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IS480 Team wiki: 2014T1 Chocolicious Documentation

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Documents

Document Link (Click to download)
Proposal
Proposal
Meeting Minutes

[1], [2], [3], [4], [5], [6],

Supervisor Meeting Minutes
[1], [2], [3-Acceptance]
Client Meeting Minutes
[1], [2], [3], [4]
Acceptance Presentation
[Presentation], [Feedback]

Database

ChocoDiagram.jpg

Use Cases

Use Case Diagram (Color code).jpg
Scope
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.
All users will be able to track the statuses of their claims.

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.
Analytics dashboard Users with different privileges will be able to generate different kinds of reports such as viewing expenditure patterns by the different clubs or CBDs and expenditure or pullback trends.
Additional features Sensitive financial data will be encrypted.

Priority Rankings

ChocoPriority.png

The diagram above depicts the priorities of our functions with those listed under Primary as the most important and the rest as Secondary priority.

System Diagram

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
Registrations
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
Claims
Create new claim
Edit claims
Submit claims
Reject claims
Endorse claims
Change claim status
Accounts
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
Transfer funds
Deposit revenue
Budget
Propose/submit budget
View/edit budget

Proto-type

Below are the screenshots of our UI Mock up. Clockwise from left: Home screen layout, Claims application form page, Form fields-verification.

AIS Home page.jpg AIS Form page.jpg AIS Form status.jpg

Work-flow

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

NormalClubClaim.jpg


CBd MC Claim

CBdClaim.jpg


SMUSA Secretary Claim

SMUSAClaim.jpg


Budgeting

BudgetWorkflow.jpg


Payment to Club

PaymentWorkflow.jpg


Deposit

DepositWorkflow.jpg


Accounting Information System: Functions comparison

SN Features uClaim Dj Jay Chocolicious
1. User Process
  1. Add new User
  2. Update User
  3. Delete User
  1. Clubs, CBDs, Fin, Secs, OFIN
  1. Grant all roles to user
  2. Grant FIN SEC roles to user
  3. Grant President roles to user
2. CCA Process
  1. Add new CCA
  2. Update CCA
  3. Delete CCA
  4. Track activities(every activities done by user will be logged and admin can search / view all activities)
  1. Register new club
3. Budget Process
  1. Assign Budget
  2. Amend Budget
  1. Approve budget figures
  1. Submit budget
  2. Propose CBD budget
  3. Edit club budget
  4. View club budget
4. Claims Process
  1. Create claim
  2. Claim Request Approval
  3. Deposit Cash
  4. Reject Claim / Deposit Cash Request / Advance Cash
  5. Update Claim /Deposit Cash Request / Advance Cash
  6. Archive Claim / Deposit Cash Request / Advance Cash
  7. Quotation
  1. Submission of Claims
  2. Monitoring claim statuses
  1. Create claim
  2. Claim Request Approval
  3. Deposit revenue
  4. Reject Claim
  5. Edit Claim / status of claims / Claim Request
  6. View Claims / status of claims /Claim Request
  7. Edit and resubmit rejected claims
  8. Submit claim
  9. Print accepted claims and endorse
5. Reporting Process
  1. Generate Expenditure Report
  2. Generate Utilization Report
  3. Generate Annex B Report (consists of income & expenses of every club)
  1. Generate Real Time Report & Key Statistical Figures
  1. View charts / graph / reports
6. Asset Process
  1. Generate Asset Listing Report (consist of permanent assets which club keeps after purchases)
  1. Monitoring of Assets purchased
7. Events Process
  1. Opening & Closing of events
8. Accounts Process
  1. View expenditure / reserve accounts of club
  2. View CBD accounts
  3. View Club account under CBD
  4. View all transactions
9. Funds Process
  1. Transfer funds
  2. Inject funds to SAC reserves
  3. Pullback of funds
  4. Change formula for pullback
  5. Allocate funds to all clubs
  6. Request reserves withdrawal
  7. Approve reserves withdrawal
  8. Approve change reserves limit