Procurement Management System

Software Requirements Specification

Version 1.0

Group Id:

Supervisor Name :
 Revision History
Date Version Description Author
(dd/mm/yyyy)
Current date 1.0 This project is about procurement BC00000000
Management system. It aims to
make procurements on the merit
basis. This web applications want to
replace our traditional favoritism
procurement system.
 Table of Contents

1. Scope (of the project)

2. Functional Requirements Non Functional requirements

3. Use Case Diagram

4. Usage Scenarios

5. Adopted Methodology

6. Work Plan (Use MS Project to create Schedule/Work Plan)

 SRS Document

Scope of Project:

In this project, we want to develop an online web based procurement

management system to overcome the many drawbacks of procurement
and purchasing management of the organizations. The proposed project
will not only facilitate the organizations in managing the procurement but
also ensure that the all steps involved in the procurements should be free
from any corrupt elements.

There will be following users of the system:

 Organization Departments
 Procurement Manager
 Contractors/Sellers/Bidders

There are different departments in any organization which may need some
items/resources to be purchased at different times. Each department
submits its request for the required products (stationary, furniture,
computer accessories etc) to the procurement manager through online
procurement management system. The procurement manager can view
those items’ requests and may approve or reject those requests. Once, the
request is approved by the manager then it then publically visible to the
sellers/bidders as tender. The sellers/bidders can bid on any which they
can submit their quotations.
Functional and non Functional Requirements:

User Registration and Login:

 The system will allow the users to register into the system.
 The procurement manager will act as an administrator and will be
primary user of the system.
 The departments and bidders can registers themselves to access the
system.
 The departments can register themselves by entering the basic
registration details like department name, location, contact info etc.
 The bidders can register by entering their information such as
contractor name, address, contact number, NTN number and other
relevant details.
 The registered users can log into the system by using the username
and password.

Products/Items Requisition:
 The representative of any department can log into the system and
submit the requisition for the items required by the organization by filling
a form.
 The item requisition form will include the item type, item name,
manufacturer, quantity required etc.
 The department can view the status of their previous requisitions.

Tender Issuance:
 Once the requisition is submitted, the procurement manager can view
this requisition and then it may accept or reject the item request.
 Once, the request is accepted by the procurement manager, it is
publically available to all the registered bidders to be seen.
 The registered bidders can then bid of the requested products and
submit their quotations such as the items’ manufacturer, offered price
and any relevant details of the items.
 The bidders can also search the tenders using the item name etc.
Bids Management:
 Once all the bids are submitted by the bidders for any specific tender,
these bids are available to the bidder which can then accept a bid with
the best price offered.
 The procurement management also has the rights to blacklist any
bidder so that he is not eligible for bidding for any future tenders.
 Once, the bid is accepted, the tender is finalized and the items/products
requested by the department are ready to be purchased.

All the previously submitted bids can be viewed by the procurement

management.

NON-FUNCTIONAL REQUIRNMENT:
 System should be adoptable, assertive mindset should be adopted to
design the GUI that will assist user to take up the system with least
effort.
 System should be secure to use and should have privacy issue looked
upon also backup option should insure data lost.
 System should have a tight data integrity measures embedded.
 Sufficient documentation of system should be published in order to
assist the end user.
 Maintainability is vital to develop a long lasting system, an eye on this
aspect worth the overhead resources.
 System should perform according to its expectations i.e. it should be
fast, having high through put rate, system resources should not be
sucked out in fact reasonable resource utilization, memory should be
utilized to ensure least latency issues.
 Probability of failure should be eliminated; the system must be reliable
enough in other words “it should be robust”.
 Human effectiveness, efficiency and satisfaction must be ensured by
keeping the system usable, learning the system should not be
challenging.
Use Case Diagram( s):
Usage Scenarios:

Use case title User registration

Use case ID PMS_1

Actor Manager
Action Open application
Click on registration
Fill form
And submit
Description manager opt to get registration for easy future use.

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title Login

Use case ID PMS_2

Actor Manager
Action Open application
Click on login button
Enter id password
Click on submit
Description User opt to login to the website

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception Invalid login or password.
Use case title Request item

Use case ID PMS_3

Actor Manager
Action Open application
Submit request

Description Manager opt to request items

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title View status

Use case ID PMS_4

Actor Manager
Action Open application
Click on bids
View status
Description Manager opt to

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title Search tender

Use case ID PMS_5

Actor Manager
Action Open application
Make Filter search
Click on submit button
Description Manager opt to search tender

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title Manage bidders

Use case ID PMS_6

Actor Manager
Action Open application
Enter into manager tab
Manage all bids
Description Manager opt to manage bids

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title View procurement

Use case ID PMS_7

Actor bidder
Action Open application
Login
View procurement
Description Bidder opt to view procurement

Alternative Path Cancel operation

Pre-Condition Application is running properly.
Post-Condition Operation is successfully completed
Author BS130402096,MC130200704
Exception n/a

Use case title Bid item

Use case ID PMS_8

Actor Bidder
Action Open application
View bidder tab
Bid items online
Description Bidder opt to

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title View bid status

Use case ID PMS_9

Actor bidder
Action Open application
Click on bids status
View bid status
Description Bidder opt to View bid status

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title View status

Use case ID PMS_10
Actor department
Action Open application
View status

Description Department opt to View status

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a

Use case title Search tender

Use case ID PMS_11

Actor department
Action Open application
Make search

Description Department opt to search tender

Alternative Path Cancel operation

Pre-Condition Application is running properly.

Post-Condition Operation is successfully completed

Author BS130402096,MC130200704
Exception n/a
Adopted Methodology
There are various methodologies to follow for the development of
software each one has its strengths and weakness we will choose the
best one that suits to us. Like here is waterfall model and spiral model
that we are going to use in combination to get the desired effect.

Waterfall Model:

This is a sequential model of software development that has multiple

phases. It can be used when your requirements are not changing
very frequently. The project you are working on is not complex. You
have clear requirements while the environment is stable. As per the
resources these are trained and there is stable technology under use.
The Spiral Model:

As mentioned earlier that every SDLC has its own cost and benefits,
spiral model combines out of iterative model and waterfall model.
Basically it is used when the project is large, when change may come
at any time, frequent releases are published, when cost and risk
analysis are important, fast deployment helps a lot. Using this cycle,
you have control over development. There is down side too, Spiral
may go indefinitely and using it in smaller project don’t not goes well
also cost will go up in small projects.
VU Process Model:

We will use combination of both in this model it’s a hybrid approach. It

is four-part model which include both model’s functioning and the
cycle goes on until the requirements are met.

Reason for Choosing:

To achieve certain outcomes one should know to improvise, vu

process model is improvised version of SDLC which is a mix of
two cycles waterfall and spiral. Clear structure, early goal, well
planning comes from the waterfall and risk analysis, engineering/
development, came from spiral this mix creates a powerful yet
simple way to follow. Due to its nature count of paper work in this
SDLC makes things usable for both the stake holder hence lessen
the chances any misdirection.
Work Plan (Use MS Project to create Schedule/Work Plan)