Reimbursent application process/Submitting one by one,Receipt image uploading,Superior approval,Clerical work assistant

This sample process is for reimbursement application. The receipt is digitally managed.The clerical work assistant uploads the receipt in place of those who apply, and the superior approves it.

Summary

 * Process where clerical work assistance reimburses expenses in place of applicant.
 * The applying person requests the payments in place of others to the clerical work assistance.
 * The receipt is made a picture file and the clerical work assistance is contributed.(taking a picture with PC camera, and scanning, etc.)
 * When there is no receipt, credit-card transactions and little sum of transportation, etc are applied for by "Circumstances explanation" and "Put of the confirmation mail text", etc.
 * The clerical work assistant applies to application person's superior.
 * Applicant’s superior approves it, and applies to accounting.
 * Accounting confirms the content of the settlement, and reports the payment schedule to the clerical work assistance.

Possible risks

 * Unfair billings:Unfair billings to the organization are generated by the falsification of the receipt image etc.

Advantage

 * "Submitting is forgotten[Forgetting to submit]" decreases by applying one by one when generated. (It is treatable while the matter circumstances are remembered well.)
 * The expense total can be understood in real time by applying one by one when generated. (The daily budget balance can be understood.)
 * Keeping documents can be reduced by converting the receipt into a digital image.
 * The application person's load decreases by requesting his/her application to the clerical work assistant.

Disadvantage

 * One-by-one processing requires frequent approval compared with the monthly batch application.

Process owner

 * Director of Accounting Department

Participant

 * Member：　any-section@company.com
 * Clerical work assistance: any-section-assistant@company.com
 * Leader：　any-section-leader@company.com
 * Accountant：　accounting@company.com

Process diagram and process data
digraph TMPG { graph [size="10,5", rankdir=LR]; node [shape=box, style=rounded]; edge [labelfloat=true]; subgraph clusterS { labeljust=l; label="any-section@company.com\n Apply person"; SS [label="", shape=circle, width="0.3"]; SE [label="", shape=circle, width="0.3", style=bold]; S1 [label="S1:Request of\application"]; S2 [label="S2:Payment\n Confirmation of schedule"]; Se [label="Se:Rejected\n Confirmation of content"]; SS -> S1[style=bold]; Se -> SE [tailport=n,headport=n,arrowtail=odiamond,label="Permission of rejection\n(Withdrawal of application)"]; S1 -> Se -> S2   [style=invis]; S2 -> SE[style=bold]; } subgraph clusterA {labeljust=l; label="any-section-assistant@company.com\n Clerical work assistance"; A1 [label="A1:Reimbursent\n Input of information\n(Receipt image is contained)"]; A2 [label="A2:Payment\n report of schedule"]; Ae [label="Ae:confirmation of\n content"]; A1 -> Ae [dir=back,arrowhead=rcrowlvee, arrowtail=normal, weight=10]; A1 -> Ae -> A2 [style=invis]; } S1 -> A1 [style=bold]; A2 -> S2 [style=bold]; Ae -> Se [arrowtail=odiamond, label="Rejected"]; A1 -> Se [dir=back,arrowhead=rcrowlvee, arrowtail=normal, weight=10];

subgraph clusterL { labeljust=l; label="any-section-leader@company.com\n Application person's superior"; L1 [label="L1:Approval of\n application"]; } subgraph clusterAC { labeljust=l; label="accounting@company.com　Accounting personnel"; AC1 [label="AC1:\n Approval content confirmation\n(It is possible to correct it minutely)\n Payment schedule is input"]; } L1 -> Ae [arrowtail=odiamond, label="Rejected"]; AC1 -> Ae [arrowtail=odiamond, label="Rejected"];

A1 ->L1 [minlen=2, weight=10,style=bold]; L1 -> AC1[style=bold]; AC1 -> A2[style=bold] ; {rank=same S1 A1 L1};

}


 * (R)：　The thing acquired in a standard function of BPMS is assumed.
 * [R]：　Depneding on routes, there exists no value.