Functional

Specification
(Contract Monitoring System)
Software Version <X.Y>

Sponsor:

DMDC Lead:

Prepared By:

Published:

Approved By:

Project Officer:

Customer:

Data Model Review Board:

QA Resource:

Data Dictionary Manager:

Table of Contents
1.0 System Overview......................................................
1.1 Scope..................................................................................
1.1.1 Objectives......................................................................
1.1.2 Non Objectives...............................................................
2.0 Scope of Enhancements............................................
3.0 Input and Outputs....................................................
4.0 Procedural Flow........................................................
5.0 Functional Design Consideration...............................
6.0 Performance Requirements.......................................
7.0 Security Controls......................................................
8.0 Screenshots.............................................................

1.0

OVERVIEW

This I-MONITOR System is a web based application that is intended to

monitor contracts from the IPMD/Planning Services Section. In this case
this specification will solve the current issues of the excel application
used as the current system of the beneficiary in monitoring the
expiration date of the contract. The I-Monitor that will be implemented
will focus on two categories which involve: expiration date monitoring
and add on service monitoring. Functions like login with authentication,
creating contract entry, printing, email notifications, and etc. User
interface attributes for achieving usability are described.

1.1 SCOPE
The I-MONITOR System accepts approved contract details for the
monitoring of it.
Every user profile has the privilege of
generating on demand reports. There are four user profiles
signified by the system:
IPMD Head will have the privilege of terminating expired
or active contracts, stop the email notifications alert, and
can view the contracts status.
PSS Head will have the privilege of confirming those
pending contract entries by the PSS TEU Head and
Hardware and Software Specialist, renew about to expire
contracts, and unlocked disabled user accounts.
PSS TEU Head Create, Update rejected w/ pending
requirements contracts, have the update of access for the
H&S Specialist rejected w/ pending requirements contracts,
Delete pending contracts, View contract status, and Renew
contracts.
Hardware and Software Specialist Have the same
privilege with PSS TEU Head but this user cannot update or
delete those rejected w/ pending contracts that PSS TEU
Head have created.
The system will notify all the users using email alerts for those
about to expire contracts with 3 month prior and every contract
with add on service with 1 month prior per quarter or twice a
year, for the renewal or termination of the contract.
I-MONITOR is a web based application which will use the ASP.Net
and MS SQL as the database.

1.1.1 OBJECTIVES
Based on the system change request, the objective of this
system is to properly manage and monitor Service contracts
and Maintenance Agreements. In addition for that, the system
aims to be as a user friendly with improved facilities that can
help expedite the work of the users in managing the files and
tries to eliminate or reduce difficulties encountered with the
current system. Specifically the system targets are:

Secure Login. The system has a secured login with a

role-based

authentication

to

prevent

unauthorized

person from accessing the system. The system also has

user activity logs to track those users who are
accountable of the manipulated files in the system.
Unlocking of account with three (3) invalid attempts is
also implemented in the system.

User Account Privileges. There are four types of

users accounts: the IPMD Head, PSS Head, PSS
Technical Unit Head, and the Hardware and Software
Specialist. This gives proper control and accessibility of
the system depending on the employees position.

Data Validation. This ensures that every data value

input is correct and accurate. The system enforces
restrictions and avoids omissions of required fields. It
also minimized the need for manual data entry.

Backup of files. This is to ensure the security of files

for recovery purposes.

Automatic

email

notification.

The

system

will

automatically send email alerts notification of those

about-to-expire contracts and those contracts with an
add-on service to the users. It will continuously send
email alert (daily) until tagged to the system as
processed or done.

Managed information. The system manages the

records of contracts and gives you facility in viewing,
defining, editing, or removing information in which itll
depend on the privileges given to your account.

Generates

report.

An

on-demand

function

for

generating report will be provided by the system. The

user can view and print the reports he/she generated
from the system. The categories for generating the
report will be based on what the user specified in the
interview.

1.1.2

NON OBJECTIVES

These are the objectives that was not planned to be achieved

in the scope of the specification. The delimitations of the
system are:

Monitoring the payment terms of each contract is not

included in the system.

Unlocking the administrators account will need the

Database administrators help.

Adding privileges/roles for another user will need

request to the System admin because the system
doesnt cover the manipulation of active directory.

User cannot login to another computer if he/she is still

in a login status to other computer.

2.0

SCOPE OF ENHANCEMENTS

The development of this project will be made as follows.

The system may be accessed by the IPMD Head, PSS Head, PSS
TEU Head or Hardware and Software Specialist.
Notifications for the monitoring of contract will be sent through
email for each users of the system.
The following fields are captured:
1. Counter Party
2. Vendors Contract Id
3. Nature of Contract
4. Contract Amount
5. Payment Terms
6. Term
7. Start Date
8. End Date
9. Contract Currency
10.
Payment Currency
11.
Add on Service
12.
Service Term
About-to-expire contracts will be processed either for renewal or
termination and additional fields below will be captured as well.
Renewal
1. New Start Date
2. New End Date
3. Remarks

Termination
1. Termination Cause
2. Termination Remarks.
Generating reports is on demand process.

3.0

INPUT AND OUTPUTS

4.0

The input is the specified fields from the contract

information in the system. Theres no file type that needs
to be inserted in the system.
The output will be the Summary of Contracts status that
will be generated using on demand reporting process.

PROCEDURAL FLOW

Approved contracts information will be captured by either the PSS TEU

Head or Hardware and Software Specialist. After creating the new

contract entry it will automatically notify PSS Head through email for
the confirmation process of the pending contract. PSS Head can tag
the entry as approved or rejected with pending requirements. If the
pending contract entry was tagged as approved, the monitoring of
contract will start but if it was tagged as rejected with pending
requirements, it will be sent back to the creator. PSS TEU Head can
update or delete those rejected pending contract entries that were
made by the H&S Specialist, but the H&S Specialist cannot update
those contract entries made by the PSS TEU Head.
The system will send email notification alert daily to all the users for
the renewal or termination of the contract as long as the contract was
still not renewed or terminated. IPMD Head will handle the termination
of the contract and have the access of stopping email notification
alerts just like the PSS Head. The renewal process of the contract will
be handled by the PSS Head, PSS TEU Head, and H&S Specialist.
Revival of those terminated contracts will be considered upon creation
of new contract. On demand reporting will be handled by all the users
of the system. They also have the privilege to view the contracts
status.

5.0
FUNCTIONAL DESIGN
CONSIDERATION
Everything specified was considered from the current workflow that
IPMD/Planning Services Section is using. Summary of contracts status
is properly and accurately captured.
Notification for the 3 month prior to expiration date for each contract
and contracts add on service commitment will be sent through users
email which will help them informed immediately for the faster
processing of the contracts.

6.0

PERFOMANCE REQUIREMENTS
Task / Action

Login
Menu Option
Drop down List

Performance Requirement
Under 2 seconds. After pressing or clicking
the submit/enter button, the main menu
shall be displayed
1 second or less. The appropriate page is
displayed in 1 second or less.
Under 1 second. The drop down should
occur in under 1 second

Update, Save, Convert, Delete

List of Contracts per status
List or Display with various filter
Report Generation
Updates of Parameters

3 seconds or less. The database is

updated in 3 seconds or less, and
appropriate page is displayed
5 second or less. The appropriate page is
displayed in under 5 seconds
20 second or less. The appropriate page is
displayed in under 5 seconds
10 seconds or less. Report is displayed in
10 second or less.
3 seconds or less. The database is
updated in 3 seconds or less, and
appropriate page is displayed

The I-MONITOR System should be able to allow simultaneous users of

up to 30 stake holders without any degradation of the performance
requirements listed above.

7.0

SECURITY CONTROLS

There are two levels of control that are currently implemented in the
application, namely:
1. Active Directory User Control: The application would require
a valid user ID and Password that is currently defined in the
banks Active Directory (AD) domain. Security level is the same as
the current level the bank is maintaining in accessing of PC
Desktops for each associate.
2. Application User Profile Control: In addition to the AD domain
user ID, the application maintains a user profile for each valid
user id. Each user ID that would be allowed access to the IMONITOR System must be enrolled, and at the same time
assigned a valid user profile. It is not automatic that a valid AD
Domain user ID would be given access. It has to be enrolled in
the system.
3. IP Address Users can only access the system through his own
desktop. He cant use the system in other desktop unless hell
contact the administrator to change the IP Address that was
saved in the database.

8.0SCREEN SHOTS
This section will show the screenshots for the proposed system to give
the users an overview of what could be the interface for the system.

THE LOGIN PAGE

THE HOME PAGE

CREATE CONTRACT ENTRY PAGE