EFFECTIVE DOCUMENT MANAGEMENT SYSTEM FOR COMMUNICATION AND NETWORK DEPARTMENT, PROVINCIAL ELECTRICITY AUTHORITY OF THAILAND

Transcription

1 EFFECTIVE DOCUMENT MANAGEMENT SYSTEM FOR COMMUNICATION AND NETWORK DEPARTMENT, PROVINCIAL ELECTRICITY AUTHORITY OF THAILAND By Vudhipong Jirapanjavat SIU SS: SOT-MSIT

2 EFFECTIVE DOCUMENT MANAGEMENT SYSTEM FOR COMMUNICATION AND NETWORK DEPARTMENT, PROVINCIAL ELECTRICITY AUTHORITY OF THAILAND A Special Study Presented By Vudhipong Jirapanjavat Master of Science in Information Technology School of Technology Shinawatra University March 2007 Copyright of Shinawatra University

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4 Acknowledgments I gratefully acknowledge Shinawatra University for giving me an opportunity to study in this university and providing grant support. I would especially like to thank Dr. Chutiporn Anutariya for giving me advices and comments throughout the development of this project. I would also like to thank the committees for theirs valuable suggestions. Finally, I wish to express my deepest appreciation and sincere gratitude to my family, devoting understanding and encouragement throughout my study. i

5 Abstract This Special study present EDMS for CND-PEA system which is proposed and developed for the Communication and Network Department of Provincial Electricity Authority to centralize their document management. The system will solve the current problems that exist in the department such as reduce the time on document flow to destination, less paper document, improve human performance, quickly finding a document etc. The project use management information system technique in order to reach the user needs and develop it to satisfy the user by analysis the existing one then design for a new information system to be implemented. The EDMS for CND-PEA is implement as a web application using PHP scripting language as a web application developer. Keywords: MIS DMS Management Information System Document Management System ii

6 Table of Contents Title Page Acknowledgments Abstract Table of Contents List of Figures List of Tables i ii iii v vi Chapter 1 Introduction Background of the Project Project Motivation Objectives and Overviews Scope of the Project 3 Chapter 2 The Existing System Work Description Authorization and Access Control 6 Chapter 3 System Development Requirement Analysis Use Case Diagram Manage user Manage authentication Change user preference Manage document folder Upload document Update document Search document Input online data for transceiver Check authentication Document Management System Open Sources 14 iii

7 3.4 System Implementation Hardware Requirement Advantages and Benefits 16 Chapter 4 Conclusions and Recommendations 17 References 18 Appendix DMS Open Source Tool Comparison 19 Biography 22 iv

8 List of Figures Title Page Figure 2.1 The Ways of Sending and Receiving Document between Office 5 Figure 2.2 Work Flow Diagram 6 Figure 3.1 Use Case Diagram EDMS for CND-PEA 10 Figure 3.2 Add New User Page 11 Figure 3.3 Manage Authentication Page 11 Figure 3.4 Change User Preference Page 12 Figure 3.5 Input Online Data for Transceiver Page 13 Figure 3.6 System Architecture 15 v

9 List of Tables Title Page Table 3.1 Requirements List After Cleansing the Data 8 Table 3.2 Example of Tools Evaluation 14 Table 3.3 The Missing Ability from Original Source Code (New Features Added) 15 vi

10 Chapter 1 Introduction 1.1 Background of the Project The Provincial Electricity Authority (PEA) work processes based on paper document, which some department were well organize in documentation but some were not. Somehow when the business getting better or drive in many years the document were more and more, with hardly to find and indexing them. The mainly use in document for PEA is to finding and reusing it frequent of time (also in Communication and Network Department (CND-PEA)). Even the existing system Infoma System (current software that control the document flow between branch for the whole organization) it could not help CND- PEA to reduce the document and spent equally of time to searching the document that not in the system (it does not support a centralize document management for each department). It is meaning that the current software using the Intranet infrastructure to connect through each other via lease line and using fiber optic network in some path. So each department need to manage their own document separately. Especially CND- PEA had contacted to the public companies which contain a lot of document for purchasing telecommunication equipment and using that contacts frequency for further cooperation. According to above information, it is clear that the documents trendy in CND- PEA will have more and more. So the department needs some tools or some method to reduce the number of paper document and save time in searching one among them. In case of that CND-PEA need to deploy information technology to expedite and empower our current situation to be more accurate. However the cost of investment in information technology is a big problem, PEA will not allowed to hire programmer or buying a software (that need an administrator to take care of individual database) for an individual department use. PEA can invest only for the hardware infrastructure with reasonable price. And for the software CND-PEA have to implement it by themselves by using the Document Management System (DMS) concept that centralize the document, document versioning and revisioning, categorization management, access documents over the Intranet, collaborate (share your documents 1

11 with others in organization, quickly find, provide controlled access to document and see who created, modified or delete particular documents at what time. DMS open source is applied to develop a document control system, namely Effective Document Management System for Communication and Network Department, Provincial Electricity Authority of Thailand (EDMS for CND-PEA). 1.2 Project Motivation To solve the existing problems that listed below, in the Communication and Network Department and increasing the performance of an officer is the motivation of this project. Problems set 1 (creating document) - Use a lot of paper for checking the created document before using it. - Not directly submit to target user (engineer/worker) - If writer not available, it spent more time to receive the file or use more man power and time to retype what writer had mistaken - Error in retyping for a whole document Problems set 2 (reuse document) - The document may very old and degraded already - Spent more time in finding document - Document lost from binder - If not an owner of document, the finder might not be able to found it Problems set 3 (others) - Spent more money to make a fax call - No authorization control the document - Take more than an hour to receive the document via the normal process that follow the step by step in an organization culture 1.3 Objectives and Overviews The objectives of the EDMS for CND-PEA are as follows: 1) Using the right Information Technology tools to solve the document problems at PEA Communication and Network Department 2) Reduce time-consuming to search the document they want 3) Shared user documents among their friends 2

12 4) Reduce manual work by adopting the information systems which will lead to the decrease in human error and paperwork 5) Implement the Document Management System that meets the need for the user in Communication and Network Department 6) Provide unlimited user to access to the system by using their Internet browser through Http protocol The overview of project will follow these 6 phase of activities below: 1st. Definition and Planning phase: Planning combines the technical sequencing and scheduling of deliverables work. Then make a project scope of work. 2nd. Gathering and Analysis phase: Collect data and Interview for user needs. Then analyze them to get the table of requirements. In this project I use the Work Flow Diagrams to present our existing system. 3rd. Presentation phase: Making the requirement list then present the current problems inside the organization. After that present the benefit that they will gains from the proposed system. 4th. Decision phase: After make a presentation about what they will get from the proposed system and no more requirements at a moment. The project use Kepner-tregoe model ( as a tool to make a decision making in choosing the suitable open-source for less implementation. 5th. Develop phase: Understand what we have in the original software system and then apply the missing requirement into the original software to meet all user requirements. 6th. Deploy phase: After implementation the system, it need to explain and train the user to feel familiar with the system. 1.4 Scope of the Project This project not only focus on the basic requirements of the EDMS for CND- PEA it will also use some technique to get the easy way to implement the system, which are summarized as steps as follows: 1) Get the requirements from my colleagues at my organization by talking to them and list all the ability of the system that they need 2) Cleansing and Clustering the requirements (grouping) 3

13 3) Writing the Use-Case diagram from the requirement and writing the use case scenarios for more understanding 4) Searching for the current open sources that could be match for the requirement, then evaluate them and also weighting them to get the most suitable one 5) Implement the missing ability of the most suitable tool to fit as much as possible for the requirements 6) Test the system 4

14 Chapter 2 The Existing System 2.1 Work Description Ways of sending and receiving document between offices. For sending and receiving the document from one office to another office in PEA were shown in Figure 2.1, in general they were sending and receiving the document from others by Informa WebFlow System (Existing Document System). The other choice is an option to sending and receiving the document to the destination. Figure 2.1 The Ways of Sending and Receiving Document between Office Work flow diagram. For all sending, receiving and storage documents from CND-PEA to the destination office was done as steps below and it shown in Figure ) Document was creation from worker or engineer. 2) The director of subdivision will recheck the wording of the document if the document needs to modify the writer need to modify by red mark on the paper. In this case the writer might use their own notebook that store the file departed and if the writer working in province area the document need to retype again. 5

15 3) If the document does not need to modify, the secretary will issue the document number and send it via Infoma System (scan document into image file and attach to the system) to the destination. 4) The secretary at the receiving site print the document file and issue the received number. 5) Director of related division will assign a work to subdivision. 6) The director of subdivision will give the document to an engineer or worker to process the work (document). Figure 2.2 Work Flow Diagram 2.2 Authorization and Access Control For the existing system the authorization to access to the document was depend on the director of division (give the document to the director of subdivision) and 6

16 director of subdivision (give the document to engineer or worker). And the self that keep the secret document was unable to lock and anyone could access to that document. Actually they has a regulation for accessing document by group of user (engineer, worker, manager, secretary) but they ignoring that regulation. 7

17 Chapter 3 System Development The proposed system design is follow these methods: Requirement Analysis Use Case Diagram Document Management System Open Source System Implementation Hardware Requirement Advantages and Benefits 3.1 Requirement Analysis To implement the system firstly is to know what user needs by interviewing them and extract their requirements to design the system. The result was shown in Table 3.1 below. An essential of each requirement is not equally with other, some requirement must have that ability but some may just want it. Weighing factor for each requirement was very useful to satisfy the user need (more useful requirement means more point). Table 3.1 Requirements List After Cleansing the Data Item Requirement Weight System Factor 1 Multi-language user interface including Thai language 5 2 Upload all major file-types (doc, excel, pdf, image, powerpoint, visio, AutoCad) 2 3 Support Thai file name (User Interface, Upload file name, Download file name) 2 4 Uploading must always fill document name and its description 2 5 Viewing and accessing documents online for basic program (MS-Office and pdf file) 1 6 Viewing and accessing documents online for special program (image, AutoCAD and Visio file) 1 7 Choose type and format of document by default list or manual create their own personal list (because some user do their routine work, they do not need 1 to fill this item everytime, so they should make their own description list. 8 User could comment for the document status (just release, obsolete or expire) to the owner of that document 1 9 Categorization document management (group into folder) 1 10 While updating user can add new description 1 11 Version views 2 8

18 Item Requirements Weight Admin Factor 12 Does not delete old document via update process but able to change the attached file 2 13 Notice reviewer for their attention 1 14 Categorize the access type for each document folder by grant the permission by individual user or by user group 1 15 Record online data for transceiver 1 16 Stable system is needed (1-5 point) 1 17 Warning the user when upload document type note, letter, license, approval note and report to fill the document ID 1 User 18 Edit Personal profile for all (fullname, password, , position, division, telephone and comment) 1 19 Upload file to Database 5 20 Multi Language searching 2 21 Type of document searching (memo, letter,etc.) 2 22 Searching by Date 1 23 Assign reviewer to document 1 24 Show user list by show name,division, tel and address 2 25 User friendly interface and easy to use (1-3 point) 1 26 Unlimited users 2 27 Unlimited user group 2 28 Can allow and block user Use Case Diagram The use case diagram (Ambler, 2004) was used to capture the requirements from user and identify the actors (users) interact with the system. There are four elements in the use case diagram (System, Use cases, Actor and Use case Relation (Associations)). The system (EDMS for CND-PEA) will implement based on the user requirements, which can group into 9 use cases (Manage User, Manage Authentication, Change User Preference, Manage Document Folder, Upload Document, Update Document, Search Document, Input Online Data for Transceiver, and Check Authentication) that interact with user group. In CND-PEA there are 5 groups of user (Actors) which are Administrator, Manager group, Engineer group, Worker group, and Secretary group. Each group has not equally in accessing to the document (different associations) as shown in Figure

19 EDMS for CND-PEA 1. Manage User Admin 3. Change User Preference 2. Manage Authentication Manager 4. Manage Document Folder <<included>> <<included>> 5. Upload Document Engineer 6. Update Document <<included>> <<included>> 7. Search Document <<included>> 9. Check Authentication Worker <<included>> 8. Input Online Data for Tranceiver Secretary Figure 3.1 Use Case Diagram EDMS for CND-PEA Manage user. At first, Administrator will establish a group of user by separating people in several categories based on their position such as Manager, Engineer, Worker, and Secretary. Administrator will manage all related to user accounts such as User name, Password and User ID etc. Initial information for example Name, Division, Telephone no., address and position will be recorded into the system as shown in Figure 3.2. Moreover, Administrator is able to Block or Unblock the operating function of some user as well. 10

20 Figure 3.2 Add New User Page Manage authentication. Only administrator can assign or manage the ability to access document folder. Admin is the only one who assign the user group to access to the document folder by set as read, read and write or no access as shown in Figure 3.3. Figure 3.3 Manage Authentication Page Change user preference. All users are allowed to edit their personal information such as name, division, telephone number & address and position as shown in Figure 3.4. In case there is some change of user s position, the management of this task (change user group) must be done by Administrator who is informed by the user. 11

21 Figure 3.4 Change User Preference Page Manage document folder. Administrator, Manager and Engineer are the authorized people who can manage all document in the system such as add, delete and move folder or subfolder within the system. The number of folder is grouped by organization structure (by division, and subdivision). Only Administrator who can decide to add or delete the number of folder will manage document type based on drop down list which is feedback by user Upload document. The Engineer and Worker who are assigned to do this task are responsible for loading document into system database. This process will provided authorized user to specify the title of document topic and file name are described, and also drop down list that enables user to select document type as well as document format. Moreover, the description field is provided in order to describe the summary context of that document. This system is provided the function that user enables document to have a reviewer by automatically sending to selected reviewer. The system will send a message to a reviewer that there is document is waiting for your review. 12

22 3.2.6 Update document. The document updating process enables the function to keep all documents in system up to date all the time. The old paper is selected then replacing with a new one. The reason of replacement or updating must be noted in the Reason for update description field in order to specify the cause of change. Version labeling of document is also provided to indicate the user to know the version of document since the system never delete or destroy the old documents - but use the label instead. The updating process is designed under the supervision of Engineer and Worker group who are assigned to do this task Search document. All users can search a document in the systems in both Thai and English. In some case when user search for document user can select comment about document status. User can see status of document from drop down list and check box (e.g. released, obsolete (old version), and expired). The searching will not result the document that user was prohibited Input online data for transceiver. This feature use for keeping the data of the transceiver license referable for further use as shown in Figure 3.5. Figure 3.5 Input Online Data for Transceiver Page 13

23 3.2.9 Check authentication. Before user can use any function in the EDMS for CND-PEA, the system itself check the user authentication ability and level of access in using the EDMS for CND- PEA functions. In case that user do not have an ability to do some functions, the EDMS for CND-PEA will not shown that function to user. 3.3 Document Management System Open Sources The EDMS for CND-PEA is designed using the 2-tier architecture that simply demonstrates a client-to-server relationship as shown in Figure 3.6. and using PHP scripting language which based on Windows XP Service Pack 2 Operating System. The client or browser tier is a web-based application. A user s Web browser downloads static and dynamic Hypertext Markup Language (HTML) and then connecting to database in the server tier. The processes among client and server side are communicated via HTTP protocol. Then searching the current open source tools in the Internet and they should support PHP script language, after that compare each tool to choose the most suitable one for reduce the time for implementation. The example of technique for comparison using the ideal in weighing the requirements is shown in Table 3.2. For the full table is described in Appendix A: DMS Open Source Tool Comparison. Based on the comparison in Appendix A, My DMS 1.6.0b got the highest score therefore, it is selected to become the choice of developing tool for Communication and Network Department. Item System 2 9 Requirements Upload all major file-types (doc, excel, pdf, image, powerpoint, visio, AutoCad) Categorization document management (group into folder) Table 3.2 Example of Tools Evaluation Weight Factor My DMS 1.6.0b Tool abilities Joomla Owl 0.94 Knowledge Tree 2 1 User 20 Multi Language searching 1 23 Assign reviewer to document 1 Admin 26 Unlimited users 2 27 Unlimited user group 2 28 Can allow and block user 2 14

24 Figure 3.6 System Architecture 3.4 System Implementation Making the system for the missing 8 abilities from the original source code as listing in Table 3.3 (New features add). Table 3.3 The Missing Ability from Original Source Code (New Features Added) Tool abilities Item Requirements My DMS 1.6.0b System 1 Multi-language user interface included Thai language 2 3 User 4 Upload all major file-types (doc, excel, pdf, image, powerpoint, visio, AutoCad) Viewing and accessing documents online for special program (image, AutoCAD and Visio file) Edit Personal profile for all (fullname, password, , position, division, telephone and comment) 5 Multi Language searching 6 Searching by Date 7 Record online data for transceiver 8 Show user list by show name,division, tel and address 15

25 Tool abilities Item Requirements My DMS 1.6.0b 9 Admin Warning the user when upload document type note, letter, license, approval note and report to fill the document ID 10 Can allow and block user 3.5 Hardware Requirement To integrate with the existing system, the new hardware should be a window based to match the platform of an existing system. 3.6 Advantages and Benefits The new system EDMS for CND-PEA gained some benefit and some advantages from the existing system one by the following lists: 1) Saving on paper work documents 2) Reducing on human error 3) Reduce time consume for receive document 4) Reduce time of searching document 5) Saving on the local and long distance telephone call 6) Improve level of security of data 7) Better planning information 8) Preserve the important document from degraded 9) Easy of access and find document 10) Always available to modify the document 11) Helping CND-PEA of filling the transceiver details and easy to find it 16

26 Chapter 4 Conclusions and Recommendations In this project, it does not use only technical ability in programming alone, it use ideal of management information system to making a project from zero to finished that follow 6 phases above. The project use an open source system that easy to develop and use the idea of objected oriented to implement the source code. And for now on this version of EDMS for CND-PEA does meet most of the user requirements and it will help the Communication and Network Department to reduce their paper document and make officer to do more work than waste their time to find a single document. The EDMS for CND-PEA designed to attract only for Communication and Network Department which its ability was based on user needs. The system need to make an evaluation for user usage and might be able to do more function as for the best satisfaction as the concept of software development life cycle to user. The modification and adding features that will improve the current version of EDMS for CND-PEA are in the field of full text search, show the user list, and attach file for each license from NTC in Input Online Data function. 17

27 References Ambler, S. W. (2004). The object primer: Agile model-driven development with UML 2.0. Retrieved March 22, 2004, from usecasediagram.htm Asprev, L., & Middleton, M. (2003). Integrative document & content management: Strategies for exploiting enterprise knowledge. Idea Group Publishing. Bannan, J. (1997). Intranet document management: A guide for webmasters and content providers. Addison-Wesley. Fowler, M. (2003). UML distilled: A brief guide to the standard object modeling language (3rd ed.). Addison-Wesley. Robitaille, D. E. (2005). Document control. Paton Press. Sellen, A. J., & Harper, R. H. R. (2003). The myth of the paperless office. The MIT Press. Sutton, M. J. D. (1996). Document management for the enterprise: Principles, techniques, and applications. Wiley. Wayman, T. (n.d.). Document management overview. Retrieved September 10, 2004, from 18

28 Appendix DMS Open Source Tool Comparison Tool abilities Item Requirements Weight Factor My DMS 1.6.0b Joomla Owl 0.94 Knowledge Tree EDMS for Communication and Network of PEA System 1 Multi-language user interface including Thai 5 2 Upload all major file-types (doc, excel, pdf, image, powerpoint, visio, AutoCad) Support Thai file name (User Interface, Upload file name, Download file name) Uploading must always fill document name and its description Viewing and accessing documents online for basic program (MS-Office and pdf file) 1 6 Viewing and accessing documents online for special program (image, AutoCAD and Visio file) Choose type and format of document by default list or manual create their own personal list (because some user do their routine work, they do not need to fill this item everytime, so they should make their own description list. User could comment for the document status (just release, obsolete or expire) to the owner of that document Categorization document management (group into folder) While updating user can add new description 1 11 When updating the document, the user should be able to change its description for type and format 1 19

29 Tool abilities Item Requirements Weight Factor My DMS 1.6.0b Joomla Owl 0.94 Knowledge Tree EDMS for Communication and Network of PEA 12 Version views 2 13 Does not delete old document via update process but able to change the attach file 2 14 Notice reviewer for their attention 1 15 Categorize the access type for each document folder by grant the permission by individual user or by user group 1 16 Record online data for transceiver 1 17 Stable system is needed (1-5 point) "programmer option" Notice user when document were updated 1 19 User 18 Warning the user when upload document type note, letter, license, approval note and report to fill the document ID Edit Personal profile for all (fullname, password, , position, division, telephone and comment) Upload file to Database 5 20 Multi Language searching 2 21 Searching document by type (memo, letter,etc.) 2 22 Searching by Date 1 23 Assign reviewer to document 1 24 Show user list by show name,division, tel and address 2 20

30 Tool abilities Item Requirements Weight Factor My DMS 1.6.0b Joomla Owl 0.94 Knowledge Tree EDMS for Communication and Network of PEA 25 User friendly interface and easy to use (1-3 point) Admin 26 Unlimited users 2 27 Unlimited user group 2 28 Can allow and block user 2 Total

31 Biography Name: Mr. Vudhipong Jirapanjavat Date of Birth: March 22, 1980 Place of Birth: Bangkok, THAILAND. Institutions Attended: Shinawatra University Position and Office: Engineer IV, The Provincial Electricity Authority. Home Address: 63/310 Soi.Chokchairuammitr, Bangkok, THAILAND. Tel. & , 22