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Requirements Specification Project: Print Optimization Author: John Cotterell Document version: 0.2 Release date: 6th January 2017
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
DOCUMENT CONTROL STORAGE INFORMATION
Document Filename Print Optimisation Requirements Specification, Print Room Outsource
TRIM Location D17/394
VERSION CONTROL
Version Date Author Brief Description of Changes
0.1 05/01/17 John Cotterell Initial version
0.2 19/01/17 John Cotterell Update from feedback
APPROVAL LIST
Name Project/Organisational Role Title Signature Date
Philip Lee Project Sponsor / Director Shared Services
Fiona Park Project Control Group Member /Transformation Manager
Tim Lawson Project Control Group Member / Manager Procurement
TBC Project Control Group Member / Manager Information Technology
Jill Colson Project Control Group Member / Executive Manager People and Governance
Malcolm Foard Project Control Group Member / Manager Social and Community Services
Vivien Williamson Project Control Group Member / Manager Economic and Environmental Planning
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
INFORM LIST
Name Role Title Version Reviewed
Raylene Kalatzis Customer Service Officer
Kim Tran Governance Support Officer
Le Nhan Acting Coordinator Infrastructure and Helpdesk
Joy Heard Office Administrator Assets and Engineering
Rebecca Burns Information Management Coordinator, Information Management
Marnie Vincent Office Coordinator, Statutory Planning
Kim Martini Office Administrator, Building Services
Sarah Ross Branding and Design Officer, Community Relations and Marketing
Vicki Miller Risk Management and Safety Coordinator
RELATED DOCUMENTS
Document Name Version Author TRIM Link
Scope Definition Document 0.1 John Cotterell D16/36368
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
DEFINITIONS, ACRONYMS, ABBREVIATIONS
Term Description
Managed Print Services
Managed Print Services is a program offered by print providers that manages all aspects printing devices, including printers, scanners, faxes and copiers
Manager / Approver Management staff that have the authority to approve reports before they are considered final and included in meeting agendas.
MCC Manningham City Council
MFD Multi-functional device
UAT User acceptance testing
IT Information Technology Service Unit
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
Table of Contents
1. Document Purpose ........................................................................................ 6
2. Current System .............................................................................................. 6
2.1. Business Process ....................................................................................... 7
2.2. Manual Procedures ................................................................................... 7
2.3. Current Deficiencies .................................................................................. 7
2.4. Key Features to Retain .............................................................................. 7
3. BUSINESS REQUIREMENTS ............................................................................. 8
4. Functional Requirements ............................................................................. 10
4.1. Generic Functional Requirements ........................................................... 10
4.2. Data Requirements ................................................................................. 12
4.3. Reporting Requirements ......................................................................... 12
5. Non-Functional Requirements ..................................................................... 13
5.1. Look and Feel Requirements ................................................................... 13
5.2. Usability Requirements .......................................................................... 13
5.3. Security Requirements ............................................................................ 14
5.4. Performance Requirements .................................................................... 15
5.5. Operational Requirements ..................................................................... 15
5.6. Maintainability and Support Requirements ............................................ 15
5.7. Portability Requirements ........................................................................ 16
6. Technical Considerations ............................................................................. 17
6.1. Solution Constraints ............................................................................... 17
6.2. Implementation Requirements ............................................................... 17
6.3. User Documentation Requirements ........................................................ 18
7. Change Management and Training Requirements ........................................ 18
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
1. DOCUMENT PURPOSE
The purpose of this document is to detail the requirements for the Print Optimisation Project High Volume Print Outsource. The document will specify the solution needs of Manningham City Council (MCC) and outline the basic and essential functions required in the outsourced print services model that is to be delivered.
This document is intended for use by Manningham City Council and external vendors.
2. CURRENT SYSTEM
2.1. MCC Print Room
The MCC Print Room is serviced by a combination of old devices, which whilst functioning effectively currently are either out of service contract, or costing money to maintain on an annual basis. The cost to repair, replace or renew printing devices adds significant hidden cost to high volume print. By outsourcing high volume print to an external provider, there will be greater opportunity for wider range of print products via more up to date technology which may less expensive as well as being available both inside and outside normal office hours. .
2.2. Manual Reporting
Currently cost reporting regarding print is primarily recorded in an offline system. This makes dynamic and up to date information requests challenging and dependent on the system’s user availability This single point dependency is not optimal and leads to time consuming and often delayed reporting.
Such reporting inefficiencies will be removed, or at least reduced considerably with an outsourced Print Service that provides full reporting functionality
2.3. Resource Availability
The MCC Print Room is currently open 4 days a week. Its operational hours sit within core business hours, and it is closed for an hour each day.
Improved service delivery and turnaround times are likely to be achieved by outsourcing to a 7 day a week operation that also has multi-site availability.
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2.4. Business Process
Current Process
2.5. Current Procedures
All standard operational tasks of print room service will be performed by the selected provider. These tasks include:
• Printing • Copying • Enveloping • Laminating • Finishing
2.6. Current Deficiencies
There are a number of inefficiencies with the current print services function, including:
• Outdated technology • Reduced products/services based on resource/device availability • Limited hours of operation • Single point dependency
Such inefficiencies will be removed, or at least reduced considerably with a fully outsourced print service.
2.7. Key Features to Retain
Any outsourced print service must provide as a minimum, the current functionality of the existing print room this functionality includes:
• Printing • Copying • Enveloping • Laminating • Finishing
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
3. BUSINESS REQUIREMENTS Overview: Manningham City Council is looking to outsource the full functionality of its previous in house print room. Along with improving on the previous functionality of this facility, a successful vendor should also be able to match the level of customer service and responsive turnaround times appropriate to Councils ongoing needs. This section therefore describes the business requirements of the proposed solution in terms of high level business functions that the solution is to perform, or support. Individual requirements will be given a ‘Priority’ rating with the following meanings:
ID Priority Description
E Essential The solution must cater for this requirement in order for the solution to be considered acceptable.
C Conditional The requirement is considered a “value-add” requirement, however its exclusion could be acceptable based on a cost-benefit consideration.
O Optional The requirement is considered “nice to have” however the solution would be considered acceptable regardless of whether or not this requirement has been satisfied.
The following tables detail the business and user requirements. Business Requirements:
ID Requirement Source Priority
BR1 The solution must provide consistent document reproduction, both in quality and format across all products
Requirements Elicitation
E
BR2 The solution shall allow accurate costs and usage reporting by user/service unit/directorate level
Requirements Elicitation
O
BR3 The solution must notify, at time of order, of any delays which may impact on agreed service levels not being met
Requirements Elicitation
E
BR4 The solution must allow ordering of authorised requested work that sits outside standard service levels, with any potential costs advised and agreed within initial contract
Requirements Elicitation
E
BR5 The solution must notify to a specified MCC email address of any print requests, whether fulfilled or rejected, including both requestor and full request details
Requirements Elicitation
E
BR6 The solution must allow easy and consistent production of documents for all Microsoft file formats as well as .jpeg, .gif, .eps, .pdf, .
Requirements Elicitation
E
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
ID Requirement Source Priority
BR7 The solution must be tailorable to restrict product range available based on requestor access levels determined by MCC
Requirements Elicitation
E
BR8 The solution must have scalable turnaround times to incorporate both standard and urgent (less than 4 hr) requests
Requirements Elicitation
O
BR9 Hours of print room operation must be minimum 9:00 to 17:00 hrs Monday to Friday
Requirements Elicitation
E
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
4. FUNCTIONAL REQUIREMENTS This section describes the functional requirements of the proposed solution in terms of the business functions that the solution is to perform, or support. Individual requirements will be given a ‘Priority’ rating with the following meanings:
ID Priority Description
E Essential The solution must cater for this requirement in order for the solution to be considered acceptable.
C Conditional The requirement is considered a “value-add” requirement, however its exclusion could be acceptable based on a cost-benefit consideration.
O Optional The requirement is considered “nice to have” however the solution would be considered acceptable regardless of whether or not this requirement has been satisfied.
4.1. Generic Functional Requirements
The following table details the functional requirements:
ID Requirement Source Priority
FR1 The solution must provide document printing on following paper stocks:
• White heavyweight • White silk matte • White gloss • Clear • Coloured • Recycled • Uncoated
Requirements Elicitation
O
FR2 The solution must provide document printing on following paper sizes:
A Series – all sizes B Series – all sizes
Requirements Elicitation
E
FR3 The solution must provide document printing with the following finishing options:
• Hole punching • Stapling • Booklet • Guillotining • Drilling
Requirements Elicitation
E
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
ID Requirement Source Priority
FR4 The solution shall provide document printing with following binding options:
• Click binding • Coil binding • Wire binding • Comb binding • Thermal binding • Channel binding
Requirements Elicitation
O
FR5 The solution must provide document printing with folding options
Requirements Elicitation
E
FR6 The solution shall provide document printing with laminating options
Requirements Elicitation
O
FR7 The solution must provide document finishing services, including folding and enveloping
Requirements Elicitation
E
FR8 The solutions shall provide document finishing services, for both materials produced by the vendor as well as those provided by MCC
Requirements Elicitation
O
FR9 The solution shall provide large format plan printing Requirements Elicitation
O
FR10 The solution must provide large format poster printing Requirements Elicitation
E
FR11 The solution must provide standard business cards Requirements Elicitation
E
FR12 The solution must provide premium business cards Requirements Elicitation
E
FR13 The solution must provide standard flyers Requirements Elicitation
E
FR14 The solution must provide premium flyers Requirements Elicitation
E
FR15 The solution must be able to hold and release corporate stationary stock onsite, including : Corporate Letterhead , letterhead fallover, range of corporate envelopes etc
Requirements Elicitation
E
FR17 The solution must have functionality to provide an estimated price without having upload file/work request
Requirements Elicitation
E
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
4.2. Data Requirements
The following table details the data requirements:
ID Requirement Source Priority
DR1 The solution must be able to hold up to 100 gigabytes of data at anytime
Requirements Elicitation
E
DR2 All job requests must be available to MCC administrators to enable adjustment and/or deletion
Requirements Elicitation
E
DR3 All data transfers must be encrypted to Australian standards Requirements Elicitation
E
4.3. Reporting Requirements
The following table details the reporting requirements:
ID Requirement Source Priority
RR1 Reports must be automatically available in real time for volume analysis and utilization
Requirements Elicitation
E
RR2 Reports must be automatically available in real time for achievement against service level and KPI targets
Requirements Elicitation
E
RR3 Reports shall be automatically available in real time for billing and invoicing information
Requirements Elicitation
O
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
5. NON-FUNCTIONAL REQUIREMENTS Individual requirements will be given a ‘Priority’ rating with the following meanings:
ID Priority Description
E Essential The solution must cater for this requirement in order for the solution to be considered acceptable.
C Conditional The requirement is considered a “value-add” requirement, however its exclusion could be acceptable based on a cost-benefit consideration.
O Optional The requirement is considered “nice to have” however the solution would be considered acceptable regardless of whether or not this requirement has been satisfied.
5.1. Look and Feel Requirements
The following table details the look and feel requirements:
ID Requirement Source Priority
LFR1 All user interfaces to have both written descriptions and icons for all task options and directions of use
Requirements Elicitation
E
LFR2 All users must have instruction guides for all reporting functions
Requirements Elicitation
E
5.2. Usability Requirements
Usability Goal
Learn-ability and Re-Learn-ability
UR1
Consistent appearance and behaviour, use of everyday language, keep end-users informed about what is going on, provide navigation cues to assist in end-user orientation.
Efficiency of Use UR2 Shortest path to information, group meaningful items of information together, provide shortcuts, default values, context-sensitive menu systems, support both keyboard and mouse data entry/navigation.
Flexibility of Use UR3 Provide alternative paths for different needs, support “suspend-and-resume” where user interaction is interrupted, programmable function keys, customisable.
Error Prevention and Recovery
UR4
Appropriate warnings to prevent errors occurring when using critical data, inform end-user of consequences, confirm actions, allow “undo” mechanisms, etc.
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Accessibility UR5
Solution can be used effectively by all regardless of physical disability or variations in technology or technical environments.
User Acceptance and Confidence
UR1-5 Visual design is aesthetically pleasing, easily understood, accurate information, fast and reliable performance, and provides indications of data security and user privacy.
The following identifies the usability requirements related to the ease of use of the system:
ID Requirement Source Priority
UR1 The solution must have a consistent appearance, behaviour and output across all devices
Consultation E
UR2 The solution must provide navigation cues where appropriate
Consultation E
UR3 The solution shall provide informational messages to users around functionality
Requirements Elicitation
E
UR4 The solution must provide error messages to users, including unauthorised access/requests
Requirements Elicitation
E
UR5 The solution can be used effectively by all regardless of physical disability or variations in technology or technical environments
Requirements Elicitation
E
5.3. Security Requirements
The following table details the security requirements:
ID Requirement Source Priority
SR1 Cloud hosting providers must offer suitable data backup in case of emergency, corruption and other forms of data loss
Requirements Elicitation
E
SR2 All data and communication must be digitally stored within the Australian geographical region and fall under the appropriate data residency and sovereignty laws
Requirements Elicitation
E
SR3 Usage policy shall be defined by IT and maintained by the solution administrators (Internal Requirement)
Requirements Elicitation
E
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
5.4. Performance Requirements
The following table details the performance requirements:
ID Requirement Source Priority
PER1 UAT shall be performed by MCC on the solution to test for solution robustness (Internal Requirement)
Requirements Elicitation
E
PER2 The solution must have capability for automatic backup of documents held within the print cloud
Requirements Elicitation
E
5.5. Operational Requirements
No operational requirements as the solution will be supplied off site and outside the physical environment of Manningham City Council. 5.6. Maintainability and Support Requirements
The following identifies the requirements for the maintenance of the application:
ID Requirement Source Priority
MSR1 The solution shall have level one support provided by internal MCC IT post go-live (Internal Requirement)
Requirements Elicitation
E
MSR2 The vendor must provide on-going support post go-live Requirements Elicitation
E
MSR3 The vendor must regularly report on future enhancements and upgrades to the system
Consultation E
5.6.1. Support Service Forecast
All levels of support, beyond level 1, to be provided for the duration of the agreed contract period.
5.6.2. Support Levels
MCC IT staff to be trained to offer Level 1 support. All other levels of support and maintenance to be provided by the vendor within the agreed terms of contract.
5.6.3. Management Reporting During Support All support requests, open and closed, to be provided to MCC IT via a monthly report.
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
5.7. Portability Requirements
The following identifies the platforms or environments on which the system will operate:
ID Requirement Source Priority
POR1 The solution must support Microsoft Office 2013 and onwards, 32bit only
IT Consultation E
POR2 The solution must be supported on Windows 10 64bit OS IT Consultation E
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
6. TECHNICAL CONSIDERATIONS
6.1. Solution Constraints
The following are the application versions within the Manningham operating environment that the solution must work within. Production environment HP-TRIM: Version 7 build 3 onwards Windows Server 2008 R2
Desktop environment: Windows 10 Enterprise-64bit
Microsoft Office: Microsoft Office 2013 32 bit
Test environment Test server environment: Windows Server 2003 R2+ SQL Server 2005 SP3 +
6.2. Implementation Requirements
The following identifies the requirements for the implementation of the system. This may include the need to de-commission existing systems.
ID Requirement Source Priority
IR1 An implementation plan and release notes must be developed
Requirements Elicitation
E
IR2 The licence must allow access to current version of all software/websites
Requirements Elicitation
E
IR3 The vendor shall deploy the software solutions to the Test and Production environments
Requirements Elicitation
O
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
6.3. User Documentation Requirements
The following identifies the documentation requirements for the business:
ID Requirement Source Priority
DOC1 User manuals must be provided by the vendor Requirements Elicitation
E
DOC2 Administrator manuals must be provided by the vendor Requirements Elicitation
E
DOC3 Where there are updates / upgrades to the system documentation must be updated by the vendor to reflect the changes
Requirements Elicitation
E
DOC4 A user quick reference guide must be provided by the vendor
Consultation E
7. CHANGE MANAGEMENT AND TRAINING REQUIREMENTS
ID Requirement Source Priority
CMT1 Online training/support must be provided by the software vendor to over 500 users
Requirements Elicitation
E
CMT2 Online level one Helpdesk training /support must be provided by the vendor
Requirements Elicitation
E
CMT3 Training materials must be provided by the vendor, including quick reference guides etc.
Requirements Elicitation
E
CMT4 Change management support shall be provided by MCC, with collaboration and support from vendor (Internal Requirement)
Requirements Elicitation
E
Other Requirements
XO1 Please add anything about your company or the product that has not been covered in the preceding sections.
O
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Manningham City Council Corporate Projects – 010b CP Requirements Specification
8. TO-BE MODEL Future Print Services Ordering
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9. USE-CASES Not Applicable