Hardware Management System: Sri Lanka Institute of Information Technology

[1] [2] [3] [4] [5]
Sri Lanka Institute of Information Technology
Hardware Management System

Software Requirement Specification
Information Systems Project 2019
Project ID: ISP_2020_0003
Submitted by:
Registration # Student Name

IT19178578 Senadheera D.H.
IT19151748 Mendis E.S.
IT19183046 K.S.K. Randima
IT19113500 Giles J.D.
Submitted to:
(Supervisor’s signature)
…………………………..
Ms. Buddhima Attanayake
04 – 08 – 2020
Systems Requirements Specification for Hardware management system
Table of Contents
Table of Contents ..................................................................................................................... 2
Revision History ....................................................................................................................... 2
1. Introduction ........................................................................................................................ 3
1.1 Purpose .................................................................................................................................. 3
1.2 Document Conventions .......................................................................................................... 3
1.3 Intended Audience and Reading Suggestions .......................................................................... 3
1.4 Product Scope ........................................................................................................................ 4
1.5 References.............................................................................................................................. 6
2. Overall Description ............................................................................................................. 7
2.1 Product Perspective ................................................................................................................ 7
2.2 Product Functions ................................................................................................................... 8
2.3 User Classes and Characteristics ............................................................................................10
2.4 Operating Environment .........................................................................................................11
2.5 Design and Implementation Constraints .................................................................................11
2.6 Project Documentation ..........................................................................................................11
2.7 User Documentation ..............................................................................................................12
2.8 Assumptions and Dependencies .............................................................................................12
3. External Interface Requirements ..................................................................................... 13
3.1 User Interfaces ......................................................................................................................13
3.2 Hardware Interfaces ..............................................................................................................15
3.3 Software Interfaces ................................................................................................................15
3.4 Communications Interfaces ...................................................................................................15
4. System Features ................................................................................................................ 16
4.1 System Feature 1 ...................................................................................................................16
4.2 System Feature 2 ...................................................................................................................23
5. Other Nonfunctional Requirements ................................................................................. 24
5.1 Performance Requirements ....................................................................................................24
5.3 Security Requirements ...........................................................................................................24
5.4 Software Quality Attributes ...................................................................................................24
6. Other Requirements ......................................................................................................... 26
Appendix A: Glossary ............................................................................................................ 27
Appendix B: Analysis Models ................................................................................................ 28
Appendix C: To Be Determined List ..................................................................................... 29
Revision History
Name Date Reason For Changes Version
2
1. Introduction
1.1 Purpose
The purpose of this system requirements specifications is to provide a complete description

of all the functional and non-functional requirements for the 'Hardware Management
System' for the Rantharu hardware store. It will also explain system constrains, all external
interfaces, and features of the system which satisfy all the requirements of the proposed
system.
This SRS is entirely designed independently, focusing only on the end requirements that the
system must achieve.
1.2 Document Conventions
This document has been used Times new roman font style, text size 12, 1-inch margin and
1.5 line and paragraph spacing. Bold text has used to emphasize the headings and sub-
headings. Italic text has used to label the diagrams.
1.3 Intended Audience and Reading Suggestions
This document is intended to use by the members of the project team, the client (Rantharu
hardware) and project supervisors. They may review the SRS document to understand the
system and its requirements. The SRS has been organized complete and accurately in
order to increase the uniqueness of the document.
- System Features – development team and the system testers should have a good
understand of the features to develop a successfully.
- External Interface Requirements – development team should know the
requirements of hardware and software they need to build and get a better
understanding about the user interfaces (UI) if the system.
- Functional and Non-functional requirements – the development team should
understand all the functional and nonfunction requirements of the system.
3
1.4 Product Scope
This SRS will cover the hardware management system for Rantharu hardware. This title is
basically a formative venture title and in no ways reflects the ultimate attractive title for the
item.
This hardware management system for Rantharu hardware will be developed based on the
four main functions of Rantharu hardware. They are supplier management system,
inventory management system, employee management system and payment management
system. With this hardware management system, it will be easier for the manager, cashier
and storekeeper carry out their work.
Rantharu hardware currently performs all the above main functions manually. Thus, they
are facing problems like miscalculations while calculating salary and bill, frauds and money
laundering caused by unauthorized persons, debts overdue, weekly/monthly budget
planning and difficulty in maintaining inventory.
This hardware management system makes it easy for the client to maintain their suppliers,
inventory, employee details and accounts.
This hardware management system has the following functions:
1. Supplier management system:
Supplier management system can add, update, delete supplier details and calculate
the debts payable to suppliers. This system will also be able to get the notification
of payment of the suppliers and generate reports related to suppliers.
2. Inventory management system:

Functions such as add new items, delete items can be performed through the
inventory management system. In addition, when the quantity of items in the
inventory decreases, information about the products can be obtained through
notification. This allows to purchase items that fall into the inventory and keep all
items in the inventory as always.
4
3. Employee management system:

Employee management system can perform tasks such as add, update, delete
employee details and predict the salary of the employee according to the overtime.
Employee attendance can also be obtained through the employee management
system. If the concerned employee does not come to work for 3 consecutive days,
the notification system will pop up. This system will also generate a report about the
employee.
4. Payment management system:

The payment management system can perform functions such as calculated bill,
cancel the bill, add or delete from the bill and update daily sales. Also, customers
who purchase more than a certain amount, at the time of purchase will be given a
discount based on the manager's wish. The payment management system will also
generate the report.
The extreme objective of this hardware management system is to enable Rantharu
hardware to address the above issues currently facing the manual system and enable
them to carry out their business operations without any hindrance.
5
1.5 References
[1] uml-diagrams, "uml-diagrams.org," 2009. [Online]. Available: https://www.uml-

diagrams.org/uml-24-diagrams.html. [Accessed 20 July 2020].
[2] uml-diagrams, "uml-diagrams.org," 2009. [Online]. Available: https://www.uml-
diagrams.org/use-case-diagrams.html. [Accessed 20 July 2020].
[3] C. D. Viewer, "Creately Diagram," [Online]. Available:
https://creately.com/diagram/example. [Accessed 23 July 2020].
[4] N. Inc., "cs.gmu.edu," 11 November 2007. [Online]. Available:
https://cs.gmu.edu/~dfleck/classes/cs421/spring08/SampleProject/FINAL%20SRS.pdf.
[Accessed 20 July 2020].
[5] R. Bandakkanavar, "krazytech.com," 11 May 2011. [Online]. Available:
https://krazytech.com/projects/sample-software-requirements-specificationsrs-report-airline-
database. [Accessed 21 July 2020].
[6] R. Bandakkanavar, " Krazytech," 3 May 2012. [Online]. Available:
https://krazytech.com/projects/software-requirements-specification-report. [Accessed 01
August 2020].
[7] N. Krüger, "PERFORCE," 23 October 2018. [Online]. Available:
https://www.perforce.com/blog/alm/how-write-software-requirements-specification-srs-
document. [Accessed 01 August 2020].
[8] D. P. Mirenda, "lostclouds," 02 October 2006. [Online]. Available:
https://lostclouds.com/2Communicate/project/SRS.pdf. [Accessed 20 July 2020].
6
2. Overall Description
2.1 Product Perspective
This system will comprise of four parts. They are supplier management system, inventory
management system, employee management system and payment management system. All
these four systems help Rantharu hardware to carry out the functions of suppliers, inventory,
employee and payment without interruption.
An coordinates information base will guarantee the capacity and the recovery of the
supplier, inventory, employee and payment related data information. Manager, cashier and
storekeeper are the only users of this hardware management system. This hardware
management system is designed to avoid the inconveniences encountered by the manual
system currently in effect on Rantharu hardware.
This hardware management system allows the client to save their time, reduce paperwork
and avoid the inconveniences of miscalculations and unauthorized persons.
Figure 1
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2.2 Product Functions
• Login - A registered user (cashier, store manager, storage manager) has to enter his
user name and password to access the system
• Add item to bill - An option to add each item code and quantity to the system, when
customer request to buy items.
• Update and delete item from bill - An option to update and delete items from the bill
• Calculate the bill - An option to calculate the total after adding items to the bill.
• Add discount - An option to add a discount to selected bills. After calculating the bill a
discount button will appear on the screen. Cashier has to click the button in order to add
a discount to the bill. Discount amount will be entered manually by cashier to the system.
• Add, update and delete items to the inventory - An option to add new item details to
the inventory system and to update item details or delete items details when needed.
• Generate a notice to cashier and manager - the system will generate a notice, when
the available items have reached the minimum quantity, to make purchasing orders
• Add, delete and update supplier details - An option to add new suppliers’ details to
the supplier management system, and delete or update existing supplier details.
• Generate a reminder- the suppliers give 14 days to pay for the products that the store
buy. Before the due dates, the system will generate a reminder to the manager, including
all suppliers’ names and the amounts to be paid.
• Add, delete and update employee details - An option to add new employee details to
the customers and manager can update when needed and delete employee details when
employees leave the business.
• Calculate net salary - The system will automatically calculate the salaries in the end of
the day. The net salary will be calculated with the basic salary (differs from employee
categories) and the over-time work pays. (Overtime pays will be calculated based on the
arrival time and off time.)
• Mark attendance of employee - Every working day, cashier will manually enter the
attendance of every employee. The cashier will enter the employee code, name and the
arrival time to the system.
8
• Generate notice about attendance - When an employee is absents for more than 3
days, the system generates a notice about employee details and how many days certain
employee was absent to the manager.
• Generates reports - In the end of the month the system will generate inventory details
report, payment details report, employee details report, salary details report and supplier
payment details report.
Figure 2
9
2.3 User Classes and Characteristics
There are three main users who will access this hardware store management system.
1. Cashier
2. Manager
3. Storekeeper
Users have to login to the system by entering their username and password to access the
system.
Cashier:
• The cashier will come in the morning and will login into the system by entering the
username and the password. After login the cashier will mark the attendance of the
employees who comes to the hardware.
• After customer purchase the products, the cashier enters the purchased items into
the system and the system will generate a bill to the customer.
• The cashier will also offer a discount at the discretion of the manager to customers
who purchase over a specified amount.
• Payment management system will be handled by the cashier.
Manager:
• The Manager will handle the employee management system in the hardware.
• In employee management system, manager can add members, update information,
remove members and calculate salary, according to the employee’s overtime as well.
• A debt of the suppliers will pay through the manager.
• Manager can access all the data in the system and check the reports that are generated
every month by the system.
Storekeeper:
• Inventory management system and supplier management system will be maintained
by the storekeeper.
• The storekeeper can perform functions such as add a product, delete product and
update product in the inventory management system, and add a supplier, delete a
supplier and update supplier in the supplier management system.
10
• When the products in the inventory run out, the storekeeper will contact the suppliers
and order the required supplies from the suppliers.
2.4 Operating Environment
OE - 1 System is dependent on geographical areas

OE - 2 System shall operate in versions of Java virtual machine.
OE – 3 this system will be needed to use Windows 10 Operating System
OE – 4 this system should be use Credit/Debit card punching machine
OE – 5 Users should not be prevented from accessing the system on time
OE – 6 Data is generated by offline forms and stored in the SQL Server management
Studio
OE – 7 Continuous service is preferred but minor service interruptions can be tolerated as
long as there is no data loss.
OE – 8 Personal data will be stored in the database, so the SQL Server management Studio
must be secure.
OE - 9 java NetBeans library will be needed to create the user interface for the system
2.5 Design and Implementation Constraints
CO - 1 All data is stored in the SQL Server Management compartment

CO - 2 The user interface must be compiled using the Java NetBeans library
2.6 Project Documentation
This hardware management system is being developed for Rantharu hardware to solve the
problems they are facing with the existing manual system. This hardware management
system project is scheduled to be completed within 13 weeks. No project documentation
will be handed over to the client when this system is handed over to the client. This is
because this hardware management system is designed to be easy to understand and easy to
handle for the less experienced/ less technical knowledge person.
11
Instead of handing over the project documentation when handing over the system to the
client, a demonstrate will be shown on how the system works. This system will be developed
on NetBeans using Java language and database using MySQL.
2.7 User Documentation
The document will be a user manual.

In this Hardware management system, we will give a user documentation to the client to
have an overview of the system. It will help the user to understand how the system works
and will be a guideline. From the user documentation, the user will not face any difficulties
to handle the system.
Since the system is easily adoptable and user friendly, we will only deliver a document
including,
• The contact details of the project team, such as contact number and email address.
• Easy guide to ‘How to start the system’
• Easy guide to ‘How to run the special features in the system
• Detailed explanation about pop up messages in the system
• Guide of the buttons and activities performed by them
This word document will be printed and will be given as a Hard copy to the user.
2.8 Assumptions and Dependencies
• The users have already registered to the system

• All the discount details will be given (ordered) by the manager
• The maximum number of suppliers will not be more than 250
• The maximum number of employees will not be more than 100
• The maximum quantity of an item will be 2500
12
3. External Interfaces Requirements
3.1 User Interfaces
All the user will be registered to the system. The user should see the login interface when
he opens the application, see figure 2.
Figure 3
Then the user will select the user type and users will be directed to enter the password
interface, see figure 3.
Figure 4
13
Once the user login to the system, the system will display the main functions the users can
perform in the system. (figure4)
Figure 5
The cashier will be able to perform billing, marking staff attendance, and view inventory
tasks, the manager will be able to perform calculate salary, generate reports, and employee
managing tasks and the storage manager will be doing the supplier managing and the
inventory managing tasks using the system (figure 5).
Figure 6
14
3.2 Hardware Interfaces
The business processes are handled by the cashier and the manager in the current manual
system. In the future, the store is planning to hire a storekeeper to manage storage and
supplier details. The system will be installed into two user computers (one computer for
cashier and the manager and the other computer for storekeepers use). A barcode reader is
connected to the cashier's computer. It can be used to read the barcodes of some specific
products in the store. The store will also use a credit and debit card reader machine for the
payment process.
3.3 Software Interfaces
All the four systems in the Rantharu hardware management system, namely supplier
management system, inventory management system, employee management system and
payment management system are integrated into the database. This allows you to get
information about suppliers, details about products in inventory, information about
employee and payment related information as and when required.
This system is designed to pop up certain messages. In case, messages will pop up in the
employee management system about the employee who does not come to work for three
consecutive days and in the inventory management system, about the details of the item
when the quantity of items in the inventory decreases.
This hardware management system will be integrated with the database using the MySQL
server. It is also planned to develop this system in NetBeans version 8.2 IDE using Java
language.
3.4 Communication Interfaces
• The system shall send a notice to the client to inform them regarding time
endorsement or dismissal
• The system shall send an SMS message to confirm registration with the system
• The system sends a notification to notify the invited user of SMS or calendar events.
15
4. System Features
4.1 System Feature 01

Use case diagram [1]
Figure 7
16
Use case name Manage Bills

Preconditions log into the system
Primary actors Cashier
Main Flow Step Action
1 User login to the system
2 System will display the user interface
3 User will select the billing function
4 User search the item
5 System show the item
6 User add items/update items/delete items from the
bill
7 System update the bill
8 user select calculate
9 System calculate the amount and display total
Extensions 6.1 if the selected items are not there to calculate

System will enter a error message
System will ask to enter the selected items to the bill
Use case name Calculate bill

User add items
1 User add item
2 System show the items that added
17
3 User select the calculate function
4 System show the calculated amount
5 system print bill
6 user give the bill to the customer
Extensions 4.1 if the calculated amount is greater than 5,000

User will select the add discount function
System will add discount to the amount
Use case name view Inventory

Preconditions login to the system

1 System show the user interface to the user
2 User select the inventory
3 System show the inventory details
4 User search for items in inventory
5 System show the searched items
6 User view the searched items in the inventory
7 User logout from the system
Extensions 4.1 if user enter a incorrect item code

System will not display item in inventory
System will ask the user to re-enter the item
18
Use case name Mark Attendance

1 System will view the user interface
2 User will select to mark attendance
3 system display the attendance sheet
4 user will enter the name, Id and the arrival time to the system
5 User will mark the employee as present
6 System will update the employee attendance
7 System will display the updated attendance sheet
Extensions 6.1 if the employee does not come for 3 days in a week
system will display a notice about absentees
Use case name Login

Preconditions start the system
Primary actors Cashier, Manager, storage manager
1 System view the login interface
2 User chooses to login
3 User enter the password
4 System confirms the password
19
5 System display the logged in page
Extensions 5.1 If the password is incorrect

• System display a error message
• System ask user to reenter password
Use case name calculate salary

Preconditions Log into the system
Primary actors Manager
Main flow 1. User login to the system
2. System will display the manager interface
3. User select the salary function
4. User search the employee
5. System show the employee
6. User add overtime/update overtime/delete overtime from
the salary
7. System update the salary
8. User select the calculate
9. System calculate the net salary and display net salary
Extensions 6.1 if the selected employee is not there to calculate
System will display an error message
System will ask to reenter the selected employee overtime to the
salary
20
Use case name view notice

Primary actors manager
Main flow 1. System show the user interface to the user
2. User select the notice
3. System show the notice details
4. User search for items or employee in notice
5. System show the search items or employee
6. User view the searched items or employee in the notice
7. User logout from the system
Extensions 4.1 if user enter an incorrect item code or employee code
System will not display item or employee in notice
System will ask the user to reenter the item or employee
Use case name manage employee details

Primary actors Manager
3. User select the employee detail function
4. User search the employee
5. System show the employee
6. User add new employee detail /update employee detail
/delete employee detail from the employee detail
7. System update the employee detail
Extensions 6.1 if the selected employee detail is not there
System will ask to reenter the selected employee detail
21
Use case name manage supplier details

Primary actors storage manager
2. System will display the storage manager interface
3. User select the supplier details function
4. User search the supplier details
5. System show the supplier details
6. User add new supplier details /update suppler details /delete
supplier details from the supplier details
7. System update the supplier details
Extensions 6.1 if the selected supplier details are not there
System will ask to reenter the selected supplier details
Use case name manage inventory details

Primary actors storage manager
3. User select the inventory details function
4. User search the inventory details
5. System show the inventory details
6. User add new inventory details/update inventory details
/delete inventory details from the inventory details.
7. System update the inventory details
Extensions 6.1 if the selected inventory details are not there
System will ask to re-enter the selected inventory details
22
4.2 System Feature 02

Activity diagram [2]
Figure 8
23
5. Other Nonfunctional Requirements
5.1 Performance Requirement
NFR 1 Performance
Definition The system shall support multiple users to access the system.
The system shall run in windows machines only.
Each user inputs shall be responded within 2 seconds.
The system shall be loaded within 15 seconds after starting the application.
Each calculation performed shall be give outputs within 5 seconds.
5.2 Security Requirement
NFR 1 Security
Definition The users can track information through login into the system, as per
client’s requirement i.e. Manager, storekeeper and the cashier.
The system will use computer’s default operating system security.
Only the manager is authorized to track the other employee information,
whereas others are only permitted to complete their relevant task.
5.3 Software Quality Attributes
• Quantitative non-functional requirements:

NFR 1 Availability
Definition The system must be available for users to do their work through the system
without ant interruptions.
NFR 2 Usability
Definition Finding ease of use issues in UI design, making proposals for settling them,
and moving forward UI design
NFR 3 Flexibility
Definition The system must be the degree to which the user may present expansions
or adjustments to the data framework without changing the computer
program itself.
24
NFR 4 Interoperability
Definition The system ought to be able to share data and trade information with other
systems and system must be simple to work on it.
NFR 5 Maintainability
Definition The system should be easy to handle, changed, enhanced, and restructured
over time.
• Verifiable non-functional requirements:
NFR 6 verifiable
Definition The client can understand how the system will work after the demonstration
provided to the client.
25
6. Other Requirements
The users of the system are expected to have essential knowledge of the operation of a
computer and a barcode reader. The administrator (the manager) should have more
knowledge to resolve miniature problems the cashier and storekeeper might face. The user
manual should be sufficient to instruct the user about how to operate the system
26
7. Appendix A: Glossary
SRS Systems Requirements Specifications
User The person who uses the system
Client The person who requested to build the system
Storekeeper \ The person who manage the storage management system and
Storage manager supplier management system
UML Unified Modeling Languages

GUL Graphical User Interface
OS Operating System
UI User Interface
Database Collection of information inputs to the system
Stakeholder Any person with interest in the system
Entity Relationship A graphical representation of the entity relationship
Diagram
Features Set of related functional requirements that helps to implement a
satisfying system
Quality Attributes Non-functional requirements which explains the systems performs

Use cases Describes interactions between the system and user of the system
Use case scenarios Described form of use cases.
27
8. Appendix B: Analysis Models
Entity Relationship Diagram
Figure 9
28
9. Appendix C: To be determined list
• Discount will be given to customers who purchase items above a certain amount when
purchasing customer products on our system. The amount on which the discount will be
paid is yet to be determined.
• The system we are going to develop has a user called storekeeper. Based on the data
obtained from our clients, they are going to appoint a storekeeper character in the future.
29

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[1] [2] [3] [4] [5]

Sri Lanka Institute of Information Technology

Hardware Management System

Project ID: ISP_2020_0003

Registration # Student Name

Ms. Buddhima Attanayake

The purpose of this system requirements specifications is to provide a complete description

1.2 Document Conventions

1.3 Intended Audience and Reading Suggestions

1.4 Product Scope

2. Inventory management system:

3. Employee management system:

4. Payment management system:

[1] uml-diagrams, "uml-diagrams.org," 2009. [Online]. Available: https://www.uml-

2.1 Product Perspective

2.2 Product Functions

2.3 User Classes and Characteristics

2.4 Operating Environment

OE - 1 System is dependent on geographical areas

2.5 Design and Implementation Constraints

CO - 1 All data is stored in the SQL Server Management compartment

2.6 Project Documentation

2.7 User Documentation

The document will be a user manual.

2.8 Assumptions and Dependencies

• The users have already registered to the system

3. External Interfaces Requirements

3.1 User Interfaces

3.2 Hardware Interfaces

3.3 Software Interfaces

3.4 Communication Interfaces

4.1 System Feature 01

Use case name Manage Bills

2 System will display the user interface

3 User will select the billing function

4 User search the item

5 System show the item

6 User add items/update items/delete items from the

7 System update the bill

8 user select calculate

9 System calculate the amount and display total

Extensions 6.1 if the selected items are not there to calculate

Use case name Calculate bill

2 System show the items that added

3 User select the calculate function

4 System show the calculated amount

5 system print bill

6 user give the bill to the customer

Extensions 4.1 if the calculated amount is greater than 5,000

System will add discount to the amount

Use case name view Inventory

Primary actors Cashier

2 User select the inventory

3 System show the inventory details

4 User search for items in inventory

5 System show the searched items

6 User view the searched items in the inventory

7 User logout from the system

Extensions 4.1 if user enter a incorrect item code