies the No
parcel sender of the
parcel

Sender Phone The telephone number of the Integer 15 No The unique No

No sender telephone
number of
the sender.

Sender ID The Identification Number Integer 20 No The unique No

No. of sender of parcel identification
Number of
the sender.

Receiver The name of the receiver of String 100 No Identifies the No

Name the parcel. recipient of
the parcel

Receiver The telephone number of the Integer 15 No The unique No

Phone No recipient. telephone
number of
the
Recipient.

Receiver ID The Identification Number Integer 20 No The unique No

No. of Recipient of parcel. identification
Number of
the
Recipient.

Destination The place where the parcel String 20 No The unique Yes
is being sent. name of the
place where
the parcel is
being sent.

Driver Name The name of the driver String 50 No The name of Yes
the driver

Staff ID The Unique identification Integer 10 No The Unique No

for the officer employment identification
number for the
officer

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employment
number

4.8 USER INTERFACE DESIGN

This section models the user interface view with which user interact in-order to use the software.
It is designed such a way to provide the user with insight into the software

LOG IN FORM

The interface design is standard for all the users.

Username:

Password:

Office :

OK CANCEL

SEARCH BOX

Search GO

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