FSD - Collection System - Phase 1

Functional Specifications Document
Collection System – Phase I

September 2018
Version # 1.0
Document Attention:
This document has a restricted distribution and may be used by TCS recipients only to determine and evaluate the
Functional and technical specifications for desired business solution. Its contents may not otherwise be disclosed
without prior consent of organization.
Functional Specifications Document (FSD)
Collection System – Phase I, Version#1.0
Revision History
Version Author Date Document Changes
#
1.0 Monisa Rizvi 26-09-2018 Initial Draft
Approvals
Role Name Title Signature Date
Project Sponsor Arshad Zuberi National Manager
Collections
Business Lead Fazal Ashar Manager Support Collections
Business Lead Ayesha Khan Manager Collection

Operations
Business Analyst Monisa Rizvi Business Analyst
Project Manager Atif Lodhi Project Manager
Head EPMO Syed Aijaz Haider Head EPMO
Head Noman Ghani Head Business Systems –

Development OMS, OF, MIS
Head QA Syed Farooq Sr. QA Manager
Head Technology Jameel Ashraf Director IT
Enterprise Project Management Office Page 2 of 22

Table of Contents
1. PROJECT SUMMARY........................................................................................................................................... 4
OBJECTIVES...............................................................................................................................................................................4
BACKGROUND........................................................................................................................................................................ 4
2. PROJECT SCOPE.................................................................................................................................................. 5
IN SCOPE FUNCTIONALITY......................................................................................................................................................5
OUT OF SCOPE FUNCTIONALITY.............................................................................................................................................5
3. SYSTEM PERSPECTIVE....................................................................................................................................... 6
3.1 AFFECTED GROUPS.....................................................................................................................................................6
3.2 ASSUMPTION...............................................................................................................................................................6
3.3 CONSTRAINTS............................................................................................................................................................. 6
3.4 RISKS.......................................................................................................................................................................... 6
3.5 DEPENDENCIES/EXTERNAL SYSTEMS............................................................................................................................6
4. SYSTEM ARCHITECTURE................................................................................................................................... 7
5. DATA FLOW DIAGRAM....................................................................................................................................... 8
6. CUSTOMIZATIONS............................................................................................................................................. 11
6.1 FUNCTIONALITY # 1 – DAILY VISIT FORM................................................................................................................11
6.1.1 Use Case # 1 – Controller View..........................................................................................................................11
6.1.2 Use Case # 2 – Admin/Manager View................................................................................................................14
6.2 FUNCTIONALITY # 2– CUSTOMER PROFILING...........................................................................................................16
6.2.1 Use Case # 1 – Customer Profile Update...........................................................................................................16
7. DATA REQUIREMENTS...................................................................................................................................... 20
7.1 DATA GROWTH............................................................................................................................................................20
7.2 DATA RETENTION......................................................................................................................................................20
8. INFRASTRUCTURE REQUIREMENTS............................................................................................................. 21
8.1 USER INFORMATION..................................................................................................................................................21
8.2 Current Network Information......................................................................................................................................21

1. Project Summary
Objectives
To upgrade this system (CRMS) to get quick responses and information to improve performance of collection team to
achieve targeted amounts timely.
Background
For pursuing credit customers, collections team required some critical reports and strong backup support on daily basis

2. Project Scope
0 In Scope Functionality
1. Daily Customer Visit Entry Form
2. Customer Profiling
3. Ageing
4. Month-wise Summary Reports
1 Out of Scope Functionality

 N/A

3. System Perspective
3.1 Affected Groups
Acronym Description
R Responsible for creating this document
S Providing supporting services in the production of this document
A Accountable for accuracy of this document
C Provides input as part of project team member
I Must be informed of any changes
Name Role R A C I S
Arshad Zuberi Project Sponsor X X X
Fazal Ashar Business Lead X X X X
Ayesha Khan Business Lead X X X X
Monisa Rizvi Business Analyst X

Atif Lodhi Project Manager X X
Syed Aijaz Haider Head EPMO X
Noman Ghani Head Development X X X
Syed Farooq Head QA X X

Jameel Ashraf Head Technology X
3.2 Assumption
 The process will be as is.
3.3 Constraints
N/A
3.4 Risks
N/A
3.5 Dependencies/External Systems

1. OF
2. MIS

4. System Architecture

5. Data Flow Diagram



6. Customizations
6.1 Functionality # 1 – Daily Visit Form
6.1.1 Use Case # 1 – Controller View
ID 6.1.1.UC.1
Actors Collector
Description 1. Upon login, the system shall display summary of the collector’s performance and
daily visit form.
2. The system shall also display ageing with buckets of 30 days until 180 days and
above.
3. The system shall also allow the user to update the customer’s payment details.
BRD Functional FR1 – 0001
Requirement Reference# FR1 – 0003
(can be more than 1)
Pre-Condition Controller’s user must be created.
Success Post-Condition Login successful
Failure Post-Condition Login unsuccessful
0 Field Definition
Field Label Type Mandatory? Validation Rule(s) – if any
Login ID Text Field Yes If blank or wrong username is entered, system will enable a
prompt “Please enter username”
It should be unique and will be matched from all the existing
users.
It cannot be left blank.
Password Encrypted Yes When left blank, system will prompt user “Please enter
Text Field password”
Login Button Yes By Clicking the login button, the user shall log into CRMS
Main Page
Top Details
Working Days Numeric Mandatory Total working days of the month
Remaining Days Numeric Mandatory Days of the month left

Line Manager Name String Mandatory
Collector Name String Mandatory
Time & Date Time & Date Mandatory
Middle Details
Number of Customers Numeric Mandatory
Number of Remaining Numeric Mandatory
Customers

Number of Accounts Numeric Mandatory

Accounts
Number of Invoices Numeric Mandatory
Number of follow-up Numeric Mandatory
Calls/Visits
Yesterday's Collection Numeric Mandatory
Amount
Target Numeric Mandatory
Remaining Collection Numeric Mandatory
Achievement % Numeric Mandatory
Number of Verification Numeric Mandatory
Inbound
Pending Verification Numeric Mandatory
Inbound
Outbound
Pending of Verification Numeric Mandatory
Outbound
Grid
Customer Name String, Mandatory Upon click, the system shall display customer details.
Clickable
Bucket 0-30 Number Mandatory

Bucket Above 180 Number Mandatory
Grand Total Number Mandatory
Last Call Status String Optional
Last Call Remarks String Optional
Customer Details
Customer Information
Parent Customer Number String Mandatory
Name of Concerned String Mandatory
Person
Total Number of String Mandatory
Accounts

NIC String Mandatory

GST String Mandatory
NTN String Mandatory
Registration Date Date Mandatory
Phone # 1 String Mandatory
Phone # 2 String Optional
Cell # String Optional
Fax # String Optional
Customer Address String Mandatory
Sales Person Name String Mandatory
Credit Limit String Mandatory
A/C Status String Mandatory
Email Address String Mandatory
Product String Mandatory
Account Details
Account Number Drop down Mandatory The drop-down list shall contain all of the accounts associated
with the respective customer.
Outstanding Amount Number Mandatory
Day Sales Outstanding Number Mandatory
Bucket Number Optional
Payment Terms String Optional
Invoice Status String Optional
Tax Amount (ZCR Number Optional
Ageing)
Last Challenge Date Date Optional
Centralized/Decentralized String Optional
Invoice Verification String Optional
Process
Mode of Payment String Optional
Last Paid Amount Number Optional
Last Paid Date Date Optional
CHQ # String Optional
Last Call Date Date Optional
Visit/Call String Optional
Group of Customer String Optional
Account Actions

Collector Name String Mandatory

Status Drop down Mandatory Drop down list:
- Payment Received
- Partial Payment Received
- Payment Not Received
Queue Date Date Mandatory
Call Status Drop down Mandatory Drop down list:
- Busy
- Call Back
- Call Back with Specific Time and Date
- In Meeting
- Mobile not Responding
- No Answer
- Not Available
- Not Connected
- Not in Use
- Pickup Cheque
- Wrong Number Provided
- Fax Number
- Contact/Action Required
- Dispatch
- Sales
- Operation
- Area Account
Remarks String, Text Mandatory
box
Note String Mandatory Concatenation of Time and Date + Collector Name + Call Status
+ Remarks
Save Button Optional Upon click the system shall save the information
Cancel Button Optional Upon click the system shall go back to the main page
6.1.2 Use Case # 2 – Admin/Manager View
ID 6.1.2.UC.2
Actors Admin/Manager
Description 1. Upon login, the system shall allow the Admin/Manager to select a Collector, and
view her/her performance and daily updates.
2. The system shall also display ageing with buckets of 30 days until 180 days and
above of the respective collector’s customers.

Requirement Reference# FR1 – 0004
Pre-Condition Admin/Manager’s user must be created.
Success Post-Condition Login successful
Failure Post-Condition Login unsuccessful

1 Field Definition
Login ID Text Field Yes If blank or wrong username is entered, system will enable a
prompt “Please enter username”
It should be unique and will be matched from all the existing
users.
Password Encrypted Yes When left blank, system will prompt user “Please enter
Text Field password”
Login Button Yes By Clicking the login button, the user shall log into CRMS
Main Page
Top Details
Working Days Numeric Mandatory
Remaining Days Numeric Mandatory

Line Manager Name String Mandatory
Collector Name Drop down Mandatory Admin shall be able to view a list of all collectors
Manager shall only be able to view list of collectors under
him/her.
Time & Date Time & Date Mandatory
Middle Details
Number of Customers Numeric Mandatory
Customers
Number of Accounts Numeric Mandatory
Accounts
Number of Invoices Numeric Mandatory
Number of followup Numeric Mandatory
Calls/Visits
Yesterday's Collection Numeric Mandatory
Amount
Target Numeric Mandatory
Remaining Collection Numeric Mandatory
Achievement % Numeric Mandatory
Inbound
Pending Verification Numeric Mandatory
Inbound
Outbound
Pending of Verification Numeric Mandatory

Outbound
Grid
Customer Name String, Mandatory Upon click, the system shall display customer details.
Clickable

Bucket Above 180 Number Mandatory
Grand Total Number Mandatory
6.2 Functionality # 2– Customer Profiling
6.2.1 Use Case # 1 – Customer Profile Update
ID 6.2.1.UC.1
Actors Collector
Description 1. Upon login, the user shall select the customer profile option from the menu to
view the customer profile.
2. The system shall allow the user to update the customer profile, it shall allow the
user to update only limited fields.
Requirement Reference#
Pre-Condition Controller’s user must be created.
Success Post-Condition Update successful
Failure Post-Condition Update unsuccessful
2 Field Definition
Login ID String, Text Mandatory If blank or wrong username is entered, system will enable a prompt
box “Please enter username”
It should be unique and will be matched from all the existing users.
Password String, Text Mandatory When left blank, system will prompt user “Please enter password”

box
Login Button Mandatory By Clicking the login button, the user shall log into CRMS
Customer Profile
Customer Number String Mandatory
Customer Name String Mandatory
Address String Mandatory
Contact Person String Mandatory
Designation String Mandatory
Contact Detail String Mandatory
Fax String Optional
Parent Customer String Optional
Number
Bill Cycle Number String Optional
Station String Optional
Route Number String Optional
Employee Number String Optional
Cash Number Optional
Product String Optional
Discount Bottom String Optional
Invoice Type No String Optional
Credit Days Number Optional
Credit Days Limit Number Optional
Credit Amount Limit String Optional
Billing Customer String Optional
Industry Number String Optional
Account Fee Number Optional
Service Charges Number Optional
Fee Flag String Optional
GST Number Optional
Discount Flag String Optional
OCTROI Exempt String Optional
Handle Exempt String Optional
Territory Code String Optional
TRF Year String Optional
Bank Code String Optional
Expired Date String Optional
Bill Type String Optional

Universal Check String Optional

Bill Verified String Optional
Recover Area String Optional
Customer Code String Optional
Industry Code String Optional
Shipment Lower String Optional
Limit
Shipment Upper String Optional
Limit
Profile Update Button Optional Upon click system shall go to the profile update page
Profile Update
Customer Account String, Text Mandatory Auto-fetched
box
Customer Name String, Text Mandatory Auto-fetched
box
Contact Person String, Text Optional
box
Contact No String, Text Optional
box
Email String, Text Optional
box
Designation String, Text Optional
box
Department String, Text Optional
box
Contact Person 2 String, Text Optional
box
Contact No 2 String, Text Optional
box
Email 2 String, Text Optional
box
Designation 2 String, Text Optional
box
Department 2 String, Text Optional
box
Contact Person 3 String, Text Optional
box
Contact No 3 String, Text Optional
box
Email 3 String, Text Optional
box
Designation 3 String, Text Optional
box

Department 3 String, Text Optional

box
Address String, Text Optional
box
Fax String, Text Optional
box
Save Button Optional Upon click the customer profile shall update on the system
Cancel Button Optional Upon click the system shall go back to customer’s profile

7. Data Requirements
7.1 Data Growth

Daily Transaction Volume
Monthly Transaction Volume
Expected monthly growth in data %
Total # of images to be stored in a day
Average size of image to be stored 100 KB
Total number of users
Expected monthly user growth %
7.2 Data Retention
Transaction History - Online

Transaction History – Offline
Images - Online
Images - Offline

8. Infrastructure Requirements
8.1 User Information
Total # of concurrent users

User access locations
Peak time of transactions
8.2 Current Network Information
Location Bandwidth Media Latency

Available
Korangi Warehouse 2 Mbps Fibre Optic 100 ms
Airport LAN < 10 ms


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Functional Specifications Document

Collection System – Phase I

Business Lead Fazal Ashar Manager Support Collections

Business Lead Ayesha Khan Manager Collection

Business Analyst Monisa Rizvi Business Analyst

Project Manager Atif Lodhi Project Manager

Head EPMO Syed Aijaz Haider Head EPMO

Head Noman Ghani Head Business Systems –

Head QA Syed Farooq Sr. QA Manager

Head Technology Jameel Ashraf Director IT

Enterprise Project Management Office Page 2 of 22

Enterprise Project Management Office Page 3 of 22

Enterprise Project Management Office Page 4 of 22

1 Out of Scope Functionality

Enterprise Project Management Office Page 5 of 22

3.1 Affected Groups

Fazal Ashar Business Lead X X X X

Ayesha Khan Business Lead X X X X

Monisa Rizvi Business Analyst X

Syed Aijaz Haider Head EPMO X

Noman Ghani Head Development X X X

Syed Farooq Head QA X X

3.5 Dependencies/External Systems

Enterprise Project Management Office Page 6 of 22

Enterprise Project Management Office Page 7 of 22

5. Data Flow Diagram

Enterprise Project Management Office Page 8 of 22

Enterprise Project Management Office Page 9 of 22

Enterprise Project Management Office Page 10 of 22

6.1 Functionality # 1 – Daily Visit Form

6.1.1 Use Case # 1 – Controller View

Remaining Days Numeric Mandatory Days of the month left

Enterprise Project Management Office Page 11 of 22

Number of Accounts Numeric Mandatory

Bucket 0-30 Number Mandatory

Enterprise Project Management Office Page 12 of 22

NIC String Mandatory

Enterprise Project Management Office Page 13 of 22

Collector Name String Mandatory

6.1.2 Use Case # 2 – Admin/Manager View

BRD Functional FR1 – 0003

Enterprise Project Management Office Page 14 of 22

Remaining Days Numeric Mandatory

Enterprise Project Management Office Page 15 of 22

Bucket 0-30 Number Mandatory

6.2 Functionality # 2– Customer Profiling

6.2.1 Use Case # 1 – Customer Profile Update

Enterprise Project Management Office Page 16 of 22

Enterprise Project Management Office Page 17 of 22

Universal Check String Optional

Enterprise Project Management Office Page 18 of 22

Department 3 String, Text Optional

Enterprise Project Management Office Page 19 of 22

7.1 Data Growth

7.2 Data Retention

Transaction History - Online

Enterprise Project Management Office Page 20 of 22

8.1 User Information

Total # of concurrent users

8.2 Current Network Information

Location Bandwidth Media Latency

Enterprise Project Management Office Page 21 of 22

Enterprise Project Management Office Page 22 of 22

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