Detailed Requirements Specification for Globex's OSMS Project

This report provides a detailed requirements specification for the development of an Online Sales Management System (OSMS) for Globex, a company that currently relies on manual processes for sales management. The project aims to improve efficiency and accuracy by replacing the existing system with an online platform. The report outlines the project's purpose, including the need to automate stock management, order placement, and report generation. It covers business goals, site requirements, user needs (including online users, admins, regular users, clients, and sales representatives), application requirements, and technical goals such as scalability, availability, and security. The report also analyzes the existing environment, including the current manual processes, technical details, existing applications (spreadsheets and email clients), and the physical and logical layouts. The report provides network diagrams, tables detailing user and application requirements, and references to relevant literature. The overall goal is to create a system that streamlines sales operations, reduces operational costs, and provides real-time information to clients and internal teams. This report will be used to guide the development of the new OSMS.

Requirements Specification
Project Client Organisation:
Contact:
System Name <<To be created by team and client>>
Date of Design
Document
<<Date of this version>>
Document Status Draft / Approved <<delete one>>
Document
Reference
<<FileName.doc>>
Version Number Version 1<<update as necessary, in whole
numbers>>
Prepared by <<Technical Writer>>
Team Members << Names of other team members>>
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1. Change History
All changes to the Design Document must be recorded in the Change History.
Date Description of
Change
Reason for
Change
Author of
Change
Version No.
dd/mm/yyyy Initial draft N/A Version 1
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2. Table of Contents
1. CHANGE HISTORY..............................................................................................................................2
2. TABLE OF CONTENTS........................................................................................................................3
3. PURPOSE OF THE PROJECT.............................................................................................................4
4. REQUIREMENTS ANALYSIS.............................................................................................................4
4.1. BUSINESS GOALS OF THE PROJECT...................................................................................................4
4.2. SITE REQUIREMENTS........................................................................................................................4
4.3. USER REQUIREMENTS.......................................................................................................................4
4.4. APPLICATION REQUIREMENTS..........................................................................................................5
4.5. TECHNICAL GOALS...........................................................................................................................5
4.5. Scalability....................................................................................................................................5
4.5. Availability..................................................................................................................................5
4.5. Network Performance..................................................................................................................5
4.5. Security........................................................................................................................................5
4.5. Manageability..............................................................................................................................5
4.5. Usability......................................................................................................................................5
4.5. Adaptability.................................................................................................................................5
4.5. Affordability.................................................................................................................................5
5. THE EXISTING ENVIRONMENT.......................................................................................................5
5.1. OVERVIEW OF THE EXISTING ENVIRONMENT...................................................................................5
5.2. TECHNICAL DETAILS OF THE EXISTING ENVIRONMENT...................................................................5
5.3. EXISTING APPLICATIONS..................................................................................................................5
5.4. EXISTING LOGICAL LAYOUT............................................................................................................5
5.5. EXISTING PHYSICAL LAYOUT...........................................................................................................6
6. References..................................................................................................................................................6
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3. Purpose of the Project
The project is prepared for Globex since they need to develop an online sales management system
for ensuring that the sales department delivers the items maintaining a schedule and maintains a
check of the previous deals and outstanding bills. The development of the online sales
management system would improve the efficiency and accuracy of the existing manual system
(Liu, Han & Zhuang, 2019). The system would help the client to place order using an online
platform and it is able to generate different reports such as client details, equipment details or
payment details. The existing option to place order via phone is kept for handling emergency
condition. The development of the online sales management system would help in automating the
stocks of equipment reserved, delivery information, backlog order information, sales order
information, sales information of products month wise, sales information based on sales personnel.
4. Requirements Analysis
4.1. Business Goals of the Project
The main goal of business for the development of the online sales management system is to
reduce the operational cost and eliminate the manual process. A number of reports are needed to
be generated from the sales management system for finding overdue and progress of the business
and improve the current business process.
To be considered successful, the proposed project must achieve the following goals for the
client:
BUSINESS GOAL EVIDENCE OF GOAL ACHIEVED
1. Reserved information of
equipment stock
Getting real time update about the stock by placing
order and finding the stock details
2. Delivery Information Select the time period to fetch delivery information
3. Backlog order
information
Select the overdue option to find the backlog
orders
4. Information of sales
order
Each of the order have unique ID and the
information about the order are obtained by
selecting the data of order
5. Sales information The sales order information are needed to be
generated by selecting the month
4.2. Site Requirements
In order to proper working of the sales order management system the whole manual system is
needed to be upgraded. The different departments are needed to be connected to a local area
network for sharing information at a real time and increase the efficiency of the current system
(Hitomi, 2017). The stocks are needed to be labelled with barcode for tracking the order eliminate
the need to manually track the order. Each of the department are needed to connected with each
other using cat 6 cables and a central server is needed to be used for hosting the website and the
information system. For connecting the wireless devices wireless access point are needed to be
installed and configured with WPAPSK algorithm such that the wireless network is secured from
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third party agents (Pratama, Nuryati & Achsanti, 2020). Each of the sites of Globex are needed to
be interconnected with each other with the warehouse for getting the stock information. An
extended start network is proposed for connecting the different location such that transparency is
maintained and the client gets real-time update about their order and all the details of the order and
the client are obtained from the information system (Chen, 2016). The following is the network
diagram created for the demonstration of the LAN and WAN cabling between the four sites of
Globex.
4.3. User Requirements
The following table is created for listing the users, their group, requirement, details of location and
data storage and network requirement.
Community name Community Size
(Number of users)
Location(s) of the
community
Applications used by the
community
Online Users 403 AU Android Service
Admin 4 (One for each site) AU Mail
Regular Users 450 Au Web
Client 200 Au Mail
Sales Representatives 400 Au Web Service
4.4. Application Requirements
A network application flow of traffic is tabulated below:
Parameter Value
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Network traffic source 3
Number of nodes 10, 15, 25, 50, 75
Network Traffic type CBR
Topology area coverage 1500m * 1500m
Data packet size 512 bytes
Mobility Pattern Random
The following table is created for tabulating the data store, location, application and user
community usage:
Data Store Location Application
requirement
Used by user
community
Emails NSW:
Albury, Wagga, Orange and Griffith
Latency 450
Delivery Schedule NSW:
Albury, Wagga, Orange and Griffith
Quality of
service
100
Client information NSW:
Albury, Wagga, Orange and Griffith
Redundancy 200
Order information NSW:
Albury, Wagga, Orange and Griffith
Redundancy 300
Warehouse stocks NSW:
Albury, Wagga, Orange and Griffith
Redundancy 500
Previous dealings NSW:
Albury, Wagga, Orange and Griffith
Redundancy 18
Outstanding Bills NSW:
Albury, Wagga, Orange and Griffith
Redundancy 10
4.5. Technical Goals
The reliability of the hardware is needed to be measured for the deployment of the network and
appropriate protocol is needed to be used for the configuration of the network. The network should
not have latency and the response time should be minimum such that real time update can be
obtained from the network (Rajaraman, 2018). Redundant links are needed to be used for
connecting the network equipment’s such that in case one of the link goes down the redundant link
can be used for reaching the destination address. The tradeofff of securing the server from
unauthorized access can be obtained by creating a DMZ zone and restricting the physical access
of the server. The scalability of the network can be achieved by subnetting the network with DHCP
pools and VLAN and allocating extra number of address for allowing the network to be expanded
according to the growth of the organization (Frost, Matta & MacIvor, 2019). Proper cooling and
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regular maintenance of the network device are needed to be performed such that the network
performance is optimum. The switch are needed to be configured with VTP protocol for enforcing
centralized control and improve the manageability of the network. A simple interface is needed to
be designed for the information system and the configuration is needed to be documented such
that the usability of the system improves (Johnston & Marshall, 2016). Feedback are needed to be
taken from the user regarding the issue faced by them and improvements are needed to be made
in the form of updates and patches such that the adaptability improves. A simple layout and
topology is selected such that the network framework can be dolloped with less complexity and
cost.
5. The Existing Environment
Currently the company Globex has its four sales department and Warehouse in four locational of
NSW i.e. Albury, Wagga, Orange and Griffith. Each of the department has a warehouse and the
department receives order by phone call and record it in a hardcopy form that is pre designed after
performing a check for the availability of item in warehouse (Dennis, Wixom & Roth, 2018). A
delivery schedule is maintained for shipping the item to the client and a checking is made for
outstanding bill and previous dealing. All of the activities are done manually and is inefficient and
inaccurate.
5.1. Overview of the Existing Environment
Currently the order are placed by clients over phone calls or emails to the sales personnel
and it is recorded in a spreadsheet. Credit card and cheques are accepted for payment and
the system is vulnerable to different types of errors such as double handling and payment
declination.
5.2. Technical Details of the Existing Environment
The existing system is dependent on manual process and thus inefficient and the records
are kept in a spreadsheet. The option of online payment is not available for the client and
they can pay only using credit card or cheques. A predesigned hardcopy forms are used for
recording the details of the client obtained over phone call.
5.3. Existing Applications
Spreadsheet program is used by the organization for the recording and calculating the sales
order. An email client software application is also used for the management of client
information and record the details of the clients.
5.4. Existing Logical Layout
Logical layout of the system is created by defining the subsystem and is depicted with the
help of package diagram. The classes, groups and relationships among them are shown for
demonstrating the workflow and find the elements that are needed to be modified for the
development of the online sales management system (Wang, 2019).
The main actors identified for the development of sales management system are:
Admin, Employee and Client. Admin can manage the details of client and warehouse
stocks and the employee have access to stock item information, client order details, client
details and invoice.
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5.5. Existing Physical Layout
The existing physical layout of the current business process is described below:
The sales Personnel gets order from the client over phone call and email and records it in a
spreadsheet. The details of the warehouse is checked with the inventory manager for
allocating the order to the client. It is the duty of the sales manager to create a schedule and
manage the delivery of the items (Gendron & Jarmoszko, 2020). The details of the sales
for all the four sites can be viewed by the admin separately by analysing the spreadsheet.
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6. References
Chen, F. (2016, June). Design and implementation based on ERP in the clothing sales
management system. In 2016 6th International Conference on Machinery,
Materials, Environment, Biotechnology and Computer. Atlantis Press.
Davis, W. S., & Yen, D. C. (Eds.). (2019). The information system consultant's handbook:
Systems analysis and design. CRC press.
Dennis, A., Wixom, B. H., & Roth, R. M. (2018). Systems analysis and design. John wiley
& sons.
Di, C. (2016). Design and technology application analysis of drug sales management
system. Automation & Instrumentation, (11), 50.
Frost, R. D., Matta, V., & MacIvor, E. (2019). Assessing the efficacy of incorporating
game dynamics in a learning management system. Journal of Information Systems
Education, 26(1), 6.
Gendron, M., & Jarmoszko, A. T. (2020). Network Analysis and Design for Tickets Sales,
Inc. Journal of Information Systems Education, 16(3), 3.
Hitomi, K. (2017). Manufacturing systems engineering: a unified approach to
manufacturing technology, production management and industrial economics.
Routledge.
Johnston, M. W., & Marshall, G. W. (2016). Sales force management: Leadership,
innovation, technology. Routledge.
Liu, X., Han, Y., & Zhuang, Y. (2019, July). Design and Development of Online Mobile
Phone Sales System Based On Java. In IOP Conference Series: Materials Science
and Engineering (Vol. 569, No. 3, p. 032002). IOP Publishing.
Petersen, F. (2017). Design of a sales management system for organisations with an equal
focus on standard and project business (Master's thesis).
Pratama, B., Nuryati, T., & Achsanti, N. (2020, March). Analysis and Design of
Accounting Information System with REA Approach to the Sales Cycle. In Annual
International Conference on Accounting Research (AICAR 2019) (pp. 105-110).
Atlantis Press. Utomo, H. S., Sayyidati, R., & Rahmanto, O. (2017, November).
Implementation of mobile-based monitoring sales system in Semi Tani Shop.
In 2017 International Conference on Sustainable Information Engineering and
Technology (SIET) (pp. 215-219). IEEE.
Rajaraman, V. (2018). Analysis and design of information systems. PHI Learning Pvt. Ltd..
Wang, R. (2019, November). Design and implementation of automobile sales management
system. In Journal of Physics: Conference Series (Vol. 1345, No. 6, p. 062052).
IOP Publishing.
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