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 INTRODUCTIONThe Finance department at Mid-Co is the operational sponsor of this project (Expense Processing System). The current process to submit the expense incurred by employees and get reimbursed for the qualified expenses has serveral problems attached in terms of cost and time to process the requests. The current process for expense reimbursement involves submission of the expense form (paper pencil form) by the employee, alongwith all the receipts. This form is forwarded to Finance Department that do the data entry and send a report to Department Manager who reviews it and then send it back to the Finance Department. The payments made are a mix of several methods : Bank Drafts, Direct Charges to the company, Cash Advances, and several company-issued American Express charges. Due to this reason, the Finance Department at Mid-Co initiated a project to automate the submission of expenses and its approval by Department Manager. All the employees will be issued corporate VISA cards tha will be used by them to charge expenses. The card bills will bepaid by the employees themselves. They will get direct deposits from Mid-Co once the expense is approved. The last two deliverables outlined the project timeline, functional and non-functional requirements, database structure and the process flows. This deliverable contains the prototype developed by KGB Consulting, and user manual that defines the structure of the system as well as the system specifications. SYSTEM REQUIREMENTS
USER MANUALTo inorder to begin using the expense sytem, the user needs to double click on the MS Access database file. This would bring on the Login Screen of the system, the user is expected to: 1)Enter Employee Identification number 2) Password & click on the LOGIN Button .Once the system authenticates the user identity, the Main Screen is displayed which allows a user to 1)Click on Expense Entry Button to fill out his/her expense reports ( access to all employees ) : would need the employee ID. 2) Click Expense Approval Button : Access granted to a department manager only , has a 2 levels of security.( login password and security access code ) 3)Click on Finance Department Report button : displays records of all the employee whose expense have been approved but not yet reimbursed. 4)Click on Summary Report button : this will take you to another screen , which has required fields to enter dates over which the report will do it's selection.Reports can be generated depending upon Department, Expense type and Employee. 4) Click on Administration Button : (Access only to DBA in the next version) to add new records to employee,expense,and department tables. 5) Exit Button : takes the user back to the Login screen. PROTOTYPEThis is the first prototype of the Expense Processing System. We will test the system for usability and data issues for 4 weeks. Presently, the system is being run locally. The final version of the software will be implemented on a two tiered Client Server Architecture. Database will reside on the server, whereas the application and business logic will be on the clients machine. Download prototype (Zip File) DELIVERABLE PRESENTATIONDownload PowerPoint Presentation
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