isdprojectview “if you can see it, you can manage...

MIDDLE EAST TECHNICAL UNIVERSITY

DEPARTMENT OF COMPUTER ENGINEERING

SENIOR PROJECT

User Manual

ISD

Intelligent Software Development

ISDProjectView

“If you can see it, you can manage it!”

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Table of Contents Purpose of This Document......................................................................................................... 3 1. Startup and Settings................................................................................................................ 3

Disclaimer: Use of Fictitious Names ................................................................................. 3 1.1. INSTALLATION OF THE SOFTWARE ...................................................................... 3

1.1.1 Installation of jdk1.5.0_02 ........................................................................................ 3 1.1.2 Installation of Apache Tomcat 5.0 Web Server ........................................................ 4 1.1.3 Installation of PostgreSQL Database Server ............................................................. 4

1.2 Managing Files................................................................................................................. 4 1.2.1 Import and Export Project Information..................................................................... 4

2. Accessibility ........................................................................................................................... 5 3.1 Installing........................................................................................................................... 5

3.1.1 System Requirements................................................................................................ 5 3.1.2 What's installed with ISDProjectView...................................................................... 6

3.2 Customizing ..................................................................................................................... 6 4.1 Security............................................................................................................................. 6

4.1.1 Password.................................................................................................................... 6 4.2 Privacy.............................................................................................................................. 7

4.2.1 Privacy Statement...................................................................................................... 7 5. Swing GUI.............................................................................................................................. 8

5.1 Login ................................................................................................................................ 8 5.2 Main Window................................................................................................................. 10

5.2.1 Mail Templates........................................................................................................ 19 5.3 Add/Delete Project ......................................................................................................... 27 5.4 Add/Delete Task............................................................................................................. 28 5.5 Add Customer ................................................................................................................ 29 5.6 Add Resource ................................................................................................................. 30 5.7 Import/Export ................................................................................................................. 31 5.8 Log Off/Exit ................................................................................................................... 33 5.9 Copy/Paste Project ......................................................................................................... 34 5.10 Copy/Paste Task........................................................................................................... 34 5.11Gantt Chart .................................................................................................................... 35 5.12 E-mail Notification....................................................................................................... 36 5.13 Task Properties............................................................................................................. 37 5.14 Report Generation ........................................................................................................ 38

6. Web GUI .............................................................................................................................. 39 6.1 Login .............................................................................................................................. 39 6.2 Project List ..................................................................................................................... 40 6.3 Task Lists ....................................................................................................................... 40 6.4 Add Task ........................................................................................................................ 41 6.5 Add Project..................................................................................................................... 41 6.6 Report Generation .......................................................................................................... 42 6.7 Meetings ......................................................................................................................... 43 6.8 Employees Tasks............................................................................................................ 46 6.9 Access Rights ................................................................................................................. 46 6.10 Add User ...................................................................................................................... 47 6.11 Add Resource ............................................................................................................... 48

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Purpose of This Document

This document is prepared to give the users details of program usage of our product. In this

report, how an ordinary user and administrator can use the program is explained. For detailed

information, please contact with team members.

Contact address: [email protected]

1. Startup and Settings

Disclaimer: Use of Fictitious Names

The example companies, organizations, products, domain names, e-mail addresses, logos,

people, places, and events depicted herein are fictitious. No association with any real

company, organization, product, domain name, e-mail address, logo, person, places, or events

is intended or should be inferred.

1.1. INSTALLATION OF THE SOFTWARE

ISDProject is platform independent software because coding was done with Java. We

preferred to use WindowsXP Professional as an operating system and below will be shown

the installation accordingly.

1.1.1 Installation of jdk1.5.0_02

You can get the jdk1.5.0_02 for Windows, Linux and Solaris from the webpage

http://java.sun.com/ Follow the instructions of the site and set the following environment

variables.

JAVA_HOME

C:\Java\jdk1.5.0_02

To check if you have installed Java and configured environment variables properly you

should open a DOS window and type "java -version" and "javac -help".

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1.1.2 Installation of Apache Tomcat 5.0 Web Server

You can download Apache Tomcat 5.0 Web Server from the site

http://archive.apache.org/dist/jakarta/tomcat-5/ Before following the instructions of

installation Apache Tomcat 5.0 Web Server be sure that you install the JDK properly.

1.1.3 Installation of PostgreSQL Database Server

This software is fortunately free available. It is open source database management system. It

is downloaded from http://www.postgresql.org/download/

1.2 Managing Files

1.2.1 Import and Export Project Information Available predefined export or import maps ISDProjectView provides a number of predefined export or import maps for ease of exporting

or importing of project data to other programs and file formats. Predefined maps can be used

with any file format or database, and are designed with a particular purpose in mind. You can

tailor any predefined map to your needs by copying it and editing it for your project. Use

these maps to export or import resources, their assignments, start and finish dates, and work,

to export or import tasks with their ID, name, duration (current, baseline, and variance), start

and finish dates (current and baseline), work (current, baseline, and variance), and cost

(current, baseline, and variance), to export or import tasks with their ID, name, and costs

(total cost, fixed cost, baseline cost, cost variance, actual cost, and remaining cost), to export

or import tasks with their ID and name, duration, start and finish dates, predecessors, and

resource names, to export or import tasks with their ID, name, earned value fields cost,

baseline cost, and cost variance, to export or import tasks with their ID and name, duration,

start and finish dates, resource names, and percent work complete; resources with their IDs,

names, groups, maximum units, and peak units; assignments with their task IDs, task names,

resource names, work, start and finish dates, and percent work complete, to export or import

resources with all of their information, to export or import tasks with all of their information,

to export or import tasks with their names, resource groups, resource names, duration, start

and finish dates, and costs; resources with their names, groups, work, and costs, to export or

import tasks with their ID and name, work, duration, start and finish dates, and percent work

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complete, to export or import tasks with their ID and name, duration, start and finish dates,

percent work complete, cost, and work.

2. Accessibility ISDProject is committed to making products that are accessible and usable by all people,

including those with disabilities. Many accessibility features are built right into

ISDProjectView. These features are available to everyone, without the need for additional

accessibility aids.

3. Installing and Customizing

3.1 Installing

Review the system requirements for ISDProjectView.

3.1.1 System Requirements

• Operating system:

Microsoft Windows or Linux on a computer with a Pentium III processor and 256 MB

of RAM. Pentium 233 MHz or higher processor with 128 MB of RAM is required.

This is the recommended system. ISDProjectView can also be executed on any other

operating system but they are not tested yet.

• 130 MB of available hard disk space (hard disk usage will vary depending on

configuration; custom installation choices may require more or less hard disk space).

• Java Runtime Environment 1.4.2 or later.

• Super VGA (800X600) or higher resolution monitor.

• Mouse or compatible pointing device.

• Microsoft Internet Explorer 5.01 with Service Pack 3 or later, Internet Explorer 5.5

with Service Pack 2 or later, or Internet Explorer 6.0 with Service Pack 1 or later. For

the best experience, use Internet Explorer 6.0. Mozilla Firefox, Netscape 7.0

Additional items or services required to use certain features:

• Internet functionality requires dial-up or broadband Internet access, provided

separately for sending e-mail to the users.

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Some Internet functionality may require Internet access and payment of a separate fee

to a service provider; local and/or long distance telephone toll charges may apply.

• E-mail features require a Windows-compatible network and a MAPI-compliant e-mail

system.

• Projects stored in databases require Microsoft SQL Server 2000 with Service Pack 3

or later, Oracle 8.0.5, Oracle 8i, or Oracle 9.2 or later, PostgreSQL, MySQL etc.

3.1.2 What's installed with ISDProjectView

• ISDPojectView Swing components.

• ISDProjectView Web components.

• PostgreSQL Database Server

• Apache Tomcat Web Server

• Files for International Support (English and Turkish)

If ISDProjectView or a component won't run, the software or a component of the software

may not be installed, may have been removed, or may be missing some necessary files.

3.2 Customizing

In the Web Interface you can see the user preferences screen which can be reached by the link

on the left of the screen. By using this feature you can change your preferences in anyway you

like.

4. Security and Privacy

4.1 Security

4.1.1 Password

Help protect a project file with a password. All users have a password to access to the project

files of this user so that they can reach their own projects. Use strong passwords that combine

upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these

elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that

you can remember so that you don't have to write it down. When you log on to

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ISDProjectView to work on enterprise projects (enterprise project: A project that is stored in

server to ensure information integrity. To make changes to an enterprise project, users with

access permissions are required to check it in and out from server), password protection is

part of its built-in security system.

Note: You cannot use a password to protect projects stored in a database but the project

manager who is created this project can only update or delete this project. However other

project members can access this project files with read-only access right.

Passwords (password: A sequence of characters needed to access computer systems, files, and

Internet services. Strong passwords combine uppercase and lowercase letters, numbers, and

symbols.) are case-sensitive. Check to see whether the CAPS LOCK key is on, or retype the

password to make sure that you didn't mistype it.

4.2 Privacy

4.2.1 Privacy Statement

ISDProjectView is designed to allow you to quickly assemble, display, and share your data

with others. ISD is committed to helping protect the privacy of your data and helping ensure

that you have full control over how your data is used and distributed.

This privacy statement applies to ISDProjectView. It does not apply to other online or offline

ISD sites, products, or services.

Except as otherwise described in this statement, personal information that you save in this

project management tool is not sent to us or any other company.

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5. Swing GUI

5.1 Login

Login Screen

This is a login screen of ISDProjectView. All users including managers, project members and

administrators have a unique username and a password related with the usernames. Everyone

can only access the program by using these username and password. According to user’s role

that is manager, member, admin each person can access only their zone of projects. If you use

an invalid username or password use will get a warning message as shown below and of

course you can’t access the tool menu.

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Invalid Login Info Warning

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5.2 Main Window

Main Window

After a successful login project managers will see the screen above which is a main window

of our project management tool. On the left side of the screen manager can see the projects

which are managed by him/her as a tree view. He/She can see the task of the specific project

by expanding this project tree by clicking left of the project item. On the center of the screen

manager can see some of the project details such as name, budget, start date, end date. On the

right of the screen manager can see all the available members of the company who can work

for any task in these projects. On the bottom of the screen late projects are shown. Of course

at the top tool bar and menu bar exists which are described one by one in the later part of this

document.

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Project Details

If you click one of projects you can see the details of this project. In a chart view you will see

the elapsed and remaining time for the project. Below it, you can see the description of the

project.

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Edit Project

By clicking edit project button manager can edit the properties of this project by the help of

popup menu shown in the figure above.

Task Details

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Manager can also see the task details by clicking one of the tasks of the project. One the

details pane manager can see the name, start, end, priority, completed percentage, description

of the task. Moreover he/she can see the completed and uncompleted percentages as a pie

chart on the right.

Edit Task Properties

You can edit the task properties by clicking edit task button as the same as edit project. New

popup menu appears on the screen which has tabbed menu with 6 items. On the first item you

can edit name, priority, percent, start date, end date, milestone property, and dependencies

with the other tasks.

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If you enter invalid date information such as end date which is before the start date system

automatically warns you with a warning message as shown below.

Invalid Date Warning

If you choose a task predecessor whose end date is earlier than the start date of the editing

task, system shows a warning that says omitting this process.

Predecessor Warning

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Task Resources

On the second tab you can assign resource to this task such as computer, scanner, printer,

black board etc. for this task.

If you wonder whether there are other tasks in which this resource is used, you can click the

conflict button. If there is no conflict there is an information message will appear on the

screen as shown below.

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No Conflict Info

If there is a conflict there is an information message will appear on the screen as shown

below. It shows the conflicting item and conflicting days.

Conflicting Resources

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Employees of the Task

On the third tab you can see the assigned person for this task. You can change the

assignments of this task by using this panel. You can also check the conflictions as the same

way with the resources. Same information popup menus are shown as shown for the

resources.

Attachments of the Task

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On the fourth tab you can add, remove, view attachments of this tasks. For add process you

can browse and find a file to attach then click upload button. You can give any name for the

attachment and it can be seen on the right panel as its given name and file name. You can

view attachments by choosing from combo box on the left bottom panel and clicking view

button. Instead of view button you can click remove button to remove the attachment for this

task.

If you try to upload an invalid file you will get an error message as shown below.

Invalid file Upload

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Notifications about Task

On the fifth panel manager can notify people such as employees of this task, owners of

conflicting resources, managers of conflicting resource owners about this task. Moreover

manager can notify himself/herself if this task falls late. In this case there is an option for

notifying the employees too.

5.2.1 Mail Templates

5.2.1.1 Custom Task Assignment

/*********************************************************/

@taskName is assigned to you

Tasks information is below:

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Project Name : @projectName

Task Name : @taskName

Task Priority : @taskPriority

Task endDate : @taskEndDate

Task Description : @taskDescription

/*************************************************************/

Message From Your Manager:

@managerMessage

/**************************************************************/

This auto generated message of ISDProjectView. Please don't reply

5.2.1.2 Task Assignment

/*********************************************************/

@taskName is assigned to you


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Task endDate : @taskEndDate


/*************************************************************/


5.2.1.3 Task Conflict for User

/*********************************************************/

@requesterFullName needs your resource : @resourceName

Your need to resource is between

@taskStartDate

@taskEndDate

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@requesterFullName needs to resource between

@requestStartDate

@requestEndDate

Conflicting interval is

@conflictStartDate

@conflictEndDate

The contact information of @requesterFullName is below

Email : @requesterEmail

Telephone : @requesterTelephone

/**************************************************************/


5.2.1.4 Task Late For Manager

/************************************************************/

@taskName deadline is @taskEndDate.

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Completion Percentage : @completionPercentage


Task has assigned to:

@user

/*************************************************************/


5.2.1.5 Task Late For User

/************************************************************/

@taskName deadline is @taskEndDate.

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Completion Percentage : @completionPercentage


/*************************************************************/


You can also add additional message for the help of custom text field on the right of the

screen. After sending mail there is an information box appears and shows the recipients of the

mail as shown below.

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Mail delivered Message

If there is an internet connection problem then mail cannot be sent so system will warn you

with a message shown below in these situations.

Mail cannot be delivered Message

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On the last tab you can add personnel notes for this task.

Task Notes

On the right side of the main window, employees working for the company are listed. By

clicking one them manager can see their workload as a Gantt chart.

Employees Workload

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5.3 Add/Delete Project

On the menu bar click File then click New Project. After this you can enter project properties

on the new project wizard. You can delete a project by click and press delete key. You can

also add/edit projects via the menu bar by clicking project and click new/edit project.

Add Project

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5.4 Add/Delete Task

On the menu bar click File then click New Task. After this you can enter task properties on

the new task wizard. You can delete a task by click and press delete key.

Add Task

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5.5 Add Customer

On the menu bar click File then click New Customer. After this you can enter customer

information on the new customer wizard.

Add Customer

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5.6 Add Resource

On the menu bar click File then click New Resource. After this you can enter resource

properties on the new resource wizard. You can also add resource via the menu bar by

clicking resources and click new resource.

Add Resource

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5.7 Import/Export

On the menu bar click File then click export for exporting your project as an XML file.

Export

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On the menu bar click File then click import for importing your project from the XML file.

Import

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5.8 Log Off/Exit

To log off or exit from the ISDProjectView you can click file on the menu bar and then click

log off or exit.

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5.9 Copy/Paste Project

Managers can copy and paste projects with their whole properties as they are. To do this,

he/she must click edit menu on the menu bar and then click copy/paste project.

5.10 Copy/Paste Task

Managers can copy and paste tasks with their whole properties as they are. To do this, he/she

must click edit menu on the menu bar and then click copy/paste task.

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5.11Gantt Chart

By using ISDProjectView users can see the project progress visually by the help of gantt

chart. This chart can be reached from view menu on the menu bar. You can select Gannt

Chart from this menu while selecting one of the projects. The green part and the red part show

the completed percentage and uncompleted percentage of the project respectively.

Gantt chart

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5.12 E-mail Notification

As it is stated before, users can be notified about their progress or task. This job can be done

by using menu bar as well as using edit task wizard. On the menu bar click Notify then select

appropriate option for the notification. If you choose task assignment, employees of this the

selected task will be notified. If you choose resource conflict employee, owners of conflicting

resources will be notified. If you choose resource conflict manager, managers of conflicting

resource owners will be notified. If you choose me when this task is late, manager of this task

will be notified in case of passed deadline for this task. And lastly if you choose employees

when this task is late, employees of this task will be notified in case of passed deadline for

this task.

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5.13 Task Properties

By using menu bar managers can easily manage with the task manipulations. This can be

done by clicking Tasks on the menu bar then by clicking the required option. These options

are new task (to add a new task), edit task (to edit a task), view dependencies (to view

predecessors of this task), view employees (to view the employees working on this task), view

resources (to view resources used for this task), view attachments (to see the attached

documents for this task), check resource conflicts (to see the confliction of the required

resources for this task with the other tasks), view employee conflicts (to see the confliction of

the working employees for this task with the other tasks).

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5.14 Report Generation

Managers can see the reports of the any project or any task of the project in .xls format. To do

this he/she can click Reports on the menu bar and select generate project/task report. Example

project report and task report are shown below.

Project Report

Task Report

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6. Web GUI

6.1 Login

Unlike swing GUI, web GUI has prepared for the usage of all kind of users. (Only managers

can access the swing GUI). By using any internet browser; managers, employees and

administrators can access their areas. These areas are restricted with respect to their roles.

These roles are determined by the login information. All users have unique username and a

password. Moreover they have role related with this username so that when login process

users can be determined whether he/she is a manager, an admin or an employee. Web

interface login screen is shown below.

Login Screen

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6.2 Project List

If a project manager has successfully logged in, he/she will see the project lists of he/she

manages as shown below. If he/she clicks one of the projects sub menu appears on the screen

showing the options of this projects such as task list, add task, edit project.

Project Lists

6.3 Task Lists

If the manager clicks Show Task List from this menu he/she can see the tasks of this project

in the new page. He/She can also edit any task by clicking the any task on this screen.

Moreover there is a button here for adding new task.

Task Lists

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6.4 Add Task

If the manager clicks Add Task from this menu (or click Add Task from the menu on the left

of the page) manager will be carried to the add task page which is shown below. By using text

fields, manager can specify the name, description, start date, end date, priority, milestone,

predecessor, employees for this task.

Add Task

6.5 Add Project

Managers can add a new project from the menu on the left. Add project page has come to the

screen after this process. By using text fields, user can specify a name, budget, start date, end

date and comment for this project. This process will be finished clicking the Save button if the

fields are filled with valid data.

Add Project

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6.6 Report Generation

Managers can also see a report for its employees as a .pdf format by clicking reports link on

the left of the page.

Report

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6.7 Meetings

Managers can arrange a meeting with the employees of this project. This can be done by

adding new meeting to the system. To add a new meeting you can click meetings on the left

of the screen. You can specify project, title, description, duration, deadline, approval status,

place and users for this meeting. You can also edit these with edit meeting page.

Add/Edit Meeting

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After creation of a meeting, available choices of the meeting are sent to the employees. Each

employee can select the choices in the order that which best fits him/her by using combo

boxes on the left of the each option.

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Managers can also see all of the meetings. On this screen you can click any of the meetings to

edit or analyze. Analyze means that manager can see the results of the selection by the

employees for the meeting time via the pie chart on the right of the window. Consequently

manager can determine the best time and place for the meeting.

Meeting Analyze

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6.8 Employees Tasks

If an employee successfully logs in, he/she can see the all tasks which are assigned to him/her

and can see the details of these tasks. Moreover employee can see the attached documents for

this task by the help of the below panel.

6.9 Access Rights

If an admin logs in to the system, he/she can do some jobs like add user to the company, add

resource to the company and giving/changing access rights for the users via changing his/her

role. These roles can be different for each project. For example, one user can be a project

manager for the project but he/she can be an employee for the other project.

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6.10 Add User

Admin also can add user to the system by specifying name, surname, address, E-mail, SSN,

telephone, employment date, username, password and a role for this user. He/She can also see

all users in the system.

Add User

User List

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6.11 Add Resource

Another duty of the admin is adding resource which can be used for the projects to the

system. This can be by specifying type, name, serial number and comment for this resource.

All resources can also be seen by the admin as a resource list. Moreover they can be deleted

from the same screen by clicking the delete button while resource is selected.

Add Resource

Resource List

isdprojectview “if you can see it, you can manage...

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