Real-time file tracking system with SMS notification for University personnel

Abstract

A huge amount of data is generated in most institutions of learning today. Locating large files among tons of others can be a very tedious and time consuming process for the personnel as well as academic staff of the University. The aim of this paper is to develop and design a Real-time File Tracking System with SMS Notification to improve work productivity amongst University Personnel. The objective of the project is to have an online portal that will manage all paper transactions of the University to reduce the processing time of the incoming and outgoing communications and provide a simplified avenue for the personnel to track the status/movements of their documents. The project also aims to increase the functional efficiency of the institution and improves timely-decision making process at all levels. Moreover, the project will increase the availability of all information in electronic form that will facilitate easy retrieval, and speeds up approval. The results of the study revealed that the improved process helps reduce the travel cost, time and effort of the personnel in sending, receiving and returning their documents on the main campus through the online portal. Files, such as, reports, decisions, requests, reminders are processed and tracked by the system in real-time. Furthermore, the system helps in online tracking and provides location information. The system is interactive and usable and able to improve file management and productivity in the University administrative operations.

Keywords: real-time, file tracking, information system, reports, sms notification, online portal