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)