Comprehensive Smart Company Management System

Functional Analysis for the Project "Smart Company Management System"

The "Smart Company Management System" is an internet-based system that helps organizations manage all internal processes in an organized and efficient way. The system allows managers and employees to automatically track projects, tasks, reports, and progress, improving work processes and optimally allocating resources. To perform a full analysis of the system, we will review each step of the project, including a detailed description of Use Cases and system actions.

In this guide, we will conduct a functional analysis for each of the processes in the Use Case for the "Smart Company Management System," describing the actions that a user will perform and the actions the system will perform. Additionally, we will address the constraints of non-functional requirements, such as performance, availability, security, etc.

1. Use Case: User Login

User Actions:

Entering user credentials: The user will enter their email and password.

Constraints:

The email must be in a valid format.

The password must have a minimum length of 8 characters and include at least one numeric character and uppercase letters.

System Actions:

Checking login details: The system will verify whether the email exists in the database and if the password is correct.

Constraints:

Processing time for the check should not exceed 2 seconds.

The system must encrypt passwords for protection.

In case of an incorrect password, the system will not reveal the reason (to prevent attacks).

Saving user data to the database: If all details are correct, the system will store the information and grant access.

Constraints:

The system must maintain a security log for every login attempt.

The system should support a smooth experience when there are 500 simultaneous users.

2. Use Case: Create a New Project

User Actions:

Entering project details: The manager will enter the project name, description, target date, and assigned users.

Constraints:

The project name cannot be empty and must have a minimum length of 3 characters.

The date cannot be in the past.

The system supports assigning up to 10 employees to a project.

System Actions:

Verifying project data: The system will ensure all fields are entered correctly and valid.

Constraints:

The system will verify data accuracy within 3 seconds.

The system will ensure the date is not in the past.

Saving project data in the database: The system will store the project details and update its status.

Constraints:

The system should be able to manage up to 1,000 projects simultaneously.

The system must support a management interface that displays all projects quickly.

3. Use Case: Add a Task to a Project

User Actions:

Entering task details: The manager will enter the task name, description, target date, and task goal (defined as a step or main task).

Constraints:

The task name cannot be empty, and a minimum description of 3 characters must be provided.

The task target date cannot be in the past.

System Actions:

Verifying task validity: The system will verify that the entered data is correct (e.g., target date is not in the past, name and description are not empty).

Constraints:

The verification will be completed within 2 seconds.

The system will not allow creating a task with missing or incorrect data.

Saving the task to the database: The system will add the new task to the project and update the management system.

Constraints:

The system should be able to handle up to 10,000 tasks concurrently.

Tasks will be stored in an organized manner for easy retrieval.

4. Use Case: Receive Notification of New Task

User Actions:

Receiving a notification: The user will receive a notification about a new task that was added.

Constraints:

The user can receive the notification via email or through an in-system notification.

Notification time should not exceed 30 seconds after the task creation.

System Actions:

Sending the notification: The system will send notifications to all relevant users associated with the task.

Constraints:

The system will send the notifications immediately, within 1 second.

Users will have the option to disable notifications.

The system will ensure that the notification reaches all relevant users, including assigned employees.

5. Use Case: Generate Project Progress Report

User Actions:

Requesting a report: The manager will select a project and request a progress report.

Constraints:

The manager can only generate a report if they have administrative permissions.

System Actions:

Generating the report: The system will gather data regarding the tasks and progress of the project.

Constraints:

The report will be provided to the manager within 3 seconds.

The report will include all tasks marked as "Completed" or "In Progress."

Displaying the report: The system will present the report clearly and orderly, including graphs and statistics.

Constraints:

The system will ensure the report loads within 5 seconds without delay.

The system will allow downloading reports in PDF or Excel format.

6. Use Case: Smart Recommendations for Employees or Managers

User Actions:

Requesting a smart recommendation: The manager or employee can request the system to provide a suggestion for improving or optimizing work.

Constraints:

Recommendations will be provided only after the system has gathered sufficient data on projects and tasks.

System Actions:

Collecting data: The system will gather data on progress, unfinished tasks, and execution times.

Constraints:

The system will automatically collect data once a day to avoid resource overload.

Generating recommendations: The system will analyze the data and generate a smart recommendation tailored to the manager or employee.

Constraints:

The system will provide recommendations within 10 seconds.

Recommendations will be presented in a clear and non-intrusive way.

1. System Purpose

The system's purpose is to provide a solution for managing projects, tasks, employees, and reports in an efficient and smart manner. It will allow managers to monitor project and department progress, generate reports, and optimize processes to improve overall organizational efficiency. Employees will have easy access to task management, real-time updates, and performance improvement suggestions.

2. Project Execution Phases

The main phases for executing the project include:

System Planning:

Define all system requirements, such as user needs, functionalities for each user type (manager, employee), technological needs, security requirements, database design, etc.

Review and analyze existing solutions that can assist in system design.

System Design:

Create diagrams, models, and UML charts to define the system’s architecture.

Create Use Case Diagrams and other diagrams for a visual representation of the system.

System Development:

Develop the system according to the designs and requirements.

Develop system components like UserManager, ProjectManager, TaskManager, ReportManager, and NotificationManager.

Build the system as a modular platform, allowing future upgrades and additions.

Use modern programming languages with a focus on flexibility and future extensibility.

Testing:

After development, perform thorough testing of each system component, including unit testing, integration testing, and User Acceptance Testing (UAT).

Include both functional testing and performance testing to verify the system meets the requirements.

Deployment and Training:

After successful testing, deploy the system in the company and establish tools for monitoring and control.

Provide training for employees and managers on how to use the system efficiently.

Support and Maintenance:

Provide ongoing support, including troubleshooting, version updates, and adding new features after deployment.

3. System Use Case

The Use Case describes how users (Actors) perform tasks and objectives within the system. Each user scenario details how the system meets the needs of each user type (manager, employee, system). Main Use Cases for the system:

Use Case: User Login

Managed by: UserManager

Description: Users can log into the system using their email and password. The system verifies the details and grants access if correct.

Use Case: Create New Project

Managed by: ProjectManager

Description: The manager can create a new project by defining a name, description, target date, and assigned employees.

Use Case: Add Task to Project

Managed by: TaskManager

Description: The manager or employee can add a new task to an existing project.

Use Case: Receive Notification for New Task

Managed by: NotificationManager

Description: When a new task is added, the system sends notifications to all involved users.

Use Case: Generate Project Progress Report

Managed by: ReportManager

Description: The manager can generate a report showing project or task progress.

Use Case: Smart Recommendations for Employee or Manager

Managed by: AIRecommendation

Description: The system offers smart recommendations based on data collected from projects and tasks.

4. System Requirements

Operating System: The system will work on all major operating systems (Windows, macOS, Linux).

Browser: The system should support modern browsers (Chrome, Firefox, Edge).

Memory: Minimum 4GB RAM for smooth operation.

Simultaneous Users: The system should support up to 500 simultaneous users.

5. Innovation and Improvement

The system improves internal organizational processes by using AI to offer smart suggestions, automating work processes, and enhancing overall efficiency.

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