Business Requirement Document

Business Requirement Document

1. Executive SummaryProject Overview

The project is on upgrading the software system used in an organization. Different organizations have adopted the use of Enterprise Resource Planning (ERP) in the operations of their value chain. These projects seek to develop and upgrade the software systems used in business and organizational settings so that they can increase efficiency in their operations. The upgraded system will be designed to bring more efficiency by enhancing new features that were not available in the old systems. The new system upgrade will have more enhanced security features that enable an organization to protect its valuable information and attack from cybercriminals

1. Product Description
   1. Product Context

• an upgrade is intended to run concurrently with other products. The system developed is supposed to work with MS Windows 10 operating system and also work simultaneously with other data analytic systems. The system is integrated too with accounting software, which will enable it to do accounting tasks such as cost valuation, bookkeeping, and data entry. The context and flow of data show that the processes, external entities, data stores, and data flow of the upgraded system. The upgraded data is supposed to be used in the entire value chain from the accounts, sales, and supply chain development. When the procurement office does an order, they have to raise a local purchase order (LPO) to the accounts office. The accounting office will authorize the process of procuring. For a supplier to get paid for goods and services received, goods received note (GRN) is issued to the accounts who then make the payment. In the case of a customer, salespersons issues an invoice from quotation raised. The invoice is credited, and goods released to the customer from the warehouse. This shows the interrelations created through the use of the upgraded systems. This upgraded system enables data to flow from customers to the salesperson and then to accounts or from suppliers to the procurement officer and later to the accounts office. A smooth flow of data ensures there is accountability, efficiency, and sharing of accurate information.

1. User Characteristics

The system is designed to be used by the following people with an organization. The users have to be trained continually in the testing and evaluation phase. Technical support will be provided in equipping all the staff with the required skills and training. The system has different roles and, therefore, will be used by different people in the various profession.

• Accountants: Accountants will depend on the system to initiate the payment process from customers and to suppliers. Accountants and finance officers are responsible for storing financial data for an organization, evaluating assets, and calculating their depreciation as well as storing financial records. The upgraded software has a huge storage space that will allow accountants and finance officers to store big data. Secondly, the upgraded system has software that can generate financial information in real-time. That is, balance sheets, profit and loss statements, and transactional reports, among others.
• Salespeople: The salespeople will use the system to raise invoices and quotations for their customers. Prices for different products will be integrated into the system hence making it easier for a salesperson to invoicing as per customer requirements. Depending on an organization set up, after customers being invoiced, accountants are responsible for verifying the payment. The system also enables the salespeople to store customer’s information for follow-ups and also doing bulk messaging.
• Supply chain manager: The department of supply chain management will use the system in determining stock levels. The systems are developed in such a way that it shows when stock is replenishing. This allows procurement managers to reorder goods in real-time. An upgraded system can take into account of stock movement, that is, stock in and stock out. Through the help of the system, procurement managers can make immediate orders from suppliers through a local purchase order application in the system.
• Managers: Managers use the systems to efficiently run an organization and oversee the operations across the whole values chain. The system may be used in audit purposes of evaluating if the stocks tally with financial recorded. Management may use the system to make future financial projections from the use of data. Depending on the customers’ flow, managers can develop critical strategies on how the businesses will improve on their performance.

1. Assumptions

• the project assumes that the organizations have the capacity to train their staff and support team after handing over the project to them. For the system to be effective in how it operates in the business, the people using have to be trained in some technical areas. Another assumption of the project is that the organization is able to meet all the operational costs of running the upgraded system. The system requires stable network connectivity, each user to have a personal computer, and also the power supply. These factors are very critical in that the system cannot operate without one.

1. Constraints

• One of the constraints is the incompatibility of the application with the current operating system being used in the organization. The program I only compatible with MS Windows 10. This is a significant constraint since the company operates using Windows XP; hence the application cannot run properly. An upgrade in their operating system from Windows XP to Windows 10 may be an expensive affair as their computer are outdated. This is a considerable constraint.
• Constraints are parallel use with the old system, which makes it challenging to implement the new system fully. Employees are so much stuck to the old system and hence finding it very difficult to the new upgraded system. This has brought a lot of fatal errors by either omissions or commissions, which may have a major effect on the company’s financial records and statements.
• Data loss is a significant constraint as the company doesn’t have enough backup systems. This has led to losing a lot of data. Time is also wasted inputting new data. During the uninstallation and reinstallation process, data may be lost. An external hard disc may be brought out so that data may be backed up from the hard drive.

1. Dependencies

• of the dependent is the use of an auto fix tool that can fix and upgrade a system without so much data loss. The auto-fix tool helps in the installation process as it creates automated processes that help in backing up the data. This reduces the vulnerability of running a program, which may sometimes be prone to attack by viruses from computers. Another dependent for the running of the project is Windows 10.1, which is well compatible with the programming of the software.

1. Requirements
   1. Functional Requirement

• requirements refer to components and services that a particular software offers. Their functions may be in the form of data analysis, calculation, and business process, among others, to give desire output. The first functional requirement is business and transaction handling. The upgrade of the software is designed in a way that the whole value chain of the business is captured through the system. It creates a transactional process from a sales point where sales person issues an income to the accounts where payment is made. Alternatively, a business transaction may also be between a supplier and the organization. For example, the system is designed to validate customers and allow customer’s sales
• the system is designed to do audit tracking of an organization’s assets either in cash or in stock. The system takes the values of the stock in the warehouse. When a customer buys a product, there is stock out recorded in the stocks balance sheet and an additional of finances equivalent to the value of the stock. This allows management to have a track of stock movement as well as financial position.
• The system has been developed for storage purposes. Historical data is critical for any business so that they can make informed business decisions and strategies based on data and facts. Historical data may show when there is a boom in sales and which season has a drop in the number of sales. This data help manager becomes aggressive when there are boom sales to leverage on low seasons.
• The critical function of the upgraded is avoiding external interference and leaking of data to competitors. This has been ensured b security features added to the improved system. The system upgrade is made in a way that only a few people can access revenue data. Other functions include administrative functions in the human resource office, creating authorization levels, and also certification requirements.