Requirements Specification - Manningham Business · Corporate Projects – 010b CP Requirements Specification 4. FUNCTIONAL REQUIREMENTS This section describes the functional requirements

Requirements Specification Project: Print Optimization Author: John Cotterell Document version: 0.2 Release date: 6th January 2017

Print Optimisation Requirements Specification High Volume Print Page 2 of 20

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

trim://D17%2f394/?db=MC&view



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

trim://D16%2f36368/?db=MC&view



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



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



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.



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



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


O

BR3 The solution must notify, at time of order, of any delays which may impact on agreed service levels not being met


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


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


E

BR6 The solution must allow easy and consistent production of documents for all Microsoft file formats as well as .jpeg, .gif, .eps, .pdf, .


E




BR7 The solution must be tailorable to restrict product range available based on requestor access levels determined by MCC


E

BR8 The solution must have scalable turnaround times to incorporate both standard and urgent (less than 4 hr) requests


O

BR9 Hours of print room operation must be minimum 9:00 to 17:00 hrs Monday to Friday


E



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:





4.1. Generic Functional Requirements

The following table details the functional requirements:


FR1 The solution must provide document printing on following paper stocks:

• White heavyweight • White silk matte • White gloss • Clear • Coloured • Recycled • Uncoated


O

FR2 The solution must provide document printing on following paper sizes:

A Series – all sizes B Series – all sizes


E

FR3 The solution must provide document printing with the following finishing options:

• Hole punching • Stapling • Booklet • Guillotining • Drilling


E




FR4 The solution shall provide document printing with following binding options:

• Click binding • Coil binding • Wire binding • Comb binding • Thermal binding • Channel binding


O

FR5 The solution must provide document printing with folding options


E

FR6 The solution shall provide document printing with laminating options


O

FR7 The solution must provide document finishing services, including folding and enveloping


E

FR8 The solutions shall provide document finishing services, for both materials produced by the vendor as well as those provided by MCC


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


E

FR17 The solution must have functionality to provide an estimated price without having upload file/work request


E



4.2. Data Requirements

The following table details the data requirements:


DR1 The solution must be able to hold up to 100 gigabytes of data at anytime


E

DR2 All job requests must be available to MCC administrators to enable adjustment and/or deletion


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:


RR1 Reports must be automatically available in real time for volume analysis and utilization


E

RR2 Reports must be automatically available in real time for achievement against service level and KPI targets


E

RR3 Reports shall be automatically available in real time for billing and invoicing information


O



5. NON-FUNCTIONAL REQUIREMENTS Individual requirements will be given a ‘Priority’ rating with the following meanings:





5.1. Look and Feel Requirements

The following table details the look and feel requirements:


LFR1 All user interfaces to have both written descriptions and icons for all task options and directions of use


E

LFR2 All users must have instruction guides for all reporting functions


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.



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:


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


E

UR4 The solution must provide error messages to users, including unauthorised access/requests


E

UR5 The solution can be used effectively by all regardless of physical disability or variations in technology or technical environments


E

5.3. Security Requirements

The following table details the security requirements:


SR1 Cloud hosting providers must offer suitable data backup in case of emergency, corruption and other forms of data loss


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


E

SR3 Usage policy shall be defined by IT and maintained by the solution administrators (Internal Requirement)


E



5.4. Performance Requirements

The following table details the performance requirements:


PER1 UAT shall be performed by MCC on the solution to test for solution robustness (Internal Requirement)


E

PER2 The solution must have capability for automatic backup of documents held within the print cloud


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:


MSR1 The solution shall have level one support provided by internal MCC IT post go-live (Internal Requirement)


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.



5.7. Portability Requirements

The following identifies the platforms or environments on which the system will operate:


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



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.


IR1 An implementation plan and release notes must be developed


E

IR2 The licence must allow access to current version of all software/websites


E

IR3 The vendor shall deploy the software solutions to the Test and Production environments


O



6.3. User Documentation Requirements

The following identifies the documentation requirements for the business:


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


E

DOC4 A user quick reference guide must be provided by the vendor

Consultation E

7. CHANGE MANAGEMENT AND TRAINING REQUIREMENTS


CMT1 Online training/support must be provided by the software vendor to over 500 users


E

CMT2 Online level one Helpdesk training /support must be provided by the vendor


E

CMT3 Training materials must be provided by the vendor, including quick reference guides etc.


E

CMT4 Change management support shall be provided by MCC, with collaboration and support from vendor (Internal Requirement)


E

Other Requirements

XO1 Please add anything about your company or the product that has not been covered in the preceding sections.

O



8. TO-BE MODEL Future Print Services Ordering



9. USE-CASES Not Applicable

Requirements Specification - Manningham Business · Corporate Projects – 010b CP Requirements Specification 4. FUNCTIONAL REQUIREMENTS This section describes the functional requirements

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