National Institute of Technology, Karnataka

OFFICE AUTOMATION SYSTEM

National Institute of Technology, Karnataka

Submitted in partial fulfillment of the requirement for the degree of
MASTER OF COMPUTER APPLICATIONS (MCA)

Guided By:
Presented By:
Dr. R. Madhusudhan
Raj Govind Singh Munda
Associate Professor
Reg. No, : 15208215CA53
Department of
Course : MCA – 899
MACS
Session : 2015 - 2018
NITK, Surathkal
Table of Contents
• Introduction
• What is OAS?
• Existing System(ES)
• Disadvantages of ES
• The New System
• OAS Modules
• Login Page
• Dashboard View
• Create Event/Meeting
• Getting Appointment
• Setting Reminders
• Screenshots
• Conclusion
• References
• Thank You NITK
Introduction
An office is generally a room or other area where administrative work is done
by an organization's users in order to support and realize objects and goals of
the organization. It may also denote a position within an organization with
specific duties attached to it; the latter is in fact an earlier usage, office as
place originally referring to the location of one's duty. When used as an
adjective, the term "office" may refer to business - related tasks. In legal
writing, a company or organization has offices in any place that it has an
official presence, even if that presence consists of, for example, a storage silo
rather than an office.

The software Office Automation System objective is to provide a system

which manages the office activities using a computer within a fraction of
seconds. The software stores all the important data’s like a manual file
keeping system through a database. This automated system is user friendly
and error free. Paper work and manual power can be reduced using this
automated system.
What is OAS?
Office automation refers to the varied computer machinery and software
used to digitally create, collect, store, manipulate, and relay office information
needed for accomplishing basic tasks.

Raw data storage, electronic transfer, and the management of electronic

business information comprise the basic activities of an office automation
system. Office automation helps in optimizing or automating existing office
procedures.

All office functions, including dictation, typing, filing, copying, fax, Telex ,
microfilm and records management, telephone and telephone switchboard
operations, fall into this category.

Office automation was a popular term in the 1970s and 1980s as the desktop
computer exploded onto the scene.
Existing System(ES)
According to the survey, the current many enterprises exist many problem in
the office management such as low office efficiency big proportion of artificial
management manpower and resource waste, some works still finished in
manual , but can be done automatically etc.

Although some companies have bought the office software, the office
automation becomes and office level is still in a backward state due to the
backward software version, complicated interface not easy to operate the
people, and was also the main target of this system design to develop an
office software with the humanized interface, enterprise office management
level improved, the office efficiency of internal enterprise improved.
Disadvantages of ES
Expensive
The compilation of manuals requires much costs. The manual being expensive,
small-scale concerns cannot even afford them.

Time Consuming
Preparation of various manuals is a time-consuming process. Moreover, these
require a constant review which again takes too much time.

Rigidity
When written guides, instructions and procedures are available then there is
hardly any scope for variation. One has to follow standard prescribed
procedures in completing a task. There is no scope for discretion and initiative.

Embarrassing
Some relationships are such which people will not like to put in black and white.
It becomes embarrassing in revealing such relationships.
The New System(OAS)
Office Automation System is many times more effective than the traditional,
paper-based model. As a result, more and more organizations have begun
using document management systems and usually they start with basic office
documents and processes. OAS solution can help to create order and
efficiency in the office while reducing costs and frustration.

Features
•collects and stores all documents in a central location
•monitors all incoming and outgoing documents
•creates and assigns events / meetings for clients
•generates deadline reminders
OAS Modules
• Login Page
• Dashboard /Upcoming Event-Meeting
• Organizer View
• Audience View
• Create Meeting/Event
• New Event
• New Meeting
• Get Appointment(check before scheduling)
• Set Reminder(s)
Login Page
• first and foremost step
• it’s a general entry(not public)
• subjected to clients registration
• registrations through developer mode
• requires id and password
Dashboard View
Organizer View
•can perform editing action
•liable to reschedule
•flexible variables like date, time, venue etc.
•action can be imitated in audience panel
•reminders and notifications are enabled

Audience View
•do not contain editing option
•can’t perform rescheduling
•fixed variables
•fixed panel/audience view
•reminders and notifications are enabled
Create Event/Meeting
Creating New Event
•it’s not compulsory to join a newly created event
•parameters req. like event name, location, date, time etc.
•the audience can opt. for going or not going options
•if going then it reflects in the reminder
•once action done can be revoked

Creating New Meeting

•compulsory to join a newly created meeting
•parameters req. like meeting topic, select members etc.
•the audience can’t skip a meeting
•It always reflects in the reminder
•once action done can be revoked
Getting Appointment
• select meeting person
• check persons schedule
• one meeting in one time
• reflects in dashboard
• appointments reflects in reminders as well
• it can be rescheduled
• a client can take multiple appointments as per the availability
Setting Reminders
• reminder type is self/personal
• req. parameters like title, location, date, time etc.
• seen in reminder notifications etc.
SCREENSHOTS
Login Page
Dashboard
Creating Event
Creating Meeting
Dashboard - Organizer View
Create Appointment
Create Reminder
Conclusion
The basic aim of this project was to automate the office management system
in an education institute and increase the efficiency of the employees and the
workflow is in efficient manner. By use of education institute management
information system the work of an office will totally automated and the all
data of an office are arranged in right manner.
simplify your office management with office automation system
•efficiently manage your events, meetings, reminders etc.
•save cost by avoiding manual works and increased employee productivity
•OAS effectively takes care of all the support functions

Future Scope
•e-mail and mobile notification
•user registration can be implemented
•can be focused for administrative, coordinative works etc.
References
[1] [Link]
[2] [Link]
[3] Arora S P (1985) Office Organization and Management, 2nd Edition, New
___Print India Pvt. Ltd. Publication, Sahibabad (UP), India.
[4] Eyre E C (1984), Office Administration Made Simple, 1st Edition, Rupa Co.
___by Arrangement with Heinemann, London.
[5] Gupta S K (2005), Office Management, 5th Edition, Published by Vishal
___Prakashan Mandir.
Thank You | NITK - Surathkal

NITK – MCA | CLASS OF 2018