User Stories - Finance | Project Management

The table below show the User Stories captured at the Finance User Group on 12/05/14. 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
F1	Manage claims	43	AP staff member	electronic submission of receipts by claimant & upload to eFinancials (document management)	we don't have to store them & other staff can view them
F2	Manage claims	13	AP staff member	clear instruction on where to send paper claims	receipts don't arrive at Charles Stewart House prior to authorisation
F3	Approve claims	51	Approver	to be able to un-approve claims	duplicate/incorrect claims are not paid
F4	Manage claims	17,25	AP staff member	a clear approval & sibmission heirarchy	we can field claimant enquiries
F5	System admin	46	Claimant	the system to know intuitively what extra information may need to be captured dependant on the expense job coding. So your R number is selected the system then asks for extra information to be captured - such as why	Research grants can report to sponsors/funders accurately without manual intervention
F6	Manage claims	44	Claimant	to have helpful information icons (i) next to specific fields	if a claimant does not know why you need to complete the field then this gives them a hint/clue as to what may be expected
F7	Manage claims	12	Research Grants	to see the destination of the travel captured - perhaps as a mandatory field	Research Grants can report this information to external sponsors/funders (we have to report travel details to our sponsors)
F8	System admin	45	Research Grants	less travel expense types that are allied to the same account codes - filter down - main - travel, second level - plane travel	claimants are less confused about what expense type to use - especially when it is research related travel expenses
F9	Manage claims	12	Research Grants	to see data validation fields for the dates of travel. These are currently free text fields date from dd/mm/yyyy to dd/mm/yyyy	Research Grantes Department can report on the dates of travel that the claimant has entered, which are validated
F10	Reporting	43/40	Research Grants	to electronic receipts available to view to Research Grants users	we don't have to look through hundreds of claims in the accounts payable department to get the information we need
F11	Manage claims	46	Research Grants	to extra information fields completed by the claimant if the travel is research job code related, R number	we can report what we need to sponsors/claimants
F12	User admin	59	Administrator	the set up of proxy users made simpler	we don't have to update individual users records
F13	User admin	53	Administrator	the manual set up of users (i.e. application form) to be automated	the user set up process is more efficient
F14	User admin	14	Administrator	the codes on a users profile are restricted (especially account codes)	mis-codings are minimised and to help users making claims
F15	Approve claims	??	Administrator	my claims are approved and paid independent of approval lines	I do not have to wait until the whole claim is approved
F16	User admin	60	Administrator	the ability to approve at different levels (i.e. small units to School)	the depts & School users have the flexibility the have
F17	User admin	53	Administrator	the users uun & staff ID to be checked & validated automatically	the possibility of the wrong person being paid is removed
F18	Reporting	??/28	Administrator	to be able to search on claims more easily within the system	we can respond to support calls more effectively
F19	Pay expenses	69	Administrator	claims that have been approved to be exported automatically	the FIS team no longer have to manually do this
F20	Manage claims	24	Claimant	to search previous claims by different parameters (ref/amount/date etc)	I can easily find information from previous claims even if I do not have all the necessary information
F21	Manage claims	47	Claimant	a single figure balance displayed on the dashboard	I have a single at a glance indication of funds owed to me
F22	Manage claims	44	Claimant	a clear instructions on how I can use the system forms	I am inputting my expences correctly & minimising the risk of return/rejectection
F23	Manage claims	21	Claimant	access to guidance on expense types	I can see what I can claim expenses on
F24	User admin	61	Administrator	control who has access to each 'expense group' and with what role (e.g. approver)	I can easily view and edit users
F25	System admin	62/63	Budget Holder	to define exactly what fields need to be 'reported on' for a specific expense type	captured fields can be validated and filtered correctly on our reports
F26	Approve claims	37/38	Approver	to add extra detail about expenses	we provide better detail for reporting/explanation on expenses claimed
F27	Manage claims	16	Claimant	attach electronic copied of receipts	I don't need to print existing electronic data and so I can view copies of the expenses I submitted
F28	User admin	56	AP staff member	approved users details fed through to FPM/eFInancials automatically	the correct information is entered with minimal intervention
F29	User admin	53	Claimant	to register online	I can make sure my correct details are captured
F30	Approve claims	73	Approver	a dashboard to show notifications of actions needing attention	I can easily see what needs done in one place
F31	Manage claims	21	Claimant	a clearer understanding of the expense types	I know I am claiming against the correct expense codes
F32	Pay expenses	66	FIS User	financial codes to be validated	invalid code combinations cannot be submitted
F33	System admin	62/63	Tax Manager	tax flag - potentially	to allow potentially taxable expenses to be identifiable
F34	Reporting	??/40	Tax Manager	on line accounts scanned support	to identify/review nature and status of expense
F35	System admin	62/63	Administrator	to be able to add/amend expense types	new/existing expense types can be changed & entered
F36	Pay expenses	74	Administrator	an automatic interface to eFInancials	the manual step is removed
F37	System admin	65	Administrator	to be able to change mileage rates and such like	when revenue & customs change rates for UK eExpenses can be updated
F38	Pay expenses	75	Administrator	to be able to run the interface manually	if the auto-interface fails it can be re-run
F39	Manage claims	35	Claimant	to be able to un-submit my claim to adjust content	I can amend and re-submit my claim
F40	System admin	21	Claimant	a link in eExpenses to help, Finance Wiki, user guides, business objects	from within eExpenses I can link straight to various Wiki/apps/reports
F41	Manage claims	26	Claimant	single trip functionality (ability to enter one expense type details which filters through)	when I enter my trip details once this info auto populates subsequent expense types
F42	n/a		FIS User	use the drilldown in eFin to view expenses info	this current functionality is still available
F43	Manage claims	Yes	Claimant	be able to copy, delete, withdraw, unapprove, unsumbit, modify, view, track status, submit, PDF print, filter my claims	these are still available in the new system
F44	System admin	66	Administrator	C.O.A. load functionality	new/unpostable codes are available to claimants
F45	Manage claims	Yes	Claimant	query, print, review my claims	ensure I don't claim for the same thing twice
F46	System admin	21	Claimant	be able to view online help	get guidance on how to use the system, follow policy & guidance
F47	Manage claims	42	AP staff member	to stop/remind people to repay/account for their advance of expenses	repay any advance of expenses/query if not repaid/chase via the system
F48	n/a	??/NA	Claimant	conversion for currency	currency would be helpful. Rate, currency & GBP value & record & calculate rate of exchange.
F49	Reporting	??	Finance Manager	to view receipts submitted to do a control check on claims received	audit & control procedure & checks can be carried out (it would be nice to have audit query functionality)
F50	Reporting	??	Finance Manager	to be able to easily answer FOI queries	meet statutory report/info deadlines
F51	System admin	66	Financial Accountant	control over the account codes used to charge expenses to	all expense types are properly/consistently coded in the financial ledger so reporting is consistent
F52	User admin	14	Finance Manager	restrict user posting to only use certain job codes/cost centres	claimants can be guided to use the correct codes for charging
F53	User admin	56	AP staff member	eFin suppliers to be set up prior to users being allowed to use eExpenses	claims are not posted to eFinancials before supplier set-up to be paied i.e. link to FPM
F54	Manage claims	48	VAT Manager	capture VAT amounts within an expense claim but not to post to VAT a/c - only show as memo/reportable field	we can review VAT to see if need to recover manually from HMRC
F55	Reporting	BI Suite?	Manager	to report claims by College, School, Unit & also extract the claims we report for FOI purposes can be easily extracts	info can extracted easily for reporting on expenses, group expenses by trip/purpose functionality
F56	System admin	62/63	VAT Manager	telephones, clothing, relocation expenses, hospitality, entertainment need to have certain mandatory fields to collect PAYE/HMRC return data	report on HMRC/PAYE data as needed
F57	n/a		Insurer	to be clear everyone doing mileage claims is insured	ensure mileage properly insured if on Uni business
F58	User admin	67	Support Person	to view setup, review user setup, approver details for claimant	we can check setup & which approvers are setup for which user
F59	Reporting		Finance person	electronic receipts integration to expenses claim & new receipts related to a claim or view all receipts relating to a range of job codes/ccs	report externally on expenses claimed
F60	Reporting		Finance Manager	report HMRC, produce PAYE reports via BOBI	claim VAT, report on PAYE etc
F61	System admin	62/63/34	Finance Manager	amend data collected on the expenses claims to meet changes in external reporting requirements	collect data needed to meet changing business requirements
F62	System admin		Support Person	be able to look at a users details, claims, approvers (i.e. see it as they can see it)	we can answer any support calls by our users
F63	System admin	62/63	Finance Admin	choose which account codes are user	invalid/old codes aren't used
F64	Reporting	21	AP staff member	view the supporting documentation	check the documents are still valid
F65	Reporting	28	FIS User	search for all the claims relating to a job/account/cc code	report on claims
F66	Manage claims	49	Claimant	a list of favourite finance codes	I don't have to scroll through a long list
F67	User admin	14/55	Administrator	to limit what codes my staff can use	they don't use codes they shouldn't
F68	Manage claims	16	Claimant	to scan my documents - attach electronic	I don't have to send paperwork
F69	Manage claims	50	AP staff member	to add scanned receipts to a claimants claim (by exception)	I can get rid of the last bits of paperwork
F70	Reporting	??	AP staff member	read-only access	answer queries
F71	User admin	53/54	AP staff member	to check that the uun & staff no are correct and agree	the right person gets paid
F72	System admin	62/63	Group Accountant	consistant set-up of a/c codes offered - taxi a/c 47xx non research taxi a/c 3xxx research just offer taxi as an option	claims for taxi are sorted to appropriate 47xx or 3xxx order and so on for air far, hotel/accom, meals, other subsistance
F73	Manage claims	42	Group Accountant	expense advances to be available via eExpenses and research expense advances to be available via eExpenses	manual advances can be handled via a system. Related claims can be charged to the advance. That balance claims ? Advance and refund of advance balance can at least be recorded
F74	Reporting		Group Accountant	to be able to see what xxx & expenses that have been processed have had vouchers/back up submitted and/or the reporting shows which expense claims have been vouchered and/or which lines on an expense claim been vouchered	financial controls have been exercised and voucher and receipts have been submitted so that we can be confident the regulations for expenses have been followed
F75	Reporting		Group Accountant	improved documentation on the range of BOXI, inputs available. These are probably in a BOXI folder called something like eFin & Exp v3.4 or eFIn & Exp v4.1 a Schools or somewhere invalid not think to look	I can open an existing BOXI report and - edit it (not a xxxxxxx xxxxx copy) - create a report tailored for my own use
F76	Manage claims	48	Group Accountant	claims for UK expenses whre the claimant has a VAT voucher to be input as amount £80 VAT receipt attached £16 VAT xxxx	the UK xxxx VAT that is recorded is xxxxx expenses is clearly recorded
F77	n/a		Group Accountant	improved reporting on travel & subsistance in general T&S xxxx from the following - manual claims PO2 - eExpense claims PO2 - xxxxxx travel system xxxxx (charged by travel providers )GT - AP invoices POI - paid to xxxxxxx e.g. hotel POI	it is necessary to join up the 4 T&S expense streams
F78	User admin		Group Accountant	clarity in reporting on who (role?) approved the claim? Where they say a PI approving a claim for one of their research associates - or say a department or research administrator approving a claim for a senior PI professor claimant? Does that happen? Is there an assumption of one-up approval? should that be a function of the system - should there be exception reporting where one-up approval not the case
F79	n/a		Group Accountant	manual expense claim vouchers to be held in the same document image repository as eExpense vouchers. They are at present	when eExpenses replacement accommodate claim voucher image scans, the manual expense claim images can be added to the same document management system (by staff ID)

This article was published on Oct 18, 2016

User Stories - Finance

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