W/H/Zone Prosperity Party Receipt Management System

Receipt Management System Implementation

Agreement between
Universal Software & Tech Consulting Plc and W/H/Zone Prosperity Party

This agreement is entered into between W/H/Zone Prosperity Party, located in

Chiro town and Universal Software & Tech Consulting Plc, located in Chiro town
which is aimed at collaboratively designing and deploying Receipt management
system software at W/H/Zone Prosperity Party. The major objective of this project
is enhancing the ICT infrastructure and services by extending the reach of the
network and start new services. The parties hereby agree to the following terms
and conditions.
 Introduction

Receipt Management System is a Web Based Application that was designed to

automate Receipt Management system for W/H/Prosperity Party. This system
automate the manual system that had been being used in Organization to Manage
our Receipt management process. the system is used to record and track an receipt
throughout its life cycle, from procurement to disposal. It provides an
Organization with information like where certain receipt are located, who is using
them, how they are being utilized and details about the receipt. Through its robust
functionality and accuracy, the software provides organization peace of mind and
eliminates frustration. The software should be powerful but simple to use and
customizable.

An Receipt management system makes it far easier for Organization to schedule

and adhere to routine audits, which provide an accurate and real-time picture of
the receipt in their respective inventories. A typical Receipt audit may contain
details like used by which wereda or kebele, which receipt are returned or not
returned, which receipt are used and not . Not only do audits provide a picture of
the present, but they also help Organization prepare for the future. They can make
decisions about the receipt they will need in the coming year based on facts.
Subsequently, they can avoid under or over-stocking receipt and manage their
resources responsibly.
 Problem Statement

The existing system is a paper based transaction for receipt management process. This
manual record keeping in the organization has been characterized by a lot of problems,
such as:
1. Inability of modification of data: The managing of huge data effectively and
efficiently for efficient results, storing the details of the consumers etc. in such a
way that the database can be modified as not possible in the current system.
2. Not user friendly: The existing system is not user friendly because the retrieval
and storing of data is slow and data is not maintained efficiently.
3. Difficulty in reports generating: Either no reports generating in a current system
or they are generated with great difficulty reports take time to generate in the
current system.
4. Manual operator control: Manual operator control is there and lead to a lot of
chaos and errors.
5. Lot of paperwork: Existing system requires lot of paper work and even a small
transaction require many papers fill. Moreover any unnatural cause (such as fire in
the organization) can destroy all data of the organization. Loss of even a single
paper led to difficult situation because all the papers are interrelated.

6. Inability of sharing the data: Data cannot be shared in the existing system. This
means that no two persons can use the same data in existing system. Also the two
departments in an organization cannot interact with each other without the actual
movement of data.
 7. No support in decision-making: Existing system does not support managerial
decision-making.
8.No backup and security: still information to contemporary system perhaps have
been trespassed easily or stolen, this is because of the insecurity in the manual
system used in the organization.
9.difficult to track status of Receipt
10.difficult to Audit receipt in organization
11.difficult to generate accurate annual or quarter report
12.No support in strategic competitive advantage: Existing system do
not support strategic competitive advantages.

Proposed System
1. User friendly: The proposed system is user friendly because the retrieval and storing
of data is fast and data is maintained efficiently. Moreover the graphical user interface is
provided in the proposed system,which provides user to deal with the system very easily.

2. Reports are easily generated: Reports can be easily generated in a proposed system.
So any type of reports can be generated in a proposed system, which helps the managers
in a decisions-making activity.

3.Sharing the data is possible: Data can be shared in proposed system.This means that
two or more persons can use the same data in existing system provided that they have
right to access that data. Also the two or more departments in an organization can easily
interact with each other without the actual movement of data.

4. No or very few paperwork: The proposed system either does not require paper work
or very few paper works is required. All the data is feted into the computer immediately
and various bills and reports can be generated through computers. Since all the data is
kept in a database no data of the organization can be destroyed. Moreover work becomes
very easy because there is no need to keep data on papers.
5. Support strategic competitive advantage: Proposed system supports strategic
competitive advantages. Since the proposed systems provide easiness in reports
generating it will provide strategic advantages among competitors.

6. Computer operator control: Computer operator control will be there no errors.

Moreover storing and retrieving of information is easy. So work can be done speedily
and in time
7. Easy to Audit
8. Easy to track the status of receipt

Vision Statement

The vision of this project is to enable W/H/Prosperity Party to create a convenience

use a Receipt management system. By using this system, it allows the Organization to
automate Receipt management process in to digital form. The system designed to assist
end users to perform their day to day activity easily.

Receipt Management system enables quick and accurate inventory of receipts.

It is possible to keep track of the current status of receipts and whom they are
currently assigned to.. .The ultimate purpose to be served by Receipt
Management System is to save clerical labor, to speed up the work and to
provide greater accuracy. It is aimed at enabling Organization to achieve its
objectives through the effective and efficient management of its receipts. This
plays an important role for managerial decisions. . This minimizes works to
search information from paper. Exhaustive history of transactions involved
should be persisted and categorized in an easy navigational interface and
presented to users. In addition to stable and professional working setup, Receipt
Management system is expected to provide enhanced visibility and increased
efficiencies in transactions associated to Receipt management, reduction in
spending, auditing and management reporting.

Features
The following are list of the functionalities of the system
➢ Receipts Registration

➢ Classification and Coding of Stock

➢ R e c e i p t s Profile Management
➢ Receive, Return and Updating Receipts in Store
➢ Issue and Updating Receipts in Store
➢ Stock Record and Accounting
 ➢ User Control Card management
➢ Identify Used Receipts and New Receipts
➢ Identify Receipts In use with the users
➢ Display Stock Balance (stock in and stock out balance)
➢ User Management(Users and User Roles)
➢ Reporting and Visualization (Print in different format
PDF,Excel )

Required Resource

The following List are the required Resource of system

✔ Human Resources
✔ Network connectivity at all service point
✔ High Specification Server
✔ Desktop Computer

Deployment Plan
The job shall be carried out according to the following action plan:

No Activity Required users or Resource Start Date End Date

.
1 Requirements Analysis and Specification  experts

2 System Architectural Design system design

experts
3 Database design and Optimization database design
and optimization
experts
4 System implementation (Coding) system developer
experts
5 Initial data entry W/H/P/P data
encoder experts
6 System Functional Testing  system testing experts

7 User guide(manual) development  system manual designer

8 End user training on procedures and Experts and Customer
Operation
- LCD
- Computer Laboratory

9 Final system delivery  Users

Note: The deployment schedule heavily depends on procurement of

equipment. the project completion time might be extended
considerably.

Project Budget
The total project budget will be 250,000 ( Two Hundred Fifty Thousand Birr
Only). The detailed project budget breaks down is shown on the table below:
Receipt Management System (RMS)
No. Activity Budget
1 Requirement Gathering 25000.00
2 Requirements Analysis and Specification 60000.00
3 System implementation (Coding) 90000.00
4 Initial data entry 10000.00
5 Testing 35000.00
6 User guide(manual) development 10000.00
7 System Quality Controlling 20000.00
Total 250,000 .00
Note: The budget does not include Value Added Tax (VAT) and Withholding tax.
 Universal Software & Tech Consulting Plc’s Responsibilities

1. Universal Software & Tech Consulting Plc shall assign the required professionals to
complete the work .
2. Universal Software & Tech Consulting Plc , shall perform the following activities:
✔ Shall get confirmation on all gathered requirements before starting coding of
the system.
✔ Develop the system
✔ Train professionals based on the schedule
✔ Provide training and support on manual and automated data backup system.

✔ Provide a maximum of 6 onsite supports per year, for one year after the first
3 months of free support ends. The duration of a single onsite support during
this period will be a maximum of one week. W/H/Prosperity Party will
cover the per-diem transportation expenses of the professionals during this
period.
✔ Give the source code of all developed applications to W/H/Prosperity Party

W/H/Prosperity Party’s Responsibilities

1. W/H/Prosperity Party shall assign required ICT professionals to collaborate with

professionals assigned by Universal Software & Tech Consulting Plc until the
completion of the project.
2. W/H/Prosperity Party may assign additional employees; and/or replace the
already assigned professionals if it is deemed necessary.
Professionals assigned by W/H/Prosperity Party shall involve in the following
activities:
✔ Provide required information and material for the project implementation
✔ Follow Trainings offered by Universal Software & Tech Consulting Plc
ICT professionals.
✔ W/H/Prosperity Party shall purchase equipment required for the
implementation of the project.
✔ W/H/Prosperity Party shall cooperate with project implementation team to
facilitate their work.
✔ W/H/Prosperity Party shall select trainees and prepare training rooms.
✔ W/H/Prosperity Party shall make the premises ready for the job.
 ✔ W/H/Prosperity Party shall assign a team to assess the implementation process
and finally approve the work done by Universal Software & Tech Consulting
Plc staff member.
✔ Take responsibility of taking backup of data on a regular basis based on
training and support given by Universal Software & Tech Consulting Plc .
✔ Request for support from Universal Software & Tech Consulting Plc as per
the responsibilities in cases of difficult situations beyond the expertise of the
ICT staff.
✔ Transfer payment to Universal Software & Tech Consulting Plc according to
the payment schedule .

Schedule of Payment

1. The first 30% of the budget shall be transferred upon signing of the agreement
2. The second 40% of the budget shall be transferred upon completion of all the
Receipt Management System tasks .
3. The third 30% of the budget shall be transferred after complete deployment of the
system.

Duration of Contract and Termination or Cancellation

1. The duration of the contract is for 3 month. Either party may, by written notice
given to the other one month prior to the expiry date of the contract; express his
desire to terminate the contract.
2. If W/H/Prosperity Party or Universal Software & Tech Consulting Plc wishes to
terminate the contract before the expiry of the period of the contract, it shall be
liable to pay the other party the amount equal to the price for the remaining work
as compensation.

Law Applicable and Dispute Settlement

1. Disputes arising between the parties relating to the terms and conditions in this
contract shall be settled amicably by the parties concerned. In case of failure to
resolve their dispute, they shall settle same in courts of law.
2. All terms and conditions hereunder shall be governed by the provisions of civil
code of Ethiopia applicable to Administrative contracts.
3. The relevant provision of the civil code shall be applicable for all items not
mentioned in this contract.
 Confidentiality
1. W/H/Prosperity Party and Universal Software & Tech Consulting Plc shall
keep confidential and shall not disclose to any third party any documents, data, or
other information furnished directly or indirectly by the other party hereto in
connection with the Contract, whether such information has been furnished prior
to, during or following completion or termination of the Contract if their
disclosure would be contrary to law, would impede law enforcement, would not
be in public interest, would prejudice legitimate commercial interest of the parties
or would inhibit fair competition.
2. Notwithstanding the above, the Universal Software & Tech Consulting Plc may
furnish to its employees such documents, data, and other information it receives
from the W/H/Prosperity Party to the extent required for the employee to perform
its work under the Contract.
3. Similarly, Universal Software & Tech Consulting Plc shall not use such
documents, data, and other information received from the W/H/Prosperity Party
for any purpose other than those that are required for the performance of the
Contract.
4. Universal Software & Tech Consulting Plc authorizes W/H/Prosperity Party to
disclose the Confidential Information:to such person(s) as may be notified to the
Universal Software & Tech Consulting Plc in writing by the W/H/Prosperity
Party from time to time to the extent only as is necessary for proper
implementation of the system.
5. W/H/Prosperity Party shall use all reasonable endeavors to ensure that such
person(s) keeps the Confidential Information confidential and does not make use
of the Confidential Information except for the purpose for which the disclosure is
made.
Copyright
1. The Intellectual Property Rights in all Standard Software and the systems shall
remain vested in Universal Software & Tech Consulting Plc .
2. W/H/Prosperity Party’s contractual rights to use the Standard Software or
elements of the Standard Software shall not be assigned, licensed, or otherwise
transferred to third parties without written permission of Universal Software &
Tech Consulting Plc .
Software License Agreements
1. Universal Software & Tech Consulting Plc hereby grants to W/H/Prosperity Party
license to access and use the Software, including all inventions, designs, and
marks embodied in the Software. Such license to access and use the Software
shall not be assigned, licensed, or otherwise transferred to third parties without
written permission of Universal Software & Tech Consulting Plc .
Code of Conduct
1. Universal Software & Tech Consulting Plc shall, at all times, act loyally and
impartially and as a faithful adviser to W/H/Prosperity Party in accordance with
the rules and/or code of conduct of its profession as well as with appropriate
discretion.
2. Universal Software & Tech Consulting Plc shall, in particular, at all times refrain
from making any public statements concerning the Software and all Services
without the prior approval of W/H/Prosperity Party , and from engaging in any
activity which conflicts with its obligations towards W/H/Prosperity Party under
the contract.
Warranty
1. Universal Software & Tech Consulting Plc warrants that the System, shall be free
from defects in the design, engineering, Matter, and workmanship that prevent the
System and/or any of its components from fulfilling the Technical Requirements
or that limit the performance, reliability, or extensibility of the System and/or
Subsystems.
2. Universal Software & Tech Consulting Plc also warrants that the Software,
supplied under the incorporate all recent improvements in design that materially
affect the System’s or Subsystem’s ability to fulfill the Technical Requirements.
3. The Warranty Period shall commence from the date of Operational Acceptance of
the System and run for three (3) months.
4. If during the Warranty Period any defect should be found in the design,
engineering, and workmanship of the Software, Universal Software & Tech
Consulting Development Plc shall promptly, in consultation and agreement with
the W/H/Prosperity Party regarding appropriate remedying of the defects, and at
its sole cost, repair, replace, or otherwise make good (as Universal Software &
Tech Consulting Development Plc shall, at its discretion, determine) such
defect as well as any damage to the System caused by such defect.
5. W/H/Prosperity Party shall give Universal Software & Tech Consulting Plc a
notice promptly following the discovery of such defect, stating the nature of any
such defect together with all available evidence
6. W/H/Prosperity Party shall afford all reasonable opportunity for Universal
Software & Tech Consulting Plc to inspect any such defect.
7. Universal Software & Tech Consulting Plc may, with the consent of
W/H/Prosperity Party, remove from the site any Software if the nature of the
defect, and/or any damage to the System caused by the defect, is such that repairs
cannot be expeditiously carried out at the site.
8. If the System or Subsystem cannot be used by reason of such defect and/or
making good of such defect, the Warranty Period for the System shall be extended
by a period equal to the period during which the System or Subsystem could not
 be used by W/H/Prosperity Party because of such defect and/or making good of
such defect.

Completion
1. The work is considered to be completed when all services are functional.
2. W/H/Prosperity Party should assign a person or a team to approve completion of
the project.
3. The progress of the project will be reported periodically to W/H/Prosperity Party
through the project coordinator assigned by Universal Software & Tech
Consulting Plc .

Amendment
This Agreement is subject to be amended as per the agreement of the two parties
(W/H/Prosperity Party and Universal Software & Tech Consulting Plc )

In Witness, hereof, the parties have duly signed this agreement on

____________________ in Chiro, Ethiopia.

For Universal Software & Tech For W/H/Prosperity Party

Consulting PLC

___________________
____________________ Date
Date
Witnesses
1 ___________________________________
2 ___________________________________
3 ___________________________________