5 HUGE BENEFITS OF ONLINE PROJECT MANAGEMENT SOFTWARE

In our previous posts, we discussed project management software thoroughly and today we are going to discuss its top features and advantages that make any business well organised and more efficient.

But before discussing its features let's have a quick look on what is project management software??
Project management software helps an organisation to plan, organise and manage the data or information so that the project will execute efficiently.

We will discuss these key benefits of project management software one by one. Let's have a look upon these advantages:

1. ACCESSIBILITY
   
   By using Project management system which is a collaborated system we can highly reduce certain barriers which slowly and steadily keep reducing the efficiency of our project. These barriers could be time, space and geographical barriers.
   
   Because of these barriers the user becomes limited to access his/her project with in certain limits. But with project management system it becomes a great advantage that professional access the project anywhere.
   
2. FLEXIBILITY
   
   Project management software is highly flexible in terms of its features and characteristics. Cloud based collaboration and project management systems are designed in such a way that they can efficiently evolve with an organisation's need.
   
   There is no need to determine that actually how many software licences should be buy
   
3. INTEGRATION
   Project management software is highly integrated in nature. This feature of project management tool makes it highly beneficial and efficient as well. Due to this characteristic, Project management system gets easily integrated with other products and applications like google docs, Zendesk etc and thus makes it is more efficient.
   
4. PROJECT TRACKING
   
   Project management system also allows us to track various project and thus enables us to see the overall progress f a particular project at any point of the instance. This greatly helps the project manager that whether the employees are doing their job efficiently or not.
   
   On the same time, it is also beneficial for the employees as they can easily send the status of project progress to their project manager. Also, it eliminates the need for individual status updates, emails.
   
5. COMMUNICATION WITH CLIENT
   
   As we know there are a number of project management software or tools are present online so some of them also have a benefit of providing high-level communication between client and service provider.
   
   Many companies provides their client username and password so that they can efficiently access to their project files as per their requirements.

LET'S EXPLORE FILE MANAGEMENT SYSTEM!!

Before discussing File Management System deeply let us first understand what actually file management system is ???

A File Management System is a system or software that aims at managing various data files in the computer system.Or we can say that FMS is an application that enables us to track the movement of any file right from its creation till its deletion.

File Management System is actually designed to manage individual or group files, for example, students information in school or patients information in any hospital. It has comprised simple and limited capabilities.

Sometimes many people got confused about file system and database management system but these terms have entirely different meaning where file system means to manage all types of files and data in operating system and database management system refers to the systematic way to create, update, and manipulate data.

FEATURES OF FILE MANAGEMENT SYSTEM

• It aims at performing various file operations such as the creation of the file, modification, update retrieval, and deletion.
• In order to track various stages of processing, owner and process tracking is also there.
• Generation of reports
• Notes
• Status.

There is a number of benefits of file management system present in everyday's life. Whether these benefits are related to time, cost or efficiency. Let us take a look on these benefits.

• Retrieval of file or any other data becomes easy and efficient
• Reduced misfiles.
• Reduced human resource needed for managing various files and documents.
• Reduction in office space in order to keep files and documents safe.
• An unauthorized person can not able to access secure files
• Improved service to the client or public as if the ask for a particular record says XYZ, So the service provider can able to provide him/her, the required document in an instance without any delay.

As we all know that the operating system provides its own file management system, but this file management system lacks in features. Therefore, we can buy our own separate file system which would not only rich in features but also exhibit various inbuilt features like superb backup procedures and many more.

MODULES OF FILE MANAGEMENT SYSTEM(FMS)
There are 3 modules of File Management System(FMS)  present:

Receipt Management System

Receipt management system is to manage the receipts which are received by a particular department, organisation or institute.
 various operation that can be performed on a receipt.

• Create receipt
• Edit receipt
• Merge/Unmerge receipt
• Search Receipt

File Management System
File Management system is to create a file and keep track of it. Various operations which can be performed on a file management system.,

• Create Main File
• Edit Main File 
• Search File
• File Movement
• Merge/Unmerge File

Administration Management
An admin is one who have full right to manage users and their respective account, their roles, designation and passwords.
Various operations an administrator can perform:

• Manage Division
• Manage Roles        
• Manage Passwords
• Manage Designation.    
  

In next post, we will discuss file management tools present online, till then keep visiting.
https://www.scopidea.com/
                                                                                                                                             

                    

TOP FREE DOCUMENT MANAGEMENT TOOLS AVAILABLE ONLINE!!

In early posts, we had a talk about document management system many times but this post is regarding free document management tools. But before discussing free document management tools let us have a review on document management system.

Document management system or document management software is a set of computer programs which is used to track, store and manage digital document. Document management system is something that reduces paperwork to a great extent.

There are a number of free document management tools available online. Each and every free document management tool has their own features, characteristics, and attributes. Let us discuss these document management tool one by one.

OPEN KM(Knowledge management)
OPEN KM is one from top free document management tools available online. OPEN KM is best suited for small to medium business. This free document management tool can easily be access on the mobile as well as dekstop.

FEATURES

• PDF Conversion
• API availability
• User controls
• integration with Microsoft office & Microsoft outlook.
• Document check-in/check out
• image editing

Kordil EDMS(Electronic document management software)

Kordil EDMS is a powerful and user friendly free document management tool.  By using kordil EDMS we can easily manage daily progress reports, daily information flow for a particular business and many other digital data or documents.

This fast, efficient, powerful and reliable document management system is best suited for small to medium organisations or companies.Its access platforms are online and on premise. 

FEATURES

• Custom user interface
• customizable functionality
• Version tracking
• Automated version control.
• CAD drawing management. 

FILE DEPOT

File depot is also an open source document management system . Client participation is thoroughly there in order to evolve various development tools as well as applications. It is also best suited for small to medium business.

by using this document management tool we can easily share document by creating a healthy collaborative environment.One should really need to deploy file depot who is still using the facility of shared drive in order to retain commonly access document.

FEATURES

• PDF Conversion
• Document tagging
• integration with Microsoft Outllook
• Automated version control

DREAM TEAM DOCUMENT MANAGER

If you really want a sophiticated, efficient and rich interaction with document you should really go for this online document management tool.
It makes robust document management easier in comparison with managing files on dekstop. Dream team document management is also rich in features and advantages.

FEATURES

• Real time updates
• Integration with Microsoft office and Microsoft Outlook
• Document tagging and assembly
• Records management 

Bit-farm Archiv DOCUMENT MANAGEMENT SYSTEM

Bit-farm archiv document management system is an open source document management and enterprize content management system easily available online. This free document management system is best suited for small to medium business as well as large enterprises.

FEATURES

• Integration with microsoft office and windows explorer
• Webservice interface
• Customizable fields
• Document tagging
• Record Management.

These above dicussed are some of the free document management tools widely used in IT organisations and enterprize businesses. but there are also many other document management systems efficiently rich in features and advantages which we will discuss in our next posts. Till then keep visiting on https://www.scopidea.com/

Document Management System

As in daily life, you have a lot of important documents like passport, ID, salary slips, Electricity bills etc, which you need to keep safe and carefully, similarly you have to manage important document on your mobile, laptop or desktop also. Now the question arises how can we manage these kinds of documents within the system,

So I must tell you that the answer of this question is quite easy and moreover very interesting, Actually we have a system which is not only used to track your important documents but can be also used to manage and store them. And this system is called as DOCUMENT MANAGEMENT SYSTEM.

Document management system is very efficient in its working and implementation. Document management system reduces paperwork to a great extent as we can digitally manage the required documents easily without having any trouble.

If we talk about some key features of document management system. so these are:

• There is a continuous facility of check-in/checkout  and locking is available in this system which provides a superb coordination of simultaneous editing of the content. Its resultant advantage is that users never get confused and one person's edition does not overwrite other's.

• Annotation and stamp facility is also there.

• During any release of a document, in a case of any error, the user can easily roll back, the same solution is also there for any premature release.

• Facility of "version control" is also there, so that one can easily judge that how the document came to be and how it came before???

LET US NOW DISCUSS SOME OF THE MAIN CAPABILITIES OF DOCUMENT MANAGEMENT SYSTEM BRIEFLY

1. METADATA Metadata is actually important information about any particular data. Sometimes the database management system(DMS) itself extracts the information regarding the document and sometimes it prompts the user to add some metadata.
   
   Metadata actually contains information like the date and time on which the document will be stored, Identity of the user who is storing the document in the system, a purpose of the data, file size and many more.

1. VALIDATION
   DMS is capable of having visual validation registration number and other important information like missing signatures, document failures, misspelled names etc.
2. INDEXING
   Indexing refers to the way of tracking electronic documents. In data management system indexing is so simple as if you are keeping track of individual document identifier.Index topology is the critically important area in DMS as it involves rapid retrieval of the required document.
   
    
3. STORAGE
   DMS is capable of storing a number of electronic documents whether they are images, audio or any sort of video. It is able to manage and store the documents in the hierarchy which really reduces the complexity of storage and tracking to a great extent.
4. SECURITY
   As we are talking about storing and managing important documents so security is the most important concern, but in document management system u really need not think about security as document management system is high secured. 
   
   PDF creation means document marked at the time of printing, is an important element in DMS that exclude the chances of unintended use.
5. SEARCHING
   In DMS document can be easily searched without having any delay. They can be efficiently searched by document content and various other attributes.

For more info kindly visit:
 https://www.scopidea.com/document-management-system

DEFECT TRACKING SYSTEM….. a system to be trust upon!!!!

      

  As the name suggests this tracking system is used for defect tracking, as far as defect tracking is concerned, it is a process of tracking the logged defects/bugs/issues from the  beginning till the end thoroughly by the testing, customer’s feedback or by inspection.

   It is really important in software engineering as complex software system typically consists of a number of errors/defects/issues or bugs managing, evaluating and prioritizing these defects is a difficult task. There are various defect/bug tracking system already existing methods like Redmine, Bugzilla etc. which doesn’t stands on the points specified for the defect tracker.

   The Defect Tracking System (DTS) is an application that works using web. This system can be used to determine the defects in an application/module, assigning defects to developer to resolve them.

Allow me to discuss some features of defect tracking system with detail:

        FEATURES OF DEFECT TRACKING SYSTEM:

v  Easy and efficient interface

In defect tracking system tree hierarchy helps you to navigate to your workspace. Switch between files easily and efficiently.

v  Highly customizable

Provides 8 types of custom fields, customizable query, customizable issue type, customizable workflow and, customizable notification and so on.

v  Flexible workflow

Define work flow states and transition between the states. Define access permission for workflow transitions and field rule for each transition.

v  Powerful query: query is saved for accessing instantly and the complex one is resolved using the logic operators.

v  Automatic email notification

Automatic notification on issue creates and update. Also supports SMTP protocol and mail server integration.

v  Security and access permission

It supports HTTPS protocol. Also trace the detail of all activities by issue history.  Also provides Project Security Management and workflow transition permission.

v  Record database

This record database allows you to record all issues and to store important details related to issue. A good record database will allow the user to go and edit them if required.

MODULES OF DEFECT TRACKING SYSTEM

v  AUTHENTICATE USER

                The defect tracking system firsts activates the logic form. Here the user enters the username and password and our system starts the authentication process in which the given entries are matched with the existing entries. If the entries match then it shows you main page otherwise signifies you as an invalid user.

v  PRODUCTS

ü  List of products

ü  Product versions

ü  Product users

v  DEFECT DETAILS

ü  Defect history

ü  Defect assignee

ü  Defect attachments

v  ADMIN

v  VIEW  

v  SEARCH

v  LOGOUT

  

Key Quality of Project Management

When you purchase any product from the market, then you should check its quality. For providing better quality product to customers, managers focus on the quality of Project Management. The quality of project management considers all processes and activities for achieving the good quality of products.

    In project management quality,  the manager can manage different numbers of projects. Here, five quality of project management discuss below:

1. Tactics:

When you and your family plan for going to vacation, that time you make some tactics for the tour. First, you can calculate the total cost expenditure during the trip, book tickets and accommodations and then you pack you luggage according to the climate of the tourist place.

    After numbers of tactics, you are ready for the tour. Same types of processes are completed by the manager of an organization for developing any product for customers. First, the manager will analyze the current requirements of the customer, measures the cost and resources for achieving the objectives and then create tactics for implementation.

    In project management system, numbers of tactics are applied i.e. skills, innovative ideas, foresight and analytical abilities. Tactics are involved on new ideas for solving problems. When any employee or manager struck with any technical problem, the manager can choose some effective courses regarding problems and provides to employees.

2. Documentation:

    In an organization, there are numbers of projects are designed. So, for all projects, the manager needs to create all documentation. Storing each document in order is most important for the manager.

    If an organization is large, then team members can coordinate to each other, so, project work and documentation become much simple and project run smoothly.

3.  Resolution:

Suppose you are a pizza delivery boy. During delivery the pizza, you will face lots of issues like bike breakdown, petrol, searching addresses etc. In that condition, you will take quick and suitable action to overcome those issues as per your potential.In an organization, during the development of any project, manager faces lots of issues, like equipment broke down or late supplies of resources. So, in Project Management manager must have the confidence to take quick decision for resolving the issues which arise during the development of the project.

4.  Transmission:

Suppose you are an android developer and you have an idea for developing an app for android, but your idea will be useless until you can transmit your idea to your developing team and manager.

    You should transmit more than practical details of your idea to your Project Management team and customers. Describing your idea to your manager will help in selling your idea and providing resources from logistics.

Transmission of the plan can help to create your good image in front of your team. While transmission of your idea, you should be more confident, so your team members will listen carefully and provide a chance to you to become a leader of that project.

5.  Stability:

After Tactics, documentation, resolution and transmission, when you work on the project you will be in stress. For overcome these stress, you should maintain stability in your development. Stability provides calm to you for avoiding stress and panic and helps to maintain freshness within the team.

    Project Management provides training and courses, so team can have the ability to handle the stress and provides effective products

Requirements of Project Management Methodologies in Organization

In 1950's, businesses adopt a process called Project Management. Project Management contain methods which help to achieve organization goals. In this system, it defines from starting to end process of development of products.

Project Management is having lots of tools for completing the project tasks and also measure the progress of the projects. Project management follows top to down methodology for evaluating project goals or objectives.

Project management methodology works on two phases: 

(i) Project Explanation phase and 

(ii)Project Life Span phase. 

     Project Management methodology focus on numbers of  processes are:

·       For developing a project, communication and planning should be in the common language.

·  All information regarding the project must be provided at the communication and planning stage.

·       For the more efficient project,  the manager should track the progress of the project during development.

·       Manager should lead the outputs of the products.
·       Project should complete within the given schedule.

The project management methodology phases are discussed below:

 1)   Project Explanation Phase:

The requirement of services and function can raise the idea of the creation of products. So, the group of business managers discuss on nature and scope of the project. Before starting production, few points considered in project explanation phase are:

a)    Development of a project should be unique.

b)    The scope and delivery of the product should be high.

c) Objectives of the production of a product should match the customer’s requirement.

d)    Before starting the development of the project, total cost should be estimated.

e)    A test team must be assigned for testing the product before deployment of the product takes place.

 2)   Project Life Span Phase:

In project life span phase, it explains 5 stages of project management:

                   i.            Planning:

·  Planning helps in saving time, cost and resources during the production of the project.

·       Planning defines the scope of the project.

·       It helps in making a proper budget.

·  With the help of Planning, particular teams are assigned for particular tasks.

·      Planning helps the manager to avoid risk in the production of the product.

·       Due to planning, managers allocate all resources wisely.

                  ii.            Designing or modelling:

·       In this stage, designer, develop a model of the project and flow chart of the production of the product.

·    According to the model, developers develop the project and follow the flowchart for developing the products.

·       At this stage, the manager can analyze the actual requirement of resources for developing the products.

                   iii.            Development:

·       After modelling, developers start development of the project.

·     During development, developer follows the flowchart and model of the project. But sometimes, developers add some features according to their knowledge for customers convenient.

                     iv.            Testing:

·       After completing development of  the project, testers test the projects for avoiding any type of errors.

·       In the testing phase, if testers found any error, then they create a report regarding that error and again send that project to the development phase.

                      v.            Closing:

·       This stage is the end part of project management methodology and also most important part.

·       At this stage, the project is handover to the customer with all documents related to the project.