Software Requirements

Specification
A p p l i c a t i o n : Business Trip Application

Ve r s i o n 1 . 0 . 0

This document provides System Requirement Specification for Business trip

Synopsis
Application
Author(s)
Version 1.0
Date
Location

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 VERSION CONTROL

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Description:

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TABLE OF CONTENTS
Introduction......................................................................................................................................................4
Purpose.............................................................................................................................................................4
Scope................................................................................................................................................................4
Key Application Features.................................................................................................................................5

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Introduction

Mitsubishi has decided to automate their Business Trip Approval System for the
Business trips applied by their employees and approved by their respective
managers and CMD if required. This is being developed with e-enable technologies
pvt ltd on Lotus Notes

Purpose

The purpose of this document is to establish both detailed functional and technical
system requirements for Business Trip Approval System application and to document
system boundaries in accordance with current business requirements.

This document also serves to facilitate communication between business users and
technical developers and serves as the basis for system design and testing.

Scope
The brief scope of this project is as mentioned below: -
• System is basically a business trip tracking system for the trips
applied by Mitsubishi employees

• System keeps track of the application form submitted by the

employee and the stage where the application is currently

• System provided work flow management for the trip application

from the employee bin to the final approval/rejection bin

• System also provides certain views required by the user to view the
current status of the application.

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Key Application Features

Business Trip Application will be used to follow proper channel / workflow for the
approval of Official Trips.

1. The Application would allow the employees the submit application for a
business trip using their Lotus Notes

2. Application would support business trip approvals for domestic & international
purposes

3. Two levels of approvals are required for any business trip to be approved.

4. Designated approvers would have the authority to approve/reject the trip

application. Trip application can be rejected by any of the approver.

5. Rejected trip application would not move to the higher authority for any further
approvals

6. International trip would compulsorily be approved by the CMD. In such

scenario application moves from the first approver to CMD directly.

7. E-Mail notification is sent to the applicant with the status of the application
being rejected & approved along with the approver’s name

8. Mails for finally approved business trip are automatically sent to applicant and
finance department

9. Mails sent to the persons would have a link contained in the mail. User needs to
click the available link to look for the contents

10. Once the applicant is back from the business trip, applicant would submit the
expenses incurred in a file. An E-mail notification is parallel sent to both of the
approvers along with the document submitted. The approvers can look at the
expenses incurred by the applicant during the trip.

11. Application provides the functionality to submit the trip expenses in a

word/excel file against the approved trip application.

12. Once the Settlement form has been filled up for the expenses, the complete
details are displayed to the user displaying the balance amount to be finally
reimbursed.

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13. Print facility is provided for the Settlement form to be printed

14. Application can have any of this following status –

• Pending
• Rejected
• Approved

15. Submitted Application would go to the employee respective manager for his
approval as mentioned in the employee database

16. Applicant can look at the status of the application form at any stage.

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