Currently this process is having difficulties. Because most of the time it has to be manual. Overcoming those difficulties I will introduce a new system which make feemedia volunteers life easy as much as possible, by giving some automated mechanism to the process.Following diagram will give brief idea how the process will behave. It also shows different user levels.
From the user level (requester), he/she needs to fill the form providing basic details. Then the question page which mostly like a survey will arrive. It include question like why the user wants freemedia and other useful things. Using the data given in the form and the question page, a ticket will be automatically generated. This can be also edit by the user. Then the ticket data will be stored in freemedia database.
From the volunteer level, he/she should first register as a freemedia member by filling a form. Then one of the admin will accept the request and the volunteers will be given a profile page. Then they can check the report page which is included the free media request tickets. After they can assign the ticket to themselves and fulfill media requests.
An admin is also a free media volunteer who has above facilities as well as admin rights. As an administrator, he/she has to do is accepting the volunteer’s requests of joining to this program.
Following diagram will describe how the tool works in each user level
In the user level what user fill in the form is going through the duplicate checking and validation mechanism, so that any duplicated ticket will be avoided at the very begin. Main reason for closing ticket is not providing valid email addresses, region not matching the country and not correct address provided. From this mechanism these are avoided. So it makes volunteers life easy, because they have to do all the hard work checking tickets.
Another good feature of this process is auto generating ticket. It is done by using data provided by the user in the form and the question page. This is also makes user life easy as well as volunteer’s, because manually created ticket will give some trouble to volunteers to identify the priorities and relevant tickets.
Statistic page and leader board
Currently Freemedia statistic page having above format. I suppose it should be more enhanced like providing many details.
Providing No of Requests from Sri Lanka for F19 DVD media in 2013.
Statistics data could be filtered easily because ticket creating is almost automated by this tool. So it can easily use keywords in the ticket to filter data.
In this system it also provide leader boar where the top list of donators appear.
This may be some moral up for the volunteers to contribute to the Freemedia.
Automated mailing system
This is fully automated mailing system. Volunteers no need to subscribe to a mailing list which is much troublesome that send mails when any single change done in trac ticket handling system. Volunteers can change the mailing settings as he/she wish.
Tool that use to handle this process has following features
1) Handling forms and ticket
In this feature there are two special mechanism
* Duplicate checking & user input validation mechanism
* Auto generating ticket mechanism
2) Mail handling System.(Fully automated)
3) Statistic data handling System.