Workflow Tool

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ABOUT THE PROJECT

This project aims at designing “Workflow Tool” for SourcePilani, a BPO organization.

Workflow Tool is an application that based heavily on the concept of the finite state machine. Each state is represented by the combination of a step ID and a status.

Currently manual work allocation is done. The system atomizing the work allocation process. Since the work is considered as an object, the tool will be extended to monitoring the production and quality of each individual.

The following is the workflow process that needs to be automized:

v  Manager downloads the voice file from secured client’s FTP server.

v  Manager allocates the files to employees manually by placing the voice files in individual folders on the server.

v  Employees keep checking their folders from time to time.

v  When a new file is added to the employee’s folder, he/she listens the voice file and transcribes on word doc on local machine.

v  Once transcription is done, the word doc is uploaded to the employee’s folder on the server.

v  QA manually keeps checking all the employee’s folders from time to time.

v  As and when QA finds a transcribed file (word doc), he/she picks the file to the his/her local machine and do the quality check.

v  The word doc that has been quality checked will be put in QA folder on the server.

v  Manager picks up the word doc files from the QA folder and uploads to client server manually.

v  Manager crosschecks if every downloaded voice file has corresponding word doc file uploaded.

Proposed System:

v  The proposed system should automize the workflow described above.

v  The application should generate various MIS reports.

v  The system should read the quality metrics sent by client and assign them to existing files.

v  The system should automatically calculate the number of characters in each file and based on the category of the file.

v   It should calculate the number of lines.

Existing System

The automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules.

The following is the workflow process that needs to be automized:

Ø  Manager downloads the voice file from secured client’s FTP server.

Ø  Manager allocates the files to employees manually by placing the voice files in individual folders on the server.

Ø  Employees keep checking their folders from time to time.

Ø  When a new file is added to the employee’s folder, he/she listens the voice file and transcribes on word doc on local machine.

Ø  Once transcription is done, the word doc is uploaded to the employee’s folder on the server.

Ø  QA manually keeps checking all the employee’s folders from time to time.

Ø  As and when QA finds a transcribed file (word doc), he/she picks the file to the his/her local machine and do the quality check.

Ø  The word doc that has been quality checked will be put in QA folder on the server.

Ø  Manager picks up the word doc files from the QA folder and uploads to client server manually.

Ø  Manager crosschecks if every downloaded voice file has corresponding word doc file uploaded.

Proposed System

The automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules.

v  The proposed system should automize the workflow described above.

v  The application should generate various MIS reports.

v  The system should read the quality metrics sent by client and assign them to existing files.

v  The system should automatically calculate the number of characters in each file and based on the category of the file.

v   It should calculate the number of lines.

Scope of the Proposed System:-

The scope of the proposed system is that it can store the number of vice files those are imported from the FTP client server as well as the number of word documents those are created by the Employee with Reports.

Objectives of the Proposed System:-

The objectives of the proposed system are to handle the problems of the existing system.

Some of the problems or drawbacks of the existing system are as follows:

  • Maintenance is difficult
  • Time delay
  • Redundancy
  • Loss of accuracy of data

Advantages of the Proposed System:-

The following are the advantages of the Proposed System:

  • Easy of Maintenance
  • Timeliness
  • Less Redundancy
  • Accuracy of data
  • Improvement in product quality

The proposed system is developed for better maintenance of the electronic database which is an alternative to manual process. This system allows storing the entire information regarding the complete transactions of the data in moves easier and accurate manner. The proposed system documents the requirements elicitation and the analysis model of the new system.

Module Description:

Manager Module:

  • Login
  • Download Files
  • Allocate Files
  • Check Files
  • MIS Reports

Login:

The project manager must enter the username and password in the login form that leads to the operations under project manager.

Download files:

The project manager downloads the voice files that are placed on the server.

Allocate files:

The project manager allocates the voice files by placing them into individual employee folders on the server.

Check files:

The project manager should cross check the files in the employee folders.

MIS Reports:

The project manager should provide the MIS Reports to server.

Quality Analyzer Module:

Login

Download files

Quality Check

Login:

The quality analyst must enter the username and password in the login form that leads to do the operations under the quality analyzer module.

Download files:

The quality analyst should download the files from the employee folders on the server.

Quality check:

The quality analyst should check the files for quality checking.

Employee Module:

Login

Download files

Processing files

Login:

The employee must enter the username and password in the login form that leads to do the operations under the employee module.

Download files:

The employee should download the files that are allocated by the project manager on the server.

Processing files:

The employee should process the files by listening the voice and create the doc file.

Software Specification:-

Operating System                        -     Windows 2000/xp

Front-end software                      -     Visual Studio 2008

Back-end software                      -     MS SQL Server 2000

Hardware Specification:-

Processor                                       -    P III

Hard disk                                       -    20 GB

Ram                                               -    128MB

Click here to download Workflow Tool source code