DOCUMENT MANAGEMENT SYSTEM FOR CENTRE FOR OPEN AND DISTANCE LEARNING UNIVERSITY OF COLOMBO

Abstract

Abstract This report details developing a Document Management System to provide a digital system for document management at CODL of University of Colombo instead of the manual processes they currently use, to save resources, time and optimize employee efforts in physical document managing process. Building the system will improve managing documents, reduce paper-based documentation and save cost on resources, Improved tracking related documents and enable better access for needed users. Project follows a SDLC (Software Development Life Cycle) approach, beginning with requirements analysis stage where interview was conducted with the staff of CODL of University of Colombo to gather information about user needs and system functionalities identifying the goal and objectives needed to be accomplished by the system and how it will help the current processes being followed. In Design phase the requirements were transformed into system architecture MVC (Model-view-controller). Database was planned according to requirements and specifications of the users. Wireframes and mockups were created to visualize user interfaces to ensure usability. Implementation phase used iterative development stages and continuously integrated the modules. Core system features and functionalities were implemented using PHP, JavaScript, Bootstrap and document details viewing, downloading, report generation, mailing were implemented using chart js, jQuery Datatables, PHPmailer. In Testing phase includes unit testing, integration testing and user acceptance testing done to ensure system stability and compliance to requirements. Users participated in the process reported a positive user experience on the system and it’s features. The system provides features such as document storage, search capabilities, version tracking, user access control.