ERP System Requirement

‫بسماللہالرحمنالرحیم م‬ ERP Functions 1. Creating organisational structure 2. Level of access 3. Document tracking 4. Documents approval 5. Leave application and approval 6. Meeting rooms booking (synchronize with Calendar) 7. Purchase request / Requisition 8. Purchase Order 9. Inventory System Points to incorporate 1. Admin a. Entering, terminating staff / Employee b. Employee details i. ID, department, grade, type of employment, date of joining, manager, ii. Name, DOB, address, permanent address, father name, education, skills, mobile, alternate number, c. Manager and subordinate d. Defining roles (Ameer, . . .etc.), can be more than one role. Like secretary & HR Manager 2. Level of access a. HR Manager b. HR Admin c. Admin d. Purchaser e. Store in-charge f. Care taker, assistant care taker g. Secretary to Ameer h. Ameer i. In-charge (Qayyim, Nab Ameer) j. Department head (Secretary / Director) k. Staff l. workers 3. Creating organisational structure a. Ameer-e-Jamaat b. Naib Ameer c. Qayyim-e-Jamaat

d. Secretary, Director e. Assistant Secretary f. Staff g. Workers 4. Major types of Document (categorisation at the point of entry) a. Financial Documents i. Request creation ii. Different level / limit of approval b. Organisational Documents c. General Inwards & Outwards 5. Documents approval a. Financial with 6 levels b. Organisational with 4 level c. Leave with 2 level d. Required time limits (OLAs) 6. Leave management a. Leave submission b. Two level approval c. Leave record d. Yearly update, lapse, forwarded to next year 7. Meeting rooms booking (synchronize with Calendar) a. Priority system / Room booking restrictions b. General bookings c. Record of booking and cancellations 8. Purchase request / Requisition a. Request by end user b. Request by Purchaser 9. Purchase Order a. To supplier, after approval of purchase request 10.Inventory System a. Inward, purchased items b. Outward, distribution c. Stock available, forecast d. Average stock, min & max stock required e. Assets management: allotted to person / department, date of purchase, location

Type of Documents in use in Markaz JIH (Inward and Outward) 1. Financial 1. Financial aid approval 2. Purchase request 3. Budget, Plan, Proposal from departments 2. General 1. Letters 2. Emails 3. Tanzeem 1. Shurah rudaad from states 2. Budget from states 3. Plan from states 4. Membership applications from states 5. Issues related to members / membership from states 6. Issues related to properties from states 7. Property ownership documents 8. Legal cases 9. Markazi Shurah rudaad 10.Markazi Shurah decisions 11.Staff related personal documents: Appointments, changes, leave applications, terminations, End of service, Retirement, Resignation, 1. Documents approval hierarchy ➔ Ameer, Naib Ameer, Secretary General, Secretaries 2. Document visibility (accessibility) classification ➔ Restricted to Level 1, 2, 3, or Open to all 3. Department classification based on a. Departments b. Type of documents