Vision and Scope document

Vision and Scope documentSukkur Board Office Accounts System

Submitted by: Sana Gul Marya Fatima Nourin Fatima

Contents1.Business Requirements:11.1Background:11.2Business Opportunity:11.3Business Objectives:11.4 Success Criteria:11.5 Business Risks:12.Vision of the solution:22.1 Vision statement:22.2 Major features:22.3 Assumptions and Dependencies:23. Scope and Limitations23.1 Scope of Initial and Subsequent Release23.2 Limitations and Exclusions34. Business Context:34.1. Stakeholder Profiles:3Project priorities:4

1. Business Requirements:1.1 Background:The Sukkur Board offices account system is currently running on manual sheets and employees face problems in maintaining, securing, managing and keeping the records. On average 15 minutes of the time is spent in issuing one cheque for the employees (i.e. invigilators, teachers, and examination copy checkers). First the vouchers are filled manually by the voucher writer then it is sent to the expenditure assistant who enter the record (i.e. voucher number, amount, and total budget) in expenditure sheet then it is further sent to the budget assistant who record the total budget and the allocation in annual budget register then the check is written and issued and after that voucher is sent to audit to recheck it.Until the cheques are issued for employees, they continuously have to contact the board office.The Sukkur board office also faces problem in issuing challan and maintain records for fees challan which is also manual. The record is managed manually which include the total amount of fees paid for particular day excluding, the name and other data of the candidate who paid the challan, if the student and board office lose any paid copy of challan then the student have to pay the challan again.Another problem with manual record keeping is that there is a huge loss of data if the ledgers are lost or any disaster such as fire accurse.1.2 Business Opportunity:Accounts manager has requested a system which will reduce their workload, corruption and will help in managing the financial records. The system will reduce the employees time which they spent in doing manual work, sending record from one department to another in which the chances of modifications in documents are increased .This would improve both their quality of work life and their productivity .The system will provide backups and will generate reports monthly and annually which helps in secure record keeping. The system would generate an SMS alert to the employee when the cheque is prepared and he/she would not contact the board office again and again.Such a system will record all the information related to the paid challan (i.e. Name, challan number, date and amount) which will avoid the paying of challan again if the challan is lost by student and board office. 1.3 Business Objectives:BO-1: Reduce the cost of physical ledger, registers record sheets by 3 to 5%.BO-2: increase average effective work time by of employees by 12 minutes per cheque every day within 3 months following initial release.BO-3: Reduce the corruption in finance by 5 to 10% monthly following initial release. 1.4 Success Criteria:SC-1: have 70% of the employee who currently uses manual system for record keeping within 5 months following initial release. 1.5 Business Risks:RI-1: too few employees might use the system, reducing the returns on investment from the system development.RI-2: Unemployment ratio of at least 2 person would be increased. RI-3: Employees are unwilling to accept the system.

2. Vision of the solution: 2.1 Vision statement:For accounts department employees who want to automate the record keeping of financial data, the Account system is a desktop based application that will keep record of the voucher, cheque allotment and will generate SMS alert to the employees. Unlike the current manual record keeping system, our product will generate reports required to comply with federal and state government regulations that require the reporting of budget allotment and remaining budget. 2.2 Major features:FE-1: Provide system access to the authorized and dedicated employee.FE-2: Lock the record when an entry is finishes by dedicated employee.FE-3: Authorized employee have access to add, modify and delete any voucher or challan record after it has been locked.FE-4: Generate monthly and annually report of expenditure, money deposited through challan.FE-5: Generate SMS alert to inform employee when his/her cheque is ready.FE-6: Search for challan information through name, date and challan category.FE-7: System will generate the backups of the data. 2.3 Assumptions and Dependencies:AS-1: The staff is skilled with basic computer operations.AS-2: The system should have backup storage. DE-1: The government should provide budget for the expenditures.

3. Scope and Limitations3.1 Scope of Initial and Subsequent ReleaseFeaturesRelease 1Release 2

FE-1Challan record management would be managed only.Budget expenditure management is added to the system

FE-2Not implementedBackups are generated

FE-3Entered record will not be modifiedEntered record can only be modified by authorized employee.

FE-4Not implementedSMS alert will be send to the employee his his/her cheque is ready.

FE-5Create monthly and annually report of the vouchers deposited.Create monthly and annual report of the expenditure.

FE-6Search for challan through name, date and category.

3.2 Limitations and ExclusionsLI-1: The Sukkur board office Account system shall be used only for Accounts management (i.e. challan record and cheque records) not for finance management (i.e. defining budget for exams, externals, and budget for copy checking).LI-3: The account system will not communicate with other systems it is a desktop based application which will be used only in accounts office.4. Business Context:

4.1. Stakeholder Profiles:StakeholderMajor ValueAttitudesMajor interestConstraints

Corporate ManagementImproved employee productivity; Cost saving and corruption removingStrong commitment after release 1 and support for release 2.Cost and employee time saving and automation of previous manual task.Privacy of the confidential data.

Accounts StaffMore efficient use of the employees time throughout the day. May not accept the system because of the downsizing and lack of skills.Job preservation, simplicity for use and automated record keeping.Training for staff is needed to use the new automated system.

AuditEfficient reports based on the automated record and easy monitoring of the financial data. Happy because the audit dont have to check the reports very deeply because there is less chance of error in automated report.Efficient reports, less errors and usability.None identified.

Accounts managerEasy record checking and balancing, improved work quality and less error in data.Strongly committed because of the less workload and improved efficiency. Automation of the manual record keeping and less errors improved work quality. None identified.

4.2 Project priorities:

DimensionsConstraintDegree of freedom

featuresAll the features scheduled for release 1.0 must be operational.

Quality90% of the user acceptance test must be passed and no error should be there in the critical financial information

ScheduleRelease 1.0 should be available by the end of quarter one of the next year and release 2.0 should be available