OPP Site & InfoPath Requirements Document

Transcription

1 OPP Site & InfoPath Requirements Document Date: 2/26/2009 Contact: Rozanne Gallegos Department: Training & Documentation Location: Click here to enter text. Telephone: Document Revision History: Date Revision Revised By By Click here to enter a date. Click here to enter a date. Click here to enter a date. Page 1 of 14 2/20/2018

2 Table of Contents 1. Introduction Document Objective Scope of Challenge and Need Solution Concept Project Overview Section Objective Target Users and Audience Description Environment Section Objective General Constraints Assumptions and Dependencies Risks 4 4. Product Requirements Section Objective SharePoint Site Functional Requirements SharePoint Site Mockup InfoPath Form Functional Requirements InfoPath Form Mockup Support and Training Requirements Miscellaneous Product Requirements Supporting Data Section Objective Research Information Product Diagram / Architecture. 11 Page 2 of 14 2/20/2018

3 1. Introduction 1.1 Document Objective This Product Requirements Document (PRD) provides a requirements definition of the method and tools that have been identified to be used for the Operations Policies and Procedures (OPP) project. 1.2 Scope of Challenge and Need The gathering, establishment and consolidation of departmental policies and procedures, is a major undertaking by the Training and Documentation department. Given the available bandwidth of the department, this project presents some challenges in collecting and managing the required information in a consistent and uniform manner. 1.3 Solution Concept A manageable and scalable process that allows for an easy and consistent method of information gathering, which also has the ability to expedite the information gathering process by allowing multiple subject matter experts(smes) to concurrently contribute data and procedural information. 2. Project Overview 2.1 Section Objective This section provides macro information about how this solution will be delivered and used by Customer Experience and Operations department. 2.2 Target Users and Audience Description The solution is intended to be made available to everyone from the Customer Experience and Operations Support Group via the already established SharePoint OPP site. Users of the solution are identified as individuals who will contribute, edit and approve documentation. The audience will include anyone who navigates to the OPP site but does not contribute, edit or approve documentation. See chart below. Identified Group Description Access Users SMEs Read & Write Access Department Heads and Managers Training Dept. Audience Agents Read Only Leads Supervisors Others Page 3 of 14 2/20/2018

4 3. Environment 3.1 Section Objective This section provides macro information on the constraints and assumptions that guide and limit the product s scope, functionality, and impact on its future design. 3.2 General Constraints The tools identified to meet the product concept needs are as follows: o MS Office InfoPath 2007 as the main tool used for standardizing and gathering of information. o MS Windows SharePoint Services as the repository for information gathered via InfoPath forms. OPP SITE already created for this purpose. o The end product should have the capability of importing and exporting information via various methods to include: SharePoint Document Library Web Service submission Standard Printing functionality. Future considerations may include SQL Server, XSD, XML and Data connection library (DCL) 3.3 Assumptions and Dependencies 1. InfoPath Data Gathering forms (Templates) will be housed in OPP SharePoint site. 2. Captured InfoPath Data will also be housed in OPP SharePoint site. 3.4 Risks The Change Control process must be followed in order to ensure accurate and up to date information. Page 4 of 14 2/20/2018

5 4. Product Requirements 4.1 Section Objective This section describes the functional and feature requirements. 4.2 SharePoint Site Functional Requirements Requirement Description 1.0 Announcements The landing page should first display an announcements web part where stakeholders and or management can communicate relevant information and updates regarding policies and procedures. 2.0 Folders (Document Libraries) Each Department will have its own unique folder which will store the policies and procedures for their respective departments Each folder should allow for future addition of InfoPath Templates, allowing users to choose from more than one template. 3.0 Navigation Menu Should be located on the left hand side of the OPP site and all sub pages. This navigation menu should link to the individual Folders mentioned above. 4.0 Search Function Web part located in the navigation menu that allows for search capability of OPP site only. 5.0 Functionality Based on User Permission The OPP Site should have the capability to assign permission based roles to different users. The roles should include the following: Complete Site Control Access Read and Contribute Access Read Only Access 6.0 Site Access Site should be open and accessible to all Operations Support & Customer Experience employees without the need to request access. 7.0 Document Library Layout The document library should have the ability to display documents in two different ways (views). Standard View should allow users to view documents that have been approved for use. Contributor View should display all documents regardless of current status. Page 5 of 14 2/20/2018

6 Site Mockup Sections to be added. Search this site: Page 6 of 14 2/20/2018

7 Document Library Layout Mockup (Standard View) Form Title should be driven by data entered into InfoPath form. General Audience (Read Only) layout or view, should only display documents that have been approved. Status Search this site: Page 7 of 14 2/20/2018

8 Document Library Layout Mockup (Contributor View) Operations Policy and Procedure Form Title should be driven by data entered into InfoPath form. Contributor View (Read Write access), should display all documents regardless of status. Status Draft Search this site: Submitted for approval Draft Draft Submitted for approval Page 8 of 14 2/20/2018

9 4.3 InfoPath Form Functional Requirements Requirement 7.0 Document Numbering & Versioning Description The form should include automated document numbering and versioning. Currently this is a manual process. Document Numbering convention should follow this format, See description below: 1.0 = Department 1.02 = Policy number (group) = Document number within the above policy group. Automatic document versioning should allow for minor document revisions and major document changes i.e., a change in direction. An example would be v.1.1. See convention below: v = version label v.1 = Policy establishment/change (major change) v.1.1 = update, correction, adjustment (minor change). Whether this requirement is possible or not, the form should not allow for these conventions to be repeated once they have been used. 8.0 Department Form to include a drop-down field with a list of preset Entry options 9.0 Title Field Free Form single line title field Purpose Field Rich Text Box Procedure Field To be created within an Optional Section o Within a Repeating Section, A Drop down menu with 2.1 through 2.10 numbering convention o On the same line as above, rich Text box to allow for Procedure entry Within Optional Section Repeat above steps for sub procedures with.1 through.10 numbering convention Related Support & Documentation In an Optional Section, form should include rich text line for Item description. In an Optional Section, the form should include a repeating file attachment button. In an Optional Section, form should include rich text box to allow for the entry of text and links Online Resources 14.0 Approval Functions The form should allow the user to submit to Department head or manager for review. Page 9 of 14 2/20/2018

10 Upon review, the form should allow for Training and Documentation department sign off. A selectable Status field should be included in form to let readers know if the form is in the following statuses: o Draft o Pending Approval o 15.0 Form Availability Form status should determine form availability. Users with read and write access should be able to view the form at any time General audience (read only), should only be able to view forms once they have been approved by the Training and Documentation Department. The end result should have the capability of importing and exporting information via various methods to include: SharePoint Document Library Web Service submission Standard Printing functionality. Future considerations may include SQL Server, XSD, XML and Data connection library (DCL). Page 10 of 14 2/20/2018

11 4.4 Form Mockup Page 11 of 14 2/20/2018

12 4.5 Support and Training Requirements Identified Group Description Training Requirements Users SMEs Department Heads and Managers Training Dept. Audience Agents Leads Supervisors Others Some training may be required especially if the automation of form versioning and numbering is not possible. Minimal to no training required. Functionality and readability of forms is very similar to current use of SharePoint and other MS Office products. 4.6 Miscellaneous Product Requirements The end result should have the capability of importing and exporting information via various methods to include: SharePoint Document Library Web Service submission Standard Printing functionality. Future considerations may include SQL Server, XSD, XML and Data connection library (DCL) 5. Supporting Data 5.1 Section Objective The section provides data in support of claims, assertions, assumptions, and statements made throughout this document. 5.2 Research Information SharePoint research obtained from MS Windows SharePoint Services Step by Step, Microsoft Press InfoPath 2007 research obtained from Pro InfoPath 2007, Janus 5.3 Change Control Process (CCP) Page 11 & 12 illustrates CCP for new and existing OPPs. Page 12 of 14 2/20/2018

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