MIS Report

Table of Contents

Chapter-1 SYSTEM REQUIREMENTS SPECIFICATION

1.1 Purpose1.2 Definition

Chapter-2 INCEPTION OF A SYSTEM

2.1 Introduction2.2 Planning meeting2.3 Identifying stakeholders2.4 Our question to the stakeholders2.5 Recognizing different viewpoints2.6 Working towards collaboration

Chapter-3 ELICITATION OF THE SYSTEM

3.1 Introduction3.2 Eliciting requirements3.3 Collaborative requirements gathering3.4 Quality Function Deployment

Chapter-4 SCENARIO BASED MODEL OF THE SYSTEM

4.1 User case diagram 4.2 Activity-based diagram4.3 Scenario-based modelling

Chapter-5 CONCLUSION

Purpose

To create an automated system of loan verification and customer information.

Definition

Detailed info of past transactions. Ability of handle huge amount of data. In our software we have integrated an easy interface system, and fast data processing system.

Chapter-2 INCEPTION OF A SYSTEM

2.1 Introduction

The customers can view their loan progress. In case where the documents cannot be verified, the customer can identify it through this software. If the customer has more than one loan product, total numbers of loans showed on time-series.

The core objective of the software is to

- Decrease the number of bad debts- Show the eligibility of loan for an individual customer or business. - New customers and existing customers can be viewed differently.

Planning meeting

For our project, we met with the Loan processing manager of ICB Islamic Bank Limited, have a better idea about what the software’s functions may be and who might or might not be benefited by it.

2.2 Identifying stakeholders

Stakeholders are any persons who are directly or indirectly benefited by the system. Our software has 3 main type of users:

General Users: People working in the loan information entry, CIB report checking officers.

Special Users: Manager of that branch and Head of Retail Business.

Customers: To view information, by entering customer ID.

2.3 Recognizing different viewpoints

The general users, the special users, and the customers, each have unique needs. As each category has different requirements, we make a software that has different levels of access to different users.

2.4 Our question to the Loan processing officers:

In our 1st meeting with the loan department, we asked the following questions to understand their loan system and the process that needs to be followed from the initial application to the final approval.

1. What kinds of documents do you receive in the loan file that arrives from the branch?

It contains the loan application form, copy of NID, driving license, bank statement, and many other related documents.

2. Do you enter them into any software?

The data is first input into the Master drive, which contains an Excel file.

3. What kind of data are entered?

The following data are entered: TIN, Date of birth, profession, address, (In case of personal loan, all details of guarantor). Also, the amount of loan requested, term of loan, date the loan file was received, branch name, product name etc.

4. How do you track the customer?

The serial number of the file is the tracking no.

5. Do you use any other software?

Before a software, Lotus had been used, which could update all branches as well, but the software is very expensive, so we are doing without it now.

6. How do you verify if the customer is eligible for loan?

We use some basic information such as name, father’s name, mother’s name etc to search the Credit Information Bureau of Bangladesh Bank online. (There is a link is Bangladesh Bank website).

7. How many people are authorized to view the CIB?

Only 2 persons in the bank is authorized to check the CIB (Credit Information Bereau). They have an individual ID and Password to check. All the information is generated and printed.

8. What kind of of information is generated in this report?

In this report, we can get more detailed information of the customer, such as any existing loan, previous loans etc.

9. What disqualifies the customer from obtaining the loan?

If there are classified loans, this is ‘Bad’ and disqualifies the applicant. If all loans are unclassified, then we can go to the next step.

10. Do you directly send the file for approval to management after CIB verification?

No, we send the loan file along with the CIB report print to a third party for CPV (contact point verification).

11. Who are the Contact point verifiers?

For our bank, Prime asset and Paragon are some third party verifiers etc. They work for different banks or institutes as well.

12. How long does it take to verify the information from CPV?

If within Dhaka, they will verify within 3 days. Outside Dhaka will take 5 days.

13. How do the CPV verify the information?

What they do is, take photos of the shop, or home or addresses provided to see if the address is actually valid, also they check the bank, of which the customer provided bank statement, to see if the customer really has an account there.

14. After verification, do you place the file to management for approval?

Yes, when the file is returned to the department, the final step is to create a proposal for the management.

15. How is the proposal created?

Depending on the income, we have to find out how much loan can be provided. Investment burden ratio (IBR). For example, for personal loan it is 40%. Also loan amount is calculated from disposable monthly income, which is Income minus burden.

16. Do you have separate rates of loan calculation for customers and for bank employee?

Yes, the rate is 19% for other customers and 14% for bank employee.

17. Since it is an Islamic Bank, how do you provide the loan in accordance to Shariah laws?

The person has to buy a product in case of personal loan, or at least provide quotation of the products that he/she wants to buy.

18. What can be the maximum amount for the loan?

Not more than 30% of the total price of the quotation can be provided.

19. How many management approvals are required?

In the proposal 3 management signatures are required, which is head of retail business, MD, and COO.

20. Is there any other verification required after approval?

Yes, if the loan proposal is approved, we send the file to IASD, for checking all security documents. Then we send the approval copy to branch for disbursements of loan.

Customer specific questions:

We asked a loan customer who recently obtained a loan about his experience, and obtained the following response:

1.What was the most difficult part of obtaining the loan?

Getting the documents verified.

2.How long was the waiting period for getting the loan?

Around three months for home loan.

3.What kind of improvement in the loan application process, do you think will be most beneficial?

Being able to know the progress of application.

Working towards collaboration

From the responses, commonality and conflict are identified . Requirements are given specific weights to determine their feasibility and usability, and determined what improvements can be made, in a software system that will incorporate the needs of all. It should also be able to answer any kind of query, from the customer. The purpose of this system is to increase the transparency of the loan processing system.

Quality function deployment is by recognizing the 3 types of requirements for the system- normal, expected and exciting.

• General (functional) requirements- Increased productivity Faster and efficient data processing regarding loans transaction is to increase overall productivity of the bank.

Improves decision making

Competitive advantage One of the core functions of the software is to decrease the incident of bad debts.

• Expected (Non-functional Requirements)- Something the user expects but may not explicitly mention it. The interface system shows which of the documents are already verified by a green symbol and unverified documents by a red symbol. Graphical Representations alongside numeric information. Inter-operability : The software is designed for desktop computers with windows operating system.

1. Scalability: The system is expandable to all the computers in the branch of the bank dealing with loans. The software has to be installed in the computers harddisk and to add it to the network, it has to be approved by the administrator interface of the software.

2.Flexibility: The initial version of the software includes limited calculation for estimating loans feasibility. Upon further request, these computation functions and data representation graphical methods can be updated.

3.Reliability: The system does not require much processor speed or memory . It works as a central system, where data is stored in a temporary data base for the day and the database is updated after the ending time of service hours (from 2 00pm to 4 pm). The updated database uploads the days transaction in the permanent database.

4.Availability: The software is operational during the banking hours(9 00 am to 2 pm) and data backup is automated after banking hours (2 pm to 4 pm)

5.Reliability:

6. Performance

• Exciting requirements- Also, the software will have a special interface option only accessed by the top management which will show summarized transaction of loans. This summary page can be accessed from mobiles through a plug-in. This feature is mainly for the head of management to be connected 24/7 with the software.

2.5 Conclusion

EFFICIENCY PARAMETERS

Usability The design of the interface is simple to be used by the three kinds of users.

There are 3 type of interfaces- one for general users(mid-level managers) and the other for special users (top-level managers) and another for customers

Customer Satisfaction Numeric data along with graphical representation makes visualization of key parameters easy in case of transaction of a loan.

Conversion rates New customers of the bank can be identified by their customer ID. Previous customers have their information in the database already, whereas new customer information must be entered and a customer ID generated.

EFFECTIVENESS PARAMETERS

Throughput: Can give more output at a given time, multiple users can view the information at one time.

Transaction speed: time estimated for loading the interface page 5 seconds. Data is input only once and a calculator is integrated into the system. So all loan calculation can be done by the software which saves time.

System availability

Because the software is to be used inside the bank as well as by customers at any hour of the day, the system should be available at all times.

Information Accuracy: The software constantly updates data so that they are accurate.

Traffic The load of traffic to be generated can be controlled by using a dedicated network.

Response Time The response time can be reduced by using a high speed processor in the server.

Fault tolerance and Failover

There must be a backup of all the information in the database in another server located and an off-site location, which automatically turns on when the main server goes down.

Chapter-4 SCENARIO BASED MODEL OF THE SYSTEM4.1 User case diagram

4.2 Activity-based diagram

4.3

CONCLUSION:

The system is to make the loan verification and approval process more efficient by the means of a software. It will also reduce hassle for the customers and the managers, and make the process of loan approval quicker. Also, the customers can view their progress during the time of its processing