This sample project demonstrates how to identify various requirements based on a scenario and use the information to set up
Scenario
MGI Sporting Goods has become a successful sporting goods manufacturer and is growing constantly. The increased paperwork is affecting the efficiency and has increased the overhead of maintaining huge amount of documents. The management team is looking for a solution that keeps track of documents and implements proper restrictions too.
The growing number of applications has increased the time the HR Director spends to ensure the following:
- New hires are given all of the proper paperwork
- New hires fill out all of the necessary forms
- Company email account and building access codes are set up correctly
- Direct payroll deposit information is provided to Accounts department on time
Additionally, the HR Director has to deal with increasing amount of paperwork for each employee. It is very important that each employee file contain the all the required documents and maintain a standard structure that allows quick and easy access. Another concern is adhering to the government regulations for maintaining confidentiality of the employee information.
Each employee is required to furnish certain documents that are maintained by the HR department. These documents are categorized into employee documents, IT documents, and payroll documents.
The table above mentions the documents maintained by HR department for all the employees. Physical copies of all the documents mentioned in the table above are maintained in a physical file. The HR department maintains separate files for each employee.
Accounts department
The Accounts department handles all financial activities of the company. They are responsible for processing incoming invoices, sales orders, and salaries of the employees. Recently the company started facing problems getting incoming invoices processed in timely manner. The department managers are distributed out across different locations and this is contributing to the untimely processing of the invoices, as emails are sent between offices for approval. Additionally, the accounts department has to review sales orders before fulfilling the orders and access compensation details of all the employees.
The Accounts Department maintains physical copies of the following documents:
- Purchase Orders
- Sales Orders
- Invoices
The documents related to purchase order, sales order, invoice, and vendor details are maintained in separate physical files. All of the employees in the Accounts department can access the documents.
Basic discovery information
Based on the requirement of HR and Accounts departments, you can identify various requirements like:
- Projects, groups, and users to be created
- Configuration to be set for the projects
- Features and functionalities available to the users
- Configuration to be set for the groups
Using a suitable file structure
The HR department maintains multiple documents for each employee in different categories; therefore, file based structure is suitable.
The Accounts department maintains single documents for each invoice, purchase order, and sales order; therefore, document based structure is suitable.
Projects to be created
You can create as many projects you need as per your requirements. You can manage all the documents within a single project or you can create multiple projects to manage the documents separately.
For this scenario, we will create a single project to manage employee documents and three projects to manage accounts related documents.
Index fields to be created
Index fields are the attributes of the documents that are maintained with the FileBound system. Users can search for documents within FileBound using the index fields.
Employees of the HR department search for documents using the following attributes:
- Last Name
- Employee ID
- Department
The table above lists the attributes the employees of the Accounts department use to search documents.
The attributes used for searching documents help you determine the index fields to be created for each project.
Listing group access needs
Access to these documents is provided to employees based on the department they belong to and position they hold in the company. You need to identify the restrictions required to be implemented and the access required for users to carry out the tasks they are responsible for.
The table above represents the restrictions implemented for accessing employee documents and accounts documents.
The following conclusions may be made based on the above table:
- Only managers and employees from HR department can access employee documents.
- Only employees from IT department can access IT documents of employees.
- Only managers of HR and Accounts department can access Payroll documents of employees.
- Only managers and employees from Account department can access documents related to purchase order, sales order, and invoice.
Access to projects for various groups
Based on the conclusion, four groups are required to satisfy the requirements. The table above gives information about the groups, their users, and the configuration to be set for each group.
Listing users needed
The users are the people in the organization that can sign in to the FileBound system and perform the operations they are responsible for. All the employees of the HR department and the Accounts department need to sign in to the FileBound system to manage documents; therefore, you need to create user name and password for all the employees.
People Working in the HR Department
The table above lists the employees in the HR department and the position they hold.
People Working in the Accounts Department
The table above lists the employees in the Accounts department and the position they hold.