info flow analysis for agile software development

COMPANY

INVOICE

ANNUAL

BUDGET

REPORT

BUSINESS

OVERVIEW

REPORT

SPECIAL APP

EXPENSE

REPORTS

COMPANY

EXPENSE

REPORTS

CREDIT CARD

STATEMENT

SPECIAL APP

INVOICE

RECONCILIATION

CORPORATE FINANCE DEPARTMENT – INFORMATION FLOW (mid-state)

Julie collects all

company invoices

via postal mail or

email

Julie opens

invoices and enters

info into QB

Julie places

invoices into Rob’s

A/P file folder

2/x month Rob

opens A/P file

folder to pay

invoices

Rob pays the

invoices through

QB and hands stub

to Julie

Julie attaches

check stub to

invoice and mails

payment

Julie scans paid

company invoice

into xxxx

Julie collects non-

Tracking vendor SA

invoices via postal

mail or email

Julie opens

invoices and enters

info into QB

Julie places

invoices into Rob’s

A/P file folder

2/x month Rob

opens A/P file

folder to pay

invoices

Rob pays the

invoices through

QB and hands stub

to Julie

Julie attaches

check stub to

invoice and mails

payment

Julie scans paid SA

invoice into xxxx

Julie collects all cc

statements via

postal mail

Julie enters info

into QB as

miscellaneous

expenses

Julie sends email to

each Ops. Mgr.

regarding their total

Ops. Mgrs.

complete expense

reports by hand &

attach receipts

Ops. Mgrs. send

expense reports to

their Supervisors

for approval

Supervisors

forward expense

reports to Directors

Directors send the

expense reports

to Julie and

copies to Li

Rob receives cc

statement to pay &

issues check

Julie assigns

proper expense

type to previous QB

entries

Directors & Ops.

Mgrs. save receipts

from cc purchases

and record mileage

Directors & Ops.

Mgrs. complete

expense reports by

hand

Directors & Ops.

Mgrs make copies

of receipts

CPA reviews the

Corporate QB acct

monthly

CPA downloads

Budget Overview

Report from each of

the 10 locations

CPA exports all

data to MS Excel,

making necessary

adjustments

CPA emails the

appropriate report

to each office lead

CPA emails the full

report to Rob and Li

Rob saves the full

report to the

company network

Every Dec., the

CPA prepares a

budget forecast for

the next year

CPA emails the

forecast to Rob

and Li

Rob reviews

forecast and enters

budget into

corporate QB file

Rob communicates

changes that need

to be made to CPA

Upon approval,

Rob finalizes

budget adjustments

in QB

Rob receives the

Corporate money

market & checking

account stmts.

Rob reconciles the

stmts. against QB,

looking for

discrepancies

Rob resolves any

potential

discrepancies

Rob files the

corporate

statements

Directors & Ops.

Mgrs. save receipts

from cc purchases

and record mileage

Directors & Ops.

Mgrs. complete

expense reports by

hand

Directors & Ops.

Mgrs make copies

of receipts

Work Performed by: Alicia Butler Pierre@EfficiencyEngr

Project Scope provided at: www.aliciabutlerpierre.com

Disclaimer: this flowchart has certain omissions in order to

protect the confidentiality of the client

of 4

ALL OTHER PT

INVOICES

TRACKING/

MONITORING

VENDOR INVOICE

Julie sends

Tracking/Monitoring

vendor invoices to

Rob

Rob reconciles the

vendor’s invoice

against PIN

If there’s an error,

Rob asks Julie to fill

out a discrepancy

report

Julie sends the

discrepancy report

to the SA Mgr.

The SA Mgr

determines whether

to pay invoice or

request a credit

Julie keeps a

manual log of all

credits

Julie ensures that

credits are applied

to next invoice

If there are no

invoice errors, then

Julie gives invoice

to Rob for pmt

Requires naming

convention for

scanning into xxxx

Requires naming

convention for

scanning into xxxx

Requires naming

convention for

scanning into xxxx

DAILY

FINANCIAL

REPORTS

(PIN & QB)

BANK

STATEMENT

EXTERNAL

AUDITS

COURT

REPORTS

Li REPORT

MONTHLY

SUPERVISION

REPORT

CREDIT CARD

MERCHANT

REPORTS

INCENTIVE

REPORTS

ESCROW FINANCE DEPARTMENT – INFORMATION FLOW (mid-state)

Accounting

Technician (AT)

balances PIN & QB

reports daily

AT keeps a copy of

the PIN report in a

monthly file

Sara ensures that

each location is in

balance daily

If not in balance,

Sara troubleshoots

in PIN until problem

is resolved

AT boxes and

stores all monthly

files @ end of year

Rob & Sara receive

daily reports on

pmts posted for SA

Sara emails report

to Julie

Julie verifies that

pmts posted

correctly

Heads of Locations

generate monthly

Supervision Report

(SR) in PIN

Heads of Locations

make necessary

adjustments to SR

Heads of Locations

email copies of SR

to Sara & attach a

checklist

Original copies are

filed in each office

and archived at

year-end

Sara creates the

Financial Report

(FR) using each

offices’ PIN

Sara prints each

offices’ QB P&L to

reconcile SR & FR

The Li Report

binders are stored

indefinitely

Sara creates the Li

Report from the

combined SR & FR

The Li Report

segments info into

10 different reports

Sara saves reports

to the network,

prints hardcopy &

files in binder

Rob and Li are

notified of quarterly

or annual audit by

acct firm

QUARTERLY

ANNUAL

Sara gathers and

mails the last 3 mo.

corporate

The CPA firm

selects a random

list of offenders &

emails to Rob

Rob arranges w/

Head of Location to

pull selected

offenders files

Rob receives all

bank statements

via postal mail

Heads of Locations

create monthly

Incentive Reports

(IR)

The IRs are sent to

Li for review

Li emails IRs to

Rob for inclusion

into xxxx

Rob adds info from

the IR to xxxx

Sara generates

Court Reports (CR)

monthly, quarterly,

or both in PIN

Sara prints all CRs

and submits to Rob

for review

Rob reviews all

CRs and attaches a

separate cover

letter to each court



Disclaimer: this flowchart has certain omissions in order to

protect the confidentiality of the client

of 4

Julie gives AT go-

ahead to post pmts

into PIN

Courts receive

respective reports

via postal mail

Rob sends a copy

of all June 30 bank

stmts to CPA firm

The CPA firm

creates an Escrow

Report for entire

company

The CPA firm also

creates individual

reports for a few of

the courts

CPA firm conducts

audit of selected

files onsite and

compiles a report

The audit report is

sent to Rob via

email

Rob forwards the

report to Li for

review

Rob files the audit

report for the

specific location

Rob receives

copies of all court

reports from CPA

firm

Rob verifies info in

the CPA’s court

reports and mails to

respective courts

Rob retains a

hardcopy of all CPA

court reports

indefinitely

Incentive monies

are distributed

quarterly

Requires naming

convention for

scanning into xxxx

Requires naming

convention for

scanning into xxxx

Requires naming

convention for

scanning into xxxx

Requires naming

convention for

scanning into xxxx

Requires naming

convention for

scanning into xxxx

PERSONNEL

FILE

EMPLOYEE

REGISTRATION

FILE

MONTHLY

TRAINING/

ACTIVITY

REPORT

ANNUAL

SALARY

REVIEW

PERFORMANCE

EVALUATIONS

MANUAL

TIMESHEETS

MONTHLY

LEAVE REPORT

HUMAN RESOURCES DEPARTMENT – INFORMATION FLOW (mid-state)

A temporary paper

file is kept on

potential new hire

Once potential new

hire’s background

check is cleared,

scan into xxxx

Rob scans &

uploads all info in

temporary paper

file into xxxx

Rob prints new hire

forms in Forms

Database to new

hire’s location

Rob manages

those forms that

require notarization

Heads of Location

complete the new

hire forms & send

copies to Rob

Heads of Location

retain original new

hire forms in staff

file

Employees must

request time off by

5th day of month

The Leave Request

Form is found in the

Forms Database

Employees submit

to Supervisor,

Supvsr to Director,

Director to CEO

Once approved,

employee reflects

time off in EZ Labor

Each employee’s

superior prints

Leave Reports from

EZ Labor

The Leave Reports

are mailed to Rob

Rob places the

Report (for non-

salary personnel)

into employee’s file

Employees who

forget to fill out EZ

Labor, fill out

manual timesheets

Employee prints EZ

Labor Adjustment

Form and fills out

manually

Employee submits

to Supervisor,

Supvsr to Director,

Director to CEO

Employee’s

superior makes

corrections in EZ

Labor

The timesheet is

printed from EZ

Labor & uploaded

into xxxx

Rob receives

notification of

manual timesheet

upload

Supervisors

conduct employee

performance (EPE)

evaluation on Dec.1Supervisors submit

EPEs to the

Director

The Director

reviews and sends

the EPEs back to

the Supervisor

Each employee

submits a monthly

Training/Activity

Report (TAR)

The TAR form is

downloaded from

the Forms

Database

Employee sends to

his/her superior for

approval &

signature

Heads of Location

collect all TARs and

mail to Renee in

Quality Control

Renee places each

TAR in respective

employee’s file in

her department

Renee enters the

TAR info into the

Training Database

Some of the new

hire forms, once

processed, are sent

to Julie

Julie then sends

the forms to Renee

for inclusion in her

employee files

Supervisor fills out

separate Salary

Review form to

attach to EPE

Some employee

bonuses are

awarded without an

EPE

The Director

approves the salary

increase



Disclaimer: this flowchart has certain omissions in order

to protect the confidentiality of the client

of 4

Julie verifies forms

are complete,

scans, and uploads

into xxxx

Julie places Leave

Report in salaried

employee’s file

Julie adjusts sick/

vacation time in EZ

Labor for salaried

employees

The Supervisor

reviews the EPE

with employee &

gets signature

Rob places the

original EPE in

respective

personnel file

Supervisor retains

copy of EPE to

place in file & mails

original to Rob

Rob places the

original salary

increase in

employee’s file

Supervisor retains

copy of salary

increase & mails

original to Rob

Supervisors

conduct checkup

evaluations on

Apr. 1 & Aug. 1



Disclaimer: this flowchart has certain omissions in order

to protect the confidentiality of the client

of 4

EMPLOYEE

FORMS

HUMAN RESOURCES DEPARTMENT – INFORMATION FLOW (mid-state), cont.

QUALITY

ASSURANCE

2x/year, Renee

reviews probation

officers caseloads

for compliance

Renee reports

findings to each

Probation Officer

The respective

Acct Tech saves

Renee’s report to

the network

Renee updates the

Quality Assurance

Report & sends to

Rob for approval

Renee conducts an

office audit of each

location 1x/year

Renee uses a

checklist to conduct

audit, scans, &

emails to Managers

The Managers or

Heads of Location

have 30 days to fix

reported issues

Once resolved,

Renee scans the

revised audit &

saves to network

Once approved, the

Quality Assurance

Report is scanned

& saved to xxxx

Personnel File, Pre-

Offer Forms

· Resume

· References

· Interview Outline

· Exercise

· Pre-employment Drug

Testing Form

· Release and Consent Form

· Violation of Laws Form

· Employment Application

New Hire’s First

Day Forms

Quality Assurance

Personnel Forms

· Awareness Statement

· County and Municipal Probation

Advisory Council Form

· Private Probation Employee

Registration Form

· Security Addendum Certification

Personnel Forms

throughout

Employment

· Health Insurance Enrollment

Form

· Salary Redirection Form

· AFLAC Enrollment Form

· Supplemental Life Form

· 401(k) Enrollment Form

· Health Insurance Change

Form

· Garnishment Orders

· Termination Separation Notice

· Termination Checklist

· COBRA Notice

· 401(k) Termination Form

Human Resources

Forms

· Job Description for each position

· Review of Performance form for

each position

· Salary Change Form

· Disciplinary Action Form

· Benefit Summary

· Acknowledgement

· Arbitration Form

· Computer, Electronic Mail, and VM

Acknowledgement

· Confidentiality Agreement

· Emergency Contacts

· Restrictive Covenant Agreement

· Training Reimbursement Program

· Direct Deposit Form

· State Tax Withholding Form

· Federal Tax Withholding Form

· I-9 Form and supporting documents

info flow analysis for agile software development

Business