[ Project Scope Management ] Requirement Specification Document for Purchase Management System

1. [Project Scope Management]Requirement Specification DocumentforPurchase Management System By: Muhammad Raza Ali Khan Information Systems and Technology Division, Securities and Exchange Commission of Pakistan

2. Presentation Outline • Software Process Life Cycle adopted by SECP • SECP Projects Overview • Problems In Existing System • What is RSD? • What RSD Covers? • secPurchase WorkFlow Procedures • Future secPurchase WorkFlow Procedures • HQ and CRO Communication • Suggested Sample Reports

3. 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. • OPL Phases and Iterations • OPL Workflows

4. SEC’s Software Process Life Cycle:OPL • 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

5. SEC’s Software Process Life Cycle:OPL Phases: OPL has four phases • Inception • Elaboration • Construction • Transition Each phase is concluded with a milestone and certain deliverables

6. SEC’s Software Process Life Cycle:OPL

7. SEC’s Software Process Life Cycle:OPL • INCEPTION PHASE: • Establish the feasibility: • Define the Scope • Initial requirement capture • Initial risk analysis • Cost benefit analysis • Initial Use Case model • Milestone :Lifecycle Objectives: • Stakeholders concurrence on the Scope definition • Requirements understanding based on use cases • Deliverables: • Requirement Specification Document • Risk Analysis Report • Project timeline sheet

8. SEC’s Software Process Life Cycle:OPL Graphical Presentation (Inception) Establish the feasibility Initial Use case model Risk identification Define project Scope

9. SEC’s Software Process Life Cycle:OPL • ELABORATION PHASE: • Understand the Problem: • Domain Model • Architecture document • Use case analysis • Risk Assessment plan revised • Milestone :Lifecycle Architecture: • Detailed system objectives and scope • Resolution of major risks • Deliverables: • Story board • Report Specification Document • Design Document Table

10. Graphical Presentation (elaboration) SEC’s Software Process Life Cycle:OPL Understand the problem Components Build the architecture Packages

11. SEC’s Software Process Life Cycle:OPL • CONSTRUCTION PHASE: • Understand and built the solution: • Depth of implementation (stubs are fleshed out) • Implementation of all details • Analysis continues but coding and design predominate • Milestone : Initiate Operational Capability: • Check if the product release is stable and mature enough to be implemented • Check if stake holders are ready for transition to the end users • Compare the actual expenditure with planned expenditure (check if they are acceptable or not) • Deliverables: • Releases • Help files • User manuals

12. SEC’s Software Process Life Cycle:OPL Understand and build the solution Incrementally build the system Analysis Project Management Design Change Management Implementation

13. SEC’s Software Process Life Cycle:OPL • TRANSITION PHASE: • Roll out the solution: • Transition the system to the user community • Customer Acceptance tests • Finalize Documentation • User manuals, installation guid • Milestone : Product Released: • Is the user satisfied? • Compare the actual expenditure with planned expenditure (check if they are acceptable or not) • Deliverables: • Test plans. • Installation programs.

14. Graphical Presentation (transition) SEC’s Software Process Life Cycle:OPL Roll out the solution Users manuals, installation guide Transition system to users Software testing

15. Client Interaction RSD Feasibility Report Project Plan Initial Test Plan SEC’s Software Process Life Cycle:OPL Software Process Life Cycle Analysis Design Development QA Deployment Analysis Deliverables Reports Specification Document Supporting Workflows Project management,Change management etc Storyboard

16. SECP’s PMS Project Overview: • Manual System View: • Computerize System View: Purchase Management System (PMS) Inventory Management System (IMS) Financial Management System (FMS)

17. Problems In Existing System • 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

18. Problems In Existing System • 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

19. What is RSD? • Establishes a common understanding among the project stakeholders • Tracks and avoids loss of the requirements • Provides a clear statement of requirements • Organized requirements helps trace requirements evolution throughout the development life cycle and into the maintenance phase. • Reduces project cost overruns and schedule delays • Detect requirement errors, which avoids unnecessary cost associated with implementing the wrong requirements.

20. Interfaces Assumptions Processes Users Constraints Characteristics Use Cases Responsibilities H/w S/w Technology Performance Environment Inventory Management System Financial Management System What RSD Covers? Requirement Specification Document

21. secPurchase WorkFlow Procedures Capital Tender Management Purchase Requisition Quotation General Comparative Statement Purchase Order Supplier Management Petty Cash Advance Statement Signatory Management Purchase Requisition Cash Cash Purchase Statement User Management

22. Future secPurchase WorkFlow Procedures Outsourcing of Admin Services Outsource Service Outsource Service Management Service Proposal Contract Managed Supplier Purchase Order secInventory

23. HQ and CRO Communication WAN • Information Flow Company Registration Office Headquarter

24. Suggested Sample Reports • Purchase Requisition/Pending Purchase Requisition • Purchase Requisition Listing • Quotation • Quotation Listing • Comparative Statement • Purchase Order/ Pending Purchase Order (Goods & bills not yet received) • Capital Expenditure Proposal Form Report • Petty Cash Advance Statement • Cash Purchase Statement

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