DMS Software

To develop DMS software within the bureau, the development process should follow the well-defined Software Development Life Cycle (SDLC) or methodology that ensures the scalability and sustainability of the system. This SDLC incorporates the Analysis and Design Methodology called Object Oriented Analysis and Design (OOAD) together with modern approaches of system development like prototyping and Rapid Application Development during requirement determination. Generally, it incorporates the following major tasks (as shown in the figure below):

  1. Scoping and planning
  2. Analysis and requirement definition
  3. System Design (screen designing and Sequencing)
  4. System implementation
  5. System integration
  6. Project management and testing
  7. Training of both professional and end-users

The SDLC is an incremental and iterative cycle that ensures the requirements of the bureau are addressed at ever phases of the development process.

Having the major tasks/phases of the SDLC specified above, the development of the DMS software can proceed in the following four phases which is driven by the requirements of the system as well as the bureau.

Phase 1: Requirement Definition and Systemization

  • Preliminary study and findings with the key system users (bureau staff)
  • Form Software Development Team with members from
    • Software Developer Company
    • Key staffs from the bureau- IT Directorate, Planning and Program Directorate, Communication Directorate (if any)
    • Involved Project support (if any)
  • Conduct initial discussions with the project staff on the objective and scope of the DMS system and training to the staff on the systems
  • Undertake desk review of basic project documents, office documents including project proposal, semi-annual report and project baseline survey,
  • Systemizing it in an integrated and organized manner
  • Collect and adopt major data collection techniques and reporting formats
  • Prepare draft report
  • Finalize the draft report based on the further discussions with the bureau staff (system users)


Output: Draft Requirement definition and analysis report


Phase 2:  Modeling the requirements and Database design

  • Design the overall architecture of the system based on the key requirement of the problem
  • Detail structure of the system in a standard fashion (primarily based on Object-Oriented model /COM model)
  • Design of the database using the relational data design and OOD design patterns
  • Design of User interface, based on the data entry templates
  • Submit the design document in a draft form; the contents will be discussed with the key bureau staff
  • The system study will also consider various technology setups (LAN based, WAN based) for the system.


OUTPUT: Technical design report/document


Phase 3:   Deployment and Implementation

  • The system (software) will be coded or customized as per the design specification agreed with the relevant stakeholders of the system after successful completion of the first and second phases in standard manner
  • Implement the software (define tables, define procedures, queries, etc)
  • Sufficient online and context sensitive help facilities will be part of the system
  • Carry out tests on the developed system which includes the following sub-tasks
    • Develop a test strategy
    • Test the developed system
  • Perform necessary alterations and corrections on the computer programs depending upon the results of the test


OUTPUT: The web-based DMS software (the necessary Front-end applications for different functions of the system), integrated with all the necessary database back ends.


Phase 4:   Post -Implementation activities

  • Supervise Document collection from the existing soft copy files and paper based files on a form which simplifies entry of data into the new computerized system which includes the following sub-tasks:
    • Prepare template forms used to collect existing document
    • Draw a data collection procedure
    • Supervise the document collection process with designated supervisory staff of the organization
  • Organize, train and supervise a data entry team (bureau staff) to enter all the operating data as collected above
    • Determine document entry techniques, select staff, train on document entry
    • Supervise the document entry process with designated supervisory staff of the organization and solve any problems that may arise during this process.
  • Install and configure the system in the bureau dedicated DMS server computer
  • Demonstration of the DMS system to the bureau key staff and management bodies (including project staffs involved)
  • Provide End- user training to the bureau staffs and well as technical training to the IT staffs of the bureau.


OUTPUT: Packaged system in a CD, User Training manual to assist users training