MAINTENANCE PHASE

CREDIT TO Educationleaves https://www.youtube.com/watch?v=S3rf9aa6Ca0

Welcome to the maintenance phase – the silent guardian that ensures the longevity, resilience, and continued excellence of your project or creation. As the curtains close on the development and implementation spectacle, the maintenance phase steps into the spotlight, ready to embrace the ongoing evolution and refinement journey.

The maintenance phase is the stage in the project or software development lifecycle that follows the implementation phase. During this period, the focus shifts from creating and deploying the product to ensuring its ongoing functionality, stability, and adaptability. Maintenance involves activities aimed at preserving and enhancing the product over time, addressing issues, and accommodating changes in user requirements or the technology landscape.

In this phase, the spotlight may not be as bright, but the significance is undeniable. Think of maintenance as the custodian of your digital masterpiece, the curator of its functionality, and the vigilant guardian against the inevitable winds of change. It's where the magic continues, the wrinkles are smoothed, and the gears keep turning smoothly.

After receiving valuable feedback from 14 employees, the IT team at SHOENIVERSE understands that the Employee Information System (EIS) could benefit from improvements and maintenance. This acknowledgment reflects the commitment to addressing user concerns and actively seeking ways to refine the system. By recognizing this opportunity for enhancement, SHOENIVERSE aims to create a more efficient and user-friendly EIS, ultimately contributing to the overall satisfaction and productivity of its workforce.

The post implementation review/report can be access through this link : https://docs.google.com/document/d/1yxHq2Aawadm1vjxp1nAG-XwE2Ctzo3879bnh_kvDBsE/edit?usp=drivesdk

This is the maintenance phase of SHOENIVERSE's employee information System (EIS) that made by the IT team:

1 - Log in through Google

In order to improve our Employee Information System (EIS) to be more accessible and efficient, we improve our system by doing maintenance in terms of employees being able to access the system through Google. In addition, the employees also can choose to log in via a web browser which is Google on a desktop or through a dedicated app on their mobile device.

For instance, employees who can’t download the EIS system application into their phone due to their phone storage being full, employees can access the system through google by simply type “SHOEIS” and it will automatically shown the EIS website for employee to access their account. By login through Google, it can give benefits to the employees in terms of more convenience for employees to access the system from any device like tablet, laptop and computer or any devices with an internet connection. Other than that, our company also can increase the visibility of our brand Shoeniverse by offering both website and app-based access across multiple platforms and devices.

2 - Strong password

To enhance worker privacy and security, we upgraded the Employee Information System (EIS) by requiring each worker to enter a password, which must include at least 12 characters such as upper and lower case letters, non-consecutive numbers, and special symbols. A strong password is crucial to securing digital systems and online accounts. Its primary function is to protect sensitive information and prevent unauthorized access. 

A strong password is crucial to securing digital systems and online accounts. Its primary function is to protect sensitive information and prevent unauthorized access. These features prevent unauthorized access as they act as a barrier to unauthorized users, ensuring that only individuals with the correct credentials can access a system or account. For example, if employees use a password such as Talitha12, this password can be considered as a weak password because it is short with only 9 characters, predictable by using name and common numbers and one alphanumeric character type. If the system was hacked or accessed, a hacker attempts to gain access to Talitha's account using a simple "brute force" attack, trying different combinations of letters, numbers, and symbols. With enough time and computing power, the hacker is eventually able to guess "Talitha12" and gain access to Talitha's information.

Other than that, strong passwords help safeguard sensitive data such as names, addresses, and credit card numbers from being accessed, modified, or stolen by unauthorized parties. This is especially important for personal information, financial data, and other confidential data. As we know, the Employee Information System contains all workers' data such as personal information, financial data, and other confidential data. If the password does not require a strong and specialized one, employees might use an easy or weak password to set up their system and it gives a bad outcome to their data. Strong passwords can help employees secure their systems if a hacker tries to access their files. With a weak password, they could crack it in a matter of minutes, gaining access to the sensitive data and potentially jeopardizing employees' information such as bank accounts and addresses which leads to other damage.

3 - Automatic logout

Automatic logout is a crucial security measure that safeguards sensitive information and systems by automatically ending a user's session after a period (one minute) of inactivity. It acts also as a digital safeguard in multiple scenarios such as preventing unauthorized access means that automated logout lowers the possibility of unauthorized users accessing private data or carrying out harmful activities in the event that a user forgets to log out or leaves a session open. 

Subsequently, automatic logout guarantees that a user's private or sensitive information is not available to anyone who could come across the device in the event that they walk away from it or forget to log out. This is another method that helps secure sensitive data. Additionally, closing sessions after a while of inactivity can aid in preventing assaults known as "session hijacking," in which a hacker assumes control of a user's session. Lastly, the process of freeing up system resources involves ending idle sessions. This can provide optimal performance for active systems, especially those with little resources or large traffic volumes.

For instance, the system will automatically log out of an employee's use of the Employee Information System after a minute. The goal of this is to lighten the load on the system because occasionally users forget to log out or get lost. Besides that, this function also is needed in order to prevent the system or session being overloaded with inactive sessions. This is to ensure the optimal resource availability for active users and avoid the system being lagged. 

4 - Attendance

 The term "online employee attendance" describes the technological tools and procedures that businesses use to keep tabs on, record, and monitor their workers' attendance. Online attendance systems use digital technology to automate processes, moving away from manual time clocks and paper-based attendance registers. In its most basic form, employee attendance refers to workers showing up at their assigned worksite at the appointed times. It includes when they arrive, when they leave, and any absences they may have during office hours.

There are many benefits that SHOENIVERSE will achieve such as online systems automatically recording attendance data with pinpoint accuracy, saving time and reducing administrative burden. Besides that, it eliminates the need for expensive paper timesheets and physical time clocks. Online systems also streamline payroll processes, minimizing errors and saving money. Lastly, online systems provide employees with clear records of their attendance, promoting transparency and ensuring fair treatment in regard to payroll and leave management.

Before the maintenance phase, employees could access attendance wherever they were and at any time. This causes the efficiency of the system to be less effective and efficient. Therefore, the human resource department has suggested the presence of employees using QR code scans that will be provided daily at the front door of the office. Therefore, employees must be present at work before or exactly at 8: 00 AM to avoid any action from superiors. In addition, employees can use any devices such as iPad, iPhone, android smartphone, android tablet and others.

5- Automatic history deletion (after 3 months)

 To facilitate employees to use the system efficiently, we have added several features including automatic history deletion. Automatic history deletion in a system refers to the functionality that automatically removes or erases certain types of data, logs, or records of user activities after a specified period or under certain conditions. This feature has a good impact on the employees because of its functions which are Privacy Protection in terms of browsing history. In web browsers, automatic history deletion helps users maintain privacy by removing records of websites visited. This is particularly useful on shared computers or public terminals to prevent others from viewing sensitive browsing habits. For example, all employees might share the same Wi-Fi in the office which is less secure than when they're at home network. Hackers could potentially intercept the browsing data if they wanted to. But if the history is automatically deleted, they won't be able to see anything that has been browsing. 

In addition, it can provide Security Enhancement for employees, especially in their system logs. Automatic deletion of system logs enhances security by preventing the accumulation of sensitive information. For instance, operating systems may automatically delete logs after a certain period to limit potential exposure. Other than that, it also can be used for authentication records. Systems may automatically delete records of user authentication after a successful login to reduce the risk of unauthorized access. For example, a server might clear authentication logs after a specified time.