Eoffice :automated files management

Project Title

Eoffice :automated files management

Project Area of Specialization Computer ScienceProject Summary

The Conventional file-based office work facing many problems such as, transparency, time consuming, dependency, waste of paper, human resource requirement, no authentic and accessible file tracking system, no control on sub-ordinates from higher authorities, etc. after facing so many problems in traditional file work and also in the light of letter received from HEC to shift from this conventional file work to E-office. This project will automate the file work in the Women University of AJ&K, Bagh with the cooperation of various offices and the IT team. This is the first step towards E-office and it will be helpful in many ways. This project is also seeking the interest of our Voice-chancellor and other higher authorities for the benefit of the university.

Project Objectives

• This project will provide a user-friendly web-based application to handle almost all possible paperwork in the Women University of AJ&K Bagh.
• This project will help to reduce the human resource required to handle the conventional file-based office work
• This project will be helpful to reduce the appliances used in a file-based system
• This will provide easy access to files with just a few clicks and for any subject.
•  Circular/notifications/ and office orders can be sent to respective departments within no time.
• History of files can be maintained which can also show the performance of the relevant department.
• Virtual environment/notice board for showing related circular/notice/order.
• Noting the side of the file and the corresponding side updated automatically and also have the option for attaching the supporting documents.
• Build-in leaves application form (i.e. sick leave, maternity leave, medical leave, study leave, and annual leave request) and also maintaining leave records.
• Automatic email generation of the specific events will also be maintained.
• Text editor for writing a file or letter.
• The file will be moved to respective departments with the digital signatures incorporated.
• File trace and track – with a file name, file subject, file status, file type, and date of the file created or modify search on all the documents.
• E-Office is an Integrated Productivity System that gives you the power and flexibility to

                manage & locate documents within and outside the organization, including:

Project Implementation Method

Requirements gathering:

Meeting with these people for requirements gathering

• Naeem Asghar assistant director finance MBA IT
• Basharat Hussain assistant director finance budget (post-experience in  automation)
• Nadra Javed assistant registrar acadamics
• Rashid Bashir programmer

Most common questions that we asked them:

• what is your current workflow?
• what is Inflow?
• what is Outflow?
• What would be easy in automation parts of files?
• How do files move manually?
• how the File initiates?
• How file initiated?
• How the file is closed?
• What difficulty do you face in your workflow?
• What tasks in your work take time?
• What sources your use in your workflow?
• What appliances needed?
• What is the hierarchal structure of the organization and how it works?
• How files are maintained and traced in our workflow?
• ….

SDLC:

To solve actual problems in the industry, software developers, or developers must integrate with the development strategy that includes the process, mode, and tools layer and generic phrases. This strategy is often referred to a process model or software development paradigms.

We will follow the waterfall model due to the reason that:

 Requirements are well-defined i.e. not changed rapidly.

• our requirements are well define
• Requirements do not change during the development stage.
• Product is delivered at the completion of the project.

Tools:

• XAMPP for window 7.3.0
• PHP Version 7.3.0
• MYSQL
• DREAMWEAVER
• Photoshop CS6 (64 Bit)
• TCDDF Library
• Bootstrap
• Json version 1.7.0
• CSS3
• HTML 5
• VISIO
• Microsoft word/excel 2010

Platform: window 8.1 64 bit processor

Technology:

The system uses a Web Browser based Solution- like Microsoft Internet Explorer   

Designed for use within any Local Area Network (LAN) or Wide Area Network (WAN) with TCP/lP Implementation

Distributed Architecture for connecting multiple offices and synchronizing between all of them

In designing, we will use UML diagrams because we will follow OOP.

  PHP will use for the backend.

 HTML, CSS, will use for the front end.

  MySQL as a database for data storage.

Benefits of the Project

Organization 

• Improved Efficiency and Reduction in Response Times
• Consistency, Tracking, and Control of Noting
• Reduction of duplicate / wasteful work
• Increased Control over the workflow  
• Better tracking, rewarding, monitoring, and control
• Person dependency
• Accountability
• Transparency
• The bottleneck of lower-level staff will be removed
• Workload measurement possible more scientifically
• Yearly Evaluation of Performance more accurate
• Integration of Files Movements with Budgeting and Expenditure
• Cost Savings 

Employees 

• Follow-up of tasks after assignment becomes easier
• Pending List preparation is automatic giving Things to-do list every day
• Productivity increases giving more confidence and peace of mind
• Less effort in retrieving required information at every level
• Less effort for locating files at every stage
• The performance of individuals are objectively measured
• Reduction of Inefficiency of employees  

Benefits to the Citizens/Businesses 

• Less time spent on any interaction with various levels
• Less Money Spent on Compliance to Government Rules
• Increased Business and Individual Competitiveness
• the Satisfaction of a common person and increase in confidence towards an organization

Technical Details of Final Deliverable

1.fully automated web-based application will be handover to the organization for implementation.

2. Post Installation support to Users in the organization.

3, Establishing the required processes and tools for Past Data Migration (Not actual data migration only tool for the same will be provided. Data Migration will be taken up as a separate activity under customization)

 4. Customization of e- office to fulfill the needs of the Organization

5.Establishing Processes for User Maintenance & System Maintenance

6, the app will be given after black box testing and training.

Final Deliverable of the Project Software SystemCore Industry ITOther IndustriesCore Technology Internet of Things (IoT)Other TechnologiesSustainable Development Goals Decent Work and Economic GrowthRequired Resources

Item Name	Type	No. of Units	Per Unit Cost (in Rs)	Total (in Rs)
			Total in (Rs)	80000
smart phone	Equipment	1	35000	35000
bar code reader	Equipment	1	15000	15000
expenditures	Miscellaneous	1	10000	10000
software	Equipment	2	10000	20000