Automated Invoice Processing System

1. Requirements gathering

1.1. Objectives: 1 . Understand the current manual i nvoice processing workflow. 2 . Identify pain points and i nefficiencies in the existing process. 3. Gather requirements from stakeholders for the automated system.

1.2. Activities: 1. Conduct stakeholder interviews with staff involved in invoice processing. 2. Analyze current process documentation and systems. 3. Document business objectives and goals for the automated system.

1.3. Estimations: 1. Duration: 2 weeks 2. Resources: BA Team

1.4. Resources: Business Analyst (Lead and Team) to initiate the requirements elicitation process.

2. Analysis and Solution Design

2.1. Objectives: 1. Analyze gathered requirements and assess feasibility. 2. Design the architecture and workflow of the automated system. 3. Evaluate technology options for implementation.

2.2. Activities: 1. Analyze requirements and conduct feasibility study. 2. Design the system architecture, including data flow and integration points. 3. Evaluate software solutions or custom development options.

2.3. Estimations: 1. Duration: 3 weeks 2. Resource: Business Analyst (BA) team.

2.4. Resources: 1. Business Analyst (BA) to lead analysis and design activities

3. Development and Testing

3.1. Objectives: 1. Develop the automated invoice processing system according to design specifications. 2. Conduct thorough testing to ensure system functionality and accuracy.

3.2. Activities: 1. Develop the system features, including invoice capture, data extraction, and integration with accounting system. 2. Conduct unit testing, integration testing, and user acceptance testing (UAT).

3.3. Estimations: 1. Duration: 6 weeks 2. Resources: Development Team, Testing Team

3.4. Resources: 1. Development Team to build the system. 2. Testing Team to conduct testing activities.

4. Implementation Phase

4.1. Objectives: 1. Deploy the automated system into the production environment. 2. Migrate data from the manual system to the automated system. 3. Configure user roles, permissions, and settings.

4.2. Activities: 1. Deploy the system and configure production environment. 2. Migrate existing invoice data to the automated system. 3. Configure user roles and permissions based on business requirements.

4.3. Estimations: 1. Duration: 2 weeks 2. Resources: Business Analyst (part-time), IT Support

4.4. Resources: 1. Business Analyst (BA) to oversee implementation activities. 2. IT Support to assist with deployment and configuration.

5. Monitoring and Optimization

5.1. Objectives: 1. Monitor system performance and user feedback. 2. Identify areas for optimization and improvement.

5.2. Activities: 1. Monitor system performance metrics such as processing time and error rates. 2. Gather user feedback on system usability and effectiveness. 3. Implement optimizations and enhancements as needed.

5.3. Estimations: 1. It will be ongoing 2. Resources: Business Analyst (part-time), Development Team, IT Support

5.4. Resources: 1. Business Analyst (BA) to oversee monitoring activities and gather feedback. 2. Development Team and IT Support to implement optimizations.