將Oracle財(cái)務(wù)與支票打印程序集成以避免支付錯(cuò)誤

PAGEIntegrateOracleFinancialwithcheckprintingprogramtoavoidpaymenterrorApapersubmittedinfulfillmentoftherequirementsofthedegreeofBachelorofArtsTheInstituteofOnlineEducationBeijingForeignStudies北京外國(guó)語(yǔ)大學(xué)網(wǎng)絡(luò)教育學(xué)院學(xué)士學(xué)位論文誠(chéng)信聲明本人鄭重聲明：所呈交的學(xué)士學(xué)位論文，是本人在導(dǎo)師的指導(dǎo)下，獨(dú)立進(jìn)行研究工作所取得的成果。論文所涉及的項(xiàng)目為本人親自負(fù)責(zé)或者參與實(shí)施的項(xiàng)目。除文中已經(jīng)注明引用的內(nèi)容外，本論文不含任何其他個(gè)人或集體已經(jīng)發(fā)表或撰寫過(guò)的作品成果。本人完全了解本聲明的法律結(jié)果由本人承擔(dān)。學(xué)士學(xué)位論文作者簽名：日期：年月日

論文摘要中海石油崖城作業(yè)公司是一家以生產(chǎn)石油天然氣為主營(yíng)業(yè)務(wù)的能源公司。公司的海上氣田即崖13-1氣田位于三亞以南約九十公里處的海域。該氣田的天然氣年產(chǎn)量為35億立方米，所生產(chǎn)的天然氣由海上平臺(tái)經(jīng)海底管道分別向香港龍虎灘中華電力廠及三亞崖城處理中心輸送，用于發(fā)電和化肥的生產(chǎn)。崖城13-1氣田于1983年被發(fā)現(xiàn)，于1992年開始開發(fā)作業(yè)，并于1995年底開始正式向香港及海南省供氣。從崖城項(xiàng)目啟動(dòng)至2003年底，崖城作業(yè)公司由外方作為作業(yè)者，所有管理崗位均由外方擔(dān)任，所采購(gòu)的設(shè)備，備件和貨物也多數(shù)由國(guó)外進(jìn)口。隨著我國(guó)經(jīng)濟(jì)和技術(shù)的高速發(fā)展，越來(lái)越多的設(shè)備和備件可以使用國(guó)內(nèi)的同類產(chǎn)品。崖城作業(yè)公司也希望通過(guò)購(gòu)買國(guó)內(nèi)產(chǎn)品來(lái)降低成本，于是公司與越來(lái)越多的中國(guó)供應(yīng)商建立合作關(guān)系。 由于崖城作業(yè)公司財(cái)務(wù)系統(tǒng)是由外方設(shè)計(jì)引進(jìn)的純英文系統(tǒng)，中文信息包括供應(yīng)商名字須轉(zhuǎn)化成英文才能在該系統(tǒng)里錄入。由于各人拼寫習(xí)慣的差異，同一個(gè)中文供應(yīng)商被拼寫成不同的英文字母。于是系統(tǒng)出現(xiàn)幾個(gè)供應(yīng)商名實(shí)際是同一個(gè)供應(yīng)商的情況。另外，公司的中文支票打印程序的信息是手工輸入的，財(cái)務(wù)系統(tǒng)里的英文信息得不到有效應(yīng)用，出錯(cuò)機(jī)率大。財(cái)務(wù)部門提出此問(wèn)題，希望IT部予以解決。針對(duì)以上問(wèn)題，本論文設(shè)計(jì)旨在整合財(cái)務(wù)系統(tǒng)與公司的中文支票打印程序，實(shí)現(xiàn)信息共享,避免付款錯(cuò)誤。本論文的前期通過(guò)分析財(cái)務(wù)用戶提交的需求報(bào)告,召開用戶需求調(diào)研會(huì),并通過(guò)SWOT分析法來(lái)確定本項(xiàng)目實(shí)施方向。在中期的項(xiàng)目實(shí)施期間，通過(guò)深入了解了現(xiàn)有財(cái)務(wù)系統(tǒng)和支票打印程序的功能及不足，制訂了完善的改進(jìn)計(jì)劃。在每次對(duì)生產(chǎn)環(huán)境的財(cái)務(wù)系統(tǒng)修改之前，都有由財(cái)務(wù)人員參與的測(cè)試，以確保修改的可靠性。并在修改之后對(duì)財(cái)務(wù)用戶進(jìn)行了新增功能的培訓(xùn)。項(xiàng)目控制采用《項(xiàng)目活動(dòng)時(shí)間表》,《每周工作報(bào)告》，《定期項(xiàng)目進(jìn)度會(huì)》等評(píng)估形式確保計(jì)劃得到了有效執(zhí)行。在后期計(jì)劃評(píng)估部分，本論文通過(guò)對(duì)項(xiàng)目執(zhí)行前及執(zhí)行后庫(kù)存數(shù)據(jù)進(jìn)行數(shù)據(jù)對(duì)比分析。財(cái)務(wù)用戶對(duì)最終項(xiàng)目成果進(jìn)行了評(píng)定。經(jīng)過(guò)周密的分析及嚴(yán)格的執(zhí)行項(xiàng)目計(jì)劃，我們達(dá)到了項(xiàng)目的預(yù)期目的，經(jīng)過(guò)兩個(gè)月的項(xiàng)目執(zhí)行，整合了財(cái)務(wù)系統(tǒng)與支票打印程序,糾正了供應(yīng)商標(biāo)識(shí)號(hào)錯(cuò)誤，避免了將來(lái)出錯(cuò)的可能性,支票信息手工輸入次數(shù)從平均六次降低到一次。從而有效的消除了公司財(cái)務(wù)系統(tǒng)的隱患，防止了付款錯(cuò)誤，并提高了財(cái)務(wù)付款工作效率。關(guān)鍵詞：財(cái)務(wù)系統(tǒng)，支票打印程序，整合，付款錯(cuò)誤，手工輸入。AbstractThisdissertationpresentsadetailreportofaprojecttoavoidfinancialpaymenterrorbyintegratingFinancialSystemandcheckprintingprogram.Duetohistoricalreason,ourcompany’sfinancialsystemwasdesignedtouseEnglishlanguageonly.ItgeneratedpotentialproblemswhenthecompanytriedtomakepaymenttoChinesesuppliersasChinesecharactershavetobetranslatedintoEnglishinordertobeenteredintofinancialsystem.VariationinChinesespellingcausesnon-uniquesupplieridentitiesinthesystem.Meanwhile,alltheinformationwhichtheChinesecheckprintingprogramneedshastobemanuallyinputinsteadofbeingretrievedfromfinancialsystem.Thelikelihoodofmakinghumanerrorishigh.Itishypothesizedthatifwecanlinkourfinancialsystemwithcheckprintingprogram,alltheabovedeficiencieswillbeeliminated.Basedonthecustomerrequirementanalysis,aprojecthasbeencarriedout.FinancialsystemhasbeenconvertedtoallowChinesecharacterinput;Supplierinformationhasbeensortedoutandcorrected.Bankinformationhasbeenuploadedintofinancialsystemandfinancialsystemislinkedtocheckprintingprogramtoenableinformationsharingandminimizemanualinput.Asaresult,theprojectisprovedtobesuccessfulandachieveditspredefinedobjectives.Thepotentialriskshavebeensignificantlyreduced.Keywords:Financialsystems,checkprintingprogram,integration,paymenterror,manualinput.TableofContent1.Introduction 12.SummaryofPreliminaryResearch 22.1Problem 22.2 Problemanalysis 22.2.1．CurrentFinancialPaymentStatusanalysis 22.2.2．FinancialAccountPayablesUser’sProfile 32.2.3．NeedsandWantsAnalysis 33.ProjectHypothesis 54.Projectobjectives 55．ProjectRationales 56.ProjectDesign 66.1．Activitiesplannedtotakeplace 66.2．ACriticalpathanalysis 76.3．Peopleinvolvedandtheirresponsibilities 86.4．TimeScale 86.5．Costconsideration 96.6．RiskandProtectivemeasures 106.7．Monitoring 116.8．AProjectFramework 117.Projectimplementationandevaluation 117.1．Implementation 117.2．Evaluation 128.Projectfindingsanddiscussion 139.Conclusion 14Bibliography 16Appendix 17Appendix1-Activityplan 17Appendix2–CriticalPath 18Appendix3–ProjectWorkChecklist 19Appendix4–ProjectProgressGanttGraph 19Appendix5–ProjectFramework 21PAGE16IntegrateOracleFinancialwithcheckprintingprogramtoavoidpaymenterror1.IntroductionYachengOperatingCo.isthesubsidiaryofChinaNationalOilOffshoreCorporationwhichfocusesonoilandnaturalgasproductioninChinaoffshorearea.Yachenggasfieldwasoriginallydiscoveredin1983byanAmericanoilcompany,AtlanticRichfieldCorporation.Afteralongtermcustomerwasfoundandcontracted,theprojectofficiallystartedin1992.Whenthegasfieldputinproductionattheendof1995,oneprocessingplatformandonedrillingplatformwerebuilt.Meanwhile,778kilometerpipelinetoHongkongand91kilometerpipelinetoHainanprovincewerealsosetuptodeliverhighqualitynaturalgasandcondenseoiltocustomers.Aslongtermcustomerwasfound,YachengOperatingCo.hasrelativelystablerevenue.BasedonthecontractbetweenYachengandthecustomers,YachengOperatingCo.willsufferfromseverefineifstablenaturalgassupplycannotbeguaranteed.Therefore,thefocusofthecompanymanagementistomaintaintheconsistentandsmoothproductionratherthantodevelopanewmarket.Thecompany’sfinancialdepartmenthastheresponsibilitiestosupporttheproductionbymakingsureallrelatedinvoicesbebookedandpaidefficientlyandaccurately,transactionsberecordedcorrectlyandbyprovidingmanagementthecorrectfinancialreports.Nevertheless,currentfinancialcomputersystemhasanumberofdeficiencieswhichmightcauseseriouspaymentproblem.OnekeyissueisthefinancialsystemonlyallowsEnglishcharacters;noChinesecharacterscanbestored.ProblemariseswhenvariationinspellingcausesdifferentEnglishsuppliernamecreatedbasedonthesameChinesesuppliername.Anotherissueisthatfinancialinvoiceandpaymentsystemdoesnotlinkedwithcheckprintingprogram.Alldatathatcheckprintingprogramneedprovidedbymanualinput,whichmightcausedpaymenterrorwhenfinancialstaffmakesonelittlemistakeinheraverage132key-inactionseveryworkingday.FinancialdepartmenthasofficiallymadetherequesttoITdepartmentfortechnicalsolutions.AsanITengineerresponsibleforfinancialcomputersystemsupportandmaintenance,IstartedtoanalyzetheproblembyusingSWOTmethodandsearchforpossiblesolutions.Firstly,Ireadtherelevantbooksaboutthefinancialcontrolandunderstoodthesignificanceoftheproject.ThenIreviewedthefinancialsystemtechnicalreferenceandsearchedthetechnicalsupportwebsitestoexplorethepossibilities.Finally,Ireviewedseveralbooksabouthowtoconductaprojectsuccessfully.Itishypothesizedthatifwecanlinkthefinancialsystemandcheckprintingprogramtogether,wecaneliminatethepotentialproblemsandavoidpaymenterror.Bycarefulplanning,theprojectcanbedividedby4stagessequentially.Theyaredatabaseconversion,supplierinformationreorganizing,bankinformationuploadingandintegrationbetweenfinancialsystemandcheckprintingprogram.Theprojectinvolvedfinancialsupervisorresponsibleforinternalcontrol,financialstaffwhoisinchargeofsuppliersetupandfinancialstaffwhomakesthepaymentsandITengineerwhodoallthetechnicalimplementation.Theprojectlastedfor9weeksandfinallyachieveditsgoal.Duplicatedsuppliersnamewerefoundandcorrected.Manualinputincheckprintinghasbeenreducedtominimumlevel.2.SummaryofPreliminaryResearch2.1ProblemAstherapidevolvementanddevelopmentofnationalserviceindustry,wecangetincreasinglygoodservicesandmaterialslocallywithrelativelyinexpensivepriceandfastdelivery.Naturally,ourmanagementbegantoadoptalocalpurchasingpolicywhichmeanswepreferthelocalservicesandgoodsaslongastheyarecompetitive.ThisbroughtaboutsomechallengestoourfinancialcomputersystemasitwasdesignedandusedbyforeignpartnersanddonotacceptChinesecharacters.WethereforeimplementedChinesecheckprintingsoftwaretoprintoutChinesecheck.However,someproblemswerefoundrelatingtothefinancialsystemandcheckprintingprogram,suchasduplicatedChinesevendorandpaymentinformationmismatchbetweentwoprograms.Thiscaneasilycauseseriouspaymenterrorandaffectourcompanyperformance.AsIamresponsibleforfinancialcomputersystemmaintenance,thefinancialsupervisor,PollyPengwhoisinchargeoffinancialinternalcontrolapproachedmeforatechnicalsolution.2.2 Problemanalysis2.2.1．CurrentFinancialPaymentStatusanalysisAsourcompanyhasrelativelyfixedandstableincome,financialdepartmentmainlyfocusonaccurateandefficientAccountPayableservicessuchasinvoicereceivingandpaymentservicetosupportnormalproduction.Currently,therearetwocomputerprogramsinthepaymentprocess.Oneisinvoiceprocessingsysteminwhichvendorsaresetupandinvoicesarerecorded.TheotherprogramischeckprintingsoftwarewhichenablesChinesecheckprinting.Afterinvoicesarerecordedinthefinancialsystem,theyareprintedashardcopyandwaitingforapproval.TheinformationfromapprovedinvoicesisenteredagainintoChinesecheckprintingprogramtogeneratechecks.However,financialsystemcanonlyusesEnglishcharacterswhereasChinesecheckprintingprogramacceptbothEnglishandChinese.Thereisnocomputerdatalinkbetweenthesetwoprograms.2.2.2．FinancialAccountPayablesUser’sProfileUsersofAccountPayablescanbedividedintothreegroups,invoicegroupuser,paymentgroupandsuppliersetupgroup.Membersofinvoicegroupareresponsibleforinvoicerecordinginfinancialsystem.Thesupervisorofthisgroupwillapprovetheinvoicesandpassedtheseinvoicestopaymentgroup.Thereareonlytwostaffsinthepaymentgroup.Onethepaymentsupervisor,theotherispaymentstaff.Afterthepaymentstaffcompletesmarkingpaymentinfinancialsystem,shewritesdownthenecessarypaymentinformationandusestheinformationtoprintcheckincheckprintingprogram.Asfinancialsystemhasnolinktocheckprintingprogram,shehastore-entertheinvoiceandpaymentinformationincheckprintingprogram.Thesuppliersetupgroupconsistsofonestaffwhoisresponsibleforcreatingsuppliersinfinancialsystem.2.2.3．NeedsandWantsAnalysisFocusGroupTounderstandtherequirementsoffinancialcomputerusers,whicharemyinternalcustomers,Iinterviewedthefinancialsupervisor,PollyPeng.Sheclaimedthatfinancialusersfoundmultiplesupplierswhichinfactwerethesamesupplierwerecreated.Shewouldliketofindouthowithappened,whatconsequencesithadandwhatweshoulddotopreventitfromhappeningagain.Inanattempttobetterunderstandthesituationandimpact,wedecidedtoestablishafocusgrouptodiscussitfurther.ThemembersofthefocusgroupincludeDianaLifrominvoicegroup,LindaChenfrompaymentgroupandAnQinfromsuppliersetupgroup.PollyandIhostedthemeeting.Aquestionnairewaspreparedasfollowingtoguidethemeetingtohavein-depthdiscussiononcurrentissues.Whatfinancialinternalerrorswerefoundrecentlyincludingthemultiplesupplierproblems?Howdidithappen?Whatimpacthasithad?Whatactionsshouldwetaketoavoidithappeningagain?Whatwouldbetheimpactifwetakecertainaction?Thereweretwoparticularissuesdiscussedinthemeeting.Thefirstonewasmultiplesupplierproblem.ItiscausedbythemisspellingoftheChinesesupplier.WhenaninvoicefromChinesecompanywasloggedintoourOraclefinancialsystem,thesuppliernamehastobetranslatedintoEnglishnameasfinancialsystemdidnotallowChineselanguageinput.Asthevariationinindividualspelling,financialstaffmaywronglydiscoveredthatthesupplierwereanewone.Thenshesentarequesttocreateanewsupplieraccordingtoherspellingeventhoughtherewasasamesupplierexistinginthefinancialsystemwithslightlydifferentspelling.AscheckprintingsoftwarewasusingChineselanguageandindependentfromfinancialsystem,paymentweremadetocorrectChinesesuppliers.Nopaymenterrorswerefoundsofar.However,duetotheduplicatedsuppliersexistinginfinancialsystem,thetotalnumberofsupplierwasincorrect.Statisticsabouthowmuchamountpaidtocertainnumberofsupplierswaswrong.ThefinancialanalysisoninvoicepaymentrelatedtoChinesesupplierswasincorrect.ItisrequiredtoidentifyhowmanyChinesesuppliershavebeencreatedtwiceorevenmoreandtomakesuretheproblemwouldnotoccuragain.Possibleoptionsincludethatfinancialstaffcheckdifferentcombinationofspellingtoensurethereisnotsuchsupplierbeforecreatinganewone.However,thatcannotradicallygetridoftheproblem.FinancialdepartmentwouldlikeITtoprovideatechnicalsolutiontoeliminatetheproblempermanently.Thesecondissueisaboutthemanualinputofthecheckprintingprogram.Asthereisnolinkbetweencheckprintingandfinancialsystem.Allthepaymentandinvoiceinformationincluding,invoicenumber,invoiceamount,suppliername,supplier’sbankname,bankaccount,paymentmethodhavetobemanuallyenteredintocheckprintingprogram.Althoughthereisnopaymentmistakesoccurredsofar,thepossibilityishigh.Andonceittakesplace,itpostsgreatthreattocompanyimageandcouldleadtothelatedeliveryofnecessaryproductionmaterial.Ultimately,itcouldaffectourdailyproduction.FinancialdepartmenturgesITtoofferatechnicalsolutiontoavoidduplicateddatainputasallthisinformationhavealreadyexistedinfinancialsystem.Ifcheckprintingprogramcouldusethedatainfinancialsystem,thepossiblepaymenterrorcouldbeavoided.Insummary,financialdepartmentwantsITtoeliminatethepotentialpaymentproblemandfixtheduplicatedsupplierproblematthesametime.ASWOTanalysisInordertohaveaclearunderstandingofsituationandrequirements,weconductedaSWOTanalysisasfollowingincludingourstrength,weakness,opportunityandthreats.StrengthFinancialstaffsarehighlymotivatedandarewillingtoimprovethesituation.ITstaffunderstandsfinancialbusinessandITtechnology.Managementisveryclearabouttheimportanceoffinancialinternalcontrolandstronglysupportstheproject.Budgetisavailableforimplementingtheproject.WeaknessOurdailyproductionmaybeseriouslyaffectedwhenthevictimizedserviceproviderspostponeorcancelthedeliveryiftheydonotgetthecorrectpayment.Inaddition,maliciousemployeeorvendorsmayusethiscompanyfinancialdeficiencytoembezzlecompanyfundingandcausehugelosstoourcompany.OpportunityFirstly,internalcontrolisthebasicrequirementoffinancialdepartmenttoavoidunnecessaryfinanciallossandrisks.Secondly,ourparentcompanyChinaoffshoreOilCorporation(CNOOC)hasenteredintoTheNewYorkStockExchangemarketandbecomeincreasinglyglobalized.Betterinternalcontrolpromotescompanyimageandhelpstoincreaseourcompetitiveness.ThreatHighattritionrateinthecompanymaybringaboutdisruptionoftheprojectowingtotheabsenceofourkeyprojectmembers.Ascheckprintingfunctionislinkedtightlywithinvoiceprocessingsystem,checkcannotbeprintedoutiffinancialsystemfailstowork.Aswehaven’tusedfinancialsystembankaccountfunctionbefore,wedonotunderstandhowfinancialsystemhandlebankaccounts.Theprojectcouldfailifthewayfinancialsystemprocessbankaccountdoesnotmatchtherequirementsofcheckprintingprogram.3.ProjectHypothesisItishypothesizedthatifthefinancialsystemandthecheckprintingprogramcanbelinkedtogethersuccessfully,theproblemsaboutredundantsupplierandpossiblemismatchbetweenthetwosystemswillbesolvedthoroughly.4.ProjectobjectivesUsersinfinancialdepartmentreportedsomeproblemsoninvoicesandpaymentprocess.Redundantsupplierswerefoundinthefinancialsystem.Invoiceandsupplierdatahavetobere-enteredintocheckprintingprograminanefforttoprintchecks.Mismatchbetweenfinancialsystemandcheckprintingprogramwasalsofound.Therootoftheproblemstemsfrominconsistencyofthetwosystems.Andtheconsequencecouldbeserious.Therefore,theobjectiveoftheprojectistointegratethetwosystemsbyconvertingthefinancialsystemfromEnglishlanguagetoChinese-Englishduallanguageandlinkingthetwosystemstogether.Asaresult,theaboveproblemswillbeeliminatedpermanentlyandapositivecompanyimagewillbemaintained.5．ProjectRationalesInanattempttobetterunderstandtheprojectregardingtheprojectinitiative,projectmanagement,riskcontrolandimplementationmethod,Ireferredtothefollowingbooksandmagazineswhichisparticularlyhelpfultomyproject.1)CharlesT.Horngren,GaryL.Sundem,JohnAElliott(1998:192)claimedthatComputercanchangethecheckpointsofinternalcontrolbythefollowingaspects.Firstly,computercanaccomplishthefunctionsoftraditionalinternalcontrolmoreeffectively.However,thereliabilityandaccuracyofcomputerdatamustbecontrolled.TheControlTypeofcomputersystemincludes,Inputcontrol,ProcessingcontrolandOutputscontrol2)LeeJ.Krajewski&LarryP.Ritzman(1996:215)claimedthatprojectsareuniqueoperationshaveafinitelifespan.Networkplanningcanhelpinmanagingaproject.Itinvolves(a)describingtheprojectasasetofinterrelatedactivities,(b)diagrammingthenetworktoshowprecedencerelationships,(c)estimatingtimeofcompletionbydeterminingthecriticalpath,and(d)monitoringprojectprogress.Theyalsostatedthatcriticalpathfocusonthesequenceofactivitiesrequiringthegreatestcumulativeamountoftimeforcompletion.Delayincriticalactivitieswilldelaytheentireproject.Uncertaintyinactivitytimescanberecognizedbysecuringthreetimeestimatesforeachactivity,thencalculatingexpectedactivitytimesandvariances.3)PaulH.Walgenbach&ErnestI.Hanson&NormanE.Dittrich(1987:256)quotedthattoassistmanagementinplanningandcontrollingoperations,theaccountingsystemshouldbedependableandefficientandprovideameasureofsecurityforthefirm’sresources.Asystemwiththeseattributesprovidesanadequatemeasureofinternalcontrol.Theyalsostatethattheelementsofcontrolareimportanttoallaspectsofafirm’soperationsbuttheyareparticularlycriticalinestablishingmethodsofhandlingandaccountingformonetaryassets.Wethereforeconsiderfirstthegeneralfeaturesthataredesirableinanaccountingcontrolsystemandthenexaminecertainproceduresthatareespeciallyimportantinaccountingforandcontrollingcashtransactions.Theyalsopointedoutthatbookkeepingmachines,punched-cardequipment,andelectronicdataprocessingequipmentallpermitcertainproceduralcontrolsorhavebuilt-incontrolstoreducethepossibilityoferrorsandunauthorizedactions.Theautomaticfeaturesofsuchequipmentproducerecordsmoreerror-freeandlegiblethanthoseresultingfromamanualsystem.4)RobertAnderson(2001:128)saidthatYoucanenterinformationforbankaccountsforwhichyoursupplieristheaccountholder.Youthenassigntheseaccountstothesupplier.Payablesusesthisbankinformationwhenyoucreateelectronicpaymentsforyoursuppliers.BankaccountregionofthesupplierWindowsThebankaccountregionappearsfornewsuppliersitesafteryoursavethesuppliersite.Atanytime,youcanaddbankaccountsforasupplier.5)YangDaJun(2007:65)statedthatonlyifanenterprisecanintegrateallisolatedinformation,thepotentialofmanagementaccountingcanbemaximizedandthisintegrationmustreplyonERP,EnterpriseResourcesPlanning.6.ProjectDesign6.1．ActivitiesplannedtotakeplaceDetailactivityplanandapproachAftersomeinvestigationtotheproblem,Irealizedthattheproblemisrelatedtocomputersetupandcustomization,therefore,Iwilldothemajorpartofthework.Iwillalsoneedthecheckprintingprogramcompanytocustomizeitsproducttolinkittoourfinancialsystem.Certaincostisassociatedwiththeproject.Theprojectstagesbelowshoweachstepweneedtoperforminordertoachievetheprojectgoal.Pleaseseeappendix1.Stage1:ConvertthefinancialsystemfromEnglishtobilingualsystem1.1ConvertthedatabaseintoChinese-EnglishbilingualsystemIneedtoshutdownthedatabaseforfinancialsystem.Afterthat,Iwillbackupthedatabasetopreventanyproblemoccurredinconversion.ThenIwillissueadatabasecommandtoconvertthedatabase.Finally,Iwillrestartthedatabaseanddosomepreliminarycheck.1.2UsertestthedatacorrectnessandChinesecharacterinputinthefinancialsystemUserneedtomakesurethattheinvoicedataafterconversionisstillcorrect.TheyalsoneedtocheckiftheycaninputChinesecharacters.Stage2:Organizethesupplierinformation2.1GettheChinesesupplierlistfromfinancialsystemandworkwithfinancialdepartmenttodecidetheredundantsuppliersInordertoremovetheredundantsuppliers,Iwillgenerateasupplierlistfromthefinancialsystemandaskfinancialdepartmenttoreviewthelist.Theyneedtodecidewhichsupplierisvalidandwhichsupplierisredundantandshouldbedisabled.2.2Disabletheredundantsuppliersinfinancialsystem.Basedonthelistprovidedbyfinancialdepartment,Iwillmakeacomputerprogramandrunittodisabletheredundantsuppliersinthefinancialsystem.2.3ChangetheEnglishsuppliernametoChinesesuppliernameforChinesesuppliersFinancialdepartmentwillprovidealistofcorrectChinesesuppliername.IwillusethelisttoupdatefinancialsystemtoreplacethecorrespondingsupplierEnglishnameswithChinesenames.Stage3:Uploadthebankinformationtofinancialsystem3.1UnderstandthedatastructureofbankinformationinfinancialsystemAlthoughIknowthatthefinancialsystemcanhandlebankinformation,IneedtostudythedatastructureandrulesthoroughlybeforeIcanfillthesedatain.3.2RetrievethesupplierbankinformationfromcheckprintingprogramThesupplierbankinformationwhichresidesincheckprintingsystemmustberetrieved.Afterthat,Iwillchecktheinformation.3.3Organizethesupplierbankinformationanduploadthemintofinancialsystem.Supplierbankinformationinfinancialsystemandcheckprintingprogramareorganizeddifferently.Therefore,Ineedtore-organizetheinformationtomakeitsuitableforfinancialsystemandthenImakeandrunascripttouploadthesedataintofinancialsystem.Stage4:Linkfinancialsystemwithcheckprintingprogram4.1NegotiatewithcheckprintingsupplieraboutourcustomizationrequestFirstly,IwillprepareaPurchaseRequesttoPurchasingdepartment.Secondly,Iwilltellourcustomizationrequirementtocheckprintingsoftwarecompany.Thirdly,purchasingdepartmentwillcontactthecompanytogetaquotation.Finally,purchasingdepartmentwillplaceapurchaseordertothecompany.4.2CustomizethecheckprintingsoftwaretoretrievebankinformationfromfinancialsystemIneedtotellthecheckprintingsoftwarecompanythedatastructureofourfinancialsystemandaskthemtocustomizetheirproducttoretrieveinvoiceandbankinformationfrominvoice.4.3TestthecheckprintingcustomizationandtrainthefinancialstafftousethenewcheckprintingatthesametimeAfterthecustomizationiscompleted,Ineedtoworkwithfinancialstafftotestthesoftwareandtrainthestafftousetherevisedversionofthecheckprintingprogram.4.4Trainfinancialstafftomaintainthebankinformationinfinancialsystem.Asthebankinformationwillberesidedinfinancialsysteminthefuture,Ineedtotraintherelevantfinancialstafftoinputandmaintainthebankinformationwhichusedtobeincheckprintingsystem.Ialsoneedtoprepareaoperatingmanualforthisfinancialstaff.6.2．ACriticalpathanalysisThewholeprojectwilltakefourstagestocomplete.Thesestagesaresequentialandinter-dependable.Thefirststage,convertingthedatabasefromEnglishlanguagesystemtoChinese-Englishbilingualsystem,isacriticalpreconditiontothesuccessofthewholeprojectasitlaysthefoundationtoalltheimportantstepssuchaseliminatingtheerrorsandenhancingtheinternalcontrol.ThesecondstagesubstitutestheEnglishsuppliernameforChinesename.AseachChinesecompanyhasauniqueChinesename,thisstagegetsridofduplicatedsuppliernameproblemcompletely.Italsoprovidescorrectsupplierinformationforthefinalstage,checkprinting.Thethirdstageistouploadsupplierbankinformationintofinancialsystem.Onlywhentheseinformationsuchasbankname,bankaccount,currencyname,remit-toaddressareloadedintofinancialsystem,checkprintingprogramcanfullydependonthefinancialsystemwithoutfurthermanualdatainput.Itpavesthewaytothelaststage,linkingtwosystemstogether.Asalltheabovepreparationhasbeendone,checkprintingsoftwarecantotallyrelyonfinancialsystemandgetalltheinvoiceandpaymentinformationfromit.Themostcrucialstageisthefinalstage.Duetotwosystemsseamlesslyconnected,itlargelydiminishestheamountofmanualinput.Inthecheckprintingsystem,neitherbankinformationnorsupplierinvoiceinformationisallowedtokeyinorchange.Itguaranteestheintegrityoftheinformationandensuresaccuracyofthepayment.Withoutthenormalcompletionofthisstage,thewholeprojectcannotbeconsideredsuccessful.Pleaseseeappendix2.6.3．PeopleinvolvedandtheirresponsibilitiesOurprojectteamhasfourkeymemberswhoareresponsiblefordifferentpartoftheproject.Thefollowingisthelistofeachprojectmemberandtheirroles.ProjectmanagerisPollyPeng,afinancialsupervisorwhoisresponsibleforoverallmanagementoftheprojectandisthemajordecisionmaker.Shewillmonitorandevaluatetheprojectregularly.Projectmembers:ItakechargeoftechnicalimplementationoftheprojectandalsoIamresponsibleforprojectcoordinatorandtrainer.LindaChen,afinancialcashierwhoisresponsibleforoperatingcheckprintingprogramandmakingchecks.AnQin,afinancialgeneralledgestaffwhoisresponsibleformaintainingsupplierinformationandbankinformationinthefuture.Allotherfinancialstaffswillbeinvolvedinfinancialsystemtestingafterthefirststep,databaseconversion.6.4．TimeScaleItisestimatedthatthisprojecttakeseightweekstocomplete.However,somestepsofthisprojectrequireuserinvolvementsuchasuseracceptancetestandtraining.Thismayinterferewithfinancialdepartment’sdailyworkespeciallywhentheyconductthemonthfinancialclosingattheendofeachm