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.
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Table of Contents

Table of Contents ................................................................................................................................ 1

1.0. Introduction ................................................................................................................................... 2
1.1. Purpose ................................................................................................................................................ 2
1.2. Scope of Project ................................................................................................................................... 2


2.0. Analysis..................................................................................................................................... 3
2.1 Current process description ............................................................................................................ 3
2.1.1 Daily Price Calculation ........................................................................................................... 4
2.1.2 Processing a Sale ................................................................... Error! Bookmark not defined.
2.1.3 Inventory control .................................................................................................................... 6
2.1.4 Report generation ................................................................................................................... 7
2.2 Functional Requirements . .............................................................................................................. 7
2.3 Non-Functional Requirements ........................................................................................................ 7









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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 staffs 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 users 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).



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
Item
Decide Daily
Prices
Inventory
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.








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 COs 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.
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

Inform the four
C.O.s through
email or fax.
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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 COs 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)



Figure 3 CO point of sale transaction process





Figure 4 CO End of Day transaction process





Figure 5 HO point of sale transaction process







Figure 6 Branch office point of sale transaction process
Customer provides details and
payments to process a transaction.
Credit Central office Our A/c
Debit Customer (A/c)
Credit Gold Shop Suspense A/c
Debit Central office Our A/c

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

Customer provides details and
payments to process a transaction.
Credit Gold Shop Suspense A/c
Debit Customer (A/c)
Customer provides details and
payments to process a transaction.
Credit Gold Shop Suspense A/c
Debit Customer (A/c)
Immediately inform the
Gold Shop (HO) of the
transaction.

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Figure 7 HO 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 COs. 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. Its 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 COs.
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 COs 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

Credit Gold Bullion Holding A/c
Credit Other Tax & Duties A/cs
Debit Gold Shop Suspense A/c
Update the physical books on
sales and inventory changes

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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