Full Project – Computerized task management system

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CHAPTER ONE

INTRODUCTION

1.1       BACKGROUND OF THE STUDY

In every business environment, the timeline to execute various tasks assigned to employee is paramount towards ensuring the efficiency of the organization. According to Wikipedia, Task is defined as an activity that needs to be accomplished within a defined period of time or by a deadline. It is any piece of work that is undertaken or attempted by an individual or group of person as a workflow.  In addition, a task is conceived as a very cogent factor affecting human being’s behavior in social psychology and organizational management. The manual process of delegating task to different employee in a business environment requires that interaction exist between employees. The life cycle of a task started from when a task is assigned, approved, on hold, rejected, and completed by an employee. An employee being assigned to a task is expected to report the progress status of the task to the initiator of the task. The main bottleneck of the traditional mode of assigning task is on how to manage task through its entire life cycle. An illustration is when an employee is assigned to different tasks by different employee with each task having their respective deadline. Such an employee faces the challenges of how to judiciously execute those tasks to meet deadline. Challenge of which task is to give a high priority when performing various tasks, task that is close to deadline, the current state of the each task as well as interactions that occur on tasks involving several people within the confinement of an organization. In addition, it will be very tedious for managers to generate several reports on tasks to be performed.

Also, the rapid growth of social business applications created a new set of demands on employees’ time and attention. As employees engage in tasks or in projects with information that spans across various activities, it becomes a great challenge for an employee to stay organized and know which of the activities requires an attention. A new type of tool is needed, one that combines the collaborative features of social networking software with the organizational and task features of project management software.

Task management is the process of managing a task through its life cycle. It involves planning, testing, tracking, and reporting. Task management can help either individual achieve goals, or groups of individuals collaborate and share knowledge for the accomplishment of collective goals. Tasks are also differentiated by complexity, from low to high.

Effective task management requires managing all aspects of a task, including its status, priority, time, human and financial resources assignments, recurrence, dependency, notifications and so on. These can be lumped together broadly into the basic activities of task management. Task management may form part of project management and process management and can serve as the foundation for efficient workflow in an organization. Project managers adhering to task-oriented management have a detailed and up-to-date project schedule, and are usually good at directing team members and moving the project forward.

The OTMS is abbreviation form of online Task Management system. It is developed to automate the process of admin and user management and user task. This system will provide a platform for all the faculty members to communicate and execute various college related task effectively.

Computing paradigm is now geared towards ubiquitous computing (computing anywhere anytime). Although, task management as a matter of fact is not a new concept, but many of the methods and tools that are used in this modern time in organizations were developed long time ago and they did not have the collaborative characteristics that are common and required in today’s enterprise social networking platforms. These legacy tools suffer from a variety of shortcomings that can impede the successful completion of a project. The research work was carried out to design and implement a task management system that will augment task/project management features, such as task delegation, handling task priorities by their due dates with some modern social networking features such as adding of comments and sharing of files, enabling people to work together more efficiently. There are various architecture platforms available for developing and implementing task management, the architecture used in this research is web based architecture. The task management system developed in this research were implemented for The Computer Science department in Kogi State Polytechnic, Lokoja to improve the way staffs or employee get their work done by helping them organize their tasks and collaborate efficiently.

1.2       PROBLEM STATEMENT

The problems generally associated with the traditional way of assigning task are enormous. The problems are stated below.

1. The main problem is how to efficiently manage tasks so as to meet deadline that are associated with task.
2. Data integrity and security: Security of data can be easily compromise; documents associated with different task may be accessed by un-authorized personnel. Also personnel can give a false report on the time a task is being assigned or to be completed.

• In addition, organizing a team to work effectively on a project can be so difficult. Team performing various tasks belonging to a particular project cannot collaborate at a real time, they have to schedule a meeting for that to be possible which would contribute to longevity of time in completing a given task or project.

The above problems demand the development of this new information system for the efficient management of tasks.

1.3    AIM AND OBJECTIVES OF STUDY

The aim of this project is to develop a Task Management Application that will improve the way employee get their work done by helping employees organize their tasks and collaborate efficiently.

The objectives are stated below;

1. To carry out an extensive analysis on the workflow process of the Department and explore the challenges being faced by the system.
2. To develop an application that can easily create, assign and comment on tasks, so that an owner of task can always know real time progress and who is performing it.

• To ensure that teams ideas, files and conversations are in a single location so that user can always know the right place to locate information.

1.4     SIGNIFICANCE OF THE STUDY

In business environment, the time to get work done is a cogent factor towards ensuring productivity. Studies have shown that most organizations deliver projects behind schedule date as a result of inefficient management of task at hand. In this modern age where computing is becoming ubiquitous, it behooves organization to have an information system that will support the planning and management of task/project to be executed by their employee.

Such Information System should provide a good platform for team working on a project to collaborate effectively on a real time to execute job seamlessly in lesser time.

Organization has a lot to benefit from implementing a task management system. Apart from easy creation, allocation, and conversation on a task that will be provided by this application, the organization will benefit immensely from generating vital reports to aid decision-making.

1.5     SCOPE AND DELIMITATION OF THE STUDY

Although this project is designed with mobile connectivity in mind however, the mobile application interfacing with this application is not developed.  This study is limited to the registry department of Kogi State Polytechnic which includes:

1. Time frame for the proposed.
2. Availability of material resources for the work is limited.

1.6     DEFINITION OF TERMS

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Full Project – Computerized task management system