Functional and Technical Document
File Name:
Requirements Document.docx
Original Document Created
Original Document Created
Original Document Created
Document Reviewers/Approvers
Position
Reviewer
Reviewer and Approver
Sign-off Date
Smith Joe
Department Dean
Smith Joe
Underhill James
Underhill James
Jane Mary
Accounting Officer
Jane Mary
Assumptions, Restrictions & Limitations
Data Flow
Customer Workflows
As-Is Diagram and Actors
To-Be Diagram and Actors
Business and Functional Requirements
Business/functional requirements
Non-functional requirements
Quality of Service Requirements
Reliability
System Availability
Interfaces
User Interfaces
Software Interfaces
Data Migration Interfaces
Purchased Components
Licensing Requirements
Legal, Copyright and Other Notices
Documentation Requirements
User Acceptance Test Strategy
Use Cases
Use Case
Use Case
Metrics
Security 17
20 Reports 17
20.1 General 17
20.2 Supplies Report 17
20.3 Supplies Budget Request Report 18
21 Appendices 20
21.1 Appendix A: RACI Matrix 20
21.2 Appendix B: Problem Statement 21
21.3 Appendix C: Context Diagram 22
21.4 Appendix D: Stakeholder Profile 23
Table of Figures
Figure 31: As-Is diagram 6
Figure 41: As-Is diagram 7
Figure 201: Report -- Sample 20
Table of Tables
Table 71: Report 1 -- Fields Order 13
Functional and Technical Document
Executive Summary
This project aims to solve the problems that students face with regards to listening, writing and speaking of English. Typically, students' speaking and listening skills are very weak, which make professors to face challenges in communicating effectively with students. Moreover, English deficiency of some students makes native speakers to spend more time with non-native speakers when there is a group project. More importantly, many students face hard time in improving their English for professional, academic and personal purposes. The overall effects include projects' misunderstanding, personal- assignment time delay, and low academic performances that lead to low GPA for students. The project attempts to solve the problems by providing more opportunities for students to interact with native speakers in the university and local community using the webpage format. The strategy will improve their academic experience within the university campus. The other solution to the problems is that the English Language Institute is to validate the English proficiency of non-native English speakers who have currently enrolled in the university programs. This project is to use the English Language Institute to track students' information, their grades, and their register classes. The audience of the project includes Students, Professor, and Departmental Dean. The project also tracks the information of the Professors, their assigned classes, and students' grade. More importantly, the project will track the approved budget of the English Language Institute, the budget report and report on Departmental Dean. Finally, the project will be used to track the activities of accounting department that include professor's salary, tuition fees, taught classes, and registered class hours. The project's non-functional requirements are designed to enhance easy and friendly use for all web-page users.
Assumptions, Restrictions & Limitations
All users are to have access to the system.
Accounting department will supply the check
Users are required to have internet access
All students are assumed to register for classes
Department Dean is to approve the budget and budget report
Professor is assumed to grade students' performances.
The project manager is to inspect and ascertain that the materials to complete the project are in a good condition.
The project manager will complete the purchasing of project's materials, and specifications will be ascertained by IT team.
The constraint of the project is that the allotted budget may increase due to unforeseen increase in the prices of materials.
Moreover, the specifications of software, hardware, servers and other peripherals to complete the project may change.
The limitations that the project may face are that there may be shortage of materials to complete the functionality of the systems.
Internet connectivity may be down leading to a delay in completing the project.
Intruder may view unsecured information of the web page systems through sniffing.
Lack of backup may result to a loss of data or rework.
Data Flow
The illustration below reveals the project's data flow that provides how information is stored, processed, and input.
Figure 31: "As-Is diagram"
Customer Workflows
"As-Is Diagram and Actors"
The figure below reveals the 'big picture' of the business use cases (business processes) that will be replaced or modified with the English Language Institute Tracking project. The actors involved in each processes of the projects are also shown.
Figure 41: "As-Is diagram"
"To-Be Diagram and Actors"
The figure below reveals all actors and use cases involved in the English Language Institute web project.
Figure 4.2: "To-be diagram"
"Business and Functional Requirements"
Requirements
A1. "Business and Stakeholder requirements"
A.1.1. English Language Institute shall provide a system to enhance efficient and effective tracking of student information, class grade, and professor information.
A.1.2.English Language Institute shall provide timely tracking system to update student information, professor information, track budget report and budget approval.
A.1.3. The system shall be used to track and update tuition fees, taught hours and registered class hours.
B2. "Solution requirements (functional & nonfunctional)"
B 2.1. Users shall use their account password and account ID to login into the system.
B 2.2. Users shall use different mobile devices that include tablet and smart phone with web browser to get access into the system.
B 2.3. Different tab control and user interface shall assist different stakeholders to get access to the system.
C3. Technical requirements
C3.1. English Language Institute shall use the paper free and web-based for tracking system.
C3.2. All the transactions and report shall be stored and display via the network system.
C3.3.Database system shall be used to store students, professor and account information.
D4. Transitional requirements
D4.1. The storage, server, and network shall be updated to match increase in the data and networking
D4.2. The English Language Institute shall modify the policies, procedures and workflow with increase in the network load of the tracking system.
D4.3. The English Language Institute shall implement training delivery, skill enhancements, one-on-one support and super user programs for effective use of the tracking system.
E5. Approval Requirements
E5.1. The project manager shall review and approve any software or hardware before it is acquired. The project shall adhere to the established budget stipulated by the English Language Institute.
E5.2. A deviation of the project's budget of more than 10% shall be approved by the Department Dean and Account Department.
E5.3 Deliverables shall include software or hardware acquisitions such as server, share drives, web-based software and firewalls. A change in scope shall be approved by the Department Dean and Accounting Department.
F6. User Requirements
F6.1. The user must have an internet connection before accessing the web page of the English Language Institute
F6.2. Student shall have the valid username and password before being allowed to access their accounts.
F6.3.Student shall have access to the English Language contents with the valid username and password.
F6.5.Professor shall have access to the web page using the valid username and password
F6.4. Professor shall post the English lesson online using the valid username and password.
6. Quality of Service Requirements
6.1 Data Storage
Student & Professor database:
Students Table Column: Student ID, Student Name, Student Address, Student Contact Number, Student Email Address, Student Course Taken, Student Registered Class, Student Tuition.
Professor Table Column: Professor ID, Professor Name, Professor Address, Professor Contact Number, Professor Email Address, Professor Assigned Class, Student Grade.
Accounting Table Column: Tuition Fees, Registered Class Hours, Taught Hours, Professor Salary.
6.2. Data Validation
English Language Institute System shall supply all output data and input data using the following format:
Text (Student Name, Professor Name, Description and others): 6-155 characters, includes numbers, text, and special character such as %@#.
Numbers (Registered class hours, Tuition fees, Professor ID): 7-25 numbers.
Date (Student Registration Date, Finish Date): American Format: MM/DD/YYYY.
Currency (tuition): U.S. dollar symbol $ shall be used to calculate all tuition fees.
Special numbers (Professor Contact Number): Using American telephone number format (xxx)-xxx-xxxx.
6.3 Data and User Access
Professor shall have access to the students' database to update, create or delete student information such as grades, and assigned classes.
Accounting officer shall have access to account database that include tuition fees, registered class hours, professor hours and taught hours.
Accounting officer shall update, create or delete tuition fees, registered class hours, professor hours and taught hours.
Department Dean shall update, create or delete budget report.
6.4 Auditing
Accounting Officer could demand for accuracy of the budget report from the Department Dean.
The English Language Institute can seek for the service of external auditor to audit accounting department.
Department Dean could demand about the total salary of professor, overall tuition fees, and overall number of registered students from the Accounting Officer.
Department Dean could request for student grades and assigned class of students to ensure that the professor is working based on the laid down English Language Institute policy.
6.5 Usability
Users are required to undergone a minimal training to use web interface effectively.
Accounting officer is required to undergone 10-hour training program to understand the strategy to use the accounting software to calculate tuition fees, professor salary and update the financial information.
Department Dean is required to undergone 12-hour training to use the web browser to prepare budget report.
Professor is required to undergo 3-hour training to understand on how to post and update the student grade.
Students, Professor, Department Dean and Accounting Officer shall use Desktop, laptop or telephone to get access to the web browser of the Institute.
All users are to undergo 3-hour training on the how to use the Microsoft Window because Window will only be installed computer system.
Reliability
The English Language Institute information system shall provide technical support to handle technical and common error. The database in the webpage may display error and user can use dictionary to fix the error.
• Mean Time Between Failures -- less than 5-6 hours.
• Accuracy -- System is to integrate keyword that can be used to search for users and look up for the required system's output.
• Defect Rate or Maximum Bugs -- 4000 error: Level, which the user may not be able to connect with the system.
• Defect or Bugs Rate -- 3766 error: No result to output.
0. Performance
Average response time par transaction: less than 0.19 seconds.
Maximum response time par transaction: less than 0.6 seconds.
Throughput: 9 transactions per second.
Capacity: the number of customer or transactions the system is able to accommodate is 2000.
System Availability
The software interface and reports created for this project will be in operation and online during normal business hours.
The maximum allowable and acceptable downtime will be 9.99 hours at the beginning period of each semester.
During the studying time and semester periods, the maximum allowable downtime for the system will be 8 hours.
System maintenance is to be scheduled every month and implemented from Saturday 9 a.m. through Friday at 5 p.m. Maintenance at any other time may be performed with minimum three business days with advanced notice to the affected stakeholders.
Interfaces
The interface is web-based, which assists user getting access to the report from the system. Throughout the internet protocol, the interface will be linked to the database.
User Interfaces
Student, professor and other users shall be able to access the web browser from different locations and platform without installing software locally.
The English Language Institute shall include operation interface and login user interface.
Login user interface shall consist of User ID and Password that allow users to log in and input and log data.
Operation interface shall consist of four parts: The first part is for the student. The second interface will be used by Professor. The third interface will be used by Department Dean and the last interface will be used by the Accounting Officer. Users shall be able to create, display, update and delete information based on the extent they are granted to the system.
10.Software Interfaces
1. The system shall be integrated with various software tools for viewing the content, which include:
MS Office
Dreamweaver
Internet Explorer
OpenOffice
Google Chrome
Adobe Acrobat Reader
Mozilla FireFox
Other Default System Editors
2. The system shall use the Search Agents and Subscription that include XML- based web-services (WSDL, SOAP, WSDL) and RSS feeds
3. The system shall also use Peer-to-Peer services, which include JXTA.
4. The system shall use HTTPs and HTTP protocols needed for transfer and publish document.
5. The system shall use the distributed computing standards that include RMI and CORBA.
6. The system shall also use various networking protocols that include UDP and TCP/IP.
7. The system shall use the database system and SQL for backup, user information, and live storage.
Data Migration Interfaces
The data of non-active users will be migrated to the Cloud technology to be retrieved when needed.
Data of students who have graduated from the Institute will be migrated to the Cloud.
The Data of previous employees shall be migrated to the Cloud.
Financial Data of the last ten years shall be migrated to the Cloud.
Purchased Components
The laptop and tablet shall be purchased to assist professor to store student's data.
Accounting software shall be purchased to assist Accounting Department to calculate tuition fee and other financial information.
The laptop shall be purchased for Department Dean in order to prepare budget report of the English Language Institute.
The Microsoft Office shall be purchased and be installed in the entire desktop and laptop computer.
Licensing Requirements
The project shall ensure that License of Oracle Database is active.
The Window 8 shall be installed in the computer system, which will have an active license.
The laptop and Desktop will use Microsoft Office to prepare document and its license shall be active.
Legal, Copyright and Other Notices
The website design and all the content in the webpage shall be protected from the Copyright law.
The copyright notice shall be written at the end of the Home page to notify all viewers of the web pages that the web is protected from any copy.
The English Language Institute shall have a unique logo and the logo shall be protected from the copyright law.
All the software and hardware procured by the English Language Institute shall have at least 1-year warranty.
All materials procured by the English Language Instituted shall adhere to the policy of the English Language Institute.
All contracts shall be under the direction of the English Language Institute, and it is forbidden for any member of staff to implement contract without the knowledge of the English Language Institute.
Documentation Requirements
The manual documentation shall be prepared by a skilled third party technical writer, which reveals all the system functionalities and method to update the database.
The documentation shall be distributed to the users through the Institute email and hardcopy shall be distributed by post or hand delivery.
The Institute shall employ a permanent web administrator, who will be in charge of reviewing and updating the document as when needed.
User Acceptance Test Strategy
The program shall be tested throughout the project lifecycle to ensure that the project conforms to the laid policy
The English Language Institute shall approve the entire test before being implemented.
The Department Dean and developer shall evaluate the program to indentify how the project can be improved in the future.
Use Cases
Use Case 1
Revision History
Author
Description of change
04/10/2015
Jean Peter
Track Student Progress
Introduction
Use Case Name
Use Case ID
Date Created
Created By
Track Student Progress
UC-111
04/10/2015
Jean Peter
Primary Actors
Secondary Actors
Department Dean
Professor
Use Case Description
Use Case: Track Student Progress.
Description
The Department Dean shall be responsible to track student progress. The tracking progress shall include student class attendance, student grade, registered and overall student report. The method will make the Institute to understand the performance of the Institute with reference to the teaching of English Language. Moreover, the tracking system shall be used by the Institute for the marketing purpose. (Indiana Government, 2013).
Primary Actor
Department Dean
Supporting Actors
Professor
Accounting Officer
Stakeholders and Interests
Department Dean is interested in approving budget and track students' report.
Professor is interested in teaching students' English Language and monitor their progress.
Accounting Officer is interested in preparing the accurate accounting report for the Institute.
Students are interested in taking English language course to enhance their written and spoken of English proficiency.
Pre-Conditions
All the stakeholders shall be subscribed to the internet before allowed to log into the system and connect to the Institute webpage.
Post Condition
Success and condition
Department Dean is able to track student report.
The professor is able to track student's attendance and monitor students' English language proficiency.
Failure end condition:
Manual method of presenting student report will no longer be available since there is an internet connection to present the report.
Students will not be allowed to prepare their report.
Minimal Guarantee
Student can be able to access their academic report online after report is prepared.
Professor will be able to post students' data online, which students should be able to access upon log in.
Trigger
Student will be able to view their data online upon log in using the username and password.
Professor will also be able to view the student performances online after log in using his username and password.
Main Success Scenario
Professor shall access the system to display, create, update and delete student information
After updating student report, professor shall get a confirmation from the system.
Accounting Officer and Department Dean could view student report from the system
Extensions
Delete duplicate data from the system.
Professor is required to delete duplicate data from the system
Professor is required to keep the data updated and unique
Variations
The professor shall use the keyboard to input text in the computer system and replacing the manual method of presenting data.
Frequency: Once in a week and every month except vacation days.
Assumptions
Professor is to use the American English only to prepare report and teach student
Professor should use American English to update information in the system.
Special Requirements
Performance:
The system shall be updated at every 5 seconds subject to professor's request .
User Interface:
All user interface shall be display in American English.
Professor shall be able to access the user interface.
Security:
English Language Institute shall make a policy that no member of staff shall display his or her username and password to anybody including member of their family.
Issues.
Professor shall be able to retrieve his password if forgotten his password.
To do
System shall allow other user as Department Dean and Accounting Officer to the updated data.
Figure 17-1-2: "UC 1 Use Case Diagram"
17.2Use Case 2
17.2.1.Introduction
Use Case Name
Use Case ID
Date Created
Created By
Process Institute Budget
UC-300
04/15/2015
John Ambros
Primary Actors
Secondary Actors
Department Dean
Students
17.2.2.User Case Description
Use Case: Prepare Budget Report
Description
Department Dean can approve the budget sent by the Accounting department. The responsibility of accounting department is to prepare the budget which shall be checked and approved by Department Dean.
Primary Actor
Department Dean.
Accounting Officer
Supporting Actors
Students
Stakeholders and Interests
Professor is interested in the budget of the Institute and approval of the budget.
Department Dean is interested in the quality of budget supplied by the Accounting Officer.
Students are interested in the quality of the budget and leisure received from the professor.
Pre-Conditions
All the end user and stakeholders shall have access to the internet and Institute web pages.
Accounting Officer shall supply budget report through the system.
Post Conditions
Success end condition
Accounting Officer shall write the budget format budget through the system.
Department dean shall possess the authority to approve the budget.
Failure end condition:
Department Dean is unable to approve the budget
Accounting department is unable to prepare the budget
Professor is unable to deliver students' grade to the Accounting Department.
Minimal Guarantee
Accounting Department could retrieve budget approval from the system.
Trigger
To approve the budget, Department Dean shall ensure that all accounting principles have been applied.
Main Success Scenario
Accounting Department should access the system to create budget of the Institute.
Department Dean could send the budget approval through the system .
Students can access the approved budget through the system.
Extensions
Department has the right to go through the budget request of the English Language Institute.
System can automatically display the attributes of Institute budget .
Department Dean can use computer keyboard to retrieve the budget format from the system.
Frequency:
Frequency is 3-to-4 months based on the duration of each project.
Assumptions
Accounting officer should provide a valid budget.
The budget is prepared in English.
All students understand basic English to understand the content of the budget.
Special Requirements
Performance:
The information in the system shall be updated within 5 seconds of Department Dean supplies the budget approval report.
All the interface of the system is displayed in English.
Professor, Department Dean, and Student are able to have access budget through the user interface.
Security:
Password and Username will not display password when user input their password.
Issues
Department Dean or students can retrieve their password if their passwords are lost.
To do
System can permit other stakeholders such as professor and students to view the status of the budget.
Figure 17-2-2: "UC 2 Use Case Diagram"
18.Metrics
The metric to measure the student performances shall be through the following:
Through the student grade.
Through student performances in the external exams such TOEFL or IETLS.
The Institute shall carry out occasional survey to sample their opinion of external stakeholders about the performances of the Institute towards English teaching.
The Institute shall also use survey to sample the opinion of students about their progress in English and the way the Institute can make an improvement.
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