REQUIREMENT SPECIFICATIONS DOCUMENTS This requirement specification document describes the functions and requirements specified for the

Stock Management System. It also describes the non-functional requirement as well. This system is needed to ensure that items are properly managed at the SSNIT Central Stores.

Actors Actors are the entities that interact with the stock management system. These actors may be system users or other systems that interact with the system being developed. The identified actors in this project are the;

1. Branch Manager or Head of Department 2. Central Stores Manager 3. Audit Assistant 4. General Services Manager 5. Procurement Officer 6. Supplier 7. System Administrator

FUNCTIONS CARRIED OUT BY THE ACTORS. Branch Manager/Head of Department Verifies stock level of items at the branch. Order for items and requests reserve of stock items from the Central Stores. Receives stock items from the Central Stores. Keep record of the stock transactions relating to the branch office or Department.

Central Stores Manager Receives stock items from suppliers Returns rejected stock items to suppliers Issues items to branch/departments Registers suppliers, stock items and users Generates reports Monitors stock level of the items

Procurement Officer call tenders from suppliers Records tender evaluation details Sends purchase order for purchasing material Keeps records of supplier details Evaluates tenders and approves items receipts

Audit Assistant Inspects items that are delivered by the supplier Checks quality of items and make stock reports

General Services Manager Prepares stock budget for the organisation Checks branch request and supplies

Supplier Supplier bid for expression of interest in the papers Supplier transports items to the SSNIT Central stores

System

Log in Register Stock Item <<include>> Get Stock Status All Actors

<<include>> Generate Stock Report

<<extend>> Issue Stock Item Update Stock Item Central Store Manager <<extend>> Process Incoming Order <<include>> Recieve Stock Item <<extend>> <<include>>

Order Stock Items

Branch Manager Acknowledge Reciept

<<include>>

Send Purchase Order

Procurement Officer <<include>> Evaluate Tender

Submit Tender

Suppliers

Request Registration General Service Manager Get Stock Summary <<include>>

Generate Stock Report Generate Stock Budget <<include>>

Register Supplier

Inspect Stock Items

Audit Assistant

System Administrator

Register User

<<include>>

Recieve Stock Item

Manage Database

Fig 1.1

USE CASE SCENARIO

Use Case: Login Description: This use case describes the login process of all the actors who will interact with the SSNIT Stock Management System. Actor: Branch Manager/Head of Department, Central Stores Manager, Procurement Officer, Audit Assistant, General Service Manager, Supplier and System Administrator.

System

Login All Actors

Basic Flow: This use case begins when the user wishes to log into the system. The user clicks the shortcut icon for the SMS application. A login form appears on the screen. The user enters username and password into the appropriate form and clicks on the login button. The system validates the username and password and logs in the SMS. Use case ends. Alternative Flow: If the user enters an invalid username or password, the system returns an error message on the screen .The user is not a valid user or the username or the password is mistyped. The system allows the user to enter the username and password again. The system closes after a third attempt at logging in to the SMS System. Pre-Condition: The user is not logged on to the system. Post Conditions: If the use case is successful, the user is logged into the system, and the SMS Application menu is displayed.

Use Case: Update Stock Item Actor: Central Stores Manager, Branch Manager, Supplier Description: This use case describes the update of stock items received from supplier to the central stores by the Central store manager.

System

Issue Stock Item <<include>>

Central Stores Manager

Recieve Stock Item

Update Stock Item <<include>> <<extend>> Supplier

Order Stock item <<include>>

Get Stock Report

Branch Manager

Supply Stock Item

Basic Flow: This use case begins when the Central Stores Manager selects the required menu for updating the stock item received from the supplier. The Central Stores Manager captures the details of the stock item received from the supplier. The Central Stores Manager enters the details including the supplier name, category of the item, quantity received, etc. The Central Stores Manager then clicks on the Update Stock button and the stock is updated. Central Store Manager then closes the form and the system is updated. Use case ends. Alternative Flow: The Central Stores Manager is unable to complete the data entry of stock item details then presses the enter key. The system returns an error and alerts the Central Stores Manager to enter the mandatory fields of the relevant input form from the menu and corrects or enters the required missing information of the item received.

Pre-Condition: The Stock item has been inspected and the quality confirmed by the Audit Assistant. Post Condition: The stock item(s) received from the supplier is updated on the system.