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AIM for Business Flows

ORACLE FINANCIAL CRP1 BF.040


CHANGE CATALOG

ABDULLATIF ALISSA GROUP

Authors: Fisle Emam


Creation Date: March 02, 2013
Last Updated: April 07, 2013
Document Ref: Ref. BF040 CRP1 Requirements
Version: 2.0
Approvals:

Mostafa Bayoumy

Ashfaq Allah Ghan

Ahmad Abdughafar

Mohamad Sayed

Hatem Darder

Mohamed Elsayed

Abdallah Kadi

Jihad Ahmed

Fathi Mughrabi

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Document Control

Change Record

Date Author Version Change Reference

02-Mar-2013 Fisle Emam 1.0 No Previous Document


07-Apr-2013 Filse Emam 2.0 As per review comments from Alissa solution
Archict

Reviewers

Name Position

Hussein Ahmed egabi Financials Team Leader


Mohamed Elsayed egabi Project Manager
Jaffar Ababneh Alissa Solution Architect
Abdallah Kadi Shift SME

Distribution

Copy No. Name Location

1 Library Master Project Library


2
3
4

Note to Holders:

If you receive an electronic copy of this document and print it out, please write your name on the
equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for
document control purposes.

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Contents

Document Control..................................................................................................................iii

Introduction..............................................................................................................................1

Change Catalog........................................................................................................................2

MoSCoW List............................................................................................................................9
Scope and Purpose...........................................................................................................9
How to Review..................................................................................................................9
Prioritized Requirements List..............................................................................................10

Open and Closed Issues........................................................................................................15


Open Issues......................................................................................................................15
Closed Issues...................................................................................................................16

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Introduction

This document is both a catalog of potential changes that surfaced during Conference Room Pilot (CRP)
evolutions, and a prioritized list of requirements that have been identified as desirable elements of the new
business system. In the first major section (i.e. Change Catalog), it lists possible changes to the business
organization, Business Flows and associated business processes, and application configuration options, as
well as potential custom extensions to the applications. This information will be used in the project as a
source of information for making informed design decisions affecting the organization and the
implementation.

In the second major section (i.e. MoSCoW List), it provides a prioritized list of identified
requirements/changes, which can be used to effectively manage project scope and schedule.

The following information is provided for each potential change listed in the Change Catalog:

 The type of change (e.g. Additional Customer-specific setup data, Application configuration
change, process change, custom extension, etc.)
 The proposed means of implementing the change for the next/future Conference Room Pilot
(CRP) cycle (e.g. manual data entry, DataLoad script, custom module development, etc.)
 An initial, high-level assessment of the complexity of the change, and the effort required to
implement the change (Very Easy, Easy, Moderate, Complex, Very Complex)
 The downstream impact of making the change (e.g. None, Requires Additional Changes, etc.)

This catalog will be maintained throughout the project, as an active list of potential, and approved,
changes that need to be reconciled to achieve the final design.

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Change Catalog

N Potential Change Description Type of Change Proposed Means Related Requiremen Initial Downstrea Approved Date
o of Implementing Kerridge t applied for Assessment m Impact for Further Decision
. Change integration all of Evaluation Taken
(Y/N) subsidiaries Complexity/ (Y/N)
Effort

Supplier invoice to
payment
1. Supplier due date notification Custom Extension  Customized N All Easy None Y 02/03/2013
report is required reference to report
payment term
2. There are more than one supplier Application  Manual set N All Easy None Y 02/03/2013
account in COA is required fore configuration up
example: change  Chart of
1. For local suppliers account value
2. For foreign suppliers

Separate account in COA for


prepayment is required
3. Invoice match option with receipt Application  Manual set N All Easy None Y 02/03/2013
(Supplier definition) configuration up
change
4. Flexibility to change supplier name Custom Extension  Customized N All Easy None Y 02/03/2013
manual when printing checks report
(supplier definition)
5. Withholding tax (5%) for foreign Application  Manual set N All Easy None Y 02/03/2013
suppliers is required configuration up
change
6. SIC needs to be mandatory field on Application  Manual set N All Easy None Y 02/03/2013
site level (Supplier definition) ‫رقم‬ personalization up
‫السجل التجاري‬
7. Term date basis will based on Application  Manual set N Easy None Y 02/03/2013
invoice received date (Supplier configuration up
definition) change
8. Invoice approval is not required --  -- N All except El -- -- -- 02/03/2013
Yusr

9. Define distribution sets Application  Data N All Easy None Y 02/03/2013


configuration collection sheet
change

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
N Potential Change Description Type of Change Proposed Means Related Requiremen Initial Downstrea Approved Date
o of Implementing Kerridge t applied for Assessment m Impact for Further Decision
. Change integration all of Evaluation Taken
(Y/N) subsidiaries Complexity/ (Y/N)
Effort

10. Term date basis will defined on the Application  Manual set N All Easy None Y 03/03/2013
supplier level configuration up
change
11. The user needs report run Custom Extension  Customized N All Easy None Y 03/03/2013
automatically for invoices that will report
due after specific period (The user
will specify the period
12. Example of Payment methods to be Custom Extension  Data N All Easy None Y 03/03/2013
used: collection sheet
 Bank transfers
 Checks
 Sadad
 Cash
13. The users need supplier report on Custom Extension  Customized N All Easy None Y 03/03/2013
Excel format report

14. Prepayment column is needed in Custom Extension  Customized N All Easy None Y 03/03/2013
the aging report and in detailed report
supplier sites.
15. Payment Limits are required to Application  Manual set N All Easy None Y 03/03/2013
define in the system. configuration up
change
Customer Invoice to
Receipt
16. Customer confirmation statement Custom Extension  Customized N All Easy None Y 05/03/2013
required being Arabic and English. report

17. Customer credit limit field is Application  Manual set N All Easy None Y 05/03/2013
required as a description in personalization up
customer definition.
18. SIC is required on the customer Application  Manual set N All Easy None Y 05/03/2013
definition (On site level) personalization up

19. Many transaction types are required Application  Data N All Easy None Y 05/03/2013
Such as: configuration collection sheet
- Invoice change
- Debit / Credit Memo
- Guarantee
Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
N Potential Change Description Type of Change Proposed Means Related Requiremen Initial Downstrea Approved Date
o of Implementing Kerridge t applied for Assessment m Impact for Further Decision
. Change integration all of Evaluation Taken
(Y/N) subsidiaries Complexity/ (Y/N)
Effort

20. Additional data required on the Application  Manual set N All Easy None Y 06/03/2013
receipt level such as: configuration up
- Collector name (M) change
- Internal Receipt
- Cost Center for bank
charges.
21. Bills receivables process is required Application  Manual set N Al-Yusr Easy None Y 06/03/2013
for Al-Yusr, which need to attach configuration up
additional information on the change
invoice level for Securitization and
bank name.
Receipt to Asset
22. Asset Category segments will be 5 Application  Manual set N All Easy None Y 09/03/2013
Segments as follows: configuration up
- Major Category change
- Minor Category
- Type (Spot/Lease)
- Brand (Toyota, GM...)
- Dep. Group
23. Salvage Value is not required --  -- N All -- -- -- 09/03/2013

24. Asset Location segments will be as Application  Manual set N All Easy None Y 09/03/2013
follow: (See open issue table) configuration up
- Country change
- City
- Branch
- Department
- Building
25. Asset Key will consist of: Application  Manual set N All Easy None Y 09/03/2013
 Chas number for cars configuration up
 Model number change
 Plate car number
 Kind of vehicle
 Internal Asset number
26. Define Prepaid Expenses Book to Application  Manual set N All Moderate None Y 09/03/2013
manage all prepaid expense item configuration up
such as cars Insurance. change

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
N Potential Change Description Type of Change Proposed Means Related Requiremen Initial Downstrea Approved Date
o of Implementing Kerridge t applied for Assessment m Impact for Further Decision
. Change integration all of Evaluation Taken
(Y/N) subsidiaries Complexity/ (Y/N)
Effort

27. Changing the cost center code Application  Manual set N All Moderate None Y 06/03/2013
automatically in case of changing personalization up
asset location
Asset to Depreciation
28. Prorate conversion: the Application  Manual set N All Easy None Y 11/03/2013
depreciation amount will be configuration up
calculated starting from next month change
29. Depreciation check box: only Application  Manual set N All Moderate None Y 11/03/2013
concerned user have privilege to personalization up
modify this check box
Sub ledger Journals to
Post
30. Disable journal reversals from GL Application  Manual set N All Easy None Y 11/03/2013
for Subledger Journals. configuration up
change
31. Subleger Journals will be Application  Manual set N All Easy None Y 11/03/2013
summarized by GL date when configuration up
imported into GL. change
Bank Statement to Cash
Reconciliation
32. Bank Charges account should be Application  Manual set N All Easy None Y 16/03/2013
defined to capture bank charges for personalization up
each transaction
33. Bank charges account created by the Application  Manual set N All Easy None Y 16/03/2013
accounting engine should be configuration up
reflecting the cost center, which change
assigned on the receipt level.
34. Swift Code number is required in Application  Manual set N All Easy None Y 17/03/2013
bank definition personalization up

Cash Forecast to Bank


Transfer
35. Automatic sequence required for Application  Manual set N All Easy None Y 17/03/2013
bank transfer transactions configuration up
change

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
N Potential Change Description Type of Change Proposed Means Related Requiremen Initial Downstrea Approved Date
o of Implementing Kerridge t applied for Assessment m Impact for Further Decision
. Change integration all of Evaluation Taken
(Y/N) subsidiaries Complexity/ (Y/N)
Effort

Budget to Approval
36. Budget control will be advisory and Application  Manual set N All Easy None N 18/03/2013
year to date. configuration up
change
Intercompany Journal to
Post
37. I/C Suspense account is used to Application  Manual set N All Easy None N 18/03/2013
charge other sister companies that configuration up
will allocate it later on other change
accounts. Therefore it will be
defined in the new COA.
38. I/C transactions should be Application  Manual set N All Moderate None N 18/03/2013
approved from both parties to affect configuration up
on the financial data. change
39. I/C Transactions that transfer in its Custom Extension  Customizatio N All Complex None Y 18/03/2013
due date to I/C holding company n
and interest charges
40. Intercompany transactions types to Application  Manual set N All Easy None N 18/03/2013
be defined as transaction types: configuration up
I/C Bank Accounts transfers change
I/C Sales
I/C Purchases
I/C Charges
I/C Accruals
FA retirements with sister company
41. Define Alissa subsidiaries as Application  Manual set N All Easy None Y 18/03/2013
customers and suppliers to capture configuration up
all transactions between them. change
Period End Close For
Financial Reports
42. Reverse methods for journals will Application  Manual set N All Easy None Y 19/03/2013
be enabled to use ‘Change sign’ configuration up
option change
43.

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
MoSCoW List

Scope and Purpose

The initial MoSCoW List is a prioritized list of the high-level functional and non-functional
changes/requirements for the application system that is being implemented.

How to Review

Please use the following criteria when reviewing the initial MoSCoW List:

 Have all of the currently identified requirements been prioritized?


 Have all the priorities been assigned in collaboration with the ambassador users?
 Does the management of the organization understand and accept that no solutions will be
delivered to Won’t have requirements (in this increment)?
 Does the management of the organization understand and accept that solutions to some
requirements might not be delivered (in this increment)?
 Are the Must have requirements less than 30% of the overall effort?
 Are the Must have and Should have requirements less than 70% of the overall effort?

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Prioritized Requirements List

The high-level changes/requirements to the Application system have been prioritized


according to the following scheme:

 Must have - critical requirements without which the system cannot function. They are
fundamental to the system. The Must haves define the minimum usable subset.
 Should have - requirements that are important but not critical to the system. In a less
time-constrained development, these requirements would be mandatory. The should
have requirements can be sacrificed if development of Must haves or should haves takes
more effort than estimated.
 Could have - requirements that are desirable but which could be left out of the increment
under development. More could have requirements can be delivered if development of
Must haves and should haves takes less effort than estimated.
 Won’t have - requirements that are valuable but which will not be delivered by the
increment under development. These requirements are out-of-scope.

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
No. Change Description Type of Change Final Disposition Priority Complexity/Est Approved Date Decision
imated Effort (Y/N) Taken

Supplier Invoice To
Payment
1. Supplier due date notification report is Custom Extension  Customization Could Easy Y 02/03/2013
required reference to payment term
2. There are more than one supplier account Application  Manual setup Must Easy Y 02/03/2013
in COA is required fore example: configuration change
3. For local suppliers
4. For foreign suppliers

Separate account in COA for prepayment


is required
3. Invoice match option with receipt Application  Manual setup Must Easy Y 02/03/2013
(Supplier definition) configuration change
4. Flexibility to change supplier name Custom Extension  Personalization Should Difficult Y 02/03/2013
manual when printing checks (supplier
definition)
5. Withholding tax (5%) for foreign Application  Manual setup Must Moderate Y 02/03/2013
suppliers is required configuration change
6. SIC needs to be mandatory field on site Application  Personalization Should Easy Y 02/03/2013
level (Supplier definition) ‫رقم السجل‬ personalization
‫التجاري‬
7. Term date basis will based on invoice Application  Manual setup Must Easy Y 02/03/2013
date (Supplier definition) configuration change
8. Invoice approval is not required --  -- -- -- Y 02/03/2013
9. Define distribution sets Application  Manual setup Must Easy Y 02/03/2013
configuration change
10. Term date basis will defined on the Application  Manual setup Must Easy Y 03/03/2013
supplier level configuration change
11. The user needs report run automatically Custom Extension  Customization Could Easy Y 03/03/2013
for invoices that will due after 2 days
12. Example of Payment methods to be used: Custom Extension  Data collection sheet Must Easy Y 03/03/2013
 Bank transfers
 Checks
 Sadad
 Cash
13. The users need supplier report on Excel Custom Extension  Customization Should Easy Y 03/03/2013
format
14. Prepayment column is needed in the Custom Extension  Customization Should Easy Y 03/03/2013
aging report and in detailed supplier
sites.
Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
No. Change Description Type of Change Final Disposition Priority Complexity/Est Approved Date Decision
imated Effort (Y/N) Taken

15. Payment Limits are required to define in Application  Manual set up Should Moderate Y 03/03/2013
the system. configuration change
Customer Invoice to Receipt
16. Customer confirmation statement Custom Extension  Customization Should Easy Y 05/03/2013
required to be Arabic and English.
17. Customer credit limit field is required as Application  Personalization Should Easy Y 05/03/2013
a description in customer definition. personalization
18. SIC is required on the customer definition Application  Personalization Should Easy Y 05/03/2013
(On site level) personalization
19. Many transaction types are required Such Application  Data sheet collection Must Easy Y 05/03/2013
as: configuration change
- Invoice
- Debit / Credit Memo
- Guarantee
20. Additional data required on the receipt Application  Customization Should Easy Y 06/03/2013
level such as: configuration change
- Collector name (M)
- Internal Receipt
- Cost Center for bank charges.
21. Bills receivables process is required for Application  Manual setup Must Complex Y 06/03/2013
Al-Yusr, which need to attach additional configuration change
information on the invoice level for
Securitization and bank name.
Receipt to Asset
22. Asset Category segments will be 5 Application  Manual setup Must Easy Y 09/03/2013
Segments as follows: configuration change
- Major Category
- Minor Category
- Type (Spot/Lease)
- Brand (Toyota, GM...)
- Dep. Group
23. Salvage Value is not required --  Manual setup Must Easy Y 09/03/2013
24. Asset Location segments will be as Application  Manual setup Must Easy Y 09/03/2013
follow: configuration change
- Country
- City
- Branch
- Department
- Building
25. Asset Key will consist of: Application  Manual setup Must Easy Y 09/03/2013
 Chass number for cars configuration change
 Model number
Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
No. Change Description Type of Change Final Disposition Priority Complexity/Est Approved Date Decision
imated Effort (Y/N) Taken

 Plate car number


 Kind of vehicle
 Internal Asset number
26. Define Prepaid Expenses Book to manage Application  Manual setup Must Easy Y 09/03/2013
all prepaid expense item such as cars configuration change
Insurance.
27. Changing the cost center code Application  Manual setup Must Moderate Y 06/03/2013
automatically in case of changing asset personalization  Personalization
location
Asset to Depreciation
28. Prorate conversion: the depreciation Application  Manual setup Must Easy Y 11/03/2013
amount will be calculated starting from configuration change
next month
29. Depreciation check box: only concerned Application  Personalization Could Easy Y 11/03/2013
user have privilege to modify this check personalization
box
Sub Ledger Journal to Post
30. Disable journal reversals from GL for Application  Manual setup Must Easy Y 11/03/2013
Subledger Journals. configuration change
31. Subleger Journals will be summarized by Application  Manual setup Must Easy Y 11/03/2013
GL date when imported into GL. configuration change
Bank Statement to Cash
Reconciliation
32. Bank Charges account should be defined Application  Personalization Should Easy Y 16/03/2013
to capture bank charges for each personalization
transaction
33. Bank charges account created by the Application  Manual setup Must Easy Y 16/03/2013
accounting engine should be reflecting configuration change
the cost center, which assigned on the
receipt level.
34. Swift Code number is required in bank Application  Personalization Should Easy Y 17/03/2013
definition personalization
Cash Forecast to Bank
Transfer
35. Automatic sequence required for bank Application  Manual setup Must Easy Y 17/03/2013
transfer transactions configuration change
Budget to Approval
36. Budget control will be advisory and year Application  Manual setup Must Easy N 18/03/2013
to date. configuration change

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
No. Change Description Type of Change Final Disposition Priority Complexity/Est Approved Date Decision
imated Effort (Y/N) Taken

Intercompany Journal to
Post
37. I/C Suspense account is used to charge Application  Manual setup Must Complex N 18/03/2013
other sister companies that will allocate it configuration change
later on other accounts. Therefore it will
be defined in the new COA.
38. I/C transactions should be approved Application  Manual setup Must Moderate N 18/03/2013
from both parties to affect on the configuration change
financial data.
39. I/C Transactions that transfer in its due Custom extension  Customization Must Complex Y 18/03/2013
date to I/C holding company and interest
charges
40. Intercompany transactions types to be Application  Manual setup Must Easy Y 18/03/2013
defined as transaction types: configuration change
I/C Bank Accounts transfers
I/C Sales
I/C Purchases
I/C Charges
I/C Accruals
FA retirements with sister company
41. Define Alissa subsidiaries as customers Application  Manual setup Must Easy Y 18/03/2013
and suppliers to capture all transactions configuration change
between them.
Period End Close For
Financial Reports
42. Reverse methods for journals will be Application  Manual setup Must Easy Y 19/03/2013
enabled to use ‘Change sign’ option configuration change
43.

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Open and Closed Issues

Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

1 Calculate employee Incentives Alissa

2 Payments to suppliers via transfers from group -Create dummy bank account egabi/Alissa
-Manual journal bank adjustment.
Need to confirm this solution with
Alissa
3 Managing customer credit limit information -Decision required by Alissa to Alissa
solve this issue
4 Collections required by collectors on monthly basis -Decision required by Alissa to Alissa
solve this issue
5 There is a duplication in recording receipt one time in -Decision required by Alissa to Alissa
bank and another time on cash (needs changing solve this issue
process)
6 Asset replacement -Create dummy bank account egabi/ Alissa
-Retire an asset
-Add new Assets

Need to confirm this solution with


Alissa
7 Intercompany transactions solution is not determined Need another session egabi
(Manual or Automatic)
8 Consolidation will be done by GL or Hyperion -Decision required by Dr.Ashraf to Alissa
Financial Management solve this issue
9 A tool for creating reports for subledgers Oracle BI Alissa

10 Choosing the right budgetary control for Alissa -Decision required by Dr.Ashraf to Alissa
(None, Advisory & absolute) is still not determined solve this issue
11 The company did not determine if the budget will -Decision required by Dr.Ashraf to Alissa
record based on departments or accounts solve this issue
12 Asset location segment structure not confirmed till -Decision required by Alissa to Alissa
now (See point 24) solve this issue

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )
Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

Change Catalog 4 of 16
File Ref: 413636019.doc (V.1 )