Stage 4: Final System Report

Stage 2: Requirements Specification

Nambo Francis

IFSM 461

November 16, 2021

Stage 2: Requirements Specification

Background

Small private company Precision Electronic Parts (PEP) primarily sells low voltage motors to the medical industry. Earlier this year, they bought out a medical equipment company. They are witnessing a rise in sales for this product due to the attractiveness of their reduced voltage motors. Unfortunately, the company's current billing and payment system cannot keep up with the demand, resulting in a backlog of customer invoices, billing, and payment receipts. DJIJ Solutions LLC's new system presented to PEP will better control invoice creation, billing, and payment collection. Billing, invoicing, and collection of funds should be eliminated due to this solution, as should order processing errors.

Functional Requirements

Monthly reporting is the norm at PEP. However, PEP's primary goal is to keep track of invoices and inventories and ensure that customers pay their bills on time (Rouse, 2010). Therefore, according to the functional requirements for a suggested solution, we will briefly define the system's main functionality in terms of data received, data input, and data processing.

Input specifications

A monthly invoice report will show the current state of Marketing's specific products and pricing on the 15th of each month when the invoicing database is updated. Secondly, PEP must produce the Accounts Receivable Report, which details the number of money customers owes PEP each month. Accounts Receivable (AR) is the department that handles payments. Once funds have been received, AR is in charge of updating client accounts. Finally, the Invoicing department generates an Overdue Accounts Report, which is tasked with tracking down past-due accounts. The AR and Purchases divisions receive these reports. Those collections that fall under the following headings are handled by the AR division late by at least 30 days and overdue by at least 60 days.

Input requirements

Monthly Invoice Reports require the following information to be recorded accurately into the accounting system: Customers' Business Names; Products; Quantity Ordered; Customer City; Customer Organization Physical Address; Customer State; Zip Code; and Customer Institution.

The information that needs to be put into the system to receive the data required to generate the Accounts Receivable Statement appropriately includes: Payment information includes the following fields: Amount due (Calculated Field), customer organization name, amount paid, product order date, quantity ordered, products ordered, and date Paid.

The information that needs to be submitted into the system to receive the data required to generate the overdue accounts statement effectively include: product price per unit, 30 days overdue amount, amount due, quantity ordered, amount 60 Days overdue, amount paid, date paid, main contact email address, primary contact phone number, amount more than 60 days past due, 2 percent past due, primary contact first name, amount (Calculated Field), the product ordered date, product price per unit, and products ordered,

Processing requirements

a. To generate a once-a-month invoice statement, the subsequent events must occur:

b. To generate financial records receivable statement, the subsequent must occur:

c. To generate an outstanding accounts statement, the succeeding must occur:

Technical necessities

This portion of the terms of the requests explains how the updated scheme will remain to interact with the present structure that is in existence. System controls, System security, system performance, and system continuity are the most critical issues.

Requirements for security

When customers have confidence in their transactions, they are more likely to buy from PEP, which means that PEP will make more money. Therefore, it is critical for devices that process transactions to be secure. The danger of system breach due to unauthorized modification must be minimized by restricting access to the systems. The systems must be accessible only to those who need them. Antivirus software: Malicious code cannot be run on a system that has this software installed to prevent it. There are several ways in which it can be employed to stop other types of criminal activity. According to network architecture, the firewall is the network's first line of protection. The access control list of a firewall can prevent unauthorized users from accessing (ACL). Protecting data confidentially requires encryption at rest, while in transit, and when being used by PEP. Plain text can be encoded into ciphertext by running the plain text via an algorithm. The use of interfaces to safeguard inspects and prohibit communication deemed malicious or unlawful is known as network security. Using these gadgets, PEPs will be shielded from malware and other threats.

System control requirement

System controls will guarantee that the IT system functions as intended. Conformity with all applicable legislation as well as the integrity of any data collected. General controls are needed to administer fundamental processes, such as the following: All hazards must be accounted for, and remedies must be given. Change management — guarantee that any change made is beneficial to PEP and has minimum influence on day-to-day business activities. It is essential to have a strategy in place in a disaster to continue normal business operations.

Requirements for a given task

Senior management must identify the following areas before an IT system's performance can be measured: No more than 48 hours should elapse between when an order arrives and when all the information is entered, which necessitates a multi-user system. PEP departments have multiple users attempting to access the dataset at any given time (Bingham, & Gibson, 2017. The scheme must handle the assignment, like processing concurrent payouts from various clients, producing departments' information, and getting data record information from several users. IT systems must be able to accommodate additional users, particularly during peak periods. Software and hardware are included.

Requirements for a successful business continuity plan

Business stability aims to keep business operations running or swiftly recover from a natural catastrophe or a mischievous cyber-attack. When a tragedy occurs, PEP must have a plan in place to get things back to normal as quickly as possible (TechTarget, 2017). Some of the business continuity objectives include: Identifying essential business functions essential to the company's survival. Determine what resources are needed to perform those critical tasks. A company's maximum tolerated downtime (MTD) for each resource discovered and documented should be calculated. Regularly conduct vulnerability scans to discover potential threats and weaknesses (Aleksandrova et al., 2018).

Scope diagrams for a system

Work that must be done to deliver a product, service, or outcome with the predetermined characteristics and limitations is known as Project Scope (Software, 2019). Therefore, it is essential to use a graph to represent system constraints on monitoring scope creep and ensuring that the project remains on schedule.

Diagram of the Context

As a flow diagram, the Context Diagram outlines the systems to be modeled. It is a way to track how much data is moving in and out of a system. In a Context diagram, only one process should be shown, and it is usually placed in the diagram's center. In the process, the name of the technique or entity under investigation is listed.

Use Case Diagram

A high-level process is shown in a Case diagram to show how the framework works as a whole. We can use utilization case modeling to assist us in designing a framework from the end-user's perspective. It is an excellent way to explain framework behavior to clients in their own words by pointing out any framework behavior that's even vaguely observable.

Data Flow Diagram

Not only does the data flow diagram (DFD) show the overall formatting of the information, but it also shows the entire process from start to finish. Due to employing the DFD, PEP can see how the work will flow within the Information Technology system and everyday business activities.

Process Models

DJIJ Solutions LLC has supplied PEP with three processing models to make more educated choices regarding what necessities they require to meet to present this upgrade effectively. In addition, these frameworks define data dispensing so that the researcher and the system user have no opportunity for misinterpretation.

Iteration, selection, and sequencing are all described using structured English. The following instances demonstrate how the information will flow:

IF the client purchases five and above

Then offer a discount of 2% and above

Else

If fewer than five, no discount is offered

Then

If a payment is 30 days, it is

Sent to the collection, and there is no reduction.

End if

Paid in advance of 30 days

Decision Table

Grouping guidelines with similar criteria and actions into a decision table helps identify overlaps and gaps between the rules. For PEP's system project, this type of table would help determine the correct rules.

No. of items procured.
	1-5	6-10	11-15	16-20	21-25	26-30
Settings	Clients (Registered		D	D	Z	D	Z
	Collections 30 days past due		y	y	x	x	y
	60 days past due		x	y	x	x	y
Actions	Non discounted	y	y		y	y
	2 percent			x
	5 percent
	10 percent						x

Decision Tree

The type of tree is utilized in positioning systems, processes management, science contests, and several other situations where predicted values of no/yes choice points are required.

References

TechTarget. (2017). Business continuity and disaster recovery plan: Avoiding a security tragedy. Retrieved from https://searchsecurity.techtarget.com/feature/Spotlight-article-Domain-7- Business-Continuity

Bingham, E., & Gibson Jr, G. E. (2017). Infrastructure project scope definition using project definition rating index. Journal of management in engineering, 33(2), 04016037.

Aleksandrova, S. V., Aleksandrov, M. N., & Vasiliev, V. A. (2018, September). Business continuity management system. In 2018 IEEE International Conference" Quality Management, Transport and Information Security, Information Technologies"(IT&QM&IS) (pp. 14-17). IEEE.

Rouse, M. (2010). IT Controls. TechTarget. http://searchcompliance.techtarget.com/definition/IT-controls

Software, J. (2019, September 24). Defining Project Scope | Context and Use Case Diagrams. Jama Software. http://www.jamasoftware.com/blog/defining-project-scope-context-use-case-diagrams/

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