10-06-2017, 07:11 AM
Cross-Department Government Document Work Flow Management Tracking System
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Functional Overview
Problem Statement
It s very difficult to track a file s position in a Government Office. One of the obvious reasons is huge quantity of files and their approvals and process are linked up with various departments, so one could not know where exactly the file is and when its process is going to be finished.
The customers of Government Offices will always be in dilemma whether their file is going to make it or not and most of the times they loose faith in the existing system of the Government offices. This makes them to switch to the private sector, even then few processes have to be taken care by the Government Offices which is unavoidable.
Proposed Solution
The problem can be easily streamlined using an application called Document Tracking System. This application will work using a Bar Code Reader. All the files in the concerned department should be allotted a bar code and the bar-code refers to all the details of the file, such as on whose name the file is on and for what purpose the file is submitted and submitted date.
When the corresponding file is sent to a particular department, at every phase the government employee, once he receives the file he has to accept the file by scanning it, once the file is scanned all the details of the file plus in which department it is now, current status, proposed release date to the next department will be sent to the centralized database.