requirements document portal implementation … · 1.1 24/06/2014 wipro infotech revised document...

Requirements Document

Portal Implementation (Meeting Management M30)

For

Water Resource Department Government of Maharashtra

Author Wipro InfoTech

Creation Date October 02, 2009

Last Update Date July 30, 2014

Version 2.0

This document is the property of Wipro Ltd., who owns the copyright thereof. The

information in this document is given in confidence and without the written consent of

Wipro Ltd., given by contract or otherwise, this document must not be copied, reprinted

or reproduced in any material form, either wholly or in part. Also the contents of this

document or any methods or techniques available there from, must not be disclosed to

any third party whatsoever.

REQUIREMENTS SPECIFICATION

PORTAL IMPLEMENTATION

_______________________________________________________________________________________________________________ 62f624c4-4071-4ac0-a7ef-2e0e9180b581MWRD_Final_M30_30_JULY_2014 CONFIDENTIAL of 36

Document Management Information

Title Requirements Specification and Implementation Solution for Meeting Management Module

Summary Detailed Requirement for Meeting Management Module

Publication History

Document Review and Approval History

Reviewer Title / Organization Signature Date

Vishal Shah BA / Wipro Infotech 25-July-14

Approver Title / Organization Signature Date

Vivek Singh PM / Wipro Infotech 25-July-14

Document Distribution List

Serial No. Organization Purpose

1. Wipro For internal records

2. MWRD For review and approval

Document will be considered approved if feedback is not received within five business days or Notified otherwise.

Version Number

Date Author(s) Remarks

1.0 08/02/2010 Wipro Infotech

1.1 24/06/2014 Wipro Infotech Revised document post new requirement gathering

1.2 11/07/2014 Wipro Infotech Revised document after discussion held on 10/07/2014

1.3 25/07/2014 Wipro Infotech Revised document after discussion held on 25/07/2014 with Mr. Munde Sir and Mr. Atul Mathur




CONTENTS

1 Revision History ............................................................................................................................................................. 4

2 Introduction .................................................................................................................................................................... 5

2.1 Objective ................................................................................................................................................................... 5 2.2 Scope ........................................................................................................................................................................ 6 2.3 Out of Scope ............................................................................................................................................................. 6 2.4 Limitations ................................................................................................................................................................. 6 2.5 General Considerations ............................................................................................................................................ 7 2.6 Flow of the Proposed Modules: - .............................................................................................................................. 7

2.6.1 Create New Meeting: - ............................................................................................................................................ 9 2.6.2 My Meetings .......................................................................................................................................................... 15 2.6.3 Meeting Calendar for others ................................................................................................................................. 20 2.6.4 Confirmation Status .............................................................................................................................................. 22

2.7 The Water Resources Department (WRD) ............................................................................................................. 23 2.8 Reports ................................................................................................................................................................... 24

2.8.1 Audit Report: .................................................................................................................................................... 24 2.8.2 MOM defaulter’s list: ........................................................................................................................................ 24 2.8.3 Tour Diary: ....................................................................................................................................................... 25

2.9 Masters ................................................................................................................................................................... 27 2.9.1 Designation Master.......................................................................................................................................... 27 2.9.2 Holiday Master ................................................................................................................................................. 29

2.10 Acceptance Criteria: -.......................................................................................................................................... 30 2.11 Functional Remarks & assumptions ..................................................................... Error! Bookmark not defined.

2.11.1 Functional Remarks......................................................................................................................................... 33 2.11.2 Technical assumptions .................................................................................................................................... 34

2.12. Acronyms .............................................................................................................................................................. 35




1 Revision History

Version (x.yy)

Date of Revision

Description of Change Affected Sections

Approved By

1.0 08/02/2010 Initial Version ALL

1.1 24/06/2014 Revised Version ALL

1.2 11/07/2014 Final Version ALL




2 Introduction

The purpose of this document is to define requirements for implementation of the Meeting Management Module for water resource department of Government of Maharashtra.

2.1 Objective

State of Maharashtra is heavily depended upon its water resources for Irrigation, power generation, rural and urban consumption and industrial use. The growing scarcity of water and the competition for water services implies that both the State and all water users must find ways to become more efficient and productive. However, a few discrepancies of the last 50 years of the water resources development and management brought about certain critical challenges requiring immediate attention. This isolated and fragmented approach to surface and groundwater development and management for the various purposes is deteriorating water qualities both of surface as well as groundwater due to the release of untreated effluent by the industries and municipal bodies. Increasing conflict among the competing uses of the water for various purposes (such as irrigation, urban water supplies and industries etc.) and poor operation and maintenance of the created facilities in the water sector has resulted in poor service delivery and large gap in the irrigation potential created and utilized. There is a requirement to automate the complete functioning of Maharashtra Water Resources Department so as to optimize the use of water resources of state and streamline various processes of the department. This has been envisaged as an Integrated Computerized Information System which would be built on the platform of completely re-engineered departmental processes in line with the best practices worldwide. Maharashtra Water Resources Department has taken the initiative to implement the ICIS; for which PricewaterhouseCoopers is supporting them as the Project Management Consultants.




2.2 Scope

Scope of this document is confined to the portal development for the Meeting Management Module. The meeting management module allows scheduling of meeting requests. The Module will get provided in English and Marathi version, for Marathi version proper Marathi words will get provided by WRD. Module has features to achieve the following which is detailed in the subsequent sections of this document,

1. Scheduling of meetings 2. Taking confirmation from participants on their attendance 3. Issuance of minutes of the meeting 4. View of Meeting List based on role 5. Reports

2.3 Out of Scope

The following points are excluded from the scope of this assignment.

1. Supply and installation of E-Mail messaging solution i.e. No messaging solution being provided by Wipro. Only mail will be generated & will be sent across to the invitees through messaging solution integration

2. Previous meeting will not be applicable from the live date of M30 module

3. Any functionality not mentioned in this Requirement specification document shall be taken as a “Change

Request” irrespective of the size and efforts required to complete the same, except fixing any bug in the system observed before or after go live.

4. Supply and installation of short messaging solution. i.e. No messaging solution being provided by

Wipro. Only SMS will be generated & will be sent across to the invitees through short messaging solution integration

2.4 Limitations

1. Since Designation is separate entity, Corporation & designation can’t be merged together for searching

the data.

2. All such linkage would not be possible in entire meeting management module.

3. All user level data gets maintained at e-directory level and Portal team has no control on it.




2.5 General Considerations

The indicators offered here constitute what the functional specialists consider best practices, in that some are benchmarked against international standards and been evaluated for implementation purposes by the Technical specialists by doing Information and Gap analysis. An underlying assumption in the construction and use of these indicators is that the underlying and presented data are accurate and timely.

2.6 Flow of the Proposed Modules: -

On logging into Meeting Management module, below mentioned screen will be opened with following menus: -Create New Meeting, My Meetings List, My Meeting Calendar (As shown Below-Home Page), Others Meeting calendar, Reports

Fig 1.1

o By default current month’s calendar will be opened as shown above (Under My meeting

Calendar). The list of all months will get appear on clicking on tab year wise. Look and feel and color combination template will get finalized in consultation with MWRD.

o Calendar (color code) will be bifurcated based on following parameters Role of the user

o If USER is convener:




He / She can create, edit, copy, view invitee status. Upload MOM, cancel and delete a meeting (is possible only for proposed meeting) on click of a date.

o If USER is Invitee: He / She can only create, view invitee status and copy a meeting on click of a date.

o More meeting in a day:

Different color as per the role of the user should be given to the meeting as mentioned above in the Fig 1.1

He / She can get list of meeting of a day and able to act as per his designation (Convener/Invitee) as mentioned above

o Holidays: All Official Holiday’s, Sunday’s and 2

nd & 4

th Saturday’s will be highlighted in a different

text color and shall be updated through “Holiday Master” list by admin user only. List of Public holidays should be provided by WRD.

On clicking on any particular date, e.g. 10th June

There are 2 scenarios, there are already created meetings for this date i.e. 10

th June or there are no meetings

created for this date. If there are meetings created for this date it will appear like Meeting list with all the functionalities and user is able to act as per his designation (Convener/Invitee) as mentioned above User can create the meeting by clicking on Main Menu >> Create New Meeting as well. More explanation as mentioned below. Main Menu has following:

My Meeting Calendar (It is home page of meeting management Module)

Create New Meeting

My Meetings List

Other’s Meeting Calendar

Confirmation Status

Report




2.6.1 Create New Meeting: - On clicking on this link, screen will appear as follows: -

Convener – System will auto populate name of officer as per Login ID and it should not be editable.

Start Date/Time and End Date/Time should come in one window. And by default End Date Should come same as start date selected. If Start and End Date are same then system should generate format as-

30-July-14, 01.00 PM to 03.00 PM And for other case 30-July-14, 01.00 PM to 31-July-14, 02.00PM

Start Date Time

End Date Time

New Meeting Details

Convener

Superintending Engineer, Koyna Design Circle, Pune

(Should Auto populate)

Chair Person Secretary, CAD, Mumbai

Date and Time

30-july-14 01.00PM to 03.00PM

Subject Weekly Meeting (Manual Entry)

Invitees from WRD

Designation Corporation Region Circle Division Sub-Division Filter Show All

Invitee Email Select

Superintending Engineer, Kukadi Project Circle, Pune

[email protected], [email protected] Check box

Superintending Engineer, Pune Irrigation Project, Pune [email protected] Check box

mailto:[email protected],[email protected]

mailto:[email protected],[email protected]

mailto:[email protected]




Superintending Engineer, Dhom Balkawadi Project Circle, Wai [email protected] Check box

ADD

Invitee* Email * Alternate Email

Mobile Number*

Office Land Line Number Delete

Superintending Engineer, Kukadi Project Circle, Pune [email protected]

--Manual Entry-- 7700993344 2025404393

Check box

Superintending Engineer, Pune Irrigation Project, Pune [email protected] -------- 9966775544 2325404394

Check box

Superintending Engineer, Dhom Balkawadi Project Circle, Wai [email protected] -------- 9822335577 2225404395

Check box

Delete Selected

External Invitees

Name * Designation Address Email Mobile Number

Office Land Line Number Delete

--Manual Entry--

--Manual Entry--

--Manual Entry--

--Manual Entry-- --Manual Entry--

--Manual Entry--

Check box

Maval Tahasil Vibhag Tahsildar Maval [email protected] 9800776655 020-25440126

Check box

ADD

Venue Details

Detail Address* City* Attach Map

Koyna design circle, Jalsampatti Bhavan, Pune, Conference Hall

Pune

Link on google map (non-mandatory) (put note-

Please, copy and paste URL of venue from google Map

Agenda Text Entry Upload

Agenda

Save Meeting Cancel









On click on Cancel Button- All field will be reset to blank. On Click of Save Meeting, a new screen will appear as shown below (For External Invitee): -

Edit draft mail if required and send

Subject- Weekly Meeting

Respected Sir,

You are get invited for Meeting “……subject…….” of Water resources department chaired by …….Chairperson Name….. Dated …. Time………. At…….Venue details….. Please attend same. The Agenda of proposed meeting is attached

herewith. (If Agenda is in typed format it will appear at end of mail) Thanking you,

… Conveyer name (Designation, name, city), Mobile and Landline number

Send

Convener’s data will be auto populated based on the login id selected. Default Chairperson’s name will be Convener himself. Convener will be given an option to change Chair Person from the list of available Users. Subject of the meeting will be selected from the dropdown list. If Subject is selected as “Others” then a text box will appear wherein the user can add their own subject. Meeting Date, Start time and End Time will be selected. End Time cannot be less than equal to Start Time. Meeting date always should be Present or future date. After selecting above parameters, following sequence need to be followed to add internal invitee:

A new screen will appear, it will have the following fields Designation, Corporation, Region, Circle, and Division & Sub Division.

Designation is the only mandatory field. Rest all are non-mandatory field.

As per the input parameters selected, the list of invitee names (full office Name with city name) will appear, Convener can then add the selected Invitees name from the list.

Once selected list of invitees are added and Convener would like to add few more invitees then need to be follow the same above mentioned procedure.




After selecting all employees from within the organization, list will be prepared and the column will appear as follows: -

o Designation, Name, City, Email, Alternate Email, Mobile No, Office Land Line Number

and Delete o Invitee, Email & Mobile No are mandatory fields and it should come from e-directory

Convener can select the check box and delete one invitee or more than one invitee by clicking the delete button at a time.

After selecting all employees from outside the organization, list will be prepared and the column will appear as follows: -

o Designation, Name, City, Email, Mobile No, Office Land Line Number and Delete.

Only Name is Mandatory field, rest all field will be non-mandatory field

The mails can be edited before send by using edit draft mail.

Venue details should be a text field wherein user can type the required details.

Upload Agenda: - It should allow option to type a certain character of text along with the option to upload files. Only .pdf, .docx and .xlsx files can be uploaded.

MOM will be prepared Offline and will be uploaded by Convener only. System will not check the validation for Invitee Acceptance/Rejection for MoM Creation. If Selected invitee has choosen for his/her absense, MoM will be created and uploaded by Convener only.

Upload MOM:

After meeting completion, MOM can be uploaded in My Meeting List. Where ever convener is not uploaed MOM it will show option of “Upload” in MOM column. MOM column should show three status “Upload” (if MOM is not uploaded), “View” (When MOM uploaded) and “Meeting canceled” (When meeting status is updated as cancled on clicking on button Cancle Meeting. Only Convener can upload “MOM”, for the respective meeting. Once, “MOM” is uploaded it shall be available for view to all the participants of the meeting. MoM upload option will be enabled only after meeting end date and end time and will be remain avaiabale infinite until MoM gets uploaded or meeting got cancelled by the Convener. Mail Generation:

Mail will go to all internal invitee after (Saving) creation of meeting

Mail will go to only those external invitee after (Saving) creation of meeting where ever email id has been provided Mail Format- (For Internal Invitee and should be editable before get sent) Subject- Weekly Meeting Respected Sir, You are get invited for meeting “…….subject………” chaired by …….Chairperson Name….. Dated …. Time………. At…….Venue details….. . Please confirm your attendance on clicking




here. The Agenda of proposed meeting is attached herewith. (If Agenda is in typed format it will appear at end of mail) Thanking you, …..Conveyer name (Designation, name, city)..and..Mobile, Landline number

Mobile Message Generation:

Case-1:Mobile Message will go to all internal invitee/Chairperson after creation of meeting

Case-2: Mobile Message will go to only those external invitee after creation of meeting where ever Mobile Number has been provided

Case-3: Mobile reminder message to attend meeting will go to all concern stakeholders one day before meeting.

Case-4: Mobile reminder message (if MoM was not get updated after meeting) will go to convener after 7th and 15th day from meeting date to convener and after 30th Day from meeting to chair person.

Case-5: Mobile Message will go to internal invitee for Acceptance/Rejection of his Request.

Mobile Messages: All should be editable before get sent. While sending mail if Text length exceed above 156 character length system show error message “Maximum 156 characters can be entered”. Note will be provided at top “Maximum 156 characters can be entered ”

Case1 (Internal Invitee): Sir, you are requested to attend Meeting on dd/mm/yy, Hr.Min, at Auto populate on subject “auto populate.” Chaired by Auto populate. - ( Auto populate Name of Convener), (Mobile number of convener) Case2 (External Invitee): Sir, you are requested to attend Meeting of WRD on dd/mm/yy, Hr.Min, at Auto populate on subject “auto populate”, Chaired by Auto populate - (Auto populate Name of Convener), (Mobile number of convener) Case3 (Reminder message- Internal Invitee): Gentle Reminder- Sir, you are requested to attend Meeting on dd/mm/yy, Hr.Min, at Auto populate on subject “auto populate”, Chaired by Auto populate - (Auto populate Name of Convener), (Mobile number of convener) Case3 (Reminder message- external Invitee): Gentle Reminder- Sir, you are requested to attend Meeting of WRD on dd/mm/yy, Hr.Min, at Auto populate on subject “auto populate”, Chaired by Auto populate - (Auto populate Name of Convener), (Mobile number of convener) Case4 (Convener): On 7th Day:- Requested to upload MoM for Meeting “subject auto populate” held on dd/mm/yy, Hr.Min, at “Auto populate city”




On 15th Day:- Requested to upload MoM for Meeting “subject auto populate” held on dd/mm/yy, Hr.Min, at “Auto populate city”. This is 2nd Reminder. Case4 (Chairperson): Sir, MoM for Meeting “subject auto populate”, chaired by you held on dd/mm/yy, Hr.Min, at “Auto populate city” was not uploaded. Case5 (Internal Invitee-Request Rejected): Sir, your request regarding absence for Meeting on Subject “auto populate“on dd/mm/yy, Hr.Min, at “Auto populate city” is not approved by Chair person. Hence attend it. Case5 (Internal Invitee- Request Accepted): Sir, your request regarding absence for Meeting on Subject “auto populate” on dd/mm/yy, Hr.Min, at “Auto populate city” is approved.

Screen Level information for Meeting Management module

Sr No Screen Field Name Mandatory

Free Text

List of Values/Auto Populated

1

Create New Meeting Convener Yes No

Auto populated data based on login

Chair Person Yes No Yes

Subject Yes No Yes

Start Date & Time Yes NA NA

End Date & Time Yes NA NA

Designation Yes No Yes

Corporation No No Yes

Region Office No No Yes

Circle No No Yes

Division No No Yes

Sub Division No No Yes

City No Yes Yes

Invitee - Internal Yes No Yes

Name - External Yes Yes No




Email Id - Internal Yes No Yes

Email Id - External No Yes No

Alternate Email Id - Internal No Yes No

Alternate Email Id - External No Yes No

Mobile No - Internal Yes Yes Yes

Mobile No - External No Yes No

Venue Details Yes Yes No

Agenda No Yes No

Landline No – Internal No No Yes

Landline No - External No Yes No

Address- External No Yes No

Designation-External No Yes No

2.6.2 My Meetings Post login into the system, list of meeting with concerned to user only can be viewed through following options:

Through Calendar

My Meetings Meeting can search by following options:

Search by Status:- Proposed Meetings/Conducted Meetings

Search by Role: - Convener, Chairperson, Internal Invitee & All

Search by Subject: - It should allow users to select meetings based on all available subjects

Search by Date: - User need to put date range

No Mandatory fields in search criteria




My Meetings

Meeting Status

Proposed Meetings (Default)

Conducted Meetings

All

My Role Conveyer Chairperson Invitee All Subject

Date To/from

Filter Show all Select Meeting

Date Start Time My Role Subject Venue Conveyer Chair

Person Agenda MOM

Radio Button

02-Jul-14 1.00 PM Conveyer Weekly Meet

KDC, Pune (On clicking here, Given URL at the time of meeting creation will open in new window)

Chief Engineer, SP, Pune


View Upload

Radio Button

30-Jun-14 5.00 PM Invitee Monthly Meet

Walmi, Aurngabad


Chief Engineer, NMR, Nashik

View View

Radio Button

25-Jun-14 12:00 PM Invitee Weekly Meet

META Nashik Chief Engineer, SP, Pune


View Meeting Cancelled

Radio Button

05-May-14

2.00 PM Conveyer Monthly Meet

Mantaralaya, Mumbai


Secretary, CAD, WRD

View View

map.google.com




On Clicking Cancel Meeting a new screen will open as shown below: -

Are you sure to cancel this meeting

Yes No On click of OK button, meeting will be cancelled and cancellation of meeting is allowed till MoM upload. Post MoM upload, Cancel is not allowed. On Clicking delete meeting a new screen will open as shown below: -

Are you sure to delete this meeting

Yes No Wipro will provide such message where ever required to increase user friendliness of Module. WRD will check same and will give inputs if found necessary. On click of OK button, meeting will be deleted and deletion of meeting is allowed till 1minute before Start Date and Start time of Meeting. E.g. if meeting is planned for 26-Sep-2014 @1PM to 2PM. Deletion of meeting is allowed till 26-Sep-2104 12.59 PM. By default list of all the meetings where user is a participant in any capacity should appear. If the user has narrowed down the search based on the input criteria selected than relevant meetings shall appear. It will have the following columns Select, Meeting Date, Start Time, My Role, Subject, Venue, Convener, Chair Person, Agenda and MOM. The following 5 Buttons like Create New Meeting, View Invitee Status, Copy Meeting, Edit Meeting and Delete will appear. Only for those meetings where user is a “Convener”, it can edit or delete meeting. Venue text will work as hyper link of google Map. User friendly instructions where ever necessary Only conveyer can able to see and handle the view invitee status as shown below.

View Invitee Status Invitee Attending

Meeting Is representative attending

Representative Information (designation/office/city etc.)

Reason of Absence (Mandatory )

Accept/Reject Request


Yes/No Yes/No

Superintending Engineer, Kukadi Project Circle, Pune

I am attending training for concern day Accept/Reject

Attendance Sheet

Copy Meeting

Delete Meeting Cancel Meeting

Create New Meeting Edit Meeting View Invitee Status





Yes/No Yes/No

Superintending Engineer, Valmi Project Circle, Jalna

I am attending

other meeting on same day Accept/Reject

Save

Convener can take following action on Accept/Reject Request Column: Rest all column are non-editable fields. Accept: Convener is accepting the Invitee request for his/her absence. Invitee can’t take any more action on same meeting post convener acceptance of same meeting. Reject: Convener is not accepting the Invitee request for his/her absence. Invitee can’t take any more action on same meeting post convener acceptance of same meeting. After choosing the option either Accept or Reject, Convener need to click on save button: On clicking of Save Button, Invitee will be informed that his/her request has been accepted/rejected by convener On click of cancel button, no action will take place on any of the meeting. After Rejection message (Mobile) and mail will get sent to concern.

Mail Format- Subject- Weekly Meeting Respected Sir, You had get invited for meeting “…….subject………” chaired by …….Chairperson Name….. Dated …. Time………. At…….Venue details….. . You sent a request to allow permission for absence, but you must have to attend the meeting. ……….…………………….………………………………………………………………………………. ………………………………………………………………………. Thanking you, …..Conveyer name (Designation, name, city)..and..Mobile, Landline number

Attendance Sheet Button (Need to be added in Meeting List). This report will get open on selection of one meeting.

Subject of Meeting: Populate Venue of Meeting: Populate Chairperson: Populate Date & Time: Populate




Sr. No. Designation Name Role Mobile

Number E-mail Id Sign

1

Superintending Engineer, Koyna Design Circle, Pune

Blank Chair Person

Populate Populate Blank

2

Invitee-Internal

3

Invitee-Internal

4

Invitee-Internal

5

Invitee-Internal

6

Invitee-External

7

Invitee-External

8 Convener

Print Export to Excel/Word

Sr No Screen Name Field Name Role Access Input Criteria

1 My Meeting New Meeting All WRD users

Edit Meeting

Only Convener of the respective meeting

Copy Meeting All WRD users

Cancel Meeting


From the date of creation, till the time MOM is not uploaded for the meeting

Delete Meeting


From the date of creation, till the date of the meeting

Upload MOM


After Completion of the meeting only

View MOM All WRD users Only after upload of MOM by Convener




Agenda All WRD users If agenda uploaded during meeting creation

Sr No Screen Field Name Mandatory Free Text

List of Values/Auto Populated

1 My Meeting Meeting Status

No (By default it will be Proposed Meetings) No Yes

Search by Role

No (By default it will be on Convener) No Yes

Search by Subject No No Yes

Search by Date No NA NA

2.6.3 Meeting Calendar for others

New Meeting

Meeting List

Other's Meeting Calendar

Confirmation Status Reports

Meeting calendar by group Group 1 Group 2 Group 3 All

June Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30




Indicates Today's date

As Chairperson

As Invitee

As Convener

Multiple Meet with different role

Group 1 First level of officers in WRD - Secretary, Director

General & Executive Director

Group 2 Second level of officers in WRD - Joint

Secretaries & Chief Engineers

Group 3 Third level of officers in WRD - Deputy Secretary

& Superintending Engineer

All Top three level of officers in WRD

Text in Red color Indicates Official Holiday

On clicking this link, screen with four calendars will open for a Month Calendar of-(1) Group 1 (2) Group 2 (3) Group 3 (4) All

o Other’s meeting Calendar will be functional only for top 3 level of WRD hierarchy. o By default current month’s calendar will be opened as shown above for all o Filter will be provided so that user can select the calendar of the desired group o E.g. If the login user belongs to Group 2 & He/She wants to search meeting calendar for

Secretary, then the User can select Group 1 and all meetings scheduled for all the Secretaries for the selected date will be displayed.

o Calendar (color code) will be bifurcated based on following parameters Role of the user

o If USER is convener: He / She can create, edit, copy, Upload Agenda/MOM, Confirm Attendance, View

Invitee, cancel and delete a meeting on click of a date. o If USER is Invitee:

He / She can only create, copy and able to Confirm Attendance, View Invitee of a meeting on click of a date.

o If User not Convener not Invitee: He / She can only copy meeting on click of date. o More meeting in a day:




Different color as per the role of the user should be given to the meeting as mentioned above in the Fig 1.1. User will get list of all meeting of a day and able to act as per his designation.

o Holidays: All Official Holiday’s, Sunday’s and 2

nd & 4

th Saturday’s will be highlighted in a different

text color and shall be updated through “Holiday Master” list by admin user only. List of Public holidays should be provided by WRD.

o Only top 3 level hierarchies of officers should be able to view each other’s meetings.

o The top 3 level hierarchy of officers shall be able to view each other’s meeting scheduled for

any date by clicking on the meeting calendar

2.6.4 Confirmation Status

User can Accept or Reject status by clicking on “Confirmation Status” button. Then following widow will open. User can do following for a meeting invitation:

1. Accept the meeting – Mail and Message will generated and send to Convener for Invitee Acceptance 2. Reject the meeting - Mail and message will generated and send to Convener for Invitee Rejection

Invitee can put request for absence (mail and Message will generate and get forwarded on conveyer email/Mobile and status will get updated in view invitee status list). Invitee will be informed through mail and message on his Rejection request, after convener Acceptance or Rejection. No more action can be taken from Invitee after Convener Acceptance or Rejection. If convener Accepted/Rejected the permission, it will get updated in confirmation status of Invitee. If invitee attending meeting then other options will come N/A. On Save Button: Information will be send to convener about Invitee acceptance/rejection for the meeting. In case of Rejection, Representative details can be entered and it is mandatory. Reason for Nonattendance is Mandatory.

Mail Format- Rejection Subject- Weekly Meeting Respected Sir, You are invited me for meeting “…….subject………” chaired by …….Chairperson Name….. Dated …. Time………. At…….Venu. But due to …..”Reason”…….I am unable to attend this

meeting. Instead of me my colleague ……” Representative Information” will attend the meeting. I

request you to grant me permission for absence. Thanking you, …..Invitee name (Designation, name, city)..and..Mobile, Landline number




Mail Format- Acceptance Subject- Weekly Meeting Respected Sir, You are invited me for meeting “…….subject………” chaired by …….Chairperson Name….. Dated …. Time………. At…….Venu. I am attending the meeting personally. Thanking you, …..Invitee name (Designation, name, city)..and..Mobile, Landline number

Confirmation Status

Update Attendance

Meeting Date

Start Time

Subject Conveyer Chair Person

Venue Attending Meeting Personally

Is representative attending

Representative Information (Name/designation/office/city etc.)

Reason (Mandatory )

Permission Status

2-Jul-14 1.00 PM Weekly Meet



KDC, Pune

Yes/No Yes/No `---Manual Entry--

I am attending training for concern day

Rejected

30-Jun-14

5.00 PM Monthly Meet



Walmi, Aurngabad


Awaiting

25-Jun-14

0-Jan-00

Weekly Meet



META Nashik


Accepted

Save Cancel

2.7 The Water Resources Department (WRD)

2.7.1 ICIS Stake Holders

WRD stakeholders would also be stakeholders for the ICIS and they could be categorized into the following three broad groups

1. Government a. Users of the ICIS in the WRD itself at all levels of official hierarchy




b. Users in other government departments in Maharashtra with varying degrees of requirement for water sector data

c. Officials from other state governments as well as Central Government entities like the Central Water Commission (CWC), Ministry of Water Resources

2. Business a. Industrial Users b. Firms interested in offering services to WRD ( contractors / bidders) c. Organizations interested in procuring services from WRD (private clients) d. External consultants, vendors/ suppliers, and other business entities operating in and/or

otherwise requiring water sector information 3. Citizens and Communities

a. Researchers b. Farmers c. General Citizens d. Water User Associations (WUAs) e. Citizen communities

2.8 Reports

Four reports should be provided Meeting List of all officers, Audit Report, MOM Defaulter List and Tour Diary.

2.8.1 Audit Report:

This report lists out abstract of status of all meetings of particular officer.

Designation List Corporation List Region List Circle List Division List Sub

Division List Role Convener Invitee Chair Person All

Period From Date To Date (Mandatory)

Filter Show all




Name of Officer

Number of meetings for which invitation is received

Number of Meeting Attended by Self

Number of meeting Attended by Representative

Number of Meeting not attended

Number of meetings get Cancelled

Number of meeting Attended as Convener

Number of Meetings in which MOM is uploaded

Number of Meetings in which MOM is Not-uploaded


2.8.2 MOM defaulter’s list:

List will show defaulters for MOM as per filter used.

Report MOM Defaulter`s List

Designation List Corporation List Region List Circle List Division List Sub

Division List

Period From Date

To Date

Filter Show all Name of

Convener Meeting Date

Start Time

Subject Chair Person

Venue Agenda Number of days MOM not uploaded from meeting Date

MOM


02-Jul-14 1.00 PM

Weekly Meet Chief Engineer, SP, Pune

KDC, Pune View 35 Days Upload





30-Jun-14 5.00 PM

Monthly Meet Chief Engineer, NMR, Nashik

Walmi, Aurangabad

View 70 Days Upload


25-Jun-14 5.00 PM

Weekly Meet Chief Engineer, SP, Pune

META Nashik

View 34 Days Upload

Save Cancel

2.8.3 Tour Diary:

Tour Diary

Filter From Date To Date

Name and Designation: Blank Designation

Month: Blank

Head Quarter:

Logged in user city

Basic Pay: Blank

Office Name:

Koyna design circle (Logged in users office

Sr. No. Date

Travel Time Traveled Distance

in KM

Vehicle Used

Remark

From To From To Attended Meeting. Subject of meeting-

.."Subject"…

1 1-Jun-14 Officer City City Mentioned in Venue during Meeting Creation

To be blank

To be blank

To be blank

To be blank

Attended Meeting: Subject




2 1-Jun-14 Officer City City Mentioned in Venue during Meeting Creation

To be blank

To be blank

To be blank

To be blank


3 2-Jun-14 Attended Meeting: Subject

4 3-Jun-14 Use value of City of concerned office

Use value of City entered in Venue details


Export to Excel

2.8.4 Meeting List: List of all officers below the rank can be viewed by this list

All Meeting List

Subject

Search by Designation

Design/Carpo./ Regi./Circ./ Div./sub div

Period From Date To Date

Filter Show all

Select Meeting Date Start Time Subject Venue Conveyer Chair Person

Agenda MOM

Radio Button 02-Jul-14 1.00 PM Weekly Meet

KDC, Pune Chief Engineer, SP, Pune


View View

30-Jun-14 5.00 PM Monthly Meet

Walmi, Aurngabad



View View

25-Jun-14 12:00 PM Weekly Meet

META Nashik Chief Engineer, SP, Pune


View View




05-May-14 2.00 PM Monthly Meet

Mantaralaya, Mumbai


Secretary, CAD, WRD

View View

Copy Meeting

2.9 Masters In order to facilitate the update of master data, the following Master screens are developed and will be managed by super admin only.

1. Designation Master 2. Holiday Master

2.9.1 Designation Master

The hierarchy list for the various roles within MWRD may be maintained using this screen. All Designations will come with his full form only no abbreviation allowed.

a. Log into the ICIS application and navigate to the meeting management Module using the link provided.

b. On click of the meeting management module, the meeting lists will appear as given in Fig M30.1

c. The user can then click on the link for Designation Master under Masters, the lists will appear as given below in Fig M30.14

d. These screens may be used to edit, add, delete the existing list of hierarchy ranks e. These modifications may be viewed by all members who have access to the M30 module,

however may be modified by only the system administrator SCREEN: DESIGNATION MASTER




Fig M30.14 The columns as mentioned in the Fig M30.14 are as given in the table below,

Sr #

Column Description Field Length/Format Validation

DESIGNATION MASTER

1 Designation List of Designations of the employees(Example Manager, Superintendent, Clerk etc)

VARCHAR2(50) There will be only 1 record per Designation

2 Hierarchy Rank Rank of the given designation from 1 to 100 where Rank 1 gets highest priority in terms of meeting schedule)

NUMBER (3) Each Designation can have only 1 rank however the same rank may be given to different designations.

3 Status Defines the status of the hierarchy, Active or Inactive

VARCHAR2(10) In case the resource is to be withdrawn from usage then the same may be made inactive by updating its status.

GENERAL

4 Add Designation

This is used to add a new record On click a record will be made available to add the Designation details

5 Edit Designation

This is used to edit any particular information

To edit a record the row needs to be




selected

On click of edit the screen will become editable and the selected record can be edited

6 Save This is used to save the details The modified information will be saved

7 Cancel This is used to cancel the current action and return to the screen in SELECT MODE

All transactions will be roll backed

8 Search by Designation

Search Option based on Designation

9 Search By Status

Search option based on Active/Inactive Status

Tab M30.14

2.9.2 Holiday Master

The user can update the holiday list for the calendar year using this screen. Only the application administrator will have access to this screen. To access the Holiday list screen, the user will need to follow the below steps,

a. Log into the ICIS application and navigate to the meeting management Module using the link provided.

b. On click of the meeting management module, the meeting lists will appear as given in Fig M30.1

c. The user can then click on the link for Holiday List, the holiday lists will appear as given below in Fig M30.15

d. All users having access to the meeting management module will have access to this screen, however changes can be done only by the administrator

e. The holiday List only for current year and previous years can be viewed SCREEN: HOLIDAY LIST Fig M30.15 and Tab M30.15 The columns mentioned in the screen showed in Fig M30.15 is as described in Table, Tab M30.15 below

Sr #

Column Description Field Length/Format Validation

1 Date Date of the holiday

Date (Mon DD YYYY) Only the application administrator can edit these details

2 Holiday Name Name of the holiday

VARCHAR2(25) Only the application administrator can edit these details

3 Holiday Description Description of the holiday

VARCHAR2(100) Only the application administrator can edit these details.

4 Status Status whether the holiday is active or

VARCHAR2(10) By default the holiday will be active. In case the holiday has been withdrawn for any




withdrawn. reason, It may be deactivated using this field.

GENERAL

5 Add Holiday This is used to add a new record

On click a record will be made available to add the Holiday details

6 Edit Holiday This is used to edit any particular information

To edit a record the row needs to be selected

On click of edit the screen will become editable and the selected record can be edited

7 Save This is used to save the details

The modified information will be saved

8 Cancel This is used to cancel the current action and return to the screen in SELECT MODE

All transactions will be roll backed

9 Search by Date Search Option based on Date

10 Search By Holiday Search Option by Holiday Name

11 Search by Active/Inactive Status

2.10 Acceptance Criteria: -

Acceptance Criteria for Meeting Management Module

Sr No Screen Name Acceptance Criteria Status

1 Home Page User should have login Id and Password

Monthly Calendar should be available in the center of the page

By default it should navigate to the current date

All official Holidays should be highlighted in different color

Any day where meeting is scheduled should be highlighted in different color as per the role.




By clicking on date (Present and Future) user should be able to create new meeting.

By clicking on date (Present and Future) user should be able to edit meeting only when he/she is convener of that meeting

By clicking on any date user should be able to copy meeting

By clicking on any date user should be able to delete meeting only when he/she is convener of that meeting

2 Main Menu Successful login into Meeting Management module

Following list of menu should be available viz New meeting, My Meeting list, My Meeting Calendar, Others meeting Calendar, Update MOM Status and Report.

3 New Meeting User i.e. Convener should be able to create new meeting by clicking the button

User should be allowed to select internal invitee from any corporation, region office, circle, division & sub division

User should be allowed to Add external invitee of their choice

User should be able to enter venue details

User should be able to upload agenda for the meeting

After clicking on create meeting, a new pop up screen will appear which by default will navigate on self and provide user the option to select person responsible to prepare the MOM

After clicking the save button meeting will be created and an invite email and Messages be sent to all the internal invitees and external invitees whose email ids and Mobile Numbers are provided.




On clicking the print button, an invite letter should be prepared as per the draft version prepared so that it can be sent to all the external invitees as per their given address

4 My Meetings

On click on Meeting list, by default all the created meeting should appear in descending order of meeting date

User should be able to sort the meetings as per their role in the meeting

User should be able to sort the meetings as per the subject of the meeting

Only Convener and person selected should be able to upload agenda after completion of the meeting

5 My Meeting Calendar

User can create, edit, delete meeting created by him. He can sort his meetings and upload MOM (Only convener can upload MoM)

6

Others Meeting calendar

This meeting calendar can be sorted by designation of officer.

7 Confirmation Status

As soon as internal invitee submit their response a confirmation mail and Message should be sent to the convener along with the response as per the draft mail prepared.

Acceptance Criteria.xls.xlsx

2.11 Functional Remarks & assumptions

2.11.1 Functional Remarks

All screen will be having sans-serif Font and Font Size : 12

Header font will be sans-serif Font and Font Size : 14 & 16




As MWRD employees do not have unique employee ids assigned to them and it is the requirement that each employee is identified by his designation the following should be considered wherever the term Designation is mentioned on the M30 screens.

o All users who have access to M30 module will have unique Designations for their Corporation, Regional Office, Circle, Division and Sub Division. A designation will be associated to only one employee and 2 or more employees cannot have the same Designation within the same Corporation, Regional Office, Circle, Division and Sub Division.

o Designation/Name referred in the document refers to combination of Designation + Name of Office + City and it is unique for each officer. The name should appear everywhere as for example Superintending Engineer, Koyna Design Circle, Pune. This will denote his designation as per the M30 screens. Same Name will appear in every format of M30 and also in draft document of system.

o All the Office Locations are unique and 2 or more offices with same office name cannot have the same Office Location.

As each MWRD employee is identified by his designation, a search button would be provided to identify each individual. The user would need to filter using the below search filter,

Designation Corporation Regional Circle Division Sub Division

o On selecting the corresponding Corporation, the list will be filtered for all officers in that

corporation. o On selecting the corresponding Regional office after selecting the Corporation , the list will then

filter for all officers in that Regional office o On selecting the corresponding Circle after selecting the Corporation and Regional office , the

list will then filter for all officers in that Circle. o On selecting the corresponding Division after selecting the Corporation Regional office and

Circle, the list will then filter for all officers in that Division. o On selecting the corresponding Sub Division after selecting the Corporation Regional office

Circle and Division , the list will then filter for all officers in that Sub Division. Each of the above information will flow from the data stored while creating the user in LDAP. Based on the filtered list the user may choose the relevant officers for the meeting and proceed.

The chairperson of a meeting should be equal or senior in rank to the convener

The screens have been created as a visual representation of the final developed screens to however there could be some minor modifications while development of the screens. However the change will not affect the functional requirement of the screen. The Look and feel will get finalized only after WRD get satisfied with output provided during UAT.

Resolutions of bugs will be made at any point of time as per instructions of WRD even after UAT acceptance.

All columns indicated with * are mandatory columns.

Superintending Engineer is the officer in charge of a circle

Executive Engineer is the officer in charge of a division

Deputy Engineer is officer of in charge of a sub division

Sectional Officer is the officer in charge of a section

2.11.2 Technical assumptions




To sustain performance while loading the screens, wherever data is to be displayed, the page will be paginated to show a maximum of 10 records per page. The remaining records can be seen by navigating to the next page.

The total number of characters that can be entered under the following columns in MOM screen will not exceed 4000 characters.

o Issue o Details of Discussion o Action Taken




2.12. Acronyms

Acronym Description

CA Competent Authority

SE Superintending Engineer

ED Executive Director

CE Chief Engineer

EE Executive Engineer

DE Deputy Engineer

SO Sectional Officer

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