Harshil-Modi/secretary-utility-tools

Secretary Utility Tools

A system focused on problems faced by residents and their guests in society.

Contents

• Problem
• Proposed Solution
• Implementation
  • Data Flow Diagram
  • Use Case Diagram
  • Data Dictionary
  • Entity Realationship Diagram
  • Technologies Used
• Screenshots
• Features
• Limitations Of Implemented System
• System Enhancement

Problem

The current system work through notice board. The resident has to goto to the place where the notice board is placed. There can be more than one notices at a time. It is possible that notices are put without any sort of order. It can be a exhausting work for some residents to go through all notices and find the most relevant from their busy schedule.

A possible solution is to use messaging application like WhatsApp, Telegram, etc. However, the problem with this solution is that the single group will contain information about the meetings, annoucements, maintenance, etc. So residents has to go through all messages. With this soltution it is not possible to get reminder for meetings, or maintenance due, except reminding by posting a message.

Proposed Solution

To over come the problem described above, there can be a computerized system which is specifically designed for this purpose; where residents can notified for new annoucements, reminded for upcoming meetings and due maintenance.

Implementation

Data Flow Diagram

DFD Level 0

DFD Level 1

Use Case Diagram

Data Dictionary

Admins

Admins table is used to store information about Secretaries.

Field Name	Data Type	Size	Constraint
AdminId	Integer		Primary Key, Auto Increment
AdminName	Varchar	50	Not Null
AdminEmailid	Varchar	255	Not Null
AdminPassword	Varchar	32	Not Null
AdminMobileNumber	Varchar	13	Not Null
AdminGender	Varchar	6	Not Null
AdminProfilePicture	Varchar	100
AdminSocietyName	Varchar	70	Not Null
AdminSocietyAddress	Varchar	255	Not Null
AdminSociertyPincode	Varchar	6	Not Null

Users

Users table stores information of Flat-Holders.

Field Name	Data Type	Size	Constraint
UserId	Integer		Primary Key, Auto Increment
UserName	Varchar	40	Not Null
UserEmailid	Varchar	255	Not Null
UserPassword	Varchar	32	Not Null
UserMobile	Integer		Not Null
UserGender	Varchar	6	Not Null
UserProfilePicture	Varchar	100
UserAdminId	Integer	9	Reference Admins-AdminId

GuestUser

GuestUser table used to store guest user’s information.

Field Name	Data Type	Size	Constraint
GUId	Integer		Primary Key, Auto Increment
GUName	Varchar	50	Not Null
GUEmailId	Varchar	255	Not Null
GUPassword	Varchar	32	Not Null
GUAdminId	Integer		Reference Admins-AdminID

Meetings

All the meetings are stored in Meetings table. Used by Secretary and Flat-Holders. A meeting is added by Secretary.

Field Name	Data Type	Size	Constraint
MeetingId	Integer	9	Primary Key, Auto Increment
MeetingTitle	Varchar	70
MeetingMessage	Varchar	255	Not Null
MeetingAddress	Varchar	255
MeetingDate	Date		Not Null
MeetingTime	Time	6	Not Null
MeetingAdminId	Integer	9	Reference Admins-AdminId

ServiceProviders

ServiceProviders table stores information about services like carpenter, electrician etc.

Field Name	Data Type	Size	Constraint
SPId	Integer	11	Primary Key, Auto Increment
SPType	Char	15	Not Null
SPName	Varchar	40
SPContactNumber	Integer	13	Not Null
SPAdminId	Integer	11	Reference Admins-AdminId

Complaints

All the complaints are stored in Complaints table. Flat-Holder can complaint and Secretary see it.

Field Name	Data Type	Size	Constraint
ComplaintId	Integer	11	Primary Key, Auto Increment
ComplaintTitle	Varchar	70	Not Null
ComplaintMessage	Varchar	255	Not Null
ComplaintImage	Varchar
ComplaintTime	Time		Not Null
ComplaintDate	Date		Not Null
ComplaintRead	Char	1	Default n; values(y, n)
ComplaintUserId	Integer	11	Reference Users-UserId
ComplaintApartmentId	Integer	11	Reference Apartments-ApartmentId

Announcements

All the announcements that are published by secretary can be stored in Announcements table.

Field Name	Data Type	Size	Constraint
AnnouncementId	Integer	9	Primary Key, Auto Increment
AnnouncementTitle	Varchar	50
AnnouncementMessage	Varchar	255	Not Null
AnnouncementDate	Date		Not Null, Current date
AnnouncementTime	Time		Not Null, Current time
AnnouncementImage	Varchar		Path
AnnouncementImportant	Char	1	Default n, Values(y, n)
AnnouncementAdminId	Integer	9	Reference Admins-AdminId
AnnouncementApartmentId	Integer	11	Reference Apartments-ApartmentId

Maintenances

Maintenance Records are stored in Maintenances table.

Field Name	Data Type	Size	Constraint
MaintenanceId	Integer	11	Primary Key, Auto Increment
MaintenanceDescription	Varchar	255
MaintenancePostedDate	Varchar	20	Not Null
MaintenanceMonth	Varchar	9	Not Null
MaintenanceYear	Varchar	4	Not Null
MaintenanceDueDate	Varchar	20	Not Null
MaintenanceAmount	Integer	4,2	Not Null
MaintenanceAdminId	Integer	11	Reference Admin-AdminId

RoadMaps

Details about the Roadmap of the society is stored in Roadmaps table.

Field Name	Data Type	Size	Constraint
RoadMapId	Integer	11	Primary Key, Auto Increment
RoadMapImage	Varchar		Not Null
RoadMapAdminId	Integer	11	Reference Admins-AdminId

Entity Realationship Diagram

Technologies Used

• Android Studio
• ASP.Net with C#
• HTML, CSS, JS, jQuery
• Boostrap theme Infinio

Screenshots

Secretary's Portal

Registration

Login

Dashboard Home

Announcement Add

Announcement View

Flat-Holders Add

Flat-Holders View

Maintenance Add

Maintenance View

Meeting Add

Meeting View

Services

Complaints

Roadmap

Guest Users View

Profile View

Profile Edit

Resident

Login

Forgot Password

Home Screen

Navigation Drawer

Announcements

Maintenance

Meetings

Complaints

Flat-Holders

Services

Service Provider

Settings

Profile

Profile Edit

Change Password

Guest User

Registration

Login

Forgot Password

Home Screen

Flat-Holders

Secretary Details

Society Details

Settings

Profile

Profile Edit

Change Password

Features

Features are divided into two categories: Features used by Secretary and Residents and Features used by Secretary, Residents and Guest Users.

Secretary interacts with all the features through webapp.

Features used by Secretary and Residents

Annoucements

A feature which is designed for general annoucements (i.e. Holi Celebration, Update on last meeting's agenda, etc.).

Meeting

Meeting feature allows secretary to add new meetings, and the residents can get notified for upcoming meetings.

Maintenance

A feature which is used for adding and maintaing the records of maintenance.

Services

A feature which contains contact information about the services providers in the apartments. The services like Milkman, Electrician, Carpenter, etc. This feature is very useful for new residents.

Complaint

Residents can add problems they are facing in the apartment and report it to the Secretary.

Features used by Secretary, Residents and Guest Users

Flatholders

This feature is to displays the name and apartment number of other residents in their society.

Roadmap

This features shows the map of the society. This feature is useful to new residents and guests of residents.

Limitations Of Implemented System

• Requires active connection to the server, even for previously fetched data.
• Database is not a realtime database.
• Data are not encrypted.
• Residents are not notified for upcoming meetings.

System Enhancement

• Overcoming the above limitations
• Maintenance due notification
• Com

Note: Flat-holders means Residents and Admins means Secretaries