Functional schema

FUNCTIONAL SCHEMA

The fundamental principle of organizing information in an information system should be to ensure access to information only for individuals for whom it is intended and/or considered necessary for fulfilling their job responsibilities.

To ensure a high level of confidentiality, organizational and technical measures must be applied. Providing access to information should be based on the principle of initially restricted rights. As technical means, operating system equipment and software, as well as specialized equipment and software, including certificates and electronic signatures, can be used.

MAIN REFERENCE REGISTERS

This chapter presents information about the main registers necessary for keeping track of the economic activities of a company. This component is mandatory but not limited; the proposed software product may contain other registers and can combine information.

Chart of Accounts Register

The primary tool used for synthetic and analytical accounting of economic operations is the Chart of Accounts. For this reason, the ability to obtain a “standard package” of reports (financial statements, account analysis, account details) is necessary.

Partners Register

A hierarchical catalog of partners, which includes two types of catalogs for individuals and legal entities, with the possibility of grouping partners into suppliers, clients (local, foreign), and entering details about partners.

Materials Register

Hierarchical dictionary. The material registration card has a set of mandatory elements – code, name, unit of measurement, comments.

Fixed Assets Register

Hierarchical dictionary. The fixed asset registration card has a set of mandatory attributes – code, name, unit of measurement, comments.

Employees Register (CNP)

Hierarchical catalog. Mandatory fields include: code, full name, comments.
Data from the catalog serve for salary calculation analytics, personnel records, inventory of goods, and fixed assets assigned to responsible individuals.

Departments Register

Hierarchical catalog. Mandatory fields include: code, name, comments.
Data from the catalog serve for revenue and expense analytics, enterprise costs, fixed asset records, goods, taxes and fees, contributions to social and medical insurance.

Types of Services Register

Hierarchical catalog. Mandatory fields include: code, name, comments. The catalog contains types of services provided by the company.
Data from the catalog should be used for analysis in specialized management reports of the economic department.

Expense and Service Items Register

Hierarchical catalog. Mandatory fields include: code, name, comments. The catalog contains types of services provided by the company.
Data from the catalog should be used for analysis in specialized management reports and statistical calculations.

REPORTS

List of required accounting reports according to the legislation of the Republic of Moldova.

Financial and Statistical Reports

Financial Reports:

  • Balance Sheet,
    • Consolidated Balance Sheet;
  • Financial Results Report,
    • Consolidated Income and Expense Report;
  • Equity Movement Report,
    • Consolidated Equity Movement Report;
  • Cash Flow Report,
    • Consolidated Cash Flow Report.

Statistical Reports:

  • Costs and Expenses of the Enterprise.
    • 5-CI – Costs, Expenses, and Investments of the Enterprise,
  • Salary.
    • 1M – Salary,
  • Trade, Services
    • SERV-TS – Short-Term Indicators for Agriculture, Trade, and Services.
Tax Reports
  1. Property Taxes:
    • Calculation of real estate property tax;
    • Calculation of land tax;
    • Information about the calculated amounts for business unit property taxes.
  2. VAT Reports:
    • VAT declaration;
    • Annex to the VAT declaration;
    • Sales register;
    • Purchase register.
  3. Taxes, Withholdings on Payments:
    • INFORMATION about income calculated and paid to individuals (legal entities) and income tax withheld from these earnings;
    • Report on the total paid income and income tax withheld from these earnings;
    • Information about income tax withheld from income sources other than salaries paid to non-residents;
    • Employee’s declaration regarding the exemption from income tax withheld from salary for the year XXXX;
    • Information about salaries and other payments made by the employer to employees and the income tax withheld from these payments;
    • Personal record of income from salaries and other income from the employer to the employee for the year XXXX, including income tax withheld from these payments;
    • Information about payments made to residents from income sources other than salaries and the income tax withheld from these payments.
  4. Local Taxes:
    • Report on territorial development taxes,
      • Annex to the territorial development taxes report (TAT 07) regarding the amounts calculated for the taxpayer’s unit taxes 2;
    • Report on the tax for commercial objects and/or for the provision of social services.
  5. Road Taxes:
    • Report on the road usage tax for vehicles registered in the Republic of Moldova.
  6. Natural Resource Usage Taxes:
    • Report on water usage tax.
Insurance Reports
  1. Social Insurance:
    • Declaration on the calculation and use of mandatory state social insurance contributions;
    • Declaration of the insured person (Annex No. 1);
    • REV 1 – Questionnaire of the insured person;
    • REV 9 – Information on the calculation, use, and payment of social insurance contributions;
    • REV 5 – Declaration of the insured person for the year;
    • REV 2 – Receipt label.
  2. Medical Insurance:
    • Report on the calculation of the mandatory medical insurance contributions.
Internal Reports:
  1. Universal report.
  2. Fixed Assets:
    • Fixed assets card;
    • Fixed assets by ownership categories;
    • Progress sheet – status timeline;
    • Fixed assets card;
    • Operations;
    • Current repairs.
  3. Customer Records:
    • Detailed by customers;
    • Territorial distribution;
    • Days and hours of orders.
  4. Order Journals:
    • Order/debit journal;
    • Order/credit journal;
    • Order/date-based journal;
    • Order/customer-based journal.
  5. Control:
    • Verification of deleted documents.
  6. Salary Reports:
    • Individual account;
    • Income certificate;
    • Summary of payments;
    • Calculation sheet;
    • Exemption list;
    • Employees’ insurance seniority;
    • Average number of employees.
  7. Human Resources:
    • Birthday report;
    • Probation period report;
    • Leave report;
    • Personnel status.
  8. Cashier:
    • Cash register;
    • Report on strict reporting forms.
  9. Debtors and Creditors:
    • Reconciliation report in national and foreign currency;
    • Payment scheme;
    • Structure of debts and receivables as of that date.
  10. Contracts:
    • Contract register;
    • Calculation according to contracts;
    • Structure of debts and receivables as of that date.

SECURITY REQUIREMENTS

Regarding system security, the following aspects are comprehensively considered: confidentiality, integrity, and availability of information resources; organization of user identification and registration; management of their access to information resources.

Confidentiality of Information

The primary principle in organizing information within a computer system should be to ensure access to information only for individuals for whom it is intended and/or considered necessary for fulfilling their service obligations.

Availability and Security Requirements

Access to the enterprise’s accounting system is based on user authentication, authorization, and activity logging.

User names must be defined in accordance with the unique format adopted within the enterprise.

For easy management of users and their rights in the computer system, it’s necessary to create user groups. Priority is given to managing access rights at the group level. For individual cases, individual configuration applies at the level of specific users.

Based on a defined and approved list of services and information operations, all major user actions must be logged compulsorily, with the possibility of subsequent analysis.

The system must ensure information integrity. Each type of data that is part of the system must be in a specific, coordinated, up-to-date relationship and managed with other relevant data. Priority is given to the principle of storing information in a single source.

Access to information in the enterprise system is organized in such a way that all information, technical platforms, security systems used, and auxiliary systems operate in a defined order and are available whenever needed.

Backup and Restoration

Organizing a backup of information is a mandatory requirement to restore the system’s operation and/or data in case they are destroyed or damaged.

Connection with External Systems

Considering the expanding use of internet resources by company employees, as well as its use for territorial links, it’s necessary to provide the capability of secure remote work and integration with certain internet services (e.g., obtaining official exchange rates, data from the Main Tax Agency regarding tax bills, etc.).

CERINȚE SPECIALE PENTRU SISTEM

  • Baza de date Oracle;
  • Toate datele stocate trebuie să fie accesibile prin intermediul limbajului standard de interogare SQL și să fie stocate în tabele într-o formă normalizată;
  • Nu este permisă stocarea în baza de date a tranzacțiilor contabile fără exportul direct folosind utilitarele bazei de date și fără utilizarea altor programe suplimentare;
  • Sistemul trebuie să permită extinderea cu module noi în Java și PHP;
  • Tot codul sursă al configurației trebuie să fie scris în Java, PHP sau PL/SQL;
  • În pachet trebuie inclus tot codul sursă al configurației, cu drepturi pentru dezvoltare independentă ulterioară;
  • Integrare prin protocolul CMIS cu sistemele ECM;
  • Interfață complet bilingvă;
  • Contabilitate continuă cu perioadă deschisă;
  • Toate modulele și componente sistemului trebuie să fie stocate într-o singură bază de date și în aceleași tabele;
  • Sistemul trebuie să suporte cel puțin 100 de utilizatori fără acces terminal.

CERINȚE SPECIALE PENTRU FURNIZORUL COMPANIEI

  • Furnizorul companiei trebuie să fie partener Oracle de cel puțin 5 ani;
  • Compania trebuie să fi implementat în ultimii 3 ani cel puțin 3 proiecte majore pentru întreprinderi de stat care furnizează servicii populației, având un număr total de locuri de muncă de cel puțin 100;
  • Fiecare modul propus trebuie să fi fost implementat în cel puțin 3 proiecte și să fie în funcțiune de cel puțin 2 ani;
  • Experiență în dezvoltarea și implementarea soluțiilor FrontEnd (preluarea plăților, vânzarea de produse).

TECHNICAL REQUIREMENTS FOR IMPLEMENTATION

Network Requirements
  • Ethernet, UTP/5 local network 100Mbit (server connection 1Gb);
  • Stable network, protected against mechanical and electromagnetic influences;
  • Printer (a simple laser printer is recommended, without multiple functions; the specific model is to be determined with the Provider);
  • High-speed internet connection (server-side connection upload speed – 2Mb, client-side connection download speed – 128-256 Kb/s; this requirement may be revised within the technical specifications).
Server Requirements

For 1-5 “direct” client workstations connected through the local network:

  • Intel Xeon 2×2.4 GHz, 4-8GB RAM, HDD SATA/SAS 4x200GB RAID 1/1+0, archival drive (DVD-RW 16x recommended), LAN 1Gb;
  • Operating System CentOS 6/7 / MS Windows 2008/2012 Server, Oracle Standard Edition One 10GR2 database, office application suite (MS Office 2003 recommended), data archiving and antivirus protection programs, as well as preferably backup and system restoration programs (Acronis, Norton Ghost etc., versions compatible with the installed operating system);
  • UPS protection system for switch/hub.

For 5-25 “direct” client workstations connected through the local network:

  • Intel Xeon QuadCore, 8-32 GB RAM, HDD SAS/SATA 4x200GB 2xRAID 1/1+0, archival drive (DVD-RW 16x recommended), LAN 1Gb;
  • Operating System CentOS 6/7 / MS Windows 2008/2012 Server SP2, Oracle Standard Edition 11GR2 database, office application suite (MS Office 2003 recommended), data archiving and antivirus protection programs, as well as preferably backup and system restoration programs (Acronis, Norton Ghost etc., versions compatible with the installed operating system);
  • UPS protection system.
Requirements for terminal server:
  • Processor Type – higher models from the Intel processor range with 2/4 cores;
  • System Memory – 8-32 GB;
  • Disk Drive – 200 GB, 7200 RPM, SATA-II/SATA-III;
  • Operating System MS Windows 2003 Server SP2 x32 (recommended) / Windows 2008 Server SP2 x32, with terminal server installed, office application suite (MS Office 2003 recommended), data archiving and antivirus protection programs, as well as preferably backup and system restoration programs (Acronis, Norton Ghost etc., versions compatible with the installed operating system);
  • UPS protection system.
Requirements for cash register server:
  • Pentium IV/Athlon 64(939)/Intel Atom PineView 3Ghz, motherboard ASUS, Gigabyte, MS, AsusI, 1-2GB RAM, HDD 2x250Gb Seagate 7200, RAID 1, 450W, LAN 100Mb;
  • Operating System MS Windows XP Professional/ Windows 7/CentOS 6/7;
  • UPS protection system.
Requirements for workstations:
  • Dual-core processor, 2GB RAM, HDD 80GB, LAN 100Mb;
  • Operating System MS Windows XP (recommended)/Windows 7 x32, office application suite (recommended MS Office 2003), data archiving and antivirus protection programs.

SYSTEM DOCUMENTATION

User Documentation

The user manual is a mandatory document. This document should contain general information about the system, as well as clear and simple instructions for its usage. These instructions should be provided for each requested function at a minimum. The document should include guidance for all actions required to achieve the appropriate outcome and, when necessary, be accompanied by screen form examples.

Administrator Documentation

The system administrator’s manual should encompass detailed information about the system’s architecture, necessary for understanding the principles of construction and operation, as well as ensuring proper conditions for usage, performance monitoring, and carrying out preventative maintenance.

The document should include instructions for system implementation, user and rights management, backup and system restoration, performance monitoring, and system maintenance.