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Table of Contents
Table of Contents ................................................................................................................. i List of Figures ..................................................................................................................... ii List of Tables ..................................................................................................................... iii Abstract .............................................................................................................................. iv Project Schedule.................................................................................................................. v Work Distribution .............................................................................................................. vi
- Overview ....................................................................................................................... 1
- Project Progress ............................................................................................................ 1 2.1 Progress in 6th^ Semester ............................................................................................ 1 2.2 Progress in 7th semester............................................................................................ 2 2.3 Progress in 8th^ semester............................................................................................. 3 2.3.1 Functionality “Attach Reference Document” .................................................... 3 2.3.2 Functionality “Track File” ................................................................................ 5 2.3.3 Functionality “View History” ............................................................................ 6 2.3.4 Functionality “Generate Alerts and View Received Alerts” ............................. 7 2.3.5 Functionality “Sign out” ................................................................................. 10 2.3.6 Problems .......................................................................................................... 11 2.3.7 Future Work ..................................................................................................... 12 References ......................................................................................................................... 13 Appendix ........................................................................................................................... 14 Attach Reference Document Code Behind ................................................................... 14 Track File and View History Code Behind................................................................... 16 Generate and View Alerts Code Behind ....................................................................... 19 Sign Out Code Behind .................................................................................................. 21
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List of Figures
Figure 1: Project Schedule .................................................................................................. v Figure 2: GUI for Adding Attachments .............................................................................. 5 Figure 3: GUI for Tracking File.......................................................................................... 6 Figure 4: GUI for Viewing History .................................................................................... 7 Figure 5: GUI showing Alert .............................................................................................. 9 Figure 6: GUI showing list of received Alerts .................................................................. 10 Figure 7: GUI showing Sign out Button ........................................................................... 10
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Abstract
Every request or official procedure carried out in a government/private office is processed through a file (a file refers to a physical hardcopy file which contains the details of the procedure and its related documents). Each office upon receiving a File updates, the relevant fields in its records, makes the necessary changes in the File and passes it on to the concerned office or higher bodies for further action. Thus through the lifetime of the processing of a File, a typical File visits many offices for processing regarding various aspects of the case. File Tracking System (FTS) is a software product, intended to computerize the process of file processing within an organization. It allows an individual to create files, mark files to others and to track the required file from his desk securely and quickly. As a result, the flow of information within an organization will be efficient and under control.
File Tracking System will be an effective and manageable tool for file management within an organization. It can be used by organizations like educational institutes, insurance companies, banks, government agencies, hospitals or in any office. FTS is targeted to be implemented in PIEAS. However it can be customized for use in other organization as well.
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Project Schedule
The project schedule was suggested in 6th^ semester. The project schedule was represented as Gantt chart, which was created using MS Visio. The project schedule is replicated below:
Figure 1: Project Schedule
1. Overview
“ File ” means every letter, application form, receipt, acknowledgement or any kind of correspondence within a government/private office. As file visits many offices for processing, therefore the term “ Tracking ” means to find out where the file is currently being processed and by whom. File Tracking System is an information system that allows files to be stored, processed and tracked within an organization. The File Tracking System will provide functionalities like creating a file, tracking location of file, sending reminders, generating alerts, adding comments, reactivating file etc.
In this project progress report, the progress of project from 6th^ semester till the 5th^ week of 8th^ semester has been described. The work to be done in remaining period of 8th semester has been mentioned also. The problems faced during implementation and there solution has been described in this document in detail.
2. Project Progress
The project progress is divided into three sections. In first section the work done in 6th semester has been mentioned. In second section the progress made on project during 7th semester has been described. In the last section, the work done up till now and the work is to be done in future has been explained.
2.1 Progress in 6th^ Semester
In 6th^ Semester, “ Requirement Specification” phase was completed. Three documents, the project proposal, the SRS (Software Requirement Specification) and SPMP (Software Project Management Plan) were submitted to the supervisor and examiners.
In Project Proposal, the main idea about project was proposed. A brief introduction about File Tracking System , its main features and its applications were presented in the
document. In SRS, the scope, functional and non functional requirements, assumptions and dependencies, system and database requirements were explained. Use Cases were also presented to demonstrate functional requirements.
In SPMP, the project life cycle and project schedule along with work division were explained. The Incremental Model has been selected for project. The project schedule was represented in the form of Gantt chart. Also the estimates of time and effort, management and technical constraints and software and hardware requirements were mentioned in the document.
2.2 Progress in 7th semester
Two project progress reports were submitted to supervisor and panel members. The following phases were complete till the end 7th^ semester:
**1. Architectural Design Phase
- Business Logic Design Phase
- Database Design and Implementation Phase
- Design and Implementation Phase of Software Functionalities** 4.1 Design and Implementation of functionality “Login” 4.2 Design and Implementation of Home Page 4.3 Design and Implementation of functionality “Create File” 4.4 Design and Implementation of functionality “Mark File” 4.5 Design and Implementation of functionality “Add Comments” 4.6 Design and Implementation of functionality “Close File”
In Architectural Design phase, the dataflow diagrams and architectural diagram for file tracking system were proposed. In Business Logic Design Phase, the business rules were defined. In Database Implementation and Design Phase, the design of database was presented using E-R diagram and normalized relational schema. For implementation, MYSQL is the DBMS being used for file tracking system. The database was implemented using T-SQL.
As attached reference document is stored in database in binary form, therefore there is no restriction on the type of reference document being attached. To implement the functionality, System.IO must be imported in VB code.
Pseudo code
If Reference Document to be uploaded is selected and posted to server then Get a reference of that File Get size of uploaded file If File Size > 0 Then Allocate a buffer for reading of the file Read uploaded file from the Stream Create a name for the file to store Call Function to store it in database End If End If
If Reference Document is attached with Newly Created File then Save reference id in Session Redirect control to Create New File web page End If
If Reference Document is attached with File while adding comments then Save reference id in Session Redirect control to Add Comments web page End If
To store reference document in database:
Create connection Create Adapter Create and Initialize Command Builder Open Connection Create New Dataset Populate Dataset with data Get reference to our table Create new row Store data in the row Add row back to table Update data source Close connection
GUI
The GUI for attaching reference document is shown below:
Figure 2: GUI for Adding Attachments
2.3.2 Functionality “Track File”
File Processing can be traced using the file ID or file name. The functionality allow user to locate where file is currently being processed. When user clicks track button, first it is checked that the file is present in database or not. If file is present in database, the receiver id i.e. employee id who is currently processing file, his/her name, date and time are shown. Only one entry is displayed that shows who is processing file at that time.
Pseudo code
When Event Handler of Track Button Called:
Get Dataset Bind Dataset
To Get Dataset:
Check File Id and File Name are not empty Check File exists in database If File exists and File Id, File Name are not empty then Create connection Create Adapter
To Get Dataset:
Check File Id and File Name are not empty Check File exists in database If File exists and File Id, File Name are not empty then Create connection Create Adapter Create and Initialize Command Builder Open Connection Create New Dataset Populate Dataset with data Close Connection End If
GUI
The GUI for Viewing file history is shown below. When History Button is clicked, the required information is shown in the form of table.
Figure 4: GUI for Viewing History
2.3.4 Functionality “Generate Alerts and View Received Alerts”
File alerts are generated when a file is marked. The purpose of this functionality is to inform user that a file is marked to him/her for processing. The popup window for alert has been generated by using control provided in Eeeksoft Namespace. The EeekSoft Namespace must be imported in the VB code file. Also reference of its dll file must be
added to the application’s bin directory after copying that file to the bin directory of application folder. In addition to this following line must be included in the .aspx code.
<%@ Register TagPrefix="cc1" Namespace="EeekSoft.Web" Assembly="EeekSoft.Web.PopupWin" %>
The advantage of using this namespace is that it provides facility of using popup window as control like html control and web controls. Moreover, its attributes like color, position, visible, action etc. can be also defined easily. The code to generate the alert, show count of alerts received and certain other actions was written in order to use this control in this software.
Whenever Home Page will be visited, the popup window showing number of received alerts will be shown. User can view list of these alerts by clicking on the link provided in the popup window or through the link “View Received Alerts” on the Home Page. The time till which popup window will be displayed has been fixed. Once User opens the View Alerts web page, he/she will be able to open file to add comments by clicking the file id displayed in the list. At the same time, counter value will be decremented.
Pseudo code
To Generate Alert:
When Home Page Loads Create Connection Create and Initialize Command Builder Create and Initialize Reader Create Counter and Initialize it with zero Open Connection Execute Reader While Reader reads from database Counter = Counter + 1 Loop Close Reader Close Connection
The GUI showing the View Alert web page is shown below:
Figure 6: GUI showing list of received Alerts
2.3.5 Functionality “Sign out”
The functionality Sign out allows one or more user to access File Tracking System on the same PC. The functionality is introduced to provide security as well. The Sign out facility has been provided on all web pages except the Log in web page. When a user signs out, session data is cleared and control is directed to Log in Page.
Pseudo code
If User clicks Logout button Clear Session Redirect control to Login Page End If
GUI
Figure 7: GUI showing Sign out Button
2.3.6 Problems
The problems faced during implementation of software functionalities and their solutions are described below:
Problem in Mark Table
The referenece_attachment table stores id, name, size, text and type of reference document. The primary key of this table i.e. ref_id is present in mark table as a foreign key. The Mark table stores information about the sender_id, receiver_id, comments etc. ref_id is also stored in Mark table to keep information that which reference document is attached to which file. But the problem is that it is not necessary that reference document is attached with every file and at the same time the ref_id key can’t be Null. In order to solve this conflict, a dummy ref_id in reference table is introduced. Whenever file is marked, if no reference document is attached with file, that dummy ref_id is stored in mark table.
Integration Problems
While integrating different functionalities, one of the problems faced was related to Employee ID. When first time Employee Log in, the id is required on other web pages as well e.g. when file will be marked, the id will be stored in sender_id in Mark Table. One way to solve this problem is that we pass employee id in URL. But in that case user id goes without encryption and the id must be passed every time user navigates to another web page. Therefore employee id is stored in session state. In the Page load event of every web page employee id is retrieved from session state by using following line of code:
Userid = CType(Session("Userid"), String)
Another problem was that while attaching reference document, as control is transferred to another web page, the information entered in previous web page like create new file and
References
[1] Matthew MacDonald, “ The Complete Reference ASP.NET” , McGraw Hill/Osborne: California, USA, (2002)
[2] Catherine Ricardo, “ Database Systems Principles, Design, and Implementation ”, Maxwell Macmillan: Iona College, New Rochelle, New York.
[3] MySQL – [Online] Available. http://www.mysql.com
[4] Ivan Bayross, “Web Enabled Commercial Application Development Using HTML, DHTML, JavaScript, Perl CGI” , 2nd Revised Edition, BPB Publications, 2000: New Delhi
[5] EeekSoft.PopupWin – [Online] Available http://www.codeproject.com/aspnet/asppopup.asp
Appendix
Attach Reference Document Code Behind
Imports System.IO Imports MySql.Data.MySqlClient Public Class AddAttachments Inherits System.Web.UI.Page Dim ref_id As String Protected WithEvents IDuser As System.Web.UI.WebControls.Label Protected WithEvents SignOut As System.Web.UI.WebControls.Button Dim Count As Integer Dim Userid As String
#Region “Web Form Designer Generated Code” Private Sub Page_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load 'Put user code to initialize the page here Userid = CType(Session("Userid"), String) IDuser.Text = Userid End Sub ' Event Handler for Upload Button Private Sub upload_btn_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles upload_btn.Click Dim myFile As HttpPostedFile Dim nFileLen As Integer ' Check to see if file was uploaded If Not file1.PostedFile Is Nothing Then ' Get a reference to PostedFile object myFile = file1.PostedFile ' Get size of uploaded file nFileLen = myFile.ContentLength ' make sure the size of the file is > 0 If nFileLen > 0 Then ' Allocate a buffer for reading of the file Dim myData(nFileLen) As Byte ' Read uploaded file from the Stream myFile.InputStream.Read(myData, 0, nFileLen) ' Create a name for the file to store Dim strFilename As String strFilename = Path.GetFileName(myFile.FileName) ' Store it in database Dim nFileID As Integer nFileID = WriteToDB(strFilename, myFile.ContentType, myData) ' Set label's text msg.Text = "Filename: " + strFilename + "
" + "Size: " + nFileLen.ToString() + "
" End If End If
