Project Planning Powerpoint
fuzzy slippers
information_system_proposal.pptxEmployee Expenditure Tracking System
Taj E. Polite
INF 340
Professor Karmaveer Koonjbearry
May 29, 2017
Organization overview
This proposal for design of information system for Wagomeds enterprises.
The company deals in production and sales of construction chemicals.
It has 350 sales representatives in different parts of the country.
It also have 100 market research personnel in different major states in the country.
There are 200 employees working in the production department.
The total number of departments in the organization are six. Each department has a head.
The top most employee is the managing director of the company. All the heads of departments are under him.
This company was founded in 2007 by Johnston Wagolo and Medy Kennedy hence the name Wagomeds.
It has expanded since then opening up its branches in some other region of the world like Brazil and Mexico.
It has over 500 employees working in different departments.
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CONT…
All the employees in a given department are under the head of that department.
Some of the products the company manufacture and sells are the tile adhesive, cement, water proofing chemicals, crack fillers among others.
The objective of the company is to produce high quality construction chemical, long lasting and able to compete favorably in the building and construction industry.
The company currently have three branches in different states within the country.
The organization structure is such that at the top is the Managing director.
Below are the heads of different departments. The heads of the departments are answering to the director of human resource in the case of the employees and to the managing director in other cases.
All the employees in a given department are answering to the heads of their departments.
Human resource director is answering to the managing director. He however consults with departments depending on the issue at hand.
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Existing system
There are different forms of employee expenditure tracking system at the moment in the market. They are of course off the shelf systems. They have high levels of generalization as they have not been tailored for any specific company needs.
One of the them is Expensify which enter employee’s data, enforce the policies for managers and record expenses for the administrators. It was developed in 2008 by the Expensify Ltd in the United States (Ellis et al., 2010).
There are two systems that I have looked into. One is the expensify which belongs to a united states company called Expensify limited. This product was developed in 2008 and is currently being used in more than 35 countries around the globe.
The other is a product called replicon which is a product of Replicon limited. This product was developed in 1996 and currently available in 67 countries around the world.
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CONT…
The other one is the Replicon Expenses. This power the managers with an easy to use expense tracking. It is a product of Replicon company founded in 1996.
They both run on windows, mac and Linux system. They are web based system hence online. Expensify costs $50000 and replicon costs $65000.They both can be intergrated into already running ERP system.
The other one is the Replicon Expenses. They both run on windows, mac and Linux system. They are web based system hence online.
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Requirements : functional Requirements
Automatically pick the registration number of each sales representative and marketing research agents vehicle with data fed against it into the system.
Automatically track location of each vehicle once it has left the compound every 30 minutes and record into the database. Automatically pick each employee expenses entered into the system and compile daily and monthly reports on those expenses.
Compute monthly expenditure for each employee and produce a report email the two reports to the human resource director and the finance manager. Also the total monthly report to the managing director
Compare each person’s expenditure to the previous months and total employee expenditure.
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These are requirements that are going to fulfil the system’s responsibility. The company needs to truck the fuel usage of the vehicles assigned to the sales representatives s and to the marketing research agents. The heads of the departments need to know the vehicles were at the right destinations they left for r were used in other illegal businesses with the company’s fuel. The human resource will always need the report on how his employees are spending and the finance department needs that report for planning.
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Requirement gathering methods
Interviews: heads of departments are interviewed through face to face to help determine what they would want the system to do for them.
Questionnaires: Set of open ended questions are used to help know what the heads of the departments and the people in charge of expenditure data feel about the current system. Also how they would feel in case a new system could be introduced.
Observation: This involved observing the heads of the departments analyze and produce the expenditure reports and how the data clerks gather and enter the expenditure information.
Some of the methods used in collecting the data and requirements are interviews, questionnaires and observation techniques. In order to develop the system it is important to understand what the employees do. How they do it and their feeling about the current systema and introduction of a new one.
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System development methodologies
There are three methodologies that can be used in developing this system. They include:
Prototyping: A prototype of the system is developed brought to the stakeholders and they identify what can be added and what can be removed.
Water fall model: this would involve stages. There are feasibility study, requirements definition, system design, coding and testing, implementation, operation and support.
The choice of the method depends on the nature of requirement. Waterfall model is not very good because it is rigid in nature. It doesn’t capture changes in requirements.
Rapid application development appears expensive as every version will require added cost.
Prototyping fits best because of its ability to capture any changes in the requirement until the final product is delivered.
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CONT…
Rapid application development: involves producing a working system very fast and then making any changes in the subsequent release of versions.
Prototyping is the best methodology in this case. This is due to its ability to capture changing requirements an unclear requirements description by the users (Dingsøyr et al., 2012 ).
System and the business strategic plans
In order to meet the objectives of the business, there must be serious financial planning and cost effective spending.
Financial planning will require that the finance department have the accurate data on expenses and understands the previous trends of each employee expense in his job line.
This system will provide that for them.
To the human resource director, the system will provide him with an already analyzed report hence the analysis overhead is eliminated.
The manager is sure of an already simplified expenses report per month. A report he can easily understand.
Without the knowledge of how the employees spend, the finance department cannot accurately budget. Under budgeting results into some functions of the organization going undone because they were not planned for or the budget allocation was insufficient for them. This can result into under performance in such a given department.
Over budgeting on the other hand puts a lot of financial strain on the organization which is not healthy for business performance. Therefore for proper planning in order to meet organization’s goal, accurate data on employee’s expenses are necessary.
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Recommendation
I recommend that the organization funds the development of this system due to some facts:
It will help the organization plan its total monthly expenditure well based on the data and reports from the system.
The tracking of the company vehicles will enable the company monitor the usage of the vehicles and ensure the fuel in those cars are used for the purpose they are intended for.
The organization will be able to detect any outlier. Any employee that seem to spend abnormally can be detected and the course determined.
This system provides a basic monitoring and control of the employee’s expenditure as far as business planning is concerned.
One of the things that shoots the expenses incurred on the marketing research agents and sales representatives is the amount of money spent on fuelling their cars. This is because they often use the cars and company’s fuel for other businesses as they are sure no one will track them.
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References
Dingsøyr, T., Nerur, S., Balijepally, V., & Moe, N. B. (2012). A decade of agile methodologies: Towards explaining agile software development.
Ellis, R., Gage, G. R., & Signor, T. (2010). U.S. Patent Application No. 12/444,983.
