As transactions are posted and transmissions received, the validator receives an e-mail message informing that person of transactions which need processing. To reduce the burden of multiple e-mails and delays in processing, the system can determine if one individual is both a validator and reallocator, thus combining the process function in one step. This allows the individual to validate and reallocate at the same time. Flexibility is a key component in achieving user-friendliness. In most processes, there are exceptions or situations that require a customized response.
Some transactions represent the joint financial responsibility of two or more departments.
The system needed the flexibility to reallocate any transaction up to six different fund numbers and maintain the integrity of the designated approval authority. Finally, design must consider the organizational culture in which the system operates. In our case, Departmental Executive Officers have the fund approval authority, but lack the time to spend on small-dollar transactions. The system needed the flexibility to allow each department a means to determine which approver received e-mail notifications. Each department has the capability to alter the system to send e-mails to approver only, proxy only or both.