SOFTWARE REQUIREMENTS SPECIFICATION

for
TEST PROJECT Version 1.0

Prepared by:
Nirmal Kollara nirmalkollara@gmail.com +91-9819404483 Date: 09-04-2012

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SRS FOR TEST PROJECT

Version : 1.0

Table of Contents
Revisions ........................................................................................................................................... 3 1. Introduction .............................................................................................................................. 4 1.1. 1.2. 1.3. 1.4. 1.5. 2. 3. Document Purpose ............................................................................................................ 4 Project Scope .................................................................................................................... 4 Document Overview .......................................................................................................... 4 Definition And Abbreviations Used.................................................................................... 4 References......................................................................................................................... 4

AS-IS Process ............................................................................................................................ 5 Overall Description.................................................................................................................... 6 3.1. 3.2. 3.3. 3.4. Product Functions.............................................................................................................. 6 User Characteristics ........................................................................................................... 6 Operating Environment ..................................................................................................... 6 Assumptions ...................................................................................................................... 6

4.

Functional Requirements .......................................................................................................... 7 4.1. 4.1. User requirements ............................................................................................................. 7 Diagrams ........................................................................................................................... 8

5. 6. 8.

Non-functional requirements .................................................................................................. 12 Data dictionary.........................................................................................................................13 Appendix A ........................................................................................................................... 14

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SRS FOR TEST PROJECT

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Revisions
Version 1.0 Primary Author(s) Nirmal Kollara Description of Version Initial version built from document Date Project Requirement 09-04-2012

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1. Introduction
1.1. Document Purpose Present to the reader the users requirements and expectations from the software that is going to be designed during the course of the project. Also included are the observations of the initial analysis. Various features of the system that are going to be implemented are included in this document. Other factors like constraints and non-functional requirements are also listed. 1.2. Project Scope Currently the project aims to automate the sales and marketing business process through a web based application which will be used by the end users at the clients location. A market research module is also part of the solution. The sales and marketing module would help the company manage and engage its customers better by managing information and making it readily available to its executives. The market research module would be of strategic importance since it encompasses competitor database along with the companys very own product and customer database and provides various actionable reports. Only the activities mentioned in the parent document (i.e. the initial analysis) are to be incorporated in the system. Activities like accounts receivable and payable , inventory etc are out of the present scope 1.3. Document Overview This SRS documents the current manual process of the sales and marketing activities as understood and the expectations from the market research module as spelled out by the users 1.4. Definition And Abbreviations Used DB Database DFD Data Flow Diagram MIS Management Information System OS Operating System SRS System Requirements Specification 1.5. References http://standards.ieee.org - for SRS template

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2. AS-IS Process
Sales and marketing business process
START

Enquiry

Receive enquire via email, phone or mail

Note enquiry

Update log

Quotation

Review enquiry for technical req.

Clarifications needed? YES Contact customer

NO

Create samples, pilot run Update log Update log

Prepare and send quotation

Update log

Manual Log

Record minutes in log Update log Negotiation and Finalization Calls & meeting to discuss tech. & comm. terms Send order confirmation

Update log Finalize dispatch, erection, and commissioning details Update log

Execution

Record order amendments in the log

Send drawing to customer and construct on approval

Update log

After sales service

Customer complains via e/mail or phone

Dispatch spares to customer

Send service engineer onsite

Prepare service engg. report

END

Figure 1 : AS-IS Process

Process

Decision

Subprocess

External Data

Figure 2 : Legend

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3. Overall Description
3.1. Product Functions Enquiry ability to feed the incoming enquiry into the system Quotation generate and send the quotation to customer through the system Negotiation log the negotiation process in the system, log order confirmation, accept advance Execution track order amendments, log inspection activities and dispatch, erection, & commissioning details After sales log incoming complaints, schedule engineer visit, spares requisition Market research module to capture its own product and customer information along with competitor database which includes products, prices, market share and miscellaneous information for strategic purposes 3.2. User Characteristics Sales executives Enter enquiry and prepare quotation in the system Design engineers Retrieve the requirement from the system and design prototype or pilot run Service engineers attend to issue and log service report in the system Production in-charge retrieve new/pending orders and execute them Stores in-charge receive requisition for spares through the system and indicate availability of spares Managers view reports, status of orders and complaints etc 3.3. Operating Environment The solution should be a web application The client has been using and is comfortable with the Microsoft Windows environment and hence the solution will be developed using suitable versions of Microsoft .NET and SQL Server User nodes would be running MS Windows OS and Google Chrome browser 3.4. Assumptions Sales executive (sales rep) is the single point of contact for the customers enquiry and complaints. Sales executive on receipt of a new order initiates production and the production department executes the order and dispatches it on completion. Service engineers are notified and directed by sales executives about customer issues appropriately; service engineers log their report into the system after each visit. Similarly stores in-charge is notified by the sales executive and arranges for dispatch of necessary spares to the client location. Inventory, procurement, cccounts receivable and payable is handled externally Customer and product database is shared by both modules.

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4. Functional Requirements
4.1. User requirements Customer master to store information of existing and prospective clients Product master to store information of products offered by the company Competitor master to store information about the companys competitors, their products, prices, market shares, customer feedback etc. This information would be used to make strategic decisions The product should also be capable of storing various other information like taxation details, environmental regulations etc. The four above mentioned requirements are elaborated in the Project Requirements document attached as Appendix A User must be able to enter and store enquiries received from customer User must be able to prepare and store quotations User must be able to enter and store orders received from customer User must be able to record receipt of payment advance from customer User must be able to record details of order confirmations sent to the customer User must be able to enter and store customer negotiation history in the form of minutes of meeting or phone call or any other form User must be able to record complaints received from customer User must be able to request for spare to be sent to customer User must be able to place a service call for an engineer to be sent to customer site User must be able to create and store service report The system should be capable of aggregating the data records present in the database and deliver actionable reports to enable the higher management to make sound decisions

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SRS FOR TEST PROJECT 4.1. Diagrams

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Sales and Order Processing

After sales service

Customer enquiry New customer yes Add new customer into DB

log complaint Spares needed

yes no no

Requisition spares

Log enquiry Process enquiry prepare quotation

Raise call to service engineer

log and send quotation

record amendments

Execute order and update status

Log service report

Figure 3 : Activity Diagram - Sales and after sales

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SALES SYSTEM
UPDATE CUSTOMER
MASTER

LOGS ENQUIRY

MANAGER
PREPARE QUOTATION

LOG / UPDATE ORDER

VIEW ORDER

PRODUCTION UPDATE ORDER STATUS

LOG SERVICE REQUEST

SALES EXECUTIVE

VIEW SERVICE REQUESTS

UPDATE SERVICE REQUESTS

SERVICE ENGINEER

REQUEST SPARES

DISPATCH SPARES & CLOSE REQ. S STORE IN-CHARGE

Figure 4 : USE CASE Diagram - Sales and after sales system

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CUSTOMER DB

LINKED BY CUSTOMER ID LINKED BY CUSTOMER ID

LINKED BY CUSTOMER ID

NEW CUSTOMER

ENQUIRIES

QUOTATIONS

ORDERS

UPDATE DB

UPDATE DB

UPDATE DB

UPDATE DB

UPDATE DB

UPDATE DB

ENQUIRY

LOG ENQUIRY IN TO
THEY SYSTEM

PREPARE QUOTATION

ORDER CONFIRMATION

EXECUTION

DISPATCH

IF NEEDED

IF NEEDED

IF NEEDED

UPDATE
CUSTOMER MASTER SAMPLING NEGOTIATION

Figure 5 : Basic Sales Flow

CUSTOMER DB

LINKED BY CUSTOMER ID LINKED BY CUSTOMER ID

LINKED BY CUSTOMER ID

COMPLAINTS

REQUISITIONS

SERVICE REPORTS

UPDATE DB

UPDATE DB

UPDATE DB

COMPLAINT

LOG COMPLAINT IN TO
THEY SYSTEM

REQUISITION SPARES

DISPATCH SPARES

DISPATCH SERVICE
ENGINEER

RESOLVE

Figure 6 : Basic after sales flow

Figure 7 : Context level DFD - Sales and After Sales system

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Figure 8 : Gane-Sarson DFD - Market research module

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5. Non-functional requirements
The system should be able to support a minimum of 100 concurrent users Any activity of the system (e.g. Login, retrieval etc) should complete within 5 seconds Windows Active Directory authentication support required

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6. Data dictionary <<Intentionally left out of the scope of this document>>

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8. Appendix A
TEST PROJECT Sales & Marketing Business Processes No Activity Enquiry 1.1 Enquiry is received via mail, telephone, or email. 1.2 Enquiry is recorded in a manual log Quotation 2.1 Review of the enquiry for technical requirements 2.2 The customer is contacted if clarification/sample is required 2.3 Any pilot runs or sample tests are conducted in-house 2.4 Quotation is prepared and sent to the customer 2.5 Quotation is recorded in a manual log Negotiation and Finalization 3.1 Telephone calls, or meetings are arranged to discuss technical queries, financial terms, and delivery details. 3.2 Minutes of phone call or meetings are recorded in a manual log 3.3 Order Confirmation is sent to the customer and advance collected 3.4 Order Confirmation is recorded in a manual log Execution 4.1 Order amendments are recorded in a manual log 4.2 Layout drawings are sent to customer. 4.3 Final inspection is conducted by customer. 4.4 Dispatch, erection, and commissioning details are finalized with customer. After Sales Service 5.1 Complaints are received via mail, telephone, or email. 5.2 Complaint is logged in a manual log 5.3 Required parts are sent to customer 5.4 Service engineer is sent to customer 5.5 Service engineer report is logged in a manual log Proprietary and Confidential

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Business Application System Requirements The company desires a business application system that would meet the Sales & Marketing process requirements as detailed above. A Market Research Module is also desired to enable the company to capture customer information and make better use of it for strategy and action reports. The module would include Customer Database o Company Information, Purchase History, Product Usage, Expansion Plans, Visit Logs, etc. Product Database o Technical Specifications, Applications, Associated Consumables (Media and Chemicals) etc. Competition Database o Products, Sales History, Market Share, Market Prices, Customer Feedback, etc. Other Information o Finance Schemes, Environmental Regulations, Taxation Details, etc.

Proprietary and Confidential