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Table of Contents
List of Figures.................................................................................................................... v List of Tables ................................................................................................................... vii
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A. Abbreviations ...................................................................................................... 68 B. Definitions ............................................................................................................ 68 C. Database Tables .................................................................................................. 71
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List of Tables
Table 3-1: Estimation of information domain values ....................................................... 15 Table 3-2: Calculation of complexity adjustment factor .................................................. 16 Table 10-1: Performance tests report................................................................................ 63
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Abstract
File Tracking System (FTS) is software that facilitates the process of file movement and tracking within an organization. In government and public organizations, every official procedure is carried out by moving files. When a file is moved, an entry is made in office diary for record keeping. Comments are added in file to indicate the action to be taken and then file is moved further if required. For example in PIEAS consider the case in which an employee needs leave for some period of time. First he sends leave application to his respective Head of Department (HOD). After approval from HOD the application is forwarded to Senior Admin and finally Rector PIEAS considers that application. The whole process may span a number of days instead of taking few hours. So the major drawback of this traditional system is the delay in processing. Another downside of this system is that one might not be able to track location of a file. Incase the entry in diary is missing; it becomes hard to locate file. Even if file is tracked by searching diaries, the whole process may take a lot of time, without any guarantee of success. The File Tracking System not only accelerates file processing but also ensures that each and every file present in the database can be tracked. It allow user to create file, mark file to other members of organization, to send reminders, to add comments, to track file and view history of file processing. User can access this system within organization using his own workstation provided that his PC is connected to LAN (on which File Tracking System has been hosted) present in an organization. File Tracking System can be customized for use in organizations like educational institutes, insurance companies, banks, government agencies.
1.2 Scope
FTS provides an intranet based solution for file management. It can be used for controlling entire files record system of an organization. FTS is independent software i.e. it is not a part of some larger system and does not require integration to other existing systems. The Relational Database Management System (RDBMS) holds all record relevant to files and their movements. Software interfaces help user interaction with RDBMS. The product is fully operational and can be implemented in an organization. This Thesis presents complete design and implementation details of the software product. It also states possible enhancements in the system.
1.3 Product Perspective
FTS is completely analogous with the traditional file processing system. Difference is that instead of maintaining hard copies of files and records, their soft copy is maintained in RDBMS. All file processing procedure has been computerized. According to the survey conducted by authors for competitive products, a number of products are available for sharing files e.g. Microsoft Windows Share Point [7] is an integrated portfolio of collaboration and communication services designed to connect people, information, processes, and systems both within and beyond the organizational firewall. A comparison of FTS with such products has been made. The similarities are listed below: a. An intranet based application. b. The database stores information related to files e.g. name, size, extension etc. c. Files can be searched by their names. d. Files can be accessed using desktop PC connected to LAN. The main differences are listed below: a. FTS is accessible within an organization. b. The main purpose of FTS is to facilitate file processing and management not files sharing.
c. Except notices, a file will be present at only one location at a time i.e. at a time only one employee can have access to a file. d. FTS provides restricted access to file. e. Users can communicate and collaborate with other colleagues by sending reminders and requests. f. Alerts are generated whenever file is marked to an employee.
1.4 Product Functions
The main functions of this software product are listed below: a. User authentication: The product provides facility of user authentication by verifying id and password before giving user the access to the system. b. File creation: The Product provides facility to create new files. c. File transfer: File transfer means moving file from one user to another. The product provides file transfer feature. The term marking a file has same meaning as transferring a file. d. File tracking: The product allows facility to track the location of file. It also provides information like file status and currently responsible person. Here the term currently responsible person refers the user by whom file is being currently processed. e. Reminders: Reminder means the message sent to notify currently responsible to process file as soon as possible. f. Alerts: The purpose of alert facility is to inform user that he/she has received a file for processing. Alerts are generated by system. g. File reactivation : The product provides ability to reactivate a file. When file processing is complete, it is closed. File reactivation means to start processing on such files again. h. File request : The product facilitate user to request a file. File request can be made by user who wants to view or process file but that particular file is being processed by someone else. i. File update: File contents cannot be updated but comments can be appended with the file.
Chapter 2 FTS Requirements Specification
The functional and non functional requirements of File Tracking System have been discussed in this Chapter. The Chapter also provides an insight on the constraints, assumptions and dependencies of the system.
2.1 Functional Requirements
Functional requirements are associated with specific functions, tasks or behaviors that must be supported by system. The specific requirements listed below provide detailed information about each functional requirement of File Tracking System.
2.1.1 Sign In
The purpose of sign in functionality is to allow only authenticated users to access FTS. A unique id and password is assigned to each user. Every time user wants to access FTS, he/she has to enter his/her id and password. User id and password must be verified from the database server.
Figure 2-1: Id and password verification
2.1.2 Create File
The user can create new files in FTS. In order to create file, user must specify following information: a. File name b. File type c. File category d. Subject e. Name of organization member to whom file is to be marked f. Text g. Reference document (if any) The system will assign unique file id to each file. File type can be top secret, confidential or public. File category can be normal or notice. The use case diagram to create new file has been shown below:
Figure 2-2: Create file use case diagram
2.1.3 Mark File
Whenever user creates a file, he has to specify the person(s) responsible for processing of file. The responsible person can send that file to other person for further processing. So marking a file means to send file to the person who is responsible for processing the file. In order to create a file, user must specify the name of person responsible for processing of file. If file category is normal, it can be marked to only one person at a time. But incase the file category is set to notice; it can be marked to more than one persons at a time.
2.1.8 View History
User must be able to view history of file processing i.e. who has processed the file and when. File History can be viewed by using file id or File name. History includes information related to file id, sender id, receiver id, comments and date and time.
2.1.9 Generate and View Alerts
The system will generate file alerts when a file will be marked. Currently responsible person will receive these alerts. This functionality is important because the responsible person must have information that he has received a new file for processing. Otherwise, it will depend on him when he opens the interface of system and check the files he is responsible for.
2.1.10 View File
User must be able to view file. Information about the file name, type, category, subject, text and previous comments are shown. The view file functionality helps enables user to view file even if he/she don’t want to enter comments or mark it further.
2.1.11 Sign Out
The user must be able to sign out. The session ends when a user signs out. All information stored in session is also cleared. Incase user remains inactive for more than thirty minutes, the session is cleared. The sign out functionality is important from security point of view. Incase user shares a computer, user will be able to prevent anyone else from using FTS from his id.
2.1.12 Send Reminder
Reminder can be sent to currently responsible person by the file creator or previously responsible persons or by Head. The current responsible person will receive a message in which it will be mentioned that who has sent this reminder and for which file he has received that reminder. Sender can also send message with the reminder.
2.1.13 Reactivate File
Only closed files can be reactivated by Head. The use case diagram is shown below:
Figure 2-4: Reactivate file use case diagram Other employees can send request of file reactivation to Head of Department and/or Organization. File will be reactivated only in the case the Head approves the request.
2.1.14 Request File
There can be two types of file requests; simple file request and file reactivation request. Only Head of Department/Organization will be able to request a file. The current responsible person on receiving request will mark file to Head. Head can request a file if he/she wants to view file. Employees can send file reactivation request. Head is responsible to approve or deny request.
2.1.15 View Personal Register
The user must be able to view the files initiated by him/her or the files for which he/she has been responsible. The purpose of this functionality is to facilitate user in remembering file ids and file names.
2.1.16 Edit Database Information
Administrator can edit information related to an employee, can create new departments and edit information related to existing departments. So the database can be accessed using software interface of FTS. No one is allowed to access database directly. Only administrator can edit database information using FTS interfaces.
c. The RDSMS will be shared among distributed users. More than one user can access system concurrently. All access to the database will be possible through system interface.
2.4 Constraints
The followings constrains are present in this System: a. When a file will be closed for processing, it will not be deleted from database. b. New files can be created. Once a file has been created, its original contents can’t be modified but comments can be added in it and reference documents can be attached with it. c. Once a file has been created in database, it can’t be deleted. d. Only currently responsible person can add comments to the file. e. Only Head of department/organization can reactivate file. f. Restricted file access. g. No two files can have same name. h. At a time, one file can be marked to only one person except file of category Notice. i. Images or files having extension .txt, .pdf, .doc can be attached as a reference document.
2.5 Assumptions and Dependencies
The assumptions and dependencies for this system are: a. Server based and Client independent Software: The software is install only on server i.e. there is no need to install it on each client machine. b. Intranet based Solution: The software will provide an intranet based solution i.e. the organization must have Local Area Network to which all client machines must be connected. c. Computer Skills: Users of the software should have basic knowledge related to computers and Internet.
Chapter 3 FTS Project Plan
Software Project Planning is one of the initial phases during project development. It plays vital role in software development because it assures that the software product will be delivered in time. In this Chapter details about the FTS project life cycle, calculation of estimated development time and effort and the project schedule have been provided.
3.1 Project Life Cycle
The Incremental Model has been selected as the project life cycle. The main essence of incremental model is known as builds. A build can be further divides into modules. Each module provides specific functionality. When a build is completely designed, implemented and integrated in software, the progress is made towards next build. One or more builds may overlap. Incremental model has following characteristics which are the foremost strength of this model [11]: a. Portion of product becomes operational within weeks. b. Change and adaptation are natural to incremental model. c. Phased delivery requires no large capital outlay; rapid return on investment. First Requirement Specification Phase has been performed. After that Architecture Design Phase representing system’s higher level design, has been completed. As incremental model is being followed, so the software product has been divided into five major builds as shown in Figure 3-1: FTS incremental model. The design, implementation and integration phases have been carried out in each build. The builds have been further divided into tasks. Each task represents functionality. The low level design, implementation, integration and testing of all functionalities have been carried out one by one. The five main builds are listed below: a. FTS Database Build b. File Initiation Build c. File Processing Build d. File Security Build The first two phases of project life cycle and five builds have been explained in Chapter 4, Chapter 5, Chapter 6, Chapter 7, Chapter 8 and Chapter 9.
