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IS480 Team wiki: 2009T1 DJ JAY

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Project Overview

The goal of the project is to develop an Online Claims System to facilitate the financial claims process for Singapore Management University Students’ Association (SMUSA) and Office of Finance (OFIN). This system will eventually takeover the current claims process and will be used by SMUSA, all Student Constituent Body (CBd) and all CCA clubs. The system will be solely designed and developed by the team, which sees a potential for incorporation with SMU’s SAP system.

The Online Claims System is to be developed from ground zero, and it plans to achieve the following objectives:

  • Eradicate erroneous claims
  • To reduce the amount of administrative work for SMUSA Finance and OFIN
  • Make the SMUSA claims system more efficient
  • Quicken the process for claim payments
  • Derive information useful to the SMUSA Finance that would help streamline the system further

For this project, our team will work closely with SMUSA Finance Department, so as to better understand their existing claims process flows to develop our system. Once implemented, this system will bring more efficiency in student reimbursements and also a one-stop function for Finance, OSL and CCA clubs to track budgets effectively.

Stakeholders Involved

Stakeholder Role Responsibility
SMUSA Finance Secretary Sponsor Administers the development of the project
SMUSA Deputy Finance Secretary Client Point of contact for project requirements
Office of Finance Client Provides assistance in understanding the claiming process
Director, Office of Student Life Project Continuity Support Provides continuity support after project is handed over
SMU Communications and IT Helpdesk Technical Support Provides assistance to the integration of system with SAP
Prof. Benjamin Gan Supervisor Advises and supervises project team
Prof. Jiang Jing Reviewer Reviews project team

Scope

The Online Claims System will have the following functions:

  • User accounts management
  • Events management for users to categorize and keep track of expenses
  • Claims management which includes the respective claims approval processes up to the OFin level
  • Generate reports to be sent to OFIN for verification and OSL for routine reporting
  • Synchronization with OFIN’s SAP system currently maintained by a SMU CIT representative

Tools used

  • Redmine Project Tracking
  • Ruby on Rails v2.3.2 (RoR)
  • Webistrano
  • MySQL


DJ JAY

  • ANG Yee Chuan [yeechuanang.2007@sis.smu.edu.sg]
  • CHEW Jia Qing [jq.chew.2007@sis.smu.edu.sg]
  • CHEW Ming Yong, Alson [alson.chew.2007@sis.smu.edu.sg]
  • CHO Sai Chung, Joseph [sc.cho.2007@sis.smu.edu.sg]
  • CHUA Zhi Hon, David [zh.chua.2007@sis.smu.edu.sg]


For feedback, please contact Yee Chuan [1]


Project Matters

  • DJJAY Project Schedule
    • Updated on 17 October 2009 [2]
  • Bug List
    • As at 6 November 2009 [3]


Midterm Reflection

  • Midterm Reflection
  • Midterm Presentation - 1 October 2009


Weekly Progress Summary

Week 1

15 June 2009 - 21 June 2009

  • Meeting Minutes 1 - 20 June 2009[8]


Week 2

22 June 2009 - 28 June 2009

  • Setup project hosting environment on SA server
  • Drafted out project proposal deliverables


Week 3

29 June 2009 - 5 June 2009

  • Meeting Minutes 2 - 29 June 2009[9]
  • Meeting Minutes 3 - 4 July 2009[10]


Week 4

6 July 2009 - 12 July 2009

  • Read up RoR tutorial
  • Compiled project proposal v1
  • Created project on Redmine


Week 5

13 July 2009 - 19 July 2009

  • Meeting Minutes 4 (with supervisor) - 16 July 2009 [11]


Week 6

20 July 2009 - 26 July 2009

  • Conducted RoR Training 1
  • Meeting Minutes 5 - 21 July 2009[12]


Week 7

27 July 2009 - 2 August 2009

  • Worked on proposal according to supervisor's feedback


Week 8

3 August 2009 - 9 August 2009

  • [Project Construction Phase - Iteration 1] -- 15%
    • Function: Login
  • Meeting Minutes 6 - 4 August 2009[13]


Week 9

10 August 2009 - 16 August 2009

  • [Project Construction Phase - Iteration 1] -- 60%
    • Managing User Interface
  • Meeting Minutes 7 (with supervisor) - 14 August 2009[14]


Week 10

17 August 2009 - 23 August 2009

  • [Project Construction Phase - Iteration 1] -- 100% Completed
  • Submitted final proposal
  • Meeting Minutes 8 (with supervisor) - 21 August 2009[15]
  • Milestone 1 attained.


Week 11

24 August 2009 - 30 August 2009

  • [Project Construction Phase - Iteration 2] -- 30%
    • Function: Create User -- 100%
    • Function: Admin Functions -- 100%


Week 12

31 August 2009 - 6 September 2009

  • [Project Construction Phase - Iteration 2] -- 70%
    • Function: Create Event -- 100%
    • Function: Edit Event -- 100%
  • Meeting with client - 2 September 2009


Week 13

7 September 2009 - 13 September 2009

  • [Project Construction Phase - Iteration 2] -- 93%
  • [Project Construction Phase - Iteration 3] -- Begin on 12 September 2009
    • Function: Insert Budget
    • Function: Create Claim
  • Milestone 2 attained.
  • Meeting Minutes (with supervisor) - 11 September 2009 [16]


Week 14

14 September 2009 - 20 September 2009

  • [Project Construction Phase - Iteration 3] -- 65%
    • Function: Edit Claim
    • Function: Approve Claim
  • Meeting Minutes - 17 September 2009 [17]


Week 15

21 September 2009 - 27 September 2009

  • [Project Construction Phase - Iteration 3]
    • Redesign User Interface
    • Preparation for UAT 1 (UAT 1 scheduled on 28 Sept)
    • Midterm Reflections (to be submitted by 27 Sept)
  • Milestone 3 attained.


Week 16

28 September 2009 - 4 October 2009

  • [Project Construction Phase - Iteration 3] -- 100%
    • Midterm Presentation
      • 1 October 2009, 5pm. SIS SR2.1
    • UAT 1 scheduled on 2 October


Week 17

5 October 2009 - 11 October 2009

  • [Project Construction Phase - Iteration 4] -- 35%
    • Code Function: Assets Management
    • Code Function: Notifications


Week 18

12 October 2009 - 18 October 2009

  • [Project Construction Phase - Iteration 4]
    • Code Function: Generate Report
    • Code Function: Export Report
  • SA server down!


Week 19

19 October 2009 - 25 October 2009

  • [Project Construction Phase - Iteration 4]
    • Managing User Interface
    • Preparation for UAT 2
    • UAT 2 scheduled on 27 October
  • Meeting Minutes - 23 October 2009 [18]
  • SA server down!
    • Current testing are done on localhost


Week 20

26 October 2009 - 1 November 2009

  • [Project Construction Phase - Iteration 4]
    • Managing User Interface
      • User interface redesigned again
      • Time spent on implementing the new design expected to increase
    • UAT 2 will be rescheduled to a later date
      • Needs to manage the bugs that have been identified first
      • To get ready the user interface before the test
    • SA Server still down!
      • Have informed CIT about the issue
      • OSL is following up on this issue
    • Bug Tracking
      • Bug tracking tool is down as it is hosted on the SA server
      • Testing is currently done from localhost
      • Bug list will be uploaded soon!
    • Meeting Minutes - 30 October 2009 [19]
      • Meeting minutes with clients
      • Update on progress and reviewing functions
      • Changes to the format of generated reports


Week 21

2 November 2009 - 8 November 2009

  • [Project Transition Phase]
    • Design FYP Poster
    • Bug list uploaded under Project Matters section
    • Testing & Debugging
      • Resolving bugs that have been identified
      • Internal testing to test all functions
      • UAT to be planned in Week 22
    • System Amendments
      • Updates on generated report formats
    • Final Reflection
      • Discussion on final reflection
      • Prepare outline of report
      • Task allocation
      • Individual team members' reflection


Week 22

9 November 2009 - 15 November 2009

  • [Project Transition Phase]
    • FYP Poster due on 9 November
    • UAT 2 conducted on 10 November
    • Testing & Debugging
      • Resolve bugs errors (addition from UAT 2)
    • Manage User Interface
      • Consistent naming of fields across system
      • Redesign buttons
    • Documentation of final reflection


Week 23

16 November - 22 November

  • [Project Transition Phase]
    • Regression Testing
      • Discover extensive number of bug errors
      • Intensive debugging begins!
    • Documentation of final reflection


Week 24

23 November - 29 November

  • [Project Transition Phase]
    • Intensive debugging!!
    • Documentation of final reflection
      • Final Report
      • Collating all documents (minutes, diagrams, test case, etc.)
    • Final Project Reflection submission on 29 November 2359h
    • Exam Week!


Week 25

30 November - 6 December

  • [Project Transition Phase]
    • Project Presentation: 1 Dec, 3pm, SIS MR4.4 :)
    • Initial handover to client


Post-Project Phase

  • Load Test
  • User Briefing
  • Final Handover
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