Centralize Management System
Assigning-Receiving-Reporting Work
MEMBER:
LÊ THANH HẢI
PHẠM TRẦN TRƯỜNG AN
TRẦN DUY KHANG
NGUYỄN MẠC HUY HOÀNG
NOVEMBER 13, 2024
Vietnamese German University
Ben Cat, Binh Duong
System Description
Create a simple and user-friendly system used to assign, receive and report work. The system can
transparently manage interactions between organizations. A system should includes the
following fundamental tasks:
➢ Assignment: The manager lists all the tasks and assigns each task to the employee.
➢ Receiving: The employee receives the task from the manager and confirms the assigned
task
➢ Reporting: The employee updates the task status and then sends a report to manager,
including a percentage of completion or relevant attached files.
Firstly, the manager will start to plan and list out all necessary tasks which are stored inside the
backlog. Then based on the task and the labor resources and departments, he assigns the task to
the appropriate employee. After assigning the task, the status PENDING is update to the system
which is a status for waiting the employee to accept the task.
The employee will check in the system to see if he/she has any tasks at that time. If the employee
receives a task assigned by the manager, he/she will decide whether to accept the task. If an
employee refuses an assignment, he or she will be required to submit a form stating the reasons
why he or she refused the assignment. The manager will verify whether the employee rejected
form is valid. If not, the employee must continue the work.
The ASSIGNED status will be updated in the system when the employee is assigned. The tasks
sent from the manager are stored in the task queue because the employee can have more than two
tasks.
After completing the work within the stipulated time, the employee must report the progress of
the work to the manager. It could be a day, a week or even a month. This will help the manager
understand how he/she did and the difficulty level of the task he/she faced. The manager will
then review the report and make some recommendations to the employee.
If the employee completes the task and is accepted by the manager, the system will update the
status DONE. The employee can take a break and check if they have other tasks.
Key features
1. Task Tracking and Notifications
Task Status Updates: Real-time updates (e.g., Assigned, In Progress, Pending
Review, Done) so employees and managers can track tasks at a glance.
Automated Reminders: Reminders for due dates and overdue tasks help employees
stay on track and ensure accountability.
2. Manager Dashboard
Employee Workload Overview: A summary view showing assigned tasks per
employee, completion rates, and workload balance.
Task Progress Visualization: Graphs or progress bars to visualize task statuses and
completion percentages.
Priority-Based Task Filter: A filter allowing managers to quickly identify high-
priority tasks across departments.
3. Employee Profile and Availability Management
Employee Profile: Includes skills, current project involvement, and recent
performance.
Availability Status: The employee can mark availability or unavailability for new
assignments (e.g., "on leave").
4. Feedback Mechanism
Performance Feedback: Managers can rate completed tasks and give constructive
feedback.
Self-Assessment Option: Employees can provide feedback on task challenges and
the support needed, which improves future task assignment.
5. Task Dependency and Collaboration Tools
Dependency Management: Allows managers to set task dependencies so employees
know if they’re waiting on or contributing to other tasks.
Team Collaboration and Chat: Messaging for clarifications on tasks, making it
easier to communicate and resolve issues quickly.
6. Report History and Analytics
Historical Task Reports: Access to completed task reports helps managers and
employees review past performance.
Task Completion Trends: Analytics on average completion times, frequent
bottlenecks, and successful task completion rates
Assigning Work Screen – Detailed Information Components
Task Title and Description: Clearly describes the task’s nature and requirements.
Deadline and Priority: Helps employees prioritize work based on urgency.
Primary and Secondary Contacts: Identifies the main responsible person and a
secondary contact if assistance is required.
Subtasks and Dependencies: Allows breaking down a task into manageable parts and
shows any tasks that need to be completed first.
Resource Allocation: Indicates materials, documents, or tools required.
Reporting Work Screen – Necessary Features and Components
Task Progress Bar and Percentage Completion: Gives an immediate visual and
numerical indication of progress.
File Attachments and Document Upload: Allows adding documents, images, or other
files relevant to the task.
Feedback and Challenges Section: Allows employees to log any encountered issues,
assisting managers in identifying recurring problems.
Completion Time Estimate or Log: Purpose: Helps track if tasks are consistently
taking more or less time than planned.
Next Steps/Recommendations from Manager: For managers to leave suggestions or
identify follow-up actions.
Proposed Reporting Work Interface
Task context panel
TaskID & Title: Non-editable, auto-populated fields give clear hierarchical
formatting for task identification.
Project Context: Display parent project reference, task category, and color-coded
priority levels.
Timeline: Details Shows assigned date, due date, last updated timestamp, and
remaining time with status indicators for on-track or delayed tasks.
Progress Tracking
Complition Metrics
Progress Bar: Real-time percentage indicator from 0-100%, with status colors
(Green, Yellow, Red) for quick insights.
Milestone Markers: Display key progress points.
Status Update
Task status like In Progress, On Hold, Blocked, Ready for Review, Pending
and Done help capture accurate progress details.
Stage Verification: Deliverable checklists, quality criteria, and dependency
status ensure completion standards are met.
Documentation and Evidence Management
File Management
Drag-and-drop file uploads with file type and size restrictions facilitate efficient
document sharing.
Document Categorization: Files are organized by category with version
control for easy tracking.
Preview and Annotations: Allow in-app file previews with annotation tools.
Work Evidence
Screenshot Tool: Integrated image capture and annotation tools support
detailed reporting.
Reference Links: Task-specific resources are stored for easy access,
including knowledge base links.
Feedback and Communication
Progress Notes: Employees use a rich text editor to submit progress notes and
challenges, with automated timestamps and tagging features.
Challenge Documentation: A section dedicated to recording challenges
encountered, including impace and proposed solutions.
Collaboration Tools
Threaded Comments and @Mentions: Real-time notifications and tagging
allow streamlined communication
Review Management: Employees can request feedback, and managers can
track reviews and approval statuses.
Proposed Interface Layout
Top Section: Displays Task Title, Assigned Date, and Due Date.
Progress Section: Contains a dynamic progress bar with completion percentage
updated in real-time.
Comments and Feedback: Fields for employee input on task challenges,
progress updates, and additional comments.
Attachments Area: An organized area for file uploads, with clear labels for file
types and size limits.
Action Buttons: Options to save progress, submit report, and request manager
feedback enable seamless workflow tracking