Tech Comm Templates

Business Requirements Document (BRD)

Template
Project/Initiative
Month 20YY
Version X.XX

Company Information
1 Document Revisions

Version
Date Document Changes
Number
05/02/20xx 0.1 Initial Draft

2 Approvals
Role Name Title Signature Date
Project Sponsor

Business Owner

Project Manager

System Architect

Development Lead

User Experience Lead

Quality Lead

Content Lead
3 Introduction
3.1 Project Summary
3.1.1 Objectives
• Deliver a School Lunch Ordering System (SLOS) that allows parent and student order or preorder
lunchs, top up balance online via multiple payment types.
• Let parent selecting nutritious and well-balanced meals for their children, monitoring their lunch
choices and spending.
• Let school managing lunch order process more efficiency and accuracy, improving food supply
planning and reduce waste.

3.1.2 Background
The school administration has been facing several business issues related to the school lunch program,
including inefficiencies in the ordering process, inaccuracies in orders, and difficulty in managing
payments. The school lunch program has also received feedback from parent and student about the
need for healthier food options and greater convenience in the ordering process.

3.1.2.1 Business Drivers

• Operational efficiency: The current lunch ordering process was inefficient, resulting in wasted time
and effort for parent and school staff. Developing a SLOS can improve operational efficiency by
automating the process, reducing errors, and providing real-time tracking of orders and payments.
• Cost savings: By streamlining the lunch ordering process and reducing errors, the SLOS can help to
reduce costs associated with food waste and staff time.
• Customer satisfaction: Parent and student dissatisfied with the current lunch ordering process,
resulting in lower participation rates in the lunch program. Developing a user-friendly and
convenient SLOS can improve customer satisfaction and increase participation rates.
• Health and wellness: The SLOS can help to promote healthy eating habits among student by
providing information about nutrition and offering healthy menu options.
• Environmental sustainability: SLOS can help to reduce waste by allowing parent to order only the
food that their child will eat, minimizing leftovers and reducing food waste.
• Competitive advantage: Developing a SLOS can give the school district a competitive advantage by
offering a modern and convenient lunch ordering experience, which can help to attract and retain
student.

3.2 Project Scope

3.2.1 In Scope Functionality
• User registration and login for parent, student and school staff
• Online menu with meal options and prices
• Ordering and payment processing system
• Balance top up with cash, debit or credit card and online wallet
• Order tracking and confirmation system
• Customization options for dietary restrictions or allergies
• Reporting and analytics for tracking orders, revenue, and participation rates
3.2.2 Out of Scope Functionality
• Integration with the school's accounting system
• User feedback and rating system for meals
• Notification system for order updates and changes
• Integration with the school's student information system for student identification and tracking
• Inventory management and tracking for ingredients and supplies
• Automated menu rotation and scheduling for meal variety
• Custom mobile application development
• Integration with external loyalty programs or rewards systems
• Personalized nutrition plans or recommendations
• Integration with third-party delivery services

3.3 System Perspective

3.3.1 Assumptions
• Legal and regulatory compliance: The SLOS will comply with all relevant state laws and regulations
related to food safety, online payments, and privacy.
• Technical feasibility: The development team has the necessary technical expertise to design, build,
and implement the SLOS within the allotted timeline (go-live date 01/06/2023) and budget
(50,000$).
• Operational feasibility: The school has the necessary resources and infrastructure in place to support
the SLOS, including reliable internet access and hardware for order processing.
• Stakeholder buy-in: The project stakeholders, including school administrators, parent, and food
service staff, are supportive of the SLOS and are willing to actively participate in its development and
implementation.

3.3.2 Constraints
• Budget and resources: because of fixed budget and go-live date, there will limit the scope of the
project and require careful management of expenses and timelines.
• Technical limitations: must be developed within the technical constraints of the existing
infrastructure.
• Regulatory compliance: must comply with all relevant state laws and regulations related to food
safety, online payments, and privacy, which may require additional time, resources, and expertise to
ensure compliance.
• User adoption: the success relies on user adoption by parent, student, school administrator, and
food service staff, which may be influenced by factors such as user experience, ease of use, and
perceived benefits of the system.

3.3.3 Risks
• Lack of stakeholder engagement: the success of the project is heavily dependent on the
involvement, cooperation and adoption of the parent, student, school administration, and food
service staff. If stakeholders are not fully engaged or are resistant to change, it may lead to delays,
misunderstandings, and reduced support for the project.
• Inaccurate menu information: the accuracy and timeliness of menu information are critical to the
success of the system. If there are inaccuracies or delays in updating the menu, it may lead to wrong
orders, delayed delivery, or unhappy customers.
• Budget overruns: the project may incur unexpected costs due to unforeseen technical challenges,
regulatory compliance, or stakeholder demands. Failure to manage these costs effectively could
result in budget overruns and delays in project delivery.
• Low user adoption: The success of the SLOS depends on user adoption by parent and food service
staff. If the system is difficult to use, slow, or does not provide enough benefits, it may result in low
user adoption rates and reduced participation in the school lunch program.
4 Business Process Overview
4.1 Current Business Process (As-Is)
The school currently does not have an ordering system; student must come to the canteen at lunchtime to
select and pay for their meals with cash or card. The school canteen currently has a meals schedule tracked on
an Excel spreadsheet and is managed manually. Parent and student are not aware of the types of food served on
any given day, the ingredients, etc. due to the lack of an ordering system, and preordering for lunch is not
available. Additionally, parent are unable to monitor their children's orders. As a result, the school has a lot of
wasted food and difficulty in preparing their food supply as they cannot predict which meals student would like
for lunch.

4.2 Proposed Business Process (To-Be)

The School Lunch Ordering System (SLOS) will be a web platform that enables parent, student, school
administrators, and food service staff to register and log in to the system. The school administrators will be able
to select a day on the calendar and create lunch menus for that day, including details such as price, ingredients,
dietary restrictions, allergies, and quantities for each type of food.
Parent and student will be able to log in, top up the student account balances using bank cards, online wallets,
or by requesting manual top-up by the administrator if they wish to pay by cash. They can then select a day on
the calendar, filter food options, and place their orders. The system will confirm the order if the balance is
sufficient to cover the total amount. The parent have to link their account with a student account before
topping-up of ordering food for that student.
Before the day of the order, the orders can be canceled, and the balance will be added back to the account.
After that day, the orders cannot be canceled. The system will generate an order code automatically, which the
student will bring to the canteen at lunchtime. The food service staffs will log in to the website, scan the code or
input it manually, give the food to the student and mark the order as finished.
The SLOS will also include role-specific reports that the parent, student, and school administrators can access to
view information relevant to their respective roles.
5 Business Requirements
5.1 Functional Requirements
Use Case
Req# Priority Name Description Impacted Stakeholders
Reference

General / Base Functionality

The system should allow parent, student, school All stakeholders

administrators, and food service staffs to register and including: Parent,
FR-G-001 1 User Registration create their respective profiles. Student, School
administrators, Food
service staffs

The system should provide a secure login process for all All stakeholders
FR-G-002 1 User Login
users to access the system.

The system should allow school administrators to add and School administrators
Lunch Schedule manage a list of foods available for each day, including
FR-G-003 1
Management details such as price, ingredients, dietary restrictions,
allergies, and quantity limits.

The system should allow parent and student to place Parent, Student
orders for lunch, select from available foods for a particular
FR-G-004 1 Order Placement
day, and pay for the order using online wallets, bank cards,
or cash.

The system should allow parent and student to cancel Parent, Student
FR-G-005 1 Order Cancellation orders before a specified time and should add the canceled
amount back to the student's account.

The system should allow the school administrator, parent Parent, Student, School
Payment
FR-G-006 1 and student to manage payments, including top-ups and administrator
Management
refunds.
 Use Case
Req# Priority Name Description Impacted Stakeholders
Reference

The system should allow the food service staff to enter the Food service staff
FR-G-007 1 Order Completion
order code and complete the order.

The system should allow the parent to link their account to Parent
FR-G-008 1 Account Linking
the student account.

Reporting Requirements

The system should generate reports that provide Parent, Student, School
information on the orders, food usage, sales, and other administrator
FR-R-001 2 Reporting
relevant information, suitable for each role (parent,
student, school administrator, food service staff).

5.2 Non-Functional Requirements

Security Requirements

The system should provide data protection and ensure the All stakeholders
confidentiality, integrity, and availability of data. It should
FR-S-001 1 Security
also comply with relevant data protection regulations and
standards.

Usability Requirements

User interface for the SLOS repository shall be responsive, All stakeholders
FR-U-001 1 Usability allowing for proper display on tablet, laptop, and desktop
devices.

Accessibility Requirements

The system should be accessible to all users, regardless of All stakeholders

FR-A-001 1 Accessibility
their location, device, or abilities.
Performance Requirements

The system should be responsive, scalable, and available All stakeholders

FR-P-001 1 Performance
24/7, to handle a large number of users and orders.

Integration Requirements

Payment gateway The system should integrate with the online payment Parent, Student
FR-I-001 1
integration gateway.
6 Appendices
6.1 List of Acronyms
[If needed, create a list of acronyms used throughout the BRD document to aid in comprehension.]
• SLOS: School Lunch Ordering System
• BRD: Business Requirements Document

6.2 Glossary of Terms

[If needed, identify and define any terms that may be unfamiliar to readers, including terms that
are unique to the organization, the technology to be employed, or the standards in use.]
• Administrator: A school staff who responsible for managing the SLOS, creating menus, managing user
accounts, and generating reports.
• Student: A person enrolled in the school and able to order meals through the SLOS.
• Parent: a person who is legally responsible for a student attending the school and is authorized to
manage their lunch orders via the School Lunch Ordering System (SLOS).
• Food Service Staff: the personnel responsible for preparing, cooking, and serving food in the school
canteen, who are authorized to access the SLOS to fulfill student lunch orders.
• Canteen: A cafeteria or dining hall where students can buy food.
• Dietary Restrictions: A set of restrictions on what types of food can be consumed due to medical or
religious reasons.
• Order Code: A unique code generated by the SLOS for each confirmed order.
• Quantity: The number of servings available for each type of food on a given day.
• User: A person who interacts with the SLOS, including students, parents, food service staffs and
administrators.
• Balance: Refers to the amount of money that a student has in their lunch account to purchase meals
through the SLOS.

6.3 Related Documents

[Provide a list of documents or web pages, including links, which are referenced in the BRD.]