Finance-Uniform Management Solution

Rev. 1.0 25/07/2018

User Case Document

FOR

Uniform Management System

 Finance-Uniform Management Solution

Rev. 1.0 25/07/2018

1. User Cases Definition

A use case is a type of textual requirement specification that captures how a user will
interact with a solution to achieve a specific goal.

2. User Case Format

The Use Case format adapted for UMS will have the following elements.

 Name – A clear verb/noun or actor/verb/noun descriptor that communicates the scope

of the use case.
 Brief Description – A brief paragraph of text describing the scope of the use case.
 Actors – A list of the types of users who can engage in the activities described in the
use case. Actor names should not correspond to job titles.
 Preconditions – Anything the solution can assume to be true when the use case begins.
 Basic Flow – The set of steps the actors take to accomplish the goal of the use case. A
clear description of what the system does in response to each user action.
 Alternate Flows – Capture the less common user/system interactions, such as being on
a new computer and answering a security question.
 Exception Flows – The things that can happen that prevent the user from achieving
their goal, such as providing an incorrect username and password.
 Post Conditions – Anything that must be true when the use case is complete.
 Finance-Uniform Management Solution

Rev. 1.0 25/07/2018

CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE

(M/O)
Receiving of new  The system should allow for receipt of uniforms M  Use case is not applicable.
Uniform items in the system (UMS).  Uniform receipts will be in ERP Inventory.
 The receipts should then be pushed to the Oracle
ERP Inventory for storage.
Uniform storage to be  The system should allow for storage of the M
done in Inventory uniform items in the Oracle ERP Inventory
module.
Creating Uniform  This should be created by Uniform Stores Officer. M  Name – Creating Uniform Entitlement
Entitlement  This will also include populating of Life 
expectancy of various uniform items in days, in a  Brief Description – As detailed in adjacent column.
user-defined table. 
Maintaining Uniform  In case of sub type as Entitlement change, the M  Actors – Uniform Stores Officer
Entitlement request screen will pull all items. 
 In case the employee already has an item  Preconditions –
mentioned in new entitlement, that line will be  Roles flagged for uniform eligibility by HR
greyed out with on hand quantity and issue date  Officer must provide correct system credentials
of that item.  Integration of UMS with ERP HR module and ERP
Inventory
 Entitlement right/privilege enabled for actor

 Basic Flow –
 Officer logs in
 Officer’s landing page:
o Work list
o Entitlement Tab
o Issuing Tab
o Reports
 Officer clicks on Entitlement Tab
 Officer accesses the Entitlement functionality
 Officer selects role/job title for which system uniform
entitlement is to be updated
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
 Officer updates uniform entitlement data:
o Uniform items
o Uniform quantities
o Uniform life expectancy (in days)
o Uniform start date
o Uniform end date
 Officer Updates information
 Officer confirms updated information

 Alternate Flows –
Editing/Updating Uniform Entitlement
 Officer clicks on Entitlement Tab
o Entitlement landing page to have option
Edit/Update for Uniform entitlement
 Cancelling Entitlement
o This should reflect from HR unflagging Uniform
eligibility

 Exception Flows –
 Providing an incorrect system credentials
 Entitlement rights/privileges not enabled for actor
 Failed integration between UMS with ERP HR and
Inventory modules

Post Conditions – Uniform entitlement for role updated.
CUSTOMER NEED DETAILED REQUIREMENT
(M/O)
Uniform Initial  Can only be raised once by an employee against M 
Requisition a Uniform set name.
 In the requisition type list, this requisition type
should come first.
 Item level details should default to the
entitlement.
 System should allow partial selection of items
required rather than default selection.
 System should trigger the approval process as
per employee supervisor relation.
Issuing a Uniform  This will be done by the Uniform Stores Officer. M 
Initial requisition  Transaction issue Page:
o Simplified and user-friendly page to
enable the Uniform Store Officer to
transact the issuance in the shortest time
possible.
o Should provide complete employee details
and items being issued.
 The requisition should be set in a way that under
item category, the issuer can issue a different
item within the same category but not a different
item from a different category (i.e. can
substitute shirt sizes but not issue a trouser
when shirt has been requested). For example,
user requests shirt size 16.5, which is NIL stock.
He can however fit size 16 shirt which is
available. Stores should be able to issue items
within the same category.
PRIORITY USER CASE
This case in not applicable.
 Staff/employees need not raise Uniform Initial
Requisition
 Once an employee/ staff is marked as uniform eligible
and uniform entitlement defined in the UMS, the staff
will collect the Initial Requisition directly from the
Uniform Store.
Name – Issuing a Uniform Initial Requisition

 Brief Description – As detailed in adjacent column.

 Actors – Uniform Stores Officer

 Preconditions –
 Employee/staff uniform entitlement defined
 Integration of UMS with ERP Inventory module
 Officer must provide correct system credentials
 Issuing right/privilege enabled for Officer

 Basic Flow –
 Officer logs in
 Officer accesses landing page
 Officer clicks on Issue tab
 Officer accesses the Issue functionality/page
 Officer enters staff number of uniform entitled staff
 Entitlement for staff displays with option to amend size
and quantity
 Quantity issuance should be limited to entitlement
quantity
 Item is issued
 Alternate Flows –
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
 Officer can issue a different item within the same
category e.g. issue Size 6 instead of 10.
 Officer can issue less/more items but must be within
the entitlement quantities.

 Exception Flows –
 Uniform entitlement for employee/staff not defined
 Issue rights/privileges not enabled for actor
 Failed integration between UMS with ERP Inventory
module
 Providing incorrect system credentials

Post Conditions –
 Issued quantities reduce ERP USO Inventory in real
time.
Approving Uniform  This will be done by the employee’s
Request supervisor/manager.
 System should be triggered by the approval
process as per employee supervisor relation.
 The approver should be able to view the request
details for approval, after which the stores can
issue the uniforms.
 Process flow should have Reject functionality.
 Process flow should have Request for More
Information functionality.
 A Rejected or Returned request should allow
the initiator to edit the request and re-submit it.
 The approver should be able to view the
requisition total cost in the notification.
Alerts
 E-mail notification to supervisor regarding a
uniform request pending approval/action.
 The alert should include the following request
details:
 Employee’s on-hand
 Last issue date
 Total cost of request
 Last replacement date by the employee for
the item
M  Name – Approving Uniform Request

 Brief Description – As detailed in adjacent column.

 Actors – Employee/staff supervisor or Manager

 Preconditions –
 Staff/employee must provide correct system
credentials
 Integration of UMS with ERP HR module (employee
supervisor relation)
 Approval right/privilege enabled for actor
 Basic Flow –
 Manager receives e-mail alert on action required. (E-
mail body as described in adjacent column).
 Manager logs in
 Manager’s landing page:
o Work list
 Manager accesses requisition from Work list
 Manager Approves requisition
 Alternate Flows –
 Manager/supervisor to confirm approval
 Manager/supervisor can Reject requisition
 Manager/supervisor can Request for More
Information
 Exception Flows –
 Providing incorrect system credentials
 Approving right/privilege not activated for actor
 Failed integration between UMS and ERP HR module
Post Conditions –
 Approved requisition forwarded to Stores for issue
 Alert to staff/employee that request has been
Approved/Rejected/Request for Information
Raising a  This will be raised by a uniform entitled staff. M Name – Raising a Replacement Requisition
Replacement  In the requisition type list, this requisition type
Requisitions should come after Initial Requisition. Brief Description – As detailed in adjacent column.
 Replacement Requisition will be a
consolidated functionality with the following sub Actors – Staff/KQ employee
types:
Preconditions –
o Entitlement change
 Full/partial Initial Requisition issued
o Damaged  Staff/employee must provide correct system
credentials
o Lost
 Integration of UMS with ERP HR module
o Size change  Uniform request right/privilege enabled for actor
o Maternity period change
Basic Flow –
o Renewal  Staff/employee logs in
 Staff/employee accesses Uniform Requisition
 System should check for Initial Requisition
functionality/page
before allowing usage of Entitlement Change
 Staff/employee clicks on Requisition Type list
Requisition.
 Requisition Type list displays
 If partial Initial Requisition exists, then the
 Staff/employee selects Replacement Requisition
system should allow replacement only for items
 Replacement Requisition sub-list displays:
collected during Initial Requisition.
o Damaged
 If no Initial Requisition exists, then the system
o Lost
should block the user from raising this request
o Size change
 For Lost sub type, there should be a
o Maternity period change
mandatory attachment field, which the
staff/initiator will use to attach a police abstract
 Damaged
for lost items.
o Staff selects item to replace (compulsory)
o Staff enters Reason (compulsory)
Alerts
 E-mail notification to supervisor regarding a
 Lost
uniform request pending approval.
o Staff selects item to replace (compulsory)
 E-mail notifications to employee confirming o Staff enters Reason (compulsory)
request approval. o Staff must attach document (compulsory)
 The alert should include the following request
 Size change
details:
o Staff selects item to replace (compulsory)
o Staff enters Reason (optional)
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
o Employee’s on-hand
 Maternity period change
o Last issue date
o Staff selects item to replace (compulsory)
o Total cost of request o Staff enters Reason (optional)
o Last replacement date by the employee
Alternate Flows –
for the item
 Staff/employee to confirm if requisition is correct
before submission
 Staff/employee gets notification that uniform request
has been created.
 Staff/employee can withdraw request if not yet
approved.

Exception Flows –
 Providing incorrect system credentials
 Full/partial Initial Requisition not issued

Post Conditions –
 Uniform requisition forwarded to staff/employee’s
supervisor/manager.
 Supervisor/Manager should receive alert of uniform
requisition pending his action.
Transacting/  This will be done by the Uniform Stores Officer. M  Name – Issuing a Uniform Replacement Requisition
Issuing a 
 Replacement Requisition will be a
Renewal/Replacement  Brief Description – As detailed in adjacent column.
consolidated functionality with the following sub
Requisitions 
types:
 Actors – Uniform Stores Officer
o Entitlement change- (should trigger 
Return process)  Preconditions –
 Replacement requisition made by staff/employee
o Damaged- (should trigger Return
 Officer must provide correct system credentials
process)
 Integration of UMS with ERP Inventory module
o Lost  Issuing right/privilege enabled for Officer

o Size change
 Basic Flow –
o Maternity period change  Officer logs in
 Officer accesses the Issue functionality/page
 For Lost sub type, a police abstract for the
 Issue functionality/page displays actor’s worklist
lost item/s must be attached.
 Officer selects requisition number to be issued
 Item request displays
 Officer has option to check employee/staff’s on-hand
 Officer transacts:
o Check off every line item requested for
transaction against Inventory on-hand
o Officer Submits/Saves issue

 Alternate Flows –
 Officer can issue less/more quantities but within
defined Entitlement and Inventory on-hand.
 Officer can issue a different item within the same
category e.g. issue Size 6 instead of 10.

 Exception Flows –
 Providing incorrect system credentials
 Issue rights/privileges not enabled for actor
 Replacement requisition not initiated by staff/employee
 Failed integration between UMS with ERP Inventory
module

Post Conditions –
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
 Issued quantities reduce ERP USO Inventory in real
time.

Return functionality  This will be done by the Uniform Stores Officer. M  Name – Returning Functionality
by Uniform Stores 
 Should be triggered by a Replacement
officer.  Brief Description – As detailed in adjacent column.
Requisition of sub type:

o Damaged  Actors – Uniform Stores Officer

o Size change
 Preconditions –
o Renewal  Officer must provide correct system credentials
 Return right/privilege enabled for Officer
 Damaged items are returned in ‘Damaged’ sub
 Replacement requisition made by staff/employee
inventory.

 Lost items are returned in ‘Lost’ sub inventory.
 Basic Flow –
 Officer logs in
 Officer accesses the Return functionality/page
 Officer enter employee’s staff number
 Items collected by staff display
 Officer transacts:
o Officer enters quantities returned
o Officer submits

 Alternate Flows –
 Officer to confirm transaction once submitted.

 Exception Flows –
 Providing incorrect system credentials
 Return rights/privileges not enabled for actor
 Replacement requisition not initiated by staff/employee

Post Conditions –
 Returned quantities reduce employee’s on-hand real
time
 Returned quantities to increase Returned Sub-
inventory in UMS
Renewal Requisition  Renewal requisition can only be raised for those
item categories whose renewal eligibility is
checked.
 System considers Life Expectancy days to
calculate Renewal Start date & Renewal End
date.
 This must consider the replacement request as
well. The system should pick last pick date of the
item.
 Renewal request should have no end date.
 Both Replacement and renewal should have
return quantity.
Alerts
 Build in renewal alerts for employees.
M Name – Raising a Renewal Requisition
Brief Description – As detailed in adjacent column.
Actors – Staff/KQ employee
Preconditions –
 Entitlement for staff completed
 Full/partial Initial Requisition issued
 Renewal End date of uniform items reached
o As defined during entitlement
o As per last replacement issued
 Staff/employee must provide correct system
credentials
 Uniform request right/privilege enabled for actor
Basic Flow –
 Staff/employee logs in
 Staff/employee accesses Uniform Requisition
functionality/page
 Staff/employee clicks on Requisition Type list
 Requisition Type list displays
 Staff/employee selects Renewal Requisition
 Entitled items display for requisition
 Staff selects items to be renewed
Alternate Flows –
 Staff/employee to confirm if requisition is correct
before submission
 Staff/employee gets notification that uniform request
has been created.
 Staff/employee can withdraw request if not yet
approved.
Exception Flows –
 Providing incorrect system credentials
 Initial Requisition already issued and closed
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Post Conditions –
 Uniform requisition forwarded to staff/employee’s
supervisor
 Supervisor/Manager should receive alert of uniform
requisition pending his action.
Alerts/notifications  Various alerts as defined in the detailed M
requirements.
 In the case of change of Position/Location,
Separations (initial process), the system should
trigger notifications for staff to return uniform
Systems integration  The system will need to integrate with KQ’s M
Oracle ERP system; specifically, on the Inventory
Module and HR modules.
 Ability to integrate with any other third-party
system should the need arise.
Entitlement Setup  Life expectancy in days should be populated M
Page automatically from a user-defined table.
 This will be entered by HR based on data and act
as a point of reference and policy which will hold
the item code and the days as per KQ Uniform
Policy.
 Include a Clear/Delete functionality/button to
clear mistakes made at line level.
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
Entitlement search  This page should have the option to search by M
Page: position description, status and start date.

Transaction Page  This page should have values default from the M
“Issue/Return” requisition and prevent data entry activity.
 The issue quantity column must be open to issue
the available quantity and ‘NOT DEFAULT e.g.
user requests for four shirts but there are only
two in stock. System should allow issue of the
two items.
 Returns for replacement should allow
transactions for returned items only-the system
should allow issuing officer to update the number
of items being returned.
Reports 1. UMS Employee On Hand Quantity Report M Report to be developed in UMS
Report to be developed in UMS
2. UMS Employee Uniform Report
Report to be developed in UMS
3. UMS Entitlement Setup Report V2
This report provides the Entitlement Setup defined
for combination of Position and Gender.
Uniform Administrator, Uniform Store Manager and
Uniform Employee Responsibility should access this
report.
Report was never used. It is therefore not relevant.
4. UMS Expected Uniform Returns Report V2
This report is used to generate the uniform return
details of employees when employee leaves the
organization.
This gives an idea about the items with respective
quantities to be returned by the
employee/employees and their values for the
entered Employee Number range or Date Range
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
M Report to be developed in ERP Inventory
5. UMS Monthly Uniform Issue Report V2
This report is used to generate the monthly issue of
the Uniform items to the employee.
This report will provide an idea to the procurement
department of the Uniform items which are
frequently issued and can be used for efficient
planning.
6. UMS Monthly Uniform Returns Report Report was never used. It is therefore not relevant.

7. UMS Renewal Summary Report V2 M Report can be developed in either UMS or ERP Inventory
This report is used to generate the renewal
quantities for which the employee is entitled for
the selected Date Range or Employee or Uniform Set
Name for facilitating the procurement of the Uniform
Items.
8. UMS Requisition Summary Report V2 M Report to be developed in UMS
This report is used to generate the Uniform
Requisition Summary for a given period range and
Employee range.
This report gives complete details regarding the
different types of requisitions raised against
Employee for given period range.
9. UMS Staff Expenses Report V2  Uniform Stores Officer will forward list staff owing to
This report is used to find out the outstanding Payroll.
amount against the employees for any damaged,  Payroll will recharge staff based on this.
unreturned or lost items charges made against the
employee for the given date range.
This report should be generated only for the
requisition or transactions that are in Issued status.
Uniform Charge Outbound Interface is scheduled for
a period and can be sent as a flat file through mail
to the desired Employee in Payroll Department.
CUSTOMER NEED DETAILED REQUIREMENT PRIORITY USER CASE
(M/O)
10.XX UMS Transaction Error Summary Report Report was never used. It is therefore not relevant.
V2
This report is used to find all the transactions which
have errors and have not been interfaced to
Inventory. User can execute this report for the
transaction date range and perform the necessary
actions in Inventory (User has to navigate to
“Transaction Open Interface” form, corrects the
error records). Once the error records are corrected
in Inventory, then the corrected records will not be
displayed in this report.

11. UMS Transaction Summary Report V2 M Report to be developed in UMS

This report is used to generate the Uniform
transaction summary for a given period range and
Transaction Status.
This report provides the transaction details for the
transaction number based on the entered report
parameters. This report can also be provided as an
acknowledgement of issue and return transaction to
employee.
12. UMS Vacant Positions Uniform Report Report was never used. It is therefore not relevant.

13. UMS Cost Centre Uniform issue Report M Report to be developed in ERP
This report should indicate the Staff issued with
uniform, the uniform items, date and cost. This
should be period.

14. UMS Staff returns Report Report was never used. It is therefore not relevant.

Tutorial for Applicants’ should be able to apply for uniform M UMS tutorials accessible to UMS users.
applicants’ during during the on-boarding Process.
the on-boarding Uniform application tutorial to be accessible to
process applicants during on-boarding
 Finance-Uniform Management Solution

Rev. 1.0 25/07/2018

APPROVALS

Name Title Signature Date

Approved by
Rosemary Waitherero Manager Warehouse

Reviewed by
Nduta Githirua Manager Business Analysis and Architecture

Prepared by
Austine Odie Uniform Stores Officer

Esther Mburu Project Manager

Janey Wairimu Business Analyst