A

PROJECT REPORT ON

Development of effort tracking

system

As a partial fulfillment of M.C.A

M.C.A - 6th
Session2014

Submitted to Submitted
by

Ms. J.K Solanki Abhijeet

Sonwani

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 SYSTEM REQUIREMENT SPECIFICATIONS FOR Effort Tracker System

PURPOSE OF THE SYSTEM

The Effort Tracker System is a Web based application which supports the planning of
human resources in a small or medium enterprise with a project oriented business.

The objective is in the biggest organizations will use the website for the purpose of
Timesheets entry system. Every employee will have a separate login to enter into the
system and enter the timesheets.

Timesheets may record the start and end time of tasks, or just the duration. It may
contain a detailed breakdown of tasks accomplished throughout the project or program. This
information may be used for payroll, client billing, and increasingly for project costing,
estimation, tracking and management.

Time tracking can lower costs in 3 ways: by making payroll processing more efficient,
by making costs visible so you can lower them, and by automating billing & invoicing.

Time tracking can increase revenue through automating billing, which tends to make
it easier for a company to get correct invoices out for all hours worked by consulting staff.
This speeds up payment and eliminates the hassles of 'dropping' bills.

In the project management world, timesheets can also be used to build a body of
knowledge about how much effort tasks take to develop. For example if developing a
training plan has historically taken a month, then it can be assumed that creating a new one
will take a month. Also most timesheet software has the ability to track resource costs and
project expenses to allow for better future budgeting.

For the HR function, the time spent on activities by individuals can be analyzed over
a period of time and categorized into broad types. Based on the outcome roles could be
realigned.

PROBLEMS IN THE EXISTING SYSTEM

Todays companies have multiple corporate project initiatives, multiple hardware

and software vendors, a diverse range of partnerships and alliances, a complex project
environment, and limited project resources. Trying to maintain control over all projects in
the corporate project portfolio can be a huge challenge. Issues and communication problems
can span multiple projects and can delay projects for weeks and months and can turn into
lost revenue, a lost competitive advantage, and an unhappy client.

The existing system is a manual system. Here the users needs to save his
information in the form of excel sheets or Disk Drives.

There is no sharing is possible if the data is in the form of paper or Disk drives.

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 The manual system gives us very less security for saving data; some data may be
lost due to mismanagement.

Its a limited system and fewer users friendly.

Searching of particular information is very critical it takes lot of time.

It is very critical to maintain records manually for physical devices of a computer.

Because organizations contains computers on different configurations.

It is a tedious job to maintain more no of projects at time manually in the companies.

Every project has to be split into no of modules; it is very difficult to find which
employees are working in which module.

There is no way to access the system from the side of any client.

SOLUTION OF THESE PROBLEMS

The development of this new system contains the following activities, which try to
automate the entire process keeping in the view of database integration approach.

User Friendliness is provided in the application with various controls provided by

system Rich User Interface.

The system makes the overall project management much easier and flexible.

It can be accessed over the Intranet.

The user information can be stored in centralized database which can be maintained
by the system.

This can give the good security for user information because data is not in client
machine.

Authentication is provided for this application only registered Users can access.

There is no risk of data management at any level while the project development is
under process.

Categorization of computers in the database make easy to identify the various

computer peripherals.

Client also having facility to log into the system, and verity his project status.

STUDY OF THE SYSTEM

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 In the flexibility of uses the interface has been developed a graphics concepts in
mind, associated through a browser interface. The GUIs at the top level has been
categorized as follows

1. Administrative User Interface Design

2. The Operational and Generic User Interface Design

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. The Interface helps the administration with all the transactional states
like data insertion, data deletion, and data updating along with executive data search
capabilities.

The operational and generic user interface helps the users upon 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 helps the ordinary users in
managing their own information in a customized manner as per the assisted flexibilities.

Module Description

i. Administrator

ii. Reporting Manager

iii. Employee

iv. Authentication

v. Search

vi. Communication

vii. Reports

Administrator

Add the different Project IDs, Project Names, Project Start Date, Project End Date
details into the System.
Accept the registration of Reporting Manager.

Assign Project or Projects to a Reporting Manager.

Should able to generate Report of Project-based, Reporting Manager based,

Employee based, Monthly and Yearly reports.

Should able to Search for an Employee for Professional details, Project for Start Date
& End Date, Reporting Manager for his Engagement details (like Project Assigned,
Start Date, End Date, No. of Employees in that Project, etc.)

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Reporting Manager

Should able to register to the site with Experience details.

Should able to Reset Password.

Should able to login to the system.

Will accept the registration of an Employee

Adds him into a Project with different Roles like Tester, Developer, Sr. Developer,
Team Leader, etc.

Should Accept/Reject the Timesheets entered by the Employee.

Should able to generate Report of Project-based, Employee based, Monthly and

Yearly reports.

Should able to Search for an Employee for Professional details, Project for Start Date
& End Date, etc.

Employee

Should register to the site with his Experience details in the Current Company,
previous Companies.
Should able to Reset Password.

Should provide the Roles interested in the coming up Projects.

Should able to login to the system for time sheet entry. They should able to enter
timesheet once a Project is assigned and under a Project some tasks were added by
Reporting Manager to him.

Should able to see the Timesheets Rejected by the Reporting Manager.

Should able to see the Report of Monthly or scheduled dates Timesheets of the
employee.

Authentication: This module provides security to the application. Every user should enter
correct user name and password to proceed. This request will goes to database and check
the user existing. If you entered wrong user name and password then it prompts you
Incorrect Username or Password

Communication

This module is for Message Center. It is same for all Employees in company for intara mailing facility
provided for each user.

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Inbox: In Inbox, He can view his mailbox and mails. He can delete mails.

Outbox: In Outbox, He can see sent mails, check and uncheck all mails He can delete
mails
Compose : Users can send mail to any user. He can delete mails and He can also send
attachments also.

Reports: This module is used to print various online reports. This module will be enabled
only to the admin type of users. Reports contains various information about the Projects.
Report takes the Project ID and from / to date as input and generates the report.

Work and Job Allocations

The whole project is divided into different works and jobs. The works and jobs will be
assigned different teams in the organization. Every team has a team leader he is the
responsible person for allocated job. He needs to be preparing project status report and
send it to the project Manager. Collecting all works and jobs from different teams in the
company, the project manger will integrate it.

Project Management

While accepting any project the company having knowledge of that project domain.
Project Manager will collect the necessary information for that project domain and share the
knowledge among all the team which are need to involve in that project.

INPUTS AND OUTPUTS

The major inputs and outputs and major functions of the system are follows:

Inputs:

Admin enter his user id and password for login.

Employees enter his user id and password for login.

Admin enter new project details.

New employee gives his completed personnel, address and phone details for
registration.

Employees submit daily, weekly working hours.

Manager Set the status of weekly submissions of employees.

Admin gives different kind of user information for search the user data.

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 Employees can change password after login into the system.

Project Manger search for a team of employees for assign jobs and work.

Outputs:

Admin can have his own home page.

Employees can have their own home page.

Employees get the assigned project details.

Employees get the task details of the current project

Employee receives mails.

The user defined data can store in the centralized database.

Admin will get the all employee information.

The new users data will be stored in the centralized database.

Admin get the search details of different criteria.

SDLC METHDOLOGIES

This document play a vital role in the development of life cycle (SDLC) as it describes
the complete requirement of the system. It means for use by developers and will be the
basic during testing phase. Any changes made to the requirements in the future will
have to go through formal change approval process.

SPIRAL MODEL was defined by Barry Boehm in his 1988 article, A spiral Model of
Software Development and Enhancement. This model was not the first model to discuss
iterative development, but it was the first model to explain why the iteration models.

As originally envisioned, the iterations were typically 6 months to 2 years long. Each
phase starts with a design goal and ends with a client reviewing the progress thus far.
Analysis and engineering efforts are applied at each phase of the project, with an eye
toward the end goal of the project.

The steps for Spiral Model can be generalized as follows:

The new system requirements are defined in as much details as possible. This
usually involves interviewing a number of users representing all the external or
internal users and other aspects of the existing system.

A preliminary design is created for the new system.

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 A first prototype of the new system is constructed from the preliminary design.
This is usually a scaled-down system, and represents an approximation of the
characteristics of the final product.

A second prototype is evolved by a fourfold procedure:

1. Evaluating the first prototype in terms of its strengths, weakness, and

risks.

2. Defining the requirements of the second prototype.

3. Planning an designing the second prototype.

4. Constructing and testing the second prototype.

At the customer option, the entire project can be aborted if the risk is deemed too
great. Risk factors might involve development cost overruns, operating-cost
miscalculation, or any other factor that could, in the customers judgment, result
in a less-than-satisfactory final product.

The existing prototype is evaluated in the same manner as was the previous
prototype, and if necessary, another prototype is developed from it according to
the fourfold procedure outlined above.

The preceding steps are iterated until the customer is satisfied that the refined
prototype represents the final product desired.

The final system is constructed, based on the refined prototype.

The final system is thoroughly evaluated and tested. Routine maintenance is

carried on a continuing basis to prevent large scale failures and to minimize down
time.

The following diagram shows how a spiral model acts like:

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 Fig 1.0-Spiral Model

ADVANTAGES:

Estimates(i.e. budget, schedule etc .) become more relistic as work progresses,

because important issues discoved earlier.

It is more able to cope with the changes that are software development generally
entails.

Software engineers can get their hands in and start woring on the core of a
project earlier.

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INPUT DESIGN

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

To produce 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 States:

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 input. Inputs can be categorized as

follows:

External Inputs which are prime inputs for the system.

Internal Inputs, which are user communications with the systems.

Operational, which are computer departments 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

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

OUTPUT DESIGN:

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 in general are:

External Outputs, whose destination is outside the organization,.

Internal Outputs whose destination is within organization and they are the
Users main interface with the computer.
Operational outputs whose use is purely within the computer department.
Interface outputs, which involve the user in communicating directly with User
Interface.

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

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 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 hot 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.

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 CONTEXT LEVEL DIAGRAM

APPLICATION DEVELOPMENT:

N-Tier Applications:

N-Tier Applications can easily implement the concepts of Distributed Application Design and
Architecture. The N-Tier Applications provide strategic benefits to Enterprise Solutions. While
2-tier, client-server can help us create quick and easy solutions and may be used for Rapid
Prototyping, they can easily become a maintenance and security night mare

The N-tier Applications provide specific advantages that are vital to the business continuity
of the enterprise. Typical features of a real life n-tier may include the following:

Security

Availability and Scalability

Manageability

Easy Maintenance

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 Data Abstraction

The above mentioned points are some of the key design goals of a successful n-tier
application that intends to provide a good Business Solution.

Definition:

Simply stated, an n-tier application helps us distribute the overall functionality into various
tiers or layers:

Presentation Layer

Business Rules Layer

Data Access Layer

Database/Data Store

Each layer can be developed independently of the other provided that it adheres to the
standards and communicates with the other layers as per the specifications.

This is the one of the biggest advantages of the n-tier application. Each layer can potentially
treat the other layer as a Block-Box.

In other words, each layer does not care how other layer processes the data as long as it
sends the right data in a correct format.

Fig 1.1-N-Tier Architecture

1. The Presentation Layer:

Also called as the client layer comprises of components that are dedicated to
presenting the data to the user. For example: Windows/Web Forms and buttons, edit
boxes, Text boxes, labels, grids, etc.

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 2. The Business Rules Layer:

This layer encapsulates the Business rules or the business logic of the encapsulations.
To have a separate layer for business logic is of a great advantage. This is because
any changes in Business Rules can be easily handled in this layer. As long as the
interface between the layers remains the same, any changes to the
functionality/processing logic in this layer can be made without impacting the others.
A lot of client-server apps failed to implement successfully as changing the business
logic was a painful process.

3. The Data Access Layer:

This layer comprises of components that help in accessing the Database. If used in
the right way, this layer provides a level of abstraction for the database structures.
Simply put changes made to the database, tables, etc do not affect the rest of the
application because of the Data Access layer. The different application layers send
the data requests to this layer and receive the response from this layer.

4. The Database Layer:

This layer comprises of the Database Components such as DB Files, Tables, Views,
etc. The Actual database could be created using MySQL, Oracle,etc.
In an n-tier application, the entire application can be implemented in such a way that
it is independent of the actual Database. For instance, you could change the
Database Location with minimal changes to Data Access Layer. The rest of the
Application should remain unaffected

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 in the part of 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

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

FEASIBILITY REPORT:

Preliminary investigation examine project feasibility, the likelihood the system will be
useful to the organization. The main objective of the feasibility study is to test the Technical,
Operational and Economical feasibility for adding new modules and debugging old running
system. All system is feasible if they are unlimited resources and infinite time. There are
aspects in the feasibility study portion of the preliminary investigation:

Technical Feasibility
Operation Feasibility
Economical Feasibility

Technical Feasibility

The technical issue usually raised during the feasibility stage of the investigation includes
the following:

Does the necessary technology exist to do what is suggested?

Do the proposed equipments have the technical capacity to hold the data required to
use the new system?
Will the proposed system provide adequate response to inquiries, regardless of the
number or location of users?
Can the system be upgraded if developed?
Are there technical guarantees of accuracy, reliability, ease of access and data
security?
Earlier no system existed to cater to the needs of Secure Infrastructure Implementation
System. The current system developed is technically feasible. It is a web based user
interface for audit workflow at NIC-CSD. Thus it provides an easy access to the users. The
databases purpose is to create, establish and maintain a workflow among various entities in
order to facilitate all concerned users in their various capacities or roles. Permission to the
users would be granted based on the roles specified. Therefore, it provides the technical
guarantee of accuracy, reliability and security. The software and hard requirements for the
development of this project are not many and are already available in-house at NIC or are
available as free as open source. The work for the project is done with the current
equipment and existing software technology. Necessary bandwidth exists for providing a fast
feedback to the users irrespective of the number of users using the system.

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Operational Feasibility

Proposed projects are beneficial only if they can be turned out into information system. That
will meet the organizations operating requirements. Operational feasibility aspects of the
project are to be taken as an important part of the project implementation. Some of the
important issues raised are to test the operational feasibility of a project includes the
following: -

Is there sufficient support for the management from the users?

Will the system be used and work properly if it is being developed and implemented?
Will there be any resistance from the user that will undermine the possible
application benefits?
This system is targeted to be in accordance with the above-mentioned issues. Beforehand,
the management issues and user requirements have been taken into consideration. So there
is no question of resistance from the users that can undermine the possible application
benefits.

The well-planned design would ensure the optimal utilization of the computer resources and
would help in the improvement of performance status.

Economic Feasibility

A system can be developed technically and that will be used if installed must still be a good
investment for the organization. In the economical feasibility, the development cost in
creating the system is evaluated against the ultimate benefit derived from the new systems.
Financial benefits must equal or exceed the costs. The system is economically feasible. It
does not require any addition hardware or software. Since the interface for this system is
developed using the existing resources and technologies available at NIC, There is nominal
expenditure and economical feasibility for certain.

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 Data Flow Digram

Admin Login DFD

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Admin Activities

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Employee Login DFD

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User (Employee) Activities:

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 Final Digram

Activity Diagrams:

Admin Login Activity:

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Employee Login Activity Diagram:

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Admin Activity Diagram

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 Submit
Details

Login

Not Successful

Successful

Load to
homepage

Task View View Add/Delete

Allocation Employees & Reports Employee
task Status
aproval aproval

Logout

Employee Activity Diagram

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 Submit
Details

Login

Not Successful

Successful

Load to
homepage

Update View Task Multi Task Task

Profile & Details Selection Status/Rep
update ort
Skills aproval

Logout

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