Sample Technical Requirement Document (TRD)

SOFTWARE QUALITY ASSURANCE & TESTING

TAKE HOME – MID TERM II

Table of Contents

Document Reviews 3Document Approval 3Business Requirements Overview 3Scope Statement 4Glossary of Terms 4Stakeholders 4Stakeholder Requirements 5

1. Usability..............................................................................................................................52. User Authentication and Permission..................................................................................53. System Availability...........................................................................................................54. General System Operation.............................................................................................55. Data Entry.........................................................................................................................66. Check Printing..................................................................................................................67. Reports..............................................................................................................................78. Technical Requirements.................................................................................................89. Data Entry screens..........................................................................................................910. Data Element Definition...............................................................................................1411. Stakeholder Acceptance...........................................................................................15

Software Quality Assurance & TestingTake Home Mid Term II

2

Document ReviewsDate Persons Version Comments

04/25/05 Philippe0 Draft Document based on the discussions with the

users

04/25/05 Paul1 Changed the numbering format for all the

requirement items04/26/05 Vikas 2 Added High Level Requirement table04/26/05 Bob 3 Added Prepared By, Check Number under item 5.1

04/26/05 Ed4 Added Expense Account Number, Payees’ Zip code

under 8.3.2.04/26/05 Ken 5 Modified Reports under 9.1 & 9.204/27/05 Steve 6 Added Table of Contents and Glossary04/27/05 Rak 11 Revised according to class lecture notes04/27/05 Jeannie 12 Formatting corrections04/27/05 Carol 13 Revised sections 1, 2, 3, 5 & 6 + formatting04/29/05 Kathy 15/16 Applied updates after conference call4/29/05 Rose 17 Text minor change; hyperlinks are added

Document ApprovalDate Persons Version Comments04/26/05 John 5 Add Table of Contents and Glossary04/27/05 John 6

Business Requirements Overview Req # Requirements Priority1.0 Usability P02.0 User Authentication and Permissions P04.0 General System Operation P05.1 Data Entry – Payment Information P05.2 Data Entry – Check Greeting Message P1

6.0 Check Printing P07.1 Daily Check Report P07.2 Weekly Check Report P07.3 Check Detail Review P03.0, 8.0 System Availability, Technical Requirements P0

P0: Features required for User Acceptance Testing (UAT).P1: Features that must be implemented for sign off but not required in order to start

UAT.


3

Scope Statement

The new Accounts Payable System (APS) shall be an interactive online check printing system that will support both U.S. and foreign payees. The system shall provide daily and weekly reports and interface with the General Ledger application.

Glossary of TermsThis section defines words and expressions used throughout this document.

Word/Expression MeaningAP Accounts PayableAPS Accounts Payable SystemDollar Box This is the place on the check where the amount of the check is

printed in numeric format, e.g. $500.00.Foreign country Country other than USAGL General LedgerIT Information TechnologyPostal Code ZIP and Postal code are synonymous

StakeholdersThe Stakeholder for the Check Printing system are the Finance and Information Technology Departments. In particular, the individual stakeholders who participated in the requirements gathering are:

The Accounts Payable Clerks The AP Supervisor The AP Chief Supervisor The AP Accountant The General Ledger Accountant The Controller The IT Finance Tech. Lead

Those individuals participating in the requirements gathering will also participate in the Acceptance Testing. The managers of Finance and IT will sign-off on the requirements and the final implementation.


4

Stakeholder Requirements

1. Usability1.1. System shall be web based.1.2. System shall be available only to the company’s intranet users.

2. User Authentication and Permission2.1. All users shall be required to login with a user name/password.2.2. Each user shall be associated with one Job Function (Role). 2.3. The Job Function Roles shall be defined as follows:

Role Checks Greetings Print ReportsEnter View Chg Print Enter Change

Clerk Yes Yes Yes YesSupervisor Yes YesChief Supervisor Yes YesAccountant Yes Yes

3. System Availability3.1. A work day shall be between the hours of 8am through 5pm PDT/PST, inclusive.3.2. System availability shall be [M:99.5%, D:99.9%, B:100%] of the work day.3.3. System shall be available Monday through Friday for check printing.3.4. System shall be unavailable Saturday and Sunday for maintenance.3.5. System calendar week shall start on Saturday at 00:01 AM and end on Friday at

12:00PM.

4. General System Operation4.1. Clerks shall enter payment information into the system via the Data Entry screen.4.2. Clerks shall enter greeting messages via the Check Greeting Message screen.4.3. Once a clerk has entered payment information into the system, a clerk shall only be able

to view such information and shall not be allowed to modify it.4.4. Supervisors shall be allowed to review every check detail.4.5. Supervisors shall be allowed to edit unprinted checks and make corrections to all the

fields as necessary.4.6. At the end of the day, the Chief Supervisor shall print all the checks entered into the

system.4.7. Accountants shall be able to view checks but not modify them. Accountants shall also be

allowed to generate daily and weekly reports.


5

5. Data Entry5.1. Payment Information

The payee data entry screen will prompt the user to enter the following information [Ref: 9.1]: Expense Account Number (required field) Name (required field) Address (required field) City (required field) State or Province (required field) Country (optional, default = ‘USA’) ZIP (required field, Postal Code for countries other than USA) Check Amount (required field)5.1.1. The clerk’s user id shall be captured at time of data entry and stored with the check

information.5.1.2. Expense Account number shall be the key data element used to interface with the

G/L System5.1.3. The Check Number shall be a unique number, sequentially generated by the AP

system at time of entry and stored with the check information.5.1.4. The system date shall be captured at time of entry and used as the check date.5.1.5. There shall be no restriction on the number of checks issued to any given payee.

5.2. Check Greeting Message 5.2.1. The greeting data entry screen will prompt the following information:

Greeting message, e.g. *** Happy Holidays *** (required field) Effective Date (required field) End Date (required field)

5.2.2. The greeting message shall be applied system wide to all printed checks.5.2.3. The greeting message shall print only during the effective and end date range.

6. Check Printing 6.1. The check printing menu option shall print all the checks entered for the work day.6.2. A standard check format shall be printed – cross reference section 9.36.3. Checks with face value of less than or equal $1,000 shall print one signature line. [Ref:

9.3.1]6.4. Checks with a face value of more than $1,000 shall print two signatures lines.6.5. Checks printed for U.S. based payees shall not print country information.6.6. Checks printed for payees outside of the U.S. shall print the country information [Ref:

9.3.3].6.7. All checks shall display the amount in U.S. dollars.6.8. All checks shall display a dollar sign ($) in front of the check amount value.6.9. All checks shall display a greeting message, when a message has been entered and the

print date falls within the effective start and end dates.6.10. The greeting message shall be centered at the top of the check.


6

7. Reports7.1. Daily report

7.1.1 The system shall provide a menu option for generating a daily report.7.1.2 The daily report shall display a list of all the checks printed for that day.

7.1.2.1 The daily report listing shall display a row for each check issued.7.1.2.2 Each row in the daily report listing shall contain the check number, payee and

check amount.7.1.2.3 The daily report shall be sorted by check number.

7.1.3 The daily report shall display the current day’s date.7.1.4 The daily report shall display the total amount paid.7.1.5 The daily report shall display the total number of checks issued.

7.2. Weekly Report 7.2.1 The system shall provide a menu option for generating a weekly report.7.2.2 The weekly report shall display the beginning and end dates of the report.

7.2.2.1 The report start date shall be the first day of the calendar week as defined in section 3.4.

7.2.2.2 The report end date shall be the last day of the calendar week as defined in section 3.4.

7.2.3 The weekly report shall display the total amount of the checks issued during the calendar week specified in the report.

7.3. Check Review 7.3.1. The system shall provide a menu option to review a check selected by the user.7.3.2. The check review option shall display a listing of all checks for the current day.7.3.3. The check review listing shall display a row for each check7.3.4. The check review listing shall display a header, including date, check number,

payee and amount.7.3.5. The items in the check review listing shall have the ability to be selected for review.7.3.6. The check preview option shall display a preview of the printed check

7.3.6.1. The check preview display shall provide a mechanism to edit the check details for users with edit capabilities (see 2.2).

7.3.6.2. For checks that have already been issued, the ability to edit check details should not be available

7.3.7. The check review option shall have controls, allowing the user to navigate between checks.

7.3.7.1. The check review control shall include an option to navigate to a specific check number.

7.3.7.2. The check review control shall include an option to page to the next 10 checks.7.3.7.3. The check review control shall include an option to page to the previous 10 checks.


7

8. Technical Requirements8.1. System Performance

8.1.1. The System shall print [M:8,700, D:10,000, B:15,000] checks per day8.1.2. The System shall support [M:100, D:150, B:200] simultaneous users

8.2. Hardware Requirements8.2.1. The Accounts Payable System will run on the company’s AS400 platform

8.3. Software Requirements8.3.1. The system shall be compatible with the company Browser standard.

8.4. Interface Requirements8.4.1. The AP System shall interface with the General Ledger Application, which runs on

the VAX system.8.4.1.1. The following data shall be moved from the AP to the GL Application daily.

Expense Account Number Check Number Check Date Payee’s Name Payee’s Address Payee’s City Payee’s State Payee’s Country Payee’s Zip code Check Amount Check Prepared By


8

9. Data Entry screens9.1. Payment Information data entry screen

** Payment Information Data Entry **

Date: 04/30/2005 (system captured date)

Name: _____________________________Address: _____________________________City: _________________State: _________________ ZIP: __________Country: _________________ (blank = USA)

Expense Account Number ___________Amount: $___.__

9.2. Greeting Message data entry screen

** Greeting Message Data Entry **

Message: _________________________________________Effective Date: MM/DD/YYYYEnd Date: MM/DD/YYYY

9.3. Check Printing9.3.1. Country is U.S, Amount is $1,000 or less

ABC Company Check Nbr ***ABC AddressABC City, State ZipABC Phone Date: mm/dd/yyyy

Pay to the Order of ___John Smith___________________________ $1,000.00

One Thousand and 0 cent_____________________________Dollars Name Address City, State ZIP ________________________


9

9.3.2. Country is U.S, Amount is greater than $1,000



One Thousand and 1 cent_____________________________Dollars

Two signatures required for issuance Name ________________________ Address City, State ZIP ________________________

9.3.3. Country is not US, Amount is $1,000 or less



One Thousand and 0 cent_____________________________Dollars Name Address City, State ZIP ________________________ Country


10

9.3.4. Country is not US, Amount is greater than $1,000



One Thousand and 1 cent_____________________________Dollars

Two signatures required for issuance Name ________________________ Address City, State ZIP ________________________ Country

9.3.5. Check with Greeting Message

**** Happy Holidays ****ABC Company Check Nbr ***ABC AddressABC City, State ZipABC Phone Date: mm/dd/yyyy


One Thousand and 0 cent_____________________________Dollars Name Address City, State ZIP ________________________

Note: Greeting messages shall be displayed at the center top of the face of the check irrespective of the amount or country of the payee.


11

9.4. Reports9.4.1. Daily Report

Daily Report - 04/25/2005

Check Number

Payee Amount

1057 Tom Dewey $432.391058 Christine Kam-Lynch $5,411.851059 Laura Quiroga $1,844.091060 Gil Doron $735.261061 Ganesh Thulasiraman $11,246.101062 Ramesh Damisetty $321.471063 Philippe Fossier $876.001064 Lena Bedenok $3,221.87

Total $24,089.03Total Checks Printed: 8

9.4.2. Weekly Report

Weekly Report - 04/19/2005 through 04/25/2005

Weekly Total $75,321.46


12

9.4.3. Check Review Listing

Check Review

DateCheck

NumberPayee Amount

4/27/2005 2223 Tom Dewey $4,326.004/27/2005 2224 Christine Kam-Lynch $3,290.454/28/2005 2225 Laura Quiroga $135.18

5/3/2005 2226 Gil Doron $6,721.555/3/2005 2227 Ganesh Thulasiraman $1,421.845/4/2005 2228 Ramesh Damisetty $578.925/4/2005 2229 Philippe Fossier $72.905/5/2005 2230 Lena Bedenok $437.685/6/2005 2231 Tom Jones $724.16 5/6/2005 2232 Jane Doe $12.47

Check

Number <Previous 10 Next 10>

9.4.4. Check Preview

Check PreviewBack Edit

**** Happy Holidays****ABC Company Check Nbr ***ABC AddressABC City, State ZipABC Phone Date: mm/dd/yyyy

Pay to theOrder of ___John Smith___________________________ $1,000.00

One Thousand and 0 cent__ ___________________________Dollars

NameAddressCity, State ZIP ________________________


13

10. Data Element DefinitionThis section contains the definitions for all the data elements that are collected and generated by Account Payable System. This section uses the following company standards for editing:

Free Form – there is no structure Alphabetic – Letters A to Z, inclusive and a space Alphanumeric – Letters A to Z, inclusive, numbers 0 to 9 inclusive and a space Numeric – Numbers 0 to 9 inclusive with comma punctuation

Element Definition Size EditingName Payee’s Name 40 Free form –

Alphabetic Address Payee’s address 50 Free form –

no editingCity Payee’s City 25 Free form –

no editingState Payee’s State 2 Post office

state code table

Zip Payee’s Postal code 10 USA format as 5 numeric dash and 4 numeric; otherwise free form

Country Payee’s Country 20 Country code table

Check Date Date check is printed 10 Input and output formats are mm/dd/yyyy.

Check Number Check Number is system generated from a 10,000 when system is started

8 Numeric

Expense Account Number A number cross-referencing the expense to a Purchase Order or a Project

10 Alphanumeric


14

11. Stakeholder Acceptance11.1. Reviewers

Business Unit Reviewer Name DateFinance – Accounts PayableFinance – General LedgerInformation Technology

11.2. Approvers

Business Unit Reviewer Name DateChief Financial OfficerFinance – Accounts Payable


15

Education

Sample Technical Requirement Document (TRD)