information treasury

INTRODUCTION & OBJECTIVE

The objective of this application is to maintain a centralized repository of knowledge collected, analyzed and documented by employees. The knowledge may be related to various domains and functional areas.

 EXISTING SYSTEM

In the present system the company maintains all the knowledge based documents on a separate system which can be accessed by all employees through LAN. The system has difficulty in maintaining security levels for the documents and in searching for a required document. It is difficult to assign ratings for the documents.

 PROPOSED SYSTEM

The proposed system maintains a centralized collection of documents. It allows different employees of the company to upload their knowledge document into this system which will be verified by next level users to avoid unnecessary documents. It allows users to upload and download the documents from their system. It is easy to search for required documents. It facilitates to eliminate unnecessary documents from publishing. It allows to rate the documents at different levels.

STUDY OF THE SYSTEM

To provide flexibility to the users, the interfaces have been developed that are accessible through a browser. The GUI’S at the top level have been categorized as

1. Administrative user interface
2. The operational or generic user interface

The ‘administrative user interface’ concentrates on the consistent information that is practically, part of the organizational activities and which needs proper authentication for the data collection. These interfaces help the administrators with all the transactional states like Data insertion, Data deletion and Date updation along with the extensive data search capabilities.

The ‘operational or generic user interface’ helps the end users of the system in transactions through the existing data and required services. The operational user interface also helps the ordinary users in managing their own information in a customized manner as per the included flexibilities

INPUT & OUTPOUT REPRESENTETION

                                                                                                                                                                                                                                                                   

Input design is a part of overall system design.  The main objective during the input design is as given below:

·         To produce a cost-effective method of input.

·         To achieve the highest possible level of accuracy.

·         To ensure that the input is acceptable and understood by the user.

INPUT STAGES:

The main input stages can be listed as below:

·       Data recording

·       Data transcription

·       Data conversion

·       Data verification

·       Data control

·       Data transmission

·       Data validation

·       Data correction

INPUT TYPES:

It is necessary to determine the various types of inputs.  Inputs can be categorized as follows:

·       External inputs, which are prime inputs for the system.

·       Internal inputs, which are user communications with the system.

·       Operational, which are computer department’s communications to the system?

·       Interactive, which are inputs entered during a dialogue.

INPUT MEDIA:

At this stage choice has to be made about the input media.  To conclude about the input media consideration has to be given to;    

·       Type of input

·       Flexibility of format

·       Speed

·       Accuracy

·       Verification methods

·       Rejection rates

·       Ease of correction

·       Storage and handling requirements

·       Security

·       Easy to use

·       Portability

Keeping in view the above description of the input types and input media, it can be said that most of the inputs are of the form of internal and interactive.  As

Input data is to be the directly keyed in by the user, the keyboard can be considered to be the most suitable input device.

OUTPUT DESIGN:

In general are:

• External Outputs whose destination is outside the organization.
• Internal Outputs whose destination is with in organization and they are the User’s main interface with the computer. Outputs from computer systems are required primarily to communicate the results of processing to users. They are also used to provide a permanent copy of the results for later consultation. The various types of outputs
• Operational outputs whose use is purely with in the computer department.
• Interface outputs, which involve the user in communicating directly with the system.

OUTPUT DEFINITION

The outputs should be defined in terms of the following points:

§  Type of the output

§  Content of the output

§  Format of the output

§  Location of the output

§  Frequency of the output

§  Volume of the output

§  Sequence of the output

It is not always desirable to print or display data as it is held on a computer. It should be decided as which form of the output is the most suitable.

For Example

·         Will decimal points need to be inserted

·         Should leading zeros be suppressed.

OUTPUT MEDIA:

In the next stage it is to be decided that which medium is the most appropriate for the output. The main considerations when deciding about the output media are:

• The suitability for the device to the particular application.
• The need for a hard copy.
• The response time required.
• The location of the users
• The software and hardware available.

Keeping in view the above description the project is to have outputs mainly coming under the category of internal outputs. The main outputs desired according to the requirement specification are:   

The outputs were needed to be generated as a hard copy and as well as queries to be viewed on the screen.  Keeping in view these outputs, the format for the output is taken from the outputs, which are currently being obtained after manual processing.  The standard printer is to be used as output media for hard copies.

FUNCTIONAL REQUIREMENTS SPECIFICATION

This application consists following modules. 

1. Administrator module
2. K-bank module
3.  Evaluation module
4. Report module.

1. Administrator module:

This module provides interface to administrator to manage (add /delete) the employees and view the list of currently available employees. It allows administrator to create logins for each employee and to assign different roles. ‘My Submissions’ option in this module displays the list of documents submitted by administrator and allows downloading those documents. K-Team for initial screening of documents and assigns evaluators to rate the documents.

2. K-Bank Module (Knowledge Bank):

This module allows different users   to submit the documents by entering the details like Title, Author, date of creation, content type, keywords, technology, reference, target users, description and provides a facility to upload a document. It allows K-team member to manage the reviewers list. It allows to register an expert and to search for an expert.

3. Evaluation Module:

This module allows K-Team members to access the list of documents submitted by different employees. It provides a facility to evaluate documents in the initial screening phase, to change the document status to K-Team or reject the document and allows assigning this document to a reviewer by changing the document status to In-review. It allows Reviewer to view the list of documents forwarded from K-Team members and assigned to this person. It provides a facility to evaluate the document technically and finally publish or reject the document. It allows the published documents to be available for all the employees. It allows to rate the document at different levels by different users.

4. Report Module:

         This module allows the generation of various reports such as my submissions report, monthly submissions report, monthly rejections report, ratings report and status document report.

PERFORMANCE REQUIREMENTS

Performance is measured in terms of the output provided by the application. Requirement specification plays an important part in the analysis of a system. Only when the requirement specifications are properly given, it is possible to design a system, which will fit into required environment. It rests largely with the users of the existing system to give the requirement specifications because they are the people who finally use the system.  This is because the requirements have to be known during the initial stages so that the system can be designed according to those requirements.  It is very difficult to change the system once it has been designed and on the other hand designing a system, which does not cater to the requirements of the user, is of no use.

The requirement specification for any system can be broadly stated as given below:       

·         The system should be able to interface with the existing system

·         The system should be accurate

·         The system should be better than the existing system

The existing system is completely dependent on the user to perform all the duties.

HARDWARE AND SOFTWARE REQUIREMENTS

HARDWARE REQUIREMENTS                              

PROCESSOR       :     Intel 2.0 GHz or above

HARD DISK        :     80 GB

RAM                     : 512 MB RAM.

   SOFTWARE REQUIREMENTS

OPERATING SYSTEM            : WINDOWS XP with SP2. 

LANGUAGE (FRONT END)   : JAVA (JDK1.5/1.6)

SERVER                                     : APACHE TOMCAT 5.5/6.0

WEB TECHNOLOGY              : HTML, JAVASCRIPT, CSS.

DATABASE (BACK END)        : MYSQL.

ARCHITECTURE                      : 3-TIER ARCHITECTUR