Chapter 3 3.1 Software Requirements Specification 3.1.1 Introduction 3.1.1.

1 Goals and objectives This project focus in creating a web-based procurement system that will help the company for easily proposal bidding, purchasing and consume less time in the recordings of data and information. The Material Management Procurement System will be user friendly software that is easy to understand by the user and the owner. And to construct a system that contains all information and data together with their attributes and to implement a system that can easily search, add and update all the records of the suppliers and items, it also lighten the load for the staff and enhance customer service. To create a Material Management Procurement System that will take out the inaccuracy in the recordings of the data and give an easy access to the files and data at any given time. 3.1.1.2 Statement of scope The following are the scope of the proposed Material Management Procurement System:

Allocation of bidding among different development sectors/projects. Maintenance Commands (ADD, EDIT, VIEW, ACTIVE ,DEACTIVE, PRINT, SEARCH). Procurement procedure.

User Requirements Req. No. Access Privileges R1 High Supplies There shall be two levels of access, one for administrator and one for alternative user. Administrator or alternative user shall only be allowed to enter or edit items. The administrator shall be allowed to enter and edit all the data. Only the administrator shall be allowed to view the supplier information. Priority Reference Description

R2

High

Supplies

R3

High

Supplies

R4

Med

Supplies

Security R5 High User Each user shall be required to log on with a unique username and password before using the system. The user does not need to be unique. R5 High Code works The username shall be given by the admin and the trial not greater than three(3) A password shall be assigned to each user. The password shall contain 6 & 8 alphanumeric. After three unsuccessful attempts to enter a password the user shall be locked out if the system until their password set.

R6

High

User

R7

High

Code works

R8

Med

Code works

R9

High

Administrator

A new password shall be assigned if a user forgets If there is no activity for 10 minutes the user shall be logged off of the system.

R10

Low

Costumer

Administrator R11 Med Supplier When a user edits an account their user ID along with the date, time and a description of the change shall be recorded in the database. The user`s record shall contain the following information: Name Address Home phone Work phone Email address R14 High User The software shall support the ability to enter, store, and update costumer and employee information.

R12

High

User

3.1.1.3 Software context In Quezon City Hall, they are using Microsoft Access for their system. That is why the proponents where encouraged to develop an automated system to resolve those problems. For the LGU, the proposed study contains functionality will help in the manipulation and modification of records of suppliers and items within the company, through this capability the system is able to generate a more accurate and reliable information needed for different procurement transactions. 3.1.1.4 Major constraints The Marterial Management Procurement System will use Java NetBeans IDE 7.3 for front-end and MYSQL for back-end whichrequires a windows application supporting this technology. 3.1.2 Usage scenario 3.1.2.1 User profiles The following definitions describe the actors in the system; Administrator an administrator has the responsibility to monitor and update the Items and suppliers. They have unrestricted access to the system including viewing and changing the passwords. This person can generate the bidding reports and also the admin can check the contract information the supplier. Assistant is the person that can check the bidder, the recorded depleted bidder, and check the status report. Supplier is a manufacturer who suppliers items to development sectors.

3.1.2.2 Use-cases The following use-cases are typically interactions between the external environment and the internal system. 1. Log in 2. Adding User 3. Viewing User 4. Viewing bidder information 5. Add Bidder 6. Update Bidder 7. Create Report

3.1.2.2.1 Use-case Diagram

Log in

Adding user User Viewing user info Administrator Viewing supplies info

Add supplier

Update supplier

Create reports

Reports Purchasing transaction

Process order

Get delivery Issuance invoice Supplier

Figure 1 Use Case Diagram

3.1.2.2.2 Use-case Descriptions Use case Primary Actor: Precondition: Trigger: Scenario: Get delivered supply Administrator The supply from the supplier Administrator needs to get supply 1. The Administrator process and delivered the supply/s. 2. The Administrator knows quantity and condition of the supply. 3. The Administrator receives the invoice on each supply.

Use case: Primary Actor Goal and Context Precondition Trigger Scenario:

Issue invoice Supplier To create invoice for the supply The user needs invoice for the others The supplier needs to create the invoice 1. The supplier process and count all the supply/s. 2. The supplier checks all the supply and creates the invoice. 3. The supplier sends the invoice to the user. 4. The users receive the invoice.

Use case: Primary Actor: Goal and context: Precondition:

Create reports Administrator To generate a report about the management of the system The manager is requesting a report

Trigger: Scenario:

The Administrator needs to generate a report within the system 1. The Administrator logs on to the system 2. The Administrator selects the reports to view. 3. The system retrieves the report and view by the administrator 4. The system prompts to print the report. 5. The Administrator then approved the request. 6. The system retrieves data from the local server. 7. The local server sends back the required information requested. 8. The system print out the report requested. 9. The administrator retrieves the print of the report. 10. The reports are requested by the management. The management didn`t request for the reports.

Exceptions:

Use case: Primary actor: Goal in context: Precondition: Trigger Scenario:

Viewing item information Administrator and user To display recent supply and supplier in the main window The management wants to see the recent supplier. The user needs to display recent supplier in the main window 1. 2. 3. 4. 5. 6. The management wants to see the recent supplier added. The user logs on to system. The user selects the display from the main menu The user selects the recently added supplier. The system requests the record. The system displays the recently added supplier in the menu.

Use-case: Primary actor: Goal and context: Precondition Trigger Scenario:

Adding user Administrator To add and assign a user The administrator must have the valid username and password. The administrator must have the valid username and password. 1. The Administrator log on the system. 2. The administrator go the system.

3.1.2.3 Special usage considerations 3.1.2.4 Activity Diagrams The following activity diagrams show the actions that occur during a particular use-case. Figure 2 shows the steps taken as a user logs onto the computer system. Access is only granted of the correct user ID/password combination is entered within the first three attempts the system will automatically shutdown. Once access is granted the user can use the system according to their level of authorization.

Prompt for user ID and password

Log on to system

Enter user ID and password

[<3] [>3] Lock user ID and out system

Verify password

[incorrect] [correct]

Check number of bad entries

Access granted

Figure 2 Activity Diagram for logging onto the system

Figure 3 checking and updating item information is depleted in figure 3, as shown on the diagram the user will be able check the supplier and purchased item but only admin will be allowed to edit.

Log into System

Check and update

Check supplier/item

Enter supplier/item name

Determine user authorization

[Not Admin] [Admin]

Update supplier/item

Save

Figure 3 Activity Diagram for check and update

Figure 4 shows that only admin have access to viewing and printing reports after the report is displayed on the screen it can be sent to a printer.

Log into System

View/print reports

View report

Display report

Prompt to print report [Not Admin]

[Admin] Print report

Figure 4 Activity Diagram for viewing and print reports

Figure 5 as shown in the diagram the user will be able to view the supplier and purchased items.
View supplier/item s

Log into System

Click view

Enter supplier/item name

Click the search button

[No result]

View the item

Figure 5 Activity Diagram for View Supplier/Purchased Items

3.1.3 Data Model Description 3.1.3.1 Data objects User Account data objects UserId Name Address Contact No. Position A unique number assigned to the user. The user`s complete name. Home Address of the user. The employee`s contact No. The job classification of the employee.

Item data objects ItemId Name Quantity Price Description A unique number assigned to the item. The name of item. The quantity of different item The price of item. The category of item

Supplier data object SupplierId Name Address Contact No. A unique number assigned to the supplier. The company name the Address of the company. The employee`s contact No.

3.1.3.2 Relationships An employee can work only in the one department on the other hand a department can have more employees, so that between the employee and department is the one too many relationships. Each manager can only manage one department and vice versa. An employee can work and many relationships exist. 3.1.3.3 Complete data model The relationship between the data objects describe 3.1.3.1 re shown in figure 6

Item ItemID Name Quantity Description Price

Supplier SupplierID Company name Company address Contact number Purchase order

User Account UserID Name Address Contact number designation

Figure 6 Relationship Diagram

3.1.4 Functional Model Description 3.1.4.1 Class diagrams

User Account - Name : String - Username : String - Designation : String - Password : String + Login() : String +Save() : Boolean +Cancel() : Boolean

1 1* Item - ItemID :Int - ItemName : String - Description : String - Category : String -Date :Int - Price :Int + Add() : String +Edit() : String +Check() : String User - Name : String - Username : String - Operator : String - Password : String + Add() : String +Edit() : Boolean +Delete() : Boolean Supplier - Purchase Order :Int - Company : String - Contact no.: Int - Address : String + setOrder() :void +getreceipt() : void

0*

1*

1*

Figure 7 Class Diagram

3.1.4.2 Software Interface Description 3.1.4.2.1 External machine interfaces The software will be capable of printing invoices and reports or local network printing 3.1.4.2.2 External system interfaces A Material Management Procurement communicates with a LAN-based network connection. 3.1.4.2.3 Human interfaces The windows application shall permit complete navigation and selection using the keyboard alone, addition to mouse and keyboard combinations 3.1.4.3 Reports 3.1.5 Behavioral Model Description 3.1.5.1 Description for software behavior 3.1.5.1.1 Events Supplier is registered Supplier receives orders Supplier sends invoice Payment receive Payment not received Print invoice Item Events Item is registered System

Item is recorded in procurement transaction 3.1.5.1.2 States Supplier States Registered Active Inactive Description The supplier is registered in the system. The supplier is ready to accept orders. The supplier is not available to accept orders. Accepted Item states Registered Buy Available Not available The supplier accepted the request of orders. Description The item is registered in the system. The item is buy to the supplier. The item must be recorded in the system. The item is not recorded.

3.1.5.2 State chart Diagram The state chart diagram for the entire system is shown in figure 8. The user Logs onto the system. Every user has different access to the system depending on their position. Only the administrator can access to whole system while the employee has a limited access to the system.

Overall Diagram Log on the system

Verifying

Block

Setting Account

Enter ID

Cancel

Enter password Supplier Purchase Order number Supplier name Description

Access granted

Purchase ordered

Add Edit Delete Search

Report
View Display

Figure 8 Overall system Statechart diagram

Figure 9 shows the process of viewing of supplier to see the records including purchase order, supplier name, description, etc.

View Supplier Supplier

Enter purchase order

Supplier name

Description

Figure 9 Statechart of View Supplier

Figure 10 illustrates viewing of reports from weekly summary to month or even a year which will also be updated from time to time.

View Report

Viewing

Weekly

Reports

Monthly

Records updated

Figure 10 Statechart of View Report

Figure 11 shows updating of records from record which is newly registered or added on the system to records which are maintained and already saved in the database.

Update Record

Updating

Maintained records

Records

Newly added

Records updated

Figure 11 Statechart of Update Record

Figure 12 shows the process of registering new user to the system which also shows the updating process of the system.

Register New User

Registering

Old (updating only)

Updating

Newly registered

Record updated

Record added

Figure 12 Statechart of Register New User

3.1.6 Restrictions, Limitations, and Constraints The server side code shall be written in Java NetBeans IDE 7.3 The system shall be existing LAN structure and with the existing system.

3.1.7 Validation Criteria Software validation will secure that the system responds according to the user`s expectations, therefore it is important that the end users be involved in some phases of the test procedure. Validation checks that the item design satisfies of fits the intended usage (High-level checking) the software meets the user requirement. This is done through dynamic testing and other forms of review. 3.1.7.1 Classes of tests 1. Logging on to the system 2. Viewing and printing reports 3. Reports 4. Viewing and Editing Data 5. Updating supplier 3.1.7.2 Expected software response The software display an appropriate error message when a value outside the accepted limits the accepted 3.1.7.3 Performance Bounds The system shall support up to 100 simultaneous users. The system will provide access to the database management system with a latency of no more than 20 seconds.