IMMIGRATION CONSULTANCY AUTOMATION(ICA)

SRS(SOFTWARE REQUIREMENT SPECIFICATION)

NANDA TECHNOLOGY GROUP 8/30/2012

INDEX

Sl. No.

Topic

Page No.

01. 02.

Index Title of the software

2 3

03.

Overall Description

4-5

04.

Specific Req., Document Approval, DFD Head Office & Branch module

6-11

05.

12-16

06.

HR Module Description

17-21

07.

Marketing Module

22-26

08.

Finance Module

27-28

09.

Sales Module & Features of sales and Marketing Module Use Case Analysis & Diagram

29-34

10.

35-38

IMMIGRATION CONSULTANCY AUTOMATION

This is a SRS IMMIGRATION CONSULTANCY AUTOMATION (ICA). Which describe completely that Description of the behavior of the system to be developed. It includes the setoff use cases. That describe all the interactions the user will have with the software. In addition to function requirement there are non functional requirement given by the client.

1.

Title of the software:- Immigration Consultancy Automation 1.1 Purpose: - The purpose of this source is to describe the ICA which provide visa, prelanding services & post landing services For Different countries of the world. IR(Information required)

1.2 Definitions, Acronyms& Abbreviations: ICA:-Immigration Consultancy Automation Downloader: - Who downloads the applicant data from different job sites, websites mails Etc. Lead generation: - Applicant data from job sites, websites, mails etc. Branchee: - various Branches of the ICA organization across PAN India. Head office: - who controls all the branches in ICA. Retain Customer: - one who needs the services Again.

1.3 Scope: Improved & optimized service Lead revenue enhancement Applicant get application status time to time To continue help applicant in translational immigration between two countries To gather & provide Quality data required for immigration

1.4 Reference:www.icsgroup.in www.cic.gc.ca www.immi.gov.in

2. OVERALL DESCRIPTION: 2.1 Product perspective:-It enables us to maintain applicant details like IELTS score, age, Passport details, and age. Work Experience, Country score, Retaining facilities, prelanding and post landing services etc. 2.1.1 User Interface: Keyboard Mouse

2.1.2 Hardware Interface: Printer Normal PC

2.1.3 Software Interface: Frontend:- Visual Studio(C#) Backend:- SQL Server

2.1.4:- Operating System: Windows XP Windows 98 Windows 7

2.1.5 Communication Interfaces: Client Websites: - www.client.com and other jobsites, websites, community sites which offer applicants data and information on internet. Branch:-Working in any area of country gives information of working and processing in Head Office. Mobile, Telephones based services Enquiry service.

2.1.6 Operations: Lead generation from the websites. Complete information required about applicant. Applicant should get one of the chosen countries for sure. He must found to be eligible for at least one country. Processing Branch and getting further information about client for Visa.

2.2 PRODUCT FUNCTIONS

2.2.1 Applicant: - Feeds their data on the www.client.com site and retrieve the data from that site. 2.2.2 Head Office:-It controls all the branches of ICA. 2.2.3 Branch: - It will download the applicant form from the downloader. It sets Priority, Check for which country the applicant is applicable. 2.2.4 Assessment department: - It analyzes applicant data and calculate score for each country. 2.2.5 Human Resource Department:- It recruits people, provide appraisals and motivates them to work. 2.2.6 Marketing Department:- It is the activity, set of institutions, and processes for creating, communicating, delivering, and exchanging offerings that have value for customers, clients, partners, and society at large." 2.2.7 Sales Department:- The Sales Order Module maintains extensive customer information, defines pricing and tax information, generates sales orders, manages picking, issuing, packing and shipping operations, and checks credit. 2.2.8 Finance Department:- the financial system is the system that allows the transfer of money between savers (and investors) and borrowers. A financial system can operate on a global, regional or firm specific level.

2.3 USER CHARACTERISTICS

Knowledgeable User No Voice User Expert user 2.4 CONSTRAINTS Less than 1 sec for Local Transactions. 3 sec for Network transactions Capable for providing transaction for 22 hrs. per day.

SOFTWARE CONSTRAINTS: Designing: -Visual Studio Developing:- C#

3. Specific Requirement 3.1 External Interface Applicant alert services Processing terminals Interaction voice response system Touch screen

3.2 Performance Requirement It is available in all countries during 24 hours IR (Information Required) 3.3 Software System Attributes Reliable Available Secure

4. Document Approval:The bill passed on any proposals related to applicant services needs approval of head office

5. Data Flow Diagram:A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system, modeling its process aspects. Often they are a preliminary step used to create an overview of the system which can later be elaborated. DFDs can also be used for the visualization of data processing (structured design). A DFD shows what kinds of information will be input to and output from the system, where the data will come from and go to, and where the data will be stored. It does not show information about the timing of processes, or information about whether processes will operate in sequence or in parallel (which is shown on a flowchart). Data flow diagram (DFD) represents the flows of data between different processes in a business. It is a graphical technique that depicts information flow and the transforms that are applied as data move form input to output. It provides a simple, intuitive method for describing business processes without focusing on the details of computer systems. DFDs are attractive technique because they provide what users do rather than what computers do.

It is a visualization of data processing of ICA at different processes. This defines how data flow from external to internal data sources and how control flows from ICA. This helps the programmer to determine what operation will be performed according to the description provided by the client. First is given level 0 DFD or context diagram which show the ICA interaction with outside world which will be next converted to level 1 DFD which shows some more details of the sub modules of the system. Representation of Components DFDs only involve four symbols. They are:

Process Data Object Data Store External entity

Process Transform of incoming data flow(s) to outgoing flow(s). Data Flow Movement of data in the system. Data Store Data repositories for data that are not moving. It may be as simple as a buffer or a queue or a s sophisticated as a relational database.

External Entity Sources of destinations outside the specified system boundary.

Relationship and Rules Relationship The DFD may be used for any level of data abstraction. DFD can be partitioned into levels. Each level has more information flow and data functional details than the previous level. Highest level is Context Diagram. Some important points are:

1 bubble (process) represents the entire system. Data arrows show input and output. Data Stores NOT shown. They are within the system.

Next Level is Level 0 DFD. Some important points are:

Level 0 DFD must balance with the context diagram it describes. Input going into a process is different from outputs leaving the process. Data stores are first shown at this level.

Next level is Level 1 DFD. Some important points are:

Level 1 DFD must balance with the Level 0 it describes. Input going into a process is different from outputs leaving the process. Continue to show data stores.

A DFD may look similar to a flow chart. However, there is a significant difference with the data flow diagram. The arrows in DFDs show that there is a flow of data between the two components and not that the component is sending the data that must be executed in the following component. A component in DFD may not continue execution when sending data and during execution of the component receiving the data. The component sending data can send multiple sets of data along several connections. In fact, a DFD node can be a component that never ends. Rules:

In DFDs, all arrows must be labeled. The information flow continuity, that is all the input and the output to each refinement, must maintain the same in order to be able to produce a consistent system.

Positive and Negative aspects of DFD:-

Positive Aspect:

DFDs have diagrams that are easy to understand, check and change data. DFDs help tremendously in depicting information about how an organization operations. They give a very clear and simple look at the organization of the interfaces between an application and the people or other applications that use it.

Negative Aspect:

Modification to a data layout in DFDs may cause the entire layout to be changed. This is because the specific changed data will bring different data to units that it accesses. Therefore, evaluation of the possible of the effect of the modification must be considered first. The number of units in a DFD in a large application is high. Therefore, maintenance is harder, more costly and error prone. This is because the ability to access the data is passed explicitly from one component to the other. This is why changes are impractical to be made on DFDs especially in large system.

Tools Related to DFD Data Flow Diagram Tool (DFDT) is one of Integrated Software Development System (ISDS) that enforces Software Engineering Principles. DFDT is set to be the second most important tool after Project Management Tool (PMT) in ISDS. DFDT contains processes, data flows, external entities and data store. In order to design a consistent DFD, there are some rules that need to be followed in DFDT.

In Context Diagram, the process could be considered as the project itself. In Level 0 of DFD, the processes could be considered as the module(s) in the system. In Level 1 of DFD, the processes could be considered as the sub-module(s) of function(s) of the project or module. Level 2 or so on, similar to Level 1.

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FIRST STEP:First STEP is a business Management Tool Software that allows allowing decision makers the power to design, document, analyze, refine, incrementally improve and redesign business processes.

Beside these, other CASE Modeling Tools that support data flow diagram modeling are:

ER/Studio ER win Info modeler Oracle Designer/2000 Power Designer

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LEVEL 0 DFD

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HEAD OFFICE MODULE OF ICA SYSTEM:It contains all the Modules of ICA System such as:1. 2. 3. 4. HR Module. Marketing Module. Finance Module. Sales Module.

BRANCH MODULE OF ICA SYSTEM:It performs the all operations of selected Modules. The Modules within it are:1. Sales Module. 2. Marketing Module. 3. Operation Module. Suppose an Applicant wants to go to Canada. He will fill the Applicants form, after checking the details by the Assessment Department; his form will pass on to the Branch. After performing all the operations the work will be completed. Suppose we need to call the Applicant for going to Canada then the Call Centre will make a call to him from Branch as well as Head Office, so as to be confirmed and to get confirmation from the Applicant that he is surely going to Canada.

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USE CASE DIAGRAM FOR APPLICANT

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USE CASE DIAGRAM FOR DOWNLOADER

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USE CASE DIAGRAM FOR HEAD OFFICE

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USE CASE DIAGRAM FOR BRANCH

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HUMAN RESOURCE MODULE OF ICA SYSTEM:A human resource management system (HRMS) or human resource information system (HRIS) refers to the systems and processes at the intersection between human resource management (HRM) and information technology. It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field, whereas the programming of data processing systems evolved into standardized routines and packages of enterprise resource planning (ERP) software. On the whole, these ERP systems have their origin on software that integrates information from different applications into one universal database. The linkage of its financial and human resource modules through one database is the most important distinction to the individually and proprietary developed predecessors, which makes this software application both rigid and flexible. Human Resources are another widely implemented ERP module. ERP HR module streamlines the management of human resources and human capitals. HR modules routinely maintain a complete employee database including contact information, salary details, attendance, performance evaluation and promotion of all employees. Advanced HR module is integrated with knowledge management systems to optimally utilize the expertise of all employees. ERP HR modules, refers to the systems and processes at the intersection between human resource management (HRM) and information technology. On the whole, these ERP systems have their origin on software that integrates information from different applications into one universal database. The linkage of its financial and human resource modules through one database is the most important distinction to the individually and proprietary developed predecessors, which makes this software application both rigid and flexible.

The function of human resources (HR) departments is generally administrative and common to all organizations. Organizations may have formalized selection, evaluation, and payroll processes. Efficient and effective management of "human capital" progressed to an increasingly imperative and complex process. The HR function consists of tracking existing employee data which traditionally includes personal histories, skills, capabilities, accomplishments and salary. To reduce the manual workload of these administrative activities, organizations began to electronically automate many of these processes by introducing specialized human resource management systems. HR executives rely on internal or external IT professionals to develop and maintain an integrated HRMS. Before the clientserver architecture evolved in the late 1980s, many HR automation processes were relegated to mainframe computers that could handle large amounts of data transactions. In consequence of the high capital investment necessary to buy or program proprietary software, these internally developed HRMS were limited to organizations that possessed a large amount of capital. The advent of server, application, and software as a service (SaaS) or human resource management systems enabled increasingly higher administrative control of such systems. Currently human resource management systems encompass.

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1. Payroll 2. Time and attendance 3. Appraisal performance 4. Benefits administration 5. HR management information system 6. Recruiting/Learning management 7. Performance record 8. Employee self-service 9. Scheduling 10. Absence management The payroll module automates the pay process by gathering data on employee time and attendance, calculating various deductions and taxes, and generating periodic pay cheques and employee tax reports. Data is generally fed from the human resources and time keeping modules to calculate automatic deposit and manual cheque writing capabilities. This module can encompass all employee-related transactions as well as integrate with existing financial management systems. The time and attendance module gathers standardized time and work related efforts. The most advanced modules provide broad flexibility in data collection methods, labor distribution capabilities and data analysis features. Cost analysis and efficiency metrics are the primary functions. The benefits administration module provides a system for organizations to administer and track employee participation in benefits programs. These typically encompass insurance, compensation, profit sharing and retirement. The HR management module is a component covering many other HR aspects from application to retirement. The system records basic demographic and address data, selection, training and development, capabilities and skills management, compensation planning records and other related activities. Leading edge systems provide the ability to "read" applications and enter relevant data to applicable database fields, notify employers and provide position management and position control. Human resource management function involves the recruitment, placement, evaluation, compensation and development of the employees of an organization. Initially, businesses used computer based information systems to:

produce pay checks and payroll reports; maintain personnel records; Pursue talent management.

Online recruiting has become one of the primary methods employed by HR departments to garner potential candidates for available positions within an organization. Talent management systems typically encompass:

analyzing personnel usage within an organization; identifying potential applicants;

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recruiting through company-facing listings; Recruiting through online recruiting sites or publications that market to both recruiters and applicants.

The significant cost incurred in maintaining an organized recruitment effort, crossposting within and across general or industry-specific job boards and maintaining a competitive exposure of availabilities has given rise to the development of a dedicated applicant tracking system, or 'ATS', module. The training module provides a system for organizations to administer and track employee training and development efforts. The system, normally called a "learning management system" (LMS) if a standalone product, allows HR to track education, qualifications and skills of the employees, as well as outlining what training courses, books, CDs, web based learning or materials are available to develop which skills. Courses can then be offered in date specific sessions, with delegates and training resources being mapped and managed within the same system. Sophisticated LMS allow managers to approve training, budgets and calendars alongside performance management and appraisal metrics. The employee self-service module allows employees to query HR related data and perform some HR transactions over the system. Employees may query their attendance record from the system without asking the information from HR personnel. The module also lets supervisors approve O.T. requests from their subordinates through the system without overloading the task on HR department. Many organizations have gone beyond the traditional functions and developed human resource management information systems, which support recruitment, selection, hiring, job placement, performance appraisals, employee benefit analysis, health, safety and security, while others integrate an outsourced applicant tracking system that encompasses a subset of the above. The Human Resource Systems contain various modules that you can choose from to suit your company requirements. The HR modules handle all your day to day HR tasks to simplify how you manage your employees.

All the Human Resource Systems runs online, which allows you to access any information from anywhere in the world at any given time, as long as you have Internet access. Keeping a handle on your business has never been this easy. The Human Resource Systems runs securely on your Intranet or you have the option to use our hosted solution where you can rent some of the modules You only choose the Human Resource modules that you want to use, thus you only pay for the modules you will use The Human Resource Systems is completely customizable and can integrate with most other systems Our modules cover the full spectrum of Employee Management, from hiring new staff to disciplining.

The HR management module is a component covering many other HR aspects

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from application to retirement. The system records basic demographic and address data, selection, training and development, capabilities and skills management, compensation planning records and other related activities. Leading edge systems provide the ability to "read" applications and enter relevant data to applicable database fields, notify employers and provide position management and position control. Human resource management function involves the recruitment, placement, evaluation, compensation and development of the employees of an organization. Initially, businesses used computer based information system to:

produce pay checks and payroll reports; maintain personnel records; Pursue Talent Management.

In the transactions of the payroll module the user is allowed entering the daily attendance data of all the employees of the company on the payroll. The user can mark the entire employees data as present or absent. Also if the operator of the company has done any overtime then the user of the software can enter the data relating to the operators overtime. Also the processing of the pay roll and the attendance can be done in this module. The reports will correctly specify the leaves and the attendance taken of the employee after the processing of the attendance has been done. The Work Time gathers standardized time and work related efforts. The most advanced modules provide broad flexibility in data collection methods, labour distribution capabilities and data analysis features. Cost analysis and efficiency metrics are the primary functions. The Benefits Administration module provides a system for organizations to administer and track employee participation in benefits programs. These typically encompass insurance, compensation, profit sharing and retirement.

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LEVEL 1 DFD FOR HR

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MARKETING MODULE OF ICA SYSTEM:Marketing is "the activity, set of institutions, and processes for creating, communicating, delivering, and exchanging offerings that have value for customers, clients, partners, and society at large." For business to consumer marketing, it is "the process by which companies create value for customers and build strong customer relationships, in order to capture value from customers in return". For business to business marketing it is creating value, solutions, and relationships either short term or long term with a company or brand. It generates the strategy that underlies sales techniques, business communication, and business developments. It is an integrated process through which companies build strong customer relationships and create value for their customers and for themselves. Marketing is used to identify the customer, satisfy the customer, and keep the customer. With the customer as the focus of its activities, marketing management is one of the major components of business management. Marketing evolved to meet the stasis in developing new markets caused by mature markets and overcapacities in the last 2-3 centuries. The adoption of marketing strategies requires businesses to shift their focus from production to the perceived needs and wants of their customers as the means of staying profitable. The term marketing concept holds that achieving organizational goals depends on knowing the needs and wants of target markets and delivering the desired satisfactions. It proposes that in order to satisfy its organizational objectives, an organization should anticipate the needs and wants of consumers and satisfy these more effectively than competitors. The term developed from an original meaning which referred literally to going to a market to buy or sell goods or services. Seen from a systems point of view, engineering marketing is "a set of processes that are interconnected and interdependent with other functions, whose methods can be improved using a variety of relatively new approaches."

Recent approaches in marketing include relationship marketing with focus on the customer, business marketing or marketing with focus on an organization or institution and social marketing with focus on benefits to society. New forms of marketing also use the internet and are therefore called internet marketing or more generally e-marketing, online marketing, search engine marketing, desktop advertising or affiliate marketing. It attempts to perfect the segmentation strategy used in traditional marketing. It targets its audience more precisely, and is sometimes called personalized marketing or one-to-one marketing. Internet marketing is sometimes considered to be broad in scope, because it not only refers to marketing on the Internet, but also includes marketing done via e-mail and wireless media.

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Orientation

Profit driver

Description

Relationship marketing /Relationship management

Emphasis is placed on the whole relationship between suppliers and Building and keeping good customers. The aim is to provide the customer relations best possible customer service and build customer loyalty.

Business marketing /Industrial marketing

Building and keeping relationships between organizations

In this context, marketing takes place between businesses or organizations. The product focus lies on industrial goods or capital goods rather than consumer products or end products. Different forms of marketing activities, such as promotion, advertising and communication to the customer are used.

Social marketing

Benefit to society

Similar characteristics to marketing orientation but with the added proviso that there will be a curtailment of any harmful activities to society, in product, production, or selling methods.

Branding

Brand value

"Branding" is the main company philosophy and marketing is considered an instrument of branding philosophy.

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Customer Orientation:

A formal approach to this customer-focused marketing is known as SIVA (Solution, Information, Value, and Access). This system is basically the four Ps renamed and reworded to provide a customer focus. The SIVA Model provides a demand/customer-centric alternative to the wellknown 4Ps supply side model (product, price, placement, promotion) of marketing management.

Product: - Solution Promotion: - Information Price: - Value Place: - Access If any of the 4Ps were problematic or were not in the marketing factor of the business, the business could be in trouble and so other companies may appear in the surroundings of the company, so the consumer demand on its products will decrease. However, in recent years service marketing has widened the domains to be considered, contributing to the 7P's of

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marketing in total. The other 3P's of service marketing are: process, physical environment and people.

Organizational orientation:In this sense, a firm's marketing department is often seen as of prime importance within the functional level of an organization. Information from an organization's marketing department would be used to guide the actions of other departments within the firm. As an example, a marketing department could ascertain (via marketing research) that consumers desired a new type of product, or a new usage for an existing product. With this in mind, the marketing department would inform the R&D department to create a prototype of a product/service based on consumers' new desires. Inter-departmental conflicts may occur, should a firm adhere to the marketing orientation. Production may oppose the installation, support and servicing of new capital stock, which may be needed to manufacture a new product. Finance may oppose the required capital expenditure, since it could undermine a healthy cash flow for the organization. Buying behavior:-

A marketing firm must ascertain the nature of customers' buying behavior if it is to market its product properly. In order to entice and persuade a consumer to buy a product, marketers try to determine the behavioral process of how a given product is purchased. Buying behavior is usually split into two prime strands, whether selling to the consumer, known as business-toconsumer (B2C), or to another business, known as business-to-business (B2B).

B2C buying behavior:This mode of behavior concerns consumers and their purchase of a given product. For example, if one imagines a pair of sneakers, the desire for a pair of sneakers would be followed by an information search on available types/brands. This may include perusing media outlets, but most commonly consists of information gathered from family and friends. If the information search is insufficient, the consumer may search for alternative means to satisfy the need/want. In this case, this may mean buying leather shoes, sandals, etc.. This could then develop into consumer loyalty to the firm producing the sneakers. B2B buying behavior:Relates to organizational/industrial buying behavior. Business buy either wholesale from other businesses or directly from the manufacturer in contracts or agreements. B2B marketing involves one business marketing a product or service to another business. B2C and B2B behavior are not precise terms, as similarities and differences exist, with some key differences listed below:In a straight re-buy, the fourth, fifth and sixth stages are omitted. In a modified re-buy scenario, the fifth and sixth stages are precluded. In a new buy, all stages are conducted.

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LEVEL 1 DFD FOR MARKETING

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FINANCE MODULE OF ICA SYSTEM:-

In finance, the financial system is the system that allows the transfer of money between savers (and investors) and borrowers. A financial system can operate on a global, regional or firm specific level. Or "A set of complex and closely interconnected financial institutions, markets, instruments, services, practices, and transactions." Another Definition of Finance is:"Financial systems are crucial to the allocation of resources in a modern economy. They channel household savings to the corporate sector and allocate investment funds among firms; they allow intertemporal smoothing of consumption by households and expenditures by firms; and they enable households and firms to share risks. These functions are common to the financial systems of most developed economies. Yet the form of these financial systems varies widely." The Global financial system (GFS) is the financial system consisting of institutions and regulators that act on the international level, as opposed to those that act on a national or regional level. The main players are the global institutions, such as International Monetary Fund and Bank for International Settlements, national agencies and government departments, e.g., central banks and finance ministries, private institutions acting on the global scale, e.g., banks and hedge funds, and regional institutions, e.g., the Euro zone.

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LEVEL 1 DFD FOR FINANCE

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SALES MODULE OF ICA SYSTEM:The Sales Order Module is designed to help you improve customer service and evaluate sales and marketing activities. It is ideal for any company in the distribution, engineer, and design or customize to order, repetitive or process environment. The Sales Order Module maintains extensive customer information, defines pricing and tax information, generates sales orders, manages picking, issuing, packing and shipping operations, and checks credit. The entire administrative, product, pricing and shipping information is edited during the sales order entry process. The Sales Order Module, built on the Seradex Technology platform, provides in-depth insight into the main business processes of sales and distribution, such as inquiry, quotation, and sales order processing, backlog management, returns handling, and delivery. The Sales Order module ships with a set of key reports, as well as standard business metrics, key performance indicators, and scorecards. Combining out-of-box analytics with power and flexibility, you can get a jumpstart into analyzing sales data and also easily extend the Sales Order module to incorporate additional reporting and business requirements. The Sales Order Module enables process management, drilling from high-level to detailed information, capturing trends, performing advanced statistical analysis, and extracting intelligence not otherwise evident. The important components of sales modules: 1. 2. 3. 4. 5. Sales inquiry handling. Sales pricing control. Sales contract handling. Sales order control. Sales invoicing.

1. Sales enquiry handling functionality:A. Margin Control: Margin control is based on cost price, standard sales price or retail price. The system verifies if the price quoted is as per allowable margin. Allowable margin may be configured to vary from user to user, whereby a user with higher level of authorization may confirm a transaction which was disallowed by the system for a user with lower level of authorization. B. Quotation is made in response to enquiry from a customer. Quotation may be created for a standard or customized item. Terms of payment is suggested by the system from the credit rating of the customer and delivery date is obtained from the Available to Promise (ATP) data of inventory module. Price and discount amount for each item of the quotation may be obtained automatically from price book. If the quotation is successful, it is processed for generation of sales order. If the quotation is unsuccessful, the reason of failure and name of successful vendor are recorded in the system for future reference.

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2. Sale Pricing Control:Sales pricing control helps to maintain prices for items, details of discount structure and special discount given to some category of customers such as Original Equipment Manufacturer (OEM). A price book originates with base price for the item. A single level discount rule with a minimum or maximum quantity or pricing break is attached to price book. Additional pricing conditions such as category of suppler, delivery schedule etc. may be formulated in a matrix format, for attaching to the price book. 3. Sales Contract Handling:This process relates to recording long term agreement with customer for price, discount, delivery etc. Normally, a validity period and minimum committed quantity forms part of the contract. Cumulative called quantity by the customer, delivered quantity and invoiced quantity are maintained in the system for control purpose. The easy way of making a contract for existing customer is by copying an old contract and doing modification in the system. For a new customer, data related to header and lines are entered in the requisite session. The system helps in evaluating the contract at any given time, and customer may be reminded for any failure to meet their part of commitment. 4. Sales Order handling:This process allows a company to manage sales operations quickly and efficiently. This process handles regular sales order, cost order, customer return and collect order. Through use of templates, the system allows quick data entry process to manage products ranging from standard to Engineering to Order (ETO). On time ATP helps in identifying when a product is available for delivery and making necessary commitment/allocation for the same. Rebate and commission process enables automatic calculation of commission to be paid to sales employees and channel partners. 5. Sales invoicing:This process facilitate billing functions such as issuing of invoices based on goods / services provided, generating Performa invoices, issuing credit notes resulting corresponding entries in accounts receivable and control account of general ledger. The Sales and Distribution (SAP SD) consists of all master data, system configuration, and transactions to complete the Order to Cash process. It includes the following information and processes: Customer Master and Material Master data Sales Orders Deliveries Pricing Billing Credit Management

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Subcomponents of the SAP Sales and Distribution (SAP SD) Module: Master Data Sales Support Pendulum List Indirect Sales Sales Shipping and Transportation Billing Empties Management Credit Management Foreign Trade/Customs S ales Information System

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LEVEL 1 DFD FOR SALES

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Diagram of Sales Module

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Features of sales and marketing module:

Handles pre-sales and sales activities of the organization Complete stock-to-dock tracking of sales order processing cycle Sales Force Automation Prospect tracking through various stages, detailed competitor products information location-wise, scheduling marketing executives visits, tracking expenses Marketing surveys for estimating demand for various products to prepare an effective marketing strategy Detailed Customers/ Business Partners/ Dealers database including bank details, TDS details, contact details and credit limit Target setting for executives Order amendment history Authorization of orders and invoices Order scheduling over a period of time and tracking delivery schedule Order tracking through status and transaction reports Generation of production advice to plan for production based on sales orders Order processing based on MRP Preparation of dispatch advice Multiple dispatches against single Sales Order Invoice generation with advance adjustments sales voucher automatically generated in Finance Tracking sales returns Association of customers to Marketing Executives and Business Partners for tracking Flexibility to define customer-specific prices for products and reference to customer part no. Multiple dispatch location for customers/dealers Complete export documentation for export oriented companies Excise details (chapter no. associated with excisable products) Enquiries from potential and existing customers Quotations and amendments to quotations with complete history Analyzing lost jobs Different types of orders can be generated to suit varied needs of customers Order entry for direct/scheduled/open/D3/sample orders with details for Dealers, incentive % and competition Order calculation based on price offered, discounts (line and total), excise, taxes, freight etc. Letter of credit details for association with sales orders Rejection invoice for rejections made against purchases with excise consideration MIS for analyzing sales trends to project and forecast sales Stock Transfer between warehouses for multi-location companies Service invoice for services given to customers Variance reports Enables top view - consolidation of sales data for all child companies CRM integration through Internet posting enquiries and sales orders on web by customers. Importing the same into ERP after validations.

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USE CASE ANALYSIS:A use case analysis is the most common technique used to identify the requirements of a system (normally associated with software/process design) and the information used to both define processes used and classes (which are a collection of actors and processes) which will be used both in the use case diagram and the overall use case in the development or redesign of a software system or program. The use case analysis is the foundation upon which the system will be built A use case analysis is the primary form for gathering usage requirements for a new software program or task to be completed. The primary goals of a use case analysis are: designing a system from the users perspective, communicating system behavior in the users terms, and specifying all externally visible behaviors. Another set of goals for a use case analysis is to clearly communicate: system requirements, how the system is to be used, the roles the user plays in the system, what the system does in response to the user stimulus, what the user receives from the system, and what value the customer or user will receive from the system There are many variations of how to develop a use case analysis, and finding the right method can take time Realization:A Use-case realization describes how a particular use case is realized within the design model, in terms of collaborating objects.

Realization The Realization step sets up the framework within which an emerging system is analyzed. This is where the first, most general, outline of what is required by the system is documented. This entails rough breakdown of the processes, actors, and data required for the system. These are what comprise the classes of the analysis.

Description Once the general outline is completed, the next step is to describe the behavior of the system visible to the potential user of the system. While internal behaviors can be described as well, this is more related to designing a system rather than gathering requirements for it. The benefit of briefly describing internal behaviors would be to clarify with potential users that the system is not missing a vital component externally due to it being completed internally. The overall goal of this step is to provide just enough detail to understand what classes are required for the system. Too much detail can make it difficult to change the system later on.

Analysis Classes This step narrows down the class list into those classes that are capable of performing the behavior needed to make the system function successfully. If no classes yet exist for a system,

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they must be created before this step can be completed. Classes can be created in many ways from many sources. A few examples are: previousbut similarsystems, enterprise models, and data mining. Once classes are created and narrowed down, relationships must be developed between classes, now called analysis classes, which model the task of the system.

Responsibilities For each analysis class identified in the previous step, the responsibilities of the class must be detailed clearly. This will ensure that an individual class has a task to complete for which no other class in the system will also perform. The responsibilities of the different classes should not overlap.

Associations After detailing the responsibilities of each analysis class, the relationships between the classes must be clarified next. There are four parts of this step: 1. Identify the classes to be used. 2. Identify possible relationships between classes. 3. For those with relationships, describe the nature of the relationship. 4. If applicable, identify the multiplicity of the relationship, meaning determine how many of the first class correspond to one object in the second class of the relationship.

Application:It is a very well-known adage that "A picture is worth a thousand words". With regards to use case diagrams, that is exactly what they are meant to do. While a use case itself might drill into a lot of detail about every possibility, a use case diagram can help provide a higher-level view of the system. It has been said before that "Use case diagrams are the blueprints for your system". They provide the simplified and graphical representation of what the system must actually do. Due to their simplistic nature, use case diagrams can be a good communication tool for stakeholders. The drawings attempt to mimic the real world and provide a view for the stakeholder to understand how the system is going to be designed. Siau and Lee conducted research to determine if there was a valid situation for use case diagrams at all or if they were unnecessary. What was found was that the use case diagrams conveyed the intent of the system in a more simplified manner to stakeholders and that they were "interpreted more completely than class diagrams". The purpose of the use case diagrams is simply to provide the high level view of the system and convey the requirements in layman's terms for the stakeholders. Additional diagrams and documentation can be used to provide a complete functional and technical view of the system.

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6. Use Case Diagram In software and systems engineering, a use case is a list of steps, typically defining interactions between a role (known in UML as an "actor") and a system, to achieve a goal. The actor can be a human or an external system. In systems engineering, use cases are used at a higher level than within software engineering, often representing missions or stakeholder goals. ACTORS:A use case defines the interactions between external actors and the system under consideration to accomplish a goal. Actors must be able to make decisions, but need not be human: "An actor might be a person, a company or organization, a computer program, or a computer system hardware, software, or both." Actors are always stakeholders, but many stakeholders are not actors, since they "never interact directly with the system, even though they have the right to care how the system behaves." Similarly, a person using a system may be represented as different actors because he is playing different roles. In the Unified Modeling Language, the relationships between all (or a set of) the use cases and actors are represented in a Use Case Diagram or diagrams. Limitations:Limitations of Use cases include:

Use cases are not well suited to capturing non-interaction based requirements of a system (such as algorithm or mathematical requirements) or non-functional requirements (such as platform, performance, timing, or safety-critical aspects). These are better specified declaratively elsewhere. Use case templates do not automatically ensure clarity. Clarity depends on the skill of the writer(s). Use cases are complex to write and to understand, for both end users and developers. As there are no fully standard definitions of use cases, each project must form its own interpretation. Some use case relationships, such as extends, are ambiguous in interpretation and can be difficult for stakeholders to understand. In Agile, simpler user stories are preferred to use cases. Use case developers often find it difficult to determine the level of user interface (UI) dependency to incorporate in a use case. While use case theory suggests that UI not be reflected in use cases, it can be awkward to abstract out this aspect of design, as it makes the

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use cases difficult to visualize. In software engineering, this difficulty is resolved by applying requirements traceability, for example with a traceability matrix. Use cases can be over-emphasized. Use cases are a starting point for test design, but since each test needs its own success criteria, use cases may need to be modified to provide separate post conditions for each path.

Application:-

It is a very well-known that "A picture is worth a thousand words". With regards to use case diagrams, that is exactly what they are meant to do. While a use case itself might drill into a lot of detail about every possibility, a use case diagram can help provide a higher-level view of the system. It has been said before that "Use case diagrams are the blueprints for your system. They provide the simplified and graphical representation of what the system must actually do. Due to their simplistic nature, use case diagrams can be a good communication tool for stakeholders. The drawings attempt to mimic the real world and provide a view for the stakeholder to understand how the system is going to be designed. Siau and Lee conducted research to determine if there was a valid situation for use case diagrams at all or if they were unnecessary. What was found was that the use case diagrams conveyed the intent of the system in a more simplified manner to stakeholders and that they were "interpreted more completely than class diagrams. The purpose of the use case diagrams is simply to provide the high level view of the system and convey the requirements in layman's terms for the stakeholders. Additional diagrams and documentation can be used to provide a complete functional and technical view of the system.