Project Management Information System
Topic System Development Life cycle
Submitted to Mam Aminah
Project Members Khushbou Rafaqat (BBA-F21-M-34)
Asma Jameel (BBA-F21-A-124)
Iqra Saeed (BBA-F21-M-39)
Lubaba Fatima (BBA-F21-M-17)
Problem Statement – Accounting Management System
1. Title of the System:
Accounting Management System (AMS)
2. Background / Existing Situation:
Currently, accounting tasks for over 125+ client companies are managed using Microsoft
Excel. This manual system lacks automation and real-time alerts, often resulting in missed
deadlines, delayed tax submissions, and penalties. Due to the absence of notifications and
poor task visibility, some clients perceived the service as careless and left.
3. Identified Problem(s):
● Missed deadlines due to no reminders or alerts.
● Time-consuming manual work using Excel.
● No change tracking – lack of accountability.
● No email automation – requires writing emails from scratch.
● Lack of integration with government portals for submission.
● Client dissatisfaction and data insecurity.
● No centralized platform to view tasks, statuses, or deadlines.
4. Objective of the New System:
To develop a centralized and automated Accounting Management System that:
● Helps manage accounting tasks efficiently for multiple clients.
● Tracks deadlines and sends reminders.
● Allows clients and agents to collaborate securely.
● Automates bookkeeping and financial reporting.
● Reduces manual workload through templates and auto-calculations.
● Integrates with government systems for direct submissions.
● Ensures data security and clear accountability.
5. Users of the System (Identify Nouns):
● Admin/Accountant (You)
● Clients (Companies)
● Government/Submission Portals
6. User Activities/Access (Identify Verbs):
● Admin: Assign tasks, manage deadlines, update records, submit reports, review client
data, send notifications, and generate reports.
● Clients: View tasks, upload documents, make changes to their data, approve
submissions, and track progress.
● Government Portal Integration: Submit finalized statements directly.
● System Actions: Send reminders, track changes, generate automatic journal entries,
and provide financial statements.
7. Functional Requirements:
● Task creation with visible deadlines
● Notification system for upcoming submissions
● Email templates with editable values
● Secure login and access control for clients and admin
● Change tracking (who made what update and when)
● Digital signatures for approvals
● Automated generation of:
○ Bookkeeping entries
○ Journal
○ Balance Sheet
○ Profit & Loss Statement
● Flag discrepancies in financial data
● Dashboard for a summarized view
● Integration with government systems for real-time submissions
8. Software Requirement:
Yes, software is needed. The existing manual system is inefficient and error-prone.
The software will provide:
● Automation and accuracy
● Task management and alerts
● Centralized data access
● Secure, role-based access for multiple users
● Integration capabilities
● Better user experience
9. Budget and Constraints:
● The system must be budget-friendly
● Should be easy to use for accountants and clients
● Must be adaptable to future changes (laws, formats)
● Needs strong data security
● Should work on web-based platform, optionally mobile in the future
10. Justification for the System:
The proposed system will reduce human errors, prevent missed deadlines, improve
efficiency, and ensure client satisfaction. With automated tasks, financial visibility, and secure
communication, the system will support better decision-making and client retention while
keeping operations smooth and compliant.
