Software Requirement Specification

for

Knowledge Management System

Version 1.0 Prepared by

Ankit Mishra HCL Infosystems 24-Feb-09

Table of Contents
About HCL Infosystems..........................................................................................3 1. Introduction.............................................................................................................. 4
1.1 Purpose ............................................................................................................................ 4 1.2 Document Conventions.................................................................................................... 4 1.3 Intended Audience and Reading Suggestions.................................................................. 4 1.4 Project Scope................................................................................................................... 5 1.5 References........................................................................................................................ 5

2. Overall Description.................................................................................................. 5
2.1 System Perspective.......................................................................................................... 6 2.2 Features of KMS ............................................................................................................. 7 2.3 Operating Environment.................................................................................................... 7 2.4 Design and Implementation Constraints.......................................................................... 7 2.5 User Documentation........................................................................................................ 8

3. External Interface Requirements........................................................................... 9

3.1 User Interfaces................................................................................................................. 9 3.2 Hardware Interfaces....................................................................................................... 10 3.3 Software Interfaces........................................................................................................ 10 3.4 Communications Interfaces........................................................................................... 11

4. System Features......................................................................................................12 4.1 Authorization and Authentication.....................................................................12 4.2 Archiving of Data..............................................................................................13 4.3 Creating Folders................................................................................................13 4.4 Sharing of Knowledge.......................................................................................14 4.5 Searching...........................................................................................................14 4.6 Modifications....................................................................................................14 4.7 Current News.....................................................................................................15 5. Other Nonfunctional Requirements..................................................................... 16
5.1 Logical Structure ........................................................................................................... 16 5.2 Security Requirements................................................................................................... 17

6. Requirements Estimation......................................................................................18
6.1 Work Effort Estimation.................................................................................................18

6.2 Project Estimation Worksheet............................................................................19 Appendix A Glossary.................................................................................................20

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About HCL Infosystems Together we create the enterprises of tomorrow" HCL Infosystems Ltd is one of the pioneers in the Indian IT market , with its origins in 1976. For over quarter of a century, they have developed and implemented solutions for multiple market segments, across a range of technologies in India. HCL Infosystems has alliances with global technology leaders like Intel, AMD, Microsoft, Bull, Toshiba, Nokia, Sun Microsystems, Ericsson, NVIDIA, SAP, Scansoft, SCO, EMC, Veritas, Citrix, CISCO, Oracle, Computer Associates, RedHat, Infocus, Duplo, Samsung and Novell. Advantage HCL HCL Infosystems (HCLI) draws it's strength from 30 years of experience in handling the ever changing IT scenario , strong customer relationships, ability to provide the cutting edge technology at best-value-for-money and on top of it, an excellent service & support infrastructure. Today, HCL is country's premier information enabling company. It offers one-stop-shop convenience to its diverse customers having an equally diverse set of requirements. Strengths of HCL can be summarized as: * Ability to understand customer's business and offer right technology. * Long standing relationship with customers. * Best-vale-for-money offerings. HCL Infosystems has to its claim several technology pioneering initiatives. Some of them are: * Country's first DeskTop PC - BusyBee in 1985. * Country's first branded home PC - Beanstalk in 1995. * Country's first Pentium 4 based PC at sub 40k price point. * Country's first Media Center PC.
"To provide world-class information technology solutions and services to enable our customers to serve their
customers better"

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1.
1.1

Introduction
Purpose

The purpose of this document is to present a detailed description of the Knowledge Management System. It will explain the purpose and features of the system, the interfaces of the system, what the system will do, the constraints under which it must operate and how the system will react to external stimuli. This document is intended for both the stakeholders and the developers of the system.

1.2

Document Conventions

This document takes some conventions in consideration. For every topic heading font size taken is 16 and for subheadings it is 14 and most of the document is written with a font size of 12.Important topics, headers and words are highlighted so as to stand their significance. Higher-level requirements are given higher priority which is clearly visible by the detailed description of the requirement.

1.3

Intended Audience and Reading Suggestions

This document is intended for Developers, project managers, marketing staff, users, testers, and documentation writers. Brief Summary of whole SRS document can be summarize within following sections (Users are required to follow this sequence only in order to have a better understanding of the document). Section 1 describes the insight of this document particularly focusing on the purpose, conventions followed in this document, which it is meant for giving brief view of the project scope and references. Section 2 gives overall structure of the project including feature description, Operating Environment Design and Implementation constraints.
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Section 3 gives brief description about the features of the project. Section 4 building an estimation workbook which will guide us in further development of project. Project estimating is not an exact science. In fact, in the early stages of a project, it has often been hit and misses. By building and deploying a standard estimating workbook, we are able to capture our current knowledge and further that knowledge as our experience guides us.

1.4

Project Scope

Knowledge management systems are seen as enabling technologies for effective and efficient knowledge management. This project is intended to utilize the knowledge held in the organization so that it can be shared among the peers and also can be reused. This project allows easy way of learning for the trainees by utilizing the knowledge of their seniors and in a manner ease out the work of the organization. This project will enable the massive amount of knowledge in an organization to be archived and through its searching module will allow the documents to be traced in moments. It helps in storing several documents of a company under a single storage. It provides the facility to upload and download files such as technical, commercial and other documents. It allows employees to be notified of any new modification being done to the documents they are interested in or any new information they seem to be interested in.

1.5

References

IEEE. IEEE Std 830-1998 IEEE Recommended Practice for Software Requirements Specifications. IEEE Computer Society, 1998.

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2.
2.1

Overall Description
System Perspective

Figure1 System Environment System comprises of two main users Employee and Administrator. Employees creates knowledge or uses existing Knowledge. This Knowledge is shared among the teams with in an organisation. Organizations usually comprises of departments but there areprojects running within an organisation and usually there are teams who handles projects. So KMS user of particul team will be sharing Knowledge with his other team members only.

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2.2

Features of KMS
Authorization/Authentication Employees Administrator Archiving documentation, codes, audio, videos, zip files Date of creation, creator, modified by Knowledge Sharing - Uploading/downloading of data Creation of personal and shared folders Search option based on certain amount of keywords. Current news Training new fresh minds Adding personal notes. Trashing the unwanted material to recycle bin which on further deletion will be no longer available

2.3

Operating Environment
Operating system: Windows Xp, Vista, [Linux (untested)] Hardware: Pentium 4 processor, 1gb ram , Software Components required: JSP, Servlets,Ajax, Apache Tomcat WebServer, MySql (for server)

2.4

Design and Implementation Constraints

This project requires a JRE component to be installed on the system for which it is intended for. One cannot access or share knowledge from any remote location like home or outside organization since its intended for LAN i.e. within an organization.

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2.5

User Documentation

Project focuses on an organization so the clients will be the employees of the company and there will be one administrator who will handle the whole system. Thus one document will focus the client and one will focus the administrator. System will come with an inbuilt help file apart from that there will be installation document and manuals describing KMS

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3.
3.1

External Interface Requirements

User Interfaces

User interfaces will be created in java with the help of Java Swings component. With every component being used in the interface there will be tool tips which will help a novice user to know in brief what the particular component is intended to Tabbed style menus will also be provided. Look and feel of the interface will be kept in mind and all basic necessities will be present A brief sketch of the KMS

Figure 2

3.2

Hardware Interfaces

The system comprises of clients which are spread in an organization over intranet. Every system acts as a client over which application is being installed. These clients interact with the server handled by the administrator over LAN.

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A simple logical flow of knowledge and connecting with server can be shown as

Figure 3 Client Server Architecture

3.3

Software Interfaces

Have to be identified.

3.4

Communications Interfaces

Since this application is intended for intranet within an organization so for networking RMI is being used which will for the communication interface.

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Figure 4 Basic structure of RMI Broad Overview Of KMS Architecture

Figure 5 KMS Architecture

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4.
4.1
4.1.1

System Features
Authorization and Authentication
Description and priority

Authentication is the process of determining whether someone or something is, in fact, who or what it is declared to be. In private and public computer networks (including the Internet), authentication is commonly done through the use of logon passwords. Knowledge of the password is assumed to guarantee that the user is authorized. As the portal contains sensitive information about the company that should not be viewed by users other than the company employees care should be taken that only the authorized employees of the company get registered with the site. This is achieved by asking the employee to enter a secret code given by the organization before getting registered.

Priority Benifit Penalty Cost Importance 4.2 4.2.1

Rating(1 - 9) 9 9 7 9

Archiving of Data
Description and priority

This allows all the documents, videos, audio and other files of an organization to be archived at a single place. This feature allows knowledge to be available at any time.

Priority Benifit Penalty Cost Importance

Rating(1 - 9) 9 9 7 9

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4.3
4.3.1.

Folder creation
Description and priority

This feature allows to create folders and subfolders for better archiving of data. Administrator creates two folders for every authenticated client when they are registered. These are shared folder and personal folder .

Priority Benifit Penalty Cost Importance 4.4 4.4.1

Rating(1 - 9) 9 9 7 9

Sharing of Knowledge
Description and priorty

This feature allows knowledge gathered to be shared among employees of an organization.This feature is facilitated by two aspects of uploading the documents and downloading the documents. Uploading This feature allows authenticated users to upload their documents on a server so that documents can be shared among employee of organization.This allows documents to be archived so that they can be used by employees of an organization. Downloading It is a process by which authenticate clients can download files from server and files are given certain amount of rights such as read right etc. Priority Benifit Penalty Cost Importance Rating(1-9) 9 9 8 9

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4.5
4.5.1

Searching
Description and priority

This feature allows users to search for documents, files on the basis of keywords, searching can also be done on the basis of author.

Priority Benifit Penalty Cost Importance

Rating(1 - 9) 9 9 7 9

4.6
4.6.1

Modifications
Description and priority

This is responsible to maintain the record of who made changes to the documents, when and who was the original creator. Employees will be notified when the modifications will be done as they will send a note.

Priority Benifit Penalty Cost Importance

Rating(1 - 9) 9 9 7 9

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4.7
4.7.1.

Current News
Description and priority

Administrator updates the news section which lets users to notify about current happenings of organization.

Priority Benifit Penalty Cost Importance

Rating(1 - 9) 9 9 7 7

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5.
5.1

Other Nonfunctional Requirements

Logical Structure Of KMS database
Uploads/ Downloads

Employee

Knowledge

Works on

Works in Team

Project has

Employee Data Entity Data item Name Employee_id Team_name Type Text Text Text Description Name of Employee Employeet unique id To which team employee belongs

Project Data Entity Data item Project_id Project_Name Project_Desc Team_name Type Text Text Text Text Description Unique id of Project Name of the Project Small Description of project Which team is working on project

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Knowledge Entity Data item s.no Content_type Size Author Created_on Modified_on Team Entity Data item Type Team_id Text No_of_members Numeric Employee_id (FK) Project_id(FK) Varchar integer Description Gives unique id for team Tells how many members are there with in an Team Tells which employee is working in which team Tells on which project team is working Type Numeric Text Numeric Text Date Date Description Index of file Which kind of file is being saved or retrieved from server Tells the size of the file being uploaded or downloaded Name of the employee who has created the Knowledge Tells when originally file was created Tells when last file was modifed

5.2

Security Requirements

System is being build with login capabilities so that only authorized employees of an organization can access the system. Read, write modify permissions are granted on account for whom knowledge is meant. Apart from this Java Rmi provides inbuilt security features and some will be added to make it a more secure system.

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6.
6.1

Requirement Estimation
Work Effort Estimation
Activity Work Effort %

Definition Phase Business Requirements Functional Specifications Delivery Phase Detailed Design Code and unit testing System Testing User Acceptance Testing Definition phase

6% 10%

20% 40% 14% 10%

1. The Business Requirements are the Business Analysis Document and Business Requirement Document and it also includes Infrastructure Requirements Document, Application Technical Requirement Document. 2. The Functional Specifications deliverables include the application prototype and the Functional Specification Document. Delivery Phase 1. Detailed Design it includes the Architectural Modelling and Detailed Design Document. 2. Code and Unit Test includes the development of the software and the testing by the developers of their particular units, and includes the Code Review Results. 3. System Testing includes the System Test Plan and Plans and Scripts, the System Test Cases, and the System Test Log. 4. User Acceptance Testing includes the Acceptance Test Plan with Scripts and completed Test Log, and also includes the implementation planning and execution.

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6.2 Project Estimate Worksheet

Project Phase Activity

Standard Effort Work %

Phase Team Size

Computed work effort hours

Computed Task Duration weeks

1 2 2 8 1/2 1/2

Computed Task Finish Date

Business Requirements Functional Specifications Detailed Design Code and Unit Test System Testing User Acceptance Testing

6% 10% 20% 40% 14% 10% 100%

2 2 2 2 2 2

35 70 70 270 17.5 17.5

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Appendix A: Glossary
Term Author Database Downloading Explicit Knowledge Definition Person submitting an article to be shared among team memebers. It is the collection of data and Knowledge which is being monitored by this system. It is the process of retriving knowledge from the server. It is the one which can be codified, which is present in the form of documents, white papers, design papers, presentations audio, video files or in zip formats Person who is using KMS system. Person who is responsible for managing KMS System. It is the collection of processes that governs the creation, dissemination and utilisation of Knowledge. It addresses the need of an organisation that desires not to reinvent knowledge and not to spend excess time in finding the hard to find knowledge; an organisation that successfully use the ingoing and outgoing traffic of knowledge. A document that completely describes all of the functions of a proposed system and the constraints under which it must operate. For example, this document. It is the process through which explicit or tacit knowledge is being communicated to other individuals Any person with an interest in the project who is not a developer. knowledge which resides in the brain of human beings.

KMS Client KMS Administrator Knowledge Management

KMS System

Software Requirement Specifcation

Sharing

Stakeholder Tacit Knowledge

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