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Chr om e Technology Solut ions

Change M anagem ent

Syst e m (CM S)

Fo r

W rite r Corpora t ionSystem Requi rem ent St udy

N iteen Jadha v


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2 SRS for Change M anagem ent System ( CM S) - W r i te r Corpor a t ion

2 Chrome Technology Solut ion s

Table of ContentsTable of Contents ..................................................................................................................... 2Revision History ...................................................................................................................... 31. Introduction ........................................................................................................................ 4

1.1 Objective ................................................................................................................. 41.2 Document Conventions .......................................................................................... 41.3 Intended Audience and Reading Suggestions....................................................... 41.4 Project Scope .......................................................................................................... 5

2. Overall Description ........................................................................................................... 82.1 Software Perspective .............................................................................................. 82.2 Software Features ................................................................................................... 82.3 User Types and Characteristics ............................................................................. 92.4 Operating Environment ........................................................................................ 102.5 User Documentation ............................................................................................. 10

3. System Features ............................................................................................................... 113.1 System Administration ......................................................................................... 113.2 Masters .................................................................................................................. 113.3 General User Features .......................................................................................... 143.4 IT Support Manager Features .............................................................................. 183.5 IT Head Features .................................................................................................. 223.6 SBU Head/CIO Features ...................................................................................... 253.7 Finance AOP Check Role Features ..................................................................... 263.8 IT Production Manager Features ......................................................................... 283.9 To Do Lists ........................................................................................................... 33

3.10 Reports .................................................................................................................. 354. External Interface Requirements .................................................................................... 364.1 User Interfaces ...................................................................................................... 364.2 Hardware Requirements ....................................................................................... 364.3 Software Requirements ........................................................................................ 364.4 Communications Requirements ........................................................................... 36


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Revision History

Na m e Date Reason For Changes Ve rsion

Niteen Jadhav 25/ 03/ 2010 First Version 1.0

Ni teen Jadhav 12/0 4/ 2010 Based on discussion had w ith M r. Edm und o

Fernandez, M r. Chetaan Pati l , M s. Del i lah and M r.

Domin ic on 10 th Apri l 2010 and Point s ra ised b y

M r. Khal id Gulam via is emai ls to M r. Edm undoFernandez.

1 .1


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1 . Introduction1 .1 ObjectiveW riter Corp orat ion curren t ly has a m anual process for Change Request M anagem ent fo r th e ir

IT system s. This process is wel l def ined and d ocum ented . W ith a m anual pr ocess i t is d i f f icu l t

to ensure com pl iance as som e of the correspon dence regard ing change happens verbally and

is hence not docum ented. Cont ro l o n t he SDLC is a lso an issue as pro jects may n ot be

m on i tored t hrou ghout t he var ious stages of th e SDLC. M oni to r ing of a l l the

issues/ prob lems/change requests m ay be s low . W r i ter Corp orat ion h as com e to t he

conclusion to d ig i t ize the current m anual Change Request M anagem ent p rocess to c lose th e

above m ent ioned gaps by im plem ent ing a Change M anagem ent System (CM S) wh ich w i ll

s im pl i fy the t racking of a l l requests. CM S w i ll a lso im prove com pl iance and com plet ion of

requ ests wi th in t im e f ram es. CM S w i ll a lso imp rove evaluat ion o f th e vendo rs provid ing

sof tw are developm ent and suppo r t serv ices to W r i ter Corpo rat ion.

The ent i re process of requ isi t ion t o fu l f i l lm ent for an y IT requests be i t Sof t w are, Hardw are or

any ot her w i ll be m anaged using wo rkf low in the system . Em ai l a ler ts w i l l be sent to t he

concerned users w i th URL l inks for act ion t o b e taken by the users in the system .

The ent i re m anagement of t he SDLC w i l l be inc luded in th e CM S system.

1 .2 Documen t Convent ionsThe docum ent cont a ins a sect ion for m ainta in ing the rev ision h isto ry of th e docum ent . The

revision h is tory w i ll keep t rack of a l l the changes m ade in the docum ent.

The docu m ent is arranged lo gical ly in var ious section s and subsections for ease of use.

As the sof tw are has been developed using AGILE m ethod s th e docum ent w i ll be enh anced

throu ghout th e deve lopment l ife cyc le .

1 .3 Inte nded Audience an d Reading SuggestionsThe documen t w i l l cover the System Requirem ents for developing and im plem ent ing the

sof tw are for the o perat ion s processes fo l low ed at W r i ter for Change M anagement System .


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The audience for th is document is developers, pro ject m anager , process ow ners, users,

tes ters and docum enta t ion w r i te rs.

The rest o f th e docum ent d escr ibes in deta i l the var ious requirem ents for th e successfu l

imp lementa t ion o f the system .

General users and p rocess ow ners are advised to read on ly the System Featu res in sect ion 3.

1 .4 Project ScopeThe system is a w eb based system for Change m anagem ent at W r i ter Corp orat ion using w hich

al l users wi l l have the abi l ity to requ est fo r Hardw are, Sof t w are Changes and Enhancem ents

and repo r t any bugs in any of th e sof t w are system s used at W r i ter Group Comp anies.

The m ain featur es of th e prop osed system are as fo l low s:

1.4.1 Adm inistration Feat uresUse r M a na ge me nt : The System w i l l conta in br oadly three types of u sers v iz

Adm inistrato r, Fixed Role Users and General Users. The Adm inistrator w il l be

responsib le for m anagem ent of m asters. Fixed Role Users wi l l be responsib le fo r

w orkf low m anagem ent and w orkf low task execut ion. General users w i l l be

responsible for r aising req uests. This mod ule w il l only be accessible to the

adm inist rato r and w i l l be a par t o f m asters m anagem ent

G e ne ra l M a ste r s M a na ge m e nt : This m odule wi l l a llow th e adm inist rato r to change

and add new m aster da ta .

1.4.2 Gene ral U ser FeaturesGene ral U ser Dashboard : The general user on log in w i l l be able to v iew a l l th e

requests ra ised by h er w het her act ive and c losed. On select ing a par t icu lar record

the det a i ls of the requ est a long wi th t he w orkf low and t im el ines w i ll be v isib le. The

user wi l l also b e able to create new requests f rom th e quick l inks provided on th e

dashboard.

Re que st M a na ge m e nt : This feature w i l l a l low th e user to add a new request as and

w hen required. Assum ing that no f ur th er act ion has been in i t ia ted on a request


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already ra ised, she can choo se to delete o r m od i fy the requ est . The user can only

v iew and edi t requ ests ra ised by her . The user can at t ach docum ents that she th inksare necessary for b et ter u nderstanding of t he requ ests e.g. form ats of repor ts etc.

1.4.3 Fixed Ro le U sers Feat uresFixed Role U ser Dashboard : This dashboard w i ll change based on th e type of f ixed

ro le user . This dash b oard w i l l show al l tasks assigned to the user w het her act ive or

c losed. The u ser based o n h is fixed ro le typ e can do a ser ies of act ions to fo rw ard

the t ask to the d ow nstream bu cket . I f a par t icu lar user has m ul t ip le ro les th en he

can see al l the tasks sort ed b y th e roles. The user can att ach f i les l ike BRD and SDDdocuments f rom vendors fo r t asks wh ich requ i re vendor in te rven t ion . At tachment

of f i les wi l l be standard featu re for a l l requ ests at a l l stages and w i l l be fu l l text

searchable.

The fo l low ing Fixed Roles w i l l be def ined:

1. IT Suppo r t M anager (SM )2. IT Produ ct ion M anager (PM )3. So ft w are Engin eer (SE)4. Testing Engin eer (TE)5. IT Head6. SBU H ead7. Chief Info rm ation Off icer (CIO)8. M anag ing D i recto r (M D)

1.4.4 Othe r FeaturesTraining Calen dar: A t ra in ing calendar w i ll be p rovided w hich w i l l g ive deta i ls of a l l

the t ra in ings for th e organizat ion. The end users w i l l get t o see t ra in ings that they

have been assigned. The suppor t m anager can create t ra in ing schedu les w hich w i ll

f low f rom the w ork f low exp la ined ear lie r .

Secure Links thro ugh m ail alerts: Aler ts w i l l be sent to t he concerned users w i th

em ai l l inks for app roval /no n approval . The user need not log in to the system for

act ion ing i f he is aw are of th e h is tory o f th e case.


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User feed back a fter Training: Train ing par t ic ipants w i ll have to g ive feedback for

the t ra in ing conduc ted fo r new developmen t ro l l ou ts .

1.4.5 Flowchar t for W orkf lowFlow char t for w orkf low of CM S is at tached as Annexure 1. The f low char t has been

prepared based on t he process note provided b y W r i ter Corp orat ion and

discussions w ith t he p rocess ow ner s.

The f low char t det a i ls th e ent i re pro cess that w i l l be m anaged in the system .

1.4.6 Tent ative Re port s ListThe fo l low ing l is t conta ins tentat ive repo r ts in the systemReports:

Cum ulat ive System Access Repor t : This repor t show s the t ota l t ime spen tby t he user in t he system.

Al l Open Request Repor t : L ists the a l l the requests that are current lyop en. By select ing a par t icu lar record th e repor t w i l l dr i l l do w n to det a ils.

Date Range Repor t : This repor t w i l l sho w al l requests logged w i th in aselected d ate range. Dr i l l dow n w i ll be avai lab le to v iew deta i ls for an ypar t icu lar request .

Reque st repo rt: The rep ort l ists al l requests generated SBU w ise,Depar tm ent w ise wi t h in th e selected date range. Dr i l l dow n w i l l be

availab le to v iew deta i ls for any p ar t icu lar requ est .

Fixed Role User W ise Repo rt: Al l req uests that have been assigned to af ixed ro le user wi th in a par t icu lar date range. Dri l l dow n w i l l be availab le

to v iew d eta i ls for any p ar t icu lar requ est .

Repor ts fo r SDLC on var ious developm ent pro jects don e in-house orth rough vendors. The status of t hese pro jects i.e . Requirem ent Gather ing,Develop m ent , Peer Testing, UAT, User Training an d Go-l ive is visible

against each project .

Plan vis--vis actual fo r each pro ject and p erson responsible for eachstage in th e SDLC

The data in the rep or ts w i l l be avai lab le to t he u sers based on th eir ro le and h ierarchy.


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2 . Ov era ll De scription2 .1 Softw are PerspectiveThe sof t w are wi l l be used pr im ar i ly to a l low u sers at W r i ter Corp orat ion t o log their requests

for Hard w are, Sof tw are Changes and Enh ancem ents and repo r t any b ugs in any of the

sof tw are system s used at W r i ter Group Com panies. The system w i l l auto m ate th e ent i re

process of r equis it ion , app rovals and fu l f i llmen t o f requests re lated t o IT. The system w i ll

enab le the IT depar tmen ts o f W r i te r Corpora t ion g roup compan ies to m on i to r u ser requests

and i ts respon se t im es and h ence impro ve i ts response t im e to user requests.

The CM S system w i l l also b e used to m anage the Sof tw are Developm ent Cycle at W r i ter Grou pCom panies. The system w il l also h ave features for em ail alerts to u sers fo r appro vals, act ion

requ ired and status upd ates.

2 .2 Softw are Features2.1.1 Access Con tro l

The sof tw are has a ro le based access cont ro l system w hich is in f u l l contro l o f t he

adm inist rato r ro le. The adm inist rato r w i l l create users and assign ro les to th em .

2.1.2 W ork f low for approvals and in SDLCThe sof tw are has been designed fo r w ork f low for approvals for hardw are and

softw are req uests. The SDLC is m anaged u sing w orkf low as assigned b y th e

Produc t ion M anager in th e IT depar tment s

2.1.3 Em ail a lertsThe system w i l l send th e fo l low ing emai l a ler ts to users

1 . Change o f Status alerts2 . Aler ts for act ion to b e taken by u sers3 . Aler ts for app roval

2.1.4 Secure Links th rough m ail alert sA ler ts w i l l be sent to the concerned u sers w i th em ai l links for appr oval /n on approval .

The user need not log in t o th e system for act ion ing i f he is aware o f the h istory o f the

case.


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2.1.5 Training Calen darThe system h as a feature fo r th e IT suppo r t w here t hey can create a t ra in ing calendar

for the ent i re year . The suppo r t m anagers can assign users to th e t ra in ing events

def ined in t he calendar . The venue, t im ing w i th agenda, inst ructor and br ie f

descr ip t ion of t he t r a in ing can be def ined fo r each t ra in ing event .

2 .3 U ser Types and Characte ristics2.3.1 Administrator

The administ rator is a f ixed server ro le. The adm inist rat or can do t he fo l low ing:

a. Create r olesb . Create usersc. Assign roles to t he u sersd . M anage users

The adm inist rator cannot m odi fy / delete any t ransact ion data.

2 .3 .2

User

The administ rator creates users and def ines the ro le fo r h im . There are tw o t ypes of

users general u sers and f ixed role u sers. The general users can log into th e system

and create requ ests. They can a lso v iew th eir past r equest and the statuses

per ta in ing to t hem . The general users w i l l get emai l a ler ts f rom the system w henever

there is a change in th e status of any of t he requ ests logged in by th em . All f ixed ro le

user typ es w il l also have t he feat ures available to gen eral users.

2.3.3 Fixed Ro le U ser Type sThe other f ixed ro le user types are:

1. IT Supp or t M anager (SM )2. IT Produ ct ion M anager (PM )3. So ft w are Engin eer (SE)4. Testing Engin eer (TE)5. IT Head6. Finance AOP Check7. SBU H ead


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8. Chief Info rm ation Off icer (CIO)9. M anag ing D i recto r (M D)

All f ixed role user typ es wil l also have th e featu res available to general users.

2 .4 Operating EnvironmentThe w eb b ased system has been d esigned for cro ss-bro w ser com pat ib i l i ty . The system w i l l run

w itho ut any com pat ib i l i ty issues on Int ernet Explorer 6.0, 7.0, 8 .0, M ozi lla Fi refox and Opera

browsers.

2 .5 User Docum enta t ionUser m anuals w i ll be provided w i th screen sho ts of the system features at t he t im e of go- l ive.

The m anuals wi l l be w r i t t en as per t he pro cess flow so that i t is easy for t he users to

und erstand th e same.


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3 . System Feat uresThe m odu les in th e system are stated as fo l low s:

3 .1 System Adm inistration Th is modu le w i l l a llow the System Adm in is t rato r to do t he fo l low ing ac t ions

3 .1 .1 M a na ge U se r sThis op t ion w i l l a l low th e System Adm inist rator to create, m od i fy and d elete (de-

act ivate) users. The m odule w i l l a l low th e adm inist rato r t o assign f ixed user ro les tothe users.

3 .2 M a ste r s

This m odu le w i l l a l low th e user to Add/ M odi fy / Delete/ View data in def ined m asters. The List

of m asters is as fol low s:

3 .2 .1 Us e r M a ste rThis m aster w i l l conta in user re lated in fo rm at ion and expect the fo l low ing input

User Id Passwo rd Emp loyee Nam e User Type

Passw ord ExpiryDays(30, 60, 90,

never)

At temp t Count

Rules for Passw ords

The fo l low ing ru les w i ll be appl icable to passwo rds as per the password pol icy at W r i ter :

1 . Length of password shou ld be m in im um 6 characters and m axim um 20 characters2 .

Histo ry of t he last 6 p assw ords has to be m aint a ined.

3 . Passw or d expiry h as to be set by t he adm inistrat o r for th e users. The values assignedfor the users can b e 30, 60, 90 days or never .

4 . The user access shou ld be b locked aft er f ive u nsuccessful att em pt s.5 . The user cannot set t he same p assword as th e last p assw ord o n expiry of the

password.

6 . The system should no t i fy th e users 5 d ays before th e expiry of the p assw ord.7 . The administ rator should have th e capabi l ity of reset t ing t he p assword o f th e users.8 . The passwords should be stored in an encrypted form at.


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Passw ord h isto ry w i l l be m ainta ined in a t able nam ed Password _History. This table wi l lcont ain th e last six changed p asswo rds for t he users.

3 .2 .2 Em ployee M aster The em ployee master w i ll con ta in emp loyee re lated in fo rmat ion and expec t th e fo l lowing

inpu t

Em ployee Id Em ployee Nam e Designat ion Tel_Residence_1

Tel_Residen ce_2 Tel Direct Tel Board Tel Extn

Email Company

3 .2 .3 Role M asterThe Role m aster w i l l cont a in Role re lated in f orm at ion and expect th e fo l low ing input

Role Id Role Nam e

3 .2 .4 SBU M asterThis m aster w i l l conta in in form at ion of th e group com panies in W r i ter Corpo rat ion.

SBU Id SBU Nam e

3 .2 .5 App l ications M asterThis m aster w i l l con ta in a l l the sof tw are appl icat ions that are b eing used by t he users in th ecompany.

Appl icat ion Id Appl icat ion Nam e Descr ipt ion Com pany Id

In house/ Vendor Vendor Id ( If Developedby Vendor )

3 .2 .6 M o d u le s M a st e r


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This m aster has the in form at ion of t he m odu les in the app l icat ions.

M odu le Id M odu le Name Descr ip t ion App l icat ion Id

3 .2 .7 V e ndor M a ste rThis m aster has deta ils of th e vendor s of W r i ter Corpo rat ion fo r sof t w are developm ent.

Vendor Id Vendor Name

Add ress 1 Addr ess 2 Add ress 3 Add ress 4

City Stat e PincodeTel 1 Tel 2 Con tact Nam e Con tact Design.

Cont act Tel Cont act M ob i le

3 .2 .8 Category M asterThis m aster h as al l the var ious categor ies l ike Hardw are, Sof t w are, Netw ork ing etc re lated to

IT.

CategoryId Category Name Descr ipt ion

3 .2 .9 Sub-Category M asterThis master h as all th e var iou s sub-categor ies with in t he cat egories e.g. PC, Lapto p, UPS etc

in the category Hardw are.

Sub-Category Id Sub-Category Nam e Descript ion Categor y Id

Approv e By SM(Y/N)


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3 .3 Gene ral User FeaturesGeneral users are users w ho w i ll log in to th e system t o requ ests for hardw are, sof t w are etc

and w ho w i ll repor ts issues re lated t o bu gs or enhancem ents in sof tw are systems that th ey

use. Each u ser w i l l have user id and password using w hich she w i ll log in in to the system .

Once th ey log in th e screen that w i l l be v is ib le to t hem is show n in th e screen shot below :

By defaul t th e M y Requ ests page w i l l be v is ib le to the user as show n above. The gr id w i ll

show all the requ ests that th e user has logged in to t he system sor ted by date w i th th e latest

request at t he to p. The user can use the f i l ter opt ion t o f i l ter h is requests by dates and/ or

category and/ or statu s. This feature is a stand ard featu re for al l screens.

The Current Status co lum n shows the current statu s of t he request w hich w i ll te l l the u ser

w heth er h is request has been approved/ pend ing appro val/ denied. Each record w i l l have tw o

l inks in th e colum ns At tach Docs and View Deta i ls . On Clicking th e At tach Docs l ink th e

system o pens a new p age that w i l l al low users to at tach docs to th eir requests.


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The V iew Detai ls w i ll open a n ew screen show n be low w h ich w i ll show the h isto ry o f the

request .

The gr id in the above screen shot w i l l have the de ta i ls of th e w ork f low for t he reque st th at

the u ser has logged in.


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The l ink in th e At tached Files co lum n w hen c l icked wi l l open a page that w i ll a l low the u ser

to do w nload any documen ts at tached by ot her users w ho have act ion ed on the requ est . Thesame p age w i l l be o pened w hen t he user c licks on the At t ach Docs l ink in the f i rs t page

w hich can then be used to at tach docum ents to h is requests


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W hen t he user cl icks on t he Add Request but to n at th e bot tom of th e f i rst screen th e system

opens a new p age as show n in t he screen shot below .

The Request No w i l l be a system generated num ber . The u ser se lects the category f rom th e

drop dow n l is t . The sub category l ist w i l l change accord ing to the category selected. The user

selects the sub category. I f th e user has selected sof tw are as the category t hem the

Appl icat ion and M odule drop d ow n bo x wi l l be enabled, otherw ise i t wi l l be d isabled. The

user can th en se lec t the app l ica t ion and m odu le f rom the d rop do wn . The quant i t y tex t bo x

w i l l enabled on ly i f the u ser selects hardw are in t he category drop d ow n bo x. The user

selects Yes or No in th e As Per AIP bo x. The u ser can w rite a d escript ion i f he so d esires in

the d escr ip t ion box. The user can a lso u pload f i les using the Up load Files bu t to n.

Once the user has f i l led in t he desired in form at ion he can c l ick on the Save but t on. An em ai l

a ler t is sent to the u ser w i th th e request id and the d eta i ls of th e request . An em ai l a ler t is

a lso sent to th e IT Suppo r t M anager.


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3 .4 IT Support M anager FeaturesW hen t he IT Suppo r t M anager logs in to th e system the screen that is v is ib le to h im is as sow n

in th e screen sho t b elow

This is the M y App rovals Screen using which t he IT Suppo r t M anager (SM ) gets to see a ll th e

requ ests logged in f ro m al l the users in th e SBU for w hich he is the IT Suppo r t M anager. The

requ ests are sor ted accord ing to th e request date w i th th e la test requ ests at th e top . The

Suppo r t M anager can use the f i l ter op t ion t o f i l ter h is requests by dates and/ or category

and/ or s tatus. The user can c l ick on t he View Deta i ls link to v iew the d eta i ls of the req uest .

The SM can grant / deny appro val for only cer ta in sub category i tem s for a l l o t her req uests he

has to fo rw ard i t t o t he IT Head fo r appro val. This is conf igured by assigning a Y f lag in th e

App rove By SM co lum n in t he Sub Category M aster .

The SM can a t tach any documents i f he w ants to the reques t be fo re fo rw ard ing the request t o

th e IT Head.


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3 .4 .1IT Support M anager - Approva l for Hardw are / Netw ork ing/ Em ai l/ OthersW hen th e SM cl icks on th e Forw ard for Appro val /Grant / Deny l ink on a requ est record and

th e category of th e request is ot her th an sof t w are then th e form as show n in the screen shot

below , is opened b y the system .

The SM can f i ll in th e cost required f or t he requ est . The AOP Required can on ly be f i l led by

th e IT Head f ixed ro le user and hence is not enabled fo r th e SM . The Status can be changed to

Appro ve/ Deny only for cer ta in subcategory item s. For ot her requests the SM has to fo rw ard

th e request to t he IT Head for appro val.

I f the SM selects Deny or Forw ard for approval then th e Rem arks f ie ld is m andator y. If t he SM

selects grant th en t he Expected Com plet ion Date f ie ld is m andatory.

Once the SM saves the record and em ai l a ler t is sent to t he user w i th the changed status

m ent ion ed in the m ai l. If th e SM has forw arded the requ est to the IT Head for approval an

em ail alert is also sent to th e IT Head.


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3 .4 .2IT Support M anager - Approva l for Sof tw areW hen th e SM cl icks on th e Forw ard for Appro val /Grant / Deny l ink on a requ est record and

th e category of t he request is Sof t w are then t he form as shown in the screen shot below , is

opened by the system .

In th e case of sof t w are the SM can change th e sub-category of t he requ est af ter d iscussing the

issue wi th the u sers and th e developm ent team . E.g. the user may feel that i t is a bu g but th e

SM after d iscussion f inds ou t t hat t he issue is actually a Functio nal Issue.

The SM can f il l in the Develop ed By by select ing f rom the d rop do w n l ist w hich w i l l have the

nam es of a l l the vend ors and In ho use . The SM w i ll se lect In hou se i f the developm ent fo r

th at appl icat ion h as been don e In hou se or select th e approp r iate vendor .

The SM can f i ll in th e cost required f or t he requ est . The AOP Required can on ly be f i l led by

th e IT Head f ixed ro le user and hence is not enabled fo r th e SM . The Status can be changed to

Appro ve/ Deny only for cer ta in subcategory item s. For ot her requests the SM has to fo rw ard

th e request to t he IT Head for appro val.

I f the SM selects Deny or Forw ard for approval then the Rem arks f ie ld is m andator y. If t he SM

selects grant th en t he Expected Com plet ion Date f ie ld is m andato ry.


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Once the SM saves the record and em ai l a ler t is sent to t he user w i th the changed status

m ent ion ed in the m ai l. If th e SM has forw arded the requ est to the IT Head for approval anem ail alert is also sent to th e IT Head.


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3 .5 IT Head Feat uresW hen t he IT Head logs in t o t he system the screen that is v isib le to h im is as sow n in t he screen

shot be low

This is th e M y App rovals Screen using wh ich the IT Head gets to see al l th e requ ests th at have

been forw arded to h im by th e IT Suppo r t M anager . The requ ests are sor t ed accord ing to th e

request date w i th t he la test req uests at the t op. The IT Head can use the f i lter o pt ion to f i l ter

h is requests by d ates and/ or category and/ or s tatu s. The user can c l ick on t he View Det a i ls l ink

to v iew the de ta i ls o f t he request .


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3 .5 .1I T He a d - Appr ov al fo r Ha r dw a r e / Ne tw ork ing/ Em a il/ O the r sW hen th e IT Head c licks on t he Forw ard for App roval /Grant / Deny link on a request record

and th e category of the requ est is oth er than sof tw are th en th e form as shown in the screen

shot below , is op ened by the system .

The IT Head can f i l l in t he cost required fo r th e request or i f t he SM has a l ready f i l led i t in he

can change th e value in th is f ie ld .

The AOP Requ ired can on ly be f i l led b y th e IT Head. I f he selects Yes in th is f ield th en h e

canno t grant th e requ est t i l l th e AOP check is don e by t he Finance AOP Check Role User. Once

th e AOP check is don e and i f the Finance ro le has cer t i f ied th at t he Top l ine as per AOP check

is Yes then th e IT Head can grant the req uest . Oth erw ise th e IT Head has to forw ard th e

requ est e i th er to th e SBU Head or the CIO for app roval .

The IT Head can assign th e fu l f i l lment task for th is request f rom th is screen to the SM . He can

do th is only w hen h e selects the status as grant . He h as to se lect the SM in th e Assign To f ie ld .

All such t asks w il l sho w in t he SM s To Do List. The To Do List feat ure is explained in det ai l later

in the docum ent .


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I f the IT Head selects Deny or Forw ard fo r approval then the Remarks f ie ld is m andatory. I f th e

IT Head selects grant then th e Expected Com plet ion Date f ie ld is m andator y. Once th e IT Headsaves the record and em ail a ler t is sent t o t he user wi th th e changed statu s m ent ion ed in the

m ai l. I f the IT Head has forw arded the r equest for fu r ther ap proval an em ai l a ler t is a lso sent

to the concerned person i .e . e i ther th e SBU Head o r th e CIO as the case m ay be.

3 .5 .2IT Head - Approval for Softw areW hen th e IT Head c licks on t he Forw ard for App roval /Grant / Deny link on a request record

and th e category of the requ est is Sof tw are then the form as show n in th e screen sho t below ,

is op ened by th e system .

The IT Head can f i l l in t he cost required fo r th e request or i f t he SM has a l ready f i l led i t in he

can change th e value in th is f ield.

The AOP Requ ired can on ly be f i l led b y th e IT Head. If he selects Yes in t his f ield th en h e

canno t grant th e requ est t i l l th e AOP check is don e by t he Finance AOP Check Role User. Once

th e AOP check is don e and i f the Finance ro le has cer t i f ied th at t he Top l ine as per A OP check

is Yes then th e IT Head can grant the req uest . Oth erw ise th e IT Head has to forw ard th e

requ est e i th er to th e SBU Head or the CIO for app roval .


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The IT Head can assign th e developm ent t asks form th is screen to th e IT Prod uct ion M anager

(PM ). He can do t h is only w hen h e selects the status as grant . He has to se lect the PM in th eAssign To f ield. Al l such d evelopm ent t asks w il l sho w in th e PM s Developm ent Tasks List. The

Developm ent Tasks List feature is expla ined in det a i l in th e IT Prod uct ion M anager Featu res

sect ion la ter in the docum ent.

I f the IT Head selects Deny or Forw ard fo r approval then the Rem arks f ie ld is m andatory. I f th e

IT Head selects grant then th e Expected Com plet ion Date f ie ld is m andato ry. Once th e IT Head

saves the record and em ail a ler t is sent t o t he user wi th th e changed statu s m ent ion ed in the

m ai l. I f the IT Head has forw arded the r equest for fu r ther ap proval an emai l a ler t is a lso sent

to the concerned person i .e . e i ther th e SBU Head o r th e CIO as the case m ay be.

3 .6 SBU Head/ CIO FeaturesThe SBU Head and t he CIO w il l have the screens as sho w n abo ve for t he IT Head. They can

grant / deny or fo rw ard the requ est for app roval to th e M D. The users can t ake a decision

based on the cost and c r i t i ca li t y o f the requ est w hether to g ran t / deny approva l o r to fo rw ard

i t fu r th er fo r approva l .

W henever the status is changed and em ai l a ler t is sent t o th e user in fo rm ing abou t th e

changed status. In addi t ion i f th e request is forw arded to the M D for approval and em ai l a ler t

is a lso sent to the M D that a requ est has been fo rw arded for app roval .

The em ai l aler ts sent to the concerned users w i l l have l inks to Grant / Deny approval . The u ser

need no t log in to th e system for act ion ing i f he is aw are of the h istory o f th e case.


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3 .7 Fina nce AO P Check Role Featu resThe user w ith th e Finance AOP Check Role w il l see th e screen as show n in th e screen shot

be low wh en he logs in to the system.

The gr id w i ll show al l the record s that have been fo rw arded by t he IT Heads for AOP

ver i f icat ion. The user can f i l ter th e record s using the f i l ter op t ion s. The user can v iew the

deta i ls of the request by c l icking on th e View Deta i ls l ink.


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On Click ing th e AOP Check l ink in th e record the system opens a screen as show n b elow .

If th e user selects Top l ine as per AOP as Yes the n t he V ariat ion > 10% is disabled. I f th e

users selects No in Top l ine as per AOP th en he h as to def ine w heth er th e var iat ion is

greater than 10% or not .

I f th e user selects Top l ine as per AOP as Yes the n t he IT Head can grant app roval fo r such

requ ests. I f th e user selects Top l ine as per AOP as No the n th e IT Head has to for w ard such

requ ests for ap proval to th e SBU Head or the CIO.


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3 .8 IT Product ion M anager FeaturesThe user w i th the IT Produ ct ion M anager Role w i ll see the screen as show n in the screen shot

be low wh en he logs in to the system.

The gr id w i ll show al l the record s that h ave been fo rw arded by t he IT Head for

Developm ent/ Enhancem ent/ Bug Resolut ion. The PM can f i l ter t he records using the f i l ter

op t ions. The PM can v iew the d eta i ls of th e request by c l ick ing on the View Deta i ls l ink.

For assigning th e task to Sof tw are Engineers and Peer Testers the PM w il l click on t h e l ink

Assign to SE/ TE in th e respective record . For schedu ling UAT the PM w il l click on t he l ink

Schedule UAT in t he respect ive record . For schedul ing deployment the PM w i l l cl ick on

Schedule Deploym ent in the respect ive record. These features are expla ined in det a i l be low .


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3 .8 .1 Assign to SE/ TEThe PM can assign t he task to Sof t w are Engineer (SE) for d evelopm ent o r resolut ion as th e

case m ay be. The PM can assign th e Peer Testing jo b t o a SE. The PM can cl ick on th e l ink

Assign t o SE/ TE fo r assigning th e task to an SE/ PE. The system op ens up a screen as show n in

th e screen shot below .

The PM can b reak dow n th e task in to sub tasks called w ork un i ts and assign each w ork un i t to

dif f eren t SEs as requ ired. Sim ilar ly he can assign th e w ork u nit s to PEs for t est ing. Al l such

tasks assigned t o t he SEs and PEs wil l b e visible in t heir respective To Do l ist w hich is explained

in de ta i l la te r in t he docum ent .


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3 .8 .2 Schedule U ATThe PM can schedu le a UAT for a com pleted d evelop m ent t ask by c l icking on t he Schedule

UAT l ink on th e M y Developm ent Tasks Screen. The screen shot is as sho w n b elow .

The PM selects the users to be called for t he UAT, f i l ls in the d ate and t im e of t he UAT and th e

rem arks. The PM then c l icks th e Add bu t to n. The records get add ed and are sho w n in t he gr id .

On c l icking the Save and Send M ai l bu t to n and emai l is sent to a l l the u sers selected about the

UAT schedule. The data ent ered in t he rem arks f ie ld is inc luded in the em ai l sent to the users.

The users selected for t he UAT w i l l have to g ive their feedb ack on the UAT. The developm ents

w hich have been appro ved by th e users can on ly be deployed. Al l such appro vals wi l l appear

in th e To Do Lists of th e users f rom w here th ey can appr ove the U ATs.


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3 .8 .3 Schedule Deployment The PM can schedule a deploym ent fo r tasks which have been com pleted and w hose UAT has

been d on e successful ly. The PM can schedu le a dep loym ent b y cl icking on th e Schedu le

Deploym ent l ink on th e M y Develop m ent Tasks Screen. The screen shot is as show n b elow.


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3 .8 .4 Schedu le TrainingThe PM can schedu le t ra in ing for t asks wh ich have been dep loyed. The PM can schedule a

t ra in ing by c l ick ing on th e Schedule Tra in ing l ink o n t he M y Developm ent Tasks Screen. The

screen shot is as shown below .

The users cal led for t ra in ing w i ll have to g ive their f eedback about t he t ra in ing. Al l such

feedback requests w i ll appear in th e To Do l ists of t he par t ic ipant users.


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3 .9 To D o ListsAll of t he fo l low ing tasks w il l be visible to th e respective users in t heir To Do Lists.

Tasks User Type

Develop m ent Tasks SE

Testi n g Tasks PE

UAT Feedb ack UAT Part icipan ts

Training Feedback Training Part icipan ts

Any tasks assigned by IT Head fo r fu lf i l lmen t SM

W hen th e user c l icks on th e m enu i tem To Do List th e fo l low ing screen opens up.


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The user can see a ll the To Do i tem s in th e gr id sor t ed by t he Com plet ion Date w i th t he la test

at th e top . The users can f i l ter the i tem s using the f i l ter op t ions. The colum ns wi l l varydep end ing on t he u ser type. The user can close the To Do task by cl icking th e Close Requ est

l ink on the appropr iate record . The system opens the screen as show n in the screen shot

be low .

The screens w i ll be d i f ferent depend ing on t he To Do i t em . E.g. for a U AT feedback th e f ie ld

Request No w i l l be replaced by UAT Id and UAT name and ot her d eta i ls . The user w i l l have to

accept t hat th e UAY was successfu l and so on. Simi lar ly for t ra in ing th e f ie lds wi l l be d i f ferent .


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3 .10 Reports3 .10 .1 Cum ulat ive System Access Repor t : This repor t show s the to ta l t im e spent by

the u ser in the system .

3 .10 .2 Al l Open Request Repo r t : L is ts the a l l the req uests that are current ly op en. Byselect ing a par t icu lar record th e repor t w i l l dr i l l dow n to deta i ls.

3 .10 .3 Date Range Repor t : This repor t w i l l sho w al l requ ests logged w i th in a se lecteddate range. Dr il l dow n w i ll be availab le to v iew deta i ls for any p ar t icu lar

request .

3 .10 .4 Request rep or t : The repo r t l is ts al l requ ests generated SBU w ise, Depar tm entw ise w i th in th e selected d ate range. Dr i l l dow n w i ll be availab le to v iew d eta i ls

for any p ar t icu lar requ est .

3 .10 .5 Fixed Role User W ise Report : Al l requ ests th at have b een assigned t o a f ixedro le user wi t h in a par t icu lar date range. Dr i l l do wn w i l l be availab le to v iew

deta i ls for any par t icu lar request .

3 .10 .6 Repor t s for SDLC on var ious developm ent p ro jects done in -house or th roughvendors. The statu s of t hese pr o jects i .e . Requirem ent Gather ing,

Develop m ent, Peer Testing, UAT, User Trainin g and Go-l ive is visible against

each p ro ject .

3 .10 .7 Plan vis--vis actual fo r each pro ject and person respon sible fo r each stage inth e SDLC

The data in the rep or ts w i l l be avai lab le to t he u sers based on th eir ro le and h ierarchy.


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4. Extern al Int erface Requir em ent s4 .1 User Interfaces

The users w i ll access the system using brow sers on t heir respect ive comp uters.The web

based system has been d esigned for cross-brow ser com pat ib i l i ty . The system w i l l run w i tho ut

any com patib i l i ty issues on Inter net Exp lorer 6.0, 7.0, 8.0, M ozil la Firefox and Op era brow sers.

4 .2 Ha r dw a re Re qu ir e me nts

Server: Dual Core Intel plat fo rm server.

User Deskto ps: Sui table w i th en ough resources to run Intern et b row sers Int ernet Explorer 6.0

and abo ve, Opera and M ozil la Fi refox

4 .3 Softw are Requi reme nts

Database Server: M SSQL 2005/ 2008Appl icat ion Server : Wind ow s 2003/ 2008 w i th I IS 6.0/ 7.0 w i th ASP.net 2.0 and above

User M achines: IE 6.0 and above, Opera, M ozil la Firefo x

4 .4 Com m unicat ions Requi rem ents

User machines must be able to access th e server m achine using ht tp prot ocol over W AN or

ove r in te r ne t w i t h m in im um 256 kbps bandw id th .

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