Flat Allotment System

Project Interim Report

SVKM s Narsee Monjee

Mukesh Patel School of Technology Management & Engineering NMIMS

A REPORT ON

FLAT ALLOTMENT SYSTEM

By : Kartik Agarwal

Indian Oil Corporation Ltd

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Contract:

A REPORT

ON

FLAT ALLOTMENT SYSTEM

By

Kartik Agarwal
A report submitted in partial fulfillment of the requirements of 5 years Integrated MBA (Tech) Program of Mukesh Patel School of Technology Management & Engineering NMIMS

Distribution List:

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Completion Certificate
This is to certify that Shri/Smt/Kum .. Kartik Agarwal .........

Roll No

..340

...

Has completed the training & project as a part of Technical Internship in our company as mentioned below and the report is also submitted.

(I) Project Title: Flat allotment System (II) Date of Joining: 2nd February 11 (III) Date of Completion: 24th April 11

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In partial fulfillment of IX Trimester Technical Internship for MBA (Tech) program of Mukesh Patel School of Technology Management & Engineering, Narsee Monjee Institute of Management Studies (NMIMS)(Deemed-to-be University), Mumbai.

.. Industry Mentor

Date:Place:Company Seal:-

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Project Interim Report On

Flat Allotment System

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Table of Contents 1. Introduction 1.1 Purpose, Scope and Limitations 1.2 Sources and Methods 1.3 Report Organization a. Flowchart b. DFDs 2. Project Progress 2.1 Snapshots 3. Industrial Analysis 4. Screenshots 5. Glossary 6. Referrences 7. Conclusion

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1. Introduction:
y IOCL being a MAHARATNA and a public sector organization thus its oath to comprise of thousands of employees working in different departments. In such a case residence poses to be a major issue in the metropolitan cities mainly such as Mumbai, Chennai, Delhi, etc especially when any employee is assigned a designation at a different location. Therefore a system was required so as to help the employees to get a residence as they arrive to a new designated department, or a residence for betterment. y Hence, Our project is hereby referred to as Flat Booking System/House Allotment System will function towards booking of flats for the employees of the company considering their priorities, categories and roles mentioned below and their respective designations, thus maintaining proper updated waiting lists of the flats at various regions in the city. y The project ensures the proper updating and functioning of the flat that are in the waiting list, that are booked, etc in the system. The purpose of this project is to provide a high-level of transparency and easy to use facilities for booking of flats especially for the employees of the company residing at Mumbai. y Basically at all times there is a waiting list maintained which can be viewed by all the employees so as to enable them to keep a track of their preferences of the flat they desire which is categorized under 3 different categories. They are:  Category 1:- New Allotment  Category 2:- Betterment  Category 3:- Non-entitled Categories y This application also maintains the required transparency in any organization. This is maintained by the grade A-E employees not able to view the flat and flat details that are for the grade F-G employees and vice versa.

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1.1 Purpose, Scope & Limitations: (a). Purpose:

The purpose of this document is to provide a high-level transparency to the employees wherein they can view their flat status at all times and easy to use facilities for booking of flats according to their desire. This document shall be used by developers as a guide for the implementation of the project. In this we basically aim at booking of various flats considering the categories and roles listed below along with proper provision of waiting lists of various regions that ensures the proper updating and functioning of the flat booking system. IOCL being a public sector company, there are oath to be discrepancies at some level due to very many reasons, so to avoid these issues and maintain transparency to a great extent ,hence the Flat booking system was put into force by the company itself. Some factors which are more critical like health and related issues were also mentioned in it considering which one can ask for a different location for the flat or for a betterment flat ,but there is always an option to approach the ADMIN directly in critical cases as the queues can be long.

(b). Scope
The project, hereby referred to as Flat Booking System will function towards booking of flats for the employees considering their priorities, various health and related issues for the flats, the categories and roles mentioned below and their respective designations, thus maintaining proper updated waiting lists. Since there are many members involved in an organization with different ranks and designations, the priority is given to the higher rank employees, so transparency is important to be maintained as lower rank employees should not be able to view the flats which are bigger and at better location than theirs as they are more important to the organization . Lower rank employees are not even able to view the flats at all or its area and anything related to the flat. The user interface is not as appealing, detailed and informative as it should be. It has to be a little more resourceful and enhanced.

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(c). Limitations:
y IOCL is a Public sector organization, thus there has to be great responsibilities on each employee in the firm. In such a situation the responsibility for the flats to be allotted maybe assigned to an individual like in the present case. Hence it becomes problematic to take decisions single handedly, also there are chances of transparency not being maintained by allotting the flats on personal relation basis. y This should be strictly avoided and there should be a special committee setup to take any sort of necessary decisions as and when required. This is the main limitation that we have faced up to now.

1.2 Sources and Methods:

Whenever any employee is designated a different designation at some other location then not being a residence of that particular place becomes a problem. So the company decided to provide the flat to the various employees of their company rather than providing the Guest houses at all times to these employees. Hence for this purpose so as to maintain proper functioning and easy to use facilities such as: y Employee Registration y Employee login y Employee details, etc In this system there is high-level of transparency maintained so as to make it easy for all the employees to view their flat details. This was one of the main sources of this project s initialization which aims at providing various facilities to their company employees. There are various methods involved in this project as per the location of the flat, the desire of the employee, the employee s priority, the employee s preferences, etc. This project was initialized 10years ago and is done on IIS server. We are going to be doing this project in asp and IIS server.

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1.3 Report Organization: (a).Flowchart:

This flowchart shows the basic pictorial workflow of the flat booking system. It typically shows the start i.e. the homepage of the system, the login option, the new user registration option and the waiting list option. The login option further comprises of: y New Flat y Betterment y Own Property We can see that the New user Registration option has a Plocy PDF option that Goes back to the Post login option. The waiting list further comprises of:
y y y Category 1 Category 2 Category 3
START Homepage

Login

New User Registration

Waiting list

Policy PDF

New Flat

Betterment

Own Property

Category 1

Category 2

Category 3

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(b). DFDs:
 User Level DFDs
y 0-Level DFD:

Employee

Open

Flat Booking System

Application Open

Validation By Admin

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y 1-Level DFD:

Employee

Open Flat Booking System Email ID Password New User Waiting List Status

Employee Login/Reset

Policy PDF

Vacant Flat Status

Admin (Database)

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y 2-Level DFD:

E plo ee Open la Boo ing S e E ail ID E plo ee Login/Re e Pa word New U er Wai ing Li Sau

Poli PD

Va an la Sau

Lo a ion wi e li Ca egor

Hou e Allo en for

SAP Joining Repor Ref No

Lo a ion Preferen e

T pe a per 23.01.09

Da aba e

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y 3-Level DFD:

Employee Open Flat Booking System Email ID Employee Login/Reset Password New User Cat 1 New User Category Waiting List Status

Policy PDF

Vacant Flat Status

Location wise list Category

House Allotment form

Cat 3 Own Cat 2 Betterment Property

SAP Joining Report Ref No

Location Preference

Type as per 23.01.09

Database

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y 4-Level DFD:

Employee Open Flat Booking System Email ID Logout Employee Login/Reset Password New User Cat 1 New User Category Waiting List Status

Change Password User Roles

Policy PDF

Vacant Flat Status Location wise list

Current Personal Status Details Cancel BetterAllotment ment Modify Choice Apply/ Modify Cancel Betterment

House Allotment form

Cat 3 Own Cat 2 Betterment Property

Category

SAP Joining Report Ref No

Location Preference

Type as per 23.01.09

Database

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2. Project Progress till now:

y We have broken up the main project into small modules. Currently we have been working on the New User Page and the Login Page .

y The New User Page is the one wherein a new user/employee will have to fill in his/her details and register as per the requirements and priorities of the flat i.e.  Location desired for the flat  Size of flat desired  Any other priorities or desires

y Once the New user registers himself/herself here, then his/her details will go from this New User Page to the database directly. In the database it goes to the Usertable . This is where all the entries of the newly registered employees will be entered.

y Next comes the Login Page wherein the employees can login with their respective email IDs and Password. From this page the information will directly be entered in the mst_login table in the database and will also have the records of all the members who login along with their respective employee ID(empid), employee name(empname), eemployee password, employee rolecode.

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y We have also created a few important table in the database that are required for this project. They are:  mst_area table : it contains the areas where all the IOCL flats are available along with its area code, area address and area name. a snapshot of the same is given below:

 mst_flatcode table : it contains the codes of the flats based on various situations. An example in the form of a snapshot is shown below:

As we can see, there are different codes for different flat categories.  mst_status table : this table contains the information regarding which flats are to be allotted to which employee of the organization based on his/her designation in the company. An snapshot of the same is given below:

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y The snapshots of the login page ,the new user page and the respective database entries is given below.

2.1 Snapshots:
 The New User page:

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 The Login page:

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 The mst_login page in the database:

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3. Industry Analysis:
y A flat allotment system is necessary to be there in public sector organization like IOCL, all the more because of its strength of employees that it has. y In the industry analysis the seniors and/or the employees who have been allotted any flat and who wish to bring about some change or modification in the system would give the feedback. Based on their feedback an analysis is done for the various options of the flat allotment system by the industry. y Basically there analysis includes not letting a A-E grade designation employees view the details of the flats that are assigned to the F-G designation employees. y Also to offer fair opportunities to the existing occupants, the applications which are under the Betterment i.e. Category-2 should be given more priority over the New Applications i.e. Category-1. y The incumbents that come on transfer would be given the first priority than the others.

This is the industry analysis that is taken out with the feedback got by the various employees of the company which mainly includes the senior authorities, who have been allotted flats and who have applied for flats.

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4.

Screenshots:
 These are the screenshots of the project Flat Allotment System from the main homepage screen till the logout screen of the employee.  One important point to be noted is that the layout i.e. User Interface (UI) of the final project might appear in a modified form since we are still working on it.  These are the various screenshots given below: y This is the main page i.e. when the employee enters the house allotment system application.

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y These are the New user form screenshots which consist of:  New user category  Desired Location preference  User Location list  New user type

New user category:

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User Location List:

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Desired Location Preference:

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New user type:

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5. Glossary:
Definitions, acronyms, and abbreviations Any flat has to be allotted to the employee considering these three important and mandatory features in mind by the authority, which are the three categories as mentioned: CATEGORIES : y New Allotments y Allotments o change/Betterment y Non-entitled categories These are the main facilities/roles that are given to any employee who registers himself/herself for the Flat Allotment System  ROLES : y Logout y Change password y Personal details y Modify choices y Cancel allotment y Apply/modify y Betterment y Cancel betterment y Current status  WAITING LIST : y On the basis of location y On the basis of above mentioned three categories y Normal list

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6. Conclusion:
On the basis of the above mentioned information , we will be further working on the project assigned by IOCL , thus utilizing the resources available to us, keeping the limitations in mind by overcoming them and the important suggestions given to us by the respective authorities as our technical project for the trimester IX .

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