Design And Implementation Of A Collaborative Software As A Service Based Office Management System
This project work sets out to improve the file management processes in organisations. It has been observed that the major problem of file management system is that accessibility and availability to stored files is limited to users in that particular environment which also limits the collaborative sharing of electronic data over a large network coverage or at distance. This usually determines the workflow of an organization, which negates the aim and objectives for which a particular organization was set up in the first place. The project work revealed that the traditional file management system is not flexible, extensible and interoperable and as such slows down the workflow, and not readily available outside the work environment thereby decreasing the output of any particular organization. Object Oriented Hypermedia and Design Methodology (OOHDM), was found efficient to Web applications as navigational views over an object model. Thus, this work is to be deployed on the cloud, using the Software as a Services model for a very efficient user experience. PHP and JQuery were the programming languages used for its design. Structured Query Language (SQL) was used for the database. The project work offers efficient file management in corporate establishment
Table of Content
- Title Page
- Certification Page
- Approval Page
- Table of Content
- List of Figures
- List of Tables
- 1.1 Background of the Study
- 1.2 Statement of the Problem
- 1.3 Aim and Objectives of the Study
- 1.4 Significance of the Study
- 1.5 Scope of the Study
- 1.6 Limitations of the Study
- 1.7 Definition of Terms
- 2.1 Cloud Computing
- 2.2 Cloud Computing Service Models
- 2.2.1 Infrastructure-As-A-Service (IaaS)
- 126.96.36.199 Components of IaaS
- 2.2.2 Platform-as-a-Service (PaaS)
- 188.8.131.52 Stakeholders of Platform-as-a-Service
- 2.2.3 Software-as-a-Service (SaaS)
- 184.108.40.206 Quality Model
- 2.3 Cloud Deployment Models
- 2.4 File Management
- 2.4.1 File Management System
- 2.4.2 Objectives for a File Management System
- 2.4.3 Features Required for a File Management System
- 2.5 Security in Cloud Computing
- 2.5.1 Security Issues in Cloud Computing
- 2.6 Review of Related Literature
- 2.7 Deductions from the Reviewed Works
System Analysis and Methodology
- 3.1 Introduction
- 3.2 Analysis of the Existing System
- 3.2.1 Activities Procedure in Systematics
- 3.2.2 Advantages of the Existing System
- 3.2.3 Disadvantages of the Existing System
- 3.3 Analysis of the Proposed System
- 3.4 Methodology Adopted
- 3.4.1 Object Oriented Hypermedia Design Methodology (OOHDM)
- 3.5 High Level Model of the Proposed System
- 3.6 Justification of the Proposed System
System Design and Implementation
- 4.1 Objective of the design
- 4.2 Decomposition and Cohesion of the High Level Model
- 4.2.1 High Level Decomposition of the Admin (Employer) Phase of the System
- 4.2.2 High Level Decomposition of the Members (Employee) Phase of the System
- 4.3 System to User – Interaction
- 4.4 Conceptual Design
- 4.5 Navigational Design
- 4.6 Specifications
- 4.6.1 Database development tools
- 4.6.2 Database Design and Table Structures
- 4.6.3 Data Dictionary
- 4.6.4 Program Module Specification
- 220.127.116.11 Sequence Diagram Depicting Object Interaction on Some Basic Operations
- 4.7 Input-Output Specification
- 4.8 System Requirements
- 4.8.1 Hardware Requirements
- 4.8.2 Software Requirements
- 4.9 Program Development
- 4.9.1 Choice of Programming Environment
- 4.9.2 Justification of Languages and Tools Used
- 4.9.3 Database Implementation
- 4.10 System Implementation and Conversion
- 4.10.1 Changeover procedure Recommended
- 4.11 System Security
- 4.12 Training
Summary, Recommendation and Conclusion
- 5.1 Summary
- 5.2 Review of Achievement
- 5.3 Application Areas
- 5.4 Recommendations
- 5.5 Suggested Areas for Further Studies
- 5.6 Conclusion
- Appendix 1
- Appendix 2
List of Figures
- Figure 2.1 Quality Model of SaaS
- Figure 2.2 Cloud Computing service models
- Figure 2.3 A Private Cloud
- Figure 2.4 A Hybrid Cloud
- Figure 2.5 An example of a “community” of organizations accessing IT resources from a community cloud 13
- Figure 3.1 Dataflow Diagram the Existing System
- Figure 3.2 Object Oriented Hypermedia Design Methodology Sequence
- Figure 3.3 High Level Model of the Proposed System
- Figure 4.1 Admin Module Decomposition
- Figure 4.2 Member User Module Decomposition
- Figure 4.3 User Interaction Diagram (UID) showing the sign-up procedure
- Figure 4.4 Use Case diagram of the Proposed System
- Figure 4.5 Conceptual Schema of the Proposed System
- Figure 4.6 Navigational Context Schema
- Figure 4.7 Database Relationship Structure
- Figure 4.8 Sequence Diagram
- Figure 4.9 Error Message feedback
List of Tables
- Table 2.1 Cloud Computing Security
- Table 4.1 Part of the Conceptual – Navigational Mapping table
- Table 18.104.22.168 organisations table
- Table 22.214.171.124 user_details table
- Table 126.96.36.199 Audit _session
- Table 188.8.131.52 files table
- Table 184.108.40.206 shared_files
- Table 220.127.116.11 Fields used in tables
1.1 Background of the Study
File management is the process of storing, accessing, retrieving and manipulating files. The necessity of moving a file from the RAM to a secondary storage calls for future reference (re-usability), availability (having this file ready and at hand at any time anywhere), safety (ensuring data integrity without the fear of loss or damage) and most times privacy (authentication and access control). This purpose is not fully achieved when files are saved just by the traditional file management system usually provided by the user‟s operating system or the manual system. The traditional system is exposed to insecurity, unavailability, and data loss through viral attacks and other malicious software. This created the need of an additional system for saving files (back up mechanism), where files will be available with or without the user‟s workstation, highly secured platform, and cost effective system.
Storage and access to files which has been a core concept of computing and information technology requires the moving of files to a better environment where availability and security is assured. The cloud system is a recent development which has dramatically changed the landscape of software development. It provides a simple interface where the user is abstracted from the underlying framework of the system. According to Hancleng (2009), Cloud computing is a model of enabling ubiquitous, convenient, on demand network access to shared pool of configurable computing resources (e.g networks, servers, storage, application and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction.
Moving files to a cloud system has been a welcomed advancement in file management but has failed in addressing challenges. Some of these challenges include security and cost. Adopting Software as a Service (SaaS) as the befitting cloud computing model for this work does not only provide software availability but also provides an efficient means of billing users. The billing system will be monitored by the number of times the application will be used. That is, keeping a log of records, which in turn aids in monitoring any form of intrusion created by unauthorized access.
Conclusively, cloud computing and file management has „security‟ as its mediator. It is well understood that no one could take an additional step of moving files to the cloud system for storage or backup if such files are not important. Therefore, every cloud computing system should make adequate provisions for security.
1.2 Statement of the Problem
In traditional file management platform, it was discovered that accessibility and availability to stored files is restricted to the user having the device present. Also in file sharing, it is restricted by distance and network coverage whereby the conventional network facilities use cables, infra-red rays, Bluetooth etc.
The traditional approach lacks the ability to detect intrusion of any sort thus creating insecurity. Again among the existing platforms for file sharing, file size limitations is another major problem.
The problem the researcher intends to solve in this work is to provide a collaborative office management system as a cloud service to enable file sharing and collaboration among users in a system (department) with no distance and storage space limitations.
1.3 Aim and Objectives of Study
The aim of this study is to design a collaborative office management system using Software as a Service Cloud computing Model. In order to achieve the desired aim, the following objectives were considered:
- Provides a standard database system for storing user information that is compatible with virtually every operating system.
- Deploying useful applications on cloud for managing files which eliminates the need for setup and installation of such application on user system.
- Provide a more secured service through file encryption and log management.
1.4 Significance of the Study
The research work will offer enormous benefits to organization, companies and even individuals. Such benefits includes:
- Provides security compliance and easy accessibility of information.
- Cost effectiveness in running application.
- Effective office experience in managing and sharing files
- Creating awareness of cloud based file management system as it creates a better and effective resource management irrespective of the distance or storage capacity.
1.5 Scope of the Study
File management is broad and vast. This work will cover the generic file management approach such as creating, editing, updating etc. and also some additional security measures to enhance effective management. The security implementation of this work is limited to just the user integrity, authentication and authorization. These include:
- Encrypting files on upload.
- Storing files in its encrypted form.
- Decrypting with the user private key.
- Keeping log/Audit records.
1.6 Limitations of the Study
The researcher was limited to the above mentioned scope of study due to some factors such as:
- Cloud computing being a new innovation poses the limitation of resources (materials) for this research.
- Fund: not having a free access to the internet was another constraint as that was the main area our research was based. Funding subscriptions to internet providers to ensure a fast and consistent connectivity.
1.7 Definition of Terms
Advanced Encryption Standard (AES) Encryption
Is a symmetric-key block cipher algorithm for secure and classified data encryption and decryption.
Is any process by which a system verifies the identity of a user he wishes to access its resources.
The process of granting or denying access to a network resource.
Is a communications network. The word “cloud” often refers to the internet, and more precisely to some datacenter full of servers that is connected to the internet.
Is the process of taking encoded or encrypted text or data and converting it back into the format you or the computer can read and understand.
Is the process of encoding messages or information in such a way that only authorized parties can read it.
The act of compromising a computer system in order to gain unauthorized access.
Man in the Cloud Attack (MITC)
Is an attack where the attacker secretly replays and possibly alters the communication between two parties who believe they are directly communicating with each other.
A group of interconnected computers and peripherals that is capable of sharing software and hardware resources among users.
Software as a Service (SaaS)
Is a software licensing and delivery model in which software is licensed on a subscription basis and is centrally hosted. SaaS is an on-demand software typically accessed via a web browser.
Is the exploitation of a valid computer session to gain unauthorized access to information or services in a computer.
Structured Query Language (SQL) Injection
Is a computer attack in which malicious code is embedded in a poorly designed application and then passed to the backend database. The malicious data then produces database query or results or actions that should never have been executed.
Summary, Recommendation and Conclusion
The primary aim of this project work is to provide a robust and scalable office management system and a collaborative work environment that greatly improves the processes of the traditional file management system in a typical organizational work setting. It factors out the drawbacks of the present workflow in Organizations as regards to team collaboration and file manipulation and seeks a better way to help team members effectively carry out collaborative tasks as well as streamline the question of file management by detailing the design, development and implementation of a Collaborative SaaS-Based Office Management System.
5.2 Review of Achievements
This study started with review of the existing system, stating the background, problem statement, objectives, significance, scope and the limitations of the study. Again, concepts such as cloud computing, Infrastructure as a Service, Platform as a Service, Software as a Service, cloud deployment models, file management, cloud computing security were reviewed in depth in the second chapter of the study.
More so, the third chapter of this research provided detailed analysis of‟ the existing system. Specifying Activities Procedure in Systematics with a view to outline the shortcomings of the existing system and propose a solution with a well detailed description as well as the High Level Decomposition of the proposed system and then adopting Object Oriented Hypermedia Design Methodology.
Furthermore, a more detailed analysis of the proposed system leading to a fine system design and implementation of a Saas-Based Office Management System, showing its specifications, system requirement, program development and testing were carried out, which are all documented in the fourth chapter of this study.
5.3 Application Areas
The Collaborative SaaS-Based Office Management System can be used and implemented in every organization, whether small or large scale firms, cooperate offices, departments and faculties, industries as well as government parastatals. The ability of the system to implement Software as a Service cloud computing model for managing organizational files and member collaboration while working in remote places makes this system highly useful in this era of huge technological advancements.
For an optimal use of the Collaborative SaaS-Based Office Management System, it is recommended that users upgrade their client application from time to time whenever there is an upgrade available, give their reviews on updates and also provide the user feedback required for the software improvement and upgrade. Users should be wary when using their password, permit key and also monitor log activities in order to enjoy the maximum security implementation of the system.
5.5 Suggested Areas for Further Studies
For further studies, the manipulation of compressed files in the collaborative environment without destroying its encryption is suggested.
In this era of huge technological advancement, cloud computing has always been an active research area because it provides a simple interface where the user is abstracted from the underlying framework of the system and it enables ubiquitous convenient, on demand network access to shared pool of configurable computing resources that can be rapidly provisioned and released with minimal management effort or service provider interaction. Though moving files to a cloud system has been a welcomed advancement in file management but has failed in addressing the issues of security and cost.
Adopting Software as a Service (SaaS) as the befitting cloud computing model for this work does not only provide software availability but also provides an efficient means of billing users. A log of records was provided for billing system which in turn aided the monitoring of any form of any form of intrusion created by unauthorized access. Therefore a SaaS model that provides a more secured service through file encryption and log management was designed and implemented.
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