Account Management System

This document provides an overview of an account management system, including the existing information system, problems faced, and solution objectives. It also outlines the requirements and system specifications for the new system.

Running head: ACCOUNT MANAGEMENT SYSTEM
Account Management System
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Existing information system within the organisation:
The current Stock Management System that is used in the organisation of Marcia, helps in the
operation of its different branches with at least one sales manager, one office assistant and
with a minimum of 2-6 supporting staffs. The existing system that is used in the organisation,
comprises of different parts which includes two processes- call management system, and an
accounts receivable system.
The call management system that is used in the organisation helps the office assistants to take
up calls from the customer support. The whole process is filed out in spread sheet for each
call. In the spreadsheet, the names of the customers, their phone numbers, address are stored.
All this information is extracted from another customer master spreadsheet file. The support
that is requested from the customers end is described briefly along with the urgency of the
request. The requests then gets categorized under various division like hardware or software
or networking based on its urgency and request. After all these complex processes, the spread
sheet with support details are saved and printed and are laid in tray from where the support
staffs can pick up the request which they want to handle confidently and within the
convenient time schedule. The entire details of the stock are stored in a perfect stock system
from where the usage of the stocks is tracked, re-ordered and handled efficiently. After
completing with one support request, the staffs record the details about the time spent on
providing solution to the task in a support spreadsheet. The details recorded in the
spreadsheet also includes the parts that are used for providing solution to the support request.
The next part of the entire process that is carried out in the stock management system,
includes the account receivable system. Where the details of the completed tasks are stored
and invoice is created for each customer manually by entering details in the spreadsheet and
further calculations on the cost is calculated. After completing with the invoice process, the

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details of the payment are mailed to the head office of the company and one of the receipts is
sent to the customers.
Problem faced with the existing information system: While reviewing the entire stock
management system of the organisation of Marcia, it is seen that the entire process of
managing the stocks , customer requests and payment related calculations are done manually
in the support spreadsheet which is a very much time consuming work and for Marcia it is
very much difficult to manage the system in both of the branches of the organization. Though
the sub information system of Perfect Stock works well and efficiently with the current
information system but still it is seen that it lacks to provide accurate and up to date
information about the daily working hours and amount of task completed by each employee.
Also, the existing system lacks ti provide efficiency in completing tasks with urgent status.
For the accounting system that is used it also has some drawbacks in its operation process.
Each day the receipt of the bank is provided to the office assistant and Mercia has to take
these receipts back to the head office and again to the bank account in order to reconcile the
transaction process based on the invoices that are generated. Another problem that is
generated from the existing stock management system, is that as the system is quite outdated
and inaccurate hence it lacks to implement some important operational functions that are
provided in the sub system of Perfect Stock.
Solution objectives:
The objectives of the solutions that would be provided in the newly integrated stock
management system includes the following-
1. To develop a modern computer-based call management system that will be identified
and initiatives would be taken to install the system in all branches of the organization.

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The newly integrated call management system would be designed in susch a way so
that it efficiently manages the requests that ae made by the customers and helping to
track the work of individual staffs effectively.
2. To develop an integrated management system for online voice processing. The entire
system for accounts receivable will be computer based. Here in lies another objective
to identify and implement the integrated system in the rest of the branches of the
organisation.
3. To improve the accuracy for recording details related to the usage of the stocks and to
gain a minimum of 50% productivity from the other administrative tasks.
4. To identify and implement a single system so as to initiate the payroll system and
financial system under one system that will be operated in all branches of the
organisation including the headquarters.
5. To provide a well-integrated system overall so that it is feasible in all respect.
6. To implement a highly integrated computer system while providing interface between
different other departments that are related to the information system.
7. To ensure that the entire data processing method is processed smoothly.
8. To ensure the ability of the newly integrated stock management system to order
combined stocks within more than one branches. Though this functionability is
available in the existing sub system of Perfect Stock but the function is not effectively
implemented in the existing system of stock management of the organisation.
9. To enable consolidated reporting on all activities at the organisation branches to the
head office.
10. To effectively determine the availability of any required part within the stock at any
of the branches of the organisation.

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11. The integrated stock management system will also include objectives like to generate
automatic invoice taking information from the data that are stored within the system.
12. The ability to track orders of the customer’s request and to monitor the level of
services that are offered to them.
Data Flow diagram of the current business system:
Logical Flow diagram of the new business system:

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E-R diagram of the system entities:

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List of requirements for the new information system:
Functional requirement for call management system and voice processing system:
 Call recording- which allows the customer staffs to record the request that is made by
the customers
 Call center analytics- this allows better performance and productivity of the call
management system
 Workforce management- this allows to reduce the operational costs and helps in
generating potential revenues, also helps in analyzing call patterns
 Script and call flow designer help in collecting, organizing and processing the
information.
 Automated voice processing to serve the customers better with their requests.
Non-functional requirement includes:
 Accessibility
 Availability
 Confidentiality
 Efficiency
 Integrity
 Reliability
 Usability
 Scalability
 Verifiability
Other hardware requirements for call management system :

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 Operating system- Windows 8 and 8.1 (32 bit and 64-bit editions) or Windows 10 (32
bit and 64-bit editions)
 Processor- Pentium P133 or higher microprocessor
 Serial port- 1 available serial port (RS232Cor V24)
 3.5” high density floppy disk drive
 CD-ROM drive
 Hard disk with at least 30 megabytes of available space
 Windows compatible modem
 Analogue telephone point with dedicated line or DDI number
Other hardware requirement for online voice processing system:
 Operating system- Windows 8, 8.1, 10
 Free hard disk space- 4 GB
 Processor cache- 512 KB
 CPU- 2.2 GHz Intel dual core or equivalent AMD processor
 Memory RAM- 32 bit: 2 GB for Windows 7,8, 8.1, 10
 DVD- ROM drive for installation
 Nuance approved microphone
 Microsoft Internet Explorer 9,10,11
 Sound card capable of supporting 22 kHz 16-bit recording
System requirement for the online account management system:
Functional requirements:
 Customer- this includes validating the customers
 Login- this saves the database that is created from customers and admins login

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 View account- this allows customers to view details in their account and to
stay up to dated.
 Pay bills- This allows the admin to see details related to payment
Nonfunctional requirements-
 Usability- so that the system can be used and managed by the company manager
and other staffs who are using it, in order to provide quick accessibility.
 Reliability- so that the system can generate accurate result of data related to usage
of stocks and to take care of the regular conforming of the parts used and services
provided.
 Performance- so that the system is free from any lag related issues and the staffs
do not face any problem while solving the customer requests, in order to provide
information to the customers every time they turn on.
 Supportability- so that it efficiently works under systems with minimum
configurations
Other hardware requirements include:
 The entire account management system needs to be run on the Windows
operating system like Windows 8.
 License key authentication process
 Microsoft Visual Studio 2010- in order to built the System user interface
 The programming will also be done in Microsoft Visual Studio 2010.

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 Microsoft Access 2010- in order to implement the database system.
 ODBC Connection at hand in Visual Studio 2010- in order to establish a
connection between the database and the system.
System requirement for payroll system:
Functional requirement of payroll management system-
 Managers- who help the administrator to enter the designation of the staffs who are
employed.
 Customer staffs- this helps tp add details of the staffs including their personal details
and task details
 Search- this module helps the staffs to search for requests so that they can serve the
requests of their choice.
 Attendance: this allows the staffs to enter details of the request they have served and
the time taken to resolve the request.
 Payment: this allows the calculation of the payments that are done for individual tasks
Non-functional requirements include-
 Costs
 Network bandwidth
 Flexibility
 Reliability
Other hardware requirements include:
 Operating system supported: Microsoft Windows 7, 8, 8.1, 10

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 PC with 2GHz speed processor
 Minimum 2 GB of RAM
 Hard disk drive with a minimum of 200 MB of free disk space
 A CD-ROM drives
 Minimum screen resolution of 1024*768 or higher than that
 Windows display default rest size of 100%
 An unrestricted broadband internet connection
 Internet Explorer version 11 or any higher compatible browser.
System requirement for online staff management system:
Functional requirements include:
 Authentication- consisting of login, logout details
 Authorization- consisting of user roll check
 Processing data- comprising of specifications like display, edit, search
Non-functional requirement-
 Accessibility
 Availability
 Efficiency
 Integrity
 Reliability
 Usability
Hardware and software requirements-
 Memory space- minimum of 32 MB, recommended- 64 MB

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 HDD- To install the software at least 2GB of data storage
 Processor- Intel Pentium IV, 1GHZ or above
 RAM- 256 MB or above
 Operating system- Windows XP Professional
 Developing Language- JAVA (jdk-5) a
 Database- Microsoft SQL SERVER 2005
Tools to be used-
Front end- Java is used as the programming language.
Back end- Microsoft sql server for database.
Bibliography:
https://www.comparebusinessproducts.com/briefs/essential-features-call-center-software
https://selecthub.com/hris/payroll-solutions/payroll-software-requirements-checklist/

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Proof of research: