1
Enrollment System .....................................................Error! Bookmark not defined.
1.1
Overview ............................................................................................................. 2
1.1.1
Business Need ............................................................................................. 2
1.1.2
Applicable Documents ................................................................................ 2
1.1.3
Revision History ......................................................................................... 2
1 Online Enrollment System
1.1 Overview
ABC Company is introducing an Online Enrollment for prospective merchants who want
to become part of the Business Partner Program and resell ABC widgets. Each
prospective merchant must submit an Enrollment Form and also undergo a credit check.
The new Online Enrollment System will feed the Credit Checking system. The purpose
of this document is to describe the functionality of the new web-based Online Enrollment
form for the ABC Company’s payment service and the interface to the current Credit
Check/Enrollment System.
1.1.1 Business Need
This system will allow a merchant to submit a credit application online. There are
several benefits:
1) Eliminate the need to mail an application form to the potential merchant or have a
salesperson conduct this screening.
2) The online enrollment will be able to validate the information submitted on the
enrollment form and allow the prospect to correct common errors submitted on
applications.
3) An interface to the existing Credit Check system will eliminate the need to re-key
the application data. The customer service representative responsible for data
entry of applications can be reassigned to providing support for pre-screened
prospects.
4) Quicker processing of applications will get merchants up and running quicker.
1.1.2 Applicable Documents
Document Name
Location
None
1.1.3 Acronyms
Acronymn
Meaning
OES
Online Enrollment System
1.1.4 Revision History
Version
Name
Date
Description
1.0
Kerry Young
8/23/2007
Created
2 Proposed Functionality
2.1 Overview
Merchant will complete the web-based application form. Data will be stored on
the server. Application is validated on submission and errors identified.
Merchant is displayed any error messages.
Once validations are successful the enrollment data is stored and a feed to the
Credit Check System is transmitted.
The raw data from the application form will be stored on the server in the PayOver-Internet (POI) Enrollment file. Part of the collected data is transmitted to the
Credit Check System for the credit check process. Part is necessary for building
the customer record on the Customer Data system. Other data collected will be
stored in a new file on the Customer Data system for future profiling and analysis
and is not used during the initial implementation of the Online Enrollment
System.
The credit check by the Credit Department personnel will initiate after the system
writes the Credit Application record on the Credit Check System and sends a
summary sheet by email to the Credit Department. The system also writes the
output for the paper-based Enrollment Form. The paper-based Enrollment Form
must be printed by the Credit Department and stored in the archive file room.
After the merchant is credit approved a shell customer record is created on the
Customer Data system.
Web-based application
Enrollment
Raw Data
Collect and Store
enrollment form data
Paper-based copy
of enrollment
form
Credit Check
database
Build Credit Check
record
Summary sheet to
be emailed to
Credit Dept.
Credit
Approved?
No
Yes
Merchant is notified by
email.
Build Customer
Database record
Merchant is notified by
email.
Customer Data
system
2.2 Statement of work
3d design
Define and create online application form
and field validations
5d code
2d test
5d
Define and create feed of data from
collection source to the Credit Check
System
3d
Define and create Enrollment Raw Data
file
2d design
Define and create 2 reports, one summary
and one detail for the Credit Department
4d code
1 d design
Create interface program to write
Enrollment data to the Credit Check system
2d code
1d test
3d
System Test
5d
User Acceptance
36d
ESTIMATE
2.3 Web-based Online Enrollment
Merchant will complete a web-based Enrollment form. Data will be stored.
The form must include a legal agreement with an “Accept” or “Decline” option for the
merchant applicant. The legal department will write the agreement to authorize the credit
check.
2.3.1 Form Validation
Field Category/Name
Type
Len
General Information
Special
Req’d
Y
Business Name
Alphanumeric
40
Y
Legal Business Name
Alphanumeric
40
Y
Federal Tax Id
Numeric
9
Y
Years in Business
Numeric
3
Y
Address
City
Character
25
Y
State
Character
2
Y
Postal Code
Alphanumeric
9
Y
Province
Character
25
Y
Telephone
Numeric
16
Y
Fax Number
Numeric
16
Y
Email Address
_@_._
40
Type of Ownership
Corporation,
LLC,
Partnership
2
Y
Contact Name
Character
30
Y
First Name
Character
15
Y
Middle
Character
15
Y
Last Name
Character
15
Y
Social Security
Numeric
10
Y
Owner Percentage
Numeric
3
Y
Allow – and _
Y
Owner Information
Second Owner
Yes if first
owner is less
than 100%
First name
Character
15
Middle name
Character
15
Last Name
Character
15
Social Security
Numeric
10
Owner percentage
Numeric
3
ABA Number
Numeric
9
DDA Number
Numeric
9
Bank Name
Alphanumeric
40
What do you sell
Alphanumeric
50
Zone
Character
25
Location
Character
25
Percentage of sales from Internet
Numeric
3
Percentage of sales from Mail Order
Numeric
3
Percentage of sales from In Store
Numeric
3
Funding Information
Tell Us About Your Store
Terms and Conditions
Boolean
1
Accept or
Decline
2.4 Credit Review Process
2.4.1 Write Credit Check System Record
Write Credit Check system record – CreditCheckMaster.db
2.4.2 Produce Reports for New Enrollment Applications
2.4.2.1 Enrollment Application
An Enrollment Application for each prospective merchant will be emailed to the Credit
Department main contact and backup contact. This application will include all of the
data from the online application. The Enrollment Application includes all information
necessary for Credit Check System.
2.4.2.2 Summary of New Enrollment Applications
A Summary of New Enrollment Applications for the previous day will be created and
sent to the Credit Department. This report serves as a cross-check for the number of
individual enrollment forms that were collected and initiated.
The report will include the following information: Application Date, Business Id, DBA
Name, Address, City, State, Zip and a summary count of the new enrollment requests.
2.4.3 Integration with Current Business Process
2.4.3.1 File Folder Work System
Paper enrollment forms need to be printed and filed by the Credit Department.
3 Data Definitions
Data definitions will be displayed here. Removed from Sample
4 Web Page Definition
4.1 Web-based Online Enrollment Form
The Enrollment form needs to adhere to the graphical and navigation standards of ABC
Company.
The enrollment process should work like a “wizard” where the applicant is walked
through the steps and is given feedback, status and next step help along the way.
The enrollment form elements have been defined by the Credit Department and are as
follows:
General Information
Legal and DBA (Doing Business As) name
Business Address and Name
Business phone, fax and contact name
Email address and URL
Type of Ownership and Federal Tax Id
Number of Years in Service
Business/Storefront Information
Zoning and Physical Store Location
What your business Sells
Totals of monthly cash and credit card sales
Business Owner Information
Names, address, phone numbers of first/second owner.
Title and Social Security of all owners named
Terms and Conditions
The terms and conditions must be agreed to before the application can be submitted for
processing.
5 Report Definition
Summary of New Enrollment Applications
Summary of New Enrollment Applications
As of Date 99/99/9999
Application Date Business Id
DBA Name
Address
City
XX/XX/XXXX
XXXXXXXXX
XXXXXXXXX
XXXXXXXXXX
XXXXXX XX
XXX XXX XXXX
XX/XX/XXXX
XXXXXXXXX
XXXXXXXXX
XXXXXXXXXX
XXXXXX XX
XXX XXX XXXX
XX/XX/XXXX
XXXXXXXXX
XXXXXXXXX
XXXXXXXXXX
XXXXXX XX
XXX XXX XXXX
XX/XX/XXXX
XXXXXXXXX
XXXXXXXXX
XXXXXXXXXX
XXXXXX XX
XXX XXX XXXX
Count = 999
State
Phone