University of Edinburgh

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Stage: Business Analysis

Business Requirements Document

Purchasing Cards
Feasibility Study
FINANCE
FIN042
[ANNUAL PLAN NUMBER]

Document Version: 1.0

Date: 12-Dec-05
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Management Information Services - Template Revised October 2004

Business Analysis: Business Requirements Document

[Version: x.x]

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Contents
1 DOCUMENT MANAGEMENT........................................................................3
1.1 Contributors...........................................................................................................3
1.2 Version Control......................................................................................................3
2 OVERVIEW.....................................................................................................4
2.1 Background.............................................................................................................4
2.2 Objectives................................................................................................................4
3 CURRENT PROCESSES...............................................................................6
3.1 Library....................................................................................................................6
4 FUTURE PROCESSES..................................................................................7
5 DATA REQUIREMENTS................................................................................8
6 SPECIFICATIONS..........................................................................................9
6.1 Application Interdependencies.............................................................................9
6.2 Security....................................................................................................................9
6.3 Users........................................................................................................................9
6.4 Performance............................................................................................................9
6.5 Back Up & Archiving Policy.................................................................................9
6.6 Data Migration.......................................................................................................9
6.7 Integration with MyEd..........................................................................................9
7 LEGISLATIVE IMPACT...............................................................................10
8 USER ACCEPTANCE TESTING.................................................................11
8.1 Strategy.................................................................................................................11
8.2 Acceptance Criteria.............................................................................................11
9 TRAINING.....................................................................................................12
10 BENEFITS ANALYSIS...............................................................................13
10.1 Cost Benefit Data................................................................................................13
10.2 Success Criteria..................................................................................................13
10.3 Measurement of Success....................................................................................13
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1 Document Management
When completing this document, please mark any section that is not required as
N/A. A brief description of why the section is not required should also be included.

1.1 Contributors
Please provide details of all contributors to this document.
Role
Owner
Contributor
Contributor
Contributor

Department
MIS
<Business Partner>
<Business Partner>
<Business Partner>

Name

1.2 Version Control

Please document all changes made to this document since initial distribution.
Date

Version

Author

Section

Amendment

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2 OVERVIEW
Please provide an overview of the project.

2.1 Background
A project proposal for the Introduction of Purchasing Cards was submitted for the
2005/06 session, with the objective of introducing a purchasing card programme with
an associated transaction management system.
There are currently a number of ways in which goods and services can be purchased
by the University:

Online Marketplace (e.g. SciQuest, Unity)

Purchase Order / Request Invoice
Personal Credit Card

Increasingly, suppliers require payment prior to dispatching goods / providing

services, therefore making it harder to order by raising a purchase order. This
particularly relates to ad hoc purchases such as conferences, software etc, where a
credit card payment is sometimes the only option provided. Personal credit cards are
sometimes used, with funds being claimed back via expenses, however this cannot
be considered a standard option, and often the required goods or services cannot be
purchased.
It has been identified that a purchasing card would provide a solution to this problem.
A purchasing card can be used in the same way as a credit card, but has a higher
level of control, and liability rests with the University, not the cardholder. Limits can
be imposed on monthly spends, value of transactions, and volumes of transactions,
and cards can be coded to particular cost centres. Paperwork is minimised due to
the reduction in invoices, and suppliers are paid on a timely basis.
A purchasing card programme can only be implemented in conjunction with a
transaction management system to ensure adequate measures are in place to
reconcile the purchases made on the card.
The project proposal was discussed at the last meeting of the FPSSG, together with
a report produced by a consultant to demonstrate the benefits involved. It was
recognised that additional funding would be required to implement the programme,
together with resources from the FIS team. Prior to making a decision, FPSSG
asked that a feasibility study be undertaken, initially with the Library, and then with
Estates and Accommodation Services, and a report be prepared for the next meeting
of FPSSG in January 2006.

2.2 Objectives
The objectives of the feasibility study were as follows:
Using the Library, Estates, and Accommodation Services

Document current purchasing processes

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Document proposed future processes

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3 CURRENT PROCESSES
3.1 Library
The Library has been the main focus of this initial investigation.
Out of Print Books
Books go out of print after a relatively short period of time. In the past, out of print
and specialist books were ordered through a supplier called ABE, however this is no
longer possible as ABE now requires payment by credit card. The Library must now
approach the individual organisations separately, and negotiate to purchase the book
by pre payment or by invoice. This is often not possible, and the books cannot be
purchased.
The use of a purchasing card would resolve 90% of problems experienced in
obtaining out of print books.
Conference Purchases
Books are often offered at reduced rates at conferences, however these can only be
purchased by credit card.
On-Line Purchases
Purchases are sometimes made from sites such as Amazon, however these can only
be purchased by credit card.
Auctions
Antiquities are purchased at auction, either through
Type of Purchase
Books

Method of
Purchase
Amazon
Conference
Fairs

Type of Payment

Issues

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4 FUTURE PROCESSES
This section provides details of the future processes a process is defined as a serious of actions,
operations, or functions that bring about a result.
Please provide a detailed description of the future processes, together with swim lanes, process flows
etc. Visio should be used for basic swim lanes; Triaster can be used for more detailed swim lanes.
Please divide the requirements into relevant sections, and insert sub headings (e.g. 4.1,4.2 etc).

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5 DATA REQUIREMENTS
Please include details of the data required for the system. If this is a substantial amount of information,
please provide a high level summary in this section, and attach the details as an appendix.
Data Required

Validation

Notes

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6 SPECIFICATIONS
This section provides detailed specifications for the system.

6.1 Application Interdependencies

Please provide details of any inputs to the system from other applications, and any outputs from the
system to other applications.

6.2 Security
Please specify high level security requirements, including:

Authorisation levels
Authentication e.g. EASE
Internal / External Access

6.3 Users
Please give estimates for the following:

Number of pilot users (if applicable)

Expected final number of users
Expected annual user growth
Number of concurrent users
Roles

6.4 Performance
Please provide details of the expected performance e.g. page render times, report run times.

6.5 Back Up & Archiving Policy

Please highlight any archive and back up requirements (if different from current MIS policy).

6.6 Data Migration

Please provide details of data migration requirements (if any), including timescales.

6.7 Integration with MyEd

Please complete the following template to gather MyEd channel publishing information:
http://www.projects.ed.ac.uk/methodologies/Full_Software_Project_Template/EP_channel_requireme
nts_template.htm.
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7 LEGISLATIVE IMPACT
Please highlight any legislative issues that could impact this project, including:

Data Protection
Freedom of Information
Records Management
SENDA Compliance
Disability

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8 USER ACCEPTANCE TESTING

Please highlight the UAT strategy identified for this project, together with the testing scenarios
provided by the users.

8.1 Strategy
Please ensure the following are included in your considerations:

Length of UAT
Test setup requirements (e.g. co-dependencies, business cycles)
Sources of test data
Required participants

8.2 Acceptance Criteria

Please ensure that all processes impacted by this development are included. Please note that this
section will be used as sign off criteria.
Examples of a process could be

View an invoice
Edit an invoice
Print an invoice
Save an invoice

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9 TRAINING
Please can you provide details on training requirements, including

Which groups will require training

Who will provide training

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10 BENEFITS ANALYSIS
Please note that this section is based on the information supplied in the Project Proposal.

10.1 Cost Benefit Data

Please provide details of the cost benefit work for this project.

10.2 Success Criteria

Please identify the criteria that must be met for the project to be successful.

10.3 Measurement of Success

Please provide details of how the success criteria will be measured, and for how long.

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