for
Inventory Tracking Tool
Prepared by: Narvadha Veeramootoo
ID:0700158
Submitted to: Mr S.Sood
Date: 05th December 2007
Introduction
1.1 Purpose
The Supply and store function is a vital and essential part of all organizations within the public service. Its purpose is to ensure a balanced flow of goods and materials to the operational functions of all Government Ministries, Departments and divisions it serves. To render its inventory management more efficient and effective, there is a growing need to computerize its manual operations which is actually slow in producing timely reports for decision-making. Hence, the ‘Inventory tracking tool’ software, a generic product, is being introduced to fulfill the requirement of users.
1.2 Document Conventions
This part will be updated as and when required.
1.3 Intended Audience andReading Suggestions
The document shall contain information for different types of readers which are the developers, project managers, marketing staff, users, testers, and documentation writers. This SRS provides an overall description of the project scope, user requirements, the system features, External Interface Requirement, functional and Non-functional requirements.
1.4 Project Scope
The stores personnel have to operate within the boundaries of certain policies and procedures required by the fact that each Ministry is accountable for its activities, since it is dealing with public funds. Systems and controls must be adequate to satisfactorily fulfill this accountability. Therefore, the ‘inventory Tracking tool’ software will help to achieve maximum speed and economy in the existing operations. It has the following objectives:
· Monitoring of receipts and issues to the store
· Keeping track of each and every movement of inventory
· Maintaining stock control levels
· Identifying the condition of each item
· Performing the inventory count
· Producing reliable and timely reports
In other words, ‘The Inventory tracking tool’ software will help to keep a cost-effective level of stock.
1.5 Overall Description
The ‘inventory tracking tool’ is a replacement of an existing manually done supplies management system which involves operations like entering records on Stores ledger, Inventory sheets and preparing manual Local purchase orders, etc.
Now there is need for innovations whereby decision-makers do not have to wait long to take appropriate decisions on time as the system will automatically generate quick and reliable reports.
Product Features
Placing an order-Users should provide details like Date of Description of Item required, required by whom, reason, etc.
· Appropriate Supplier is contacted for receipt of goods required. Users can query for the appropriate supplier from the supplier database in the system
· If the goods supplied does not match the required quality and quantity, they are returned to supplier.
· The store section issue inventory to different locations which need to be monitored by the system users, how much issued to each store or department and what is each inventory’s condition. If the stores are in an unserviceable condition, an alert message is sent by the system and the item need to be disposed of, after proper authority.
· The inventory database keeps a record of store catalog- inventory code, description, category, group, date of purchase, serial No., expriry date, etc.
· The inventory count provides the theoretical quantity of inventory the system provides and at the same time users enter the physical or actual stock in the system which then automatically displays the variance
· The sock control monitors the minimum maximum, and re-order level for each stock item where procurement officers can take decision about the optimum level of stock.
· Reports provides for a summary of inventory details for decision-making.
User Classes and Characteristics
· Purchasind and supply Officer-Receipt, issue, inventory count, stock control
· Chief Purchasing and Supply Officer-When to place order, avoid dormant items in the future
· Clerical Officer-Input inventory received
· Internal Controllers and Auditors- Auditing of records, postings, balances, list of items to be surveyed, printing of reports
· Accounting Officer-Analysing of reports for effective decision-making
· Finance Officer-Can know how much money has been spent on which item and whenever a supplier queries about his payments to be made, users can check whether the purchase order is still pending or cheque has already been issued.
The purchasing and Supply Officer and Chief Purchasing and supply Officer are the favoured user classes.
4.Operating Environment
For the ‘Inventory Tracking tool’ software to be implemented, the organization will need:
For Workstation and Server
Hardware
Minimum
Pentium III
CD Rom
Required
RAM
Minimum 256MB
Recommended 512MB or Higher
OPERATING SYSTEM
Windows XP, 2000
5.Design and Implementation Constraints
Developers have to take into consideration rules and regulations laid down in the Financial Management Manual whereby, following the Supplies Management procedures, there are specific forms which have to be designed.
Appropriate training should be given to users and follow ups required as many users are new to computer systems.
6.User Documentation
Along with the software, a user guide will be provided which will give users a detailed outline of the system’s functionality.
The online help can be accessed which will be relevant to the screen used.
3. System Features
Inventory Count
3.1.1 Description and Priority
The inventory Tracking tool has several features such as:-
· Monitoring of receipts and issues to the store
· Keeping track of each and every movement of inventory
· Maintaining stock control levels
· Identifying the condition of each item
· Performing the inventory count
· Producing reliable and timely reports
As users are accountable for each and every item held in store, the inventory count feature will be of high priority as this function lets you perform stock takes. It allows you to confirm that the system’s theoretical quantities agree with the physical quantities you count manually. If there are variances, the system creates inventory journals to correct the theoretical quantities.
Once the physical quantities are in the system, users can print a count variance report, which shows any difference between the physical quantities and the snapshot quantities. Variances can be examined and reports can be printed.
Inventory Count will be most important as this will allow users to know the precise amount of each item and whether there is a need for a new purchase for this item or it need to be written off if they are deficient.
3.1.2 Stimulus/Response Sequences
User Actions-Enter appropriate password and use the system according to specific areas accessible.
Purchasing and Supply Officer-
Chief Purchasing and Supply Officer-
Clerical Officer-
Systems Responses-Update/Save a transaction, view reports, print reports
3.1.3 Functional Requirements
REQ-1: Placing an order to Supplier
Input- Users should first of all have a request for purchase of an item which can be used to prepare the purchase order. Details like vote and Item, Supplier Name and address, Date, Authority, Article, Quantity indented, Rate & Amount should be entered in Purchase order.
Processing- The system should provide users to select name of Supplier from Supplier database, item to be purchased from the store catalo, having details like item code and price,etc.
output- Users can place an online purchase order to the supplier via the internet.
Exceptions- If ever the supplier is new to the organization, the supplier should be added to the supplier database. Users should have facilities like adding a new item or deleting an outdated item in the system
REQ-2: Receipt
Input- Upon receipt, users should check qualtity and quantity of item required. If ever it does not meet required specifications, users should return it to the supplier.
Processing- The system should be able to update all receipts and returns made.
Output- Users should be able to record and take on charge each and every item received..
Exceptions- In cases where the same article is supplied daily in regular quantities and at a fixed rate (e.g, rice,meat), it is not necessary to prepare a Purchase order each day. Receipt of such stores should be recorded daily and summarized at the end of the month on one purchase order.
REQ-3: Issue
Input- Users should be able to input the date of issue, to whom issued, Article, denomination, quantity issued and the total issued.
Processing- Update all issues to each location.
E.g,(i) InStore- Which item on which storage area, such as Drawer No., Shelf No
.(ii) OtherSection-Which section (Finance,Registry,etc.)
Output- Users should be able to record and update each issue.
Exceptions- Issues should be made on a First In First Out basis and the section receiving stores should be able to update the system at his end.
REQ-4: Condition of Item
Input- Users from each section should, say by the end of each month, state the condition of each and every item found in their section
Processing- Users are informed through the system if the item is in a serviceable oe unserviceable condition
Output- Appropriate decisions can be taken by users to dispose of or write off items which have been condemned
Exceptions- For critical items having expiry dates, the system should be able to indicate users and these items should be replaced as soon as possible.
REQ-5: Inventory Count
Input- Users should be able to query the theoretical quantities in the system by item Name, code, and compare it with the physical quantities
Processing- The system does a stock takes and shows theoretical to date
Output- Any variance can be corrected through the inventory journal.
Exceptions- For critical items having expiry dates, the system should be able to indicate users and these items should be replaced as soon as possible.
REQ-6: Stock Control
Input- Users should be able to provide a minimum, maximum and re-order level for each and every item held in the store.
Processing- The system updates all issues and receipts of items
Output- Whenever an item has reached its re-order level, the item is highlighted to indicate that a new order should be placed before the item reaches minimum level
Exceptions- The lead time should be taken into consideration
REQ-7: Reports
The system’ s users should be able to view and print reports, with various options under each feature provided. The system shall provide appropriate viewers(formats) for the user to view reports.
2. System Feature 2 (and so on)
4. External Interface Requirements
4.1.1 User Interfaces
The system will need to be build using web based interfaces with help facilities. The different features of the system as well as reports can be viewed on Microsoft Excel or Adobe PDF.
4.1.1 Hardware Interfaces
Requirements in terms of client access will be a PC or laptop.
4.1.2 Software Interfaces
Facilities for data transfers will need to be provided for example, backup scripts or batch processing scripts.
5. Other Nonfunctional Requirements(Constraints)
5.1.1 Performance Requirements
Although the number of users in the system increases, the performance of the system will remain high. There would be performance tests throughout the development.
5.1.2 Security Requirements
Each user will have his own password. With time, the passwords will be updated to prevent unauthorized access.
5.1.3 Software Quality Attributes
Adaptability- The system takes care for new requirements from users
Correctness-Each and every input will be validated by the software, database, form and logic
Interoperability- It would be a web-based system which can be accessed by any users connected on the intranet.
Maintainability- In case of bugs and corrections, the source codes can be used at any time
Portability- Since it will be a web-based application it is thus highly portable. The software will work on many platforms like Linux, Unix, Windows, Solaris
Reusability- Data components can be reused in software and on many platforms.
Testability- Test cases will be built and verified before implementation and after implementation
Usability- The Learning Curve of the users will be relatively less stressed since most users will get easily acquainted to the application since it will be based on browsers, which are in turn highly usable.
Appendix A: Architectural Model for : INVENTORY TRACKING TOOL(As per attached image)
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