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					               Supply Chain Management Website
               Functional Specifications Document
               Author:                               Lori MacInnis
               Creation Date:                        06/14/07
               Last Updated:                         08/07/07




                            This document contains information that BÖWE Bell + Howell
                            considers proprietary and confidential.    No portion may be
                            reproduced, copied, or shared without prior written permission of
                            BÖWE Bell + Howell.



               Approval section
             [To be completed as approval has been given by each individual]
               Application Analyst
               Technical Reviewer
               QA Analyst
               Database Administrator
               Application
               Administrator
               Project Manager
               End User Manager




Date Printed May 19, 2010          Functional Specifications Release ##
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Release 1.3 Functional Specifications [Supply Chain Management]



1. DOCUMENT CONTROL ................................................................................................................................................. 3
   1.1        CHANGE HISTORY ..................................................................................................................................................... 3
   1.2        CHANGES MADE AFTER DOCUMENT APPROVAL ....................................................................................................... 3
   1.3        RELATED DOCUMENTS .............................................................................................................................................. 4
2. OVERVIEW ....................................................................................................................................................................... 4

3. OBJECTIVES..................................................................................................................................................................... 4

4. SECURITY ......................................................................................................................................................................... 4

5. FUNCTIONAL DETAILS OF IMPLEMENTATION ................................................................................................... 5
   5.1     LOGIN SCREEN .......................................................................................................................................................... 5
      5.1.1    Functional Approach ...................................................................................................................................... 5
      5.1.2    Screen Specifications ....................................................................................................................................... 5
   5.2     VENDOR - ONLINE FORMS ......................................................................................................................................... 5
      5.2.1    Functional Approach ...................................................................................................................................... 5
      5.2.2    Screen Specifications ....................................................................................................................................... 6
   5.3     VENDOR - WELCOME SCREEN – GENERAL AND VENDOR SPECIFIC DOCUMENTS ...................................................... 7
      5.3.1    Functional Approach ...................................................................................................................................... 7
      5.3.2    Screen Specifications ....................................................................................................................................... 7
   5.4     VENDOR & ADMIN - UPDATE LOGIN INFO SCREEN ................................................................................................... 9
      5.4.1    Functional Approach ...................................................................................................................................... 9
      5.4.2    Screen Specifications ....................................................................................................................................... 9
   5.5     ADMINISTRATION - WELCOME / LIST USERS SCREEN ............................................................................................. 10
      5.5.1    Functional Approach .................................................................................................................................... 10
      5.5.2    Screen Specifications ..................................................................................................................................... 10
   5.6     ADMINISTRATION – ADD USER / EDIT USER SCREEN .............................................................................................. 11
      5.6.1    Functional Approach .................................................................................................................................... 11
      5.6.2    Screen Specifications ..................................................................................................................................... 11
   5.7     ADMINISTRATION – LIST DOCUMENTS SCREEN ...................................................................................................... 12
      5.7.1    Functional Approach .................................................................................................................................... 13
      5.7.2    Screen Specifications ..................................................................................................................................... 13
   5.8     ADMINISTRATION – ADD NEW DOCUMENT / EDIT DOCUMENT SCREEN.................................................................. 13
      5.8.1    Functional Approach .................................................................................................................................... 13
      5.8.2    Screen Specifications ..................................................................................................................................... 14
6. THE ASSUMPTIONS ...................................................................................................................................................... 16

7. RISK IDENTIFICATION ............................................................................................................................................... 16

8. DOCUMENTATION ....................................................................................................................................................... 16

9. RESOURCES ................................................................................................................................................................... 16




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1. Document Control
     1.1 Change History
    The following table describes significant content changes made to the Functional Specifications document.
    The changes to the document will be highlighted with the Version number.
    [It is important that all edits are highlighted and include the Version number beside the edit]

     Version           Effective Date        Description of Change                            By
     1.0               06/15/07              Initial Draft                                    Lori MacInnis
     1.1               06/20/07              Added Help page and better descriptions of       Lori MacInnis
                                             all three online email forms (5.2.1). Added
                                             more detail on the Add User “Save”
                                             functionality (5.6.2).
                                                 



     1.2 Changes Made after Document Approval
    The following table describes any changes made to the Functional Specifications document after the
    document received formal sign-off.

     Version           Effective Date        Description of Change                            By
     1.2               08/01/07              Notable changes driven by development:           Lori
                                                     Added “Update Login” functionality      MacInnis
                                                      in the Admin section.
                                                     Username is now the user’s email
                                                      address. They will enter their email
                                                      and a password to enter the site.
                                                     When a user updates their email
                                                      address it will also update their
                                                      username. Therefore the specs for
                                                      the “Update Username / Password”
                                                      page have changed slightly and this
                                                      page is now referred to as “Update
                                                      Login Info”
                                                     Add / Edit User screen changes:
                                                      hiding all document functionality for
                                                      “Admin” type users, user type can
                                                      not be changed in Edit mode, users
                                                      can not update their own username
                                                      name or delete themselves via this
                                                      screen.
                                                     User List page change: adding an
                                                      icon to indicate if a user is locked
                                                      out and functionality to unlock.




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     Version         Effective Date       Description of Change                           By
     1.3             08/07/07             Notable changes prior to delivery:              Lori
                                                  Add/Edit User screen: will now         MacInnis
                                                   display the document status in the
                                                   Vendor Documents List.
                                                  Add/Edit Document screen: allows
                                                   the admin to assign documents to
                                                   active and inactive vendors.
                                                  Add/Edit Document screen: a
                                                   maximum file size upload has been
                                                   set to 8 Megabit.



     1.3 Related Documents
           Supply Management BRD_FDD v1.0.doc


2. Overview
    This document will outline the functionality and interaction of the BBH Supply Chain Management tool.

3. Objectives
    Upon final delivery of the requirements outlined in this document, the system will offer the following benefits:
        A secure BBH vendor website where vendors can access general and vendor specific documents
            related to their work with BBH.
        An administrative website where a BBH administrator(s) can add, update, delete documents and
            users from the front-end vendor website.
        Ability for vendors to request access to the vendor website.
        Ability for vendors to request their password prior to login.

4. Security
    The vendor and admin websites will be secured with SSL Certificate. Vendor and admin users will need to
    enter a username and password to access the website.




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5. Functional Details of Implementation
     5.1 Login Screen

          5.1.1 Functional Approach

          This page will ask for the user’s email address and password. Users will also have the option to
          request access to the website, get technical help and request their password via email.

          5.1.2 Screen Specifications

          The screen will display the following: Email field, Password field, Login button, Request Access link,
          Technical Help link and Forget Your Password link. Admin and vendor users will use this single login
          screen and be directed to the correct website based on login criteria.

          Users will become locked out of the system if they have five unsuccessful login attempts. They will
          receive an error asking them to contact BBH via the Help form.

          All three links on the login screen, when clicked, will pop up a small online form where users can enter
          basic information and click submit. These screens are described in the next section (5.2.1).

          Sample login screen:




     5.2 Vendor - Online Forms

          5.2.1 Functional Approach

          There will be four basic online forms where users can request access, get technical help and reset
          their password. These forms are described below.


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          5.2.2 Screen Specifications

          Request Access Screen – this screen will be a small online form which will collect the user’s first
          name, last name, email, phone, company and reason for request – all will be required fields. When
          “Submit” is clicked, the information will be emailed to the BBH web site administrator. The
          administrator will then need to set up the user account. All fields will be validated when “submit” is
          clicked.

          Forget Your Password screen – will be a small online form where a user will simply enter their email
          address used to set up their account and click “Submit”. The user’s login information will then be
          emailed to them via the email address in their profile.

          Technical Help screen – this screen will be a basic information screen with an 1-800 phone number to
          contact BBH for assistance or the option to submit an online email form. The email form will collect
          the users first name, last name, company, email address, subject and problem details. All fields will be
          required except for “Subject”. Clicking “Submit” validates all required fields, then send the information
          to the web site administrator and direct the user back to their home screen.

          Technical Help screen AFTER LOGIN, accessible from the Help link at the top right - this screen will
          be a basic information screen with an 1-800 phone number to contact BBH for assistance or the
          option to submit an online email form. The email form will collect the users first name, last name,
          company, email address, subject and problem details – the form will pre-populate with the user
          information. All fields will be required except for “Subject”. Clicking “Submit” validates all required
          fields, then send the information to the web site administrator and direct the user back to their home
          screen.


          Sample Technical Help screen:




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     5.3 Vendor - Welcome Screen – General and Vendor Specific Documents

          5.3.1 Functional Approach

          This screen will be the welcome screen for Vendor type users. The screen will present a tab type
          system where users can click on the “General Documents” and “My Documents” tabs to switch
          between views of each document type. Both views will work exactly the same but are categorized
          within tabs for usability. The page will load with the “General Documents” tab selected and the first 1
          to 15 general documents displayed.

          Instructions will be provided to guide users on viewing, printing and saving the documents. If there are
          more then 15 documents under either “General Documents” or “My Documents’, a paging feature will
          be visible where users can click a page number to see more documents.

          5.3.2 Screen Specifications


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          Upon page load, the user’s first name, last name and company will be displayed. There will be a
          “Show Detailed Instructions” link and an “Update Login Info” link. All vendor screens will have a
          “Help” link which directs the user to the “Technical Help” screen defined in section 5.2.2.

          Clicking on “Show Detailed Instructions” will open up a text block (shown below) with information on
          how to use the website. It will also change the link name to “Hide Detailed Instructions” where clicking
          the show and hide links toggle the instructions from visible to invisible.

          In the document display table, the documents will be sorted alphabetically by Title. The “Title” column
          heading will be a link that, when clicked, toggles the list alphabetically ascending and descending by
          Title. Beside each document there will be a “View” link, which when clicked, will open the PDF in
          Adobe Reader (provided that the user has Reader installed).

          Clicking on “Update Login Info” will take the user to the “Update Login Info” screen which is defined in
          the next section (5.4).


          Sample General Documents tab screen:




          Sample My Documents tab screen:




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     5.4 Vendor & Admin - Update Login Info Screen

          5.4.1 Functional Approach

          Both Vendor and Admin user will have a link to update their login information. Upon page load of this
          screen, basic user information will be displayed, along with login information and the option to change
          the Email / Username and Password. All screens will have a “Help” link which directs the user to the
          “Technical Help” screen defined in section 5.2.2.

          5.4.2 Screen Specifications

          Under Login Information there will be an “Email / Username” text field which will display the email
          address used to log into the site. The Email / Username can be changed, but upon clicking “Update”,
          the user will be logged out of the site and will need to re-login with the new username. Email format
          will be validated upon clicking “Update”.

          On page load, Change Password is set to “No” by default. If the user selects “Yes”, the “Current Old”,
          “Enter New” and “Confirm New” passwords fields become visible and are required fields. Clicking
          “Cancel” will return the user to the “General Documents” screen. Clicking “Update” will validate the
          text fields, save all changes to the database and direct the user back to the “General Documents”
          screen. “Email / Username” must be unique across the system. The new password must be a
          minimum of six characters.

          Sample Update Login Info screen:




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     5.5 Administration - Welcome / List Users Screen

          5.5.1 Functional Approach

          This screen will be the welcome screen for Admin type users. This page will have a tab type system
          where users can click on the “Users” and “Documents” tab to switch between views of each. If there
          are more then 15 users to be displayed, then a paging feature will be visible where users can click on
          a page number to view more users.

          5.5.2 Screen Specifications

          Upon page load, the admin user’s first name, last name and company (BBH) will be displayed. There
          will be “Add User”, “Add Document” and “Update Login Info” links. These pages are described in the
          following sections.

          In the User table area, the first 1 to15 users will be displayed on the page. Users will be listed
          alphabetically by last name displaying the full name, company and status of each user. Admin users
          will be easily identified by the word “Admin” colored in orange beside the status. Beside each user will
          be an “Edit” link that, when clicked, goes to the “Add New User / Edit User” Screen.

          A lock icon will display for users who have become locked out. Clicking on the icon will confirm that
          they want to unlock the user, then clicking “yes” will unlock them.

          The “Name” and “Company” column headings will be links that toggle the list alphabetically ascending
          and descending by the column clicked.

          Sample Update Username / Password page:




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     5.6 Administration – Add User / Edit User Screen

          5.6.1 Functional Approach

          Depending on how you enter this screen, either by the “Add User” link or the “Edit” link beside a user,
          the screen will be in “Add” mode or “Edit” mode.

          “Add” Mode will be a blank form with no documents listed and the “Permanently remove this user...”
          option hidden. Under the heading “Vendor Document” only the “Add Document” link will be available.
          Selecting “Admin” from the “Type” menu will hide all the document functionality. Documents can not
          be assigned to an “Admin” type user.

          “Edit” Mode will display all the current user information and documents (if any). The document section
          will only display for “Vendor” type users. The “Select Document” box is hidden and does not display
          until “Add Document” is clicked in either mode. The user “Type” can not be changed in Edit mode.
          To change a user type, the user must be deleted and re added to the system.

          5.6.2 Screen Specifications

          On this screen, the following fields will be displayed: Email / Username, First Name, Last Name,
          Company, Status, Type and a Remove option. Any documents assigned to the user, will be displayed
          under “Vendor Documents”. Beside each vendor document will be a “Remove” link that, when clicked,
          will remove the relationship between the user and the document. Note: A document can not be
          removed from the server from the edit user screen, only from the Edit Document screen.

          The first four fields on the form are required information. The “Status” drop down menu will default to
          “Active” with the option to select “Inactive”. The “Type” drop down menu will default to “Vendor” with
          the option to select “Admin”. Note: Email / Username must be unique across the system. This will be
          validated when the form is submitted.

          When a user clicks the “Add Document” link, the “Select Document” box will display. In this section
          users will be able to scroll through the document list and select documents one by one or by multi-


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          select. Only documents with Type set to “Vendor” will be visible and available for selection. Each time
          “Assign Selected” is clicked, both document list boxes will be refreshed to reflect the changes. Note:
          new document assignments are displayed on the screen, but are not saved to the server until
          “Update” is clicked. The “Vendor Documents” box will display the Document Title, Document Status
          and links to View and Remove beside each document.

          Clicking the “Save” button will immediately save all changes to user information and document
          assignments to the database and the user will be directed to a confirmation screen. Selecting
          “Permanently remove this user…” and clicking “Update” will trigger a pop-up confirmation before it
          deletes the user. The “Cancel” button will return the user to the “User List” screen without saving any
          changes.

          When adding a new user and clicking “Save”, an email will be sent to the new user with their login
          information and a link to the website.

          Special Situation: An admin user will not be able to update their own Email via this screen. They will
          need to use the “Update Login Info” screen. They also can not remove themselves from the system –
          these two options will be disabled when an admin is in Edit mode of their own account.nu

          Sample Add New / Edit User Screen:




     5.7 Administration – List Documents Screen



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          5.7.1 Functional Approach

          This page will have a tab type system where admin users can click on the “Users” and “Documents”
          tabs to switch between views of each. If there are more then 15 documents to be displayed, then a
          paging feature will be visible where users can click on a page number to view more documents.

          5.7.2 Screen Specifications

          Upon page load, the admin user’s first name, last name and company (BBH) will be displayed. There
          will be “Add User”, “Add Document” and “Update Login Info” links. These pages are described in the
          following sections.

          The “Select Document Type” drop down menu will default to “All” with the option to select “Vendor” or
          “General” for further filtering of the document display.

          In the Documents table area, the first 1 to15 documents will be displayed on the page. Documents will
          be listed alphabetically by Title. The “Title” column heading will be a link that toggles the list
          alphabetically ascending and descending by Title. The document status will be displayed and beside
          each document will be an “Edit” link that, when clicked, goes to the “Add New Document / Edit
          Document” Screen (defined in section 5.7). Also beside each document will be a “View” link which will
          open the document in Adobe Reader.

          Sample List Documents screen:




     5.8 Administration – Add New Document / Edit Document Screen

          5.8.1 Functional Approach

          Depending on how you enter this screen, either by the “Add New Document” link or the “Edit” link
          beside a document, the screen will be in either “Add New” mode or “Edit” mode.



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          “Add” Mode will be a blank form with no document information and the “Permanently delete this
          document...” option hidden. The “Assign to Vendor” drop down menu will not be enabled unless
          “Vendor” is selected in the “Type” drop down menu.

          “Edit” Mode will display all the current document information and the vendor assignment, if any. It will
          display the current file name and still have the browse field to be able to replace that file.

          The system will not allow for duplicate file names. Users can replace an existing file with a file of the
          same name or a file of a new name, as long as that new name does not already exist on the server.
          The system does not allow duplicate file titles.

          Note: The maximum file size that can be uploaded is 8 Megabit.

          5.8.2 Screen Specifications

          On this screen, the following fields will be displayed: Title, File, Status, Type and Assign to Vendor.
          “Title” and “File” are required fields.

          “Title” and “File” are required fields. The “Status” drop down menu will default to “Active” with the
          option to select “Inactive”. The “Type” drop down menu allows the user to define if the document is a
          general document or if it will be assigned it to a vendor – the default on page load is “General”.

          The “Browse” buttons allows user to browse to a file on their local computer. In Edit Mode, using the
          browse feature will replace the file that is already listed in the File text box.

          When a user sets the Type to “Vendor”, the “Assign to Vendor” drop down menu will display with all
          vendors listed. Selecting a vendor here will assign the document to the vendor. Or admin users have
          the option to leave a document as an unassigned vendor documents and then assign to a user via the
          user screen.

          Clicking the “Update” button will immediately save all changes to the database and direct the user
          back to the “Document List” screen. Selecting “Permanently remove this document…” and clicking
          “Save” will trigger a pop-up confirmation before deleting the document. The “Cancel” button will return
          the user to their home screen without saving any changes.

          Sample Add New / Edit User Screen:




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6. The Assumptions
    This application is written to support only PDF file types. Admin users will not be able to upload additional
    file types. Adobe Reader will need to be installed on each user’s computer in order to use the document
    functionality defined for this website. Each user of the web site is responsible for following the instructions
    for installing Adobe Reader.
    The cost of SSL (Secure Sockets Layer) license will be funded by the business owners. IT will not be
    responsible for this cost. The current cost of SSL is $1,000 annually.
    Technical Help / Support for the web site will be provided by the business owners, most likely the main
    administrator for the web site. IT will not provide technical support for the external vendor web site.
    Everdream will be the main support contact for internal admin users, with issues being forwarded to IT.


7. Risk Identification
    Additional development time and/or funding would be needed to change the assumption listed above.

8. Documentation
    undetermined

9. Resources
    The resources that will be utilized to deliver this functionality are listed below:
        Lori MacInnis, Designer / Developer
        Bart Towery, Developer
        Al-Nisa Berry, QA Analyst




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