Full Project – Computerized task management scheduler system

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CHAPTER ONE

INTRODUCTION

• Background of the Project

The continuous advancement in the information and communication technology as contributed a lot to the universe, making life easier for individual, organization, institution and every field now see the importance of ICT as the world goes global and tend towards ubiquitous computing. The rate of time consuming task and tedious activities has reduced as a result of this advancement because many tasks can now be automated with the help of technology improving the manual way of processing, storing, accessing, communicating and providing information from one person to another or among group of people. The role of information is inevitable in our daily lives. Information is extremely important to the successful functioning of any organization. The constant and steady stream of communication and information helps to build credibility and reflect a sense of transparency in our daily interaction. Various people assemble together for the purpose of communicating with one another towards achieving the organization’s goal.

The workspace in our daily activities requires proper interaction as task is considered as one of the frequent work in an organization. Tasks have the distinctive ability to bring people physically together, and to motivate and make them communicate in ways that cannot be easily copied by other means. Although tasks are important part of human life but the subject however is poorly developed and there is need for proper enlightenment. (Malhotra, 2002).

A task covers extensive functionality and many different contexts. It concept includes social gathering, sport, meeting, entertainment, festival etc. and it has become a fashion to use the word task for something that involve people and time in a particular place. It is seen as a functionality “primitive” meaning something that happens attached to a time frame. Tasks could be anything from an item in a personal schedule, such as informal gathering, a formal gathering. Task is a word that is generally used for an occurrence at a given place, a special circumstances, which can only occur ones. One key characteristic of a task is that they are time limited, it is not a continuous process, each task has a start and finish time and it is very difficult to replicate a task no matter how one tries (Getz, 2007). Further study of this subject shows that beyond the ability to create a task (time and scope), some functionality are also required such as registration of task, email notification of task updates, multiple task administrators (with different level of authentication).

Though scheduling a task within similar or different group is a very tedious work because it is very difficult to find suitable time between multiple individuals. Different techniques, tools, technology have been developed in time past to solve problems relating to how to properly manage a task. The need for scheduling was birth with the question of how to manage time and execute plans in our daily life. Scheduling is considered one of the old problems in the field of the computer science, this problem has been recognized in number of computing field, in order to solve this problem number of integrated solutions have been developed. A large number of the research works and implementations of different algorithms have been designed, developed and simulated for solving the critical problems linked with the scheduling. There are numbers of common algorithms which have been utilized for solving the scheduling problem such as “Priority Scheduling, First-Come, First-Served (FCFS) Scheduling, Round Robin (RR), Shortest-Job-First (SJR) Scheduling and many others”.

Time and task management are co-dependent. Indeed, some applications, such as Chandler, deliberately blur any distinction between email message, task, and task. The distinction between tasks and tasks is rather conceptual. People tend to consider as task whatever has a specific time window and location, probably engaging other people too (e.g., a doctor’s appointment at 14:00 on Tuesday); on the other hand, tasks usually are characterized by a deadline (e.g., write a paper). Tasks are usually placed directly into the user’s calendar, whereas tasks are usually kept in to-do lists. This distinction is clear in many commercial applications, like Microsoft Outlook or Google Calendar, with the former giving the option to transform a task to a task by dropping it in the calendar.

Research in task scheduling has mainly concentrated on coordinating information and arranging meetings between groups of people. In the research community, several approaches have developed to schedule individual or group tasks, potentially taking into account user preferences, in order to develop intelligent calendaring assistants. On the other hand, task management research efforts have concentrated on facilitating task assignment, execution monitoring, and raising reminders or, in case of scheduling tasks into a user’s calendar, completely ignore meeting scheduling (Refanidis and Alexiadis, 2008). However, since both tasks and tasks require the same resource—the user’s time—treating them separately may result in poor overall utilization and unnecessary user effort in overall time management.

Task management is a new evolving field which was birth in order to manage different kind of task, depending on the number of people involved. Task management is the organization of all the tasks and activities necessary for the execution of a task regarding its strategy, planning, implementation, and control, based on the principles of task marketing and the methods of project management. The context of task flows includes multiple states and participation from different people such as task registration, pending registration, cancelled task, approved registration, attendees, and task managers. The manual process of managing a task is time consuming as man is prone to error.

As the world goes through internet revolution, the demand for system that ease human from their daily work is increasing and there are lots of internet applications that provide support for organizations so as to help them achieve their goals. One of these applications is a web based application for proper task management.

• Statement of the Problem

Task involves bringing people together within a time frame in a particular place. The major problem is how information about the task is been communicated and how to secure a proper venue for each task.  The manual way of conveying messages bring about certain restrictions such as non-availability of the proposed receiver, omission of vital details from the dispatcher, etc. Another problem is people forgetting about the task date or time, because there is no proper documentation about the task.  Sometimes the purpose of the task is not well sent out, so lack of preparation for such meeting occurs.

In addition, we have different unit in an institution, each with different work and functions. Sometimes different unit fix the same task venue, the same day and time, without knowing that the venue has been schedule for another meeting. This leads to congestion of task and most tasks as been terminated or conducted lately because of lack of venue. It is in this light that this project seeks to develop a system that will provide solution to these problems stated above.

• Aim and Objectives of the Project

The aim of this project is to develop a web based task management and scheduler system. To achieve this, the following objectives are required; to review and analyze the existing system

1. To improve on the existing system by automating the manual ways of scheduling a task.
2. To extensively carry out an analysis on how task is been managed in the organization.
3. To develop and implement task management scheduler system for an organization.

• Scope and Limitation of the Project

This project which will be a web based application will handle issues related to scheduling and management of task within the organization. It will be confined to creation of meetings by the administrator, online venue reservation and sending of information as regards to the meeting to employee, with detail meeting description such as time, duration, agenda and venue that will be needed for meeting via their email and mobile phone. This system will also send a remainder before the meeting, to enhance full awareness and preparation.

The limitation of the project is, the system will not incorporate in its development all the functions of a task management and scheduler system but will focus only on some functionalities. Other limiting factor include time, inevitability of human error and bias as some information were obtained via interpersonal interaction and research, making some inconsistent with existing realities or out rightly incorrect.

• Significance of the Study

In organizational environment, proper coordination of handling a task and those that are to participate in such task is of high importance towards preventing tasking clashes and also uninvited personnel to a particular task. In this modern age where computing is becoming ubiquitous, organizations are being encouraged to have an information system that will assist them in the management of tasks.

The Task Management System developed in this project work will be beneficial to the employee of some organization. The organization will benefit immensely from implementing this system as it will make the assigning of task venues and sending of notifications to attendee a seamless effort.

The employee of the organization will also be able to get notification when a new task is created in which they are to be part of, also the System will  send a reminder in form of SMS and Email to the attendee in some days or hours as it is being setup by the organization.

Finally, the organization can generate frequent reports on task venues, date, time and those that are to attend a scheduled task.

• Definition of Terms

1. Information:Knowledge communicated or received concerning a particular fact or circumstance; news
2. Event: An occurrence, especially one that is particularly significant, interesting, exciting or unusual

• Scheduling:Planning work that needed to be done, showing the order in which tasks are to be carried out and the amounts of time allocated to them.

1. Organization: A group of people identified by a shared purpose or interest.
2. Management: The act of controlling or handling something successfully.
3. System: An assembly of computer hardware and software peripheral working together to perform a specific task.

• Computer: A computer is an election machine or devices working under the control of stored programs (system software) automatically accepting data as input, processing it and producing information as output.
• Scheduler: A person that plans the list of all the works that have to be done and when it must be done.

1. Manual: This is a physical way of carry out intervention.
2. Task Time Interval: Task time interval is the interval form the start of tasks to the close of tasks each days.

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Full Project – Computerized task management scheduler system