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Internal Messaging System (IMS)

Contents
Document Status: Confidential.............................................................................. 4
Change Sheet........................................................................................................ 4

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Software Requirement Specification - Internal Messaging System
Introduction........................................................................................................... 5
Purpose............................................................................................................... 5
Intended Audience.............................................................................................. 6
System Introduction........................................................................................... 6
The SB1 - Smart Badge....................................................................................... 6
Scope.................................................................................................................. 7
Technologies Used................................................................................................. 7
Functional Specifications....................................................................................... 7
The solution has mainly three parts......................................................................7
User Authentication (Login to smart badge).......................................................7
User Group & Privileges...................................................................................... 7
User Account..................................................................................................... 8
Message Administrator Options..........................................................................8
Message Targeting.............................................................................................. 8
Message Behavior on Delivery and When a Message is Read............................8
Message Delivery and Repetition.......................................................................9
Various ways to target internal communications................................................9
Targeting internal communications by group..................................................9
Targeting internal communications by employee..........................................10
Targeting communications by organization tree............................................10
Including and excluding specific Groups and Users.......................................11
Message Escalation.......................................................................................... 11
1. Automatic escalation based on the hierarchy...........................................11
2. Manual escalation...................................................................................... 11
Message Scheduling......................................................................................... 11
Message Broadcasting...................................................................................... 11
Quick Message................................................................................................. 11
User Status....................................................................................................... 12
Dashboard........................................................................................................ 12
Reports............................................................................................................. 12
Estimation............................................................................................................ 13
Acceptance Statement........................................................................................ 14

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Software Requirement Specification - Internal Messaging System

DOCUMENT STATUS: CONFIDENTIAL


The contents of this document are considered confidential information.
Users of this document agree on:

Maintain possession and control of this document

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Software Requirement Specification - Internal Messaging System

Not disclose the information contained in this document to third


parties

Return or destroy this document upon completion of work

CHANGE SHEET
DATE

VERSI
ON

CHANGED
BY

VERIFIED BY

REMARKS

INTRODUCTION
The introduction of the Software Requirements Specification (SRS) provides an overview
of the entire SRS with purpose, scope, definitions, acronyms, abbreviations, references
and overview of the SRS. The aim of this document is to gather and analyze and give an
in-depth insight of the complete IMS Application. Nevertheless, it also concentrates on

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Software Requirement Specification - Internal Messaging System
the capabilities required by stakeholders and their needs while defining high-level
product features. The detailed requirements of the IMS Application are provided in this
document.

Purpose
The purpose of this document is to record the software specifications which are
gathered on the various meetings conducted with client. This document covers the
Software Requirement Specification required by the software going to be developed
specially for the customer XYZ.

This document will be referred for preparing the

following.

Functional Specification Document

Design Level Document

Test Case preparation & Testing

Test Report Document

Implementation

Training

In short, the purpose of this SRS document is to provide a detailed overview of our
software product, its parameters and goals. This document describes the project's
target audience and software requirements. It defines how our client, team and
audience see the product and its functionality. Nonetheless, it helps any designer and
developer to assist in software development lifecycle (SDLC) processes

Intended Audience
The document is created by Access One Technologies based on the feedback during
the various meetings with the client.
This document is intended for Access One Technologies development team and IT /
User team / Project Owner / Management from the customer side. It has a sign-off sheet

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Software Requirement Specification - Internal Messaging System
at the end of the document for both vendor and customer to ensure their full
understanding and to freeze the software requirements.

System Introduction
Every day in retail stores, associates perform hundreds of tasks in order to
provide every customer who walks through your doors with the best shopping
experience possible. There are customer questions to answer. Inventory to restock. Spills to clean up and so much more. Even if you have an existing task
management system to help supervisors organize tasks, they still typically need
to walk around the store or page associates to delegate and track the status of
tasks during a shift. Mobile Workforce Management software facilitates
consistent and reliable store execution by providing an intelligent task
management system that extends your current systems and delivers tasks
directly to your associates mobile device, such as Motorola Solutions highly
affordable and wearable SB1 smart badge. An easy-to-use mobile dashboard
provides supervisors with all the information they need to monitor and manage
all tasks regardless of task type or whether supervisors, customers, associates
or store systems created the task. Now, its easy to keep employees fully
productive during every shift, taking care of the tasks that keep your store ready
for business and provide the best in customer service.

The SB1 - Smart Badge


To unlock the full power of Mobile Workforce Management software, your
associates will need a mobile device and until today, giving every associate a
mobile device has been cost prohibitive. The SB1 smart badge from Motorola
changes that. This unique device is not only an ideal companion for Mobile
Workforce Management, it is also priced to enable retailers to purchase one for
every associate. This small wearable device allows associates to access their
Mobile Workforce Management task list, accept tasks, indicate when tasks are
complete and much more. The little SB1 is four devices in one:
A bar code scanner, allowing associates to instantly look up price and
availability for shoppers
A browser-based computer, capable of accessing server-based
applications such as Inventory Status
A push-to-talk communicator, allowing associates to place and receive
push-to-talk calls with supervisors and co-workers on any supported pushto-talk device, including Motorola mobile computers, popular third party
smart phones and two-way radios
An electronic badge when not in use, the SB1 can display associate
name and photo plus a promotional message

Scope
This SRS is also aimed at specifying requirements of software to be developed
but it can also be applied to assist in the selection of in-house and commercial

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software products. The standard can be used to create software requirements
specifications directly or can be used as a model for defining an organization or
project specific standard. It does not identify any specific method, nomenclature
or tool for preparing an SRS.

TECHNOLOGIES USED

Microsoft .Net Framework 4.5


Visual Studio 2013
C#.NET
ASP.NET
Microsoft SQL Server 2012

FUNCTIONAL SPECIFICATIONS
This section provides requirement overview of the system. Various functional
modules that can be implemented by the system will be -

THE

SOLUTION HAS MAINLY THREE PARTS

1. Back Office application for messaging, administration,


dashboard and report functionality
2. Client application running on Smart Badge
3. Active Directory Synchronization (Windows Service)

User Authentication (Login to smart badge)


User(staff) will be sign-in to the smart badge by scanning the barcode(Unique
Employee ID) & a 4 digit PIN number.

User Group & Privileges


User Groups and privileges are used to manage the access rights for users. New
User groups can be created and existing user groups can be edited using this
option. Following are the fields available in this module:

User Group ID, User Group Name, Active or Inactive.

User Account
This option allows us to create/ Edit/ Delete the users in the system. Based on
the selected user group; the privileges will be granted to the user. By default,
the system includes one administrator account, which is added when you install

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Software Requirement Specification - Internal Messaging System
the software; You may choose to use this account as the sole administrator.
Following are the fields available in user account module:

User ID, Login Name, Password, First Name, Second Name, Last
Name, Email Address, User Group, Department, Active / Inactive

Note: There will be provision in the system to sync Active Directory


Users.

Message Administrator Options


Multiple administrators can be set up on the system, each with their own access
rights to message content, distribution and targeting.

Message Targeting
Message targeting options allow administrators to distribute messages to specific
individuals or groups. Administrators can target messages based on:

Active Directory - Set up target groups based on automatically


synchronized Active Directory settings
Manual groups - Manually set up targeting groups such as "All
Managers", "All New Staff" etc.
Case specific- Set up targeting groups on-the-fly (as you are setting up a
message to publish)

Message Behavior on Delivery and When a Message is Read


Message administrators can specify exactly how messages appear on screen via
the Advanced tab in the message manager (default settings based on best
practice are applied automatically)
Message Recurrence options:

Max Number recurrences

Time between recurrences

Message snooze option - employees who need to work uninterrupted for short
periods of time can be given the option to snooze delivery of messages.
Administrators can configure the maximum length and number of times an
employee or group can snooze within a period.

Message Delivery and Repetition


Delivery and expiry date and time - as part of creating any message it is
possible to set up target message delivery dates and times and to specify
message expiry times (when messages are removed from the employees
message history).

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Software Requirement Specification - Internal Messaging System
Message recurrence - unread messages can be set to re-occur until read by
the employee.
Message scheduling - set when messages (read and unread) re-occur by
specific dates and times. This means that it is possible to reinforce key messages
at regular defined time frames.

Various ways to target internal communications

Targeting internal communications by group


Message targeting options allow you to target specific groups of employees with
communications.

Targeting internal communications by employee


This option allows you to target internal communications by individual employees
only.

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Software Requirement Specification - Internal Messaging System

Targeting communications by organization tree


Targeting via the Organization Tree option will allow you view the entire user
structure of your organization. Here you can individually drill into all available
groups/users and manually select which you would like to target.

Including and excluding specific Groups and Users


We can individually include and exclude specific Groups and Users to fine tune
your internal communications targeting.

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Software Requirement Specification - Internal Messaging System

Message Escalation
There are mainly two ways the message escalation is functioning
1. Automatic escalation based on the hierarchy
If the targeted user is not responding to the message for certain period of time,
the message will be automatically escalated to another person based on the
hierarchy.
2. Manual escalation
If the targeted user is responding with escalating options (like busy, No, Reject
etc...), based on his response type the message will be escalated to next level
based on the hierarchy.

Message Scheduling
Set when messages (read and unread) re-occur by specific dates and times. This
means that it is possible to reinforce key messages at regular defined time
frames.

Message Broadcasting
This option will allows the message administrator to send message to all the
users in a particular location(shop).

Quick Message
Using this option we can pre-define messages & it can linked with targeted
audience (staff or employee group). This will be available in Quick Message tab in
the administration application. These messages can be send by just pressing a
button(No need to type messages, no need to select target audience).

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Software Requirement Specification - Internal Messaging System

User Status
Through the message administration application's dashboard we can come to
know the status of each logged in user. There are two ways the user status is
functioning...

Automatic
Once the user is successfully logged in, system will automatically set the
status as "Online" (If the user did not set any status like 'Busy...','Don't
Disturb')
Whenever the user is going for short break or leaving for the day, system
will automatically update the user status as "Away".

Manual
An option will be available in the smart badge to change the user status.
As soon as the user (staff) changed the status, it will be updated in
dashboard.

Dashboard
Dashboard will be available in the administration application, and it will display
the real time information. Like...

Open messages

Acknowledged messages

Escalated messages

Scheduled messages

User Status (Away, online, busy etc...)

Reports

Messages based on user/ user group

Quick messages

scheduled messages

Open messages

Acknowledged messages

Escalated messages

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Software Requirement Specification - Internal Messaging System

ESTIMATION
##

Pre-Development

1 Scope Document Preparation & Approval

Man
Days
2

Development Phase
General
2 Application Frame work & Design setup

Active Directory Synchronization Application


3 AD Sync

Back Office (Message Administrator)


Application
4
5
6
7
8
9
10
11

Message Type
Message Targeting
Message Scheduling
Message Broadcasting
Quick Message setup
Quick Message
Normal Message Sending
Message Escalation settings
Staff Additional Information (Information which is not
12 available in AD like Photo etc...)

1
4
2
2
2
.5
1
2
1

Smart Badge
13 Application Layout & menu setup
Login, Message viewing, responding, Status update,
14 Message History

1
10

Reports & Dashboard


15 Reports
16 Dashboard

4
4

Settings
17
18
19
20

System Settings
User Group
User Account
User Privileges

0.5
1
1
3

Post Development
21
22
23
24
25
26

Component Testing & Revision


Implementation
UAT
Revision
Final Implementation & Training
User Manual Preparation

2
1
0
3
2
2

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Software Requirement Specification - Internal Messaging System

Total Man Days

56

ACCEPTANCE STATEMENT
Signing this document in the space provided below indicates acceptance of this
Software Functional Specification.

FOR XYZ
Name and Designation

Signature

FOR ABC TECHNOLOGIES


Name and Designation

Signature