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Budget Approval System

INTRODUCTION
1.1 PROBLEM STATEMENT:
Being connected with people through a
website is always exciting and at the same time creating a work
environment where in the most important entity TIME is being utilized in a
beneficial and productive way. As websites and mobile devices has become
a part of our day to day life, developing applications that provides user
interaction and at the same time overcoming the disadvantages such as
the mistakes that can be encountered during the manual calculations,
wastage of manual power also the delay that exists for knowing the status
of the requests by the employees. This system allows employee to login
into his account and then he can upload the bills through the website. The
employee must also receive alert regarding his approval when forwarding
from one department to another department which indeed uses an
automated calculation with least possibility of errors.

1.2 CURRENT SCENARIO:


Earlier, the employees in the organization submit their bills
to higher authorities. The higher authorities after verifying the bills, the
approved bills is passed to the finance department. The finance manager
then permits to credit the amount to be payed out
Which then the amount is credited to the account of specified employee.
As files and maintain all the paper material to access a
particular record. This type of system is tedious to maintain. Efficiency is
one of its major concern. Also the status of the request by the employee is
not known until and unless the amount is credited into his account.

1.3

PROPOSED SOLUTION:
An user interactive website is to be designed where each

employee in the organization has an employee account through which he


can login. After logging in , the employee can upload the invoice number
and amount. When the manager logins to his account, he can view the
uploaded bills by the employees. The copy of the approved bills are
automatically forwarded to accounts section.
An intimation about the status of the bills in the workflow
process can be given by SMS. He can also query about his status, renewal
of the policies etc.

REPORTS:

Clients Monthly Report

Clients list.

Alert delivery report.

Payment report.

1.4 FEATURES OF THE SYSTEM:

Each employee in an organization has an employee account


through which he can log in.

The employee can upload the Invoice no. and Invoice amount.

The Invoice details are supported by the bill images by the


process of scanning.

When the manager logins, he can view the uploaded bills by the
employees.

The manager performs three actions : Approve, Reject, Pending.

The bills after approving are automatically forwarded to the


accounts section.

Then the accounts department credits the amount into the


employees account.

The status of the request is intimated to employee for every


24hrs.

Generation of pay slips can be performed.

ADVANTAGES:

Providing excellence in services.

Designing an user interactive website.

Many of the tasks that were earlier being handled manually were
automated,

presenting

significant

efficiency

benefits

to

the

operations.

The status of request by the employee is intimated by SMS.

1.5 SCOPE :
Framework conditions: A regulatory system must be in place to
prevent a deviation of the bill amounts given to the employees.

Scope of services: The scope service for mobile payment is


limited at a high expense.

Administrative efficiency: This must be maintained at proper


levels so that it must not be limited.

Message Format: the format of message to be sent by the


customers must be specific to the rules of the organization.

3.2 MODULES:
1. Login:
This module deals with the employee about the details which includes
the user ID,

password, designation of the employee and the account is

accessed by him only.

2. Employee Information;
This module provides the details of employee like
personal details, educational details, bank details etc. also the employee
account contains my open requests folder to view him the status of the
request. The entire account is authenticated by the administrator.

3. Uploading and Retrieving Bills:


This module acts as an interface for the customer to
upload the bills which supports his request. The employee can upload the
images of the bills with the help of a scanner and the composing of the
request is done.

4. Sending SMS:
This module acts as interface between mobile of the
customer and the system which deals with sending alerts about the status
of the bill and details about the payment

Each module includes certain sub modules as follows:

1. Employee details:

Personal details: It lists all the details of the customer which includes his
name, age, gender, address, mail, mobile number etc.

Employee ID: It deals with the unique Id that was given to the customer at
the time of registration.

Credit card details: It deals with credit card number, its pin number and its
validity.

Request Status: It contains information about the status of his request.

2. System user management:


Login: It includes administrator tasks and customers status to retrieve through
proper verification.

Registration: It is the task of the customer to register a policy to get a


customer id which is unique and register his mobile to make his payments
through mobile.

3. Mobile User Management:.


User interface for mobile interacting with the server: This acts
as interface for sending and receiving messages with a message to specified
user.

Alerts information: This deals with whether the message has been
received to the customer.

3.3 IDENTIFICATION OF THE ACTORS:


ACTOR is not the part of the system they represent anyone or any thing
that must interact with the system.
An Actor may

Only input information to the system.

Only receive information from the system.

Input and receive information to and from the system.

Actors are discovered by examining:

Who directly uses the system?

Who is responsible for maintaining the system?

Other systems that need to interact with the system.

An actor is a stereotype of a class and is depicted as a stickman on a


use-case
Diagram. The name of the actor is displayed below the icon.
The following question should be answered to identify actors:
1. Who is interested in a certain requirement?
2. Where in the organization the system is used?
3. Who will benefit from the use of the system?
4. Who will supply the system with the information, use this information
and remove this information?
5. Who will support and maintain the system?
6. Does this system use the external resource?
7. Does one person play several different roles?
8. Do several people play the same role?
9. Does the system interact with the legacy system?

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Hardware Requirements:

Company Server.

GSM MOBILE with SIM.

PCs

Software Requirements:

Programming Languages VB.Net

Database -ORACLE8i

Server - IIS

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FIG. 5.1 Admin Login

The administrator makes login through his username and password and selects
the login type as admin to transfer to admin options page.

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2. HOME PAGE:

FIG. 5.2 Home Page

The Home page has four options which can be done. These include sending bills
to their higher authorities i.e., composing the bill information, checking of the
mails that are sent by the higher official whether the bills are approved by them
or not, viewing the past records of which of the bills are sent at what date and
time.

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