Electronic Bank Statement Upload & Processing (BSUP) (BSS)

Project Description

Request was initiated by Mari Prinsloo for implementing an integrated process for electronic bank deposits.

The existing manual procedures for processing payments received via various payment methods into the physical bank accounts of various business units at North-West University (NWU) is tedious and complex. The scope of the process has a negative influence on customer service because of the turnaround time to complete tasks. The processing overhead causes delays in tracing unallocated transactions which in turn causes an increase in reconciliation-related issues.

Additional concerns include the quality and correctness of data due to the manual nature of the process, a duplication of work efforts from source to receipting in the receipting systems and no standardized process between different campuses and / or business units.

To assist in addressing these issues NWU are looking into the development of a business solution in the form of a Bank Statement Upload and Processing tool.

Documents

No documents at this time.

Project Progress

100%

Project Timing

  • Start
    Jan 05 2015
  • End
    Dec 15 2016

01/05/2015 12/15/2016

100%

Overall Project Completion

  • 20%
  • 60%

100%

  • 40%
  • 80%

1. Phase 1 - Analysis Efforts Complete 100% Tasks 7 / 7

100%
Description

This phase includes the analysis efforts required to determine the business and solution requirements. That includes the AS-IS vs TO-BE and Gaps Analysis as well as:

understanding enterprise problems and goals,
• analyzing needs and solutions,
• devising strategies,
• driving change, and
• facilitating stakeholder collaboration

 

7 of 7 completedTasks

  • Project Initiation
  • Business Analysis Planning & Monitoring
  • Enterprise / Strategy Analysis
  • Elicitation & Collaboration
  • Requirements Life Cycle Management
  • Requirements Analysis & Design Definition
  • Solution Evaluation

2. Phase 2 - Vendor Proposals Complete 100% Tasks 3 / 3

100%
Description

This phase involves sourcing proposals from various NWU development partners for the solution development as determined by the analysis efforts and requirements established during Phase 1.

It includes sourcing proposals, formal review of proposals and a decision on who the preferred vendors will be for the development of the proposed business solution.

3 of 3 completedTasks

  • Request and Source Vendor Proposals
  • Review Vendor Proposals
  • Decision and Award Proposals

3. Phase 3 - Solution Development Complete 100% Tasks 10 / 10

100%
Description

This phase includes all the work efforts related to the development efforts of delivering the proposed business solution to NWU. The development work has been broken up into sub-phases – each pertaining to specific features. The end date of this project is based on the delivery of sub-phase 1 as outlined below:

# Dev P1: Core Functionality and Student Transactions

This will broadly include the following functions:

  • Upload Process
  • Search / View History Upload Instance
  • Bank Accounts
  • Business Units
  • Security CRUD
  • Business Rules CRUD
  • Upload File Configuration
  • Receipting
  • Reportings

# Dev P2: International athletes and NWU employees

# Dev P3: Diverse debtors

# Dev P4: Bursaries and student loans

# Dev P5: Diverse receivings

 

 

10 of 10 completedTasks

  • Project Kickoff and start-up
  • Setup and Configuration
  • EBS upload
  • Transaction Processing
  • Transaction Listing/Display
  • Transaction Interaction
  • Receipting
  • Communication
  • Reporting
  • Auditing

4. Phase 4 - Solution Implementation and GO-LIVE Complete 0% Tasks 0 / 0

0%
Description

Project Discussion 8 Responses to Electronic Bank Statement Upload & Processing (BSUP) (BSS)

  1. Based on the business needs that are now considered a prerequisite for go live the following:

    > Changes made to VSS Receipts to carry additional receipting source
    > Changes made to associated reports to empower recons
    > Integration changed to handle above needs
    > KFS Origin added for GL entries

    > Deployment containing these changes is expected in the coming week after which final UAT will be conducted for go-live

    November 18, 2016 at 8:09 am
    JEAN RAATH
  2. The Potch Campus business owner made the decision to postpone implementation due to certain recon related concerns. A number of additional requirements have also come up although all of these were initially identified to be out of scope. Development teams are pushing for 1st of November but implementation depends on the business.

    October 24, 2016 at 5:59 pm
    JEAN RAATH
  3. Feedback:

    UAT is ongoing – some functional improvements needed to be made and we’re awaiting full testing of said improvements
    Campus closures have influenced availability of end users needed in UAT
    Discussions ongoing on implementation plan ~ business need to clarify some roles and process workings

    September 22, 2016 at 11:17 am
    JEAN RAATH
  4. Some summarized feedback:

    > Development efforts are one sprint away from completion
    > Additional business requirements have added complexity which we are addressing
    > Full UAT to commence mid-August after which a decision will be made by business about which processing accounts to go live with
    > A parallel implementation is planned for start of September

    August 5, 2016 at 3:49 pm
    JEAN RAATH
  5. Some summarized feedback:

    > Development efforts are progressing well and we’re confident of delivering on MVP (minimum viable product) by the start of the second semester
    > A number of cross-project development areas have always been addressed in as part of the efforts on BSUP which should have a positive impact on a strategical front
    > A demo to the larger stakeholder group is planned for the first weeks of June

    May 24, 2016 at 7:20 am
    JEAN RAATH
  6. Development on the project has commenced and is currently halfway through Sprint 2. First minor release is planned for 18/2/2015 as per the agile methodology approach.

    February 12, 2016 at 1:25 pm
    JEAN RAATH
  7. Ongoing analysis will be a natural part of this project due to the nature of our development methodology. We’ve finalized the business owner / PO and the project kick-off meeting takes place in Cape Town in the second week of January after which development efforts will commence.

    December 18, 2015 at 8:15 am
    JEAN RAATH
  8. The development efforts for this project have been awarded to OpenCollab based on their solution proposal. Development efforts will commence at the start of 2016.

    November 5, 2015 at 11:20 am
    JEAN RAATH

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