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Software Requirements Specification

Version 1.0

Software Solution For Cey Bank Gold Shop

03.09.2014

Prepared By: T.A.L.N.Gunasekara

Systems Analyst I Technology Division.

Table of Contents

Table of Contents

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1.0. Introduction

2

  • 1.1. ................................................................................................................................................

Purpose

2

Scope of Project

  • 1.2. ...................................................................................................................................

2

2.0.

3

  • 2.1 Current process description

............................................................................................................

3

  • 2.1.1 Daily Price Calculation ...........................................................................................................

4

Processing a Sale

  • 2.1.2 ...................................................................

Error! Bookmark not defined.

2.1.3

Inventory control

....................................................................................................................

6

2.1.4

Report generation

...................................................................................................................

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  • 2.2 Functional Requirements

. ..............................................................................................................

  • 2.3 Non-Functional Requirements ........................................................................................................

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1.0. Introduction

Cey Bank Gold Shop (CBGS) is one of the major retailers of precious metals such as Gold and Silver in Sri Lanka. It currently operates through five centralized outlets and the rest of Bank of Ceylon branches distributed island wide which sums up approximately to over 600 in number. Thus the importance of its operation is quite clear.

The client currently offers four main types of products. They are:

100g Gold Biscuits

1 sovereign Gold coin

0.5 sovereign Gold coin

Silver granules

Customers range from various types such a person purchasing a coin as a gift to large companies which acquire large amounts to give away as tokens of appreciation to their loyal partners or customers.

  • 1.1 Purpose

The purpose of this document is to present a detailed description of the Software solution for the Cey Bank Gold Shop. It will explain the purpose and features of the system, the interfaces of the system, what the system will do, the constraints under which it must operate and how the system will react to external stimuli. This document is intended for both the stakeholders and the developers of the system.

  • 1.2 Scope of Project

This software system will be mainly targeted for the Cey Bank Gold Shop of the Bank of Ceylon. It will be designed to maximize the operation staff’s productivity and accuracy by providing tools to assist in recording and monitoring tasks which would otherwise have to be performed manually. In addition it will assist in audit purposes where all the manually generated reports can be produced instantaneously. By

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maximizing the user’s work efficiency and accuracy the system will meet the higher managements needs while remaining easy to understand and use. More specifically, this system is designed to allow the management to have an up to date knowledge on the status of all transactions that takes place in the Cey Bank Gold Shop network. Preformatted Billing forms will be made available in the sale stage of the product with progress through the system to provide a uniform review process.

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2.0.

Analysis

  • 2.1 Current process description

The Cey Bank Gold Shop (CBGS) operates with a distributed network of sales outlets (Figure 1) with the Head Office (HO) branch that plays the role of the central control. The sales outlets are the other normal bank branches and out of which four special locations are categorized central offices (CO).

Central Offices
Central Offices

Figure 1 Outlets network

Each node in the network has differing levels of authority to perform day to day tasks. They are summarized and shown in the table 1.

Table 1 Outlets and their functional limitations

Type

Process a Sale

Issue sold

Decide Daily

Inventory

Item

Prices

Control

Head Office (HO)

Yes

Yes

Yes

Yes

Central Offices (CO)

Yes

Yes

No

No

Branches

Yes

No

No

No

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A brief description of each main process is discussed below.

  • 2.1.1 Daily Price Calculation

The gold shop has its business hours set in the time interval of 8:30 am to 3:30 pm. In order to resume sales, the calculation of the daily gold and silver rates are essential. The management of the H.O. performs this task as shown in figure 2.

Retrieve the daily:

  • 1. Gold rate in U.S.Dollars.

  • 2. S.L. Rupee rate against U.S.Dollars.

From the Dealing Room at Head Office

Calculate the daily prices of:

1. 100g Gold biscuit 2. Gold coins 3. Silver granules
1.
100g Gold biscuit
2.
Gold coins
3.
Silver granules
Inform the four C.O.’s through
Inform the four
C.O.’s through

email or fax.

Figure 2 Price calculation process

Special rates

A special rate is given to:

Customers who purchase significant amounts. This should be authorized by higher management. Branches which purchase the gold coin to be given as a token to 18 plus account holders on their day of marriage.

Other than the above mentioned special situations, all the transactions will be carried out according to the above calculated rates.

  • 2.1.2 Processing a Sale

The HO and CO’s are the only locations capable of holding the stock of Gold and

Silver physically. But all the branches of the bank have the authority to process a sale. Thus customers who pay at other branches would not get the item directly. They would have to wait till a banking official delivers the product to the respective branch from one of the stock holding locations.

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Sale of an item falls into two main categories depending on the book keeping procedures of the point of sale. They are:

  • 1. Sales carried out at CO’s where they credits their respective “Central Office Our Accounts” when a sale is incurred.(figure 3)

  • 2. Sales carried out at HO or any other branch where the “Gold Shop Suspense Account” is credited when such purchase occurs. (figures 5,6)

Customer provides details and payments to process a transaction.

Sale of an item falls into two main categories depending on the book keeping procedures of

Credit Central office Our A/c

Debit

Customer (A/c)

Figure 3 CO point of sale transaction process

Credit

Gold Shop Suspense A/c

Debit

Central office Our A/c

Sale of an item falls into two main categories depending on the book keeping procedures of

Inform the Gold Shop (HO) of the daily total transactions.

Figure 4 CO End of Day transaction process

Customer provides details and payments to process a transaction.

Sale of an item falls into two main categories depending on the book keeping procedures of

Credit Gold Shop Suspense A/c

Debit

Customer (A/c)

Figure 5 HO point of sale transaction process

Customer provides details and payments to process a transaction.

Sale of an item falls into two main categories depending on the book keeping procedures of

Credit Gold Shop Suspense A/c

Debit Customer (A/c)
Debit
Customer (A/c)

Immediately inform the Gold Shop (HO) of the transaction.

Figure 6 Branch office point of sale transaction process

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Credit

Gold Bullion Holding A/c

Credit

Other Tax & Duties A/c’s

Debit

Gold Shop Suspense A/c

Credit Gold Bullion Holding A/c Credit Other Tax & Duties A/c’s Debit Gold Shop Suspense A/c

Update the physical books on sales and inventory changes

Figure 7HO End of Day transaction process

As shown in the figures 3 7, the final entries to the general ledger is carried out by the HO as an End of the Day (EoD) process. Currently the HO should be informed all the

daily transactions done by the branches and the four CO’s. Once the information is

collected all the sales are tallied up and inventory books are updated. Finally the total

sum at the suspense account of CBGS is transferred to the Gold Bullion Holding a/c of

the bank. It’s clear that this manual process which involves a lot of communication is

error prone. Loss of information in any level could result in wrong book entries which would cause auditing issues in the future.

  • 2.1.3 Inventory control

As mentioned earlier, the physical stocks of gold are held at the HO and the four CO’s.

Currently there are no provisions set out to maintain re order levels for the stock. All the purchasing of stock is done as and when required. The CO’s would inform the HO of their depleting stocks and these requirements will be informed to the higher management of the Gold shop for necessary purchasing. The earlier mentioned EoD processes include the updating of the gold stock.

  • 2.1.4 Report generation

A monthly report is prepared by the Gold Shop management including the following details.

Sales information

Current stock levels

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In addition, a special report is issued providing details of customers who carry out transactions greater than Rs.1 million. This is issued once every two weeks with the intention of tracking any suspicious transactions such as money laundering possibilities.

  • 2.2 Functional Requirements

The gold shop operates mainly on physical records such as ledger books, deposit slips etc. Thus processes such as reporting and auditing have been a tedious task. According to the management, accurate information availability is considered as the one of the primary requirements of the system. To meet this, the following areas have to be automated or assisted by a software solution.

  • 1. Sale of the item.

  • 2. Monitoring of customer transactions.

  • 3. Monitoring of stocks.

  • 4. Generation of reports.

  • 5. End of the Day processes.

  • 2.3 Non-Functional Requirements

These are the nominal requirements any banking software application should posses no matter what category it caters to.

  • 1. User friendliness. - Be usable by a person with basic IT literacy

  • 2. Proper coding standards. Use of properly commented and readable coding

  • 3. Availability of the system - Minimum downtime

  • 4. Compliance Meet current banking rules and regulations

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