Online Msc Application Workflow Management System


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Online Msc Application Workflow Management System

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Online Msc Application Workflow Management System

  1. 1. Sudan University of Science and Technology College of Graduate study College Of Computer Science and Information Technology Msc. Computer Science-Software Engineering track Online Msc Application Workflow Management SystemPrepared by: 1. Mohamed zeinalabdeen. 2. Omer Salih Dawood.
  2. 2. Introduction: With evolution of information and Technology (ICT) ,become able to do anything atanywhere and anytime , one important issues that must be taken into account is applicationto study master degree ,this issues traditionally faces many like delay of processingapplication, the application may me lost and so on, to solve these problems we develop newsystem to be online (Online Application Management System). The key idea of system is that the student enter to the system , fill the forms, and sendapplication to admission, the admission receive application and process it, after that theadmission send application to college if the application is good ,the college receive theapplication and reply to admission ,and after that the admission notify the student.Benefits of Online applications:Online applications comprise fully hosted tools that provide great functionality without theneed to install anything on your local PC.Online applications sometimes go by other names such as Software as a Service (SaaS),Managed Services and hosted services.With online applications the functionality and data resides on a server which is accessedover the internet, so you only need an internet connection and a web browser to utilizethem.There are a number of other benefits that makes online applications attractive: No need for local software: Removing the need for installation, maintenance or hosting of hardware and software - All you need is an internet connection and a web browser. Cost for result: Online Applications provide a very high level of functionality and flexibility at the price point Speed of delivery: Using Online Software is akin to having a tool box of functionality to select from, there is no need to develop tools from the ground up Fully developed solutions allow you to concentrate on best practice and business objectives, not technology limitations and tricky code writing Online management: All aspects of the solution are online; website building, customizing and member / events / data management Fully tested: Online software is already proven and operational, therefore a very low risk approach Shortened implementation cycles: Implementation involves customization not development, which takes weeks not months. Low risk implementation: Changes and updates are considerably easier and less expensive.
  3. 3.  Fully hosted (hosing cost included): Hosting fees for all elements (all sites and administration facilities) are included in the quote provided.  Third party license cost included - Use of other technologies such as Microsofts SQL Server and IIS are included in the price.  Software maintenance included - The Online Software is maintained and monitored to ensure that your site is available for the maximum quantity of time.  Upgrades included - Online Software is commonly upgraded to reflect new user requirements. These improvements will be ‘rolled out to your site as appropriate.  Ability to ‘self manage - Online Applications can be managed directly by you, thus avoiding high maintenance fees and charges.[1]System Goals:1. Provide online services for applicants, admission, and college.2. Reduce delay that happens in traditional system and process.3. The system can be used from anywhere and anytime.4. Reduce cost and time that found in traditional system.System Description:There are main four users to the system : 1- Applicant (student) : Who need to apply for master and capable of doing following operation:  Login to system.  Fill form and upload the required documents.  Receive admission Email. 2- Admission:  Login to system.  Verify the application.  Pass application to college.  receive application from college.  Send Email o the student. 3- College :  Login to system.  View application.  Decide about application.  Reply application to college. 4- Administrator :  Login to the system and manage all users and applications.
  4. 4. Tools and Technology :1- Unified Modeling Language (UML) UML is a standardized general-purpose modeling language in the field of softwareengineering. The standard is managed, and was created by, the Object Management Group.UML includes a set of graphic notation techniques to create visual models of software-intensive systems. The Unified Modeling Language (UML) is used to specify, visualize,modify, construct and document the artifacts of an object-oriented software-intensivesystem under development. UML combines techniques from data modeling (entityrelationship diagrams), business modeling (work flows), object modeling, and componentmodeling. UML include two major types of diagrams:1-1 Behavioral diagrams: Behavior diagrams emphasize what must happen in the system being modeled. Sincebehavior diagrams illustrate the behavior of a system, they are used extensively to describethe functionality of software systems, It includes many diagrams and the followingdiagrams few of them: Use case diagram: describes the functionality provided by a system in terms of actors, their goals represented as use cases, and any dependencies among those use cases. The main purpose of a use case diagram is to show what system functions are performed for which actor. Roles of the actors in the system can be depicted. Sequence diagram: shows how objects communicate with each other in terms of a sequence of messages. Also indicates the life spans of objects relative to those messages. Sequence diagrams are sometimes called event diagrams, event scenarios, and timing diagrams. Activity diagrams are graphical representations of workflows of stepwise activities and actions with support for choice, iteration and concurrency. In the Unified Modeling Language, activity diagrams can be used to describe the business and operational step- by-step workflows of components in a system. An activity diagram shows the overall flow of control.2-2 Structural Diagrams: Structure diagrams emphasize the things that must be present in the system beingmodeled. Since structure diagrams represent the structure, they are used extensively indocumenting the software architecture of software systems, It includes many diagrams andthe following diagram one of them:  Class diagram:a class diagram in the Unified Modeling Language (UML) is a type of static structure diagram that describes the structure of a system by showing the systems classes, their attributes, operations(or)methods and the relationships between the classes.[2]
  5. 5. 1- Use Case Diagrams : Student Operations
  6. 6. College Operations
  7. 7. Admission operations
  8. 8. 2- Sequence Diagram: Login Sequence
  9. 9. Student application sequence
  10. 10. Application Process sequence
  11. 11. System Workflow: Workflow Diagram
  12. 12. 3- Class Diagram :class online_application Rejected_reasons Country Area - id: int + country_name: string - a_id: int + Reason: String - country_no: int + Area: string 1 0..1 1..* 0..1 Application - Certificate: int 1 + CV: string College_Decision - Personel_statement: string + Decision: String 0..* - id: int 1..* 1..* 0..* Department User + Dept_Name: string - Email: string Role - Dept_No: int - ID: int - r_id: int 1..* 1..* + name: String + Role: string - User_Type: string 0..* + Login() : void Admission Student + notify student() : void + apply for Msc() : void + Receive application() : void + Receive admission email() : void + Receive College Decision() : void + Send application to College() : void 1 College + Process Application() : void 1..* + Receive application() : void + Reply with Final decision() : void System Class Diagram
  13. 13. 2. Business Process management Tool(BizAgi ): BizAgi is a Business Process Management solution that supports the management inprocess-oriented organizations by allowing the visualization, control, and improvement ofall the processes in real time. Its main application is the management, control, tracking andanalysis of procedures such as processing of insurance claims, approvals of credit requests,and handling of complaints and reclamations. BizAgi offers immediate results. Theprocesses are modeled and implemented in an agile way, no matter its complexity, but theyconserve sufficient flexibility, so that they can be easily modified, according to thechanging requirements of the business.HOW DOES BIZAGI WORK? BizAgi is a solution developed for the organizations oriented to the optimization,automation, and management of business processes. They are organizations with a vision ofprocesses in each of its functional areas, regardless of the amount of areas or departmentsinvolved in the process. Taking into account the agility and flexibility in the optimization,automation, and management that the organizations in the continuous execution of theprocesses currently require. Users : User is defined as someone who interacts with BizAgis web applicationcarrying out activities in processes, or managing business information. Each user has anaccount through which he or she is identified in BizAgi. All the properties defined in theaccount allow or restrict the interaction with the application.
  14. 14. Licenses: BizAgi BPM Suite can be downloaded to use indefinitely without anyobligation. With the Evaluation Version, you will have full access to all the features andcapabilities of our BPM Solution. Entities This function allows the administration of the Parameter Entities in order tomodify, add or disable records. Cases :This function allows the user to reassign activities or abort cases. Theadministrator SHOULD have a valid e-mail address. Password Encryption: This function protects the password used by the user to enterthe database by means of the code password option in the administration module of the webapplication. Asynchronous Work Item Retries: When asynchronous task fail, surpassing thenumber of retries specified by the user, they are stored in the administration console wherethe user can see them and retry them, using the Asynchronous Work Item Retries option. User Pending Request: When there is a blocked account; the user can request theadministrator to unblock it to be able to login to the web application. Authentication Log Query: From this option, the administrator can review the log forauthentication events of every user. To access the log, click on the Admin option in the webapplications Main Menu. Then select the Authentication Log Query requests option. Monitor: In this section of the Web application, the administrator or a user who hasaccess to this page (for further information go to Authorization) can view the distribution ofcases of each of the system users. Business Policies: groups of policies, preconditions and decision tables can bemanaged and modified from the Web application, when necessary. This procedure isfacilitated by the use of the vocabulary which contains well known business terms. Thus,the user does not need to understand technical details. Profiles : From this option, the administrator can add or delete users from the followingitems: Position Role
  15. 15. Skill User group Organization Manage Default Assignation: User In this section of the Web application, theadministrator or a user who has access to this page (for further information go toAuthorization) can select a user for case assignment when none of the assignment rules ismet. Localization Resources: BizAgi can be displayed in the Work Portal (or UserInterface) in any desired language. It is also possible to define more than one language andallow the final user to choose which language he/she desires their application to bedisplayed.Analysis Reports: Process and Task Analytics: BizAgi provides organizations with management indicators that are fully comprehensiveand easy to interpret based on accurate, real time business information, allowing processowners to make agile flow adjustments and better, more efficient decisions to optimize theperformance of business processes. In order to display accurate information in all theoptions in this module, it is necessary to define not only the duration of the tasks, but alsothe process estimated duration (and preferably lower and upper limits) in the processesproperties.As a tool for continuous processes improvement, BizAgi provides a set of indicators thatshow the current status of ongoing cases and activities in the system, Business ActivityMonitoring or BAM, and the performance that the different processes have had, Analytics.Entering the Analysis Reports menu from the web application, BizAgi provides fourindicator groups: Process Analytics :Presents summaries of the cases and activities that are currently closed. Task Analytics :Presents information of closed activities that belong to closed cases.
  16. 16. Process BAM :Provides information on the current status of ongoing cases. Task BAM :Provides information on the current status of ongoing activities. Sensor Analytics :Provides information of the phases (or paths) defined by the user.Process Analytics :These indicators present summaries of the cases and activities that are currently closed. Theuser can choose to filter by Process or any of the Dimensions previously defined. ProcessAnalytics is divided into four sections: Cycle Time, Duration Histogram, Process Activityand Activation Ranking.Cycle Time :The chart shows a summary that contains the number of closed cases for the chosenprocess, average duration, expected duration, standard deviation and number of casescompleted on time. At the bottom of the screen, there is a time filter that applies to thetermination date of the cases. Completed cases DO NOT include aborted cases. The chartcompares the average time duration against the expected duration. The graph on the right,Case Status, shows closed cases divided into two groups: On time and overdue.
  17. 17. Duration Histogram :This chart shows how many days closed cases have taken to complete. The vertical dashedline separates on time cases from overdue cases. The time filter applies to the terminationdate of the cases.
  18. 18. Process Activity :This tab shows a summary that contains the number of cases created (Open), the number ofcompletions (Closed) and the number of aborted cases during the date range selected, alongwith an effective value (Effectiveness) obtained from the ratio of closed over created. TheProcess Activity chart compares initiated cases, closed cases and aborted cases in theselected date range. The Trend graph shows the number of activations of the process in theselected date range. Activation Ranking :A bar graph shows all processes ordered by the number of activations each one has had, inthe selected date range .
  19. 19. Task Analytics :This menu presents information of closed activities that belong to closed cases (notincluding aborted cases). Activities can be filtered by process version and User dimensions.It has just one section: Cycle Time. Cycle time Shows the process flow for the selectedprocess, displaying for each task the number of manual activities completed divided intotwo groups: On time and delayed. The two measures are shown by a small pie-chart on thetask. When the task has uncompleted activities the task will show a pie chart with itsinformation. These activities do not include aborted cases. By clicking on any given task asmall window displays a summary of the relevant measures: Average duration, Expectedduration, (number of activities) Closed on time, (number of activities) Closed overdue andCases count (number of cases that successfully passed the task).At the bottom of the diagram there is a list, hidden by default, that displays all the manualtasks, indicating for each one the expected duration, average duration, number of activitiesclosed on time, number of activities closed overdue and total number of cases that wentthrough. Click on any given task to display the diagram. The columns can be reordered bydragging each heading.
  20. 20. BizAgi also offers the possibility to show the most frequented paths in a specific process.This option allows the user to identify the bussiness cases in the process thatare more common and make decisions based on these statistics. As an example, we aregoing to use the Vacation Leave Request process. The manager of the Human Resourcesarea should expect that most of the requests are indeed approved. In order to analize that, inthe same Task Analytics option, he should check the option show frequent paths thatappears only if some cases have been closed for this process (not aborted).Once checked, BizAgi will identify and show the most common paths in the process. Itcalculates the percentage of closed cases that went through an specific path among all theclosed cases for the process (not aborted cases). In the example, the user can verify that80% of the cases have passed through the highlighted path (approved and update payrollsystem). The user can deduct from this result that almost all the request for vacations havebeen approved (as expected), but there is a problem with the update payroll system becausemost of the requests have to be done manually and not through the automatic task.
  21. 21. The user can also verify which other paths have been used frequently and get thepercentage of use. BizAgi will highlight each one of the other paths as well. In the imagebelow, the user can verify that only 10% of the cases were not approved.Cases Details :Click on any part of the chart to display a list of all the cases relating to that part. This listcan be exported to Excel by clicking on the link at the bottom of the screen (marked by thenumber 3 in the image below).
  22. 22. 1. Click on the case number to enter the case.2. Click in the View column to see the state of case within the process and its trail.Save Report :Process Analytics and Task Analytics include a "Save Query" button.This feature will save queries that will be available on the left panel in the "AnalysisQueries" section for further analysis and decision making.Saved queries are visible only for the user that creates them. [3]
  23. 23. References: 1- 2- 3-