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TITLE

EASY PEasy
_______________

A System Integration and Architecture Project


Submitted to the Faculty of the
College of Engineering, Computer Studies, and Architecture
Lyceum of the Philippines University - Cavite

In Partial Fulfillment
of the Requirements of the Degree
Bachelor of Science in Information Technology

KEN JOSHUA L. AYSON


MICHAELA MAE H. CORNEJO
ZACCHAEUS KURT R. VILLAMOR
LIAM JOSH R. VILLAZOR

December 2024
TABLE OF CONTENTS

TITLE PAGE……………………………………………………………………… i
TABLE OF CONTENTS……………………………………………………....… ii

Chapter 1: System Introduction............................................................................ 1


System Introduction........................................................................................... 2

Background of the Study................................................................................... 3

Problem Statement............................................................................................. 5
System Objectives............................................................................................. 4

Chapter 2: System Requirements and Planning................................................. 6

Nonfunctional Requirements............................................................................ 7

Security....................................................................................................... 8
Reliability.................................................................................................... 9

Usability...................................................................................................... 10

Performance................................................................................................ 11
Functional Requirements................................................................................. 12

Description of Functional Characteristics................................................... 13

Gantt Chart....................................................................................................... 14

Budget Requirements........................................................................................ 15

Mock-up Design and UI Considerations........................................................... 16


Chapter 3: System Modeling............................................................................... 17

System Paradigm……………………………………………………………. 17
Data Flow Diagram (DFD) .............................................................................. 18

Context Diagram.....................................................................................……. 19
Entity-Relationship (ER) Diagram.................................................................. 20

Use Case Diagram............................................................................................ 21


System Architecture......................................................................................... 22
Chapter 4: Technical Requirements and Interface.......................................... 23

Hardware Requirements.................................................................................. 24
Software Requirements................................................................................... 25
UI Designs...................................................................................................... 26
Code............................................................................................................... 27

Appendices……………………………………………………………………. 28
Letter of Intent……….................................................................................... 29
UI Designs...................................................................................................... 26
Code............................................................................................................... 27
Questionnaires / Survey…………………………………………………….. 28

CHAPTER I

SYSTEM INTRODUCTION

System Introduction

Easy PEasy is a web-based application designed to streamline the management of

Physical Education resources, events, and equipment. It provides a centralized platform where

PE administrators and educators can easily manage their PE resources, track equipment usage,

and create and update event schedules. The system is specifically tailored to meet the needs of

PE departments in schools and educational institutions.

Key Features of Easy PEasy:

1. Efficient Inventory Management:

o Easy PEasy helps administrators keep track of all PE equipment, including details

such as item name, quantity, and status. It simplifies the process of adding,

removing, or updating inventory items, ensuring that the PE department has

accurate records of available equipment.

2. User-Friendly Scheduling:
o The system allows administrators to create and manage event schedules with ease.

It enables the scheduling of classes, events, and activities, ensuring that all PE

sessions are organized and efficiently managed. Teachers can quickly view and

update event details, ensuring a smooth flow of activities.

3. Streamlined Interface:

o The platform features an intuitive design that enhances user experience. The

simple and clear interface allows users to interact with the system effortlessly,

reducing the learning curve and enabling PE staff to focus on managing activities

rather than spending time learning a complicated system.

Background of the Study

In educational institutions, managing Physical Education (PE) resources and schedules

can be a time-consuming and complex task. Teachers and administrators often face challenges in

tracking and maintaining PE equipment, creating schedules for various activities, and ensuring

that all tasks are completed efficiently. With the growing number of physical education classes,

events, and students, these administrative tasks become overwhelming, leading to inefficiencies

and potential errors in the management process.

The need for an efficient, automated system to streamline these processes is crucial to improving

productivity and enhancing the overall PE experience. Many institutions still rely on manual

processes for managing PE inventory, scheduling events, and tracking student interactions with

equipment, which can lead to inconsistent results and poor time management.
Background of the Study: Continued

To address these challenges, Easy PEasy was developed. Easy PEasy is an intuitive and

comprehensive platform designed to simplify every aspect of PE management. The system aims

to provide a seamless and user-friendly experience for PE department educators and facilitators

by automating tasks such as inventory management, event scheduling, and equipment tracking.

Problem Statement

The Physical Education (PE) department in educational institutions faces several

significant challenges that hinder efficient operations and productivity. These challenges stem

from the reliance on outdated, manual processes for inventory tracking and event scheduling,

which leads to wasted time, disorganization, and decreased overall efficiency.

First, inventory tracking issues are prevalent, with the current manual system being prone to

errors such as misplaced or lost equipment. The lack of a centralized inventory management

system further complicates the process of keeping track of PE resources.

Second, the absence of an integrated scheduling system results in scheduling conflicts, where

overlapping bookings and event misunderstandings occur, causing confusion and disruptions

among staff and students.

Additionally, time-consuming management tasks prevent educators from focusing on their core

teaching responsibilities. They are forced to spend excessive time organizing and managing

equipment and schedules, which reduces their ability to engage students effectively.
Moreover, the system's inability to provide real-time updates creates inefficiencies, as staff and

students are not promptly notified about changes to event schedules or equipment availability.

This lack of timely communication exacerbates the overall disorganization.

Finally, the current system lacks the capability for manual analytics, making it difficult to track

the frequency of equipment usage by students or departments. This absence of data hinders

decision-making and resource planning.

In light of these challenges, there is a critical need for an automated system that can streamline

inventory management, optimize event scheduling, and provide real-time updates and insights to

improve the efficiency of the PE department.

System Objectives

The primary goal of this research is to develop Easy PEasy, a comprehensive and user-

friendly application designed to address the operational challenges faced by the Physical

Education (PE) department. The system will streamline inventory management and event

scheduling, ultimately improving organizational effectiveness and productivity.

To achieve this overarching goal, the following specific objectives will guide the development

and implementation of the Easy PEasy system:

1. Implement Reliable Inventory Tracking:

o The system will feature a robust inventory management module to accurately

track and manage all PE equipment. By automating the process of inventory


tracking, Easy PEasy will reduce the risk of lost or misplaced items, ensuring that

all equipment is accounted for and easily accessible when needed.

2. Resolve Scheduling Conflicts:

o A centralized scheduling system will be developed to eliminate scheduling

conflicts. By preventing overlapping bookings and providing a clear overview of

scheduled events, the system will ensure that event times are communicated

effectively and that confusion is minimized among staff and students.

3. Enhance Time Management for Educators:

o By automating routine inventory management and event scheduling tasks, Easy

PEasy will save educators valuable time. This will allow them to focus on their

core responsibilities of teaching and interacting with students, improving the

overall educational experience.

4. Provide Real-Time Updates:

o Easy PEasy will incorporate a real-time update feature to ensure that all changes

to equipment availability and event schedules are communicated promptly. This

feature will help maintain a smooth workflow and reduce disruptions due to last-

minute changes.

5. Provide Extractable Analytics for PE Facilitators:

o The system will include a reporting and analytics feature that allows PE

facilitators to extract meaningful data about equipment usage, event participation,

and overall departmental performance. These insights will aid in decision-making

and help PE departments optimize resources and planning.


CHAPTER 2

SYSTEM REQUIREMENTS AND PLANNING


This chapter outlines the system requirements and planning for the Easy PEasy

application. It details the nonfunctional and functional requirements that ensure the system’s

performance, security, usability, and reliability. Additionally, it includes a description of the key

functional characteristics of the system, a Gantt chart for project planning, budget requirements,

and design considerations related to the user interface (UI).

Nonfunctional Requirements

Non-functional requirements refer to the attributes that determine how well the Easy

PEasy system performs under various conditions. These include aspects such as security,

reliability, usability, and performance. Meeting these non-functional requirements ensures that

the system operates efficiently and meets the needs of its users.

Security

To protect sensitive data, such as student information and equipment tracking details, the

system will implement robust security measures. These measures include:


 Data Encryption: All sensitive data transmitted between the system and users will be

encrypted using industry-standard encryption protocols.

 Role-Based Access Control (RBAC): Different user roles (e.g., admin, educator,

student) will have specific access rights, ensuring that users can only perform actions

within their assigned role.

Reliability

Reliability ensures the system is available and functions correctly over time. The Easy

PEasy system will:

 Backups: Regular data backups will be performed to avoid data loss.

 Error Logging: The system will have mechanisms in place to detect errors and failures,

with automatic notifications sent to administrators.

 System Redundancy: To minimize downtime, the system will be hosted on reliable

servers with failover redundancy.

Usability

Usability focuses on making the system intuitive and easy for users to interact with. To

achieve this:

 Simple Interface: The user interface will be designed to be intuitive and accessible, even

for users with limited technical knowledge.


 Clear Instructions: The system will provide clear instructions and tooltips to guide users

through key tasks like event scheduling and inventory management.

 User Feedback: The system will include feedback mechanisms, such as confirmation

messages and error alerts, to ensure users are informed about their actions.

Performance

Performance requirements ensure the system can handle the expected load and deliver fast

response times. Easy PEasy will:

 Scalability: The system will be designed to scale as the number of users increases,

ensuring that performance remains consistent even with a growing number of students

and staff.

 Low Latency: The system will ensure that actions like event scheduling, equipment

tracking, and data retrieval are executed with minimal delay.

 Efficient Data Processing: The application will be optimized to handle large amounts of

data related to equipment and events without performance degradation.

Functional Requirements

Functional requirements describe the specific functionality that the PEasy Planner

system must support in order to fulfil its objectives. These include inventory management, event

scheduling, real-time updates, and analytics.

Description of Functional Characteristics

The key functionalities of PEasy Planner are:


 Inventory Management: The system must allow administrators and educators to add,

update, and track PE equipment, with real-time data reflecting equipment availability.

 Event Scheduling: A user-friendly interface must allow the scheduling, modification,

and cancellation of PE-related events, ensuring no scheduling conflicts.

 Real-Time Updates: The system should provide real-time notifications for equipment

availability, event updates, and changes to the schedule.

 Analytics and Reporting: The system should allow facilitators to generate reports on

equipment usage, event attendance, and other performance metrics.

Gantt Chart

Task Start Date End Date Duration (Days) Dependencies

Requirement Sept 1, 2024 Sept 5, 2024 5 None


Gathering
System Design & Sept 6, 2024 Sept 10, 2024 5 Requirement
Architecture Gathering

Front-end Sept 11, 2024 Sept 20, 2024 10 System Design


Development
Back-end Sept 11, 2024 Sept 20, 2024 10 System Design
Development
Database Integration Sept 21, 2024 Sept 25, 2024 5 Back-end
Development
Testing Sept 26, 2024 Oct 2, 2024 5 Front-end, Back-
end
Deployment Oct 3, 2024 Dec 2, 2024 60 Testing

Final Review & Dec 3, 2024 Dec 7, 2024 5 Deployment


Training

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Budget Requirements (in Philippine Peso)

For the development and implementation of PEasy Planner, a cost-effective solution using

XAMPP (a free and open-source cross-platform web server solution) and a small server setup

for internal office use, the estimated budget is broken down into the following categories:

1. Hardware and Hosting: PHP 15,000 - PHP 25,000

o Local Server Setup: Purchase or upgrade of a low-cost internal server (could be

a desktop PC, small-scale server, or a low-end workstation). A basic machine

would suffice for a small office use, possibly around PHP 15,000 - PHP 25,000

for an entry-level server.

o XAMPP Installation: PHP 0, since XAMPP is a free platform.

2. Software Licenses: PHP 0

o XAMPP and Database Tools: These are open-source tools, so there are no

licensing fees associated with the system. The use of MySQL or SQLite is also

free.

3. Staffing Costs: PHP 50,000 - PHP 75,000


o Developer Salaries: If outsourced, a freelance or part-time developer may charge

between PHP 30,000 - PHP 50,000 for a small project. If developed in-house, it

could be part of a full-time employee's workload.

o System Administrator (if applicable): If you need a part-time or freelance

administrator to help set up and maintain the server, this would cost

approximately PHP 20,000 - PHP 25,000.

4. Miscellaneous Costs: PHP 5,000 - PHP 10,000

o Backup Storage: Purchase of external hard drives or cloud storage (optional) for

backups could cost around PHP 3,000 - PHP 5,000.

o Miscellaneous Materials: Additional office supplies, network cables, etc., may

cost PHP 2,000 - PHP 5,000.

Explanation:

 Development Costs: The costs reflect a reasonable price for a small-scale internal project

in the Philippines. The price range considers if you hire external developers or assign the

project to internal resources.

 Hardware and Hosting: A local server for a department’s internal use would cost

between PHP 15,000 - PHP 25,000, depending on the specifications of the machine or if

you opt for a basic desktop PC with sufficient specs for web hosting.

 Software Licenses: As XAMPP and the database tools are free, there are no additional

licensing fees.
 Staffing Costs: Depending on whether you have in-house developers or outsource the

development, staffing costs can range from PHP 50,000 - PHP 75,000 for the

development and administration work required.

 Miscellaneous Costs: A small amount for backup storage and any additional materials

needed for setting up the server.

Mock-up Design and UI Considerations.


CHAPTER 3

SYSTEM MODELING.

System Paradigm

The development of the PEasy Planner system will follow the Agile methodology. Agile is

an iterative and flexible approach to software development that emphasizes collaboration,

customer feedback, and rapid delivery. This methodology is particularly well-suited for projects

that require adaptability and frequent changes during the development process.

Why Agile?

The decision to adopt Agile for the PEasy Planner project is driven by several key factors:
1. Flexibility and Adaptability: Agile allows for continuous revisions and adaptations

throughout the project lifecycle. Given the dynamic nature of the requirements and the

possibility of discovering new needs as the system is developed, Agile will ensure that

we can adjust to these changes quickly without significant delays or disruptions.

2. Continuous Feedback: With Agile, we can involve stakeholders (i.e., the PE department

educators and facilitators) early and often in the development process. This continuous

feedback loop helps ensure the system meets their evolving needs, leading to a higher

quality, user-friendly application.

3. Faster Time to Market: Agile promotes incremental delivery of features. This means

that parts of the system will be ready for use at each iteration, enabling PE department

users to begin benefiting from certain functionalities (such as inventory tracking or

scheduling) even before the full system is completed.

4. Collaboration and Communication: Agile fosters strong collaboration among team

members and stakeholders. Frequent meetings, called sprints, allow team members to

share progress, identify any issues early, and work together to resolve them.

5. Risk Management: Since Agile operates in short, manageable cycles (typically 2–4

weeks), any potential risks or issues can be identified and addressed early, minimizing

the chance of larger problems arising later in the development process.

Agile Process in PEasy Planner Development

The development of the PEasy Planner system will be organized into sprints. Each sprint

will last for a period of 2–4 weeks, where a set of well-defined features or tasks will be

developed, tested, and reviewed. The sprint will conclude with a demo or a review meeting,
where stakeholders provide feedback on the progress and functionality. This feedback will then

inform the next cycle of development.

Phases in the Agile Paradigm:

1. Planning and Requirement Analysis:

o The project begins with high-level planning where the core features of the system

(inventory management, scheduling, real-time updates, etc.) are defined.

o The stakeholders will provide feedback on the initial feature list, and any

necessary adjustments will be made.

2. Design and Architecture:

o During this phase, the system architecture will be defined and the initial user

interface designs will be sketched out.

o Agile's flexibility will allow modifications based on feedback from users during

earlier sprints.

3. Development and Iteration:

o Each sprint will focus on developing a specific feature or module, such as

inventory management, event scheduling, or database integration.

o Each sprint will conclude with testing and review, ensuring that each feature is

working as expected before moving to the next.

4. Testing:

o As development progresses, thorough testing will be conducted at the end of each

sprint.
o This ensures that issues are caught early, and the system remains stable and

functional with every new addition.

5. Deployment and Feedback:

o After the development and testing cycles, the application will be deployed in a

live environment.

o Stakeholders will provide feedback on usability, performance, and any potential

issues. This feedback will be used to improve and refine the system in subsequent

sprints.

6. Final Delivery and Maintenance:

o The system will be delivered to the PE department at the end of the last sprint.

o Ongoing maintenance will be carried out through additional sprints, ensuring the

system remains up-to-date and fully functional.

By following the Agile methodology, the PEasy Planner system will be developed in a way that

encourages continual improvement, stakeholder involvement, and timely delivery of functional

components.

Figure 18

Agile Model of the REDirect: A Hybrid Application for Red Cross Dasmarinas
In Figure 18. The Software Development Life Cycle (SDLC) and Agile Method

are depicted as the chosen approaches for constructing the proposed system. This

approach consists of several distinct phases. The first phase is planning, which involves

requirements gathering and conceptualization. The developers successfully created a

proposal that included the project's background, objectives, scope, and anticipated output.

Following the presentation, the client approved the suggested project. The proponents

acquired information from the client through interviews and observation.

Context Diagram

The Context Diagram is a high-level, simplified version of the DFD that provides an

overview of the system's boundaries and its interaction with external entities. It focuses on the

system as a single process and depicts the primary external actors interacting with the system.

In the case of PEasy Planner, the context diagram highlights the following:

 The PEasy Planner system as a central process.


 External entities such as PE Educators and Students, who interact with the system to

perform tasks like managing inventory and scheduling events.

 Data flows between the system and these entities, such as submitting equipment requests,

viewing event schedules, or updating inventory status.

Figure 2

Context Diagram of “Easy PEasy”

The context diagram helps clarify the scope of the system by showing which entities

interact with the system and the type of data exchanged.


Data Flow Diagram

The Data Flow Diagram (DFD) is a key modeling tool used to represent the flow of

information within the system. It provides a visual representation of the processes, data stores,

data flows, and external entities involved in the PEasy Planner system. The DFD helps in

understanding how data moves through the system, from input to output, and how it is processed

and stored.

In the context of PEasy Planner, the DFD includes the following components:

 External Entities: These include the PE Educator, Student, and External Systems.

They interact with the system, providing data inputs (such as event schedules or
equipment requests) and receiving outputs (such as updated event details or inventory

status).

 Processes: These represent the core activities of the system, such as managing the

inventory, scheduling events, and providing reports.

 Data Stores: These represent where data is stored within the system, such as the

Inventory Database, Event Database, and User Database.

 Data Flows: These are the arrows connecting the above elements, showing how data

moves from one point to another.

The DFD serves as a foundational step in understanding the system's functionality, ensuring that

the data flows logically and efficiently within the system.


Figure 1

DFD of “Easy PEasy”


Entity-Relationship (ER) Diagram

The Entity-Relationship (ER) Diagram is used to model the database structure of the

system. It defines the entities involved in the system, their attributes, and the relationships

between them. The ER diagram is an essential part of database design, ensuring data integrity

and organization.

For PEasy Planner, the ER diagram defines the following key entities:

 PE Educator: An entity representing the educators who manage inventory and events.

 Student: An entity representing the students who borrow equipment and check

schedules.

 Event: An entity representing the events scheduled by the PE Educators.

 Inventory: An entity representing the physical items managed by the system, such as

sports equipment.

The ER diagram helps define the structure of the database, including how entities are related

(e.g., a PE Educator can schedule multiple Events, and a Student can borrow multiple Items).

This ensures that the database is organized efficiently and can handle the system's data

requirements effectively.

Figure 3.
ER Diagram of “Easy PEasy”

Use Case Diagram

The Use Case Diagram illustrates the functional requirements of the system by showing

the various actions (use cases) that the users (actors) can perform within the system. It defines

the interactions between actors and the system, helping to capture the core functionalities that

need to be implemented.

For PEasy Planner, the use case diagram identifies the following actors and use cases:

 PE Educator: The primary user of the system, who can perform actions like managing

inventory, creating event schedules, and viewing reports.


 Student: A secondary actor who interacts with the system by borrowing and returning

equipment, and checking event schedules.

 System: The central entity that provides functionalities to the actors, including storing

and retrieving data.

The use case diagram provides a clear understanding of the system's functionality and how users

will interact with the system.

Figure 4.

Use Cased Diagram of “Easy PEasy”


System Architecture

The System Architecture Diagram provides a detailed overview of the physical and

software components of the PEasy Planner system. It outlines how the various components

(hardware, software, and network) interact to ensure the system operates efficiently. This

diagram is essential for understanding the overall structure of the system and how data flows

between its components.

In the context of PEasy Planner, the system architecture includes:

 Frontend (Web Browser): The interface where users interact with the system, typically

through a web browser.

 Backend (Web Server): The server that processes user requests and handles the business

logic. This is typically hosted on an Apache Web Server.

 Database: The data storage component where all the information related to inventory,

schedules, and users is stored.

 External Systems: These include any third-party services or APIs integrated with the

system.

The system architecture diagram visually represents how data flows between the web

browser, server, database, and external systems, providing a clear understanding of the technical

infrastructure supporting the PEasy Planner.


Figure 4

Architectural Design of the Study


CHAPTER 4

TECHNICAL REQUIREMENTS AND INTERFACE

Hardware Requirements

During the system development process, two main devices were utilized. For the

android application, the programmer utilized a personal computer with the following

specifications: 8GB RAM for the processor, CPU i5 11400, GTX 1650 for the GPU, and

240GB SSD for storage. On the other hand, for creating the web page, developers used a

personal computer with the following specifications: 16GB RAM for the processor, CPU

i5-9400F, and 240GB SSD for storage.

In addition to these main devices, HP and Lenovo laptops were employed for tasks

related to documentation and system presentation. Lenovo with as specifications of 512GB

storage, 4GB Memory, AMD Ryzen 3 4300U Processor, and a 14” Display. While HP

with 128GB, 8GB Memory, i5-8250U Processor, and a 15.6” Display The utilization of

different devices for specific purposes demonstrates a well-organized approach to system

development.

Software Requirements

Software Requirements . In developing the Android application, researchers

utilized Android Studio as the primary development platform, and Java served as the main

programming language. For the web page admin, PHP programming language was

employed, complemented by JavaScript and CSS. Firebase was chosen as the database to

store data from both the Android and web pages.


User Interface Design

The user interface design built using __________, and_______. Short description of UI
Design

Figure 1

User design of login

Figure 1 shows the login interface where the user can enter their account.

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APPENDICES
APPENDIX 1

Communication Letters

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