IS480 Team wiki: 2014T1 Chocolicious Documentation
|Document||Link (Click to download)|
|Supervisor Meeting Minutes|
|Client Meeting Minutes|
[SMUSA Finance Secretary],
|Electronic bookkeeping||Users will be able to track all transactions on their expenditure accounts and reserve accounts.|
|Claims management||Depending on user privileges, users will be able to create, edit, submit, approve, reject and endorse claims from their expenditure accounts. |
Finance secretaries will be able to claim outside their budget if clubs have revenue.
|Funds management||Finance secretaries will be able to transfer funds from one account to another and will be able to request for withdrawal of funds from the reserves account. |
They can also deposit funds into their accounts.
|Budgeting tool||Club finance secretaries will be able to propose and submit budgets during the budgeting cycle. CBd finance secretaries and the SMUSA finance secretary will be able to review, edit and approve the budgets.|
|Allocation & pullback of funds||The finance secretary of SMUSA will be able to allocate funds into the expenditure accounts of all student clubs at the start of budgeting terms. At the end of budgeting terms, they can initiate the pullback of unutilized budget into the reserve accounts. The formula for pullback can be modified by the finance secretary of SMUSA.|
|Vendor Recommendation||Users will build AIS's Vendor Database when they make payment claims to vendors. Ratings will be used to help users find vendors for events in the future. Constant updating of the reviews by different users ensure that the vendors are continuously re-rated and that the database will be able to recommend the most trustworthy vendors when called upon.|
|Additional features||Sensitive financial data will be encrypted.|
|Additional features||e-Receipt as a part of AIS allows users to give receipts to students/buyers when organizing events. Paperless and easy to store, distribute and submit, these e-Receipts aims to help improve efficiency.|
Architecture Diagram for AIS:
3 Main Tiers - Client, Server and Data
Client Layer accessible through Browsers
2 Layers, 1 Cross-Cutting Layer
Presentation Layer has the UI components and the Client Side Logic/Validations.
Business Layer has the Business Logics, we used Ruby on Rails for our programming. This layer also communicates with the email server to perform some of the functions.
We also applied the MVC Framework: Model & Controllers are in the Business Layer while View is in the Presentation Layer.
The Application is hosted on AWS EC2.
MySQL Database with InnoDB engine on AWS RDS
User Rights Table
|Functions \ User Type||Normal student||Normal student with club||CBd Management Committee Member||Club finance secretary||CBD Finance Secretary||SMUSA Secretary||Club/CBD President||SMUSA Finance secretary|
|Register for club||✔||✔||✔||✔||✔||✔||✔||✔|
|Accept/decline user requests to join club||✔||✔|
|Add/delete club members||✔||✔||✔|
|Add/delete club finance secretaries||✔|
|Add/delete CBD finance secretaries||✔|
|Add/delete SMUSA secretaries||✔|
|Add/delete CBD MC members||✔|
|Register a club||✔|
|Delete a club||✔|
|Create new claim||✔||✔||✔|
|Change claim status||✔||✔|
|View expenditure account||✔||✔||✔||✔||✔|
|View reserve account||✔||✔||✔||✔|
|Edit account balance||✔||✔|
|Allocate funds to accounts||✔|
|Pullback funds from accounts||✔|
|Change reserves limit||✔|
|Inject funds into SAC reserves||✔|
|Change formulas for transaction calculations||✔|
Below are the screenshots of our UI Mock up. Clockwise from left: Home screen layout, Claims application form page, Form fields-verification.
Below are the wireframes for pages in general and sign in, sign up, resend confirmation pages.
Below are the workflow diagrams of our processes for the Normal Club Claim Process, the CBd MC Claim and the SMUSA Secretary Claim Processes.
Normal Club Claim
CBd MC Claim
SMUSA Secretary Claim
Budgeting is done twice in every academic year. There are 4 main actors involved, the SMUSA Finance Secretary, the SMUSA Secretaries, the CBd Finance Secretaries and lastly the Club Finance Secretaries.
Before the start of the term, student organisations will need to propose the events that they would be organising and justify the amount of money that they would require from SMUSA. To start the Budgeting Process, the SMUSA Finance Secretary will open up the budget editing period and set a deadline. SMUSA Secretaries will propose for their respective departments while the rest of the Finance Secretaries will propose for their respective organisation. When the deadline is due, the SMUSA Finance Secretary locks the editing function to prepare for discussion with the CBd Finance Secretaries.
As budget is limited, intense discussion and careful allocation is essential in ensuring each club gets a deserving portion of the budget for their clubs.
Payment to Club
Accounting Information System: Functions comparison