Integrated Central Banking System Central Accounts Management

Software Requirement Specification Document

ICBS – Central Accounts Management System

Royal Monetary Authority

Version 1.3

06/01/2007

Document Number: ICBS/CAM/STDSRS/SRS-CAM-003

:

CAM – SRS Ver. 1.3 / Page 1 of 139

Integrated Central Banking System Central Accounts Management

Notice:

This document and any revised pages are subject to document control. Please keep them up-to-date using the release notice from the distributor of the document.

This is a hard copy of a document maintained on electronic media. It may not be the latest version. Ascertain the latest version from the Document Master List available with the Project Leader.

Authored byMr. Rajarshi Roy Date: 15-05-2005

Updated byMr. PradipDuttaDate: 30-06-2006

Mr. Chirantan MukherjeeDate: 30-06-2006

Mr. Somnath LahiriDate: 30-06-2006

Revised byMr. Chirantan MukherjeeDate: 06-01-2007

Revised byMr. Somnath Lahiri Date: 10-10-2007

Approved by ______Date:

Authorized by______Date:

DOCUMENT RELEASE NOTICE

Notice Number: ICBS/SRS/ CAM/1/3

Client: Royal Monetary Authority

Project: ICBS - CAM

Document Details : Software Requirement Specification for Central Accounts Management System

Name / Version No. / Description
Software Requirement Specification Document / 1.3 / Software Requirement Specification for Central Accounts Management System

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  • These are confidential documents. Unauthorised access or copying is prohibited.

Approved by: Date:

Authorised by: Date:

CAM – SRS Ver. 1.3 / Page 1 of 139

Integrated Central Banking System Central Accounts Management

DOCUMENT REVISION LIST

Notice Number:

Client: Royal Monetary Authority

Project : ICBS - CAM

Document Name : Software Requirement Specification for Central Accounts Management System

Release Notice Reference (for release):

Rev.
No / Rev.
Date / Revision
Description / Page
No. / Prev.
Page
No / Action
Taken / Agenda /
New page / Release
Notice
Ref.
1.
2.
3.
4.
5.
6.
7. / 06/01/2007
06/01/2007
06/01/2007
06/01/2007
06/01/2007
06/01/2007
06/01/2007 / BK Account Mapping
FOREX Reverse Voucher
Budget Release/ Receipt
Prepare Holding Rate, Revaluation Voucher
Sale of Bullion
Telex/SWIFT Messaging
FOREX Reserve Type Master / 21
67
80
88,92
97
100
28 / Removed
Removed
Removed
Removed
Removed
Removed
Removed / The functions are handled using Currency Master and a configuration table.
Reverse Voucher performs the functions of this interface. There are ‘Reverse’ buttons in BK Vouchers also.
The function is handled in AAMas per Section 3.1.2.1 of AAM SRS 1.3
Merged with Table of Conversion
Handled through BK01
Business Owners do not require this
No usage in CAM. Will be done in RMM (Ref. Section 3.1.1.1.1 and 3.1.1.1.2 of RMM SRS Ver. 1.2) / As per revised design.
As per revised design.
As per revised design.
As per discussion.
As per discussion.
As per discussion.

TABLE OF CONTENTS

1INTRODUCTION

1.1PRODUCT PERSPECTIVE

1.2SCOPE

1.3DEFINITIONS, ACRONYMS AND ABBREVIATIONS

1.4REFERENCES

1.5OVERVIEW

2GENERAL DESCRIPTION

2.1PRODUCT PERSPECTIVE

2.2PRODUCT FUNCTIONS

2.3USER CHARACTERISTICS

2.3.1System Analyst

2.3.2System and Database Administrator

2.3.3Maintenance Team

2.3.4End User

2.4GENERAL CONSTRAINTS

2.5ASSUMPTIONS AND DEPENDENCIES

3Specific Requirements

3.1Description of Functions Covered

3.1.1CAM Master set-up and Configuration

3.1.1.1Currency Master

3.1.1.2Commemorative Coin Master

3.1.1.3Contact Master

3.1.1.4Dispatch Document Master

3.1.1.5Contact Account Master

3.1.1.6Bill Calendar

3.1.1.7Holding Rate Master

3.1.1.8Buying/Selling Rate Master

3.1.1.9Financial Year Master

3.1.2Transactions

3.1.2.1Staff Salary Saving

3.1.2.1.1Internal Deposit

3.1.2.1.2Withdrawal

3.1.2.1.3Deposit (Cash/Cheque)

3.1.2.1.4Calculate Interest

3.1.2.2Ngultrum Vouchers

3.1.2.2.1General Transaction (Nu)

3.1.2.2.2Reverse Voucher (Nu)

3.1.2.3Foreign Currency Accounting

3.1.2.3.1General Foreign Currency Voucher

3.1.2.3.2General Ngultrum Voucher

3.1.2.3.3Debit Advice Voucher (BK01)

3.1.2.3.4FOREX Receipt Voucher (BK02)

3.1.2.3.5Currency Swapping Voucher (BK07)

3.1.2.3.6FOREX Purchase Voucher (BK08)

3.1.2.3.7Process FOREX Sale Voucher (BK09)

3.1.2.3.8FOREX Settlement Voucher (BK10)

3.1.2.3.9Note Serial Number Tracking

3.1.2.4Discount Bill

3.1.2.4.1Sale of Discount Bill

3.1.2.4.2Redemption of Bill

3.1.2.5Interest Accrued/Received From Bank

3.1.2.5.1Interest Received From Bank

3.1.2.5.2Investment Information

3.1.2.5.3Interest Accrual

3.1.3Bank Reconciliation

3.1.3.1Bank Reconciliation (Nu)

3.1.3.2Bank Reconciliation (FC)

3.1.4Foreign Currency Revaluation

3.1.4.1Table of Conversion

3.1.5Issue Division Transactions

3.1.5.1Currency Chest Transaction

3.1.5.1.1Deposit

3.1.5.1.2Withdrawal

3.1.6Day End Process

3.1.6.1Day End Process

3.1.7Annual Closing of accounts

3.1.7.1Provisional Account Closing

3.1.7.2Final Account Closing

3.1.7.3Year End Voucher for AAM

3.1.7.4Year End Nu. Voucher for CAM

3.1.7.5Year End FC Voucher for CAM

3.1.8Reports

3.1.8.1Cash Book

3.1.8.2Bank Book

3.1.8.3Journal Register

3.1.8.4Currency-wise Journal Register

3.1.8.5Certificate of Cash Balance

3.1.8.6General Ledger

3.1.8.7Currency-wise General Ledger

3.1.8.8Sub-Ledger

3.1.8.9Trial Balance

3.1.8.10Currency-wise Trial Balance

3.1.8.11Income and Expenditure Statement

3.1.8.12Schedules of Income and Expenditure Statement

3.1.8.13Balance Sheet

3.1.8.14Schedules of Balance Sheet

3.1.8.15Monthly Statement: Domestic Commercial Banks

3.1.8.16Monthly Statement: Government Agencies

3.1.8.17Salary Journal Register

3.1.8.18Salary Account Balance Statement

3.1.8.19Voucher Printing

3.1.8.20List of Vouchers

3.1.8.21Denomination Summary

3.1.8.22Denomination Details

3.1.8.23Bill Calendar

3.1.8.24Details of Sale

3.1.8.25Details of Outstanding Amounts

3.1.8.26Prepaid Interest Expenses

3.1.8.27Nu Bank Statement

3.1.8.28Nu Bank Reconciliation

3.1.8.29Nu Daily Reconciliation Statement

3.1.8.30Nu Monthly Reconciliation Statement

3.1.8.31FC Bank Statement

3.1.8.32FC Bank Reconciliation

3.1.8.33FC Daily Reconciliation Statement

3.1.8.34FC Monthly Reconciliation Statement

3.1.8.35Nu Not Responded by RMA

3.1.8.36Nu Not Responded by Bank

3.1.8.37FC Not Responded by RMA

3.1.8.38FC Not Responded by Bank

3.1.8.39Year End Journal Statement

3.1.8.40Year End Trial Balance

3.1.8.41Year End Income & Expenditure Statement

3.1.8.42Year End Balance Sheet

4Interface Requirements

4.1General

4.2Interaction with other modules

4.2.1Interaction with FOREX Operations Module

4.2.2Interaction with Administrative Accounts Module

4.2.3Interaction with Currency Management Module

4.2.4Interaction with Reserve Management Module

4.2.5Interaction with Statistical Information Module

4.2.6Interaction with FIRMA

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Integrated Central Banking System Central Accounts Management

1INTRODUCTION

1.1PRODUCT PERSPECTIVE

Under the RMA act 1982, the RMA acts as banker to government and banks. In order to shoulder the responsibilities, the Banking Division of the RMA is entrusted to execute daily transactions with the commercial banks and the government and provides depository services with international financial institutions.

The ultimate goal of the Central Accounts Module (CAM) is to strengthen the central accounts operational capacity by allowing an efficient recording, computation and retrieval of required accounting information by authorized users and managers and decision makers at any point of time.

1.2SCOPE

The typical CAMS process includes the following phases:

  1. Master files
  2. Ngultrum Accounting
  3. Bank Cheque Maintenance
  4. Staff Saving Scheme
  5. Foreign Currency Accounting
  6. Foreign Currency Revaluation
  7. Bank Reconciliation
  8. Regular Reports
  9. Account Statements
  10. MIS/Time Series Reports
  11. Linkage with other modules

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Integrated Central Banking System Central Accounts Management

1.3DEFINITIONS, ACRONYMS AND ABBREVIATIONS

A list of abbreviations used in this document is given below:

ADM / Administration Division
AIMS / Asset and Inventory management Systems
BD / Banking Division
FISD / Financial Institutions Supervision Division
FM / Financial Manual 1998
FxRMD / Foreign Exchange and Reserve Management Division
IAD / Internal Audit Division
IDS / Interview documents
ID / Issue Division
RMS / Reserve Management Unit
REM / RMA Expenditure Manual
RFP / Request for Proposal of RMA
RPM / RMA Procurement Manual
RSD / Research and Statistics Division
SRS / Software Requirement Specification
CAM / Central Accounting Module
CMM / Currency management Module

1.4REFERENCES

This SRS has been prepared based on the preliminary study conducted by IT Division of RMA, current computerized system and Discussion with the business owners. Some of the references for this document are as follows:

1RFP

2FM – Procurement manual 1998

3Accounting Manual- Appendix H1

4Preliminary Software Requirement Study Document prepared by Mr. Jambey Tshering

5CAM SRS- ICBS/AAM/STDSRS/SRS-CAM-001

6Interview documents

7Various inputs gathered from various Banking and other related divisions

8Existing computerized accounts system

  • Central Accounts
  • Staff Salary Saving
  • Foreign Currency Account
  • Bank Reconciliation
  • Foreign Currency Revaluation

1.5OVERVIEW

This document is organised into two sections excluding this section.

Section 2 - General Description describes the functionality of the Central Accounts Management System. The details specified are:

Product Perspective

  • CAM Product Functions
  • CAM User Characteristics
  • CAM General Constraints
  • CAM Assumptions and Dependencies

Section 3 - Specific Requirements provides a detailed description of the functions of the CAMS in terms of:

  • Inputs
  • Processing
  • Outputs

Section 4 – Interfaces with other modules are also described

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Integrated Central Banking System Central Accounts Management

2GENERAL DESCRIPTION

2.1PRODUCT PERSPECTIVE

The ultimate goal of the Central Accounts Module (CAM) is to strengthen the central accounts operational capacity by allowing an efficient recording, computation and retrieval of required accounting information by authorized users, managers and decision makers at any point of time.

This module will also have interfaces with other functional areas of ICBS such as Administrative Accounts Module, Currency Management Module, and Foreign Exchange Operation Module etc. The major functions under CAM module are as below:

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Integrated Central Banking System Central Accounts Management

Note: AMM = Administrative Account Module, CMM = Currency Management Module, FOM = Foreign Exchange Operation Module, SIM=Statistical Information Module, FIRMA=Financial Institutions Ratio Management Analysis, RMM=Reserve Management Module

2.2PRODUCT FUNCTIONS

The different functions of the CAM module are:

  1. Master files
  2. Ngultrum Accounting
  3. Bank Cheque Maintenance
  4. Staff Salary Saving
  5. Bank Reconciliation
  6. Foreign Currency Accounting
  7. Interest Receipt
  8. RMA Bills
  9. Revaluation
  10. Budget Release
  11. Currency Chest Transaction
  12. General Reports
  13. MIS/Time Series Reports
  14. Linkage with other modules

2.3USER CHARACTERISTICS

The users of the CAM module can be categorized as:

  1. System Analyst
  2. System and Database Administrator
  3. End Users

2.3.1System Analyst

  1. System Analyst is fully responsible to conduct periodical system requirements study and come up with proposal.
  2. Also responsible to conduct gap analysis, draw up SRS, Design and communicate the same to programmers.
  3. Testing and approval
  4. Conduct system auditing
  5. Planning periodical training for users

2.3.2System and Database Administrator

The System and Database Administrator at RMA production site is responsible for the proper functioning of the complete system. His / her responsibilities can be summarized as follows:

  1. System start-up and shut-down
  2. Providing operational assistance to end users
  3. Creating new user accounts and deleting defunct user details while monitoring system usage
  4. Allocating hardware and computer time
  5. Ensuring satisfactory performance of all hardware
  6. Periodic backing up of information to prevent data loss / corruption
  7. Maintaining the system data to ensure data integrity and security
  8. Establishing and applying data recovery norms
  9. Maintenance of master data
  10. Executing batch jobs, if any
  11. Executing batch report printing
  12. Implementing program enhancements at the production sites

For performing these duties, the System and Database Administrator should be conversant with Linux, Oracle, JSP, Serves, Jonas Apps Server, EJB, Windows, and Eclipse IDE and should be knowledgeable about the design of the database, the organization of the data objects and the relationships between the different data objects. Further, the Administrator should have the ability to carry out basic trouble-shooting activities.

2.3.3Maintenance Team

DBA/Programmers at the RMA IT Division will carry out all maintenance work. They are also responsible for the preparation of any ad-hoc queries / reports required for operational purposes after the system is implemented. For carrying out these activities, they should be conversant with the database design, three-tier configuration, and interface details.

The responsibilities of the analyst are as follows:

  1. Basic trouble shooting for software
  2. Ad-hoc report / query preparation
  3. Developing, testing, and documenting applications
  4. Consolidating data received from various units
  5. Assessing new requirements
  6. Maintaining the application software
  7. Data backup/Restore and security responsibilities
  8. Application and network error logbook maintenance

The DBA/Programmers should be conversant with Linux, ORACLE, JSP, Servlets, Core Java, DOS, Windows, and the CAM module.

2.3.4End User

The end users’ main responsibility will be transaction data entry and modifications. Also, their work will be initiation of batch processes and generation of reports. The end users’ jobs can be summarized as follows:

  1. Transaction data-entry
  2. Updating / Modification
  3. Report generation
  4. Maintain Application logbook

End users should be conversant with the functionality of the CAM Module.

2.4GENERAL CONSTRAINTS

The following issues need to be resolved or decided upon:

Report formats need to be frozen before the completion of HL design

Inter Connectivity with the SWIFT system (Import/Export of Data from Swift to CAM and vice versa, is not required)

2.5ASSUMPTIONS AND DEPENDENCIES

  1. All users are assumed to be equipped with GUI terminals.
  2. All master data entry will be undertaken jointly by RMA.
  3. All CAM users have undergone user training.
  4. Reports which are not freeze must be freeze before the completion of High level design.
  5. All the data requirement section given in all process will be given during the High level design stage
  6. Input parameters for report needs further discussion with the end users.

3Specific Requirements

The details of the functionalities and major use case covered in the CAM module are:

  1. Master File Maintenance
  2. Ngultrum Accounting
  • Normal Voucher Preparation
  • Normal Voucher Authorization
  • Reverse Voucher Preparation
  • Reverse Voucher Authorization
  • Process Journal Report
  1. Staff Salary Saving
  • Withdrawal of salary
  • Deposit
  • Interest Calculation
  1. Bank Cheque Maintenance
  • Record new cheque book
  • Control Cancel Cheque
  1. Bank Reconciliation
  • Bank Statements Entry
  • Bank Statements Authorization
  • Reconcile accounts
  1. Foreign Currency Accounting
  • Normal Voucher Preparation
  • Normal Voucher Authorization
  • Normal Reserve Voucher Preparation
  • Normal Reverse Voucher Authorization
  • BK01 Voucher Preparation
  • BK01 Voucher Authorization
  • BK02 Voucher Preparation
  • BK02 Voucher Authorization
  • BK03 Voucher Preparation
  • BK03 Voucher Authorization
  • BK04 Voucher Preparation
  • BK04 Voucher Authorization
  • BK07 Voucher Preparation
  • BK07 Voucher Authorization
  • BK08 Voucher Preparation
  • BK08 Voucher Authorization
  • BK09 Voucher Preparation
  • BK09 Voucher Authorization
  • BK10 Voucher Preparation
  • BK10 Voucher Authorization
  1. Revaluation
  • Forex Holding Rates
  • Prepare Table of conversion
  • Generate Revaluation Vouchers
  • Revaluation Journal
  1. Linkage with other modules
  • Issue Division
  • Forex Division
  • Personnel and Administration Division
  • Research and Statistical Division
  • Financial Institution Supervision Division
  • Payment and Settlement System
  1. General Reports
  2. MIS/Time Series Reports

3.1Description of Functions Covered

Given below are functions along with their descriptions.

3.1.1CAM Master set-up and Configuration

This function maintains setup/configuration master used by this module. This is the first function that users must carry out during the initial setup of this module at proposed installation site. The generic setup parameters are likely to be organisation name, address, financial year, number format, currency format, number of decimal places, voucher initial values (both for Local Accounts and Currency Accounts etc.

Following are the masters from AAM module, which are in common with the CAM module

  • General Ledger Class
  • General Ledger Group
  • General Ledger Sub Group
  • General Ledger
  • General Ledger Sub Head
  • General Ledger Head Type
  • General Ledger Sub Head Type
  • Bank master
  • Bank Branch Master
  • Bank Account
  • Chequebook Master
  • Cancellation of Cheque
  • Transaction Type
  • Schedule Type
3.1.1.1Currency Master

Description

This function maintains details of various currencies. The currency master links two GL Codes with every Currency for the GL Codes that will be affected on the ledger/final accounts for mixed currency transactions. Note that bullion (gold and silver) will also be treated as currency as their nature in transaction is same as other currencies. The only difference is that apart from the value these will have a stock also (not maintained through this screen). For every currency the details of their applicable denominations will be maintained in the detail section.

Actors or Participants

User of Banking Division

Pre Conditions

N/A

Exception

  • The currency master will also maintain Ngultrum (Nu), the default currency. This being the local currency and will not be initiated in any mixed currency transactions, no GL Codes need to be linked with ONLY this currency.
  • Even for bullion the detail for denomination is mandatory/required. Each ‘denominations’ of bullion like 10 gms Gold Bar, 20 gms Gold Bar, are treated as separate currencies to provide flexibility of the system to allow different rates (holding/buying/selling) for different ‘denominations’ of Bullion.

Screen Layout

Inputs

The contents of Currency Master data store are:

Currency Code* / Currency Code e.g. 00-Ngultrum, 01-Dollar, 02-British Pound
Currency Abbreviation* / Currency short name like Nu, USD, GBP
Currency Name* / Currency Name e.g. US Dollar
Bullion* / If Bullion then Y
Local* / To mark which currency is the local, it will be against Nu only. This mark will be internally used (in queries) for transactions where only foreign currencies are applicable.
Our Account * / When this currency is involved in mixed currency transaction the logical FC value will be debited/credited against this account Eg. OUR USD, OUR GBP
FC Account* / When this currency is involved in mixed currency transaction the actual currency value will be debited/credited against this account, only if the transaction mode is Cash.E.g. CASH IN HAND USD, CASH IN HAND GBP etc.

Inputs for detail

Code* / Denomination Code Eg. Rs. 5 Rupee Note
Abbreviation* / Denomination short name Eg. 5
Name* / Denomination Name e.g. Five Rupee Note
Multiplicity Factor* / This is to signify how many units of that currency this denomination is for. This field is useful for calculations (in total value etc) against denomination usage.
Active / Whether this denomination is active. In case a particular denomination is taken off. It has to be marked as Inactive. (Eg. One Rupee Note for INR)

Data Store