Design of Letter Management System at Kanna Utara Village Office Based on Website
DOI:
https://doi.org/10.47709/brilliance.v5i1.6333Keywords:
Correspondence Management, Village Website, Laravel Framework, Agile Development, Village Administration DigitalizationAbstract
This study aims to design a correspondence management system in the Kanna Utara village office based on a website that previously used manual methods through bookkeeping and Microsoft Word/Excel applications; these methods have various weaknesses, such as easy archive damage, limitations in searching for letters, and potential data loss. The system, which was designed using the Laravel framework with an agile development approach, aims to improve efficiency, security, and ease of access for both village officials and the community. This qualitative research approach uses observation and interviews to identify user needs, such as digital management of incoming and outgoing letters, online submission by the community, and tracking of letter status in real time. This system has separate features between Kanna Utara village office employees and the community to ensure access authority according to their respective roles. Kanna Utara village office employees can monitor and manage letters through the admin dashboard, and the community can submit letter requests and view letter status on the public dashboard. The simple interface makes it easy for village officials with technical limitations to operate the system. Although the system is running well, development, such as digital signatures and automatic notifications via short messages, is still needed. This study concludes that digitalizing the correspondence system at the village level is possible and can be used as a model for other villages with similar conditions.
References
Ardiansyah (2023), Qualitative approaches aim to understand phenomena through interpretation and descriptive analysis.
The research stages are:
1. Problem identification: Problems found in the North Kanna village office include a letter system still being done manually, storing letter archives susceptible to damage, and slow letter searches.
2. Literature study: researchers studied various literature on website-based correspondence information systems, the Laravel framework, and agile development methods.
3. Data is collected through interviews or direct observation with village officials and the community.
4. Data analysis: The main needs were obtained from the interviews and observations with village officials, namely digital management of incoming and outgoing mail, features for submitting letters by the public online, and tracking letter status.
5. System design: the researcher designed a correspondence management system based on a North Kanna village office website and developed the system structure and user interface.
6. Implementation of Agile Development: Agile development is built using the Laravel framework and MySQL database.
7. Trial and evaluation: Village officials were the main users of the trial, and the community also tried the system through registration and letter requests, assessing the speed and ease of managing letters.
8. System tester: carried out with black box testing to ensure the main functions are as described.
RESULT
The results of this study indicate that the mail management system in the Kanna Utara village office based on the website that has been designed can help village officials manage incoming and outgoing mail in a more efficient and organized way. This system is built using the Laravel framework with an agile development approach that allows the development process to be carried out in stages and adjusted to user needs.
This website is equipped with several features, namely:
Admin login page
This page is intended for employees or devices to log in to the system via the address https://kannautara.site/pegawai.php. After successfully logging in, the admin will be directed to the dashboard to manage incoming mail, the signing process, and the status of the letter.
Figure 2. Admin Login Page
Signer Admin Dashboard Page
Employees and village officials use this page to manage and sign letters digitally. The admin can verify and monitor letters through the system, but this access is only given to employees and village officials to maintain data security.
Figure 3. Signing Admin Dashboard Page
Admin Report Dashboard Page
This page displays a summary of incoming and outgoing letters in full. The admin can see the report on the number of letters per month. This feature facilitates administration and the creation of accountability reports.
Figure 4. Admin Report Dashboard Page
Home Page
The main page of the official website of the Kanna Utara village office is designed to provide convenience for the community in managing letters digitally. The community can register and log in using the buttons provided. This display aims to make it easier for the community. To log in, access via the addresshttps://kannautara.site/.php
Figure 5. Home Page
Community Login Page
People who have successfully registered can log in using their NIK and password. After that, they will be taken to the main page, which displays the application letter, completed data, and the application status.
Figure 6. Community Login Page
Community Dashboard
The community dashboard is designed to provide convenience in submitting letters independently and monitoring the process transparently. The community can choose the type of letter they want to submit; after selecting the letter, the system will ask the user to complete the data.
Figure 7. Community Dashboard Page
Letter Submission Page
This page will ask the public to fill in the required data in the letter format.
Figure 8. Public Letter Submission Page
Mail Status Page
This page displays the progress letters submitted by the community, such as processed, signed, and completed. This display makes it easier for the community to monitor the letter process in real-time without visiting the village office.
Figure 9. Mail Status Page
Letter Submission Page
The letter submission page will ask the public to fill in the required data according to the letter format.
Figure 10. Letter Submission Page
Letter Results Page
This page displays letters that have been processed and signed. The public can immediately print the letter directly, making it easier for them to ensure that the letter has been completed digitally without coming to the village office.
Figure 11. Letter Result Page
Blackbox Testing
Table 1. Blackbox Testing
Admin
No Features tested Input given Expected output Test results
1 Admin login
Username and password valid/invalid Login successful if valid or error message if invalid Succeed
2 Dashboard
mail management Access the dashboard after login. Displays incoming and outgoing mail data Succeed
3 Verify letter Click the verify mail button. The letter status changes to "in process." Succeed
4 Signature of the letter Click the signature button. The letter status changes to "signed." Succeed
5 Incoming/outgoing mail report Access the report page. Displays a summary of the number of incoming and outgoing letters per month. Succeed
6 Admin logout Click the logout button. The system returns to the login page Succeed
Public
1 Account Registration Complete data (NIK and Password) Account successfully created, and can log in Succeed
2 Community Login NIK and password valid/invalid Login successful if valid/error message if invalid Succeed
3 Community Dashboard Access the dashboard after login. Displays the letter submission menu and letter status Succeed
4 Submission of newsletter Filling and sending the letter form Letter saved, initial status “processing” Succeed
5 Check letter status Access the main status page. Shows current status: "processed, signed, completed." Succeed
6 Print letters Click the print button on the completed letter The letter is displayed in a print-ready format. Succeed
7 Community logout Click the logout button. The system returns to the login page Succeed
DISCUSSION
Based on the website, this study shows that the mail management system in the Kanna Utara village office shows a significant increase in the efficiency of mail management. This system allows the recording, storage, and tracking of letters to be done digitally, which was previously managed manually using books and Microsoft Word/Excel files.
The system is developed flexibly and according to user needs using the agile development approach and the Laravel framework. The separate login feature between the North Kanna Village Office employees and the community helps maintain data security and authority simultaneously. Provide relevant access according to their respective roles.
The simple interface is designed to meet the technical capabilities of village devices, making this system easy to operate and complex technical training. The community can now also monitor the status of letter requests directly through the community dashboard. This success shows that other villages with similar conditions can adapt digitizing letter services at the village level.
CONCLUSION
Implement a mail management system in the Kann Utara village office that can increase efficiency and security in mail management. This system uses an agile development approach and the Laravel framework and is equipped with separate login features for Kanna Utara village office employees and the community.
The implementation results show that this system speeds up the administrative process and makes it easier for the public to access mail services without coming directly to the village office.
However, this system still has room for further development, such as integration with a digital signature system or automatic notification services via short messages to improve user convenience. It is hoped that there will be continuous testing and building of additional features according to the needs of the community and village officials.
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