Task Management System

Task Management System

Jane MurphyCassandra Tillinghast

Josh TurnofThis is not a real project, but a student projectcarried out for a system requirements course

at American University.

A Little About Us…

Jane Murphy M.B.A. Candidate, American University 2008 Concentrations: Management and IT Consulting

University of North Carolina at Chapel HillB.A. Broadcast Journalism 2002

Cassandra Tillinghast M.B.A. Candidate, American University 2008 Concentration: Finance

American University, Washington College of LawJ.D. 2007 Cum Laude

University of OregonB.S. Accounting 1998

Joshua Turnof M.B.A. Candidate, American University 2008 Concentrations: Management and IT Consulting

Brandeis University B.A. Politics 1999

Agenda

• System Concept– BPM– Context Diagram

• Use Cases– Use Case Diagram– Elaborated Use Case

• Data Model– Key Tables– CRUD Matrix

• Conclusions

System Concept

• “An electronic checklist system to facilitate deployment”

• Current project: Facilitate ERP deployment for the U.S. Army

• Replaces an Excel “readiness” checklist

• “Reusable” electronic system to handle task management– Allow stakeholders to understand their roles during deployment– Provide an automated system of reminders– Track deployment progress

System Features

• Set-up

• Management

• Execution

• Notification

• Reporting

• “Dashboard”

System Actors

• Administrator Set-up

• Project Manager Review and approval

• Task Manager Assign tasks

• Assignee Complete tasks

• Viewer Read-only

• Template Manager Manage Task Templates

System Actor

Business Process Model


Set

-Up

Exe

cutio

n an

d M

anag

emen

tC

lose

-out

ViewerAssigneeTask Manager Project ManagerTemplate ManagerAdministrator

Start

New Task List?

Create users / set

permissions

Import external

tasks

Template or

external?

Select Operation

Search templates

Template exists?

Create template

from existing project

Modify template?

Apply template to

project

Create new task

Assign (reassign)

task

Approve?

Review readiness

report

All tasks complete?

Close-out project

End

Update task?

Mark task complete

Modify task

Delete task

Review readiness

report

Review readiness

report

Approve?

Modify template

Approve?

Yes

No

External

Template

Yes

No

Yes No

Yes

No

Yes

No

Yes

No

Yes

No

Yes

No

Create template?

Create template Yes

No

BPM: Set-Up Phase


Set

-Up


Start

New project?

Create users / set

permissions

Import external

tasks

Template or

external?

Search templates

Template exists?

Create template

from existing project

Modify template?

Apply template to

project

Modify template

Yes

No

External

Template

Yes

No

Yes No

BPM: Management Phase


Exe

cutio

n an

d M

anag

emen

t


Select Operation

Create new task

Assign (reassign)

task

Approve?

Review readiness

report

Update task?

Mark task complete

Modify task

Delete task

Review readiness

report

Review readiness

report

Approve?

Approve?

Yes

No

Yes

No

Yes

No

Yes

No

BPM: Close-Out Phase


Clo

se-o

ut


All tasks complete?

Close-out project

End

Yes No

Template?

Create Template Yes

No

Context Diagram

Task ManagementSystem

Administrator

Template ManagerProject Manager

Assignee

Task Manager Viewer

Viewer Information Flows:* Accesses (read-only) project tasks.* Receives readiness reports.

Assignee Information Flows:* Receives notification of task assignment.* Completes, modifies, or deletes tasks.* Receives readiness reports.

Task Manager Information Flows:* Creates new tasks.* Assigns tasks.* Receives notification of task completion.* Approves (or rejects) task completion.* Receives readiness reports.

Project Manager Information Flows:* Receives notification of updates to project tasks.* Approves (or rejects) updates to project tasks.* Assigns/reassigns task manager.* Receives readiness reports.

Administrator Information Flows:* Creates users.* Sets permissions.* Imports external project tasks.* Assigns/reassigns project manager, task manager.* Closes out project.

Template Manager Information Flows:* Creates templates from prior project tasks.* Modifies templates.* Searches templates.* Applies templates to projects.

Context Diagram


Administrator


Assignee

Task Manager Viewer








Context Diagram


Administrator


Assignee

Task Manager Viewer








Context Diagram


Administrator


Assignee

Task Manager Viewer








Context Diagram


Administrator


Assignee

Task Manager Viewer








Context Diagram


Administrator


Assignee

Task Manager Viewer








Context Diagram


Administrator


Assignee

Task Manager Viewer








Use Cases

• UC-001: Create Users and Set Permissions• UC-002: Import External Tasks• UC-003: Search Templates• UC-004: Create Template from Existing Project Tasks• UC-005: Modify Template• UC-006: Apply Template to Project• UC-007: Create New Task• UC-008: Assign (Reassign) Task• UC-009: Complete Task• UC-010: Modify Task• UC-011: Delete Task• UC-012: Send Readiness Reports• UC-013: Close-Out Project• UC-014: Reassign Manager• UC-015: Send Reminders

Use Case Diagram


Create Users andSet Permissions

Administrator

Viewer

Project Manager Assignee

Import ExternalTask List

Create New Task

Assign [Reassign]Task

Complete Task

Modify Task

Delete Task

Close-out Task List

Send ReadinessReportsTask Manager

Template Manager

Create Template fromExisting Task List

Modify Template

Search Templates

Apply Template toProject

Assign/ReassignManager

Send Reminders

Representative Use Case

Use Case ID UC-008

Use Case Assign (Reassign) Task

Actors P: Task Manager, S: Assignee

Pre-conditions A task has been created in the system

Flow of Events 1.The Task Manager selects an existing task or group of tasks.

2.The Task Manager enters a date for the task to be completed.2.1 The date must be greater than today’s date. If the Task Manager enters a date prior to today’s date, the system will display an error message and prompt the Task Manager to enter a different date.

3.The Task Manager selects an Assignee in the system.3.1 To assign a task, the Assignee must exist in the system. If the Assignee does not exist in the system, the Task Manager must contact the Administrator.

4.The Task Manager assigns the task to the Assignee.4.1 If the task already has been assigned to another Assignee, the system displays a message notifying the Task Manager that the task already has an Assignee and asks the Task Manager to confirm the action.

4.1.1 If the Task Manager does not confirm, the system prompts the Task Manager to select another task (go to flow 1.1).4.1.2 If the Task Manager confirms, the system assigns the task to the Assignee.

5.The system notifies the Assignee that a task has been assigned.5.1 If the notification subsystem does not notify the Assignee, the task still displays on the dashboard.

6.The system designates the task as “outstanding.”6.1 If the tasks are being monitored manually, the Task Manager is responsible for notifying all Assignees of their new and current tasks.

Post-conditions

Assignee has notification of the new task in the system and the task is denoted “outstanding” in the system.

Data Model

Permissions

PK PermissionID

PermissionDescription

Users

PK UserID

UserNameFK1 PermissionID

Roles

PK RoleIDPK,FK2 TaskIDPK,FK1 UserID

RoleDescription

Tasks

PK TaskID

TaskName TaskDescriptionFK1 CategoryIDFK2 StatusIDFK3 TemplateIDFK4 ProjectID

ActionHistory

PK ActionDate

FK1 TaskIDFK2 ActionID Comments

TaskActions

PK ActionID

ActionDescriptionFK1 NotificationID

Notifications

PK NotificationID

NotificationType

TaskCategory

PK CategoryID

CategoryDescription

Status

PK StatusID

StatusDescriptionFK1 ReminderID

Reminders

PK ReminderID

ReminderDescription

Templates

PK TemplateID

TemplateInfo TemplateTasks

PK TaskID

TaskName TaskDescriptionFK2 CategoryIDFK1 TemplateID

Projects

PK ProjectID

ProjectDescriptionFK1 ClientIDFK2 UserID DateOpened DateClosed

Clients

PK ClientID

ClientName ClientAddress ClientCity ClientState ClientZip

Permissions

PK PermissionID

PermissionDescription

Users

PK UserID

UserNameFK1 PermissionID

Roles

PK RoleIDPK,FK2 TaskIDPK,FK1 UserID

RoleDescription

Tasks

PK TaskID

TaskName TaskDescriptionFK1 CategoryIDFK2 StatusIDFK3 TemplateIDFK4 ProjectID

ActionHistory

PK ActionDate

FK1 TaskIDFK2 ActionID Comments

TaskActions

PK ActionID

ActionDescriptionFK1 NotificationID

Notifications

PK NotificationID

NotificationType

TaskCategory

PK CategoryID

CategoryDescription

Status

PK StatusID

StatusDescriptionFK1 ReminderID

Reminders

PK ReminderID

ReminderDescription

Templates

PK TemplateID

TemplateInfo TemplateTasks

PK TaskID

TaskName TaskDescriptionFK2 CategoryIDFK1 TemplateID

Projects

PK ProjectID

ProjectDescriptionFK1 ClientIDFK2 UserID DateOpened DateClosed

Clients

PK ClientID

ClientName ClientAddress ClientCity ClientState ClientZip

Key tables

Core Tables• Tasks• Users• Projects

Support Tables• Roles• Status• Reminders• Notifications• ActionHistory• Clients• Permissions

CRUD Matrix

Legend: CRUD Matrix Acronym C Create: The use case (row) creates records in the

corresponding table (column). U Update: The use case (row) updates records

in the corresponding table (column). R Read: The use case (row) reads records in the

corresponding table (column). D Delete: The use case (row) deletes records

in the corresponding table (column).

Legend: Use Cases UC No. Title UC No. Title UC-001 Create Users and Set Permissions UC-009 Complete Task UC-002 Import External Project Tasks UC-010 Modify Task UC-003 Search Templates UC-011 Delete Task UC-004 Create Template from Existing Project UC-012 Send Readiness Reports UC-005 Modify Template UC-013 Close-out Project UC-006 Apply Template to Project UC-014 Assign/Reassign Manager UC-007 Create New Task UC-015 Send Reminders UC-008 Assign (Reassign) Task

CRUD Matrix

Data Objects Use

Cases Users Roles Permissions Templates Template Tasks Projects Tasks

UC-001 C,U U R UC-002 C,U C,U UC-003 R R UC-004 C,U U R R UC-005 U U,D UC-006 R R C UC-007 R C,U UC-008 R U UC-009 R U UC-010 R U UC-011 R D UC-012 R R UC-013 U UC-014 R U UC-015 R

CRUD Matrix

Data Objects – Cont’d

Use Cases

Task Categories

Task Actions

Action History Status Reminders Notifications Clients

UC-001 UC-002 UC-003 UC-004 UC-005 UC-006 R UC-007 R R C R R R UC-008 R C R R R UC-009 R C R R R UC-010 R C R R R UC-011 R C R R R UC-012 R UC-013 UC-014 R R UC-015 R R

Conclusion

Complete: - Requirements- BPM- Context Diagram- Use Cases- CRUD- Data Model

Next Steps: - Development- Testing- Training- Documentation- Pilot- Deployment

Questions?

Task Management System

Documents

assignsreassigns task

prior project tasks

deploymentcurrent project

real project

student project

imports external project

new tasks

onlytemplate manager