A

Synopsis on

PROJECT WORKFLOW AUTOMATION

(PWA)

By

MCAIII DivRoll No: Academic Year 2010-11

Synopsis

Name Roll No Class Semester Academic Year Email:

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Title :

Project Workflow Automation (PWA)

Company Name & Details:

Company Name: 7tech Solutions

Objective:

It can help organizations to smoothly manage multiple projects within one single account. We can manage as many projects simultaneously with this system. Each project can be structured in a unique way allowing different types of projects to be managed in a central place.

Tasks:
1. Project Management

Project Tracking User Assignment: Several users can be assigned to a project, with specific access rights in each project.

Task Groups: A project can be divided in phases or modules, for easier management. Task groups can also be used to define subprojects, sub-products, etc. Task Types: A project usually includes various categories for the work that needs to be accomplished. A task type cans an improvement, an addition, an issue, etc. Task Status: Tasks within a project are likely to go through many statuses, from the beginning until completion. Task statuses can be created in accordance with your needs, using "Waiting", "In Progress" and "Completed" types. Task Priorities: The level of urgency of each task might influence the project's completion. Task priorities are useful to identify which tasks should be prioritized. A task priority can be "Low", "Normal", "Urgent", etc.

Tasks managements

Managing many tasks can become laborious when project managers are not equipped with the right tools. This is why this system provides with a variety of characteristics for each task. Tasks can be tracked easily in task reports with the help of several filters. Several filters allow you to perform a quick search and isolate certain tasks. You can also use the reports to perform a search in all task parameters such as dates or keywords.

2. Document Management

Document Sharing Project Documents can be managed in a folder tree view. Create as many folders and sub-folders as needed. A document can be made public or private. A public document can be viewed by anyone. A description and a version number can be given to the file. This helps keep track of iterations made to a document.

Versioning

Versioning feature enables users to keep track of all iterations made to a specific project or task document. All documents uploaded can be given an alphanumeric version number. As a result, a document can have a 1.0, a 1.1, a 1.2 version, or a "Draft", a "Submitted for Approval" and an "Approved" version, for instance. This feature is great for document tracking as it empowers users to get an insight on the evolution of every document. In addition to the version number, a description can be added and the uploader is mentioned. This also helps manage your documents with great efficiency. 3. Timeline Management

Time Tracking Manually through the timesheet module.

Automatically through the IN/OUT time clock module. In/Out module is a time clock that is used to fill out time sheets automatically. Basically, users punch in when they start working on a task and punch out when they are finished. The time that elapsed during that period is computed as "Actual Hours" on the corresponding task and gets automatically recorded in the user's time sheet. This time entry mode is secure and accurate, as it records the real time the user spent on the task without any possibility to edit the time entry. Furthermore, there is no need to submit In/Out hours for approval, which makes this time entry mode a great time-saver.

Time Clock

 Time Approval The time approval module enables users to submit their time sheets for approval and have another user (with the proper access rights) approve or reject them. Since hours cannot be edited once approved, the time approval module maximizes control over time sheet integrity and accuracy. Both time entered manually and automatically can be submitted for approval.

Time Reports Time reports are table-based reports that provide the detailed work hours entered by hours in time sheets or using the time clock. It offers time reports at 3 levels: in the "My Office" section, at the project level and at the portfolio level, with different views available for each. Time reports can be exported to Excel or CSV, which empowers third-party integration with payroll or accounting systems, for instance.

4. Expense Management

Expense Tracking Expense tracking module enables users to submit expenses for approval, in a project or a task. This is convenient for those who travel or purchase equipment and incur expenses that impact the total cost of a project or a task.

Expense Approval The expense approval module enables users to submit their expenses for approval and have another user (with the proper access rights) approve or reject them. Since expenses cannot be edited once approved, the expense approval module maximizes control over costs integrity and accuracy. Expense Reports Expense reports are table-based reports that provide the detailed expenses entered by users on projects or tasks. It offers expense reports at 3 levels:

in the "My Office" section, at the project level and at the portfolio level, with different views available for each.

5. Collaborations

Email notification A new task has been assigned to you.

A task you are assigned to has been modified. A task you created has been modified. You receive a new message in "My Mailbox". You receive a time approval request. Your timesheet has been approved / rejected. A successor task you are assigned can start.

Internal Mail Box All users in your account All administrators All members of a specific project One or several users

Discussion Forum A discussion forum is an indispensable feature in a web-based project management software. Share thoughts, ideas, issues, knowledge and lots more. You can also be notified by email when a new reply has been posted to a topic.

6. Reporting

Statistics And Reporting Project Level

Administration and Portfolio Level Custom Task Reports

User Work Load Report

The User Workload Report shows the number of hours assigned to each user, on a daily basis. This enables administrators to view who has too many hours assigned, and who could take more work. The workload is the number of work hours assigned to each user, distributed among the days remaining to complete the work. For example, if it is estimated that 20 hours will be required to complete a task and there are 5 days left to do it, this application will assign 4 hours of work on each day. Each task's daily hours are summed up to make a daily total for each user. When a user is over-allocated (i.e. assigned more hours than their typical work day), the number of hours for that day turns red. The estimated number of hours for tasks can be split equally between assigned users, for easier management.

Custom Task Report

This feature enables you to generate your own Task Reports in accordance with your needs, as specific as they might be. You can select the fields to display, as well as their order of appearance. You can even set the sorting order and filters to use. Set your own parameters for fields to display, the sorting order, project filters, task filters and user filters. Print your reports in various printer-friendly formats.

Scope:

Executives

Uploads Projects details. Manages overall time of projects. Expense Management. Expense tracking. Expense approval. Checks progress of the projects. Time tracking. Time approval.

 Manager

Project management. Task allotment. Timeline request. Time approval. Set Tasks priorities. Create tasks groups. Time reporting. Expense reporting. Reporting. Custom task reporting. Email notification. User work load reporting. Gives privileges to share documents. Checks tasks progress. Gives report to executives.

Developer

Time clocking. Document sharing. Versioning of documents. Execution of allotted tasks. Request for time approval Custom task reporting. Checks tasks status. Email notifications.

Software Requirements:
Technologies

ASP.NET (Front End), VB.NET

Application Libraries : .NET Classes Database

: SQL Server2005

 Hardware Requirements:
CPU Memory

: Pentium IV or above. : 512 MB RAM or above.

Operating Systems: Windows XP/Windows 2000 / 2003,Windows 7.

Methodology:
A software development methodology or system development methodology in software engineering is a framework that is used to structure, plan, and control the process of developing an information system. The Waterfall software development model has been in use for a number of decades and it is still commonly used in software development projects today. It is a sequential model where the development process goes through a number of phases in a certain order. While it has been replaced to a large degree by the iterative models of software development, Waterfall still has its place in today's IT world. Basically, it requires that any project goes through the stages of requirements analysis, design, implementation (coding), verification, and maintenance. In comparison to iterative models, the Waterfall model is seen as inflexible and linear though it's preferred by many who feel iterative software development methodologies lack discipline. Although there are variations, in the true Waterfall model, the project only moves from one phase to the next when a phase is completed in its entirety. Therefore, no work will begin on the design phase until requirements analysis is complete. Also, there is no room for backtracking, so when a phase is complete it has to be right. The Waterfall model is often used for very large software development projects and may involve development teams working in different locations. Once implementation, or

coding, is complete the various components will be integrated into a working piece of software. The verification phase will involve testing and debugging of the software before it is released. Advantages Fans of the Waterfall software development model will argue that the amount of preplanning that goes into the requirements and design phases makes it the most economical and risk free way to develop software as it identifies and weeds out any potential problems at the outset. If these problems arose later in a project they could be very costly. The Waterfall model also puts an emphasis on documentation and structure. This is an advantage when someone leaves the development team as the necessary documentation is there to help a new person take over.

Disadvantages The Waterfall model certainly isn't to everyone's taste. Those who argue against it are usually opposed to its rigid structure and the inability to backtrack. It also isn't very client-focused as it makes any requests to change the software during the development process almost impossible to agree to. And while each phase of development should be 100% perfect before it is completed, it can become very complicated if they are not. For these reasons, many modified Waterfall models have developed over the years that allow for increased flexibility.

Advantages of Proposed System:

Increase productivity and profitability. Provides better monitoring systems. Proper allotment of tasks. Gives better picture of work load to user. Gives a better documentation and sharing. Can keep tap on unnecessary expense.

Limitations:

It does not cover all aspects of project tracking. It does not include software tester. Bug reporting facilities not available.

Conclusion:
We can manage as many projects simultaneously with this system. Each project can be structured in a unique way allowing different types of projects to be managed in a central place.

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