Organization Particulars

Organization
Address
Business Contact
Technical Contact
Document Author(s)
Document Date

Document Particulars
Document Purpose To list and explain the business processes that need to be
automated
Document Author(s)
Document Date
Document Version 1.0

Business Process X (Sample) : Expense Reports

Current Process Employees have an Excel template – in which they fill the
(Flow Chart Recommended) expense particulars. For example, an employee enters her
expenses in an Excel workbook, and then prints the
workbook. She attaches a paper routing slip to the printed
report, and then sends the report through interoffice mail
to her manager. After approving the report, the manager
checks her name on the routing slip, and then sends the
report to the accounting department through interoffice
mail. If the accounting manager approves the report, then
reimbursement checks are issued. For regional offices,
weeks could pass between the time that the initial report
is submitted and when the employee receives her
reimbursement cheque.
Problems Identified • Data Entry Errors
• Storage and search of data within excel sheets
inefficient
• Reporting on expenses, reimbursements difficult
• Administrative staff reenter the information into
their template
Future Process Step 1A: Employees will go to a URL
Expected (Flow Chart on their intranet to submit a new
Recommended) expense report - empty expense
report form opens
Step 1B: Rejected Expense Reports
are shown – which the Employee can
open – view the comments in the
ReadOnly mode and then close it
Step 1C: Approved Expense Reports
can be viewed as well
Step 2: They will enter their expense details in an
itemized manner and also specify whether bill is available
 for the expenditure or not
Step 3: They will submit the expense report
Step 4: Managers get an email notification with a link to
view the submitted expense report
Step 5: Managers open the filled in form in a Read Only
View with a special Panel for them to enter their
comments, approve/reject
Step 6A: On Manager’s Approval, the filled in form with
Manager’s comments are sent to the Accounts
Department, the Accounts Department open the filled in
form in a Read Only View with a special Panel for them to
enter their comments, approve/reject
Step 6B: On Manager’s Rejection, the Employee is
notified and Employee can go to Step 1B
Step 7: Up on Completion of Step 6A, the Accounting
Department gets a notification by email from where they
can view the Approved Form, from where they can provide
their Comments, “Process Reimbursement”/Reject
Step 8A: Up on the Accounting Department pressing
“Process Reimbursement” link on the form, appropriate
accounting entries are made in the Financial Accounting
System
Step 8B: On Accounting Department’s Rejection, the
Manager, Employee are notified and both of them can go
to Step 1B

Systems to be System Financial Accounting System

Integrated (1) Vendor Wings Infonet
Product Wings Accounting Version 3.0
Source Closed
(Open/Closed)
In Operation From June 2004
Front End .Net 1.1
Back End SQL Server 2000
Integration Options Web Services
Provided by Vendor
DB Schema No
Documentation
Available (Y/N)
Remarks
Systems to be System
Integrated (2) Vendor
Product
Source
(Open/Closed)
In Operation From
Front End
Back End
Integration Options
 Provided by Vendor
DB Schema
Documentation
Available (Y/N)
Remarks
No. of Users who are 400 spread across 5 Locations, on different time zones
likely to this system
Concurrent Users 50
Expected
Peak Usage & Peak Usage expected every weekend – on Friday and also
Concurrent Users during month end – between 25th and 30th/31st. Concurrent
users at this time, expected to be around 200+
User Interface English
Language(s)
Specific User Interface The forms have to be browser based; colors and theme
Requirements should be consistent with the intranet system.
Specific Storage The audit log of the WorkFlow has to be stored – preferred
Requirements to be stored in a SQL Server database
Reporting The audit log of the WorkFlows run should be reported on
Requirements using various Paramters. Reports should be able
exportable to various popular formats

Business Process 1:
Current Process
(Flow Chart Recommended)
Problems Identified •
Future Process
Expected (Flow Chart
Recommended)
Systems to be System
Integrated (1) Vendor
Product
Source
(Open/Closed)
In Operation From
Front End
Back End
Integration Options
Provided by Vendor
DB Schema
Documentation
Available (Y/N)
Remarks
Systems to be System
Integrated (2) Vendor
Product
Source
(Open/Closed)
 In Operation From
Front End
Back End
Integration Options
Provided by Vendor
DB Schema
Documentation
Available (Y/N)
Remarks
No. of Users who are
likely to this system
Concurrent Users
Expected
Peak Usage &
Concurrent Users
User Interface
Language(s)
Specific User Interface
Requirements
Specific Storage
Requirements
Reporting
Requirements