1 Introduction
1.1 Writing
In the completion of the previous survey of the "Archive Management System" software market, the software demand specification specification manual was proposed on the basis of multi-software users to explore and analyze.
This demand specification manual has made a comprehensive and detailed user demand analysis of the File Management System software. It is clear that the software to be developed should have the function, performance and interface, so that system analysts and software developers can clearly understand the needs of users. On this basis, further proposes an overview design manual and completion of subsequent design and development. The expected readers of this specification are customer, business, or demand analysts, testers, user document writers, project managers.
1.2 project background
Due to many files, there are many kinds of file creators, the creation time is irregular, to protect some company important documents extremely inconvenient, and due to the flow of personnel, the original document is resembled, sometimes looks for and re- Squiring documents should be wasted a lot of manpower and material resources. Moreover, in recent years, due to the continuous deepening of competition, the management of files will seriously lead to the company's losses or even bankruptcy. So people continue to explore how to find solutions.
In order to solve the above problems, enabling enterprises and institutions to effectively master, effective sharing file resources, protect documents, and promote file management information, standardization, and integration, I listen to opinions, add and improve a lot of practical functions. Furthermore, understanding the process of document management, while combining various departments, various industries and corporate document management methods, a set of management systems that are suitable for files are more complex.
1.3 Definition, abbreviation words and symbols
Demand: Users solve problems or meet the conditions or functions required to achieve targets; system or system components must meet the conditions or power required for contracts, standards, norms, or other formal prevailing documents.
1.4 Reference
Lu Rongjiang, Wang Lifeng: "Visual Basic Project Case Navigation", Science Press, June 2002 Edition
Chen Ming: Software Engineering, Central Radio and Television University Press, June 2002
Duanxing: "100 Cases Design of Visual Basic 6.0 Control Utility, People's Posts and Telecommunications Publishing House, December 2002
Du Chunlei, Sun Huilian: "How to use Visual Basic 6.0 Chinese version", Machinery Press, January 2000
Zhang Wei, Zhang Qing, Li Ding: "Visual Basic Function Practical Manual", Gold Industry Press, December 2002
Fan Guoping, Chen Xiaopeng: "ACCESS 2000 Database System Development Example Navigation", People's Posts and Telecommunications Press, December 2002
Flash four: "SQL Server Practical Simpic Tutorial", Tsinghua University Press, January 2003
2. Task overview
2.1 goals
2.1.1 Development Goals
At the moment of today's world computer, people have become accustomed to using computer office, and the results will naturally produce a large number of electronic documents, these documents have valuable historical value, but if we spend more time to find these documents, that is, Laborious. This software is developed based on this needs.
2.1.2 Application Goals
Let enterprises and institutions can effectively master, effective sharing file resources, protect documents, and promote the informationization, standardization and integration of archival management, and implement computer intelligent management to improve work efficiency and economic benefits.
2.2 Operation Environment
2.2.1 Hardware Environment
A. One 586 microcomputer and compatible
B. Memory 16MB (best 32MB memory)
C. VGA color display
2.2.2 Software Environment
A.Windows 98 or more operating systems
B. Microsoft Visual Basic 6.0. Chinese version database management system C. Office 2000 Application Software
2.3 Conditions and Restrictions
This file management system software is applied to SMEs. Security precautions can be further implemented, integrated with E-mail and Internet telephony, and become network archive management system software.
3. Data description
3.1 Static Data
The specific static data of six tables is listed below:
1) Archive catalog table
This table stores file type information
Field
Field name
Types of
width
1
Archive type
TEXT
20
2
Security Level
TEXT
20
2) Archive warehouse table
This table stores information about files
Field
Field name
Types of
width
1
Archive name
TEXT
50
2
Archive content
Memo
automatic
3
File description
TEXT
50
4
File founder
TEXT
20
5
Archive creation time
Data / time
automatic
6
Last modifier
TEXT
20
Seduce
Last Modified
Data / time
automatic
8
Archive type
TEXT
20
9
Additional Documents
TEXT
50
10
Security Level
TEXT
20
3) login table
This table stores information from operating employees
Field
Field name
Types of
width
1
username
TEXT
50
2
password
TEXT
50
3
Authority
TEXT
20
4
level
TEXT
50
4) Operation employee information table
This table stores operation employee details table
Field
Field name
Types of
width
1
employee ID
TEXT
50
2
Name
TEXT
50
3
identification number
TEXT
50
4
job title
TEXT
50
5
Working age
TEXT
50
6
Working department
TEXT
50
Seduce
office number
TEXT
50
8
mobile phone
TEXT
50
9
fax number
TEXT
50
10
E_mail
TEXT
50
11
profession
TEXT
50
12
Education
TEXT
50
13
Hobby
TEXT
50
14
home phone
TEXT
50
15
family address
TEXT
50
16
province
TEXT
50
In one
city
TEXT
50
18
date of birth
Data / time
automatic
19
Signing time
Data / time
automatic
20
End Time
Data / time
automatic
twenty one
Authority
TEXT
50
twenty two
level
TEXT
50
twenty three
photo
TEXT
50
twenty four
gender
TEXT
50
25
Marriage status
TEXT
50
5) Company information table
Mainly stored company information
Field
Field name
Types of
width
1
Company Name
TEXT
50
2
work phone
TEXT
50
3
company Fax
TEXT
50
4
principal
TEXT
50
5
company address
TEXT
50
6) Help table
This table stores help information
Field
Field name
Types of
width
1
name
Memo
automatic
2
content
Memo
automatic
3.2 Dynamic Data
Enter data: Menu option, find keywords, new record items.
Output Data: The database record collection determined by the query keyword.
Internal generated data: intermediate query results.
3.3 Database Description
This software uses the Access database.
3.4 Data flow map
The data flow diagram of the "Archive Management System" software is relatively clear, which is more laws to each function module. However, the full picture is more cumbersome, and the data flow map of each functional module is as follows.
1. Login data flow map
User name and password
Authentication
Login failed
login successful
wrong
Correct
Login table
Select operation
Add to
modify
2. File management
delete
3. Archive inquiry
Select the query item
Query conditions
Inquire
display
3. System configuration
Open Database Library
Select Image
Select operation
Company information configuration
System desktop configuration
Database path
Company information loading modification
confirm
4. System maintenance
Login table information load
Operating employee management
Data Recovery
Select path
System data management
Add to
Select operation
data backup
Select path
modify
delete
Backup
restore
turn on
5. Print report
Select operation
Print single record
Print all records
Print Operation Employee Information
3.5 Data Dictionary
Here is a dictionary card with a data element and the meaning of the specific data card:
Name: File type information
Description: Generate a file file type to send file catalog table
Definition: Archive Type Information = Archive Type Security Level
4. Features requirements
4.1 Functional division
This system has the following functional modules:
1) Archive management module
2) Query management module
3) System configuration module
4) System maintenance module
5) Print report module
6) Help module
4.2 Function Description
Detailed below describe each functional module:
1) Archive management
(1) Archive directory management: Only for general users and administrators. And the file types operated by different user levels are limited. Users can add, modify, and delete file types inside. You can also set the level of the file type to enhance their confidentiality.
(2) Archive warehouse: Limited to all operators. General viewers can only view files and do not modify files. And the files seen by different user levels are restricted. General users can add, modify, and delete files inside. You can also set the archive level to enhance their confidentiality.
2) Query management
(1) Query Single file record: Mainly suitable for all operational employees. On the form, you can first select the condition of the query, then enter the keyword name. Press the query. If you are not familiar with this file, you can choose blur search on the form. After checking the record, you can double-click the record to display the details.
(2) Query all files: Yes, for administrators, in order to facilitate administrators to find files, there are keyword search and blur search. After checking the record, you can double-click the record to display the details.
(3) Query Operations Employees: Yes, for administrators, because the information of the operator is confidential, so only the administrator is only used.
There are also a variety of query methods. After checking the record, you can double-click the record to display the details.
3) System configuration
(1) Configure the company information: Only the administrator configuration is mainly to configure the basic information of the company. General users and viewers can view.
(2) Configure system desktop: Users can configure their favorite desktop graphics. As long as you click Select the image on the form, select the favorite picture.
(3) Database Save Path: Only administrator is used. Used to open the database.
4) System maintenance
(1) Data Backup: The user can save the database in the hard disk by selecting the saved path, or saved in the floppy disk.
(2) Data recovery: Users can restore data by selecting the path.
(3) Operating employee management: Only administrator. Among them, you can add, modify, delete the operator, set their permissions, level, and password.
(4) System sorting information: Show the time of the management manager to organize the system.
5) Print report
(1) Print Single Archive Record: Mainly suitable for general browsers and general users. They can only print the files that can be viewed in their permissions and levels.
(2) Print all files: It is set to administrators, and the administrator can set print as needed. You can also generate a text file or an HTML file output in the form of a report.
Print the operator's information is only used by administrators.
6) Help
(1) Help information: Display the detailed help information of the system.
(2) About the system: It is mainly some of the information of the display system.
5. Performance requirements
5.1 data accuracy
A. To enter in strict data format, the system does not give a response.
B. When the query is guaranteed, the check rate is checked, and all the records containing the query keyword should be found. Because there is usually a lot of documents, this system uses two methods to query: direct query and fuzzy query. 5.2 Time Features
The general operation response time should be within 1 to 2 seconds, and the operation of the soft disk and the printer should also be completed within an acceptable time.
5.3 Adaptability
Meet the needs of enterprises and institutions (record amounts are controlled within 1000 items).
There should be no difficulties in the previously mentioned operating environment.
6. Operational demand
6.1 User Interface
Transcend VB interface, new feeling, easy operation, clear view, beautiful view. And use the menu interface driver, bringing a great convenience to the user, friendly user. Support for mouse and keyboard.
6.2 Hardware Interface
This software does not require specific hardware or hardware interfaces.
486 above the PC can run this software.
6.3 Software Interface
Running on Windows95 and later with Win32 API operating systems.
6.4 Troubleshooting
It should not be wrong when used normally. If you encounter unrecoverable system errors, you must ensure that the database is intact.
Problems encountered in debugging and solutions:
1) encountering a "database has been closed" prompt information to prevent the program
You can check whether the table of operations has been turned off or if this table is not closed.
Once again, use the open statement to open this table.
2) Trouble about empty records
Some empty records tend to make the program unable to run. At this point, you can use the "if not isnull" statement first judge whether it is
Empty record, restart.
3) Some running errors can also be excluded as follows
ON Error Goto ErroPoint
ErroPoint:
MsgBox Err.Descripton
EXIT SUB
Or use statements such as ON ERROR RESUME NEXT to process.
7. other request
1) The functional implementation of the system: users can implement various user requirements under this system
2) Safety of the system: There are password protection for important data from the system, with certain security
3) The system's fault tolerance: The user's input error data has a prompt information, with better fault tolerance.
4) Closure of the system: The user's closure is better, and the user is basically issued by the prompt information.
