Sa-Des-0001 Kms Design Rev 0 1

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Configuration Management

Document Number: SA-BRS-0001 Rev0.2 Issue Date: 8/06/2011

Author: Kevin Essery Status: Draft

File ID: 64970367.docx

- Company Confidential Synergistics Australia Pty Ltd -

Business Requirements Specification

Knowledge Management System

SA-BRS-0001

Version 0.2


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Knowledge Management System Table of Contents

File ID: 64970367.docx Project: Business Requirements SpecificationDoc ID: SA-BRS-0001 - Company Confidential Synergistics Australia Pty Ltd - Page i

TABLE OF CONTENTS

TABLE OF CONTENTS ................................ ................................ ................................ ................................ ............ I

D OCUMENT CONTROL ................................ ................................ ................................ ................................ ..........II

DOCUMENT INFORMATION AND REVISION HISTORY ................................ ................................ ................................ . II T ABLE OF DOCUMENT REVIEW ................................ ................................ ................................ ................................ II

T ABLE OF APPROVAL /ACCEPTANCE ................................ ................................ ................................ ......................... II CONTACT FOR ENQUIRIES AND C HANGES ................................ ................................ ................................ ................ II

1 INTRO D UCT ION ................................ ................................ ................................ ................................ ............... 3

1.1 P URPOSE ................................ ................................ ................................ ................................ .................... 3 1.2 BUSINESS C ONTEXT ................................ ................................ ................................ ................................ .... 3 1.3 BUSINESS OBJECTIVE AND S UCCESS MEASURES ................................ ................................ ....................... 3 1.4 T ARGET A UDIENCE ................................ ................................ ................................ ................................ ...... 3 1.5 ACRONYMS AND ABBREVIATIONS ................................ ................................ ................................ ................ 3

2 OVERALL SOLUT ION D ESCR IP T ION ................................ ................................ ................................ .......... 4

2.1 BRIEF HISTORY AND HISTORICAL REFERENCE ................................ ................................ ............................ 4 2.2 C ONSTRAINTS AND LIMITATIONS ................................ ................................ ................................ ................. 4

2.3

BUSINESS

OPPORTUNITY AND

V ALUE

PROPOSITION ................................ ................................ ................... 4

2.4 THE P RIMARY C USTOMERS ................................ ................................ ................................ ......................... 4

3 REQU IREMENTS ................................ ................................ ................................ ................................ ............. 6

3.1 S TANDARD DOCUMENT CONTROL ................................ ................................ ................................ ............... 6 3.2 S TANDARD KPI REPORTS ................................ ................................ ............... ERROR ! B OOKMARK N OT D EF IN ED . 3.3 TRAVEL C ALENDAR ................................ ................................ ................................ ................................ ..... 8 3.4 LEAVE REGISTER & C ALENDAR ................................ ................................ ................................ ................... 8 3.5 USER ROLES & S ECURITY ................................ ................................ ............... ERROR ! B OOKMARK N OT D EF IN ED . 3.6 M ANAGE THE BUSINESS DOCUMENT LIBRARY ................................ ................. ERROR ! B OOKMARK N OT D EF IN ED . 3.7 M ANAGE THE CLIENT DOCUMENT LIBRARY ................................ ..................... ERROR ! B OOKMARK N OT D EF IN ED . 3.8 EXECUTE S ERVICES DOCUMENT LIBRARY ................................ ....................... ERROR ! B OOKMARK N OT D EF IN ED . 3.9 BUSINESS S UPPORT S ERVICES DOCUMENT LIBRARY ................................ ...... ERROR ! B OOKMARK N OT D EF IN ED . 3.10 BP 1.01 BUSINESS P LANNING ................................ ................................ ................................ ..................... 9 3.11 BP 1.02 P OLICY DEVELOPMENT ................................ ................................ ................................ ................. 9 3.12 BP 1.03 M ANAGE OPERATIONS ................................ ................................ ................................ ................ 10 3.13 BP 1.04 M ANAGE F INANCES ................................ ................................ ................................ ..................... 10 3.14 BP 1.05 IMPROVE THE BUSINESS ................................ ................................ ................................ ............. 11 3.15 BP 1.06 BUSINESS M ARKETING AND BRANDING ................................ ................................ ....................... 1 2 3.16 BP 2.01 BUSINESS DEVELOPMENT ................................ ................................ ................................ ........... 12 3.17 BP 2.02 M AINTAIN CLIENT ENGAGEMENTS ................................ ................................ ............................... 13 3.18 BP 3.01 DEVELOP S ERVICE OFFERINGS (IP) ................................ ................................ ............................ 13 3.19 BP 3.02 UTILISE S ERVICE OFFERINGS ................................ ................................ ................................ ..... 13 3.20 BP 3.03 G ATHER REFERENCE INTELLIGENCE ................................ ................................ ........................... 14 3.21 BP 4.01 M ANAGE & DEVELOP P ERMANENT EMPLOYEES ................................ ................................ .......... 14 3.22 BP 4.02 M ANAGE C ASUAL EMPLOYEES ................................ ................................ ................................ .... 15 3.23 BP 4.03 M ANAGE C ONTRACTOR R ESOURCES ................................ ................................ .......................... 15

3.24 BP 4.04 P ERMANENT EMPLOYEE P AYROLL ................................ ................................ .............................. 16 3.25 BP 4.05 C ASUAL EMPLOYEE P AYROLL ................................ ................................ ................................ ..... 16 3.26 BP 4.06 M ANAGE BUSINESS INFRASTRUCTURE ................................ ................................ ........................ 1 6 3.27 BP 4.07 P ROTECT BUSINESS & E MPLOYEES ................................ ................................ ............................ 17 3.28 BP 4.08 FULFIL T AXATION OBLIGATIONS ................................ ................................ ................................ .. 17 3.29 BP 4.09 ACCOUNTS P AYABLE ................................ ................................ ................................ ................... 18 3.30 BP 4.10 ACCOUNTS RECEIVABLE ................................ ................................ ................................ ............. 18 3.31 BP 4.11 M ANAGE S ERVICE P ROVIDERS ................................ ................................ ................................ .... 18

STATEMENT OF CONF ID E NT IAL ITY AN D CO P YR IGH T ................................ ................................ ................ 21


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Knowledge Management System Document Control

File ID: 64970367.docx Project: Business Requirements SpecificationDoc ID: SA-BRS-0001 - Company Confidential Synergistics Australia Pty Ltd - Page ii

D OCUMENT CONTROL

D ocument Information and Revision History

Title Business Requirements Specification - Knowledge Management System

Document Purpose Provide detailed business requirements for the Synergistics KnowledgeManagement System (KKMS).

Revision Issue Date Author(s) Comments0.1 29/04/2011 Nathan Elphick Initial Draft 0.2 8/06/2011 Michael Tsockallos Review and updates

Table of D ocument Review

Signatories listed have an obligation to review and provide feedback to the Project Owner and Project Manager on the relevance and accuracy of the document contents.

Responsibility Designation NameReviewed by Director Willem Triegaardt Reviewed by Director Michael Tsockallos

Table of Approval/Acceptance

Signatories agree that the content within this Business Requirements Specification arean accurate reflection of the learning s.

Responsibility Designation Name Signature Date

Approved by Project Manager Michael Tsockallos

Approved by Client Willem Triegaardt

Contact for Enquiries and Changes

If you have any questions regarding this document contact:

Name: Nathan Elphick

Designation: Project Manager

Phone: +61 408 708 263

E-mail nathan .elp hick@syn erg istics .com .au


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File ID: 64970367.docx Project: Business Requirements SpecificationDoc ID: SA-BRS-0001 - Company Confidential Synergistics Australia Pty Ltd - Page 3

1 INTRO D UCT ION

1.1 Purpose

The purpose of this document is to clearly define the business requirements for the KnowledgeManagement System (KMS) to be used by Synergistics Australia.

1.2 Business Context

Electronic document control, storage and retrieval are vital functions of a modern day business.Without such functions, a business would struggle to standardise processes, share knowledge, andmaintain information. By having this in place, a business can make transitioning resourcessimplified, ensure knowledge is retained in a secure environment, and encourage the creation of new knowledge to grow the business.

1.3 Business Objective and Success Measures

D riven by Business Management The Business Management team of Synergistics Australianeeds to have the ability to initially define and adapt the KMS to future business drivers.

One Source All electronic documents and information need to be stored and retrieved from asingle source to ensure there is no misunderstanding of where to find information.

Paperless Office The KMS will play a major part in ensuring the removal of stored paperdocuments from all parts of the business. All paper documents need to be scanned and storedwithin the KMS.

1.4 Target Audience

The target audience for this documentation is:y Directors of Synergistics Australia,y Employee s of Synergistics Australia,y Sub-Contractor s of Synergistics Australia, andy Synergistics Australia Book-keeping Resources.

1.5 Acronyms and Abbreviations

Abbreviation D escription

KMS Knowledge Management SystemBPOS Business Productivity Online SuiteIP Intellectual PropertyCRM Customer Relationship Management


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2 OVERALL SOLUT ION D ESCR IP T ION

2.1 Brief History and Historical Reference

Prior to 2009, Synergistics Australia did not operate with anKMS solution. Instead each individualresource stored and structured their electronic documents however they deemed appropriate.

At the end of 2008 and beginning of 2009, Synergistics installed and configured KnowledgeTree aspart of a major website update. This KMS was configured with basic security, standard document control and little to no interaction with anyone outside of the Synergistics Australia management team. In its current state, KnowledgeTree is primarily used by the Synergistics Australia BusinessSupport Manager and the Book Keeper .

In the middle of 2010, Synergistics Australia invested in the Business Productivity Online Suite(BPOS) from Microsoft and hosted Telstra (rebadged as T-Suite). As part of this suite, Microsoft SharePoint has been made available to all BPOS users but has yet to be setup as the replacement and extension of KnowledgeTreeKMS.

2.2 Constraints and Limitations

y

The purchase of BPOS in 2010 creates a logical constraint for the solution to be Microsoft SharePoint.y The KMS will N OT be the storage solution for documents controlled as part of project

services to clients. Although a temporary retainer will be created until the final project management solution is defined and deployed.

2.3 Business Opportunity and Value Proposition

The KMS integrated into all Synergistics Australia resources gives the business the opportunity tomanage and monitor the standardised approaches to executions of all services. The long termvalue to the Business is the security of all Intellectual Property (IP), this will enable Synergistics

Australia to effectively become a Value Add offering to its clients.

2.4 The Primary Customers

2.4.1 Business Management Team of Synergistics Australia

The business management team create many documents related to the ongoing running of thebusiness. Documents such as business plans, policies, procedures, processes, business andoperational periodic reportingare just some of these examples. Many of these documents will beviewable to the greater team, but a small number of documents (such as financials) will not beissued for general distribution. A primary focus of these documents is the definition of This is howwe want to operate this business .

2.4.2 Resource Pool of Synergistics Australia

Both employees and contractors fill this space. They will be users of many standardisedprocedures created by the Management Team, they will also be involved in the creation of storedinformation such as Annual Leave requests.

Additional to the general access to procedural documents, each staff member will require access toa secure area containing there personal material. This will include: employment contracts,performance reviews, payslips, etc.


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2.4.3 Client Management Team of Synergistics Australia

The operations managers, who perform the account management function,will create manydocuments while setting up and interacting with new and existing clients. Documents such asquotes and purchase orders will need to be stored for future reference. This will be organised on aclient by client basis.

2.4.4 Service Management Team of Synergistics Australia

The service managers are responsible for defining the methodologies Synergistics Australiaexecutes client services. Documents containing valuable IP will be created as part of this process.

2.4.5 Business Support Services

To effectively execute the business support services for Synergistics Australia many documentsneed stored and made accessible. Documents such Accounts payable reports, account receivablereport, etc need to be stored and access for reference purposes. The primary users of this area willbe the Business Support Manager and the Book Keeper.


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3 G ENERAL REQU IREMENTS

This part of the document will describe the generalrequirements for the KMS.

3.1 Portal Home Page

This will provide the latest news to be published to the staff. It will be a visual index toaccess all other system and tools required by the staff. For example links to hostedapplications, and access to the application user manuals.

3.2 W ork Space / Libraries

It is envisaged that 5 work spaces will be established. These are based on the Synergistics Australia business process:

y Manage the Business,y Manage the Client,y Execute Services, andy Business Support Services.

Additional to these 4 categories, an additional work space staff related data and documents will berequired. Each staff member will access private information/documents about themselves and willaccess some general information within this work space.

3.3 U sage Reports

It is a requirement that the solution be able to generate usage figures on who has used (ie.accessed) the KMS and which pages were accessed.

3.4 One Source of the Truth

It is a requirement that the solution encourages all staff to create and update documentswithin the KMS using revision control. It is strongly encourage to issue links to documents

within the KMS and not to issue documents by attaching them to e -mail. Document attachedwill be strongly discouraged by the management team. This will include items such asmonthly newsletters, staff payslips, documents issued for review, etc.

3.5 D ocument N aming Convention

A document naming convention standard has been developed for Synergistics Australia. TheKMS must be able to comply this naming convention.

3.6 Revision Control

A document naming convention standard has been developed for Synergistics Australia that defines the revision control mechanism for internal and external documents. The KMS must be able to comply this revision control approach.

3.7 Simplicity and Practicality

The structures within the KMS will be simple and practical in delivering the functionalrequirements of a predominantly process centric management approach.

Meta Data

Meta data will only need to be entered into a document once. The KMS must be able toextract and store the document property data into the KNS meta data repository.


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3.8 Audit Trail

Audit trail of end user changes/activity???

3.9 D ata Import and Export

3.10 Standard D ocument Control

Each document created and modified within the KMS should comply with the following document control process. The participants at each step will be determined based on roles defined insecurity settings.


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3.11 Travel Calendar

A travel calendar is required to clearly communicate when someone is not in their default location.The travel calendar need to capture and communicate staff default location. This varies as staff move from one client to another. The travel calendar is used primarily from a safety aspect toensure the management team is fully aware of the whereabouts of each staff member.Please note that this information is currently capture via weekly e-mail exchanges.

A nice to have requirement is automatic update of the travel register with staff absences due toleave.

3.12 Leave Register & Calendar

A leave register is required to store the following metadata:y IDy Employeey Reason for Leavey First Day of Leave (date select)y Last Day of Leave (date select)y No. of Daysy Status (Pending, Approved, Rejected)y Status Commentsy Date Approved

The following process describes how this metadata is to be populated.

A leave calendar is required to publish all approved leave from the leave register.


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4 BUS INESS P ROCESS REQU IREMENTS

Synergistics Australia business management has adopted a process centric approach to managingthe business. A key focus of this approach is the clarity of procedures, role and responsibilities.Currently the business process definitions have been developed in visio using the IDEF) standard.Much of the business process data has been captured within a spreadsheet.

The below sections prefixed with BP indicate the requirement for the specific Business Process.

4.1 BP 1.01 Business Planning

A Business Planning storage folder is required to be created in the Manage the Business document library.

4.1.1 D ocument Types& Sub Folders

The following sub-folders will be stored within this storage folder:y Company Purposey Market Researchy

Develop Strategiesy Develop Programsy Execute Business Programs

4.1.2 KPI D ashboard

The following KPI dashboards are required:y Business KPI s

o TBD

4.1.3 Security

Security to be inherited from the document library with the addition of:y Members of the Resource Pool role will have Read-Only access.

4.2 BP 1.02 Policy D evelopment

A Policy D evelopment storage folder is required to be created in the Manage the Business document library.

4.2.1 D ocument Types & Sub Folders

No sub folders are required for Policy Development, however a Policy template should be enforcedfor every new Policy created.

4.2.2 Security



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4.3 BP 1.03 Manage Operations

A Manage Operations storage folder is required to be created in the Manage the Business document library.


The following sub-folders will be stored within this storage folder:y Review Performancey Forecasting and Planningy Monthly Staff Communications

4.3.2 KPI D ashboard

The following KPI dashboards are required:y O perations KPI s

o TBD

4.3.3 Security


4.4 BP 1.04 Manage Finances

A Manage Finances storage folder is required to be created in the Manage the Business document library.


The following sub-folders will be stored within this storage folder:y Review Financesy Plan Financial Activitiesy Execute Financial Plan

4.4.2 Security

Security to be inherited from the document library.


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4.5 BP 1.05 Improve the Business

AImprove the Business storage folder is required to be created in the Manage the Business document library.


The following sub-folders will be stored within this storage folder:y Plan Improvementsy Execute Improvements

4.5.2 Registers

The following registers and Metadata is required for storage of additional information:

y Risk Registero IDo Titleo Descriptiono Impact Descriptiono Likelihood (Low, Medium, High, Extreme)o Seriousness (Low, Medium, High, Extreme)o Date Createdo Created Byo Mitigation Actionso Responsibilityo Action Required By

y Improvement Registero IDo Titleo Descriptiono Created Byo Improvement O wnero Improvement Status (Proposed, Reviewed, Rejected, Implemented)o Improvement Date

4.5.3 Security

Security to be inherited from the document library with the addition of:y Members of the Resource Pool role will have Read/ W rite access.


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4.6 BP 1.06 Business Marketing and Branding

A Business Marketing and Branding storage folder is required to be created in the Managethe Business document library.


The following sub-folders will be stored within this storage folder:y Develop Marketing Plany Execute Marketing Plany Assess Market Perception

4.6.2 Security


4.7 BP 2.01 Business D evelopment

A Business D evelopment storage folder is required to be created in each of the Manage the

Client document libraries (x3).


The following sub-folders will be stored within this storage folder:y Proposal Development y Client Vendor Setupy Receive Client Commitment (P O )

4.7.2 CRM Integration

It is mandatory that a maintainable link is created between the opportunities and sales created in

the SalesForce CRM and the relevant documents stored within this folder.4.7.3 Security



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4.8 BP 2.02 Maintain Client Engagements

A Maintain Client Engagements storage folder is required to be created in each of theManage the Client document libraries (x3).


The following sub-folders structure will be stored under a folder for each client project:y Resource Project Setupy Resource Project Induction (assigned Resource Pool members have Read Only) y Time & Expense Capturey G enerate Invoicey Remittance Confirmation

4.8.2 Security

Security to be inherited from the document library with members from the Resource Pool workingon a client project having Read- O nly access to the Resource Project Induction sub-folder.

4.9 BP 3.01 D evelop Service Offerings (IP) A D evelop Service Offerings (IP) storage folder is required to be created in the ExecuteServices document library.


The following sub-folders will be stored within this storage folder:y Categorise Servicesy Develop Servicesy Review Approvey Publish Service O fferingsy Educate Team

4.9.2 Security


4.10 BP 3.02 U tilise Service Offerings

AU tilise Service Offerings storage folder is required to be created in the Execute Services document library.


The following sub-folders will be stored within this storage folder:y Scope Worky Identify Applicable IPy Resource Inductiony Execute Tasks

4.10.2 Security



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4.13 BP 4.02 Manage Casual Employees

A Manage Casual Employees storage folder is required to be created in the Business SupportServices document library.


The following sub-folders will be stored within this storage folder:y Recruit Employeey Casual Employee Inductiony Set/Review Employee O bjectivesy Review Probationy Profile Updatesy Employee Termination

4.13.2 Security


4.14 BP 4.03 Manage Contractor Resources A Manage Contractor Resources storage folder is required to be created in the BusinessSupport Services document library.


The following sub-folders will be stored within this storage folder:y Identify Contractor Resourcesy Reference Check/Categoriesy Establish Contract y Setup Activitiesy Engagement Review

4.14.2 Security



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4.15 BP 4.04 Permanent Employee Payroll

A Permanent Employee Payroll storage folder is required to be created in the BusinessSupport Services document library.


The following sub-folders will be stored within this storage folder:y Setup Salary Payment y Determine Profit Sharey Determine Performance Bonusy Determine Personal Expensesy Determine Travel Allowancey Process Employee Payments

4.15.2 Security


4.16 BP 4.05 Casual Employee Payroll A Casual Employee Payroll storage folder is required to be created in the Business SupportServices document library.


The following sub-folders will be stored within this storage folder:y Determine Monthly Salaryy Determine Personal Expensesy Determine Travel Allowancey Process Casual Employee Payments

4.16.2 Security


4.17 BP 4.06 Manage Business Infrastructure

A Manage Business Infrastructure storage folder is required to be created in the BusinessSupport Services document library.


The following sub-folders will be stored within this storage folder:y Identify Infrastructure Needsy Select Infrastructure Solutiony Implement Required Infrastructurey Maintain Implemented Infrastructure

4.17.2 Security



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4.20 BP 4.09 Accounts Payable

A Accounts Payable storage folder is required to be created in the Business Support Services document library.


The following sub-folders will be stored within this storage folder:y Invoices Receipt y Pay O utstanding Invoicesy Send Remittance Advice

4.20.2 Security

Security to be inherited from the document library with the addition of:y Members of the Book Keeping role will have Read/ W rite access.

4.21 BP 4.10 Accounts Receivable

A Accounts Receivable storage folder is required to be created in the Business SupportServices document library.


The following sub-folders will be stored within this storage folder:y G enerate Aged Receivables Report y Identify O verdue Invoicesy Expedite O verdue Invoices

4.21.2 Security

Security to be inherited from the document library with the addition of:y Members of the Book Keeping role will have Read/ W rite access.

4.22 BP 4.11 Manage Service Providers

A Manage Service Providers storage folder is required to be created in the Business SupportServices document library.


The following sub-folders will be stored within this storage folder:y Define Service Scopey Establish Engagement y Execute Service Deliveryy Monitor Service Deliveryy Improve Service Delivery

4.22.2 Security



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5 SECUR ITY CONS ID ERAT IONS

5.1 U ser Roles & Security

5.1.1 Synergistics Australia D irectors

Super user access to all configurations is required for the Directors of Synergistics AustraliaDirectors. No other users should exist in this role.

5.1.2 Business Management

A single role to be configured to allow people involved in the business management role to accessand work with relevant documentation.

5.1.3 Operational Management

A role for each region (Southern, Eastern, Western) to be configured to allow regional managers toaccess all relevant working documents within their region, but to also have read-only access toother regional managers areas.

5.1.4 Service Management

A single role to be configured to allow people involved in the definition of service execution toaccess and work with relevant documentation.

5.1.5 Resource Pool

A single role to be configured to allow users involved in the execution of services access torelevant business procedures.

5.1.6 Business Support

A single role to be configured to allow the book-keeper access to required information relevant forexecuting the book-keeping service.

5.2 Manage the Business D ocument Library

A document library is required to store all documents necessary for managing the business.

5.2.1 Security

y Members of the Business Management role should have full Read/ W rite access to alldocuments and folders contained in this library.

y Members of Synergistics Australia D irectors will have full Read/ W rite access to alldocuments and folders contained in this library.

5.3 Manage the Client D ocument Library

A document library is required to store all documents necessary for managing each of the regionalclients. It is expected that a library is setup for each of Southern, Eastern and Western regionsand that each library structure is exactly the same.


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Knowledge Management System Statement of Confidentiality and Copyright

File ID: 64970367 docx Project: Business Requirements Specification

STATEMENT OF CONF ID ENT IAL ITY AN D CO P YR IGH T

Copyright Synergistics Australia (herein referred to as Synergistics Australia). All rights reserved.

By reading this document you are agreeing with the following statement:

The material contained in this document is proprietary to Synergistics Australia andwill not be reproduced, stored, or distributed in any form and by any means, in wholeor in part, without prior written consent from Synergistics Australia.