05-04-2011, 11:58 AM
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1. Introduction
1.1 Overview
Employee Reimbursement System is a web application useful for an organization where in the employees will add the bills need to be reimburse by the organization , so that once the bills which need to be reimburse will be pass through the higher officials or authorities of the organization. That means when an employee of an organization submits the bill, this bill need to be approved by the higher officials of the organization than only the money will be reimbursed. First the manager will approved the bill than the director of the organization will approve the bill. Once higher authorities approved it, accountant will pay the employee reimbursement.
1.2 Purpose
The purpose of our project Employee Reimbursement system is to provide an interface using which the reimbursement relating to employee of an organization can be done in an easier and in convenient way. Also higher authorities of an organization can view the bills inserted by the employees of an organization, and can accept or reject the bills for reimbursement.
1.3 Scope
The ERS is an application for any organization, this application is very use full to reimbursement the Bills (Hotel, travel, relocation, etc…) for the employees, and it will reduce the time delay and avoid the complexity for the Organizations .with this Application it is very easy to claim the Reimbursement amount from the organizations.
This application will be with in an organization, where in the employees will sent the request for money reimbursement and the higher official will decide to reimburse or not.
1.4 Goals:
The main objective of the project is to best utilize the reimbursement the amount for the Employees in an organization in the easy manner, the users involved in the uploading the recipes for a specific expenses for the sake of companies and the top level employs are retrieve the reports
1.5 Features of our project (Advantages)
• Can be applied to any real time organization.
• Reduce the time
• Reduces the manual work load.
• Exchange of Reports information is very easy through this.\
2. System Analysis and Description
2.1. Existing System
In the existing system i.e.., practically if we talk the process of reimbursement is almost a manual process in any organization. In this process an employee looking for reimbursement here fills a form and writes down the description for which he needs a reimbursement and how much? After few days he is given the reimbursement money after the process of the checking the description of the employee is completed. So we all can see clearly that only the information of the employee and the amount of reimbursement is only entered in the computer rest of the process is completely manual one.
2.2 Proposed system:
We are trying to propose a system which overcomes all such disadvantages which has been mentioned in the above existing system by automating the whole process. What exactly we are trying to do is, we will be automating the whole process into a web application where we shall be having the login facilities for all the employees depending on their designations and we will also have another kind of user who actually maintains the site by updating this information of each and every employee.
Functionalities:
• Admin Module
• Employee Module
• Manager Module
• Director Module
• Accountant module
• Reports Module
2.3 Overall description
The Employees Need to login with their Respective Username and password then he enter his Expenses with the respective receipts, and then he send a mail to the manager, Once manager received the mail from the Employees. Then he will verify the Bill s claimed by the employees and he can approve or reject the bills, if he reject the bill he send a mail to that particular employee why he is rejecting that particular expenses. If he accept that expense claimed by the employee then he send the details to the next level, in the next level can be the director or the chair person of the Organization. Once the head person accept the reimbursement, the he send the details to the account related department for credit that much amount to the particular person.
2.4 Modules
2.4.1 Admin Module
Once employee registers in our application , this details will be passed to admin, who will go through the employee details and can accept or reject the registration, if admin accepts the registration than user can login or can use our application if not user are not allowed to use our application.
2.4.2 Employee Module:
The employee module plays a very vital role. This module can be used to submit the expenses like travelling, hotel, relocation and so on.
Employee module features:
1) Login: User login into the system with his user name and password, if he is a valid user then he is navigate to the Home page.
2) User applies the reimbursement amount for his various expenses for the sake of company in the home page.
3) He can check the expenses status whether it may credited or rejected.
2.4.3 Manager Module:
This module can be used to decide about a particular employee Expenses, to accept or reject the expenses. If manager rejects the particular expenses then he send a mail to the particular employee why he is not approving the particular expenses.
Manager module features:
1) All the details of the Employees Expenses will came to the manger for approving or rejecting.
2) Expenses may be approved or rejected after the keen observation of the attached recites.
3) manager wrote some comments if that expenses is rejected ,why he is rejecting that expenses,
Once he accepted that expenses. He forward that to his top level authorities.
2.4.4 Director Module:
This module can be used to accept and forward the particular expenses to the account department. Max 90 % the director accepts the bills came from the manager in very rare cases the director reject the expenses approved by the manager.
Top Management /Director:
1) He will accept/reject the Expenses which will forwarded by the manager.
2) If he rejected the expenses of an Employee he wrote some comments why he is not accepting that expenses.
3) Once he accept that expenses he forward that to account department.
2.4.5 Reports Module (ACCOUNTANT):
This is the main module for our application .in this module we will get the particular expenses for a particular time period. Like year wise, and particular details like hotel cost, and relocation bill, food etc..,
Account module features:
1) He credits the amount for a particular employee, once he got the mail from the top level management.
2) He update the reimbursement status to approved or Yes.
2.5 Feasibility Study
2.5.1 Technical Feasibility:
Evaluating the technical feasibility is the trickiest part of a feasibility study. This is because, at this point in time, not too many detailed design of the system, making it difficult to access issues like performance, costs on (on account of the kind of technology to be deployed) etc.
A number of issues have to be considered while doing a technical analysis.
i) Understand the different technologies involved in the proposed system:
Before commencing the project, we have to be very clear about what are the technologies that are to be required for the development of the new system.
ii) Find out whether the organization currently possesses the required technologies:
Is the required technology available with the organization?
If so is the capacity sufficient?
For instance –
“Will the current printer be able to handle the new reports and forms required for the new system?”
2.5.1 Operational Feasibility:
Proposed projects are beneficial only if they can be turned into information systems that will meet the organizations operating requirements. Simply stated, this test of feasibility asks if the system will work when it is developed and installed. Are there major barriers to Implementation? Here are questions that will help test the operational feasibility of a project:
• Is there sufficient support for the project from management from users? If the current system is well liked and used to the extent that persons will not be able to see reasons for change, there may be resistance.
• Are the current business methods acceptable to the user? If they are not,
Users may welcome a change that will bring about a more operational and useful systems.
• Have the user been involved in the planning and development of the project?
Early involvement reduces the chances of resistance to the system and in
General and increases the likelihood of successful project.
Since the proposed system was to help reduce the hardships encountered
In the existing manual system, the new system was considered to be operational feasible.
2.5.3 Economic Feasibility:
Economic feasibility attempts 2 weigh the costs of developing and implementing a new system, against the benefits that would accrue from having the new system in place. This feasibility study gives the top management the economic justification for the new system.
A simple economic analysis which gives the actual comparison of costs and benefits are much more meaningful in this case. In addition, this proves to be a useful point of reference to compare actual costs as the project progresses. There could be various types of intangible benefits on account of automation. These could include increased customer satisfaction, improvement in product quality better decision making timeliness of information, expediting activities, improved accuracy of operations, better documentation and record keeping, faster retrieval of information, better employee morale.
2.6 SDLC Model
2.6.1 The Incremental, Iterative Software Engineering Life Cycle:
When we defining and constructing credit card validation systems will uncover many requirements that may be difficult at outset. Instead knowledge of the system and requirements will grow as work progress the whole software engineering process is designed to uncover details and incompatibilities in the requirements that may not be obvious to customer and bankers at outset.
Several cases or increments of software development additional increases will be build and delivered in successive increment system normally involves as are deliver successive new versions, the development of first version from sketch called green field development is special case of incremental development the development of first increment is an important activity series we establish the architectural base that must last for the entire system’s life time.
2.6.2 Waterfall Lifecycle Model:
Waterfall model states that the phases (analysis, design, and coding, testing, support) are systematized in a linear order and each phase should accomplished entirely earlier of the next phase begins.
In this way the step by step phase initially analyzing phase is completed and that output takes place at the end of analyze phase after that output will be given as input for the design phase, depending on the inputs it generates all design steps ,like ways all phases processed and produced all successful outputs, And will to find out whether the project is pursuing on the exact path or not. If not the project may be discard or any other action takes place to continue. The model is the most commonly used and also known as linear sequential lifecycle model.
