Transcript Draft Entry Section Old Data Entry Section

File Tracking Software
Version 1.1.0
Release 2008
For Vigilance Department, Bihar
Objectives :::
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Every urgent paper under receipt is given proper
honour as a document in administrative priorities
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Periodical tracking of official paper after
endorsement so that failure / loss is at a bare
minimum
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Accountability per document so that proper
discharge is assured
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Instant appreciation of the status of a document
Modules Hierarchy
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Database Creation In MS Access
(According to Vigilance Department
Guidelines)
Data Entry of New Files
User Administration
Interactive Graphical System
Search Engine
MIS Reports Generation
Legacy Data Entry
Database Applications
MS Access Database Server
Database Creation
Data Entry
Data Porting
Data Search
Database Creation (MS Access)
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According to Vigilance Department guideline the Access
database is designed. The database is designed in UNICODED
format, concerning on multi lingual issue of our Nation.
There is a data entry module which help to add, modify and
delete the records from the database. Also along with this
there is a module for legacy data entry.
Data porting tools : This tools provides the scope to convert
the database from Access to SQL Server, ORACLE. It too
user-friendly and dynamic.
Data Searching Tools : The records stored in the database can
be searched along with this tool. There option is a Advanced
Search which help to track the records based on various
parameter.
Data Porting (New Features)
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There is no need to add different fields
for different languages. The original
database can be easily converted to
other database.
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The database can be easily ported to
any other database without any
modification.
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Input ISCII data and get it into any
recognize National language like
Hindi, Bengali, Tamil, Gujarati, Oriya
etc. which national language the user
interface is needed.
User Interface
Login Screen
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The Login Screen is used to
login to the application. The
user has to enter his user
name and password and click
on the Login button .The
menus and buttons are
activated on the privileges or
permission set by the
administrator to the particular
user.
Letter Receiving Section
The Letter Receiving Section displays the User Name,
Designation, Employee ID and Date/Time of login at the top
section of the form. The rest of the form display the Letter number,
Complainant Name, Address, Forwarding Person Name, Remarks
if any. All this fields have to be entered by the user. The Receiving
No is auto generated. The user has to click the New button to do
new entry and when all the entries are done he has to click the
Save button. If he has to clear all the entry he can click on the
Clear button. The Letter No is checked for its uniqueness every
time.This section is mainly used to receive the compliant. It has a
option to select the forwarding employee name to which you wish
to forward the case to.
Letter Receiving Section
Diary Entry Section
 The Diary Entry Section comes after the letter or complaint is received at the
Letter Section. The forwarded person to which case is forwarded to login using his
User ID and password which is displayed at the top section of the form. The user has
to click the New button to activate the form. The user has to select the Receiving No
and the details entered at the Letter Section like Complainant Name, Complainant
Address, and Letter No are displayed. The user has to enter the other details like
Accused Name, Accused Address, Designation, Department, Charges and has to
select the next Forwarding Person Name. When all the entries are done the user has to
click the Save button to save the entry. The user can find any particular record by
clicking on the Search button. The user has to input the Letter No. to find a particular
record.By clicking on the All Records button the user can see all the records. He can
navigate the records by clicking on the Previous and Next button. Also there are Clear
and Refresh button to clear and refresh the entire form.
Dairy Entry Section
Draft Entry Section
The Draft Entry Section comes after the Diary Entry Section. The
records which are cleared by the Letter Section come to the Draft
Section. The user has the select the Registration No and enters the
File No below. The Forwarding Details are to be selected by the user
displayed on the right section of the form. The Subject Matter
regarding the file as to be entered by the user. The user has to click the
Save button to save the entry. The user can find the record by clicking
the Find button. He can also edit the entry by clicking on the Edit
button and after making changes he has to click on the Update button.
Draft Entry Section
Old Data Entry Section
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The Old Data Entry Section is used to enter the old data in bulk
and to set the status of the file (i.e. CLOSED, PENDING,
SUSPENDED). If the user has to enter the new details he has to
click on the New button. After entering all the details he has to
click on the Save button. He can find and edit any entry by
clicking on the Edit button. He has to enter the File No and click
on the Find button. Then all the details respective to the File No is
displayed in the fields he can edit he required field and to save the
record he has to click the Update button. The Find button is used
to open the Advance Search form where user can search the
details based on various criteria like (Case No, Accused Name,
Status, Date Period, and Unit and Cells).He can refresh the form
by clicking on the Refresh button.
Old Data Entry Section
File Tracking Section
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The File Tracking Section is used to track the file
from one department person to another. It can track
Letter, File, and Draft. The user has to select the
Letter No, File No, and Draft No by going to the
respective tab and clicking on the New button.
Thereafter he has to select the forwarding person
name and enter his comment. To save the entry the
user has to click the Save button. He can also set the
status as SIGNED or UNSIGNED. Each tab has the
same functionality.
File Tracking Section
Advance Search Section
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The user can search any record using the
Advance Search Form. There are many types
of searches like Case No Search, Accused
Name Search, Status Search, Date Search, and
Unit/Cell Search. The user has to enter the
value and click on the Search button. The
searched records are displayed in the grid
which can be selected for a detailed view. The
login details are displayed in the top section of
the form.
Advance Search Section
User Administration Module
Employee Details Entry Section
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This section is only available to the administrator. The
Employee Details Entry Section is used to enter, modify, and
delete the new employee details and modifying and deleting
existing Employee detail. The Employee ID is generated
automatically and rest of the details like Employee Name,
Father’s Name, etc is to be entered by the user. The
administrator can find the details of any particular employee
by clicking on the Find button. The administrator can edit the
present Employee detail by clicking the Edit button and after
making the changes the administrator has to click the Update
button. The administrator can delete the Employee record by
clicking the Delete button. The password of the user can be set
and changed by using the User Account form.
Employee Details Entry Section
Manage User Account Section
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The User Account Entry form is used to set new
password and modify the existing user password. The
administrator can select the Employee ID from the
drop down list after clicking the New button. He can
also set and modify the privileges of the user(s). The
user has to click the Change Password button to
change the user password. He can also modify the
privileges of the user(s). After making all the changes
he has to click on the Update button.
Manage User Account Section
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MIS Report
Letter Section Report
Diary Section Report
Feature of the Software
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Security
Since this system does not work through HTTP or in Web so the
possibility of third party hacking is unfeasible. Different types of user’s
interaction or operation is required. Every user would not be granted for
operate all types of operations, this is our main concerning part of
security. There should be one system administrator who is liable for all
type of transaction control, maintenance, or further development of this
system. User control and granting privilege to them is control by
system administrator. The backup utility and incorporate with head
office is handling in single user. Every user will be authenticate by
password which is stored by encrypt format.
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Maintainability
It is flexible to maintain. Everywhere user help is provided form any
operational problem or functionality of user interface. The manual will
help for any small technical problem like database backup or import
export of data.
Thank You For your Valuable Time