Monitoring compliances within any organization is a complex task by itself and becomes a headache for any management. Users have to be pushed, reminded, and pursued again and again to get a particular task done. This task becomes more complex when you have multiple organizations and large number of users spread across different locations. Many times a statutory authority or top manager points out a particular non compliance or non compliance gets revealed after incurring loss. Initially we searched for a ready made product but to our surprise no product was available to suit all our requirements and hence it was decided to develop the product on our own. Designing the process flow was obviously the first step and as the project went ahead its complexity increased considering user right management, size of database, ease of use, combination of document management, dynamic reporting.
[...] Even Managers can just view the task performed by his subordinate and in case of any error in entry, he has to communicate to the concerned user to get that error corrected. This has been done with a view that even managers won't be able to alter any data with possible motive of improving performance of their department without the knowledge of respective Page 8 of 12 user. In our present case organisations categories and 48 users gives rise to more than 95000 possible permutations and combinations 3.13 Year End Procedure Software being in initial phase and with experience of only one financial year end, separate menu is not yet designed to create new financial year. [...]
[...] After the basic design of forms was complete, review was taken in respect of each field on the form with specific consideration for the following : Controls required for that field so that user errors are minimised Logical flow of the fields Ease of use to the user so that entering the data does not become a task in itself Minimum entry fields At times there were conflicts between the programmer and functional analyst. These conflicts were resolved by explaining the requirement and accommodating views of each other. [...]
[...] Database related to scanned document can be given a size limit by the administrative user. After the size limit is crossed, new database is created. This has achieved following advantages Time required in retrieving images reduced significantly Chances of corruption of database due to oversize minimised After certain years, old data can be removed without need of any separate split procedure However a small error in testing this cut off module could have resulted in significant kayos later on which is worth mentioning. [...]
[...] As the number of organisations in a group increases, number of employees also increase and monitoring these responsibilities becomes a task in itself In our relevant case study, we have chalked down 73 crucial compliances categorised into 39 categories applicable to 51 organisations within the group. As frequency of performance of these responsibilities varies like daily, monthly, quarterly, yearly, these combinations give rise to more than 25000 possibilities. However each organisation differs in its constitution and hence all responsibilities may not be applicable to them. [...]
[...] Main reasons of associating document management with task monitoring was : Most of the documents are in physical form Storage locations are different such as physical files, computer files Quick retrieval of documents is not possible when needed Computer files are susceptible to duplication and storage on multiple computers with different versions, making it difficult to get the right file when required Chances of corruption and destruction of files Difficult to monitor back up of various storage locations Hence it was decided that working / final files (computer files or scanned copies of physical documents) associated with each task will be uploaded in the system. [...]
APA Style reference
For your bibliographyOnline reading
with our online readerContent validated
by our reading committee
