Office Management System - Sajan Rajbhandari

OFFICE MANAGEMENT SYSTEM SAJAN RAJBHANDARI

Abstract Information Technology and Management have become a major part of every organization. Information System in today’s scenario is required for all the organization whether profitable or non-profitable organization. Every organization depends upon the use of information and its management for the efficient and effective operations of the organizational task. The main aim of the internship program was to gain valuable knowledge about the organization and utilize my theoretical knowledge from the classroom in the real life environment. This report includes the introduction of the organization in consideration, all the development phases that has been encountered in order to make Office Management System. Office Management System is designed to perform the day to day activities of an office in efficient and reliable way. This makes the tedious tasks quick and accurate, which could have been time consuming and tedious if used manually. It provides user friendly interface which allows each employees to easily understand its working mechanism. Regular activities of an office including attendance of employees, task management, leave management, etc. can be done in the system. I hope that the project will help the concerned people by providing the background and understand the detail description of Office Management System.

Sajan Rajbhandari BIM 8th Semester

Abbreviations NCCS

National College of Computer Studies

BIM

Bachelor in Information Management

DFD

Data Flow Diagram

IT

Information Technology

HTML

Hyper Text Markup Language

CSS

Cascaded Style Sheet

PHP

Hypertext Preprocessor

OMS

Office Management System

HTTP

Hyper Text Transfer Protocol

SDLC

System Development Life Cycle

TU

Tribhuvan University

SEO

Search Engine Optimization

SEM

Search Engine Marketing

PC

Personal Computer

Contents CHAPTER 1 INTRODUCTION ................................................................................................. 2 1.1 Background on BIM .................................................................................... 2 1.2 Background of Project ................................................................................ 3 1.3 Objectives .................................................................................................. 4 1.4 Methodology ............................................................................................... 4 1.4.1 Organization Selection ......................................................................... 4 1.4.2 Placement ............................................................................................ 5 1.4.3 Duration of the Internship .................................................................... 5 1.5 Nature and Sources of Data ....................................................................... 5 1.6 Importance of Internship............................................................................. 5 1.7 Work procedure .......................................................................................... 6 1.8 Tools Used ................................................................................................. 7 1.9 Advantages of the System ......................................................................... 8 CHAPTER 2 INTRODUCTION TO THE INDUSTRY .............................................................. 10 2.1 Introduction to Information Technology .................................................... 10 2.2 Introduction to Software Industry .............................................................. 11 2.3 Introduction to Web Application ................................................................ 11 CHAPTER 3 INTRODUCTION ABOUT THE ORGANIZATION .............................................. 16 3.1 Information about Organization ................................................................ 16 3.2 Mission Objective ..................................................................................... 16 3.3 Operation Services Offered by Organization ............................................ 17 3.4 Organization Hierarchy ............................................................................. 19 3.5 Current System Architecture of Organization ........................................... 20 CHAPTER 4 SYSTEM ANALYSIS, DESIGN AND DEVELOPMENT ..................................... 22 4.1 Introduction to Office Management System ............................................. 22 4.2 Functions of OMS..................................................................................... 22

4.3 System Development Life Cycle............................................................... 23 4.4 Requirement Analysis .............................................................................. 26 4.5 Component Architecture ........................................................................... 27 4.6 System modeling ...................................................................................... 28 4.6.1 Use Case Diagram ............................................................................ 29 4.6.2 Dataflow Diagram .............................................................................. 30 4.6.3 Sequence Diagram ............................................................................ 32 4.6.4 Flowchart ........................................................................................... 35 4.6.5 Entity Relationship Diagram............................................................... 39 4.6.6 Deployment Diagram ......................................................................... 43 4.6.7 Schema Diagram ............................................................................... 44 4.6.8 Screenshots of the Application .......................................................... 45 CHAPTER 5 SUMMARY, FINDINGS AND CONCLUSION .................................................... 55 5.1 Summary .................................................................................................. 55 5.2 Findings .................................................................................................... 55 5.3 Conclusion ............................................................................................... 56 5.4 Recommendation ..................................................................................... 56 REFERENCES/BIBLIOGRAPHY ....................................................................... 58

List of Figures Figure 1.1 Gantt Chart ......................................................................................... 7 Figure 3.1 Organization Hierarchy ..................................................................... 19 Figure 3.2 Current System Architecture of organization .................................... 20 Figure 4.1 SDLC .............................................................................................. ..23 Figure 4.2 Component Architecture ................................................................... 27 Figure 4.3 Use Case Diagram of Administrator ................................................. 29 Figure 4.4 Use Case Diagram of Employee....................................................... 30 Figure 4.5 Context Level Diagram ..................................................................... 31 Figure 4.6 Sequence Diagram of Administrator ................................................. 33 Figure 4.7 Sequence Diagram of Employee ...................................................... 34 Figure 4.8 Flowchart of Assigning Task ............................................................. 36 Figure 4.9 Flowchart of Marking Attendance ..................................................... 37 Figure 4.10 Flowchart of Taking Leave .............................................................. 38 Figure 4.11 ERD of users .................................................................................. 40 Figure 4.12 ERD of tasks ................................................................................... 40 Figure 4.13 ERD of complaints .......................................................................... 41 Figure 4.14 ERD of attendances ........................................................................ 41 Figure 4.15 ERD of notices ................................................................................ 42 Figure 4.16 ERD of leaves ................................................................................. 42 Figure 4.17 ERD of user_profiles ....................................................................... 42 Figure 4.18 Deployment Diagram ...................................................................... 43 Figure 4.19 Schema Diagram ............................................................................ 44 Figure 4.20 Login Page...................................................................................... 45 Figure 4.21 Dashboard of Administrator ............................................................ 45 Figure 4.22 Marking attendance ........................................................................ 46 Figure 4.23 View Complaints ............................................................................. 46 Figure 4.24 Assigning tasks to Employees ........................................................ 47 Figure 4.25 View Users...................................................................................... 48 Figure 4.26 Broadcast notice ............................................................................. 48 Figure 4.27 Adding Users .................................................................................. 49 Figure 4.28 View Report .................................................................................... 50

Figure 4.29 Dashboard of Employee ................................................................. 51 Figure 4.30 View Attendance record .................................................................. 51 Figure 4.31 Take Leave ..................................................................................... 52 Figure 4.32 View Task record ............................................................................ 52 Figure 4.33 Report Complaint ............................................................................ 53

List of tables Table 1 DFD Symbols ........................................................................................ 31 Table 2 Flowchart Symbols................................................................................ 35 Table 3 ERD Symbols........................................................................................ 39

OFFICE MANAGEMENT SYSTEM

CHAPTER 1 INTRODUCTION 1.1 Background on BIM 1.2 Background of project 1.3 Objectives 1.4 Methodology 1.4.1 Organization selection 1.4.2 Placement 1.4.3 Duration 1.5 Nature and sources of data 1.6 Importance of Internship 1.7 Work procedure 1.8 Tools used 1.9 Advantages of the system

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CHAPTER 1 INTRODUCTION 1.1 Background on BIM Bachelor in Information Management (BIM) is a four year course affiliated to Tribhuvan University (TU). It is a hybrid program with mix of 40% management and 60% IT which helps the students to not only gain the technical expertise but also various well known management concepts. The Bachelor of Information Management (BIM) is a special purpose program that provides students with an in-depth understanding of creation, evaluation, collection, organization, utilization, and dissemination of information in the contemporary. The program intends to reflect critical importance of information and knowledge management across wide range of fields and institutions. Some objectives of this program are: 

Prepare IT professionals proficient in the use of computers and computing techniques.



Develop students’ skills in object oriented software design methods and data management systems



Provide professional training to students by combining information technology and managerial skills

As the program is focused more on practical matters and projects compared to other bachelor courses, the students will be able to face the real life situations in the future. BIM education is equally competitive as BBA and BIT.

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1.2 Background of Project This report on “Office Management System” is prepared for the partial fulfillment of Bachelors in Information Management (BIM). For the completion of BIM, students are required to undergo comprehensive on-the-job Internship in the Eight Semester. The internship is one of the programs designed by the faculty of management, Tribhuvan University. It is a pre professional work experience that provides students with the chance of gaining experience in career field. This program helps to know how the organization as a whole operates and also how communication takes place and activities are coordinated in the real world. Thus, the internship program can be regarded as a fruitful opportunity for the students of BIM to be familiar with the actual work environment of Nepal. An internship can give a real insight into the world of work, allowing us to build on the theory we learned at university and helping us to gain practical skills that will help strengthen our CV and make us more employable. Internships also offer the chance to test our skills in real-life situations, explore our career options and gain an insight into an organization or career path. This report has been prepared based on the internship experience of 2 months in ITECLAT. During the period, I had phenomenal opportunities to get the acquired with the organizational work procedure. It has provided real life experience and knowledge of how actually is the work place and work environment. The theoretical knowledge I gained in the college was applied in the actual field specifically in programming. This internship has not only sharpen my skills in programming, but also increased my self-confidence, self-motivation and self-development.

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1.3 Objectives The objective of the internship program is to gain practical knowledge of how an organization operates in real world. The following are the objectives of the internship program: 

To gain real life experience working in a software company.



To learn the work culture of the organization.



To learn how an organization actually operates.



To sharpen my skills in programming



To implement my theoretical knowledge, gained during the entire semesters of BIM, in the actual field.



To know different strategies of ITECLAT and how to deal with the customers.

1.4 Methodology While preparation of the report, certain methodologies have to be carried out. This intern had followed certain systematic approach. This internship report has been designed to provide a clear picture of operation of ITECLAT, Kalanki. The steps used in preparing this report are:

1.4.1 Organization Selection Selection of an organization is a crucial task. Since the organization selected is going to be the medium through which we will gain the real life experience and exposure, the organization must be selected wisely. As I am interest in programming, I had to choose a software company to sharpen my knowledge in the field. I completed the internship in ITECLAT. It is a systematized software company in Nepal, through which I gained valuable experience and I am very happy with my decision about choosing ITECLAT.

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1.4.2 Placement ITECLAT assigned to accomplish my internship is located in Kalanki. I got engaged in different projects in PHP and JavaScript.

1.4.3 Duration of the Internship According to the Faculty of Management, the internship program has been defined as 8 weeks. I conducted the internship from 21st May 2015 to 8th August 2015. During this period, I learned and gained valuable knowledge and experience about how to work in the real time under pressure.

1.5 Nature and Sources of Data This internship report contains both primary and secondary data. Different sources of the data collected are: 

Primary sources: There were many information that are collected directly from the organization through day-to-day operation. Also the information gathered from the experience are included in this section.



Secondary sources: Many information were gathered from website, manuals and other sources of the organization.

1.6 Importance of Internship Internship is one of the most vital part in the students life, who are about to start their career. It provides real life experience about the work, procedures and methodologies followed in the organization.

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During the two months interval, I have gained valuable knowledge and experience from ITECLAT. Some of the importance of internship are as follows: 

Implementation of theoretical knowledge into practical In internship, students implement the theoretical knowledge they gained inside the classroom, into the practical knowledge. They learn how things actually work.



Career opportunities While working in an organization, students can get different opportunities to start their career. The knowledge they gain there can be very helpful in the future to work as an employee.



Exposure The students can get exposure while working in an organization. They get familiar with the working procedure and can be able to work under pressure. Also they get in touch with various people who can help them in the future.



Gain real life experience One of the main purpose of internship program is to allow the students to gain real life experience. Students are restricted inside the classroom and do not get any platform to sharpen their skills. So internship provides a great platform where students can learn and showcase their knowledge and skills.

1.7 Work procedure During the initial phase of internship, I revised basic concepts of core PHP before getting started with Laravel framework. Project Manager of ITECLAT, Mr. Sujan Prajapati helped me to gain more knowledge in Object Oriented PHP. Then

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I started to learn the framework after a week or two. Initially, I made simple websites using the framework. After getting used to in Laravel, I then started to work on this project, Office Management System. 5/22

5/29

6/5

6/12

6/19

6/26

7/3

7/10

7/17

7/24

Planning Requirement Analysis Database design Design and development Testing Implementation Documentation Figure 1.1 Gantt Chart

1.8 Tools Used Different tools were used to complete this project and report. Some of them are highlighted below: 

Jet Brains PhpStorm 7.1.3



Photoshop for editing images



Xampp server



MS Word for documentation



MS Visio for making diagrams

Different diagrams were used for the graphical representation of the work and they are:

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7/31




Entity Relationship Diagram (ERD)



Use Case Diagram



Flow chart



Data Flow Diagram (DFD)



Sequence Diagram



Schema Diagram

1.9 Advantages of the System  Fast and reliable performance  Easy access to the day to day activities  Efficient employees can be identified easily  Easy access and modification of data  Minimizes potential human errors while performing tasks manually

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CHAPTER 2 INTRODUCTION TO THE INDUSTRY 2.1 Introduction to Information Technology 2.2 Introduction to Software Industry 2.3 Introduction to Web Application

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CHAPTER 2 INTRODUCTION TO THE INDUSTRY 2.1 Introduction to Information Technology Information technology (IT) is a label that has two meanings. In common usage, the term “information technology” is often used to refer to all of computing. As a name of an undergraduate degree program, it refers to the preparation of students to meet the computer technology needs of business, government, healthcare, schools, and other kinds of organizations. Information

Technology

is

the

application

of

computers

and

telecommunications equipment to store, retrieve, transmit and manipulate data, often in the context of a business or other enterprise. The term is commonly used as a synonym for computers and computer networks, but it also encompasses other information distribution technologies such as television and telephones. Several industries are associated with information technology, including computer hardware, software, electronics, semiconductors, internet, telecom equipment, e-commerce and computer services. IT can substantially enhance an organization’s ability to obtain, share and structure information, thereby enabling it to widen continually its knowledge base, improve its efficiency and competitiveness. In this new era, IT stand as the central force in shaping Organization, societies and nations based on the pre-assumption that it is the key to achieve progress today. At last, Information technologies are the product of developed countries and to make that technology suitable for developing countries like Nepal. There should be an effort to build a capacity to recognize the importance of implementing IT according to the development needs and requirements. So, IT is the most and vital component to build up the nation helps the economic growth.

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2.2 Introduction to Software Industry Software Industry, consists of that part of computer programming activity that is traded between software-producing organizations and corporate or individual software consumers. The traded software industry consists of three major sectors: programming services, enterprise software products and shrinkwrapped software products. The software industry includes businesses for development, maintenance and publication of software that are using different business models, mainly either “license/maintenance based” (on-premises) or “Cloud based”. The industry also includes software services, such as training, documentation, and consulting.

2.3 Introduction to Web Application A web application or web app is any program that runs in a web browser. It is created in a browser-supported programming language (such as the combination of JavaScript, HTML and CSS) and relies on a web browser to render the application. Web applications are popular due to the ubiquity of web browsers, and the convenience of using a web browser as a client to update and maintain web applications without distributing and installing software on potentially thousands of client computers is a key reason for their popularity, as is the inherent support

for

cross-platform

compatibility.

Common

web

applications

include webmail, online retail sales, online auctions, wikis and many other functions. Web applications are of different types: 

Browser Based In a browser-based Web application, JavaScript instructions are contained within the Web page that is retrieved from a Web site. Combined with the HTML code that determines the visual layout and the CSS style sheet, the

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HTML, JavaScript and CSS are executed via the browser. In addition, processing at the server side is often widely performed to access databases and other networks. The data for Web application may be stored locally or on the Web, or in both locations. 

Client based Web applications may also be run without the browser. A client program, which is either installed in the user’s computer or mobile device or is downloaded each session, interacts with a server on the Web using standard protocols. This is similar to the “client/server” architecture that prevailed in companies before the Internet exploded, except that today the server is often in the internet rather than the local network. Just like browser-based applications, the data may be stored remotely or locally.



Mobile Web App Countless mobile apps use the Web for additional information. For example, the iOS and Android versions of the encyclopedia install all the text locally in the device but retrieve all the images from a server via Web (HTTP) protocols. Advantages



Cost effective development With web-based applications, users access the system via a uniform environment—the web browser. While the user interaction with the application needs to be thoroughly tested on different web browsers, the application itself needs only be developed for a single operating system. There’s no need to develop and test it on all possible operating system versions and configurations. This makes development and troubleshooting

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much easier, and for web applications that use a Flash front end, testing and troubleshooting is even easier. 

Accessible anywhere Unlike traditional applications, web systems are accessible anytime, anywhere, via a PC with an Internet connection, putting the user in charge of where and when they access the application.



Easily customizable In addition to customizing content for user groups, content can also be customized for presentation on any device connected to the internet, including PDAs, mobile phones, etc., further extending the user’s ability to receive and interact with information.



Easier installation and maintenance Installation and maintenance becomes less complicated. Once a new version or upgrade is installed on the host server, all users can access it straight away. There is no need to upgrade each client PC.

Web application future of the internet? The web may have been created to share static documents, but today web browsers are capable of supporting sites that are getting close to the look and feel of apps we run directly on our phones and computers. Fast forward several years and the web could be the platform of choice for building an app, rather than iOS and Android. That's a goal of the web standards body W3C, as part of its mission to refine the technologies the web is built upon. Apps built around standard technologies created to build websites — primarily HTML, CSS and JavaScript — offer the promise of being able to build

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one app that, with some tweaking for different browsers and hardware, can reach nearly every device in the world that runs a browser. In contrast, the native apps we're used to on smartphones or tablets are tied to a specific operating system. Under normal circumstances, an Android app can only run on a smartphone running the Android OS or an iOS app can only run on an iPhone or iPad. The web's ability to serve a potentially enormous user base — without the cost of building the same app several times over for different operating systems — is what the W3C believes will make web apps dominate in future. The web might have a massive user base on its side, but there are plenty of hurdles between web apps and mainstream acceptance as a computing platform. Web apps today are not a match for native apps in many areas; running web apps offline is a sub-par experience, limited access to smartphone hardware makes simple tasks like saving photos more difficult than it should be and web app general performance lags that of native apps. There are a number of areas where mobile web apps currently fall short, but there is also a lot of work currently taking place to bring web technologies up to speed in future such as: 

Offline capabilities



Performance



Limited access to platform features

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CHAPTER 3 INTRODUCTION ABOUT THE ORGANIZATION 3.1 Introduction about Organization 3.2 Mission Objective 3.3 Operation Services Offered by Organization 3.4 Organizational Hierarchy 3.5 Current System Architecture of Organization

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CHAPTER 3 INTRODUCTION ABOUT THE ORGANIZATION 3.1 Information about Organization ITECLAT is a group of well-trained web artists, IT passionate and development experts with the stylistic robustness and full web tech support as the company signature on all web products. It specializes on appealing Web Design and Development, UI/UX design, Search Engine Optimization (SEO), Mobile Apps and Responsive programming with CMS focus on Joomla, WordPress, Magento, Drupal, PHP Application. Creative web production and customer satisfaction being the company objective, the solutions customized to the users’ needs is designed, and provide support after the delivery ensuring the customer business is efficient and operational. ITECLAT is located at Kalanki, Kathmandu, Nepal. The company focus on diverse field that client’s needs, and the best quality that can offer for the valuable clients. It specializes on Responsive Web Design and Development, UI/UX design, Search Engine Optimization (SEO), Search Engine Marketing (SEM), Mobile Apps, Software, Domain Registrations, Hosting Solutions, CMS like Joomla, WordPress, Magento and Drupal, IT/Networking Infrastructures. It also provides the support to the client anytime required to ensure the customer's business is efficient and operational.

3.2 Mission Objective 

Learn and Research In its endeavor to deliver perfection, ITECLAT constantly hone its skills

and acquire new ones. It consider this to be the core element of effective design that assists in delivering high quality in a cost efficient way.

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

Plan process A good project planning is essential to the process of delivering the best

at the designated time. A team that is well prepared is well on its way to a successful work experience. The development of creative yet functional stuff takes a great deal of time and effort. As a team you must be committed to spending the necessary time in this endeavor. 

Create and govern Recognizing the value of the combo “creativity & technology” and using

it well is pivotal to our success in delivering the desired output that doesn’t only look good but functions well too. ITECLAT know it is important for your success and hence is extremely important to it, as it seeks success in yours.

3.3 Operation Services Offered by Organization Responsive Company apply the advanced programming technique to make company products viewing experience awesome with every screen size and all devices user use. Either it be mobile phones (All platforms), desktop, laptops, ipad, iphone or TV. Web Design & Dev ITECLAT focus on standardized code and UI/UX design. Since it is involved in designing and developing websites, it tries best to give you the result and product you want, in the most fashionable way possible. Its work ranges from simplest of single page of plain text to the most complex websites. Apps & Software ITECLAT build apps compatible with all the platforms. ITECLAT focus on developing the apps with the best user interface experience. ITECLAT also build

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software

for

different

scopes.

The

software

are

used

at

Hospitals,

Schools/Colleges, Governmental Offices and other different organizations. Graphic Design ITECLAT business certainly needs to standout from rest of the other. ITECLAT create Corporate Brandings, Banners, Package Designs, Stationery Design, Advertisement Design and hell lots of other stuffs for you and your business. ITECLAT make sure your customer gets your business name in his/her mind in the first sight. Content Strategy ITECLAT not only just design and develop customer website but we also make sure that your websites are visible naturally in the biggest search engines. ITECLAT make sure you get good number of visitors flowing to customer websites. ITECLAT say to customers, "We will help you make more money!" with the optimized websites. Domain & Hosting Cheap and Reliable hosting is very much needed if you are getting a website for your business. ITECLAT provide 99.9% uptime, Reliable and full support hosting services. With daily facility customer can opt the hosting services. ITECLAT servers are located in Ireland, Canada, UK and India. ITECLAT also provide the cheapest domains with heavy discounts.

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3.4 Organization Hierarchy

CEO Senior Manager HR Manager

Program Manager

Program Manager

Project Manager Team Leader

Team Leader

Designer

Designer

Programmer

Programmer

Testers

Testers

Figure 3.1 Organization Hierarchy

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Project Manger


3.5 Current System Architecture of Organization

SOA

Application Frontend

Service

Service Repository

Contract

Implementation

Interface

Business Logic

Data

Figure 3.2 Current System Architecture of organization

20

Service Bus


CHAPTER 4 SYSTEM ANALYSIS, DESIGN AND DEVELOPMENT 4.1 Introduction to Office Management System 4.2 Functions of OMS 4.3 System Development Life Cycle 4.4 Requirement Analysis 4.5 Component Architecture 4.6 System Modeling 4.6.1 Use case diagram 4.6.2 Data Flow Diagram 4.6.2 Sequence Diagram 4.6.4 Flowchart 4.6.5 Entity-Relationship Diagram 4.6.6 Deployment Diagram 4.6.7 Schema Diagram 4.6.8 Screenshots of the Application

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CHAPTER 4 SYSTEM ANALYSIS, DESIGN AND DEVELOPMENT 4.1 Introduction to Office Management System Office Management System is an automated system which can perform day to day tasks of an office effectively and efficiently. It is a comprehensive and integrated system which provides user friendly interface to both the administrators and employees to use the system with ease. The commonly needed operations like attendance, tasks assignments, reports of employees, leave records, etc. can be easily viewed with just few clicks. The system saves lots of time by allowing the users to perform and access operations as quickly as possible. Several problems can arrive while manually keeping records of each records on papers. It can be eliminated by using this system, where each tasks are performed on computer. It can drastically reduce time of traditional paper based system.

4.2 Functions of OMS The functions of OMS is categorized according to the users: 

Administrator o Mark attendance o Assign tasks o Broadcast notice o View reports of employees



Employee o View own attendance record o View own tasks history o Take leave o Report complaints

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4.3 System Development Life Cycle The systems development life cycle (SDLC) is a conceptual model used in project management that describes the stages involved in an information system development project, from an initial feasibility study through maintenance of the completed application. It is a process used to develop an information system that meets or exceeds customer expectations, reaches completion within time and cost estimates, works effectively and efficiently in the current and planned technology infrastructure. The development of the new system is based on SDLC process, which includes following phases.

Figure 4.1 SDLC

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Planning

Establishes a high-level view of the intended project requirements and determines its goals. It starts with extracting the requirements or requirements analysis. Clients typically have an abstract idea of what they want as an end result, but not what/ how software should do it. Once the initial requirements are gathered from the client, an analysis of the scope of the development should be determined. For this project, I firstly researched online about the complexity and scope. I visualized the possible features that can be included in this application. Then I planned to include common activities like attendance, task management, leave management, etc. Defining After the requirements are identified and analyzed, then phase to determine if the requirements are feasible and realistic in terms of cost, knowledge, technology, social, etc. In my case, this software was very feasible, as this application does not require any cost and is not bounded by any other obligations. Designing Design describes desired features and operations in detail, including screen layouts,

business

rules,

process

diagrams,

pseudo

code

and

other

documentation. Documenting the internal design of software for the purpose of future maintenance and enhancement is done throughout development. A prototype should be developed during the logical design phase if possible. The detailed design phase modifies the logical design and produces a final detailed design, which includes technology choices, specifies system architecture, meets all system goals for performance, and still has all of the application functionality and behavior specified in the logical design. I have used various tools like flowchart, schema diagram, use case diagram, etc. to design the outline of office management system.

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Building Based on software requirements, business process, business rules, software design and customer specifications, the software coding begins. Coding and Implementation is the part of the process where software engineers actually program the code for the project as per coding standard agreement. As I was doing intern in PHP, particularly in Laravel framework, I found quite easy coding this application. I ensured that the development includes everything that I designed in the earlier phase. Testing Software testing is an integral and important phase of the software development process. It brings all the pieces together into a special testing environment, then checks for errors, bugs and interoperability. The goal is to ensure that defects are recognized as soon as possible. Various testing were done in other to ensure that it operates correctly and as per the planning. Both black box and white box testing were done. Deployment Deployment is the final stage of initial development, where the software is put into production and runs actual business. Deployment should be done only when code is appropriately tested, approved for release. Software training and support is essential task because software is only effective if it is used correctly. Maintenance Software maintenance is the modification of a software product after delivery to correct faults, to improve performance or other attributes. Maintaining and enhancing software to manage with newly discovered faults or requirements can take substantial time and effort, as missed requirements may force redesign of the software.

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4.4 Requirement Analysis This system has certain requirements that needs to be followed. It is categorized into two parts: User’s requirement Systems are used by users. So the system must be as per the users or as expected by the users. Some requirements of users are: 

The system must be easy to use



It must have user friendly interface



Search facility should be given



Necessary information must be easily available



It must be accurate along with faster

Technical requirements This includes hardware, software and other supportive resources required to complete the information system to be developed. Hardware requirements 

Pentium III processor or higher



At least 256 MB RAM



Hard disk space 4 GB or higher

Software requirements 

Xampp server



Web browser like Google Chrome, Firefox, etc.



Operating system

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4.5 Component Architecture “Office Management System” has 3 layers which are as follows: 

Presentation Layer



Application Layer



Data Access Layer

User

Presentation Layer

Application Layer

Data Access Layer

User Interface (GUI)

Application

Data Access and Business Logic

Database

Figure 4.2 Component Architecture

Presentation Layer Presentation layer is responsible for presenting the data and information to the users in the format that the user can understand. It is also liable for collecting events, responses and data from the various users.

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Application Layer This layer communicates with both presentation layer and data access layer. It receives input from presentation layer and is responsible for various activities. It gets data from users, validate the data, prepare the data as per the requirement and generate the appropriate messages to the user. It can also send data to presentation layer and if any of the user action and data do not confirm to the business logic of the system then it will be valid and necessary response will be provided. Data Access Layer This layer is responsible for communicating with the application layer to the data along with other information and with database for storage and retrieval of the data. It receives the information from the application layer, process that information as requested. The result received from the database is again presented to application layer.

4.6 System modeling The detail of the whole system is modeled using the different modeling tools. For that we have used the UML (Unified Modeling Language) modeling tools. The UML is the standard language for specifying, visualizing, constructing, and documenting all the artifact of system. We have used following UML diagram: 

Use Case Diagram



Context level Diagram



Sequence Diagram



Flowchart



Entity Relationship Diagram



Deployment Diagram



Schema Diagram

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4.6.1 Use Case Diagram A use case diagram is a type of behavioral diagram defined by the Unified Modeling Language (UML) whose aim is to present a graphical overview of the functionality provided by a system in terms of actors, their goals (represented as use cases), and any dependencies between those use cases. It is used to identify the primary elements (actors) and processes (use cases) that form the system. The use case shows how the different actor will be performing what activity within and application the following use case diagram show how different user will be performing the different activity within the application. It provides an overview of all or part of the user requirement for system or an organization in the form of an essential model or a business model. It communicates the scope of a development project. An actor is a person, organization, or external system that plays a role in one or more interaction with a system.

Figure 4.3 Use Case Diagram of Administrator

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Figure 4.4 Use Case Diagram of Employee

4.6.2 Dataflow Diagram Data Flow Diagrams (DFD) helps us in identifying existing business processes. It is a technique we benefit from particularly before we go through business process re-engineering. At its simplest, a data flow diagram looks at how data flows through a system. It concerns things like where the data will come from and go to as well as where it will be stored. But you won't find information about the processing timing (e.g. whether the processes happen in sequence or in parallel).

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Symbols

Description Process

Data Flow Entity

Database

Table 1 DFD Symbols

4.6.2.1 Context level DFD A context level DFD is the most basic form of DFD. It aims to show how the entire system works at a glance. There is only one process in the system and all the data flows either into or out of this process. Context level DFD’s demonstrates the interactions between the process and external entities. They do not contain Data Stores.

Figure 4.5 Context Level Diagram

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4.6.3 Sequence Diagram A Sequence diagram is an interaction diagram that shows how processes operate with one another and in what order. A sequence diagram shows object interactions arranged in time sequence. It depicts the objects and classes involved in the scenario and the sequence of messages exchanged between the objects needed to carry out the functionality of the scenario. Sequence diagrams are typically associated with use case realizations in the Logical View of the system under development. UML sequence diagrams model the flow of logic within our system in a visual manner, enabling both to document and validate the logic, and are commonly used for both analysis and design purposes. Sequence diagrams are the most popular UML artifact for dynamic modeling, which focuses on identifying the behavior within your system. They are self-explanatory; they show the calls between the different objects in their sequence and can show, at detailed level, different calls to different objects. It is an interaction diagram that shows how operations are carried out, what message is sent and when. Sequence diagram are organized according to time. A sequence diagram shows, as parallel vertical lines, different processes or objects that live simultaneously. And as horizontal arrows, the message exchanged between them, in the order in which they occur. A sequence diagram has two dimensions: the vertical dimension and the horizontal dimension. In Context to Office Management System, we generally two major sequence diagram flow: for the employee workflow and for administration workflow.

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Figure 4.6 Sequence Diagram of Administrator

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Figure 4.7 Sequence Diagram of Employee

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4.6.4 Flowchart Flow chart is a pictorial representation of the steps involved in the procedure of a program. It also shows the logical sequence in which the steps are performed.

1

Process: use for processing operation.

2

Start/end:

represent

a

beginning or end of program. 3

Decision: also called diamonds, for decision making.

4

Data: use to represent input and output operations.

5

Connector: use to connect program from one place to another.

6

Arrow: use to indicate direction of flow of information. Table 2 Flowchart Symbols

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Figure 4.8 Flowchart of Assigning Task

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Figure 4.9 Flowchart of Marking Attendance

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Figure 4.10 Flowchart of Taking Leave

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4.6.5 Entity Relationship Diagram An entity-relationship diagram is a data modeling technique that creates a graphical representation of the entities, and the relationships between entities, within an information system. For the development of the system, initially all the entities and their interrelation were identified. On the basis of that an ERD was developed. Some ERD consists of components like: Rectangle represents entity sets

Ellipses represent attributes

Underline ellipse represent primary key Diamonds represents relationship sets

Lines link to entity sets, entity sets to relationship Table 3 ERD Symbols

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password username

designation

id

first_name

users email remember_ token last_name

middle_name

joined_date

Figure 4.11 ERD of users

task_ description

task_name

id

assigned_ date

tasks

slug Figure 4.12 ERD of tasks

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completion _date


id

complaint user_id

complaints Figure 4.13 ERD of complaints

id presence

attendances user_id

attendance _date

Figure 4.14 ERD of attendances

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OFFICE MANAGEMENT SYSTEM notice

id

notices

user_id

Figure 4.15 ERD of notices

end_date reason start_date

user_id

id

leaves Figure 4.16 ERD of leaves

address

contact

gender

profile_ picture

id

user_profiles user_id Figure 4.17 ERD of user_profiles

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4.6.6 Deployment Diagram It shows the static view of a run time configuration of processing nodes and the components that runs on those nodes. In other words, it shows the hardware for a system, the software that is installed on that hardware and the middleware is used to connect the disparate machines to one another. In the deployment diagram each node is represented by the rectangular box and the component is represented by the rectangle with two rectangles connected at the left side of the rectangle and links between the nodes is represented by the straight lines.

Figure 4.18 Deployment Diagram

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4.6.7 Schema Diagram A schema is the structure behind data organization. It is a visual representation of how different table relationships enable the schema’s underlying mission business rules for which the database is created. The schema diagram actually shows the tables, fields and relation between them. The diagram is constructed before actual coding of database. On the basis of this diagram, database is realized. Schema diagram shows which data will be stored where and what will be the relation between tables and fields.

Figure 4.19 Schema Diagram

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4.6.8 Screenshots of the Application

Figure 4.20 Login Page

Administrator’s parts:

Figure 4.21 Dashboard of Administrator

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Figure 4.22 Marking attendance

Figure 4.23 View Complaints

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Figure 4.24 Assigning tasks to Employees

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Figure 4.25 View Users

Figure 4.26 Broadcast notice

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Figure 4.27 Adding Users

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Figure 4.28 View Report

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Employee’s part

Figure 4.29 Dashboard of Employee

Figure 4.30 View Attendance record

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Figure 4.31 Take Leave

Figure 4.32 View Task record

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Figure 4.33 Report Complaint

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CHAPTER 5 SUMMARY, FINDINGS AND CONCLUSION 5.1 Summary 5.2 Findings 5.3 Conclusion

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CHAPTER 5 SUMMARY, FINDINGS AND CONCLUSION 5.1 Summary After successful completion of 3 months internship at ITECLAT as per the requirement, I have realized that the internship program had provided a practical exposure to the actual environment resulting in gaining more and improved skills and knowledge. With the internship program, I got an opportunity to explore myself in the organization stepping at the actual market that has helped to increase and strengthen the skills and values. Also, through the internship program, I got a chance to get familiar with how IT is actually adopted and also idea about the real time work processing. I consider these 3 months of internship period as extremely fruitful experience as it was my first step in the real office environment and learnt many skills and values during this phase of internship program. Working as an Intern, I developed a web based application named Office Management System. I’m grateful to the officers of ITECLAT for their necessary guidance and support.

5.2 Findings The internship program not only introduced me to the real working environment rather it also provided me a platform to learn and perceive many new ideas, skills and values. Under the span these three months, I learnt many things which will surely help much in near future. Let me define some of the core findings during the three month internship period: 

Learnt how to face and plan in the real life working scenario



Understood the value to link the theoretical knowledge to practical way of doing things



Learnt how to value clients

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

Understanding actual real office environment and their interactions



Understood importance of coordination and cooperation in working environment



Gained communication skills, leadership skills and enhanced decision making capabilities



Balancing between work load and time schedule

Moreover, the best part of the project was to get familiar to the Laravel framework of PHP and deploy a system under it.

5.3 Conclusion In gist, this internship period has been turned out to be a boon as it provided me an opportunity to get an industrial exposure to the real working environment. ITECLAT which has been fulfilling the IT requirements of the users, has provided me a vital platform to gain more knowledge and information. Being a part of the company as an Intern was always been a learning experience to remember. Learning new programming concepts, solving and debugging errors, getting familiar with new modules, methodologies, staying in schedule, maintaining social relationships with other employees etc. can be said the major learnings from the valuable three month period of internship period.

5.4 Recommendation The system “Office Management System” was designed with an aim to make the easy and flexible transactions of the office. However, the requirements and processing patterns may change with accord to time, therefore, following steps can be utilized during such phase: 

Since the features in the system currently is limited certain specific domain, if in case of necessary, more functionalities should be added as per the requirements.

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

This system is not useful for large organization and is limited for an organization having less number of employees.



The hardware and software should be made compatible as per the specifications.



System should be maintained and updated time-to-time

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REFERENCES/BIBLIOGRAPHY

1

http://www.magicwebsolutions.co.uk/blog/the-benefits-of-web-basedapplications.htm

2

http://www.zdnet.com/article/web-apps-the-future-of-the-internet-or-animpossible-dream/

3

http://www.training-specialists.com/SDLC.aspx

4

http://www.techopedia.com/definition/1242/schema

5

http://phpstorm.com

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Office Management System - Sajan Rajbhandari

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