14-08-2012, 10:06 AM
online On-Request courses coordination System (ORS)
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ABSTRACT
This project is aimed at developing an online on-request courses coordination system that is of importance to an Information Technology organization, which has a training department of its own. The online On-Request courses coordination System (ORS) is an Intranet based application that can be accessed throughout the organization or a specified group/Dept. This system can be used to automate the workflow of the requests that come from various departments for project specific trainings and their approvals. The training department has to cater to the training of the fresh recruits. It has a regular calendar and schedule to train the Freshers. In addition to this it has to handle the project specific training requests coming from various departments. For this the department has appointed one person as the on-request coordinator, who will be able to service the requests with help of ORS. The whole process starting from logging the request by a dept to servicing the request is automated. There are features like logging the request, to check the existing training calendar and checking the availability of respective faculties for the course, allocating the faculty for the course, if an internal faculty is not free during that period getting faculties from outside, report generators etc in this system.
Scope:
The intranet based system aids the department representatives of the organization to make the requests for the training schedules and get the request serviced with minimal manual involvement
Drawbacks of Existing System
As the existing system of servicing the requests for trainings coming from various departments of an organization is entirely manual in nature, it is a troublesome and time consuming task to schedule the trainings, allocate the faculties, arrangements of external faculties, merging of the ongoing trainings with a new one wherein the former started recently, etc. It is difficult to track the availability of the external faculties in the event of an internal faculty being unavailable. The manual procedure is more prone to the errors. Other problems include more manpower and recovery of lost data which was stored in manual files, etc.
Proposed System:
An Information Technology organization has a training department of its own. The main job of the training department is to train the fresh recruits. It has a regular calendar and schedule to train the Freshers. In addition to this it has to handle the project specific training requests coming from various departments in the organization. To handle the on-request courses the department has appointed one person as the on-request coordinator, who takes care of servicing the requests. He/she has to collect the requests from various departments. Then he/she will check in the existing fresher training calendar whether a similar course is scheduled there in the given dates. If not he/she has to schedule it looking at the availability of faculties. If none of the internal faculties are free at that time, then he/she has to take the approval of the concerned department to get a faculty from outside.
A person from any department should be able to
Login to the system through the first page of the application using the guest login
Enter the details of the course required in the form available. This form also captures the details like, name of the course, number of days, number participants, and background of the participants, dates on which the course needs to be conducted, mail id and name of the requestor. In addition, this form also takes a confirmation from the department whether it is ready to go for external faculties if none of the internal faculties are free. If a department accepts this then it has bear the cost to be paid to the external faculty.
If any fresher level course with the same course contents is scheduled during the same time he/she will be shown with details of those courses
He/She can opt to send his team for this course or if his/her request is very specific then he/she can submit his/her request.
Withdraw his/her course request (which has not been serviced yet)
Cancel his/her course request (which has been already been planned).
Get help about the system on how to use the different features of the system
As soon as a course request /withdrawal /cancellation is made by the person, an automatic email should be sent to the on-request coordinator giving details about the course request
The on-request coordinator has to log on to ORS using the admin id and check the list of courses that are to be serviced. Then he/she has to check the availability of faculties who can handle the specific course during the requested period. If a faculty is free during the period then he/she can be allocated to the course and a mail is sent to the faculty as well as the requestor regarding the course schedule. The status of the course is now set to “planned”. Once course is delivered to the required dept then the status is set to “serviced”
If none of the faculties are free during the period and if the department is willing, then the on-request coordinator can go ahead and arrange for external faculty.