PROJECT REQUIREMENTS SPECIFICATION

CLIENT:

TEAM:

PROJECT REQUIREMENTS SPECIFICATION

Project Title

e

These requirements are fictitious and a part of an academic exercise at American University, supervised by Deloitte.

Date

Today’s Agenda

Client’s Current Concerns and Needs

System Concept

Business Process Model

System Diagrams

Data Model

Conclusion

Client’s Current Concerns and Needs

Manual Process Resulting in:

Lack of Centralization Inconsistencies Inaccurate Reporting Human Error No Warnings for Budget Overruns

System Concept

Web-based Application that:

Automated Centrally Located (Structured and Transparent) Tracks Flight Mission Costs Archives Data Helps to Avoid Over Expenditures Assists in Effective Reporting

Proposed Flight Mission Financial Management ProcessG

ov F

in

Mgm

t Sys

tem

Bud

get

Ana

lyst

New

Sys

tem

Bud

get S

uper

viso

rH

Q

Rep

rese

ntat

ive

Flig

ht M

issi

on

Cre

w

Start

P2Submits Mission

Costs Documentation

P3Enters/Updates Cost Information

D2Meets

Validation/Business Rules?

NoP6

Notifies Analyst with Flagged Errors

YesP4

Routes to Budget Supervisor for Review

D3Approves Expense?

YesNo

P7Costs are Processed,

Expensed and Archived

End

P5Signs-Off on Pending

Mission Costs

D1Process Type?

P10Updates Cost

Categories

AdministrativeReporting

P14Generates Reports

M

Manual Process

Flight ExpenseP1

Cost Accumulation

M

D5Update: Cost or

BudgetCost

P11Updates to

Missions Budget

Budget

P12Receives System Budget Warnings

D6Report:

Generate or Review

P13Reviews System Budget Warnings

Reviews

Generates

D4Update or

Search

P8Information Search


Search

A

A

A

Update

On-page Reference (Move to End)M A


Business Process ModelProposed Flight Mission Financial Management Process

Go

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An

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R

epre

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ligh

t Mis

sion

C

rew

Start

End

D1Process Type?

Reporting



D6Report:

Generate or Review


Reviews

Generates


Gov

Fin

M

gmt S

yste

mB

udge

t A

naly

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ew S

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mB

udge

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HQ

R

epre

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light

Mis

sion

C

rew

Start

End

D1Process Type?

P10Updates Cost

Categories

Administrative

D5Update: Cost or

BudgetCost

P11Updates to

Missions Budget

Budget

D4Update or

Search



Search

A

A

A

Update

On-page Reference (Move to End)A


Gov

Fin

M

gmt S

yste

mB

udge

t A

naly

stN

ew S

yste

mB

udge

t Sup

ervi

sor

HQ

R

epre

sent

ativ

eF

light

Mis

sion

C

rew

Start

P2Submits Mission

Costs Documentation


D2Meets


NoP6


YesP4


D3Approves Expense?

YesNo



End


Mission Costs

D1Process Type?

M

Manual Process

Flight ExpenseP1

Cost Accumulation

M

M

Proposed Flight Mission Financial Management ProcessG

ov F

in

Mgm

t Sys

tem

Bud

get

Ana

lyst

New

Sys

tem

Bud

get S

uper

viso

rH

Q

Rep

rese

ntat

ive

Flig

ht M

issi

on

Cre

w

Start

P2Submits Mission

Costs Documentation


D2Meets


NoP6


YesP4


D3Approves Expense?

YesNo



End


Mission Costs

D1Process Type?

P10Updates Cost

Categories

AdministrativeReporting


M

Manual Process

Flight ExpenseP1

Cost Accumulation

M

D5Update: Cost or

BudgetCost

P11Updates to

Missions Budget

Budget


D6Report:

Generate or Review


Reviews

Generates

D4Update or

Search



Search

A

A

A

Update

On-page Reference (Move to End)M A


Context Diagram

Flight MissionManagement System

Budget Analyst

Budget Supervisor

Government Financial Mgmt System

Headquarters Representative

Inherits roles of Budget Analyst; Reviews mission costs submitted by Budget Analyst; Updates cost categories; and Receives system

budget overrun warnings

Enters and Updates mission cost activity

Updates flight mission budgets

Generates reports for cost tracking and Receives system

budget overrun warnings

Use Case Diagram

Flight Mission Management System

Budget Analyst

Budget Supervisor

Headquarters Rep.

Gov. Financial Management System

UC-07 Login/DetemineUser's Access Privleges

UC-01 Input MissionExpenditures Information

UC-05 BudgetOverrun Warnings

UC-03 Sign-off onMission Expenses

UC-04 GenerateReport

UC-02 Update CostCategories

UC-06 SearchMission Information

«inherits»

UC-08 Update FlightMission Budgets

Use Cases

UC-01: Input Mission Expenditures Information

UC-02: Update Cost Categories

UC-03: Sign-off on Mission Expenses

UC-04: Generate Report

UC-05: Budget Overrun Warnings

UC-06: Search Mission Information

UC-07: Login/Determine User’s Access Privileges

UC-08: Update Flight Mission Budgets

Use Cases

UC-01: Input Mission Expenditures Information

UC-02: Update Cost Categories

UC-03: Sign-off on Mission Expenses


UC-05: Budget Overrun Warnings

UC-06: Search Mission Information

UC-07: Login/Determine User’s Access Privileges

UC-08: Update Flight Mission Budgets

Representative Use Case (UC-01)

Actor – Budget Analyst

Preconditions

Process

System notifies Budget Analyst when a rule is broken or information is missing

Expenditures are entered

The charges are routed for approval

Use Case ID UC-01Use Case Input Mission Expenditures InformationActors Budget AnalystDescription Budget Analyst inputs and/or updates the information about mission expenditures

obtained from receipts, invoices and expense documentation provided by Flight Mission Crew. In addition, Budges Analyst scans, copies and attaches the reporting documents and/or other necessary documents to the relevant expense entry.

Pre-conditions Login screen is on Flow of events 1. Budget Analyst executes UC-07

2. Budget Analyst inputs the expenditure information into the system2.1 If there are paper documents, Budget Analyst scans them into the

system3. The system checks fields against format and validation rules

3.1 If a validation rule is broken go to 64. The system validates that all required information has been entered

4.1 If required information is missing go to 75. The system routes charges to Budget Supervisor for approval

Alternative flows

6. If a validation rule is broken6.1 The system highlights field(s) that have a problem6.2 The system displays details on why each rule has been broken6.3 The system notifies Budget Analyst that a rule has been broken

7. If required information is missing7.1 The system notifies Budget Analyst that required information is

missing7.2 The system displays what is needed to continue the process7.3 The system allows Budget Analyst to send email notification to

respective Flight Mission Crew members about missing information

Post- conditions System is populated with expenditures associated with a flight mission

Priority HighNon-functional requirements

The system verifies the information entered manually into the system within 2 seconds. The results of the entry will be displayed within 2 seconds after completion of an information entry.

Assumptions NoneOutstanding issues NoneSource IT Guidelines

CRUD Matrix

UC-01: Input Information

U-02: Update Cost

UC-03: Sign-off on

Expenses


UC-05: Budget Overrun

Warnings

UC-06: Search Information

UC-07: Login UC-08: Update Budgets

Missions R R R R C, U, D FlightSegments R R R R C, U, D Locations R R R R

LocationTypes R R Airports R R Assignments R R R R R C, R, U, D

Costs C, U R, U R R R Documents C DocumentTypes R

CostCategories R C, U, D R Staff R R R StaffRoles R R R

CoreCosts R C, U Aircraft R

CRUD Matrix

UC-01: Input Information

U-02: Update Cost

UC-03: Sign-off on

Expenses


UC-05: Budget Overrun

Warnings

UC-06: Search Information

UC-07: Login UC-08: Update Budgets

Missions R R R R C, U, D FlightSegments R R R R C, U, D Locations R R R R

LocationTypes R R Airports R R Assignments R R R R R C, R, U, D

Costs C, U R, U R R R Documents C DocumentTypes R

CostCategories R C, U, D R Staff R R R StaffRoles R R R

CoreCosts R C, U Aircraft R

Flight Mission Scenario

Mission Route BOS -> ORD ->LAX

Costs per stop Gate fee Refueling De-icing

Duration Start: November 3 End: November 5

Budget $100,000

Entity Relationship Diagram

Missions

PK MissionID

MissionStartDate MissionEndDate MissionBudget MissionBudWarnLimit MissionTotal

Costs

PK CostID

FK1 FlightSegmentID CostName CostNumOfUnits CostPerUnit CostTaxes CostTotal CostDate CostApprovedFK2 CoreCostIDFK3 CostCategoryID CostComments

Locations

PK LocationID

LocationNameFK1 LocTypeID

CostCategories

PK CostCategoryID

CostCatName

Staff

PK StaffID

StaffPassword StaffFirstName StaffLastName StaffPhone StaffEmailFK1 StaffRoleID

StaffRoles

PK StaffRoleID

StaffRoleName

LocationTypes

PK LocTypeID

LocTypeName

Airports

PK,FK1 AirportCode

AirportName

Documents

PK DocumentIDPK,FK2 CostID

DocStoargeLocFK1 DocTypeID

DocumentTypes

PK DocTypeID

DocTypeName

FlightSegments

PK FlightSegmentID

FK1 MissionIDFK2 LocationID FSegTotalCost

CoreCosts

PK CoreCostID

FK1 CostCategoryID CoreName CoreName CoreUnitPrice CoreCommentsFK2 LocationIDFK3 AircraftID

Aircraft

PK AircraftID

AircraftName AircraftType

Assignments

PK,FK1 StaffIDPK,FK2 FlightSegmentID

Entity Relationship Diagram (Con’t)

Missions

PK MissionID


Locations

PK LocationID


FlightSegments

PK FlightSegmentID


1. BOS2. ORD3. LAX

Start: Nov 3End: Nov 5Budget: $100,000


Missions

PK MissionID


Locations

PK LocationID


FlightSegments

PK FlightSegmentID


1. BOS2. ORD3. LAX

Start: Nov 3End: Nov 5Budget: $100,000


Staff

PK StaffID


StaffRoles

PK StaffRoleID

StaffRoleName

FlightSegments

PK FlightSegmentID


Assignments



Costs

PK CostID


CostCategories

PK CostCategoryID

CostCatName

CoreCosts

PK CoreCostID


BOS• Refueling• De-icing

ORD• Gate Fee• Refueling

LAX• Gate Fee


Costs

PK CostID


CostCategories

PK CostCategoryID

CostCatName

CoreCosts

PK CoreCostID


BOS• Refueling• De-icing

ORD• Gate Fee• Refueling

LAX• Gate Fee

Entity Relationship Diagram

Missions

PK MissionID


Costs

PK CostID


Locations

PK LocationID


CostCategories

PK CostCategoryID

CostCatName

Staff

PK StaffID


StaffRoles

PK StaffRoleID

StaffRoleName

LocationTypes

PK LocTypeID

LocTypeName

Airports

PK,FK1 AirportCode

AirportName

Documents

PK DocumentIDPK,FK2 CostID

DocStoargeLocFK1 DocTypeID

DocumentTypes

PK DocTypeID

DocTypeName

FlightSegments

PK FlightSegmentID


CoreCosts

PK CoreCostID


Aircraft

PK AircraftID

AircraftName AircraftType

Assignments


Database Tables

Core Tables Missions Flight Segments Locations Assignments Staff Costs Core Costs

Support Tables Staff Roles Cost Categories Airports Location Types Aircraft Documents Document Types

Conclusion

Business Value Added Streamlined Process Reduction in Human Error Information Consistency Data and Reporting Accuracy Decreased Time to Report Communication and Transparency Risk Management Mechanism

Questions?

Appendix A

BPM Name

UC-01 Input

Information

U-02 Update Costs

UC-03 Sign-off on Expenses

UC-04 Generate Report

UC-05 Budget Overrun

Warnings

UC-06 Search

Information

UC-07 Login

UC-08 Update Budgets

D1 Process Type? X X X X X X

P1 Cost Accumulation X

P2 Submits Mission Costs Documentation X

P3 Enters/Updates Cost Information X X

D2 Meets Validation/Business Rules? X

P4 Routes to Budget Supervisor for Review X

P5 Signs-off on Pending Mission Expenses X X

P6 Notifies Analyst with Flagged Errors X

D3 Approve Expense? X

P7 Costs are Processed, Expensed and Archived X

P8 Information Search X X

P9 Information Search X X

P10 Updates Cost Categories X X

D4 Update or Search X X X

D5 Update: Cost or Budget X X

P11 Updates to Missions Budget X X

P12 Receives System Budget Warnings X X

D6 Report: Generate or Review X

P13 Reviews System Budget Warnings X X

P14 Generates Reports X X

Appendix B

Items Completed Developed System Concept Outlined System Requirements Designed Data Model and Database Developed Business Process Model Designed Context Diagram Initiated Use Cases Developed CRUD Matrix Designed Entity Relationship Diagram

Appendix C

Next Steps Development Testing Documentation Training Pilot Deployment

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