Design of an Administrative Application System for Correspondence at the Faculty of Engineering, Muhammadiyah University of Bengkulu

Abstract

Correspondence administration plays an essential role in supporting academic and administrative activities at the Faculty of Engineering, Muhammadiyah University of Bengkulu. However, the current manual process of managing correspondence often leads to several challenges, including slow administrative services, difficulties in tracking the status of letters, the risk of document loss, and inefficient archive retrieval. Therefore, a web-based system is needed to improve the effectiveness and efficiency of correspondence management. This study aims to design and develop a web-based correspondence administration application to manage incoming letters, outgoing letters, and official certificates in an integrated system. The system was developed using the Waterfall method, which includes requirements analysis, system design, implementation, testing, and maintenance. The design stage employed Context Diagrams, Data Flow Diagrams (DFD), Entity Relationship Diagrams (ERD), and user interface design. The application was implemented using the CodeIgniter framework with MySQL as the database management system. Black Box Testing was conducted to ensure that all system features functioned properly. The results show that the developed application improves the efficiency of administrative processes by accelerating correspondence services, simplifying document management and archive retrieval, reducing errors in document handling, and making it easier to monitor the status of letters. Overall, the system supports a more organized, effective, and efficient administrative process at the Faculty of Engineering, Muhammadiyah University of Bengkulu.