Document Tracking System - Essay Example

DOCUMENT TRACKING SYSTEM (DTS) FUNCTIONAL DESIGN SPECIFICATIONS TABLE OF CONTENTS ABOUT THE DOCUMENT 3 1 Document Purpose 3 2 Definition of Terms 4 2 INTRODUCTION 5 3 Functional Design OVERVIEW 6 3.1 Business Context 6 3.2 System Overview 6 4 FUNCTIONAL DESIGN Components 8 5 Component Diagrams 9 6 Screens 10 7 Table Descriptions 12 8 Architectural Highlights 15 8.1 Hardware Requirements 15 8.2 Software Requirements 15 Sociology of Education; Albany; Oct 1995; Jones, James D; Vanfossen, Beth E; Ensminger, Margaret E; 16 1 ABOUT THE DOCUMENT 1.1 Document Purpose This Document aims to study the relevance of Computerized Document Tracking System. The company will be benefited and give satisfaction in return. Large organizations nowadays, use the traditional way of storing their data's such as manual filing system. Significant quantities of paper based and electronic documents need to be filed for retrieval and reference. Accurate document storage and retrieval is very important. For some organizations which also have branches or agencies in different locations, there's a need for some common filing system is imperative. One of the problems encountered in manual system is the subjective choice of categories within which documents are classified when it is being stored. Usually , a single person examines the given document and chooses the best match for it from the list. It is common that a person who chooses the classification based their undocumented opinions about the most likely category for the document. The clerk officer who does the storing may not have the same interpretation of the nature of the document. To eliminate all these problems encountered A Computerized Document System is advised to use. Computerized filing systems have a number of advantages over manual systems. The user enters the information about a given document. As part of the database process, it is identified to each document record. This process used to retrieve the given info of the document and also be used to know when they are being stored, or still available or being taken. The system provide immediate improvements in efficiency over the traditional way and the Document Tracking System compromised a number of significant ways: The information is fragmented across a set of database fields. This means each record is, in itself, not a recognizable entity and probably does not have a humanly readable structure. The software stores its data in a proprietary format which may or may not be accessible by other software products. The user does not have an abundance of options, if any, for defining or influencing the structure of stored records. Users may be able to define reports which print or store the data in a user-defined structure but there is no option to influence the initial or native storage. 1.2 Definition of Terms DTS (Document Tracking System) a system help to easy gather information of a certain documents. ERD - An entity-relationship (ER) diagram is a specialized graphic that illustrates the interrelationships between entities in a database. ER diagrams often use symbols to represent three different types of information. Boxes are commonly used to represent entities. Diamonds are normally used to represent relationships and ovals are used to represent attributes. 2 INTRODUCTION The Publisher's office handles a large volume of medical research manuscripts from within the country as well as other regions. Research manuscripts go through a peer-review process and if accepted are published in the bi-monthly publication. The published research manuscripts which form an issue, are sold to those in need at a yearly subscription fee which is received before the calendar month. Individual journal purchases are done separately including back issues. Article reprint requests are also received and are charged separately to those who request. According to Sociology of Education" Tracking is a form of ability to view as the institutional mechanism by which students are selected or channeled for different educational experiences. It is often considered the principal means of academic stratification in high schools Since earlier academic experiences affect subsequent educational and occupational experiences, students' location in a tracking system may have consequences for their career trajectories within and beyond the educational system." This serves as a large informational strategy for education and research. 3 Functional Design OVERVIEW 3.1 Business Context 3.2 System Overview With this Tracking System, authors are able to submit manuscripts and digital art files from any web-enabled computer, track content through any users review and decision process, and receive notification when actions or decisions are required. Reviewers are able to access abstract information, decide on review invitations, review articles and submit final reviews from any Internet connection. 3.2.1 Author's Maintenance The authors system design have fields or blank entry to be field up by the clerk for storing information about the author of the manuscript. The control number is the Authors Id being generate in random given by the system. 3.2.2 Manuscript's Maintenance Maintain information about the manuscript. Entries in the manuscripts form will be filled up generating also its manuscript number and description for references. 3.2.3 Reviewer Maintenance Users such as reviewers information are also to be filled up. Complete information of the user is very important to track them easily. 3.2.4 Allocate Manuscripts to Reviewer The systems design allows the allocation of a reviewer/s to a manuscript. If the reviewer has not been submitted in 4 weeks after the date sent out (the date received is blank), the system will prompt to email the reviewer for a reminder. 3.2.5 Subscription Maintenance In this database that stores information about subscribers of the company's published manuscripts. To counteract wiretapping of communication, lines and confidential data may be protected by encryption. That is data being entered in the subscription panel at one point in an un trusted system ma be encoded, transmitted in coded form, and then decoded on their arrival 3.2.6 User Access Once a person has been identified as a legitimate or trusted system user, he or she is provided with authorization privileges to access particular services and resources. Authorized use and modification of tracking system s data and information should be precisely established by administration. The systems includes an access control lists this are tables that list authorized systems users and the extent of their authorizations. 4 FUNCTIONAL DESIGN Components 4.1.1 Front-end Functions Functionality: Input Processing Description; Data Validation: Output: 5 Component Diagrams 6 Screens b. Restoring of Data . 7 Table Descriptions Name Data type Description AuthorID Auto number Primary Key FName Text First name Surname Text Surname Designation Text Title e.g Prof, Dr Institution Text Institution Dept Text Department Address1 Text Address Address2 Text Address PostCode Text Address Postcode Country Text Country Tel integer Telephone Email Text Email In the author table, the author is uniquely identified by the authorID. Manuscript Table - Name Data type Description Ref_No Text Primary Key Title Text Manuscript title HandFee Int Manuscript handling fee/submission fee PubDate Text Publication date of manuscript IssueNo Number Issue Number Status Text Status of manuscript Comments Text Editor's comments on manuscript Reviewer Table Name Data type Description ReviewerID Auto number Primary Key Specialty Text Area of specialty e.g urology, gyne FName Text First name Surname Text Surname Designation Text Title e.g Prof, Dr Institution Text Institution Dept Text Department Address1 Text Address Address2 Text Address PostCode Text Address Postcode Country Text Country Tel integer Telephone Email Text Email Author/Manuscript Table Name Data type Description AuthorID Auto number Primary Key Ref_No Text Foreign key to Manuscript table Reviewer/Manuscript Table Name Data type Description ReviewerID Auto number Primary Key Ref_No Text Foreign key to manuscript reference number DateSentOut Date/time Date when manuscript was sent to reviewer DateRecvd Date/time Date when manuscript was received from reviewer Reviewer Reminder Table Name Data type Description RevReminderID Auto number Primary Key Ref_No Text Foreign key to Manuscript Table ReviewerID Auto number Foreign Key to Reviewer/Manuscript Table DateSentOut Date/time Date when reminder was sent to reviewer Subscription Fee Table Name Data type Description SubscriberID Auto number Primary Key SubscriberName Text Name of subscriber to CAJM Address1 Text Address Address2 Text Address PostCode Text Address Postcode Country Text Country Tel integer Telephone Fax Integer Fax number Email Text Email address StartDate Date/time Date when subscription starts EndDate Date/time Date when subscription ends AmtPaid Integer Total amount paid for subscription 8 Architectural Highlights 8.1 Hardware Requirements Below are the required hardware specifications: Client PC Configuration - IBM PC Compatibles min. of 433MHz - 32MB RAM Below are the recommended hardware requirements: Client PC Configuration - Intel P4 Processor 2.0GHz - 512MB RAM 8.2 Software Requirements The following are required software, tools, and operating systems to be loaded on all the hardware requirements. Visual Basic Software. Microsoft Access 97 or higher Web Server Sociology of Education; Albany; Oct 1995; Jones, James D; Vanfossen, Beth E; Ensminger, Margaret E; Read More