Budget Planner

This project is aimed at developing a system by which the employees in the organization submit the bills to their managers. The bills could of various types and also of various amounts. The employee after submitting the bill will automatically provide the manager’s name to which the bill will be submitted. The bill will pass through a workflow process and the owner of the bill can view the status of the bill at any time. An email will be sent to the concerned people to let them know about the status of the bill.

The software is fully integrated with CRM (Customer Relationship Management) as well as CMS (Content Management System) solution and developed in a manner that is easily manageable, time saving and relieving one from manual works.

Functional components of the project: Following is the list of functionalities which is expected to be provided by the system:

1.    User will log on to the application and the login will be based on the role of the user. The user will directly take into ‘My open requests’, where the user can view the details of the request and can also view the status at which the request is.

2.    The access to the system will be based on the roles. The roles will be based on the type of department the user belongs to.

Details are:

(1) Any user can create a request by login to the system, the parameters for creating the request will be

§  Name of the user (should be defaulted from the login)

§  Dept of the user (should be defaulted from the login)

§  Type of the bill being submitted (e.g., telephone bill, electricity bill etc)

§  Amount of the bill

§  Date of expense incurred

§  Whether the request is supported by the bills

§  Whether the bill amount should be credited to the user account in the bank

§  Bank name, address and account number

§  Any other mode by which the user will want to get the payment

(2) The manager of the user should be able to view the details of the request but cannot modify the details entered; he can either approve the request or reject it. Every time he performs and operation the approver has to write the comments for the same.

(3) Finance Manager – there will be number of finance managers and each finance manager will be responsible for 1 or 2 departments. Users in this role can only close the application, they can only view the requests and after crediting the amount to the request creator the request will be closed by the finance manager.

PURPOSE OF THE PROJECT

The main purpose of this project is aimed at developing a system which reduces work burden of employees of the organization. Every Organization has some maintenance and budget planning’s. In this situation submitting the bills to their corresponding managers will be a headache and we have to maintain records manually. Some times in manual process there is a possibility to get errors. To overcome these difficulties and time being best to use this type of application. In this the employees in the organization submit the bills to their managers. The bills could of various types and also of various amounts. The employee after submitting the bill will automatically provide the manager’s name to which the bill will be submitted. The bill will pass through a workflow process and the owner of the bill can view the status of the bill at any time. An email will be sent to the concerned people to let them know about the status of the bill.

3.    EXISTING SYSTEM

• It is limited to a single system.
• It is less user-friendly.
• It is having lots of manual work (Manual system does not mean that you are working with pen and paper, it also include working on spread sheets and other simple software's)
• It requires more no of employees need to work.
• It is time consuming process.
• The present system is very less secure.
• It is unable to generate different kinds of report.

4.    PRPOSED SYSTEM

The development of the new system contains the following activities, which try to automate the entire process keeping in view of the database integration approach.

·         User friendliness is provided in the application with various controls.

·         The system makes the overall project management much easier and flexible.

·         It can be accessed over the Internet.

·         Various classes have been used to provide file upload and mail features.

·         There is no risk of data mismanagement at any level while the project development is under process.

·         Report generation feature is provided using Crystal Reports to generate different kinds of reports like bar graphs, pie charts and table type charts etc.

It provides high level of security using different protocols like https etc.

5.    MODULES:

The system after careful analysis has been identified to be presented with the following modules:

1.    Administration

2.    Finance Managers

3.    Managers

4.    Request Creator

5.    Reports

6.    Search

7.    Authentication

        

Administration:- 

                                               

Admin has all privileges to add/modify employee and view the reports. In this there are sub modules like

           

1.     Employee Details

2.     Deportment Details

3.     Bill Details

4.     Reports

Employee:

This module only for employee maintenance like registering new employee details in the organization.

·         Employee maintenance is used to register a new employee, modify the details of existing employee or remove the existing employee.

·         Only the admin type user will have access to this part. Normal user won’t have access to this. While storing into database the password should be encrypted and stored. The user can choose its own logic to encrypt the password.

·         User password is used to change own password. Both admin and normal user will have access to this.

Department Details:

                         

This module is used to maintain the various departments in the organization. Department details can be modified by the admin type of users only. This module will be enabled only to the admin type of users.                                   

                                   

Reports:

• This module is used to print various online reports. This module will be enabled only to the admin type of users.
• In this admin generate various types of reports about the employees working in the organization.

• In this admin generate various types of billing reports which are generated by employees working in the organization.
• In this admin generates the reports by date wise as input and gives details of bill made on that date along with total information. This report should be available for a given date or for a date range.

Managers:-

In this module there are two types of managers are exists.

1.    Finance Manager Users

2.    Managers Users.

3.    Request Creators.

Finance Managers:

          

• There will be number of finance managers and each finance manager will responsible for 1 or 2 departments.

• Users in this role can only close the application, they can only view the requests and after crediting the amount to the request creator the request will be closed by the finance manager

Manager Users:

• The manager of user is able to view the details of the bills which is created by request creators.
• This type of user can view the details but cannot modify the details send by request creators.
• This type of user can view the details and he can either approve the request or reject it.
• Every time he performs and operation the approver has to write the comments for the same.

6.    Requirements:

·   Hardware requirements:

Number	Description
1	PC with 2 GB hard-disk and 256 MB RAM

·   Software requirements:

Number	Description
1	Windows 2000/ XP/ or Higher with MS-office
2.	MS-SQL server2000/2005
3.	Ms-Visual Studio .Net 2005
4.	Ms-Internet Explorer