Education and Research Department

Project Specification for Programming Fundamentals

June 2004

Document No. ER/CORP/CRS/LA06/006

Authorized By Dr. M P Ravindra

Ver. Revision Signature / Date Ver 1.1

COMPANY CONFIDENTIAL

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Document Revision History

Document Revision History

Ver. Revision 0.0a

Date June 2004

Author(s) Heena Mehta

Reviewer(s) Pradnya Ghalsasi Dinesh Anantwar Sheetal Kale Dharini V Pradnya Ghalsasi Dinesh Anantwar Sheetal Kale Dharini V

Description Draft Version

1.0

July 2004

Heena Mehta

Baseline Version

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Table of Contents

Contents
1 OVERVIEW ............................................................................................................... 5 1.1 1.2 2 2.1 2.2 2.3 2.4 2.5 2.6 2.7 3 4 CURRENT SYSTEM ....................................................................................... 5 PROPOSED SYSTEM ..................................................................................... 5 System Requirements ....................................................................................... 2 Business Events ................................................................................................. 2 Inputs and Outputs ........................................................................................... 2 Relationships ..................................................................................................... 6 Precedence Relationships ................................................................................. 6 Screens ............................................................................................................... 6 Reports ............................................................................................................. 13

BUSINESS REQUIREMENTS ................................................................................ 5

EXTERNAL INTERFACE REQUIREMENTS..................................................... 13 OPERATING ENVIRONMENT REQUIREMENTS............................................ 13 4.1 4.2 4.3 4.4 Hardware ......................................................................................................... 13 Software ........................................................................................................... 13 Network............................................................................................................ 13 Communication ............................................................................................... 13

5 6

PERFORMANCE REQUIREMENTS ................................................................... 13 STANDARDS REQUIREMENTS .......................................................................... 13 6.1 6.2 6.3 6.4 User Interface .................................................................................................. 13 Detailed Design................................................................................................ 13 Coding .............................................................................................................. 13 Documentation ................................................................................................ 13 Security ............................................................................................................ 14 Audit Trail ....................................................................................................... 14 Reliability......................................................................................................... 14 Transaction Volume & Data Volume............................................................ 14 Backup & Recovery ........................................................................................ 14 Legal ................................................................................................................. 14

SPECIAL USER REQUIREMENTS...................................................................... 14 7.1 7.2 7.3 7.4 7.5 7.6

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Infosys 7.7 7.8 7.9 7.10 7.11 7.12 7.13 8 8.1

Table of Contents Data Migration ................................................................................................ 14 Data Retention................................................................................................. 14 Installation ....................................................................................................... 14 User Training .................................................................................................. 14 User Manual & Help....................................................................................... 14 Automated & Manual Functions................................................................... 14 Features Not Required ................................................................................... 14 Database Design .............................................................................................. 14

CONSTRAINTS ....................................................................................................... 14

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Project specification for PF

1 OVERVIEW
The telephone directory maintenance system is designed to ensure smooth allotment of telephone to the employee of a particular department and query the telephone directory whenever required

1.1 CURRENT SYSTEM

Currently telephones are been allotted to employees at random on a first come first served basis. There is no proper tracking of who is allotted which telephone number. Any number of telephones gets allotted to employees.

1.1.1 Limitations of the Current System

Because of the current system of allotment of telephone numbers to the employees at random, the same telephone number at times gets allotted to more than one employee. There is no proper record of how many phones are allotted to each depart which results in tracing of employees being difficult. There is no mechanism to find out which department a particular employee belongs to.

1.2 PROPOSED SYSTEM

The proposed system is been designed to maintain the details of departments, employees and telephone number details through an application in files. Unique numbers are generated for any new employee/ new department and new telephone number.

1.2.1 Objectives of the Proposed System

The system designed will meet the below objectives Unique number generation for new employee/new department/new telephone allotment Easy retrieval of telephone details based on employee name Easy retrieval of telephone details based on department number Deletion of department deletes all the employees belonging to that department Employee location details can be modified whenever the employee gets transferred.

2 BUSINESS REQUIREMENTS

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Project Specification for PF

2.1 System Requirements

2.1.1 Scope & Boundary
The project is designed for Department Maintenance o Add Departments o Delete Departments Employee Maintenance o Employee Addition o Employee Modification Telephone directory Maintenance o Add Telephone numbers o Enquiry by department o Enquiry by Emp name

2.1.2 Context Diagram

Telephone Directory Maintenance System

Department Maint

Employee Master

Tele Dir Maint

2.2 Business Events

2.2.1 External Events
Maintain department details Maintain Employee details Enquiry by department name Enquiry by employee name

2.2.2 Temporal Events

Employee details to be deleted whenever the department to which they belong is deleted

2.3 Inputs and Outputs

Department Maintenance :

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Infosys This module will have two main functions: a To Add department codes b To Delete department codes Add Department:

Project Specification for PF

The department code should be 4 characters long. The department names should not exceed 15 characters The department code should start with 1000. Every new department added should get a 1 up number for the department code. The department codes should be unique Department names cannot be duplicated. Comparison should be case insensitive. The department codes should be generated by the system. The add department screen should have provision for adding new departments as long as the user wishes When the user finishes adding new departments, the control should return to the Department Code Maintenance Screen.

Delete Department: The department code to be deleted should exist. If the department code does not exist, an error message should be displayed, and system should ask if the user wants to delete another department If the department code exists, the details of employees that belong to the given department (Employee Name, location and telephone No.) should be displayed to the user and a confirmation for deletion should be got. If the user does not wish to delete the department after seeing the details, the department should not be deleted. If the user confirms deletion, the department should get deleted. The corresponding employee details should be also deleted from the employee file. The delete department screen should have provision for deleting departments as long as the user wishes When the user finishes deleting departments, the control should return to the Department Maintenance Screen.

Employee Master
This module will have 3 main functions: To Add new Employees To Edit Employee Information

a b

Add New Employees: All fields are mandatory. The name of the Employee should not exceed 25 characters. The employee id should be 4 characters long.

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Project Specification for PF The employee id should start with 1000. Every new employee added should get a 1 up number for the employee id. The employee ids should be unique The employee ids should be generated by the system. When the control comes to accepting the department code, list the existing department codes along with their names on the screen for selection of the proper department code. Department Code must be a valid code (should be existing in Department Maintenance file) Department name is displayed corresponding to the code entered. User should not edit this field. The Location should not exceed 5 characters. The add new employee screen should have provision for adding new employees as long as the user wishes

Edit Employee: The employee id should exist If the employee id does not exist, an error message should be displayed, and system should ask if the user wants to edit another employee. If the employee id exists, the details (ref screen 4.2) should be displayed. The system should ask the user to enter the new data for each field. If the user enters blank data for a field, then the previous information before modifying should be retained. If the user enters a different Department code, verify whether the department code is valid. If the department code is not valid, an error message should be displayed and system should ask if the user wants to enter another department code. The Location should not exceed 5 characters. The edit employee screen should have provision for editing employee information as long as the user wishes When the user finishes editing, the control should return to the Employee Master Screen.

Telephone Directory Maintenance

This module will have 3 main functions: a. To Add new Telephone b. Number Enquiry on department code c. Enquiry on employee name Add New Telephone: All fields are mandatory. The employee id entered should exist.

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Project Specification for PF If the employee id does not exist, an error message should be displayed, and system should ask if the user wants to enter another employee id. The Location and Department Code (for the employee) should be displayed (From the information entered in the Employee Master screen). User should not edit these fields. Allocate a seven-digit telephone number depending on the department. (4-digit Department Code + 3-digit unique number starting with 001 for a particular department). The first telephone number in a particular department should start with xxxx001. The telephone number should be generated by the system and should be sequential The add telephone number screen should have provision for adding new Telephone Numbers as long as the user wishes. When the user finishes adding new Telephone Numbers, the control should return to the Directory Maintenance Screen.

Enquiry on Department Code: Department code should exist. If the department code does not exist, an error message should be displayed, and system should prompt the user whether he wants to enquire on another department. If the department code exists, the details of the first five telephone numbers that exist in that department should be displayed in sorted order of telephone numbers The enquiry by department screen should have provision for enquiry on different departments as long as the user wishes. When the user finishes enquiry by department, the control should return to the Telephone Enquiry Screen. Enquiry on owner (Employee): Partial search on employee name should be implemented. For example, if the user searches for a name like vidya, then details of all the users whose name contains vidya should get displayed, like SriVidya, VidyaShree, Vidya etc. If the name does not exist, an error message should be displayed, and system should prompt whether the user wants to enquire on another name. If the name exists, the details of all the telephone numbers whose owner names match partially should be displayed, sorted in ascending order of name. The Enquiry by employee should have provision for enquiry on different names as long as the user wishes. When the user finishes enquiry by employee, the control should return to the Telephone Enquiry Screen.

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Project Specification for PF

2.4 Relationships
An employee can belong to only one department One telephone number per employee

2.5 Precedence Relationships

Department master to be created first Employees master to be created second Telephone master to be created lastly

2.6 Screens
Note for all screens: All the fields with are user inputs. All fields with ________ are to be generated by the system. All error messages are to be displayed on the screen. When an error message is displayed system should wait for a key press. Error messages should be cleared once the user presses a key. All validations done should be case insensitive. For e.g. when you ask the user if he wishes to continue, following inputs are valid: y or Y or n or N. Any other input is invalid.

1. Login Screen :

Title

Login Id :

(Users group number eg group_XX)

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Project Specification for PF

MAIN MENU

Enter 1. For Directory Maintenance. 2. For Department Maintenance. 3. For Employee Master Maintenance 4. For Exiting the Application. Enter your choice

3. Department Maintenance Screen :

Department Maintenance Screen

Enter
1. 2.

To Add a Department To Delete a Department 0. To go back to the Main Menu Enter your choice.

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Project Specification for PF

3.1 Add Screen for Department Maintenance : 3.1 Add a Department

Enter the Department name:

The Department code is:

___________________

Add another Department [y/n]? .

3.2 Delete Screen for Department Maintenance :

Delete a Department Enter the Department code: .. Details Name : ________________________

Employees in the Department Emp Number .. .. Location Telephone number

Do you wish to delete this department [y/n] ? .. Delete another employee [y/n]? ..

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Project Specification for PF

Employee Master
Enter

1. To Add Employees 2. To Edit Employee Info 0. To Go back to the Main Menu.

Enter your choice.

4.1

The Add Screen for Employee Master

Add an Employee Enter the name Employee Id

Enter the Department code

: :__________
:

Department Name Enter the Location

:_______________ :.

Add another employee [y/n] ? .

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Project Specification for PF

Edit Employee Information Enter the Employee Id: .

The current Department is Enter the new Department . The current Location __________________

__________________ :

5. Directory Maintenance Screen :

Directory Maintenance
Enter
1. 2. 3.

To Add Telephone Numbers. To query on name of telephone owner (Employee). To query on Department . 0. To Go back to the Main Menu.

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Project Specification for PF

5.1

The Add Screen for Directory Maintenance :

Add a Telephone Number Enter Employee id : Location

Department code

.. _____________________
_____________________

:
:

The telephone number allocated : ______________________________ Add another number [y/n] ? ..

5.2

Telephone Enquiry by Name Screen : Telephone Enquiry by Name

Enter the name: .. Details Name No. Location Department. Tele.

____________ ______________ ____________ ______________ : :

________

___________

________

___________

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Project Specification for PF

5.3 Telephone Enquiry by Department :

Telephone Enquiry by Department

Enter the Department name : .. Department Code Details Name ____________ ____________ : : Location Telephone No. ___________ ___________ : _________________

________ ________

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Project Specification for PF

2.7 Reports
Telephone number for employee Telephone numbers for a department

3 EXTERNAL INTERFACE REQUIREMENTS

Nil

4 OPERATING ENVIRONMENT REQUIREMENTS

4.1 Hardware
PC with 128 MB RAM

4.2 Software
Visual Studio 6.0 -> Visual C++ 6.0

4.3 Network
Local Area Network

4.4 Communication
Through Local Area Network

5 PERFORMANCE REQUIREMENTS
Should be able to retrieve records in case if any enquiries

6 STANDARDS REQUIREMENTS
6.1 User Interface 6.2 Detailed Design 6.3 Coding 6.4 Documentation

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Project Specification for PF

7 SPECIAL USER REQUIREMENTS

7.1 Security 7.2 Audit Trail 7.3 Reliability 7.4 Transaction Volume & Data Volume 7.5 Backup & Recovery 7.6 Legal 7.7 Data Migration 7.8 Data Retention 7.9 Installation 7.10 User Training 7.11 User Manual & Help 7.12 Automated & Manual Functions 7.13 Features Not Required

8 CONSTRAINTS
8.1 Database Design
There are 2 files: Department File (dept.txt) Fields in a record: DeptCode, DeptName Record Length: 4 + 15 = 19 Employee File (emp.txt) Fields in a record: Id, Name, Dept Code, Location, and Tel No Record Length: 4 + 25 + 4 + 5 + 7 = 45 Every Line in each of the 2 files will represent a record. Record Lengths are fixed which means that the fields (with value less than the field size) will be blank padded with spaces

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