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SOFTWARE REQUIREMENT SPECIFICATION OF CUSTOMER QUERY MANAGEMENT SYSTEM PROJECT

INTRODUCTION

Purpose: The main purpose for preparing this document is to give a general insight into the analysis and requirements of the existing customer query management system or situation and for determining the operating characteristics of the system.

Scope of customer query management: This Document plays a vital role in the development life cycle (SDLC) and it describes the complete requirement of the customer query management system. It is meant for use by the developers and will be the basic during testing phase. Any changes made to the requirements in the future will have to go through formal change approval process.

DEVELOPERS RESPONSIBILITIES OVERVIEW:

The developer is responsible for:

· Developing the system, which meets the SRS and solving all the requirements of the customer query management system?

· Demonstrating the system and installing the query system at client's location after the acceptance testing is successful.

· Submitting the required user manual describing the customer query system interfaces to work on it and also the documents of the system.

· Conducting any user training that might be needed for using the management system.

· Maintaining the system for a period of one year after installation.

4.1. FUNCTIONAL REQUIREMENTS OF CUSTOMER QUERY MANAGEMENT SYSTEM:

OUTPUT DESIGN

Outputs from customer query management systems are required primarily to communicate the results of processing to users. They are also used to provides a permanent copy of the results for later consultation. The various types of outputs in general are:

· External query management systems Outputs, whose destination is outside the organization.

· Internal query management Outputs whose destination is with in organization and they are the

· User’s main interface with the computer.

· Operational outputs whose use is purely with in the computer department.

· Interface outputs, which involve the user in communicating directly with

OUTPUT DEFINITION

The outputs should be defined in terms of the following points:

§ Type of the output

§ Content of the output

§ Format of the output

§ Location of the output

§ Frequency of the output

§ Volume of the output

§ Sequence of the output

It is not always desirable to print or display data as it is held on a computer. It should be decided as which form of the output is the most suitable.

For Example

§ Will decimal points need to be inserted

§ Should leading zeros be suppressed.

Output Media:

In the next stage it is to be decided that which medium is the most appropriate for the output. The main considerations when deciding about the output media are:

• The suitability for the device to the particular application.

• The need for a hard copy.

• The response time required.

• The location of the users

• The software and hardware available.

Keeping in view the above description the project is to have outputs mainly coming under the category of internal outputs. The main outputs desired according to the requirement specification are:

The outputs were needed to be generated as a hot copy and as well as queries to be viewed on the screen. Keeping in view these outputs, the format for the output is taken from the outputs, which are currently being obtained after manual processing. The standard printer is to be used as output media for hard copies.

INPUT DESIGN

Input design is a part of overall system design. The main objective during the input design is as given below:

· To produce a cost-effective method of input.

· To achive the highest possible level of accuracy.

· To ensure that the input is acceptable and understood by the user.

INPUT STAGES:

The main input stages can be listed as below:

· Data recording

· Data transcription

· Data conversion

· Data verification

· Data control

· Data transmission

· Data validation

· Data correction

INPUT TYPES:

It is necessary to determine the various types of inputs. Inputs can be categorized as follows:

· External inputs, which are prime inputs for the customer query management system.

· Internal inputs, which are user communications with the system.

· Operational, which are computer department’s communications to the customer query management system?

· Interactive, which are inputs entered during a dialogue.

INPUT MEDIA:

At this stage choice has to be made about the input media. To conclude about the input media consideration has to be given to;

· Type of input

· Flexibility of format

· Speed

· Accuracy

· Verification methods

· Rejection rates

· Ease of correction

· Storage and handling requirements

· Security

· Easy to use

· Portability

Keeping in view the above description of the input types and input media, it can be said that most of the inputs are of the form of internal and interactive. As

Input data is to be the directly keyed in by the user, the keyboard can be considered to be the most suitable input device.

ERROR AVOIDANCE IN CUSTOMER QUERY MANAGEMENT

At this stage care is to be taken to ensure that input data remains accurate form the stage at which it is recorded upto the stage in which the data is accepted by the system. This can be achieved only by means of careful control each time the data is handled.

ERROR DETECTION

Even though every effort is make to avoid the occurrence of errors, still a small proportion of errors is always likely to occur, these types of errors can be discovered by using validations to check the input data.

DATA VALIDATION OF CUSTOMER QUERY MANAGEMENT SYSTEM

Procedures are designed to detect errors in data at a lower level of detail. Data validations have been included in the system in almost every area where there is a possibility for the user to commit errors. The customer inquiry management system project

The system is designed to be a user friendly one. In other words the system has been designed to communicate effectively with the user. The system has been designed with pop up menus.

USER INTERFACE DESIGN

It is essential to consult the system users and discuss their needs while designing the user interface:

USER INTERFACE SYSTEMS CAN BE BROADLY CLASIFIED AS:

1. User initiated interface the user is in charge, controlling the progress of the user/computer dialogue. In the computer-initiated interface, the computer selects the next stage in the interaction.

2. Computer initiated interfaces

In the computer initiated interfaces the computer guides the progress of the user/computer dialogue. Information is displayed and the user response of the computer takes action or displays further information.

USER_INITIATED INTERGFACES

User initiated interfaces fall into tow approximate classes:

1. Command driven interfaces: In this type of interface the user inputs commands or queries which are interpreted by the computer.

2. Forms oriented interface: The user calls up an image of the form to his/her screen and fills in the form. The forms oriented interface is chosen because it is the best choice.

COMPUTER-INITIATED INTERFACES

The following computer – initiated interfaces were used:

1. The menu Customer query management system for the user is presented with a list of alternatives and the user chooses one; of alternatives.

2. Questions – answer type dialog system where the computer asks question and takes action based on the basis of the users reply.

Right from the start the Customer query management system is going to be menu driven, the opening menu displays the available options. Choosing one option gives another popup menu with more options. In this way every option leads the users to data entry form where the user can key in the data.

ERROR MESSAGE DESIGN:

The design of error messages is an important part of the user interface design. As user is bound to commit some errors or other while designing a Customer query management system the system should be designed to be helpful by providing the user with information regarding the error he/she has committed.

This application must be able to produce output at different modules for different inputs.

4.2. PERFORMANCE REQUIREMENTS FOR CUSTOMER QUERY MANAGEMENT SYSTEM

Performance is measured in terms of the output provided by the application.

Requirement specification plays an important part in the analysis of a Customer query management system . Only when the requirement specifications are properly given, it is possible to design a system, which will fit into required environment. It rests largely in the part of the users of the existing system to give the requirement specifications because they are the people who finally use the system. This is because the requirements have to be known during the initial stages so that the system can be designed according to those requirements. It is very difficult to change the system once it has been designed and on the other hand designing a system, which does not cater to the requirements of the user, is of no use.

customer query management system project

The requirement specification for any system can be broadly stated as given below:

· The customer query management system project should be able to interface with the existing system

· The system should be accurate

· The customer query management system project should be better than the existing system

The existing system is completely dependent on the user to perform all the duties.

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