SPECIFICATION DOCUMENTATION

By Morgan Davies

This is a specification document for the new SharePoint project for the STFC to allow users to share, add, edit and change files within their
department site
Requirements Specification Part A Morgan Davies 151422

Contents
The purpose of the project....................................................................................................................2
The scope of the project........................................................................................................................2
Definitions and Abbreviations...............................................................................................................2
References.............................................................................................................................................3
The overview of the project...................................................................................................................3
Product Perspective...............................................................................................................................4
Product Functions..................................................................................................................................4
User Characteristics...............................................................................................................................5
General Constraints...............................................................................................................................5
Distributing of requirements.................................................................................................................6
Functional requirements.......................................................................................................................7
Non-functional requirements................................................................................................................8

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Requirements Specification Part A Morgan Davies 151422

Introduction to the specification

The purpose of the project
The purpose is to implement a system that allows department leaders of the STFC (Science and
Technologies Facilities Council) to create their own departmental site on SharePoint, using a software
that will access the system. And to allow the users with permissions to access these files for work
and development. The department leaders will use this system to create sub groups (with passwords
for security) and grant permissions to the project leaders and project developers. The project leaders
will use the system to monitor the access of files and folders to the developers to ensure security of
the files. Whilst the developers would only have access to view and download a copy of the latest
files and send requests to update, add or replace and delete files in the group, with a reason for such
action. The project leaders will then have the control to approve or disapprove the changes of the
files and adding and removing files in the group site.

The scope of the project

The purpose of the project is to provide an alternative and easier method of sharing and accessing
files in a secure server. This will make accessing and sharing files more robust too, to avoid
overriding, changing, accessing and removing files without permission from the project leaders in
each department. And to be used with intranet to avoid interferences outside the workplace.

Definitions and Abbreviations

This section is to define and explain the key terms used in the documentation. This is to explain their
role and what part they play in the product

Term Definition
STFC Science and Technologies Facilities Council. This
is the organisation where the project takes
place
Department Leaders The department leaders are the heads of the
different departments in the STFC that will act
as the main admin for the SharePoint space
SharePoint A Microsoft Office service that allows groups
and users to share and access information. As
well as creating websites and applications.
Project Leaders The project leaders are the managers and
leaders of the projects in progress within the
STFC that is used to provide services to clients
and scientists
Project Developers The project developers are the developers that
works with the specifications given and develop
them to the final product
Permissions A set of permissions used to grant access and
functions of the groups, depending on the type
of permissions granted
Files Documents, codes and scripts, spreadsheets,
images, etc. that will be stored in folders for
groups to have access with granted permissions

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References
The people I have spoken to for the project are the members of the ISIS Business Applications
department of STFC. This project was devised and based from the scenario used on the away day,
along with discussed ideas with other colleagues in the department.

The overview of the project

This document will show further information regarding to the software at use. This document will
show the functions and the usage of the software, the key user characteristics of the project, the
functional and the non-functional requirements and the limitations of the software. Along with the
assumptions of the stakeholders and the functional requirements will show the steps of their
functions of the software.

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General Description
Product Perspective
For this system to work effectively and efficiently, this needs to be in the environment where it works
with each user that has access to use the system of SharePoint

Each user or group will have certain privileges depending on the permissions handed out to them on
their SharePoint site using the software provided. For this system on SharePoint, there has to be an
order in the system, where a set of rules and permissions for each group in each department in the
STFC.

Department Leaders The department leader of each sector of the STFC will have the full
administration privileges, as well as having the control of having creating a SharePoint site for
the department. They will have the permission to create their SharePoint site by adding the
necessary information. They will have the responsibility assigning staff members to their
respective groups and removing them. They will also receive requests of creating a sub group
from the Project Leaders and will monitor the activity of the sub group.
Project Leaders The project leaders will have similar privileges compared to the
Department Leaders. However they will have lesser control and can only send requests to
create a sub group and monitor the access of files and permissions to add, change and delete
the files. They will receive request emails that are generated when a developer wants to add,
change, move, or delete a file in the sub group. They have the privileges to approve and
disapprove the request made by the developers.
Project Developers The developers have the lesser privileges in the system, these privileges
will only allow them to access and view files from other users in the same group/sub group
in their respective SharePoint Site. They will also have to make requests to add, change, edit
and remove files in their allocated groups/sub groups.

Product Functions
With this system put in place in SharePoint, the Department Leaders will have access and can log in
at any time to have full access to their respective SharePoint site and the list of activities and
requests that has been recorded and responded. The Department Leaders will first have to create
their SharePoint site, using a software that will check for any filled tabs and boxes for any duplicates,
with any other current SharePoint sites from other departments. The Department Leaders will also
receive emails regarding the requests that have been sent from Project Leaders. When they receive
the email along with other users reasons for the request, they can then have the choice to approve
or disapprove the requests. They will also have the role of assigning the developers to their
respective groups and sub groups

With this system, the Department Leaders will have the necessary list of people working in the
department. Which includes what project each member of staff are part of, and their role in the
project, making it easier to choose which person should receive the necessary permissions.

When the staff members have their roles assigned to them, the respective Project Leaders will have
permissions to create groups and sub groups for the developers, as well as observing the activities of
within the groups and sub groups. They will have control of what files are allowed to be added,
changed, removed, edited and updated in the group. And most importantly who would get the
permissions as the Project Developer, to avoid any other users gaining access to the SharePoint site.

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The Project Developers will then have the access to the groups and sub groups, which they have
been assigned to by the Department Leaders and Project Leaders. They can then view the files,
documents, scripts and code, spreadsheets and folders that other developers have uploaded. They
can then have the option to add, replace, delete and edit files to the groups/sub groups, which then
they will have to fill in a form. With the forms, it will be sent on to the Project Leader for approval.
Overtime, they will receive an email whether their request is accepted or declined.

User Characteristics
Based on the information of the project and the people that will be using the system, there will be
assumptions with each role that users will be assigned to in the system.

Since this will be used on computers and on SharePoint, and that the system will be implemented in
the STFC. I am to assume that the staff using the system would have some knowledge of computers
and IT systems and the use of SharePoint. Thus, the layout of the website, generated emails of
requests, and settings should be made for users with knowledge with cloud storages, emails, and
creating websites.

Department Leaders: Should be able to organise and create groups in SharePoint and have
knowledge of workers in the department
Project Leaders: Should be able to submit requests and create and organise groups in
SharePoint and have knowledge of members of the project
Project Developers: Should have knowledge of their respective projects in their departments
and able to submit requests and add, edit, change, delete files

General Constraints
Before and during the implementation of the system, there are constraints that needs to be
considered. This also includes when the system is fully implemented and in use

Hardware hardware needs to be upgraded to provide sufficient and efficient performances

for the users that will be using the system implemented.
Investment will need to be considered to allow the system to be implemented and storing
files in the cloud and server that will hold the system and backing up the system. This will
need to be available within working hours and in the intranet at the STFC laboratories across
the UK
The use of the internet browsers Internet browsers needs to be considered as older
browsers will not be able to support SharePoint
The operating system x64 and x86 operating systems are currently in use but Windows XP
have become inactive and recently been declined in terms of use in the computing
environment.

Distributing of requirements
This section will identify the key requirements of the system proposed and listing and allocating them
in terms of their importance. Therefore, requirements needs to be specified and analysed to ensure
that the system put in place will work with the essential requirements. This will also include the
requirements that are recommended but not completely important and not necessary for the system

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implemented. If all requirements are needed to be implemented, that would then cause delays on
completing the implementation of the system.

Important requirements

Ensuring that the system put in place is easy to use for the users, and is able to store and
hold SharePoint sites and groups as well as files and folders
Ensuring that the system is accessible to those that have permissions (Department Leaders,
Project Leaders and Project Developers) through multiple devices and within the intranet in
the STFC laboratories
Allowing each user allocated user should have a certain level of privileges, depending on
what permissions they have been acquired
Allowing the necessary users to make requests in a form and is sent off in an email format
with options to approve and reject requests
Only those with permissions can access those sites, those without permission are redirected
Allowing the Department Leaders to create a SharePoint site for the departments in STFC in
all laboratories and allocate uses to those sites (with permissions)
Department Leaders and Project Leaders to create groups and sub groups in the
departments and assign users (Project Developers) to those groups
Department Leaders and Project Leaders to observe and oversee activities within the
department and groups

Recommended requirements

Access the system outside via remote access at home

Access the system via the VPN with other devices (Inside the laboratories)

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Specific Requirements
Functional requirements
These functional requirements are required functions that are given to the users with permissions in
the system when using the SharePoint site.

Functions of the Department Leader

1. The Department Leader will create a

SharePoint site using the software
implemented in the system and will
apply the pages and groups to the site.
This will give them automatic admin
privileges.
2. Then the Department Leader will then
assign a user or multiple users as Project
Leader(s) of projects that are currently
in development in each department of
the STFC
3. The Leader can also assign users as
Project Developers to have access to the
sites and can add, remove, edit and
update files and folders.
4. When the developers send a request
form, the Department Leader and
Project Leader can then approve or
decline requests. As well as requests for creating groups and sub groups from Project Leaders

Functions of the Project Leader

1. The Project Leader will create a

group/subgroup in the SharePoint site
using the site created in the system.
They will then add the users as Project
Developers. This will be sent as a
request to the Department Leaders
2. Later on, they can add other users as
Project Developers in the STFC and will
only have low privileges and also sent as
a request
3. The Project Leader can then monitor any
changes and activities from the
developers as well as the Department
Leader.
4. They will receive the requests from
developers in the system and can make a
decision to approve or decline

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Functions of the Project Developer

1. They will be assigned as a Project

Developer by the Project Leader or
Department Leader.
2. They will then only have access to files
that are shared in their SharePoint sites
along with other Developers. They can
then view and download the files on
their computers to add, edit and update
at their personal computer
3. They then send a request form, along
with a file to the Project Leader and/or
Department Leader to add and/or
replace the edited and updated version
of the file onto the share site.

Non-functional requirements
This section will specify any non-functional requirements with in this system. These requirements are
not features of the system but required for the system to work

This system will need a preferable server performance so that the system can remain
responsive as more files and sites are added to the server, and when more users log in and
using the system on SharePoint.
The system needs to be accessible at any given time from any user, from any department
within the STFC, to regularly access and download the files. As well as adding them,
changing, deleting and updating files.
There needs to be a backup server or tools put in place, if one of the internet servers in the
STFC fail in any laboratories. This is so that the files can be securely stored and still allow
access to the SharePoint sites in the system.
The SharePoint and system needs to be easy and simple to use with people with different IT
backgrounds and knowledges. There will need to be a help system put in place if any user is
finding difficulty using it.