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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.....................................................................................................155. 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
Knowledge Management System Software Requirement Specification - 2 -
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"
Knowledge Management System Software Requirement Specification - 3 -
1. Introduction
1.1 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.
Knowledge Management System Software Requirement Specification - 4 -
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.
Knowledge Management System Software Requirement Specification - 5 -
2. Overall Description
2.1 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.
Knowledge Management System Software Requirement Specification - 6 -
2.2 Features of KMS
• Authorization/Authentication
EmployeesAdministrator
• 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 it’s intended for LAN i.e. within an organization.
Knowledge Management System Software Requirement Specification - 7 -
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
Knowledge Management System Software Requirement Specification - 8 -
3. External Interface Requirements
3.1 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.
Knowledge Management System Software Requirement Specification - 9 -
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.
Knowledge Management System Software Requirement Specification - 10 -
Figure 4 Basic structure of RMI
Broad Overview Of KMS Architecture
Figure 5 KMS Architecture
Knowledge Management System Software Requirement Specification - 11 -
4. System Features
4.1 Authorization and Authentication
4.1.1 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 Rating(1 - 9)Benifit 9Penalty 9Cost 7Importance 9
4.2 Archiving of Data
4.2.1 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 Rating(1 - 9)Benifit 9Penalty 9Cost 7Importance 9
Knowledge Management System Software Requirement Specification - 12 -
4.3 Folder creation4.3.1. 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 Rating(1 - 9)Benifit 9Penalty 9Cost 7Importance 9
4.4 Sharing of Knowledge
4.4.1 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 Rating(1-9)Benifit 9Penalty 9Cost 8Importance 9
Knowledge Management System Software Requirement Specification - 13 -
4.5 Searching4.5.1 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 Rating(1 - 9)Benifit 9Penalty 9Cost 7Importance 9
4.6 Modifications4.6.1 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 Rating(1 - 9)Benifit 9Penalty 9Cost 7Importance 9
Knowledge Management System Software Requirement Specification - 14 -
4.7 Current News4.7.1. Description and priority
Administrator updates the news section which lets users to notify about current
happenings of organization.
Priority Rating(1 - 9)Benifit 9Penalty 9Cost 7Importance 7
Knowledge Management System Software Requirement Specification - 15 -
5. Other Nonfunctional Requirements
5.1 Logical Structure Of KMS database
Employee Data Entity
Data item Type DescriptionName Text Name of EmployeeEmployee_id Text Employeet unique idTeam_name Text To which team employee belongs
Project Data Entity
Data item Type DescriptionProject_id Text Unique id of ProjectProject_Name Text Name of the ProjectProject_Desc Text Small Description of projectTeam_name Text Which team is working on
project
Knowledge Management System Software Requirement Specification - 16 -
EmployeeUploads/Downloads
Knowledge
Works on
Project
Team
Works in
has
Knowledge Entity
Data item Type Descriptions.no Numeric Index of fileContent_type Text Which kind of file is being saved
or retrieved from serverSize Numeric Tells the size of the file being
uploaded or downloadedAuthor Text Name of the employee who has
created the KnowledgeCreated_on Date Tells when originally file was
createdModified_on Date Tells when last file was modifed
Team Entity
Data item Type DescriptionTeam_id Text Gives unique id for teamNo_of_members Numeric Tells how many members are
there with in an TeamEmployee_id (FK)
Varchar Tells which employee is working in which team
Project_id(FK) integer Tells on which project team is working
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.
Knowledge Management System Software Requirement Specification - 17 -
6. Requirement Estimation6.1 Work Effort Estimation
Activity Work Effort %
Definition PhaseBusiness Requirements 6%Functional Specifications 10%
Delivery PhaseDetailed Design 20%Code and unit testing 40%System Testing 14%User Acceptance Testing 10%
Definition phase
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.
Knowledge Management System Software Requirement Specification - 18 -
6.2 Project Estimate Worksheet
Project Phase Activity Standard Effort Work %
Phase Team Size
Computed work effort hours
Computed Task Duration weeks
Computed Task Finish Date
Business Requirements 6% 2 35 1Functional Specifications 10% 2 70 2Detailed Design 20% 2 70 2Code and Unit Test 40% 2 270 8System Testing 14% 2 17.5 1/2User Acceptance Testing 10% 2 17.5 1/2
100%
Knowledge Management System Software Requirement Specification - 19 -
Appendix A: Glossary
Term DefinitionAuthor Person submitting an article to be shared
among team memebers.
Database It is the collection of data and Knowledge which is being monitored by this system.
Downloading It is the process of retriving knowledge from the server.
Explicit Knowledge 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
KMS Client Person who is using KMS system.KMS Administrator Person who is responsible for managing
KMS System.Knowledge Management It is the collection of processes that
governs the creation, dissemination and utilisation of Knowledge.
KMS System 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.
Software Requirement Specifcation 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.
Sharing It is the process through which explicit or tacit knowledge is being communicated to other individuals
Stakeholder Any person with an interest in the project who is not a developer.
Tacit Knowledge knowledge which resides in the brain of human beings.
Knowledge Management System Software Requirement Specification - 20 -
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