[Name of your Institution]
The functional requirements for software to manage a department are;
- It should allow head of departments to create accounts for employees within the department
- It should allow the head of department to view employee information
- It should allow head of departments to send messages to all department members
- It should allow head of department to view employees attendance on that department
- It should allow the head of departments to assign incentives for employees who are performing well
- It should allow the head of department to view, assign and manage department ‘s resources.
- It should allow employees to update their information in their accounts
- It should allow employee to view assigned resources and incentives
- It should allow employees to view messages, news and notifications from head of department
The non-functional requirements of the system are;
- It should implement information security such as information confidentiality, integrity and availability by allowing only legitimate staffs to access their accounts using the correct username and passwords.
- It should be able to easily backup information stored in it so as to restore the system back to its previous state in case a natural disaster hits the areas on which the system is hosted or installed.
- It should have high performance in such that various heads of departments can access the system and generate accurate and reliable reports without any errors.
- In availability nonfunctional requirements, the system should have low mean time before failure where it should be online in more than 99.99% of its time so to be available to its users (Dennis, Wixom & Roth, 2009.).
The proposed department management system will be an online based system where head of departments will manage employees and resources within the department. On employees the head of department should be able to view employee attendance information, and give employees incentives bonus after they have evaluated the employees performance. On managing the department’s resources, the proposed system should allow the head of departments to view the departments’ resources, assign the resources to the employees within the department, and record the resources returned back to him or her if the resources are to be returned.
The proposed system will be a two tier architecture where it will have the database and the end user or the client interface where the user will be interacting with the system and accessing the database. On the first tier which is the database tier, it’s the end in which all the information within the system will be stored starting with the users credential’s to any other information that users will save in the system. This tier will be stored or save on the company’s main server or on any other hosting service provider’s servers as it will be accessed by the system users on the remotely or through the network on the second tier. The second tier will be the client tier where all users of the system will be interacting with the system and the database. This tier will be accessed via the users’ browsers on their end user devices such as laptops and desktops as theinterface will be made as a web base system so as it can be accessed remotely and concurrently by various users in the department regardless their location.
For the proposed system to be used by all users within the department regardless their level or experience on information systems, the user interfaces or the point of interaction will be developed with usability considerations which will be start by determining how the users will interact with the system.The interface of the proposed system will be made to have graphical user interface and menu driven interfaces. For the graphical user interfaces the interaction between the user and the proposed system will be facilitated by graphics which will be command driven. Such as buttons, drop down menus and other graphics. For menu driven interfaces the proposed system the interaction between the system and the users will be made by menus which will be made to be straight forward in a way that they any user regardless the level of knowledge in information system will be able to navigate through. The system interfaces will be developed with consideration of usability where which will allow users to easily navigate through the system and complete their business processes without experiencing much difficulty. Some of the usability requirements that the proposed system will have are;
- The user interface such as color, font, and capitalization on every page should be consistent to help users to easily learn and use the system.
- The user interfaces should be developed to offer informatory feedback to every user’s action such as clicking a done or cancel button so as the user may know that his or her commands have been successfully executed.
- The system should have the capability to prevent errors where it should minimize the users input and maximize on areas that users select their choice from the list of choices provided.
The context model of the proposed department management system is as shown below;
The above context diagram shows the external entities that will be interacting with the proposed department management system which are the department staffs, human resource systems for accessing employed staffs, accounting systems for accessing employee finance statements, and payroll systems which will be providing information regarding the employees payment statements.
Interaction models – use case
The use case model showing how the user will interact with the proposed system is as shown below;
The above use case diagram shows the users who will be interacting with the system who are head of department and the employees where their functionalities when interacting with the system is as shown by the use cases.
Interaction models – sequence diagram
The sequence diagram showing the sequence of how the functionalities will be completed is as shown in the diagram below;
The above sequence diagram shows sequence of events which will be happening when the employees at the department will be completing their business processes when using the system. For example, the head of department will start by creating accounts where then the department employees can access their accounts.
Structural model: Class diagram
The class model showing the proposed system entities, attributes, operations and how they are related is as shown in the diagram below;
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