File Tracking Software Version 1.1.0 Release 2008

1. File Tracking SoftwareVersion 1.1.0Release 2008 For Vigilance Department, Bihar

2. Objectives ::: • Every urgent paper under receipt is given proper honour as a document in administrative priorities • Periodical tracking of official paper after endorsement so that failure / loss is at a bare minimum • Accountability per document so that proper discharge is assured • Instant appreciation of the status of a document

3. Modules Hierarchy 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

4. Database Applications MS Access Database Server Database Creation Data Entry Data Search Data Porting

5. Database Creation (MS Access) • 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.

6. Data Porting (New Features) • There is no need to add different fields for different languages. The original database can be easily converted to other database. • The database can be easily ported to any other database without any modification. • 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.

7. User Interface

8. Login Screen • 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.

9. 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.

10. Letter Receiving Section

11. 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.

12. Dairy Entry Section

13. 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.

14. Draft Entry Section

15. Old Data Entry Section • 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.

16. Old Data Entry Section

17. File Tracking Section 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.

18. File Tracking Section

19. Advance Search Section 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.

20. Advance Search Section

21. User Administration Module

22. Employee Details Entry Section 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.

23. Employee Details Entry Section

24. Manage User Account Section 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.

25. Manage User Account Section

26. MIS Report

27. Letter Section Report

28. Diary Section Report

29. Feature of the Software 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. 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.

30. Thank You For your Valuable Time