Document Management System(DMS)

DMS Document Management System

What it is ?

“Evolution for the RevolutionEvolution for the Revolution” , this statement was enlightened because to get the revolution from existing to secured future there should be evolution. The above quoted words is “DMS”.

DMS is “nestlenestle” ,the data is neonatal and soon to be the nestling , so nestle term is used for elaborating the DMS.

Concluding hereby in general terms DMS can be referred to as the “BucketBucket” , which is tied in the pulley at the top of the deep knowledge wells .

Group Introduction

Definition of Project• The Document Management system is invoked to get

the full resource managementresource management and benefits in wanted efforts.

• It can be defined as a “RobotRobot” that performs on the actions loaded by the humans and makes work easy.

• If we catch the general terms than this system is much much easiereasier than the existing operating system ,hence after training*.

Why use DMS?• Can each member of your group quickly find any relevant

document created by any other group member? • If not, how long does a typical document take? • Can you call up a list of documents and, simply by looking at

the list, know the nature of each? • Can you quickly sense the content? • Can you control who can see each document? And who can

edit? • Do you have a detailed record describing every action taken by

every user on your system with respect to every document in your repository?

• Can you quickly locate any document in your department associated in any way with say, Higher Education?

Objective of the project

. No wastagewastage of resources.

. There is quick searchingquick searching of any kind of data.

. Attendance is securesecure.

. Library enrollment is easy and fasteasy and fast.

Statistics by Our Group ( internet based)

Most office workers lose up to 500 hours a year looking for documents.On average, professionals spend 50% of their time looking for information.

The average organization:Spends Rs.20 in labor to file each document.Spends Rs.120 in labor finding each misfiled document.Loses 1 out of every 20 documents.Spends 25 hours re-creating each lost document.

So measure the scope of project this will be a good change in the institute for the better productivity.

Scope of Project• Scope of any project can be measured in the main purpose of the

“FinanceFinance”.• As this project is institutes own project so financially there will be no

disturbance.• Project’s scope will be also depend on the user’s to smoothly operate

this system.• The project development will be done as per the charts and the other

graphical representations.

Functionality of Existing System.

• The existing system has a good model that can work without any extra force.

• As elaborating human efforts can easily operate the system.

• All Hardproffs are available so can be used in future.

Context level DFD (Data flow diagram)of

Existing system.

Document Management

Director / Coordinator

Faculty

Higher authority

Clerk / Administrator Librarian

Student

Request ofAdmission confirmation

Notice

Reply of AdmissionConfirmed

AttendanceEntry

Summary

Result’s entry

Attendance Sent

Admission Process

Admission Confirmed

Apply forLibrary Card

Approval ofLibrary card

Notice via notice board

Apply forLibrary card

AdmissionApplication

Attendance fill up

Result vianotice board

Library card submited

Report ofAttendance

Limitations of Existing SystemOperational Problems

•Data storage is tedious and time consuming.•Data and Document searching is not relevant.•Expense of storage will increase.•In case of natural calamities data security may be in risk.•Attendance is not secure.•Assignment and material collecting is expensive.

Limitations of Existing SystemInformational Problems

•Data recollection is too hardworking.•No guarantee of data being secure because of authority.•If any problem occurs in machine, data loss is possible.•Library enrollment may be time consuming or may be delayed.•Attendance sorting requires heavy amount of data.

Organization Chart

Proposed System

Modules to be Covered by DMS • Result module is undertook because easy to add the

data and to view it.• Attendance module is also easy to manage and report

generation is also possible.• Library is faster and highly reliable.• Assignment and Notices will be now reached to the

targeted receivers.

Feasibility Study.

Operational feasibility•Our proposed system, makes the work on document easier and faster.•higher productivity can be gained.•Less use of the resources and benefits can be directly used in another ways.•Training must be required.

Feasibility Study.

Technical feasibility•Techinical requirements are basic and as this an online based project basic computer peripherals are required like printer, scanner, etc..•Wamp server, PHP 5.3/5.4, phpmyadmin, mysql, html, css and JavaScript are our basic required components and they are open sources too, so it is feasible to developer side.

Economical•Purchase of web domain and web space and its renewal. (If domain may be free, but web space is must. Have to purchase.)•Data storage space is require if new servers.•Experts requirement and related expanse may occurs.

Feasibility Study.

Feasibility Study.