[Project Scope Management]Requirement Specification Document

for

Purchase Management System

Information Systems and Technology Division, Securities and Exchange Commission of Pakistan

By: Muhammad Raza Ali Khan

1. Software Process Life Cycle adopted by SECP2. SECP Projects Overview3.3. Problems In Existing SystemProblems In Existing System4. What is RSD?5. What RSD Covers?6. secPurchase WorkFlow Procedures7. Future secPurchase WorkFlow Procedures8.8. HQ and CRO CommunicationHQ and CRO Communication9.9. Suggested Sample ReportsSuggested Sample Reports

Presentation Outline

Optimized Process Lifecycle

• Rational Unified Process (RUP): • Rational Unified Process is a flexible software development

process platform that delivers customized yet consistent process guidance to project teams helping them during different phases i.e. analysis to implementation.

• The Optimized Process Lifecycle (OPL):• OPL name is given to the standard software process lifecycle

and adopted by SECP for all its software projects. OPL is based on the RUP standard. 1. OPL Phases and Iterations 2. OPL Workflows

• Workflow– Sequence o activities that eventuates into a productive result.

• Phase– Multiple iterations in the optimized process lifecycle

• Iteration– Complete iteration results in a S/w product

• Dimensions: – 1. Horizontal dimension

• Represents time and dynamic aspect of the process

– 2. Vertical Dimension• Static aspects of the process i.e. workflows

SEC’s Software Process Life Cycle:OPL

Phases:

OPL has four phases1. Inception2. Elaboration3. Construction4. Transition

Each phase is concluded with a milestone and certain deliverables

SEC’s Software Process Life Cycle:OPL

SEC’s Software Process Life Cycle:OPL

• INCEPTION PHASE:• Establish the feasibility:

1. Define the Scope2. Initial requirement capture3. Initial risk analysis4. Cost benefit analysis5. Initial Use Case model

• Milestone :Lifecycle Objectives:1. Stakeholders concurrence on the Scope definition2. Requirements understanding based on use cases

• Deliverables:1. Requirement Specification Document2. Risk Analysis Report3. Project timeline sheet

SEC’s Software Process Life Cycle:OPL

Initial Use case model Risk identification Define project Scope

Graphical Presentation (Inception)

Establish the feasibility

SEC’s Software Process Life Cycle:OPL

• ELABORATION PHASE:• Understand the Problem:

1. Domain Model2. Architecture document3. Use case analysis4. Risk Assessment plan revised

• Milestone :Lifecycle Architecture:1. Detailed system objectives and scope2. Resolution of major risks

• Deliverables:1. Story board2. Report Specification Document3. Design Document Table

SEC’s Software Process Life Cycle:OPL

Graphical Presentation (elaboration)

Understand the problem

Build the architecture Components Packages

SEC’s Software Process Life Cycle:OPL

• CONSTRUCTION PHASE:• Understand and built the solution:

1. Depth of implementation (stubs are fleshed out)2. Implementation of all details 3. Analysis continues but coding and design predominate

• Milestone : Initiate Operational Capability:1. Check if the product release is stable and mature enough to be implemented2. Check if stake holders are ready for transition to the end users3. Compare the actual expenditure with planned expenditure (check if they are

acceptable or not)

• Deliverables:1. Releases2. Help files3. User manuals

SEC’s Software Process Life Cycle:OPL

Understand and build the solutionIncrementally build the system

Design

Implementation

Analysis

Change Management

Project Management

SEC’s Software Process Life Cycle:OPL

• TRANSITION PHASE:• Roll out the solution:

1. Transition the system to the user community2. Customer Acceptance tests3. Finalize Documentation4. User manuals, installation guid

• Milestone : Product Released:1. Is the user satisfied?2. Compare the actual expenditure with planned expenditure (check if they are

acceptable or not)

• Deliverables:1. Test plans.2. Installation programs.

SEC’s Software Process Life Cycle:OPL

Graphical Presentation (transition)

Roll out the solution

Transition system to users Software testing

Users manuals, installation guide

SEC’s Software Process Life Cycle:OPL

Software Software Process Life CycleProcess Life Cycle

AnalysisAnalysis DeliverablesDeliverables

Supporting WorkflowsSupporting Workflows Project management,Change management etc

DevelopmentDevelopment

AnalysisAnalysis

DesignDesign

Project PlanProject Plan

RSDRSD

StoryboardStoryboard

Reports Specification DocumentReports Specification Document

QAQA

DeploymentDeployment

Initial Test PlanInitial Test Plan

Feasibility ReportFeasibility Report

Client Client InteractionInteraction

SEC’s Software Process Life Cycle:OPL

SECP’s PMS Project Overview:• Manual System View:

1. Purchase Management System (PMS)

2. Inventory Management System (IMS)

3. Financial Management System (FMS)

• Computerize System View:

Problems In Existing Problems In Existing SystemSystem

• Maintaining multiple documents for same data

• Risk of inconsistency among documents

• Synchronizing multiple documents in case of change is difficult

• More chances of mistakes• Referring to Past Data is Difficult

Problems In Existing Problems In Existing SystemSystem

• Customized Reports are Difficult to Produce– As the amounted Overspent under

the head of stationary is 0.205 million.

• Only a Few Reports Sent to HQ– Monthly– Annually– Higher level information

What is RSD?1. Establishes a common understanding among

the project stakeholders

2. Tracks and avoids loss of the requirements

3. Provides a clear statement of requirements

4. Organized requirements helps trace requirements evolution throughout the development life cycle and into the maintenance phase.

5. Reduces project cost overruns and schedule delays

6. Detect requirement errors, which avoids unnecessary cost associated with implementing the wrong requirements.

What RSD Covers?

Requirement Specification Document

Assumptions

Interfaces

Users

Constraints

Processes

H/wH/w S/wS/w

TechnologyTechnology PerformancePerformance EnvironmentEnvironment

Use CasesUse Cases

CharacteristicsCharacteristics

ResponsibilitiesResponsibilities

Financial Management SystemFinancial Management System

Inventory Management SystemInventory Management System

secPurchase WorkFlow Procedures

QuotationQuotationQuotationQuotation

Purchase Purchase RequisitionRequisitionPurchase Purchase

RequisitionRequisition

Tender ManagementTender ManagementTender ManagementTender Management

Purchase OrderPurchase OrderPurchase OrderPurchase Order

Signatory ManagementSignatory Management Signatory ManagementSignatory Management

Supplier ManagementSupplier ManagementSupplier ManagementSupplier Management

Comparative Comparative StatementStatement

Comparative Comparative StatementStatement

GeneralGeneralGeneralGeneral

CapitalCapitalCapitalCapital

Petty Cash Advance StatementPetty Cash Advance StatementPetty Cash Advance StatementPetty Cash Advance Statement

Cash Purchase Cash Purchase StatementStatement

Cash Purchase Cash Purchase StatementStatement

Cas

hC

ash

Cas

hC

ashPurchase Purchase

RequisitionRequisition

User ManagementUser ManagementUser ManagementUser Management

Future secPurchase WorkFlow Procedures

OutsourceOutsource ServiceService

ServiceServiceProposalProposal

ContractContract

Purchase OrderPurchase Order

Outsource Service ManagementOutsource Service Management

Outsourcing of Admin ServicesOutsourcing of Admin Services

ManagedManagedSupplierSupplier

secInventorysecInventory

Company Registration

Office

Headquarter

Information Flow

HQ and CRO CommunicationHQ and CRO Communication

WAN

WAN

Suggested Sample ReportsSuggested Sample Reports

1. Purchase Requisition/Pending Purchase Requisition

2. Purchase Requisition Listing3. Quotation 4. Quotation Listing5. Comparative Statement 6. Purchase Order/ Pending Purchase Order

(Goods & bills not yet received) 7. Capital Expenditure Proposal Form Report 8. Petty Cash Advance Statement 9. Cash Purchase Statement

We the Information systems and Technology

Division, makes the

Commission's

dreams a reality