BUILDING OFFICIAL DOCUMENT MANAGEMENT SYSTEM FOR UNIVERSITIES

Transcription

1 UNIVERSITY OF BORDEAUX 1 INTERNSHIP REPORT MASTER OF SOFTWARE ENGINEERING ( ) BUILDING OFFICIAL DOCUMENT MANAGEMENT SYSTEM FOR UNIVERSITIES Author LE Huong Thao An Supervisor LE Dinh Viet Hai December 201

2 Acknowledgements I would like to express my gratitude to my supervisor Mr. LÊ ĐÌNH Việt Hải for supporting all of documents and technical training days, guiding me to approach and solve the problem during the internship time. I am also thankful to my team for helping me finishing my project. I give many thanks to all of Professors in PUF 1 who gave me lots of knowledge as well. Finally, I would like to thank my family, who give me moral support for the learning time. 1 Pôles Universitaire Français

3 Abstract Official document is integral to state management. It derives from the needs of exchanging information among government agencies or departments within an agency. Therefore, official document management is believed to be the most important. The more appropriate the official document management is, the more effective the state management quality becomes. However, there still exist a number of drawbacks in managing official dispatch such as storing lots of paper document, processing the guidances in received document not on time and transferring duplicated documents. Due to the above difficulties, Vietnam National University Ho Chi Minh City decided to build an official document management system for universities in two components: received document component and transferred document component. Up to now, only the received documents component has been deployed. During my internship, I learn the received document process. Moreover, I need to understand the work of people who are in charge of executing the document. Then, I have to implement the received document component in the system. Lastly, I write the document supporting for this component.

4 Contents Chapter 1. Introduction Context Vietnam National University Ho Chi Minh City My team Internship project Motivation Objectives Schedule of internship Chapters in the report... 9 Chapter 2. Analyze the system Official documents Official Documents Management System Microsoft Silverlight Chapter. The received documents component The process of the received documents Users Workflow Description of users work in the workflow Functions in the Official Document Manage System Functions of the correspondence clerk Functions of the headmaster/deputy master Functions of the (Deputy) Manager/ (Deputy) Dean Functions of the Executive Database diagram Database Diagram for Users Database Diagram for Doccuments Chapter 4. Conclusion... 2 Appendix Bibliography... 4

5 List of figures Figure 1 The workflow of the received documents... 1 Figure 2. Database diagram for Documents Figure. Database diagram for Users Figure 4. Main screen in the system Figure 5. Register the received documents of the corespondence clerk Figure 6. View all received documents of the correspondence clerk Figure 7. Send report to others of all users in system Figure 8 List of reports received in system Figure 9. List of sent reports in system Figure 10. View all documents of the headmaster/deputy master Figure 11. View details of the document of the headmaster/deputy master Figure 12. Assign the duty to department/excutive of the headmaster/deputy master Figure 1. Give directions and answer of the headmaster/deputy master Figure 14. View the process of excuting documents Figure 15. View all documents of (deputy) manager/dean... 0 Figure 16. View details of the documents of the (deputy) manager/dean... 0 Figure 17. Assign the duties to executive of the (deputy) manager/dean... 1 Figure 18 Give ideas of the (deputy) manager/dean... 1 Figure 19. Give directions and answer of the (deputy) manager/dean... 2 Figure 20. View all documents assigned of the excutive... 2 Figure 21. View details of the documents of the excutive... Figure 22. Give ideas of the excutive...

6 List of tables Table 1. Schedule of internship... 9 Table 2. The components in the system Table. The work of the users in the workflow Table 4. Functions of the correspondence clerk Table 5. Functions of the headmaster/deputy master Table 6. Functions of the (deputy) manager/ (Deputy) Dean Table 7. Functions of the excutive Table 8. Description of the diagram for Documents Table 9. Description of the diagram for Users... 22

7 Chapter 1. Introduction 1.1. Context Vietnam National University Ho Chi Minh City Vietnam National University Ho Chi Minh City (VNU-HCM) was established in At present, VNU-HCM consists of six universities, one research institute, one faculty and a number of centers. These include University of Technology, University of Natural Sciences, University of Social Sciences and Humanities, International University, University of Information Technology, University of Economics and Law, Institute for Environment and Resources, Faculty of Medicine, Information Technology Park, Central Library, Foreign Language Center, Center for International Education, Center for Educational Testing and Quality Assessment, Center of French Universities, etc My team My supervisor is Mr. LE DINH Viet Hai, head of IT Department of VNU- HCM. Mr. TRAN Thai Nam, one teacher of PUF, also supported the project. In addition to the team, there were two students of University of Science Ho Chi Minh City. We worked in room B10, IT Department of VNU-HCM. Its adress is number 10-12, Dinh Tien Hoang, Ben Nghe Ward, District 1, Ho Chi Minh City Internship project My internship project is building official document management system for universities. It lasted in six months. 7 / 4

8 Motivation VNU HCM, one of two Vietnam national universities, has multidisciplinary training of high quality in the Southern Vietnam. Every day, VNU HCM office and all of its members process lots of documents from the higher authorities or the other members. There are lots of documents that needed to transfer. Gradually, the amount of documents increases too much. It leads overloaded situation for processing documents. Thus, the effect of the work also reduces. Moreover, each of VNU HCM member uses different system to handle the documents. It is unconnected to exchange information if members want to co-ordinate, to perform guidance s from the superior. For these reasons, VNU HCM desires to have a system which helps processing not only received documents but also transferred documents fast and effectively for universities. Consequently, building an official document management system for universities is considerred important Objectives Learn the workflow of the official documents: + Received documents + Transferred documents Understand the users roles in the above workflows. Implement: + The received documents component + The transferred documents component 8 / 4

9 1.2.. Schedule of internship N 0 Contents Time start Time end 1 Making plan for the project 1/7/201 5/7/201 2 Learning the workflow of the received documents 6/7/201 1/7/201 Learning the workflow of the transferred documents 1/8/201 16/8/201 4 Learning the users roles in the software 17/8/201 25/8/201 5 Being corrected by supervisor 26/8/201 27/8/201 6 Making use cases for each user 0/8/201 11/9/201 7 Making user interface 14/9/201 1/9/201 8 Learning C# and Silverlight 1/10/201 15/10/201 9 Implementing the received documents in the software 16/10/201 16/11/ Testing and writing the support document 17/11/201 0/11/ Final report 1/12/201 1/12/201 Table 1. Schedule of internship Chapters in the report There are four chapters in my report: Chapter 1: Introduction Chapter 2: Analyze the system Chapter : The Received Documents Component Chapter 4: Conclusion 9 / 4

10 Chapter 2. Analyze the system 2.1. Official documents In a university, the majority of official documents exist as papers. There are also electronic documents documents attached in an and stored in computer. Inspite of the diferrent forms, the users who are responsible for performing the documents, there are only two kinds of documents: One is that a university receives from the higher authorities or the other universities, called the received document. One is that a university creates and sends to the higher authorities or the other universities, called the transferred document Official Documents Management System Managing the official documents is managing the process of excuting the received documents and the process of executing transferred documents. In the VNU- HCM ODMS 2 for universities, there are also two components: the received document component and the transferred document component. Received documents component Transferred documents component 1. Manage users: Manage users rights in the system. 1. Manage users: Manage users rights in the system. 2. Manage details of the received 2. Manage details of the transferred documents: number of the received documents, published date, received date, deadline to executing, sumary of the content, place where sent the documents, type, urgent level, number documents: number of the transferred documents, sumary of the content, place where received the documents, type, urgent level, number of the copies, who signs the transferred of pages, attached file, executing documents. departments/persons. 2 Official Doccuments Management System 10 / 4

11 . Manage reports of the received documents process: who is in charge of reporting after processing the receieved documents, who received the reports directly, who is forward the reports, time to submit the reports. 4. Manage assignment of the higher authority: assign the duty to whom, follow the assignment. 5. Manage the comments of all users during performing the received documents: directions and comments during the process. 6. Manage storing of the received documents: classify and search by the type, by the time 7. Manage the rate of the progress: states of process (new, processing, finish). Manage the draft s versions of the transferred documents: who is in charge of writing the transferred documents, who receives the drafts directly, time to submit the draft. 4. Manage following of the higher authority: follow the progress of writing the draft, check the contents (laws, structure, words). 5. Manage the comments of all users during writing the draft of transferred documents: directions and comments during the process. 6. Manage storing of the published transferred documents: classify and search by the type, by the time 7. Manage the rate of the progress: states of process (new, processing, finish) Table 2. The components in the system Currently, only the received documents component is applying. Thus, I will state about it. 2.. Microsoft Silverlight At present, some universities have used their website to upload the attached documents in a link. It reduces the time to deliver the documents among staff. However, it still assigns the duty by paper and stores the large of paper documents. With the ODMS system, it can classify the user, assign the duty in time and help 11 / 4

12 the administrative office store the documents more effective. In the project, I used Microsoft Silverlight and C# to build this Official Documents Management System. Microsoft Silverlight is a plugin of a web browser. It uses to program a web application that go across operating system. It works on many web browsers like Firefox, Google Chrome, Safari, etc. Moreover, it supports Ruby, Python, C#, etc. Silverlight can also integrate to a website. The content build using in Silverlight is interactive. For these reasons, I chose Microsoft Silverlight to develop my internship project. 12 / 4

13 Chapter. The received documents component.1. The process of the received documents.1.1. Users The correspondence clerk; The headmaster/deputy master in a university; The (deputy) manager or the (deputy) dean in a department; The excutive Workflow Correspondence clerk Headmaster/ Deputy head (Deputy) Manager of a department/ (Deputy) Dean Executive Received documents 1. Register the documents 2. Send the documents to headmaster/deputy head of a university Assign persons to perform the documents Important documents? No Organize to perform Perform the guidance s in the documents and the directions attached if yes. Yes Give the directions Follow the performance. Figure 1 The workflow of the received documents 1 / 4

14 .1.. Description of users work in the workflow User Work The correspondence clerk When there is a document sent to a university, it is forward to the administrative office first. The correspondence clerk registers the information of the document and stores it. Then, he passes it on the headmaster or the deputy head. Headmaster/Deputy master Headmaster After reading the documents, he forward to: The deputy master, who has responsibility for the field mentioned in the document (to direct to solve); The manager/dean of the department, who assigned to perform the received documents (to organize to perform); The manager/dean of the cooperated department, who cooperate to perform the received documents (if yes) Deputy master He has the similar roles to the headmaster and report to the headmaster the process of the received documents. 14 / 4

15 (Deputy) Manager/Dean Excutive Manager/Dean After reading the documents sent from the headmaster/ (deputy) head, he forward to: The deputy manager/deputy dean, who has responsibility for the field mentioned in the document (to direct to solve). The executives of the department, who can perform the received documents; The executive of the co-operate department, who co-operate to perform the received documents (if yes) Deputy manager/deputy dean He has the similar roles to the manager/dean and report to the manager/dean the process of the received documents. He performs the documents. He has to report to the higher authority who assigns the duty to him. Table. The work of the users in the workflow.2. Functions in the Official Document Manage System I separate the functions in the system into four parts based on the users works in the workflow. 15 / 4

16 .2.1. Functions of the correspondence clerk N 0 Case Description 1 Sign in Sign in the system 2 View all the Display all of the documents registered documents. View details of Display the details of one documents one registered document. 4 Update details of Allow to update the one document details of the ducument. 5 Fix the deadline of Set the deadline to the the process received document process. 6 Receive the report Receive the reports from the after excuting the headmaster/deputy received document master 7 Register the Add the details of the received documents. document 8 Deliver the Pass on the received received documents to the document to the headmaster/deputy headmaster/deputy master. master Table 4. Functions of the correspondence clerk Extend from 2 7 Include / 4

17 .2.2. Functions of the headmaster/deputy master N 0 Case Description 1 Sign in Sign in the system 2 View all the Display all of the documents registered documents delivered from the correspondence clerk. View details of one Display the details of documents one registered document. 4 View the received Allow him to view the document ducument in the form of image.jpg. 5 Download the Download the received document attached file. 6 Assign the duty Assign the duty to departments/excutives 7 Answer the questions View all the ideas about the process and answer questions if yes. 8 Follow the process View all the process in sorting by date. Receive the reports from the (deputy) master/headmaster. Extend from 2 Include 1 17 / 4

18 9 Receive the report from the departments/excutives 10 Deliver the reports to the others Receive the reports from the departments/excutives after excuting the received document Pass on the report to the others. Table 5. Functions of the headmaster/deputy master.2.. Functions of the (Deputy) Manager/ (Deputy) Dean N 0 Case Description Extend from 1 Sign in Sign in the system 2 View all the Display all of the documents registered documents delivered from the higher authority (or from the other (deputy) manager/ (deputy) dean). View details of one Display the details of 2 documents one registered document. 4 View the received Allow him to view the document ducument in the form of image.jpg. 5 Download the Download the received document attached file. Include 1 18 / 4

19 6 Assign the duty Assign the duty to excutives in his department. 7 Manage directions View all the directions from the higher about the process and authority. ask questions if yes. 8 Manage questions View all the ideas of from the excutive of the executive about his department. the process and answer questions if yes. 9 Follow the process View all the process in sorting by date. Receive the reports from the (deputy) master/headmaster. 10 Receive the report Receive the reports from the excutives from the excutives after excuting the received document 11 Deliver the reports to Pass on the report to the higher authority the headmaster/deputy master. Table 6. Functions of the (deputy) manager/ (Deputy) Dean.2.4. Functions of the Executive N 0 Case Description 1 Sign in Sign in the system Extend from Include 19 / 4

20 2 View all the Display all of the documents registered documents delivered from the higher authority (or from the other (deputy) manager/ (deputy) dean). View details of one Display the details of documents one registered document. 4 View the received Allow him to view the document ducument in the form of image.jpg. 5 Download the Download the received document attached file. 6 Give ideas to higher View all the directions authorities about the process and give his opinions if yes. 7 Follow the process View all the process in sorting by date. Receive the reports from the (deputy) master/headmaster if yes / 4

21 8 Deliver the reports to the higher authority Pass on the report to the higher authority that assigned the tasks to him. Table 7. Functions of the excutive.. Database diagram In the received documents component, there are two diagrams for Users and for Documents...1. Database Diagram for Users Figure 2. Database diagram for Documents Table DocumentType DocumentSecurityLevel DocumentEmergencyType DocumentEmployee DocumentCategory Description Transferred or receive of documents Level of the security of documents (normal, security, secret) Level of the emergency of documents (normal, emergency, express) Document is processed by whom Category of documents 21 / 4

22 Document DocumentDirecting DocumentDirectingDetail DocumentReceiver DocumentDirectingDetailChat DocumentDirectingDetailReport Details of the document Document sent from the headmaster/deputy master Detail of the document when (deputy) manager/dean receive the document. List people receive the document Ideas during processing documents Details of the report after processing documents Table 8. Description of the diagram for Documents..2. Database Diagram for Doccuments Figure. Database diagram for Users Table Description Organization Which university Department The departments in a university Employee Staff of the university Position Position of employee in EmployeeLevel Headmaster/Deputy master, (Deputy) Manager/Dean or Executive Table 9. Description of the diagram for Users 22 / 4

23 Chapter 4. Conclusion After internship, I understand the process of executing official documents. The received documents component of the ODMS has currently been applied in the VNU HCM administrative office. Beside, I have experiences in Silverlight and C#. Working in team skill is also important to. In the near future, we will deploy the transferred documents component. Then, this ODMS is hoped to use in universities in VNU-HCM. 2 / 4

24 Appendix The screen of the official documents management system Figure 4. Main screen in the system 24 / 4

25 Figure 5. Register the received documents of the corespondence clerk Figure 6. View all received documents of the correspondence clerk 25 / 4

26 Figure 7. Send report to others of all users in system Figure 8 List of reports received in system 26 / 4

27 Figure 9. List of sent reports in system Figure 10. View all documents of the headmaster/deputy master 27 / 4

28 Figure 11. View details of the document of the headmaster/deputy master Figure 12. Assign the duty to department/excutive of the headmaster/deputy master 28 / 4

29 Figure 1. Give directions and answer of the headmaster/deputy master Figure 14. View the process of excuting documents 29 / 4

30 Figure 15. View all documents of (deputy) manager/dean Figure 16. View details of the documents of the (deputy) manager/dean 0 / 4

31 Figure 17. Assign the duties to executive of the (deputy) manager/dean Figure 18 Give ideas of the (deputy) manager/dean 1 / 4

32 Figure 19. Give directions and answer of the (deputy) manager/dean Figure 20. View all documents assigned of the excutive 2 / 4

33 Figure 21. View details of the documents of the excutive Figure 22. Give ideas of the excutive / 4

34 Bibliography [1] Official Document number 19/VTLTNN-TTTH of Ministry of Home Affairs The State Records Management and Archives Department of Vietnam. D=697 [2] Mathew MacDonald, Pro Silverlight in C#, Published by Appres (2009) [] Use case diagram document. 4 / 4