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FOR
Basic Flow –
Officer logs in
Officer’s landing page:
o Work list
o Entitlement Tab
o Issuing Tab
o Reports
Officer clicks on Entitlement Tab
Officer accesses the Entitlement functionality
Officer selects role/job title for which system uniform
entitlement is to be updated
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Officer updates uniform entitlement data:
o Uniform items
o Uniform quantities
o Uniform life expectancy (in days)
o Uniform start date
o Uniform end date
Officer Updates information
Officer confirms updated information
Alternate Flows –
Editing/Updating Uniform Entitlement
Officer clicks on Entitlement Tab
o Entitlement landing page to have option
Edit/Update for Uniform entitlement
Cancelling Entitlement
o This should reflect from HR unflagging Uniform
eligibility
Exception Flows –
Providing an incorrect system credentials
Entitlement rights/privileges not enabled for actor
Failed integration between UMS with ERP HR and
Inventory modules
Post Conditions – Uniform entitlement for role updated.
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Uniform Initial Can only be raised once by an employee against M This case in not applicable.
Requisition a Uniform set name. Staff/employees need not raise Uniform Initial
In the requisition type list, this requisition type Requisition
should come first. Once an employee/ staff is marked as uniform eligible
Item level details should default to the and uniform entitlement defined in the UMS, the staff
entitlement. will collect the Initial Requisition directly from the
System should allow partial selection of items Uniform Store.
required rather than default selection.
System should trigger the approval process as
per employee supervisor relation.
Issuing a Uniform This will be done by the Uniform Stores Officer. M Name – Issuing a Uniform Initial Requisition
Initial requisition Transaction issue Page:
o Simplified and user-friendly page to Brief Description – As detailed in adjacent column.
enable the Uniform Store Officer to
transact the issuance in the shortest time Actors – Uniform Stores Officer
possible.
o Should provide complete employee details Preconditions –
and items being issued. Employee/staff uniform entitlement defined
The requisition should be set in a way that under Integration of UMS with ERP Inventory module
item category, the issuer can issue a different Officer must provide correct system credentials
item within the same category but not a different Issuing right/privilege enabled for Officer
item from a different category (i.e. can
substitute shirt sizes but not issue a trouser Basic Flow –
when shirt has been requested). For example, Officer logs in
user requests shirt size 16.5, which is NIL stock. Officer accesses landing page
He can however fit size 16 shirt which is Officer clicks on Issue tab
available. Stores should be able to issue items Officer accesses the Issue functionality/page
within the same category. Officer enters staff number of uniform entitled staff
Entitlement for staff displays with option to amend size
and quantity
Quantity issuance should be limited to entitlement
quantity
Item is issued
Alternate Flows –
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Officer can issue a different item within the same
category e.g. issue Size 6 instead of 10.
Officer can issue less/more items but must be within
the entitlement quantities.
Exception Flows –
Uniform entitlement for employee/staff not defined
Issue rights/privileges not enabled for actor
Failed integration between UMS with ERP Inventory
module
Providing incorrect system credentials
Post Conditions –
Issued quantities reduce ERP USO Inventory in real
time.
Approving Uniform This will be done by the employee’s M Name – Approving Uniform Request
Request supervisor/manager.
System should be triggered by the approval Brief Description – As detailed in adjacent column.
process as per employee supervisor relation.
The approver should be able to view the request Actors – Employee/staff supervisor or Manager
details for approval, after which the stores can
issue the uniforms. Preconditions –
Process flow should have Reject functionality. Staff/employee must provide correct system
Process flow should have Request for More credentials
Information functionality. Integration of UMS with ERP HR module (employee
A Rejected or Returned request should allow supervisor relation)
the initiator to edit the request and re-submit it. Approval right/privilege enabled for actor
The approver should be able to view the
requisition total cost in the notification. Basic Flow –
Alerts Manager receives e-mail alert on action required. (E-
E-mail notification to supervisor regarding a mail body as described in adjacent column).
uniform request pending approval/action. Manager logs in
The alert should include the following request Manager’s landing page:
details: o Work list
Employee’s on-hand Manager accesses requisition from Work list
Last issue date Manager Approves requisition
Total cost of request
Last replacement date by the employee for Alternate Flows –
the item Manager/supervisor to confirm approval
Manager/supervisor can Reject requisition
Manager/supervisor can Request for More
Information
Exception Flows –
Providing incorrect system credentials
Approving right/privilege not activated for actor
Failed integration between UMS and ERP HR module
Post Conditions –
Approved requisition forwarded to Stores for issue
Alert to staff/employee that request has been
Approved/Rejected/Request for Information
Raising a This will be raised by a uniform entitled staff. M Name – Raising a Replacement Requisition
Replacement In the requisition type list, this requisition type
Requisitions should come after Initial Requisition. Brief Description – As detailed in adjacent column.
Replacement Requisition will be a
consolidated functionality with the following sub Actors – Staff/KQ employee
types:
Preconditions –
o Entitlement change
Full/partial Initial Requisition issued
o Damaged Staff/employee must provide correct system
credentials
o Lost
Integration of UMS with ERP HR module
o Size change Uniform request right/privilege enabled for actor
o Maternity period change
Basic Flow –
o Renewal Staff/employee logs in
Staff/employee accesses Uniform Requisition
System should check for Initial Requisition
functionality/page
before allowing usage of Entitlement Change
Staff/employee clicks on Requisition Type list
Requisition.
Requisition Type list displays
If partial Initial Requisition exists, then the
Staff/employee selects Replacement Requisition
system should allow replacement only for items
Replacement Requisition sub-list displays:
collected during Initial Requisition.
o Damaged
If no Initial Requisition exists, then the system
o Lost
should block the user from raising this request
o Size change
For Lost sub type, there should be a
o Maternity period change
mandatory attachment field, which the
staff/initiator will use to attach a police abstract
Damaged
for lost items.
o Staff selects item to replace (compulsory)
o Staff enters Reason (compulsory)
Alerts
E-mail notification to supervisor regarding a
Lost
uniform request pending approval.
o Staff selects item to replace (compulsory)
E-mail notifications to employee confirming o Staff enters Reason (compulsory)
request approval. o Staff must attach document (compulsory)
The alert should include the following request
Size change
details:
o Staff selects item to replace (compulsory)
o Staff enters Reason (optional)
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
o Employee’s on-hand
Maternity period change
o Last issue date
o Staff selects item to replace (compulsory)
o Total cost of request o Staff enters Reason (optional)
o Last replacement date by the employee
Alternate Flows –
for the item
Staff/employee to confirm if requisition is correct
before submission
Staff/employee gets notification that uniform request
has been created.
Staff/employee can withdraw request if not yet
approved.
Exception Flows –
Providing incorrect system credentials
Full/partial Initial Requisition not issued
Post Conditions –
Uniform requisition forwarded to staff/employee’s
supervisor/manager.
Supervisor/Manager should receive alert of uniform
requisition pending his action.
Transacting/ This will be done by the Uniform Stores Officer. M Name – Issuing a Uniform Replacement Requisition
Issuing a
Replacement Requisition will be a
Renewal/Replacement Brief Description – As detailed in adjacent column.
consolidated functionality with the following sub
Requisitions
types:
Actors – Uniform Stores Officer
o Entitlement change- (should trigger
Return process) Preconditions –
Replacement requisition made by staff/employee
o Damaged- (should trigger Return
Officer must provide correct system credentials
process)
Integration of UMS with ERP Inventory module
o Lost Issuing right/privilege enabled for Officer
o Size change
Basic Flow –
o Maternity period change Officer logs in
Officer accesses the Issue functionality/page
For Lost sub type, a police abstract for the
Issue functionality/page displays actor’s worklist
lost item/s must be attached.
Officer selects requisition number to be issued
Item request displays
Officer has option to check employee/staff’s on-hand
Officer transacts:
o Check off every line item requested for
transaction against Inventory on-hand
o Officer Submits/Saves issue
Alternate Flows –
Officer can issue less/more quantities but within
defined Entitlement and Inventory on-hand.
Officer can issue a different item within the same
category e.g. issue Size 6 instead of 10.
Exception Flows –
Providing incorrect system credentials
Issue rights/privileges not enabled for actor
Replacement requisition not initiated by staff/employee
Failed integration between UMS with ERP Inventory
module
Post Conditions –
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Issued quantities reduce ERP USO Inventory in real
time.
Return functionality This will be done by the Uniform Stores Officer. M Name – Returning Functionality
by Uniform Stores
Should be triggered by a Replacement
officer. Brief Description – As detailed in adjacent column.
Requisition of sub type:
o Damaged Actors – Uniform Stores Officer
o Size change
Preconditions –
o Renewal Officer must provide correct system credentials
Return right/privilege enabled for Officer
Damaged items are returned in ‘Damaged’ sub
Replacement requisition made by staff/employee
inventory.
Lost items are returned in ‘Lost’ sub inventory.
Basic Flow –
Officer logs in
Officer accesses the Return functionality/page
Officer enter employee’s staff number
Items collected by staff display
Officer transacts:
o Officer enters quantities returned
o Officer submits
Alternate Flows –
Officer to confirm transaction once submitted.
Exception Flows –
Providing incorrect system credentials
Return rights/privileges not enabled for actor
Replacement requisition not initiated by staff/employee
Post Conditions –
Returned quantities reduce employee’s on-hand real
time
Returned quantities to increase Returned Sub-
inventory in UMS
Renewal Requisition Renewal requisition can only be raised for those M Name – Raising a Renewal Requisition
item categories whose renewal eligibility is
checked. Brief Description – As detailed in adjacent column.
System considers Life Expectancy days to
calculate Renewal Start date & Renewal End Actors – Staff/KQ employee
date.
Preconditions –
This must consider the replacement request as
Entitlement for staff completed
well. The system should pick last pick date of the
Full/partial Initial Requisition issued
item.
Renewal End date of uniform items reached
Renewal request should have no end date. o As defined during entitlement
o As per last replacement issued
Both Replacement and renewal should have
Staff/employee must provide correct system
return quantity.
credentials
Alerts Uniform request right/privilege enabled for actor
Build in renewal alerts for employees.
Basic Flow –
Staff/employee logs in
Staff/employee accesses Uniform Requisition
functionality/page
Staff/employee clicks on Requisition Type list
Requisition Type list displays
Staff/employee selects Renewal Requisition
Entitled items display for requisition
Staff selects items to be renewed
Alternate Flows –
Staff/employee to confirm if requisition is correct
before submission
Staff/employee gets notification that uniform request
has been created.
Staff/employee can withdraw request if not yet
approved.
Exception Flows –
Providing incorrect system credentials
Initial Requisition already issued and closed
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Post Conditions –
Uniform requisition forwarded to staff/employee’s
supervisor
Supervisor/Manager should receive alert of uniform
requisition pending his action.
Alerts/notifications Various alerts as defined in the detailed M
requirements.
In the case of change of Position/Location,
Separations (initial process), the system should
trigger notifications for staff to return uniform
Systems integration The system will need to integrate with KQ’s M
Oracle ERP system; specifically, on the Inventory
Module and HR modules.
Ability to integrate with any other third-party
system should the need arise.
Entitlement Setup Life expectancy in days should be populated M
Page automatically from a user-defined table.
This will be entered by HR based on data and act
as a point of reference and policy which will hold
the item code and the days as per KQ Uniform
Policy.
Include a Clear/Delete functionality/button to
clear mistakes made at line level.
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Entitlement search This page should have the option to search by M
Page: position description, status and start date.
Transaction Page This page should have values default from the M
“Issue/Return” requisition and prevent data entry activity.
The issue quantity column must be open to issue
the available quantity and ‘NOT DEFAULT e.g.
user requests for four shirts but there are only
two in stock. System should allow issue of the
two items.
Returns for replacement should allow
transactions for returned items only-the system
should allow issuing officer to update the number
of items being returned.
Reports 1. UMS Employee On Hand Quantity Report M Report to be developed in UMS
Report to be developed in UMS
2. UMS Employee Uniform Report
Report to be developed in UMS
3. UMS Entitlement Setup Report V2
This report provides the Entitlement Setup defined
for combination of Position and Gender.
Uniform Administrator, Uniform Store Manager and
Uniform Employee Responsibility should access this
report.
Report was never used. It is therefore not relevant.
4. UMS Expected Uniform Returns Report V2
This report is used to generate the uniform return
details of employees when employee leaves the
organization.
This gives an idea about the items with respective
quantities to be returned by the
employee/employees and their values for the
entered Employee Number range or Date Range
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
M Report to be developed in ERP Inventory
5. UMS Monthly Uniform Issue Report V2
This report is used to generate the monthly issue of
the Uniform items to the employee.
This report will provide an idea to the procurement
department of the Uniform items which are
frequently issued and can be used for efficient
planning.
6. UMS Monthly Uniform Returns Report Report was never used. It is therefore not relevant.
7. UMS Renewal Summary Report V2 M Report can be developed in either UMS or ERP Inventory
This report is used to generate the renewal
quantities for which the employee is entitled for
the selected Date Range or Employee or Uniform Set
Name for facilitating the procurement of the Uniform
Items.
8. UMS Requisition Summary Report V2 M Report to be developed in UMS
This report is used to generate the Uniform
Requisition Summary for a given period range and
Employee range.
This report gives complete details regarding the
different types of requisitions raised against
Employee for given period range.
9. UMS Staff Expenses Report V2 Uniform Stores Officer will forward list staff owing to
This report is used to find out the outstanding Payroll.
amount against the employees for any damaged, Payroll will recharge staff based on this.
unreturned or lost items charges made against the
employee for the given date range.
This report should be generated only for the
requisition or transactions that are in Issued status.
Uniform Charge Outbound Interface is scheduled for
a period and can be sent as a flat file through mail
to the desired Employee in Payroll Department.
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
10.XX UMS Transaction Error Summary Report Report was never used. It is therefore not relevant.
V2
This report is used to find all the transactions which
have errors and have not been interfaced to
Inventory. User can execute this report for the
transaction date range and perform the necessary
actions in Inventory (User has to navigate to
“Transaction Open Interface” form, corrects the
error records). Once the error records are corrected
in Inventory, then the corrected records will not be
displayed in this report.
13. UMS Cost Centre Uniform issue Report M Report to be developed in ERP
This report should indicate the Staff issued with
uniform, the uniform items, date and cost. This
should be period.
14. UMS Staff returns Report Report was never used. It is therefore not relevant.
Tutorial for Applicants’ should be able to apply for uniform M UMS tutorials accessible to UMS users.
applicants’ during during the on-boarding Process.
the on-boarding Uniform application tutorial to be accessible to
process applicants during on-boarding
Finance-Uniform Management Solution
APPROVALS
Reviewed by
Nduta Githirua Manager Business Analysis and Architecture
Prepared by
Austine Odie Uniform Stores Officer