PR Forms
Automation
SRS Document
Information Technology
Contents Revision History ................................................................................................................................................... 2
1. Introduction ............................................................................................................................................... 3
1.1 Purpose ................................................................................................................................................... 3
1.2 Acronyms and Definitions ................................................................................................................ 3
2. Overall Description ................................................................................................................................. 3
2.1 System Perspective ............................................................................................................................ 3
2.1.1 Background .................................................................................................................................... 3
2.1.2 Objective ......................................................................................................................................... 3
2.2 Scope ....................................................................................................................................................... 3
2.3 Out of Scope .......................................................................................................................................... 4
2.4 Assumptions and Dependencies .................................................................................................... 4
2.5 Roles ......................................................................................................................................................... 4
3. Functional Requirements ...................................................................................................................... 4
3.1 Site Structure ........................................................................................................................................ 4
3.2 Air Ticket Requisition ......................................................................................................................... 5
3.2.1 Wire Frame .................................................................................................................................... 5
3.2.2 Workflow ......................................................................................................................................... 6
3.2.3 Business Rules .............................................................................................................................. 6
3.3 Chocolate Requisition ........................................................................................................................ 8
3.3.1 Wire Frame .................................................................................................................................... 8
3.3.2 Workflow ......................................................................................................................................... 9
3.3.3 Business Rules .............................................................................................................................. 9
3.4 Meeting Room Booking ................................................................................................................... 11
3.4.1 Wire Frame .................................................................................................................................. 11
3.4.2 Workflow ....................................................................................................................................... 12
3.4.3 Business Rules ............................................................................................................................ 12
4. Acceptance: ............................................................................................................................................. 14
4.1 Project Management Acceptance ................................................................................................ 14
4.2 Customer Acceptance ...................................................................................................................... 14
Revision History Name Date Remarks Version
PR Forms-SRS 10-07-2018 Initial Document 1.0
1. Introduction
1.1 Purpose This document is to describe the requirements and the expected behavior of the PR request forms
using use cases methodology.
The requirements in this document are provided by Public Relation department and Solution
Proposal from ITD team.
The document will be used as a reference to design and develop the system. Any changes to
requirement shall be raised through change request process.
1.2 Acronyms and Definitions Acronym Definition
SRS Software Requirement Specification
PR Public Relation Department
SP SharePoint
DM Direct Manager
AMD Asset Management Department
DID Direct Investment Department
OP Operational Department
2. Overall Description
2.1 System Perspective
2.1.1 Background
The decision to request for this initiative is due to arising business needs as follows:
• Avoid human errors while submitting the forms.
• Avoid manual request and approval process.
• Control issue; Request details can be easily distributed.
• Inefficient tracking updates; Difficult to manage the version and issue.
• Not readily available when the staff want to refer the details.
2.1.2 Objective
The objective of this initiative is to provide an intranet centralized system for the management of
Request forms:
• To control data errors on request submission.
• To allow Request forms to be readily available online anytime with intranet access.
• To reduce the time taken between Create and approval process.
• To comply with KIC Information Security Policies and Guidelines.
2.2 Scope Creating an application on SharePoint to fill e-forms related to public relation department.
2.3 Out of Scope Following activities/tasks will be out-of-scope for this project:
• After request accepted by PR, Actions that should be taken are not part of this system.
• No integration with other website / systems.
• Data migration from any sources.
• Any requirement not specified explicitly in this document.
• User Acceptance Testing.
2.4 Assumptions and Dependencies • Employee details like name, department are based on HR system.
• User interface navigation and user experience of the system will follow MS SharePoint 2013
in-a-box default behavior.
• User interface design will be light weighted to improve system performance. For example,
less images.
• Maximum single file size allowed for uploading is 1 MB.
2.5 Roles User Groups Action
Request Creator • User can submit air ticket, Chocolate,
meeting request.
• Users can see their submitted
requests.
Request Approver • User can approve/reject requests
submitted by their department
request creator.
• User can see all requests submitted
by his/her department.
PR Officer • User can validate the Request form
data
• User can send back to Request
creator when data is invalid.
• User can see all request from all
departments
PR Head • User can see all request from all
departments
• Public Relation department is responsible to provide list of users for all roles. In case of role
update or adding new user should be informed to IT.
3. Functional Requirements
3.1 Site Structure Public Relation Department site can be accessed from Global navigation under departments tab.
The request forms are available inside PR site. These forms are accessible at left navigation section
as shown below.
3.2 Air Ticket Requisition
3.2.1 Wire Frame
Figure 1: Left Navigation
Figure 2: Global Navigation
3.2.2 Workflow
3.2.3 Business Rules
Name Details
Actor • Request Creator
• Request Approver
• PR Officer
Pre-Condition User must be authorized as per Roles assigned
Basic Path SharePoint (welcome page) → Departments (mouse over) → Public
Relation (Click)→ New Air Ticket (Click)
Post-Conditions System displays the Page like shown in wireframe 3.2.1
Rules 1. Request Creation: User fills the form as per below guidelines
Field Description
Ref No Read-only. Auto Generated
Submitted On Read-only. Default current
submission date.
Created by User who submitted the
request. Default current user.
Read-only.
Department Request created user
department. If user is part of
multiple departments then it
should be selected manually
else read-only.
Name (as the passport) Employee name who is
travelling. It cannot be blank.
Class Free text. It cannot be blank.
Travel Type Selection List.
1. Round Trip
2. Multi City
Default selection is Round
Trip.
Destination Free text. It cannot be blank.
Departure Date from Kuwait Date selection. It cannot be
blank.
Return Date Date selection. It cannot be
blank.
Date of Birth Date selection. It cannot be
blank.
Passport No. Free text. It cannot be blank.
Passport Expiry date Date selection. It cannot be
blank.
Civil Id. Free text. It cannot be blank.
Civil Id Expiry date Date selection. It cannot be
blank.
Mobile # Free text. It cannot be blank.
Debit on Department Default Request creator
department. Read-only.
Remarks Optional text.
Attachment Approval memo document
should be attached. It should
be in pdf format. Maximum
size is 1mb. Only one file can
be attached.
• Citizens can travel to GCC without passport. In this case
civil id information is mandatory. However, system will not
validate this condition because destinations list is huge. So,
there is no validation against destination with passport or
civil id information. User should make sure to fill either one
of the information based on destination.
• Maximum two Destinations can be selected for multi city
travel.
2. Manager Approval:
• Direct Manager of submitted user receives email notification
for approval action.
• Manager can’t edit form details and does either approve or
reject.
• If rejected, then workflow closed. User should resubmit new
request for the same details.
• If approved, then public relation officer receives email
notification for next action.
3. PR Officer:
• User should validate the request information. If data is not
valid then user can reject the request.
• In case of rejection comments are mandatory.
• If data is valid then user checks with travels and provide
convenient flight details.
• Sharing flight details, getting confirmation and booking
flight ticket, processing ticket amount memo, sending
accounts/ settlement memo all these actions are not part of
SharePoint. It must be taken offline.
• After completion of all the actions mentioned above user
should update the request completion state on SharePoint.
• Post completion request creator will receive an email
notification.
4. Important Points:
• Cancellation of this request is not part of the SharePoint.
• When secretary is not available to submit request. PR
should inform IT for temporary delegation of request
creation to another secretary.
3.3 Chocolate Requisition
3.3.1 Wire Frame
3.3.2 Workflow
3.3.3 Business Rules
Name Details
Actor • Request Creator
• Request Approver
• PR Officer
Pre-Condition User must be authorized as per Roles assigned
Basic Path SharePoint (welcome page) → Departments (mouse over) → Public
Relation (Click)→ New Air Ticket (Click)
Post-Conditions System displays the Page like shown in wireframe 3.2.1
Rules 5. Request Creation: User fills the form as per below guidelines
Field Description
Ref No Read-only. Auto Generated
Submitted On Read-only. Default current
submission date.
Created by User who submitted the
request. Default current user.
Read-only.
Department Request created user
department. If user is part of
multiple departments then it
should be selected manually
else read-only.
Kind Four types. user should
select any type.
1. Small Bowl
2. Big Bowl
3. Small Box
4. Big Box
Quantity Free text. It cannot be blank.
Only numbers are allowed.
Usage Type Option selection. Values are
1. Internal Use
2. Outside KIC
Consignee Free text. Incase of usage
type is outside then
consignee details are
mandatory.
• No Attachments to this form.
6. Manager Approval:
• Direct Manager of submitted user receives email notification
for approval action.
• Manager can’t edit form details and does either approve or
reject.
• If rejected, then workflow closed. User should resubmit new
request for the same details.
• If approved, then public relation officer receives email
notification for next action.
7. PR Officer:
• User should validate the request information. If data is not
valid then user can reject the request.
• In case of rejection comments are mandatory.
• If data is valid then user deliver the chocolates.
• processing invoice amount, sending accounts/ settlement
memo all these actions are not part of SharePoint. It must
be taken offline.
• After completion of all the actions mentioned above user
should update the request completion state on SharePoint.
• Post completion request creator will receive an email
notification.
8. Important Points:
• Cancellation of this request is not part of the SharePoint.
• When secretary is not available to submit request. PR
should inform IT for temporary delegation of request
creation to another secretary.
3.4 Meeting Room Booking
3.4.1 Wire Frame
3.4.2 Workflow
Cancellation Request
3.4.3 Business Rules
Name Details
Actor • Request Creator
• PR Officer
Pre-Condition User must be authorized as per Roles assigned
Basic Path SharePoint (welcome page) → Departments (mouse over) → Public
Relation (Click)→ New Meeting Request (Click)
Post-Conditions System displays the Page like shown in wireframe 3.4.1
Rules 1. Request Creation: User fills the form as per below guidelines
Field Description
Request No Read-only. Auto Generated
Submitted On Read-only. Default current
submission date.
From User Department. Default
current user department. If
user belongs to multiple
departments then it should be
selected.
Room Select the room from
available values. Values are
• Room No 1
• Room No 2
• Room No 4
It cannot be blank.
Meeting Date Meeting Date should be
selected from the calendar. It
is mandatory. Default value is
Today. Back date is not
allowed.
From Time Meeting Start Time. It is
mandatory.
To Time Meeting End Time. It is
mandatory.
Attendees Fill all users. It cannot be
blank. All meeting attendees
should be listed here. Users
might be internal Employees
or External Users.
Facilities List. User can select multiple
facilities.
1. International Call
2. Order of snacks
3. Order of hot and cold
beverages
4. Projector
5. White board & marker
6. Flip chart
7. Newspaper
8. Internet
9. Parking
• Expired meetings are not possible to cancel or modify.
• Confirmed meetings can be edited by requestor to update
the meeting time. These requests also follow the same
workflow process.
• Confirmed meetings also possible to be cancelled. It should
be accepted by the PR Officer then only room will be
available for next meeting.
• When secretary is not available to submit request. PR
should inform IT for temporary delegation of request
creation to another Secretary.
2. PR Officer:
• Public Relation department officer is responsible to validate
availability of the room. If it is not available, then request
can be cancelled.
• Officer should also check the facilities requested by the
employee and actions should be taken accordingly. These
facility actions are not part of the system.
• Once all facilities are assisted then do meeting confirmation.
• Post confirmation action email notification will be sent to
the requestor.
4. Acceptance:
4.1 Project Management Acceptance By signing below the project Management Team will accept that all the requirements and
features listed above are feasible, applicable and are up to the customer requirements and
specifications.
Sr.# Member Signature Date
1 Tariq Al Nasrallah
(Senior IT Manager)
2 Aamir Saif
(Information Technology Department)
3 Gunesh Vummiti
(Information Technology Department)
4.2 Customer Acceptance By signing below the Customers will accept that all the requirements and features listed
above are complete and up to their requirements and specifications.
Sr.# Member Signature Date
1 Talal Al-Rashdan
(Public Relation Senior Manager)
2 Dalal AL-Mudhaf (Manager)
2 Hala Montague (PR Senior Officer)
3 Kifah Mahmmoud (Receptionist)