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Word Population - Case Description

The document describes a request to create a centralized letter template system for an organization. Currently, each department has individual templates that must be manually updated. The goal is to allow templates to be adjusted through an Excel form, including general company data and employee contact information. The form should also allow creating new templates for new hires and deleting templates for employees who leave. It will be password protected per data privacy regulations. Examples of use cases provided are adding a new employee and updating an employee's information as they change roles within the company.

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Ffasullja
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
20 views

Word Population - Case Description

The document describes a request to create a centralized letter template system for an organization. Currently, each department has individual templates that must be manually updated. The goal is to allow templates to be adjusted through an Excel form, including general company data and employee contact information. The form should also allow creating new templates for new hires and deleting templates for employees who leave. It will be password protected per data privacy regulations. Examples of use cases provided are adding a new employee and updating an employee's information as they change roles within the company.

Uploaded by

Ffasullja
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Word Population of

Letter Templates
Word Population

Actual situation

Goal

Description of request

Use Cases
Actual situation
Description of the actual situation

Actual situation:
▪ There is one letter template for each
employee per department

▪ When a general information changes


every letter template needs to be
adjusted by hand.
▪ If there is a new employee, an employee
is leaving or information of an employee
have changed, the letter template needs
be adjusted, deleted or created by hand
as well.
Goal
Goal of the process

Goal:
1. Adjustment of one or all letter templates by upstream excel form, which implements the adjustments
2. A distinction is made between
a) general company data, which is the same for all forms and applies to all files when an adjustment is made, and
b) employee contact data, which is either adjusted when, for example, a position or name changes.
3. In addition, when a new employee is hired, it is necessary to create a new form and when an employee
left the company the form should be deleted.
4. In order to be compliant to DSGVO (European Data Protection Regulation) the form where changes
can be made needs to be password protected.
Description of request
Visualisation of the data which needs to be customizable

▪
▪

Data entry
Individual and general information

The boxes tell you, in which line/column


you will find the information in the excel
sheet.
These documents are also attached to the
job description as example templates.
Use Cases
Use Cases

Case 1 Case 2
Sandra Bullock is the new employee at Power Doc Brad Pitt is the accountant of Power Doc 365 in
365 in Düsseldorf, her detailed information are: Wuppertal.
• [email protected] He is moving to Düsseldorf, cause of his marriage to
• Sales Agent Angelina Jolie.
• Tel: 0211-5478-9658 Brad Pitt will change his last name to Brad Pitt-Jolie
• Fax: 0201-963 – 258 and he is going to switch the department from
Wuppertal to Düsseldorf.

Corinna Keller, the assistance of the CEO is asked to


create the new letter template for her. She uses the Corinna Keller, the assistance of the CEO is asked to
excel sheet to enter the data. customize the letter template for him. She uses the
excel sheet to enter the data.

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