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INTRODUCTION
The Govt. secretariats are dealing with a lot of files that are moved from one department to another. A File Tracking System comprises of the following Process: Registry Entry: all the details pertaining to the document/File are entered and system captures the user and time details. System tracks new additions and also maintains historical data of earlier Documents/Files. The document/Files can be marked to different Desks/ Departments/Designations for further processing. The details of the process flow are captured and action/ Remarks and maintained throughout the process for each document/File. The Desk head can mark the document to specific employee and system captures the action taken remarks and user login details. In Pendency monitoring, System allows user to work in time bound manner and escalate the document transaction which are on hold for long time and provides information on the unfinished tasks with reasons.
2. SYSTEM ANALYSIS
2.1 SYSTEM STUDY
The process of gathering and interpreting facts,diagnosing the problems and using the information to recommend improvements on the system. It helps to solve a problem intensive communication between the user and the developer.The system is studied as awhole to minutest detail in which the input and the output of the system are identified..
System environment is the system in which the system was developed . It includes both software configurations and hardware configurations. These configurations are carefully chosen such that these comprise of features that are best suited for the current application developed. A detail study of the processors are studied by various techniques like interview, questionnaries etc. The designer now functions as a problem solver and tries to solve out the difficulties that the enterprise faces. The solutions are given as a proposal. The proposal is then weighed with the existing system analytically and the best one is selected. The proposal is presented to the user for an endorsement by the user. The proposal is reviewed on user request and suitable changes are made. This is a loop that ends as soon as the user is satisfied with the proposal.
Preliminary study is a problem solving activity that requires intensive communication between the user and developer. In the studies a rough figure of the system activities can be obtained, from which the decisions about the strategies to be followed for the effective system study and analysis can be taken.
2.1.1EXISTING SYSTEM
Presentlymost of the government offices are not having an automated file movement
System, hence a lot of works is to be performed in each department to ensure the delivery
of files from one table to another .Users have to wait to get the status of any files submitted.
The pending status may lead the system more error full.
DISADVANTAGES
• Existing system is manual.
• File position is difficult to locate.
• User’s convenience is always a challenge.
• System is slow and may contain manual errors.
• Security constraints are challenged.
2.1.2 PROPOSED SYSTEM
The FMS contains three levels of users- admin, department user and public. The application works functioning with public users. The public may enter details of a file to be submitted with description and complaints related. The file comes in a queue of files for the forwarding department. The department user corrects the forward direction so that it will be posted in the corrected department. The department user has a desktop like environment, in which the file is viewed, status is updated and remarks are appended. This file will be sent to another department or closed depending on the file status.
ADVANTAGES
• Web based interface makes the system user friendly
• Manipulations of files are secured
• Automated file movement helps the public as well as officials to locate any files
• System is fast and error free
• Manipulation of data for long period is possible with the help of RDBMS