User Stories - End Users
The table below show the User Stories captured at the End Users User Group on 16/05/14. Please note that the 'Jira' column cross references to the consolidated User Stories list taken forward for development at https://www.projects.ed.ac.uk/project/fin098/consolidateduserstories Entries marked with ?? are under discussion with the Product Owner.
| Ref | Epic | Jira | As a | I want | So that |
| NF4 | Approve claims | ??/NA | Claimant | not more than one approval group allowed per claim e.g. 542 only not 542 & 539 | as an approver with a claim received showing a line with an approval group I don't have permission to approve won't happen |
| NF8 | Approve claims | 51 | Approver | to be able to unapprove claims | can correct if required |
| NF14 | Approve claims | ??/72 | Approver | expense type code to be overwritable | if expense type description does not match available budget amount code, I can keep the description but overwrite the 4-digit account code to match the budget |
| NF18 | Approve claims | 72 | Approver | to be able to amend codes, typos etc (with full audit trail) | I don't have to query claims for minor amendments |
| NF23 | Approve claims | 52 | School Administrator | to see all outstanding claims in my dept | I can take action if an approver is unable to action a claim . . . Or so that I can verify claim details myself |
| NF34 | Approve claims | 28 | Approver | a claim search | I can find claim information |
| NF39 | Approve claims | ?? | Budget Holder | to know claims are properly authorised - by someone senior or in an independent finance team. Someone who will actually challenge the claim | I know UoE is not paying for invalid expenses |
| NF40 | Approve claims | ?? | Budget Holder | to control who spends on my budget - whether or not they are in my direct line management | I remain in control |
| NF45 | Approve claims | 72 | Approver | to be able to correct account codes easily without having to query | time is not wasted and the process more seamless |
| NF61 | Approve claims | ??/70 | Approver | to be able to approve expense claims for staff whose manager is on leave | they get their expenses paid timeously |
| NF75 | Approve claims | 72 | Approver | to be able to amend the claimants claim for coding errors / small mistakes without having to reject claims | approvers are more likely to correct coding at source instead of correcting by journal later |
| NF52 | eFin export | 43 | Approver | to view receipts by eFinancials, drill down to claim data from eFin | link to receipts on key finance system as backup etc |
| NF3 | Maintain roles/groups | 57 | School Administrator | ease of setting up more than one authoriser | claimants can claim against more than their 'home' area |
| NF2 | Manage claim | FIS Support | ability to fix in codes | non-Finance staff simply claim and don't have to think about coding | |
| NF5 | Manage claim | 11 | Proxy User | find' option available to proxy list of users to help identify name on a long list of proxy access | as a proxy user with hundres of proxy user names I can find an individual quicker |
| NF6 | Manage claim | 12 | Financial Controller | description of travel needed when grants are audited (specifically travel). Questions prompt claimant to answer specific audit requirements questions e.g. dates of travel, purpose of travel e.g. conference/collaboratino visit, location of conference e.g. London | top line of claim (description box) is only information that shows on WebFirst reports and this is where audit take information from |
| NF7 | Manage claim | 72 | Approver | to be able to change an expense type code e.g. 3202 without losing data keyed by claimant | don't have to note down any data keyed by claimant which will be lost by changing 3202 to 3102 etc as have to re-enter this data for them |
| NF10 | Manage claim | 13 | Approver | removal of finance address (Chambers Street) from claim form once printed. New users send paperwork to Finance (Finance only file) | as approver waiting for paperwork from claimant don't have to chase up receipts to find out sent to Chambers Street and filed. Have to contact finance to have paperwork found and redirected to us to approve claim |
| NF11 | Manage claim | 14 | Claimant | specific codes for each job code to appear once job code chosen | fewer changes required for approval stage |
| NF13 | Manage claim | 14 | Approver | job code to be selected beforeexpense type | the available expense types can be filtered and shown as either 3xxx or 4/5xxx |
| NF15 | Manage claim | 14 | Claimant | (on a research grant) to know what account codes I can use | I can claim against correct budgets |
| NF16 | Manage claim | 15 | Claimant | (who works for two Schools) to be able to claim against either School | claim is correctly routed |
| NF17 | Manage claim | 16 | Claimant | to attach receipts electronically | claim is processed more quickly and no danger of losing paperwork |
| NF20 | Manage claim | 13 | Approver | it to be very clear to users where they should send receipts | if people need to send receipts to their local accounts office, they don't send them to Chambers Street |
| NF25 | Manage claim | 11 | Proxy User | to search & see by uun as well as name or part of name | I can find the correct user to proxy a claim for |
| NF26 | Manage claim | 17 | Claimant | to specify an approver for my claim (like Jira) | I know who to chase if my claim isn't actioned. Like Jira I will see if it's re-assigned |
| NF27 | Manage claim | 14 | Claimant | filtered expense options (cost centre > grant (job code) > expense type) | it is easier to claim against the correct codes |
| NF30 | Manage claim | 18 | Proxy | the system to tell me when in proxy mode - change colour / warning message | I do not submit the claim for myself by mistake |
| NF31 | Manage claim | 19 | Claimant | to direct a claim to an approver not a group. When I select a cost centre. List of approvers is displayed | I know who is approving my claim so can chase them up |
| NF43 | Manage claim | 14 | Claimant | only the account codes associated with my research grants to be available to me | expenses are not charged to budgets that do not exist |
| NF47 | Manage claim | 14 | Claimant | only data (cost centres/suppliers) relevant to my business | I do not need to search through lots of meaningless values to find relevant data for entry |
| NF48 | Manage claim | 21 | Auditor | to know that every claim aligns with expenses policy - no alcohol, names of guests listed (HMRC rule), authorised by correct person, not authorised by someone junior to claimant (unless that person is in independent finance team) | I know every claim paid is legitimate & legal & compliant with HMRC/funders etc |
| NF49 | Manage claim | ?? | Auditor | control over what is claimed, each backed with original receipt | I know all claims are legitimate |
| NF51 | Manage claim | 22 | Claimant | sort my claim items in order so I can check my itinary order | I don’t miss any items I need to claim for - across sifferent claim periods but by trip |
| NF54 | Manage claim | 21 | Manager | to ensure people notify insurance section when travelling overseas | I can ensure insurance is in place |
| NF55 | Manage claim | 21 | Insurance | to make sure everyone claiming mileage has a valid driving licence / appropriate home insurance cover | the University is covered |
| NF56 | Manage claim | 23 | Claimant | to see my green miles | I can see my carbon footprint without having to record too much information |
| NF62 | Manage claim | 24 | Claimant | to check what I have claimed for in the past | I don’t claim for something I have already claimed for |
| NF63 | Manage claim | 25 | Claimant | to track the progress of my claim / email confirmation / view in system | I know my manager has authorised the claim & when I will get paid |
| NF66 | Manage claim | 15 | Manager | to be able to make an expense payment to someone in a School that is different to mine i.e. need to be able to allow a member of staff to charge costs to a different School/cost centre from home cost centre | someone from a different school can get a refund from my school for expenses incurred |
| NF68 | Manage claim | 26 | Claimant | to put expenses in that relate to a trip without typing the trip/purpose for every entry i.e. have a purpose that can be copied down to different expense types | the claim is easier to submit & key. Also may wish to claim different components of trip at different times - therefore need to add lines to trip at different times |
| NF70 | Manage claim | 23 | Claimant | to see my carbon footprint | I can make more informed choices next time I travel |
| NF71 | Manage claim | 21 | Transport & Parking Manager | to inform claimants that there could be a more cost efficient way of booking the travel e.g. if they are claiming for a taxi fare, did they know we have a taxi contract for Edinburgh (could include link to Procurement) - this could apply to various modes of transport | we increase awareness |
| NF72 | Manage claim | 11 | Proxy User | to be able to search for a user to enter claim for | I don't have to scroll down a huge list of options |
| NF73 | Manage claim | 21 | School Administrator | to see if people have obtained University travel insurance for overseas travel | we can identify areas that are not obtaining insurance or give them a reminder to do so |
| NF74 | Manage claim | 17 | Claimant | to be able to see the list of approvers connected with the approval group | it is easier to know where to send receipts, contact if the claim is unauthorised for a length of time |
| NF12 | n/a | - | will history of previous claims be available on new system e.g. archive existing data but be available to access by claimant and approver/dept etc | - | |
| NF21 | n/a | Proxy User | the system to run at a reasonable speed | it's not slowed down unnecessarily | |
| NF24 | n/a | Claimant | the simplest form possible in non-finance speak | I can claim easily and quickly i.e. date, amount, description and type | |
| NF33 | n/a | Claimant | a mobile app | I can claim on the go | |
| NF35 | n/a | Budget Holder | pre-approved expense capability | I can set out a fixed value I know must be incurred (i.e. standing expenses). Likewise another B/H may not use this so on/off is desirable | |
| NF42 | n/a | Approver | to be able to easily remove the VAT and recharge to the VAT account | I do not have to query | |
| NF46 | n/a | User | the home screen to look similar to the current eExpenses screen | the transition from current system to new system is smooth/easy | |
| NF53 | n/a | Claimant | to have a trip approval routing workflow e.g. as manager to approve journey in advance / to ensure adequate risk assessment in place. Whole lifecycle of claim from initial request to claim | I can ensure trips are approved in advance - could pre-populate the expenses claim fields e.g. trip purpose | |
| NF67 | n/a | Insurance | to have contact details for people travelling to remote parts of the world | they don't go to places they shouldn't visit e.g. Iran | |
| NF36 | Reporting | ??/28 | Auditor | record keeping | I can look back at a specific claim to answer queries |
| NF38 | Reporting | Budget Holder | control totals between what's claimed on eExpenses & what's posted to eFin | I know all expenses accounted for, once & once only | |
| NF41 | Reporting | ?? | Auditor | effective reporting | I can tell who has claimed what, when, for what, who approved it, see trends of claims - i.e. have good management information |
| NF50 | Reporting | ?? | Manager | to record my travel commitments (currently via WebFIrst). Trip approval could record estimated cost which could be used to update commitment info in WebFirst & eFinancials electronically | I can then monitor the trip estimated cost v actual at the end |
| NF59 | Reporting | ?? | Procurement Manager | to be able to see the total cost of rail travel / air travel etc across the University - regardless of source | I can negotiate contrats for travel, accommodation etc with suppliers |
| NF60 | Reporting | ??/28 | AP Manager | to review a sample of expense claims to ensure financial control rules are adhered to | University policies on expenses are followed |
| NF64 | Reporting | ??/28 | Financial Accountant | to be able to view the audit trail for expenses to ensure no fraud / or to investigate fraud | I can provide evidence for disciplinary investigation |
| NF65 | Reporting | 62/63 | Financial Accountant | to be able to extract data from the expenses system to confirm there is no HMRC liability for taxable expenses | the University is not fined! |
| NF69 | Reporting | ?? | Manager | to report expenses by trip/purpose of visit/activity & group costs together in the financial ledger | I can see the total cost of a trip / visit / activity e.d. EDUCAUSE trip to ISA (air travel, conference fees, taxi etc) |
| NF57 | System admin | 68 | Administrator | to be able to amend standing data | I can manage changes easily |
| NF58 | System admin | ?? | Claimant | standard mileage distances for journeys in Edinburgh e.g. Old College to KB as defaults in the system | I don’t have to think about regular distances |
| NF1 | User admin | 53 | FIS Support | simple to add new users | resistance to using eExp is avoided. Quick to set up |
| NF9 | User admin | 55 | School Administrator | the facility to add cost centres/job codes etc as users don't know how to. Would also allow more control over allocation/permission of codes added | I can add instead of having to ask FIS Users to do this for me |
| NF19 | User admin | 53/56 | Administrator | online applications for new users | there are fewer paper forms to deal with |
| NF22 | User admin | 53/54 | Administrator | to be able to change users' setup on eAuthorisations | potentially quicker |
| NF28 | User admin | 59 | School Administrator | to manage who can be a proxy user or approver | I don't need to contact FIS . . . And so that I can easily see users with elevated privilages in my area |
| NF29 | User admin | ?? | Approver | to set out of office on my profile | claimant can direct claim to another user |
| NF32 | User admin | 53/54 | Administrator | users to be created/amended by School Administrator via eAuthorisations | I do not have to manually create users |
| NF37 | User admin | ?? | Auditor | a way of automatically removing people who have left - or at least highlighting that they need to be removed | I know leakage is minimised |
| NF44 | User admin | 55 | Approver | to be able to add new grant codes at School level | delays can be avoided for claimants |
| NF76 | User admin | 53/54 | School Administrator | to easily find out who is already set up and process user setups faster than current process | when we receive a new claimant expense claim we do not have a lengthy wait before being able to submit their claim |
| NF77 | User admin | 59 | Proxy User | to request proxy access in an easier and simpler way than asking the claimant to email FIS to set up user (if not used to setting people up themselves on eExpenses) | we can speed up process with the claimant being reimbursed as quickly as possible |
| NF78 | User admin | 55 | Proxy User | to be able to set up job codes and cost centres for other users | we can process claims faster without having to wait on FIS users setting up claims |