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UpdateExpenses

Update Expenses

This use case describes the process of filing and managing expense reports.

Actors

Staff
People filing expenses and finding expense status.
OfficeManager?
Person collecting and liquidating expenses.
Management
Someone wanting to review expense information.

Flow Of Events

Collect Expense Data

We should have flexibility in how people capture expense data. Since the Pilot is a dominant facility for this, we'll follow its lead. Meaning, we'll use Excel as the neutral storage format for getting data to Kathy.

A Pilot user types in expense items and synchronizes them. They then grab the Excel file and update the Expenses.xls file in their home folder on DCIS.

A non-pilot user fires up an Excel compatible program, such as Excel, Gnumeric, or StarOffice?. They manually make the editing changes and upload the data to Expenses.xls in their home folder.

Once the data are uploaded, the staff member clicks a button that emails Kathy letting her know that the expense data are updated. The email has a hyperlink to let Kathy quickly pop up the file in Excel.

Open question: should the contents of Expenses.xls be standardized? If so, the layout of the Pilot's spreadsheet should be the standard.

Liquidate Expense

Kathy gets an email message and clicks on the hyperlink to the Excel file. Kathy does her thing and prints an expense approval form to be signed.

Check Expense Status

Staff member gets photocopy of approved expenses. If they want to review things, they open their desk drawer and flip through papers in a folder.

Browse Expense Data

Rob reviews an expense item and approves it. Done by paper.