1 Office Automation Management System
Dec 18, 2014
1
Office Automation Management System
2
IntroductionIntroduction
Hafiz . M . Imran.Hafiz . M . Imran.
Sadia Kausar.Sadia Kausar.
Qurratulain Faisal.Qurratulain Faisal.
Wajeeha Zahoor.Wajeeha Zahoor.
Supervised by M Kashif Farooq & Supervised by M Kashif Farooq &
Rabab Rabab
3
Project Requirements Project Requirements Or DemandsOr Demands
Correspondence ManagementCorrespondence Management
Mail GatewayMail Gateway
E-Mail ApplicationsE-Mail Applications
Workflow ApplicationsWorkflow Applications
Tracking Staff AvailabilityTracking Staff Availability
Employee Leave TrackingEmployee Leave Tracking
Status ReportsStatus Reports
Meeting Scheduling & Minute DistributionMeeting Scheduling & Minute Distribution
Bulletin BoardBulletin Board
4
Project Requirements Project Requirements Or DemandsOr Demands
Time Bound ReportingTime Bound Reporting
Procedures & Regulations Distribution SystemProcedures & Regulations Distribution System
Citizen Liaison CenterCitizen Liaison Center
FAQ’sFAQ’s
Government wide AnnouncementsGovernment wide Announcements
FAX (outbound & inbound)FAX (outbound & inbound)
5
Module 3C & S
Module 1Workflow
Module 2HR
Management
Module 4Mail
Gateway
OAMS
System ModulesSystem Modules
Workflow Automation.Workflow Automation.
HR Management.HR Management.
Calendaring & Scheduling (C&S).Calendaring & Scheduling (C&S).
Mail Gateway.Mail Gateway.
6
ReferencesReferences Microsoft Exchange Server
BizFlow7
DIS (Document Imaging Solutions) for e-DMS
(Electronic Document Management Systems)
LaserFiche Workflow Suite
Cabinet NG
ProcessIt
Lotus Notes, Domino and Workflow designer
Theoretical Note (Workflow Management Coalition)
7
Workflow AutomationWorkflow Automation
Module 1
8
WorkflowWorkflow ModuleModule
Business Rule ArchitectBusiness Rule Architect Client InterfaceClient Interface Workflow EngineWorkflow Engine
9
Business Rule ArchitectBusiness Rule Architect
Creation of project Selection of groups for business process Form Designer Business rule architect Configuration of selected process Configuration of decision
10
Business Rule ArchitectBusiness Rule Architect Use CaseUse Case
Configuration of decision
Creation of project
Selection of groups for business process
Form Designer
Business rule architect
Configuration of selected process
Business rules designer
11
ExampleExample
12
Note SheetNote Sheet ExampleExample
What is Note Sheet?What is Note Sheet?
Note sheet is an internal official procedures for Note sheet is an internal official procedures for approval of any thing like:approval of any thing like:
- Financial Financial - PurchasesPurchases- Hiring..Hiring..
etc.etc.
13
Steps for New RequestSteps for New Request((Note Sheet)Note Sheet)
Step-1:Step-1: PM creates a note sheet, attach a signed document and submitPM creates a note sheet, attach a signed document and submit it to Manager Admin.it to Manager Admin.
Step-2: Step-2: Manager Admin check the document according to his Manager Admin check the document according to his tasks/restrictions. If required then submit it to GM. If he tasks/restrictions. If required then submit it to GM. If he
has has any objection he can also write a note. any objection he can also write a note.
Step-3:Step-3: GM check the document according to his tasks and GM check the document according to his tasks and restrictions. Send it to final destination i.e Chairman. restrictions. Send it to final destination i.e Chairman.
Step-4:Step-4: Finally the Chairman checks this document. He can reject it, Finally the Chairman checks this document. He can reject it, make any objection or can approve it. make any objection or can approve it.
14
Note Sheet DesigningNote Sheet Designing
Project Creation Project Creation
Selection of Group for Business ProjectSelection of Group for Business Project
Form DesignerForm Designer
Business rule ArchitectBusiness rule Architect
Configuration of Selected ProcessConfiguration of Selected Process
Configuration of DecisionConfiguration of Decision
15
Client InterfaceClient Interface Document OwnerDocument Owner
Selection Of TemplatesSelection Of Templates Entering DocumentEntering Document AttachmentsAttachments SignaturesSignatures SubmitSubmit View Work StatusView Work Status View Pending documentsView Pending documents View TrackingView Tracking View LogView Log
16
Document Owner Document Owner Use Case Use Case
Entering Document
Document owner
Database Query
View Log
View Tracking
View Pending Documents
View Work Status
Attachments
Mail/Fax/Scan
Submit
Routing
Workflow Engine
Database Query
Signature
Workflow Engine
Selection of template
17
Client InterfaceClient Interface Document ProcessorDocument Processor
Receiving DocumentsReceiving Documents Fulfill His TasksFulfill His Tasks Apply note Objection/RejectionApply note Objection/Rejection Submit For Further processingSubmit For Further processing Approval & SignatureApproval & Signature View work StatusView work Status View Pending documentsView Pending documents View TrackingView Tracking View LogView Log
18
Document Processor Document Processor Use Case Use Case
Fulfill his Tasks
Apply Note/Objection /Rejection
Receiving Document
Routing
Submit for further processing
Workflow Engine
Approval & Signature
View Work Status
View Pending Documents
View Tracking
View Log
Workflow Engine
Database Query
Document Processor
19
Client InterfaceClient InterfaceExampleExample
Desk Of Note Sheet WriterDesk Of Note Sheet Writer
Desk Of Manager AdminDesk Of Manager Admin
20
View FacilitiesView Facilities
Log History
Work Status & Tracking
Pending Documents
21
Business RuleArchitect
Client Interface
Workflow Engine
Process Structure Activities & Navigation Roles & Participants Trigger Conditions Application invocation Etc...
Workflow EngineWorkflow Engine
““A software service or "engine" that provides the A software service or "engine" that provides the run time execution environmentrun time execution environmentfor a workflow instance”.for a workflow instance”.
What is Workflow Engine?
22
Workflow Engine Workflow Engine
Interpretation of the process definition
Control of process Instances
Navigation between process activities
Sign-on and sign-off of specific participants
Issue a task list for a particular user
Maintenance of workflow data
Interface to invoke external applications
Supervisory actions for control administration and audit
purposes
23
Workflow Engine Workflow Engine Use CaseUse Case
Interpretation of the process definition
Control of process instance
Navigation between process activities
Sign-on and sign-off of specific participant
Issue a task list for a particular user
Maintenance of workflow data
Interface to invoke external applications
Supervisory actions for control, administration and audit purposes
Workflow Engine
24
HR ManagementHR Management
Module 2
25
HR ManagementHR Management ModuleModule
Data Entry FunctionsData Entry Functions
Utility FunctionsUtility Functions
26
Data Entry FunctionsData Entry FunctionsData Entry FunctionsData Entry Functions
Personnel InformationPersonnel Information
Spouse InformationSpouse Information
Qualification MatrixQualification Matrix
Professional Training DetailProfessional Training Detail
Posting InformationPosting Information
Countries VisitedCountries Visited
ACR (Annual Character Report)ACR (Annual Character Report)
InquiriesInquiries
ExperienceExperience
27
Data Entry FunctionsData Entry FunctionsUse CaseUse Case
Personnel Information
Spouse Information
Qualification Matrix
Professional Training Details
Posting Information
Countries Visited Information
Annual Character Report
Inquiries
Experience
Data Entry User (HR Management)
28
Utility FunctionsUtility FunctionsUtility FunctionsUtility FunctionsHR Search EngineHR Search Engine
Checking Staff AvailabilityChecking Staff Availability
Post TrackingPost Tracking
Search By NameSearch By Name
Search By DesignationSearch By Designation
Search By QualificationSearch By Qualification
Search By TrainingSearch By Training
Search By PostingSearch By Posting
Search By Countries VisitedSearch By Countries Visited
Search By ExperienceSearch By Experience
29
Utility FunctionsUtility FunctionsUse Case Use Case
Checking Staff Availability
Post Tracking
Search by Name
Search by designation
Search by Qualification
Search by Training
Search by Posting
Search by Countries Visited
Search by Inquiries
Search by Experience
Common User
30
Calendaring & SchedulingCalendaring & Scheduling
Module 3
31
C&S C&S ModuleModule
Enter Calendar Profile/C&S Configuration.Enter Calendar Profile/C&S Configuration.
Calendar Entries For Reminder.Calendar Entries For Reminder.
C&S Freetime Manager.C&S Freetime Manager.
Responding To Invitations.Responding To Invitations.
Bulletin Board.Bulletin Board.
Employee Availability/Leave Tracking.Employee Availability/Leave Tracking.
32
C&SC&S Use CaseUse Case
Launching C&S Freetime
Enter Calendar Profile/ C&S Configuration
Calendar Entries (Reminder)
Responding To Invitation
Bulletin Board
User.
Employee Leave Tracking
33
Enter Calendar ProfileEnter Calendar Profile
Allowing Others to view your calendarAllowing Others to view your calendar Delegation profileDelegation profile Scheduling OptionsScheduling Options
– Default meeting duration.Default meeting duration.– Enable Alarm notification.Enable Alarm notification.– Automatically sets alarms.Automatically sets alarms.
Freetime OptionFreetime Option– Specific users can read.Specific users can read.– Allowable Freetime.Allowable Freetime.
34
Calendar Entries Calendar Entries For ReminderFor Reminder
AppointmentsAppointments InvitationsInvitations EventsEvents AnniversariesAnniversaries DescriptionDescription Date & timeDate & time RepeatRepeat OptionsOptions
– Pencil InPencil In– Not for public ViewingNot for public Viewing
35
C&S Freetime ManagerC&S Freetime Manager
When user CreatesWhen user Creates
An AppointmentAn Appointment Meeting InvitationMeeting Invitation EventsEvents Anniversaries EntryAnniversaries Entry Resource ReservationResource Reservation
36
Responding To InvitationResponding To Invitation
Accept or Decline.Accept or Decline. Delegate your attendance to someone else.Delegate your attendance to someone else. Propose an alternate time.Propose an alternate time.
37
Mail GatewayMail Gateway
Module 4
38
Mail Gateway Mail Gateway ModuleModule
Mail Mail FaxFax Voice Over IPVoice Over IP Video ConferencingVideo Conferencing
39
Mail GatewayMail Gateway Use Case Use Case
User
Mail Management
Fax Management
Voice Over IP
Video Conferencing
Mail Server
Fax Server
VOIP Module
Routing
VC Module
40
Mail GatewayMail Gateway Use Case Use Case
Admin
Handling Data Replication
Database Server Handling Backup
Configuring Emails
Marinating Address Book
Defining Rights
Updating User Database Mail Server
41
MAILMAIL
Viewing List Of Incoming MessagesViewing List Of Incoming Messages Read MailRead Mail Compose MailCompose Mail Replying To a Mail MessagesReplying To a Mail Messages Forward MailForward Mail Managing Mail FoldersManaging Mail Folders
42
Mail Mail Use Case Use Case
User
Viewing list of Incoming Messages
Reading Mail
Compose Mail
Replying to a Mail message
Forwarding Mail message
Managing Mail Folders
Routing
Mail Server
43
Section CoveredSection Covered
Section 1:Section 1: Introduction Introduction Section 2:Section 2: Overall Description Overall Description Section 4:Section 4: System Features System Features Section 5:Section 5: Use Case Model Use Case Model Section 7:Section 7: User Interface User Interface Section 10:Section 10: Traceability Matrix Traceability Matrix
SRSSRS
44
Section UncoveredSection Uncovered
Section 3:Section 3: External Interface requirements External Interface requirements Section 6:Section 6: Elaborated Use Cases Elaborated Use Cases Section 8: Section 8: Nonfunctional RequirementsNonfunctional Requirements Section 9:Section 9: Data Dictionary Data Dictionary
SRSSRS
45
Thank YouThank You
46
47
Project CreationProject Creation
48
Selection of Group Selection of Group
49
Form DesignerForm Designer
Defining Fields
50
Form DesignerForm Designer Designed Template
51
Business rule ArchitectBusiness rule Architect
52
Configuration of Selected Configuration of Selected ProcessProcess
Tasks
53
Configuration of Selected Configuration of Selected ProcessProcess
Target Time
54
Configuration of Selected Configuration of Selected ProcessProcess
Restrictions
55
Configuration of DecisionConfiguration of Decision
56
Calendar EntriesCalendar Entries
57
Calendar ProfileCalendar Profile Basics
58
Calendar ProfileCalendar Profile Freetime Option
59
Calendar ProfileCalendar Profile Alarm Option
60
Delegation ProfileDelegation Profile Mail Delegation
61
Delegation ProfileDelegation Profile Calendar Delegation
62
Client InterfaceClient Interface Desk Of Note Sheet Writer
63
Client InterfaceClient Interface
Desk Of Note Sheet Writer
64
Client InterfaceClient Interface Desk Of Manager Admin
Text Box for writing Note if any
Tool Bar for checking Tasks
65
Personnel InformationPersonnel Information
66
Spouse InformationSpouse Information
67
QualificationQualification
68
TrainingTraining
69
PostingsPostings
70
Country VisitedCountry Visited
71
Read InboxRead Inbox
72
Compose MailCompose Mail
73
Group SelectionGroup Selection
74
Freetime SearchFreetime Search
75
Pending DocumentPending Document
76
Log HistoryLog History
77
Work Status / TrackingWork Status / Tracking