INTRANET-BASED WIKI WITH INSTANT MESSAGING PROTOCOL

Abstract

This project developed an Intranet-Based Wiki with Instant Messaging Protocol (IBWIMP) for the Staff of the Department of Computer Science, University of Nigeria, Nsukka to enable them collaborate on tasks; like writing of documents like, memo, project guidelines, proposal/grants, and circulars with online security consideration. The essence of this work is to improve on the contributions staff make during work, in carrying out tasks with their colleagues irrespective of the person’s location at that point in time. The existing system on ground would always require the presence of the staff within the department before they can carry out the tasks meant for them or respond to the available mails within their mail boxes located within the general office of the department. In regard to such situation, there is always delay in the processing of such mails or documents that could require urgent attention of the supposed staff therefore could cause serious damages. This project established a better internet connection for the security of the system and the documents therein by the use of virtual private server (VPS) hosting on virtual private network (VPN). This system allows the collaboration between the staff of the department and external persons or partners classified as external staff user on documents like circulars that normally come from outside the department. This system automatically sends emails to the supposed users whenever the admin posts a document via the Short Message Transfer Protocol (SMTP). The system is accessed online by the users from any location once there is internet connection available and users can collaborate on the development of any posted document at the same time. This application was designed using Object Oriented Analysis and Design Methodology (OOADM) and implemented using Hypertext Markup Language (HTML), JavaScript, Cascading Style Sheet (CSS), CkEditor, Hypertext Pre-Processor (PHP) and MySQL database management system.

Chapter 1:

Introduction

1.1 Introduction

With the growing activities in both the academic and business world comes a growing amount of information: manuals, procedures, best practices, ideas, important documents, sales leads, expenses etc. Organizing all this information and processing all these documents increasingly becomes more work. It might be a small academic department or a small business organization, but simply using notes and paper documents is less convenient for the staff, and spending all this time on sharing information by the use of manual mail boxes known as “pigeon holes” and finding back information in file repository in the file cabinets is a huge waste of time and energy.

The absence of administrative staff in the office puts a hold on the workflow, in the sense that some documents to be moved from a location in the office to another, in the name of information dissemination, remain unmoved. As a result of that, there could be damages depending on the need for which the information is meant to meet at that moment.

Therefore, the introduction of the use of a Wiki that is Intranet-Based with an Instant Messaging Protocol will enhance the throughput of the performance of the staff in such an environment, thereby increasing their throughput on the delivery of quality services to their clients.

A wiki is an application, typically a web application, which allows the collaborative modification, extension, or deletion of content and structure. This application will enable the staff to  easily disseminate  information. The  application will  equally grant  the  staff of the organization the  enablement of collaborating with themselves during work from any given location. This means that, when a staff is not present in the organization, he or she stands the chances of contributing to the work going on within the organization from wherever he or she may be. This application will be designed to run on an intranet network. An intranet  is a computer  network  that  uses  internet  protocol technology to  share  information,  operational systems, or computing services within an organization.

1.2 Statement of the problem

Below are the problem statements that necessitated this research work:

1.  Indiscriminate movement of physical documents and files by the staff, and that could lead to loss of important information.

2.  Inability of the staff to receive vital information especially when not on seat.

3.  Lack of collaboration among the staff due to lack of the medium to enhance it, thereby leading to poor teamwork and poor service delivery.

4.  Poor or no security of documents and files during information dissemination, which is caused  by such  information document  being  in  wrong hands,  which  could  mar  the integrity of the organization when used against the organization.

5.  Lack of instant messaging system which could be used to notify staff when there is an urgent need to respond to ongoing work or project within the department.

1.3 Aim and objectives of the study

The aim and objectives of this work are:

1.  To develop a system with platform that enables collaborative writing of documents like: project guidelines for students, grants for project funding, memos or meeting circulars for the department staff.

2.  To enable proper and adequate dissemination of information among the concerned staff of the department.

3.  To provide a highly secured system to the staff which could be accessed from any given location without losing the integrity of the information and knowledge it contains. That is why the intranet is preferable.

4.    To provide a system with an instant messaging capacity or protocol which will notify the users whenever there is information or document posted for their consumption.

1.4 Scope of the study

This research work is specifically developed for the Staff of the Department of Computer Science,  University  of  Nigeria,  Nsukka.  It  could  still  be  implored  for  use  in  any  other organization with little adjustment or modification.

1.5 Significance of the study

The following below are the significance of this project:

1.  This work will eliminate stress and tendency of losing important information due to indiscriminate movement of documents and files manually by the clerks (staff).

2.  It  will  enable  the  staff  to  contribute  to  what  is  going  on  in  the  department  by collaborating on the development of ongoing document writing.

3.  It will enable the students of the department to access the project guidelines whenever there is adjustment and ask necessary question by the use of the comment text field.

4.  It  facilitates  collaboration  among  the  staff  of  the  department  and  those  of  other departments or offices of interest on the development of a decision making processes. For example,  the  office  of the  vice  chancellor  or  the  school post  graduate  studies  can collaborate with the staff of the department on any issue of interest.

5.  It will employ the staff to respond to work immediately a document or information is posted on the system which eliminates damages cause by delay in response.

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