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Office Automation Management System

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IntroductionIntroduction

Hafiz . M . Imran.Hafiz . M . Imran.

Sadia Kausar.Sadia Kausar.

Qurratulain Faisal.Qurratulain Faisal.

Wajeeha Zahoor.Wajeeha Zahoor.

Supervised by M Kashif Farooq & Supervised by M Kashif Farooq &

Rabab Rabab

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Project Requirements Project Requirements Or DemandsOr Demands

Correspondence ManagementCorrespondence Management

Mail GatewayMail Gateway

E-Mail ApplicationsE-Mail Applications

Workflow ApplicationsWorkflow Applications

Tracking Staff AvailabilityTracking Staff Availability

Employee Leave TrackingEmployee Leave Tracking

Status ReportsStatus Reports

Meeting Scheduling & Minute DistributionMeeting Scheduling & Minute Distribution

Bulletin BoardBulletin Board

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Project Requirements Project Requirements Or DemandsOr Demands

Time Bound ReportingTime Bound Reporting

Procedures & Regulations Distribution SystemProcedures & Regulations Distribution System

Citizen Liaison CenterCitizen Liaison Center

FAQ’sFAQ’s

Government wide AnnouncementsGovernment wide Announcements

FAX (outbound & inbound)FAX (outbound & inbound)

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Module 3C & S

Module 1Workflow

Module 2HR

Management

Module 4Mail

Gateway

OAMS

System ModulesSystem Modules

Workflow Automation.Workflow Automation.

HR Management.HR Management.

Calendaring & Scheduling (C&S).Calendaring & Scheduling (C&S).

Mail Gateway.Mail Gateway.

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ReferencesReferences Microsoft Exchange Server

BizFlow7

DIS (Document Imaging Solutions) for e-DMS

(Electronic Document Management Systems)

LaserFiche Workflow Suite

Cabinet NG

ProcessIt

Lotus Notes, Domino and Workflow designer

Theoretical Note (Workflow Management Coalition)

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Workflow AutomationWorkflow Automation

Module 1

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WorkflowWorkflow ModuleModule

Business Rule ArchitectBusiness Rule Architect Client InterfaceClient Interface Workflow EngineWorkflow Engine

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Business Rule ArchitectBusiness Rule Architect

Creation of project Selection of groups for business process Form Designer Business rule architect Configuration of selected process Configuration of decision

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Business Rule ArchitectBusiness Rule Architect Use CaseUse Case

Configuration of decision

Creation of project

Selection of groups for business process

Form Designer

Business rule architect

Configuration of selected process

Business rules designer

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ExampleExample

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Note SheetNote Sheet ExampleExample

What is Note Sheet?What is Note Sheet?

Note sheet is an internal official procedures for Note sheet is an internal official procedures for approval of any thing like:approval of any thing like:

- Financial Financial - PurchasesPurchases- Hiring..Hiring..

etc.etc.

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Steps for New RequestSteps for New Request((Note Sheet)Note Sheet)

Step-1:Step-1: PM creates a note sheet, attach a signed document and submitPM creates a note sheet, attach a signed document and submit it to Manager Admin.it to Manager Admin.

Step-2: Step-2: Manager Admin check the document according to his Manager Admin check the document according to his tasks/restrictions. If required then submit it to GM. If he tasks/restrictions. If required then submit it to GM. If he

has has any objection he can also write a note. any objection he can also write a note.

Step-3:Step-3: GM check the document according to his tasks and GM check the document according to his tasks and restrictions. Send it to final destination i.e Chairman. restrictions. Send it to final destination i.e Chairman.

Step-4:Step-4: Finally the Chairman checks this document. He can reject it, Finally the Chairman checks this document. He can reject it, make any objection or can approve it. make any objection or can approve it.

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Note Sheet DesigningNote Sheet Designing

Project Creation Project Creation

Selection of Group for Business ProjectSelection of Group for Business Project

Form DesignerForm Designer

Business rule ArchitectBusiness rule Architect

Configuration of Selected ProcessConfiguration of Selected Process

Configuration of DecisionConfiguration of Decision

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Client InterfaceClient Interface Document OwnerDocument Owner

Selection Of TemplatesSelection Of Templates Entering DocumentEntering Document AttachmentsAttachments SignaturesSignatures SubmitSubmit View Work StatusView Work Status View Pending documentsView Pending documents View TrackingView Tracking View LogView Log

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Document Owner Document Owner Use Case Use Case

Entering Document

Document owner

Database Query

View Log

View Tracking

View Pending Documents

View Work Status

Attachments

Mail/Fax/Scan

Submit

Routing

Workflow Engine

Database Query

Signature

Workflow Engine

Selection of template

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Client InterfaceClient Interface Document ProcessorDocument Processor

Receiving DocumentsReceiving Documents Fulfill His TasksFulfill His Tasks Apply note Objection/RejectionApply note Objection/Rejection Submit For Further processingSubmit For Further processing Approval & SignatureApproval & Signature View work StatusView work Status View Pending documentsView Pending documents View TrackingView Tracking View LogView Log

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Document Processor Document Processor Use Case Use Case

Fulfill his Tasks

Apply Note/Objection /Rejection

Receiving Document

Routing

Submit for further processing

Workflow Engine

Approval & Signature

View Work Status

View Pending Documents

View Tracking

View Log

Workflow Engine

Database Query

Document Processor

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Client InterfaceClient InterfaceExampleExample

Desk Of Note Sheet WriterDesk Of Note Sheet Writer

Desk Of Manager AdminDesk Of Manager Admin

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View FacilitiesView Facilities

Log History

Work Status & Tracking

Pending Documents

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Business RuleArchitect

Client Interface

Workflow Engine

Process Structure Activities & Navigation Roles & Participants Trigger Conditions Application invocation Etc...

Workflow EngineWorkflow Engine

““A software service or "engine" that provides the A software service or "engine" that provides the run time execution environmentrun time execution environmentfor a workflow instance”.for a workflow instance”.

What is Workflow Engine?

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Workflow Engine Workflow Engine

Interpretation of the process definition

Control of process Instances

Navigation between process activities

Sign-on and sign-off of specific participants

Issue a task list for a particular user

Maintenance of workflow data

Interface to invoke external applications

Supervisory actions for control administration and audit

purposes

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Workflow Engine Workflow Engine Use CaseUse Case

Interpretation of the process definition

Control of process instance

Navigation between process activities

Sign-on and sign-off of specific participant

Issue a task list for a particular user

Maintenance of workflow data

Interface to invoke external applications

Supervisory actions for control, administration and audit purposes

Workflow Engine

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HR ManagementHR Management

Module 2

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HR ManagementHR Management ModuleModule

Data Entry FunctionsData Entry Functions

Utility FunctionsUtility Functions

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Data Entry FunctionsData Entry FunctionsData Entry FunctionsData Entry Functions

Personnel InformationPersonnel Information

Spouse InformationSpouse Information

Qualification MatrixQualification Matrix

Professional Training DetailProfessional Training Detail

Posting InformationPosting Information

Countries VisitedCountries Visited

ACR (Annual Character Report)ACR (Annual Character Report)

InquiriesInquiries

ExperienceExperience

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Data Entry FunctionsData Entry FunctionsUse CaseUse Case

Personnel Information

Spouse Information

Qualification Matrix

Professional Training Details

Posting Information

Countries Visited Information

Annual Character Report

Inquiries

Experience

Data Entry User (HR Management)

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Utility FunctionsUtility FunctionsUtility FunctionsUtility FunctionsHR Search EngineHR Search Engine

Checking Staff AvailabilityChecking Staff Availability

Post TrackingPost Tracking

Search By NameSearch By Name

Search By DesignationSearch By Designation

Search By QualificationSearch By Qualification

Search By TrainingSearch By Training

Search By PostingSearch By Posting

Search By Countries VisitedSearch By Countries Visited

Search By ExperienceSearch By Experience

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Utility FunctionsUtility FunctionsUse Case Use Case

Checking Staff Availability

Post Tracking

Search by Name

Search by designation

Search by Qualification

Search by Training

Search by Posting

Search by Countries Visited

Search by Inquiries

Search by Experience

Common User

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Calendaring & SchedulingCalendaring & Scheduling

Module 3

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C&S C&S ModuleModule

Enter Calendar Profile/C&S Configuration.Enter Calendar Profile/C&S Configuration.

Calendar Entries For Reminder.Calendar Entries For Reminder.

C&S Freetime Manager.C&S Freetime Manager.

Responding To Invitations.Responding To Invitations.

Bulletin Board.Bulletin Board.

Employee Availability/Leave Tracking.Employee Availability/Leave Tracking.

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C&SC&S Use CaseUse Case

Launching C&S Freetime

Enter Calendar Profile/ C&S Configuration

Calendar Entries (Reminder)

Responding To Invitation

Bulletin Board

User.

Employee Leave Tracking

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Enter Calendar ProfileEnter Calendar Profile

Allowing Others to view your calendarAllowing Others to view your calendar Delegation profileDelegation profile Scheduling OptionsScheduling Options

– Default meeting duration.Default meeting duration.– Enable Alarm notification.Enable Alarm notification.– Automatically sets alarms.Automatically sets alarms.

Freetime OptionFreetime Option– Specific users can read.Specific users can read.– Allowable Freetime.Allowable Freetime.

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Calendar Entries Calendar Entries For ReminderFor Reminder

AppointmentsAppointments InvitationsInvitations EventsEvents AnniversariesAnniversaries DescriptionDescription Date & timeDate & time RepeatRepeat OptionsOptions

– Pencil InPencil In– Not for public ViewingNot for public Viewing

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C&S Freetime ManagerC&S Freetime Manager

When user CreatesWhen user Creates

An AppointmentAn Appointment Meeting InvitationMeeting Invitation EventsEvents Anniversaries EntryAnniversaries Entry Resource ReservationResource Reservation

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Responding To InvitationResponding To Invitation

Accept or Decline.Accept or Decline. Delegate your attendance to someone else.Delegate your attendance to someone else. Propose an alternate time.Propose an alternate time.

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Mail GatewayMail Gateway

Module 4

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Mail Gateway Mail Gateway ModuleModule

Mail Mail FaxFax Voice Over IPVoice Over IP Video ConferencingVideo Conferencing

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Mail GatewayMail Gateway Use Case Use Case

User

Mail Management

Fax Management

Voice Over IP

Video Conferencing

Mail Server

Fax Server

VOIP Module

Routing

VC Module

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Mail GatewayMail Gateway Use Case Use Case

Admin

Handling Data Replication

Database Server Handling Backup

Configuring Emails

Marinating Address Book

Defining Rights

Updating User Database Mail Server

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MAILMAIL

Viewing List Of Incoming MessagesViewing List Of Incoming Messages Read MailRead Mail Compose MailCompose Mail Replying To a Mail MessagesReplying To a Mail Messages Forward MailForward Mail Managing Mail FoldersManaging Mail Folders

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Mail Mail Use Case Use Case

User

Viewing list of Incoming Messages

Reading Mail

Compose Mail

Replying to a Mail message

Forwarding Mail message

Managing Mail Folders

Routing

Mail Server

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Section CoveredSection Covered

Section 1:Section 1: Introduction Introduction Section 2:Section 2: Overall Description Overall Description Section 4:Section 4: System Features System Features Section 5:Section 5: Use Case Model Use Case Model Section 7:Section 7: User Interface User Interface Section 10:Section 10: Traceability Matrix Traceability Matrix

SRSSRS

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Section UncoveredSection Uncovered

Section 3:Section 3: External Interface requirements External Interface requirements Section 6:Section 6: Elaborated Use Cases Elaborated Use Cases Section 8: Section 8: Nonfunctional RequirementsNonfunctional Requirements Section 9:Section 9: Data Dictionary Data Dictionary

SRSSRS

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Thank YouThank You

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Project CreationProject Creation

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Selection of Group Selection of Group

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Form DesignerForm Designer

Defining Fields

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Form DesignerForm Designer Designed Template

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Business rule ArchitectBusiness rule Architect

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Configuration of Selected Configuration of Selected ProcessProcess

Tasks

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Configuration of Selected Configuration of Selected ProcessProcess

Target Time

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Configuration of Selected Configuration of Selected ProcessProcess

Restrictions

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Configuration of DecisionConfiguration of Decision

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Calendar EntriesCalendar Entries

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Calendar ProfileCalendar Profile Basics

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Calendar ProfileCalendar Profile Freetime Option

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Calendar ProfileCalendar Profile Alarm Option

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Delegation ProfileDelegation Profile Mail Delegation

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Delegation ProfileDelegation Profile Calendar Delegation

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Client InterfaceClient Interface Desk Of Note Sheet Writer

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Client InterfaceClient Interface

Desk Of Note Sheet Writer

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Client InterfaceClient Interface Desk Of Manager Admin

Text Box for writing Note if any

Tool Bar for checking Tasks

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Personnel InformationPersonnel Information

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Spouse InformationSpouse Information

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QualificationQualification

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TrainingTraining

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PostingsPostings

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Country VisitedCountry Visited

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Read InboxRead Inbox

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Compose MailCompose Mail

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Group SelectionGroup Selection

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Freetime SearchFreetime Search

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Pending DocumentPending Document

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Log HistoryLog History

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Work Status / TrackingWork Status / Tracking