DEFENCE FORCES CANTEEN
ORGANIZATION
EDRMS Business Requirements Document
(BRD)
EDRMS Project
Version 1.00
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Table of Contents
1
Document Revisions _____________________________________________________________ 2
2
Approvals _____________________________________________________________________ 2
3
Introduction ____________________________________________________________________ 3
3.1
3.1.1
3.1.2
3.2
4
5
Project Summary____________________________________________________________________3
Objectives _________________________________________________________________________________ 3
Background ________________________________________________________________________________ 3
Project Scope_______________________________________________________________________3
Business Process Overview ________________________________________________________ 5
4.1
Current Business Process (As-Is)________________________________________________________5
4.2
Proposed Business Process (To-Be) _____________________________________________________7
Business Requirements ___________________________________________________________ 7
5.1
5.1.1
5.1.2
5.1.3
5.1.4
5.1.5
5.1.6
Business Requirements_______________________________________________________________8
Accounts section ___________________________________________________________________________ 8
Budgetary _________________________________________________________________________________ 8
Debtors/receivables _________________________________________________________________________ 9
Cash Office _______________________________________________________________________________ 11
Pricing Department ________________________________________________________________________ 11
Branch Accounts___________________________________________________________________________ 16
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1 Document Revisions
Date
Version
Document Changes
12/08/2022
1.0
Draft
23/08/2022
1.1
Added Accounts Section requirements
24/08/2022
1.2
Added Personnel requirements
2 Approvals
Role
Name
Title
Signature
Date
Business Owner
Project Manager
System Architect
Software Development Lead
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3 Introduction
3.1
3.1.1
Project Summary
Objectives
To establish an ELECTRONIC DOCUMENT & Records MANAGEMENT SYSTEM (EDRMS) that will be used
across Defence Force Canteen Organization including but not limited to: integration with existing
systems, set up of all hardware and software components and interface with server platforms such as
operating systems and databases.
The goals of this project include:

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
3.1.2
To build an Image Repository for the current Paper-based file system & integrate the same with
the existing line of systems as well as manual processes.
To make electronic files available across offices/users in all branches / Departments.
To store and route documents electronically and to avoid courier of documents across offices
and manual registers.
Provide a repository of sensitive documents in a secure manner.
To make the image of the paper documents available in the electronic form on their
receipt/creation/filing.
Improve efficiency, better utilization of resources, improve productivity & reduce Turn Around
Time (TAT) for each process.
Provide business continuity by making available important documents through ECM.
To allow access on the need-based / role-based with user privileges set. To make documents
and files accessible to all users
To create a backup to the Paper Based Documents to serve as a reference system.
Background
3.2 Project Scope
The scope of implementation for this project is as follows:
1. Understanding customer organization structure & different entities. Understanding AS-IS processes and
demonstration of prototyping and GAP fixing to arrive at actual to-be process.
2. Understanding the document types and their importance in the overall process and the business rules,
mandatory activities to be performed and exceptions in processing.
3. Collecting information about the functional specifications.
4. Preparation of FRS (Functional Requirement Specification) document.
5. Finalization of the SRS (System Requirement Specification) Document.
6. Installation
a. Setup of Production Environment
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i. Installation of Components of ECM suite and RMS at Production Environment i.e. Installation of
OmniDocs and RMS at the server provided by a client.
ii. Installation of Add-on components.
b. Setup of Additional environments (as required)
i. Development/test Environment
7. Configuration of the System
a. OmniScan
Required configuration in Scanning Solution in terms of Template Creation with Index Parameters,
Document Type Creation, Folder Hierarchy Definition, and Data Class Definition.
It is assumed that Unimax’s delivery team will create maximum of 5 Scanning templates in OmniScan
with 10 Indexing parameters per template will be designed. A total of 10 search templates (data
class) will be created to enable the search these documents from Newgen ECM web interface.
For further template requirements, Unimax Team will train the client’s admin users for any such
scanning template designing will be trained through our training scope.
b. OmniDocs Configuration
Required configuration in the DMS application will be done in terms of Folder Hierarchy, User
Creation, Privilege Management, Data Class creation etc.
 Unimax will provide folder structure as per the organization’s requirement.
 Environments considered for implementation – Production, and Testing environment only.
 Unimax will configure 5 OmniProcess (simple linear approval) workflows.
Unimax will define the Folder Structure for the storage of documents within the system as follows,
DEFCO
Department
Department Type
Application #
Document #1
Document #2
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The folder structure, document types and indices associated with the documents or at folder level can
be mapped and finalized at the time of SRS.
Unimax will define the Users/Group of Users along with their access rights/privileges in order to
ensure that there is no unauthorized access to the system.
In DMS Application, support of standard image formats viewing will be done through in-built viewer
such as PDF, PDF/A, TIFF and JPEG. Any additional file format will be supported through native
application. For any unconventional file format, needful native application needs to be installed into
the workstation.
Any other business process that will be identified by the client during system study, efforts for
automating the business process by Unimax will be provided post system study and on agreement
with the client. Unimax will automate those processes based on the change request approval process.
c. Records Management Configuration
Required configuration on OmniDocs Record Management System (10 Retention Policies, 10 Storage
Policies & 10 Cut-off Rollover Policies for RMS).
4 Business Process Overview
[Describe how the current process(es) work, including the interactions between systems and
various business units. Include visual process flow diagrams to further illustrate the processes the
new product will replace or enhance.
Use case documentation and accompanying activity or process flow diagrams can be used to
create the description(s) of the proposed or “To-Be” processes.]
4.1 Current Business Process (As-Is)
[Describe how the current process(es) work, including the interactions between systems and
various business units. Include visual process flow diagrams to further illustrate the processes the
new product will replace or enhance.
Use case documentation and accompanying activity or process flow diagrams can be used to
create the description(s) of the proposed or “To-Be” processes.]
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4.2 Proposed Business Process (To-Be)
[Describe how the current process(es) work, including the interactions between systems and
various business units. Include visual process flow diagrams to further illustrate the processes the
new product will replace or enhance.
Use case documentation and accompanying activity or process flow diagrams can be used to
create the description(s) of the proposed or “To-Be” processes.]
5 Business Requirements
[The specific business requirements elicited from stakeholders should be listed, categorized by
both priority and area of functionality to smooth the process of reading and tracking them.
Include links to use case documentation, and other key reference material as needed to make the
requirements as complete and understandable as possible. You may wish to incorporate the
functional and non-functional requirements into a traceability matrix that can be followed
throughout the project.]
Value
Rating
Description
1
Critical
This requirement is critical to the success of the project. The project will not be possible
without this requirement.
2
High
This requirement is high priority, but the project can be implemented at a bare
minimum without this requirement.
3
Medium
This requirement is somewhat important, as it provides some value but the project can
proceed without it.
4
Low
This is a low priority requirement, or a “nice to have” feature, if time and cost allow it.
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5
Future
This requirement is out of scope for this project, and has been included here for a
possible future release.
5.1 Business Requirements
5.1.1
Accounts section
5.1.2
Budgetary
They handle payment documents referred to staffs:
1.
2.
3.
4.
Expense Claims
Examination of invoices – Bills scan and upload to EBS
Processing of imprest request forms
Shop expenses (Annex) – scanning of documents already done (Uploading of documents from Zimbra
mail)
5. Customer refunds (missing workstep for CA & AIE Holder in EBS to be discussed with Samwel Kiprono)
A need for a linear process will be in scope with expense of claims
Metadata fields: Staff Name, DP Number, Amount, Nature of expense & Claim serial No
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5.1.3
Debtors/receivables
Backlog scanning might be considered. There will be two types of documents in which only one might be
considered for scanning.
1. Proforma invoices
2. Manual Invoice (won’t be scanned)
3. Customer Invoices
They would require 3 linear workflows to cater for PCAs.
a) From Personnel Department (PCA - debtors)
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b) From Salary Department (Deduction by product)
c) Inter-Shop transfers to be scanned and retrieved from DMS through the EBS according to relevant
shops. This will require a 3-step linear workflow.
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5.1.4
Cash Office
5.1.5
Pricing Department
In Pricing department, we will establish several linear processes that will help with efficiency in the department.
The Department contain two sections:
1. Pricing
2. Stock adjustments
Pricing
Pricing Department receives price list that are initiated form Registry department and pushed to the MD/CA
after which the MD will send it to Fields office for market survey. Market Survey will be conducted and once
completed it is sent to the supplies department actioned and pushed to pricing for action. Once actioned pricing
will send it back to supplies in order to coordinate with respective vendors and then archive it.
Metadata fields: Supplier Name & Price List Date
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Price listing workflow
NB
Reject documents to be done at each step and sent back to the previous workstep
Offer letters
Initiation is done from the registry department and pushed to the supplies department after an action is done it
is now pushed to pricing.
Metadata fields: Supplier Name & Offer Letter Date
Offer letter workflow
NB
Reject documents to be done at each step and sent back to the previous workstep
Warehouse invoices
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This will contain two actions depending on the invoice shared.
i. Initiation from the warehouse with the existing price list will not change or require
authorization.
ii. Initiation from the warehouse with no existing price list will require authorization from
the supplies department
Metadata fields: Invoice Number & Invoice Date
Warehouse invoices no authorization workflow
NB
Reject documents to be done at each step and sent back to the previous workstep
b) Stock Adjustment
They contain 3 forms:
1. Write offs generated from Shops (D/3) and lands to the fields office after which it is actioned and sent
to Pricing department and archived.
i.
Metadata field: Invoice number
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D/3 Write-offs workflow
NB
Reject documents to be done at each step and sent back to the previous workstep
2. After stock adjustments – initiated from the shop then sent to audit department after action it is
pushed to MD/CA and sent back to audit department after actioning and finally pushed to pricing
department for action and archival.
i.
Metadata field: Originating Shop & Date
After stocks adjustments workflow
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NB
Reject documents to be done at each step and sent back to the previous workstep
3. Board Of Survey (BOS) – Initiation is done from shop to Fields department then actioned to MD/CA and
finally actioned to pricing department and archived.
i.
Metadata field: Originating Shop & Date
Board Of Survey (BOS) workflow
NB
Reject documents to be done at each step and sent back to the previous workstep
5.1.6
Branch Accounts
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