case ctrl n e w
TRANSCRIPT
PROPOSAL ON
TASK MODULE Task Assignment Task Planning Task Monitoring Reporting
Prepared by Sherine & Chung YeekNovember 2007
SECURITY CONTROL
MD / Administrator
HOD 2HOD 1 HOD 4HOD 3
Staff Staff Staff Staff Staff Staff Staff Staff
Group 1 Group 2 Group 3
SECURITY CONTROL User security is by hierarchical structure. There are no limit for user
level. 3 level for system user:-
Administrator - Have full control & authority in the system Super user – Allow to create normal user, create & assign
case/task Normal user – Only allow to update status of each stage of the
case that was assigned to them Top level user can view all lower level user’s cases under him/her,
but lower level user can’t view his/her top & same level user (similar to MLM).
Super user/HOD under same group can view all the cases assigned to the group.
All users can be grouped by group (for filtering purpose), e.g. :- By locations: HQ, Melaka, Ipoh & BP By services: Audit, Tax, Accounting, etc.
1 user ID can has few users, e.g. 2 typist can share 1 user ID called ‘Typist’. System will record the user ID & the computer name for system audit purpose.
FLOW
Case Service Stage
Administrator create case
HOD assigns PICs PICs update stages
CASECase no.
Company/Client name
Priority
Select
FYE
Classification
No. Service Service PIC
Notify date
Add Delete Update
(High, Medium, Low)
Remarks
CASE User is free to create & define the services & stages. Stages
are define under services. Each time create cases, allocate a unique case no. & select
the service(s) going to involve. Case no. is unique & auto generated by system. Person who creates the case will select whom to be notified
(user that grouped under the selected service, e.g. HOD) & the notify date. System will notify the service PIC based on the notify date via email & prompt them when login to the system.
SERVICE
ADD NEW SERVICE
Service
Add StageStage 1 days used
Stage 2 days used
EDIT SERVICE
No. Service Edit Delete
Add Service
SERVICECase no.
Company/Client name
Service PIC
Service start date Service complete date
Service Status
Service dateline Priority
Add
Stage 1 days used
Stage 2 days used
PIC
PIC
File no.
Page continue…
SERVICE
Remarks
Add Delete Update
Complete
Service 1
3 1
1/11
4/11
5/11
S1
2
7/11
S2
4
S3
4
11/11
15/11
2
S4
2
S5
17/11
19/11
Start
Expected S1 complete
date
Expected case
complete date
Actual case complete
date
SERVICE 3 level of status for each stage:-
Assigned: Stage assigned to stage PIC but PIC has yet to commence work.
WIP: Stage PIC has commenced work. Completed: Stage has acknowledged completed by PIC.
Once the last stage of the service is completed, the system will auto set the status to “Completed”.
The service PIC need to assign PIC & set the expected days used for each stage. System will auto set the stage dateline.
Service dateline will based on final stage dateline. System will notify the stage PIC based on the assign date via
email & prompt them when login to the system.
TIME LINE
Service 1
3 1
1/11
4/11
5/11
S1
2
7/11
S2
4
S3
4
11/11
15/11
2
S4
2
S5
17/11
19/11
Start
Expected S1 complete
date
Expected case
complete date
Actual case complete
date
TIME LINE Time line use to represent service status for each single case. Assign date & start date is different, dateline is based on expected
days used, count from start date. Once pass the expected complete days or the dateline, system will
use red colour block to indicate over due. Time line will increase 1 block based on the current date. 1 day = 1 block; 30 blocks = 1 month block; 12 month blocks = 1 year block.
System will change the stage block to grey colour once the stage acknowledged completed.
Time line will show under case. If the case only involve 1 service, system will show 1 time line. If the case involve 2 services, system will show 2 different time line.
Time line will also show under each service. When user click on the stage on the time line, system will direct user to the specific case service stage status.
When mouse roll over the stage, system will show how many days have been used.
Under stage, time line can only be viewed.
STAGE
ADD NEW STAGE
Add StageStage
EDIT STAGE
No. Stage Edit Delete
STAGECase no.
Company/Client name
Service
Stage status
Stage start date
Case start date
Stage end date
Case dateline
No. Date Remarks
Add Delete Update
Complete
Service PIC
Stage PIC
File no.
Stage dateline
STAGE 2 types of stage:-
Continuous Once service PIC assigned to stage PIC, stage status will show
“assigned”. Stage 1 PIC need to click “Commence work”, and system will take the
current date as service start date. Once stage 1 completed, the following stage will show “WIP”, until stage
completed. Start date of the following stage is based on previous stage end date.
Defined Once service PIC assigned to stage PIC, stage status will show
“assigned”. Every stage PIC will need to click “Commence work” on assign date, and
system will take the current date as service start date. start date is based on user defined.
Remark date will based on the current date when remark being created. Stage PIC allows to add, update & delete the remark, but not the remark create
date. Once the stage completed:-
Stage PIC require to click “Complete” button to notify the system this stage has been completed. System will take the current date as completion date.
System will auto notify the PIC of next stage until all the stages completed. No amendment can be made after completion of the stage.
Administrator or super user are allow to change each stage PIC, regardless the stage status.
USER INTERFACE
Status No. of Cases
Assigned
WIP
Overdue
User dd/mm/yy (current date)
No. Case No.
Company Services Stage Status Priority Dateline
High
Medium
Low
ReportingFilter:-
By group By user By services By status By due date By priority
1. Department task report Number of task in individual dept Number of task rushing for dateline
2. Task summary report Task completed on time Task past dateline WIP report