Finance Management System
Finance Management System
January, 2013
Jimma, Ethiopia
Page i
Requirement analysis and system design document
Examining board
Acknowledgement
Page ii
First of all we would like to extend our heartfelt gratitude to our advisor Mr. T. Murali Krishna
and co-advisor Mr. Tsigab Gebre for their constructive advises, guiding and correcting our
documents with attention and care as well as follow ups. We never forget also to extend a word
of thanks to Mr. Ahadu Tsegaye and Mrs. Saba Mekuria employers in Omedad Company for
their help by giving necessary information and support while gathering information about the
company financial related information.
Abstract
Page iii
The finance management system developed for Omedad Company financial department can
manage the tasks related to financial activities like ensuring data integrity and security, keeping
all records up to date, and minimizing overall paperwork. The possible users are financial
manager, accountant and clerk of the financial department. The system would provide basic set
of features to oversee and govern its income, employee payroll system, expenses, credit interest,
profit and loss, day book and assets or capital with the objectives of maximizing profits and
ensuring sustainability. The goal of this document is to clearly specify the requirements for the
system to be developed.
Abbreviations
Page iv
An abbreviation is a shortened form of something used to represent a longer whole. There are
few abbreviations that are used throughout our document.
Page v
Table of Contents
List of tables..............................................................................................................................viii
List of figures................................................................................................................................x
Chapter one...................................................................................................................................1
Introduction...................................................................................................................................1
1.1Background..........................................................................................................................1
1.2 Statement of the problem....................................................................................................2
1.3 Objective.............................................................................................................................2
1.3.1 General objective.........................................................................................................2
1.3.2 Specific objective.........................................................................................................2
1.4 Methodologies....................................................................................................................3
1.4.1 Data collection methodologies....................................................................................3
1.4.2 System development methodologies and tools............................................................3
1.5 Feasibility study..................................................................................................................5
1.5.1 Operational feasibility.................................................................................................5
1.5.2 Schedule feasibility......................................................................................................5
1.5.3 Technical feasibility.....................................................................................................6
1.5.4 Behavioral feasibility...................................................................................................6
1.5.5 Economic feasibility....................................................................................................6
1.6 Scope and limitation of the project.....................................................................................7
1.6.1 Scope............................................................................................................................7
1.6.2 Limitation....................................................................................................................7
1.7 Significance of the project..................................................................................................7
1.8 Time scheduling diagram...................................................................................................8
Chapter two.................................................................................................................................10
2 System analysis........................................................................................................................10
2.1 Existing system.................................................................................................................10
2.1.1 Problem with the existing system..............................................................................10
2.1.2 Business rule..............................................................................................................11
2.2 New system.......................................................................................................................12
2.2.1 Functional requirements............................................................................................12
2.2.2 Non functional requirements.....................................................................................12
2.2.3 Use case diagram.......................................................................................................13
Table 2.10 Use case for calculate profit and loss …………………………………………… 23
Introduction
1.1Background
A financial management system is the methodology and software that an organization uses to
oversee and govern its income, expenses, and assets with the objectives of maximizing profits
and ensuring sustainability. An effective financial management system improves short and
long term business performance by streamlining invoicing and bill collection, eliminating
accounting errors, minimizing record keeping redundancy, ensuring compliance with tax and
accounting regulations, helping personnel to quantify budget planning, and offering flexibility
and expandability to accommodate change and growth. Other significant features of a good
financial management system are keeping all payments and receivables transparent, amortizing
prepaid expenses, depreciating assets according to accepted schedules, keeping track of
liabilities, Coordinating income statements, expense statements, and balance sheets, ensuring
data integrity and security, keeping all records up to date, maintaining a complete and accurate
audit trail, minimizing overall paper work. Financial management software should include
features that support creation of ad-hoc reporting as well as month end closing, quarter closings
and year end reporting.
Omedad Company is a huge organization which found in Addis Ababa and other cities like
Mekele, Jimma, Gondar, Baherdar, Axum, Arbaminch and other city. The main branch of this
company is found in Addis Ababa. It has more than 20 branches and in each branch has more
than 50 employees. The main branch has 60 employees. The company has main services such
as import and distributes electronic devices like photocopy machines, printers, household
electronic devices and computers, maintain electronic devices and give technical services.
Omedad company the finance work system works manually, unsatisfactory and very difficult
to work because their current work system has many problems such as lack of security of data,
needs manual calculations using paper, excel and calculator, no fast retrieval of data time,
consume large volume of paper work and more man power, waste of too many hardware
materials and lose of their files. The payroll system of their employee works using paper and
ms excel. All the necessary records of the above management activities are kept manually on
papers and stored in file cabinet. Due to manual way of handling files error are occurs which
lead to unnecessary rework.
Those problems stated above may cause finding some specific data from the file in cabinets
which resulted in slow retrieval of data; difficulty in updating information, encountered
problem when report is generated and it is time consuming, the mechanism of data handling is
unsecured may cause the loose of data by several kinds of problems like rats, theft by workers
and others.
1.3 Objective
1.4 Methodologies
Software tools
Microsoft office word: - It is very useful because it takes less time to write and format
the text, communicative effectively smart diagram and chart tools, quickly assemble
document. By looking its useful properties we use Microsoft office word to type our
project work to get all the above benefits of it.
Microsoft Power point: - use to present the document in abstract forms. We use it to
present our presentation in short and brief way.
JDK: - a java development toolkit is a program development environment for writing
java applet and application. It is a tool used to compile, debug, and run applets and
applications written in the Java language.
Net beans: - open - source integrated development environment (IDE) for developing
with Java, PHP, C++, and other programming languages.
Visual paradigm for UML: - a software that used to develop a UML.
Microsoft office Visio: - a software that used to develop a UML.
Smart sheet: -a web site that used to draw the time scheduling diagram for and its link
is https://www.smartsheet.com/
Hardware tools
Computer: - used to install software that are necessary for our work like Netbeans
and to do other tasks related to our work.
Network cable: - we used twisted pair cable to get the internet access which is used us
to get many information about our project.
Flash disk and CD: - used for the movement of data from one machine to another. We
use both of them when we move our data from one machine to another.
The document provide the feasibility of the project that is being designed and lists various
areas that were considered very carefully during the feasibility study of this project such as
operational, scheduling, technical, behavioral and economical feasibilities. The following are
its features:
We expect that the system which is in development is to be operational. That is once the
system is deployed, it can operate on any of the operating systems which have a java
framework installed. Therefore, the system will be designed to be operationally feasible that if
it is deployed, the system will operate in any kind of platforms without any mal functionalities.
We expect that the project will be completed within the time frame stated, so that the system
will be feasible regarding schedule.
Since Omedad company finance department performs its basic tasks manually the scope of this
project is to develop and implement a new System which will avoid the problems associated
with the manual processing.
1.6.1 Scope
The new system implements for Omedad Company finance department to oversee and govern
its income, employee payroll system, expenses, credit interest, profit and loss, day book and
assets or capital with the objectives of maximizing profits and ensuring sustainability.
1.6.2 Limitation
This project is limited only to those activities and operations related to the finance management
system for the Addis Ababa branch which the team is intended to deal with and it calculate
only the interest of the credit not the debit interest. We do not add the bill collection of the
companies.
The other beneficiaries of the system are employees. Ones the new system is implemented,
firstly employees are benefited from the system in such a way that the quality and performance
of their work is improved, the time they spent for manual operation is significantly reduced and
their management and control of their job is improved. In addition to this the employees
efficiency became increased because of they take few time for some as they were using in
manually.
Generally this project reduces work over load, security of data, use of many man power,
Ensure data accuracy, and proper control of the higher officials, reduce the damage of the
machine, minimize, manual data entry, minimize time needed for the various processing,
greater efficiency, better service for Omedad company financial department office workers.
The system generally helps the Omedad company financial department office workers to
clarify their work and automate their work. The system increase document preservation
without need of large area.
The time schedule of the project is show below. It includes the phases of requirement analysis,
design, implementation, and testing.
2 System analysis
System analysis is the way of studying a system with an eye on solving its problem using
computers. It is the most essential part of the development of a project of a system analysis.
System analysis consists of system element, process and technology. It is the detailed study of
the various operations performed by a system and their relationships within and outside of the
system. A key question is: What must be done to solve the problem? One aspect of analysis is
defining the boundaries of the system and determining whether or not candidate system should
consider other related systems.
In the existing system the transactions are done only manually and there are errors due to
carelessness or oversight that may result in loss to the data and as to the organization. For an
organization, time is very important factor. They works manually, unsatisfactory and very
difficult to work because their current work system has many problems such as lack of security
of data, needs manual calculations using paper, excel and calculator, no fast retrieval of data
time, consume large volume of paper work and more man power, waste of too many hardware
materials and lose of their files. All the necessary records of the above management activities
are kept manually on papers and stored in file cabinet.
Lack of security of data: - all files are kept on cabinets by a box file they are exposed
to theft and other environmental disaster.
More man power is needed: - requires many numbers of peoples to calculate the
transactions like employees overtime work payment during salary time.
Tiredness of employees: - as they work manually searching some data is takes too
much time for the employees who assigned on this work and they are unsatisfactory on
the existing system which leads to endanger on the sustainability of the company.
Work Delay: - mostly to generate the reports like profit and loss, expense, income and
others it takes them too much time. They do not finish on time.
Only full time employees can get insurance for their accidental harm that cause their
life endanger when they are working.
If the employees want to join the saving at minimum they should have to save their 5%
of their salary.
Employees that join the company after 23/ 06 / 2012 can get have only a choice of
pension rather than provident fund. Those who join the company can get the provident
fund or they can change into pension if they want.
Make day book for each day transactions. Transactions can be income, expenditure,
profit and loss and others.
User interface: - The system will be implemented using the users interface. The users
are familiar to the system easily.
Hardware consideration: - the organization should have computers having typical
storage capacity and processing speed.
Error handling: - When the users of the system interact with the system errors may
appear. To control these inaccuracies the system will generate different messages. Data
errors which are entered in to the system may not be completely avoided but they can
be minimized. To do this, most of the system execution buttons will be controlled
according to the sequence which the user is expected to follow. Or this can be done by
generating different system responses to the input of the users.
Security: - the system should have a security privilege that secures the system. That
means the system can only accessed by authorized persons and on their privileges. The
administrator of the system monitor over all activity.
Performance characteristics: - the end user computers should have medium processor
and the server computers should have large processor. It’s measured by its speed of
processor.
Usability:-The system ability to provide search help is user friendly.
Performance: -The system works in efficient manner.
Supportability: - The system ability to make easily to install and maintenance.
Modifiability or Extensibility: - The system ability to add (unspecified) future
functionality.
Compensability: - The system ability to compose systems from plug-and-play
components
Reusability: - The system ability to (re)use in future system.
Finance Director
Working closely with his Deputy and the Finance Team, Finance Director has direct
oversight and responsibility over all finance operations. The emphasis of the
departmental director is made in rendering proper financial services and getting
accuracy and integrity in financial status reports including. The major operations in the
system are:
Admin login, Add/Delete/Update/View/Save Employee, Expenditures, Incomes,
Daybook module, Profit and Loss, Summary module
Accountant
this is the person who is in charge of processing accounts receivable, accounts payable,
and payrolls. Accountants assist in the preparation of financial reports, auditing
documents, revision memorandum, and the monthly closing of the books.
Clerk
This module performs the following operations in the system. Cashier ensures that all
cash money records are in line with existing cash in the cash desk. This employee
reports to Accountant. The operations of the clerk is Invoicing.
employees
Regestration
*
upadte emloyees
information
*
«uses»
*
manage accounts
*
* *
«uses»
finance manager
«uses»
Employee payroll
*
«uses»
calculate income
«uses»
*
login
«uses»
calculate expense
* «uses»
** *
**
**
*
calculate profit «uses»
and loss
*
*
capital
*
*
Clerk
day book
invoice
Use case describes a way in which a real world actor interacts with the system. We use the
table format for the interaction between actor and system.
4. failed
4.1 Repeat step 1 until step
2 are over.
Fig 2.12 State diagram for login Fig 2.13 State diagram for update employee details
Employee registration
responsibility collaboration
Employee id Employee Payroll
First name Generate report
Middle name
Last name
Gender
Date of Join
Age
Region
Address
Phone no
Basic Salary
Designation
Employee Payroll
responsibility collaboration
Employee id Attendance
Basic Pay Employee
Saving Expense
Family Deduction Invoice
Health Deduction Generate report
Tax
No of Presence
Bonus
Over time type
Over time hour
Over time pay
Other additional pay
Additional pay kind
No of Hours
Expense
responsibility collaboration
Expense Type Employee Payroll
Expense To Cash Invoice
Expense To Check Generate report
Total expenditure
Income
responsibility collaboration
Income Type Employee Payroll
Income by Cash Invoice
Income by Check Generate report
Total income
Invoice
responsibility collaboration
Invoice type Employee Payroll
Amount Invoice
Date Generate report
Capital
responsibility collaboration
Amount by cash
Amount by Asset
Total Amount
Day book
responsibility collaboration
Date Income
Income type Expenditure
Income Profit and loss
Expenditure type
Income
Expenditure
In this context, a class defines the methods and variables in an object, which is a specific entity
in a program or the unit of code representing that entity. Class diagrams are useful in all forms
of OOP. The concept is several years old but has been refined as OOP modeling paradigms
have evolved.
In a class diagram, the classes are arranged in groups that share common characteristics. A
class diagram resembles a flowchart in which classes are portrayed as boxes, each box having
three rectangles inside. The top rectangle contains the name of the class; the middle rectangle
contains the attributes of the class; the lower rectangle contains the methods, also called
operations, of the class. Lines, which may have arrows at one or both ends, connect the boxes.
These lines define the relationships, also called associations, between the classes.
System design
3.1 Introduction
Design is the first step in the development phase for any techniques and principles for the
purpose of defining a device, a process or system in sufficient detail to permit its physical
realization.
Once the software requirements have been analyzed and specified the software design involves
three technical activities design, coding, generation and testing that are required to build and
verify the software.
The design activities are of main importance in this phase, because in this activity, decisions
ultimately affecting the success of the software implementation and its ease of maintenance are
made. These decisions have the final bearing upon reliability and maintainability of the system.
Design is the only way to accurately translate the customer’s requirements into finished
software or a system.
Design is the place where quality is fostered in development. Software design is a process
through which requirements are translated into a representation of software. Software design is
conducted in two steps. Preliminary design is concerned with the transformation of
requirements into data.
As it has been stated in analysis phase the methodology used in developing software for
Omedad company finance department is object oriented methodology in which UML is a tool
used to design the system. This application will bring new sort of integration and flexibility of
financial management system as a result of a great potential application.
The purpose of the system is to store user’s information permanently, performing intended
manipulation on this information; avoid data redundancy when registration takes place. It
The design goal is stated clearly in such a way that making design decisions will be in light of
these goals. The second section which is the most important one describes the system under
development in terms of system decomposition, technology choices, deployment diagram, and
persistence modeling for object oriented database system and access control.
Robustness: - The system should be designed in such a way that users cannot proceed having
entered invalid input or data in all cases of interacting with the system.
Security: - The system should be designed in such a way that every user is prompted for
username and password to access the system’s database or some functionality with only
permission to the authorized body to use the system.
Usability: - The system should have a simple and easy graphical interface that users can
understand quickly.
Availability: -The system should be available 100% of the time during all working hours.
Portability:-The system should be well suited to work on any machine running windows
operating system.
Performance: -
The main users of the systems are finance manager accountant and clerk. The finance
manager can register the employees and give account and manage those accounts and
employees details. Accountants make employee payroll and day booking, generate
report, and calculate expense, income, profit and loss, credit interest and capital. The
clerk can make only invoicing for the receivable and payable tasks.
Speed and space requirement:-The system needs a Desktop computer having
minimum of 256MB of RAM and minimum of 80GB hard disk capacity. And also a
database server computer having more than1GB of RAM size and high Storage
capacity and processing speed. In addition to this other fast network material is
needed to increase the performance of the system.
Compatibility: - Our system has compatible with windows because we get easily and users
are customizing with the software.
Maintenance Criteria:-
Modifiability: - The system is modifiable when the organization become large and
its working style changed.
Whenever a company recruits new employees finance manager register the employee in the
system. The employee can get the id that describes his personal information. If the employee
information is needed to be changed the finance managers update their details. The finance
manager authenticates users by giving access privileges.
The accountant makes an employee’s payroll, calculate the companies’ income with their
details of the income such as from sales of goods and service. The expenditure of the company
expense is from the following tasks like purchasing goods, employee’s salary and other
expenses. They calculate the credit interest, profit and loss from the income and expenditure
that leads to estimate the company status in the business. The capital that the company holds
weather it is in asset or in cash. See the day book of the daily tail records.
Finance Management Subsystem: - In this subsystem manage all information, give the
service, control payment and fulfill infrastructure when needed.
Finance Manager: - Register the employees, update their details and manage accounts.
Accountant: - calculate employee payroll, calculate profit and loss, calculate income, calculate
expenditure, calculate credit interest
Clerk: - make an invoicing for the payment and receivables.
The following diagram gives an overview of the system decomposition together with the
relation of subsystems.
«subsystem»
Employee Registration
«subsystem»
Day Book
«subsystem»
Emloyee Payroll
«subsystem»
Calculate Capital
«subsystem»
Login «subsystem»
Calculate Profit and
Loss
Finance Manager
«subsystem» «subsystem»
Employee Payroll Day Book
«subsystem» «subsystem»
Calculate Calculate
Expenditure Capital
«subsystem»
Calculate
Interest
«subsystem»
Calculate Income
«subsystem» «subsystem»
Generate Financial Calculate Profit
Report and Loss
Clerk
«subsystem»
Invoicing
A component is a container of logical elements and represents things that participate in the
execution of a system. Components also use the services of other components through one of
its interfaces. Components are typically used to visualize logical packages of source code
The component model illustrates the software components that will be used to build the
system. We build it up from the class model and written from scratch for the new system.
Components are high level aggregations of similar software pieces, and help us in providing
provide a’ black box’ building block approach to software construction.
Empoloyee Registeration
Manage accounts
Finance Manager
Employee Payroll
Calculate Income
Accountant
Calculate Expenditure
Calculate Capital
Fnance <<Database>>
* *
Day Book
Clerk
Invocing
In this Diagram components of the system will be wired showing that there is relation among
components, management of the system, database and operations performed on databases such
security issue. This in some extent shows which component or objects will be accessed by
whom and what type of security infrastructures it is using. The diagram is simulated below.
Dependency: indicates that one component makes use of another component. Drawn as
dashed line with a stick arrowhead.
User Database
JDBC
Database System
GUI
Object persistence is one of the most fundamental services provided by an object OODBMS.
A persistent object is an object that is always available and an object's state will remain
unchanged from one invocation to the next, as opposed to an object that is no longer available.
OODBMS provide the recovery services that ensure persistence objects survive any kind of
system failure. There are two methods that the OODBMS uses to access persistent objects,
virtual memory address pointers and hash tables. A persistent object will always be ready to be
invoked, and its state can and will be preserved and survive any kind of system failure.
Class Actors
Functionalities
3.4.1 Conclusion
Omedad company financial management System is one of the main management system found
in the company management. After we have completed the project we are sure the problems in
the existing system would overcome. The Finance management system process made
computerized to design a user friendly system, reduce the human resource of the office,
minimize the loss of records or data, minimize the time consuming to search for records from
the file and make it easy to search what we want, to increase the security of the data by
authentication and to increase to the work efficiency of the department. The problems, which
existed in the earlier system, have been removed to a large extent. And it is expected that this
project will go a long way in satisfying users’ requirements.
Through various challenging, now we are coming to the end of this project. We face those
different challenges made possible by the cooperation. In developing this project we
contributed our full capability with maximum interest and get ways toward developing a
project.
3.4.2 Recommendation
The system we have developed is a desktop application it needs a skilled person to work with
the system. So, we recommend the system should be entitled to the responsible and skilled
person. We highly recommend the system should be kept in highly safe and favorable
condition.