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