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SoftwareRequirements Specification for University Management System Group 8
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S O F T W A RE R E Q U I R E M E N T S
S P E C I F I C A T I O N
F O R
UNIVERSITY MANAGEMENTSYSTEM
V E R S I O N 1 . 0 A P P R O V E D
P R E P A R E D B Y G R O U P 8
C O D E - 4 T E A M
0 6 / 1 0 / 1 0
Team members
SC/ITC/08/0003
SC/ITC/08/0031
SC/ITC/08/0032
SC/ITC/08/0034
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TABLE OF CONTENTS
1. Introduction............................................................................................................................................... 1Purpose ............................................................................................................................................................................................ 1Intended Audience and Reading Suggestions .............................................................................................................. 1Project Scope ................................................................................................................................................................................. 1References ...................................................................................................................................................................................... 1document overview ................................................................................................................................................................... 1
2. Overall Description.................................................................................................................................. 3Product Perspective .................................................................................................................................................................. 3Product Features ......................................................................................................................................................................... 4User Classes and Characteristics ........................................................................................................................................ 5Operating Environment ........................................................................................................................................................... 5Design and Implementation Constraints ........................................................................................................................ 5User Documentation.................................................................................................................................................................. 6Assumptions and Dependencies ......................................................................................................................................... 6
3. System Features ........................................................................................................................................ 6Registration.................................................................................................................................................................................... 7Profile ................................................................................................................................................................................................ 8Track Student Progression .................................................................................................................................................... 9User Management .....................................................................................................................................................................10System Management ...............................................................................................................................................................13Department Management .....................................................................................................................................................13Class Management ....................................................................................................................................................................15Online Application ....................................................................................................................................................................16
4. External Interface Requirements...................................................................................................... 17User Interfaces ...........................................................................................................................................................................17Software Interfaces ..................................................................................................................................................................18Communications Interfaces .................................................................................................................................................18
5. Other Nonfunctional Requirements ................................................................................................. 18Performance Requirements ................................................................................................................................................18
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Safety Requirements ...............................................................................................................................................................19Security Requirements ...........................................................................................................................................................19Software Quality Attributes .................................................................................................................................................19
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1. INTRODUCTION
PURPOSE
The purpose of this software requirement specification is to capture requirements for developing a
University Management System for the University of Cape Coast. This document describes the
design decisions, architectural design and detailed design needed to implement the system. This
document helps to capture requirements in the early stages of the development cycle thus reduces
the risk of schedule slippage or budget overspending and enables developers to develop the
system in a more efficient manner.
INTENDED AUDIENCE AND READING SUGGESTIONS
This document is intended for use by all stakeholders involved in the development of the system.Stakeholders comprise of customer representatives and software representatives (designer,developer, documenter and tester).This document has been prepared to capture the requirementsof all stakeholders so that those requirements are traceable to the end product.
PROJECT SCOPE
The university management system is a web based application that will allow the university tocreate a more structured organization, increases the transaction handling capacity and improvesthe system of internal control.
The UMS also provides the university a system that is responsive, efficient, reliable, easy to use,
and easy to maintain. Besides, it will present a good user experience for all users.
The scope of UMS is global i.e. registered users must be able to login to their accounts by directlyaccessing the universitys website and then signing in with their username and password anytimeanywhere.
The goal of this project is to transform the university workflow into internet-based operations andservices, integrated database and seamless information systems to be available at any time andplace.
REFERENCES
[1] Ian Sommerville, Software Engineering Ninth Edition, 2011.[2] Jessica keyes, Software Engineering Handbook, 2005.[3] Karl E. Wiegers, Software Requirements, Second Edition, 2003.[4] IEEE Document Standards published in IEEE Standards Collection. 2001 Edition.
DOCUMENT OVERVIEW
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The remainder of this document is divided into section which gives information about therequirement specification of the system under development.
Section 2 of this document describes the system under development from a holistic point of view.Product perspective and features, characteristics, constraints, assumptions, dependencies, and
overall requirements are defined from the system-level perspective.Section 3 of this document describes the system features in details, by stating the description andpriority, stimulus/response sequences and functional requirements of each feature.
Section 4 of this document describes the external interface requirements of the system i.e. theUser Interfaces, Software Interface and the Communication Interface.
Section 5 of this document describes the other nonfunctional requirement performance, safety,security and software quality attributes of the system under development.
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2. OVERALL DESCRIPTION
PRODUCT PERSPECTIVE
The University Management System is a new system that replaces old paper work system; it is an
online application that will run on any electronic device that has a web-browser. The system
provides a view, submit, online registration, checking of results and other miscellaneous resources.
The view will be based on different categories, like attendance view, report generation, grade view
and many more.
Further the faculty members can add/update/remove the resource available to the students; they
can also mark the attendance of student online.
The System will also have an Administrator who will have full-fledged rights over every user. The
Administrator will be able to add and delete users; add new departments, branches, programs and
so on. The system is expected to evolve over several releases.
FIGURE 1.0: CONTEXT DIAGRAM FOR UMS
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PRODUCT FEATURES
The university management system is an online application that will operate in four modes:
y Administrative mode for administrators
y Faculty mode for lecturers
y Student mode for admitted students
y Applicants mode for applying students
In each mode, a user has access to a different set of services helping to control access to the
system and maintain the integrity of the data stored in the databases.
The features that are available to the Administrator are:
y Backup and Restore of database
y Creation, Deletion or Modification of an account/user
y Can change users password
y Insert/delete/edit the information available on the UMS
y Can access all the accounts of the faculty members/students
The features available to faculty members are
y Viewing of self details
y Viewing student marks and Grade
y Uploading marks, assignments, reading materials for student
The features available to the student are:
y Registration
y Viewing of Grades
y Download reading material for a course
The features available to the applicants are:
y Apply for form online.
y Filling and Submitting of form online
Refer to figure 1.0 for more features.
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USER CLASSES AND CHARACTERISTICS
There are various kinds of users for the product. Usually web products are visited by various users
for different reasons.
The various users include:
y Administrators (Data Processing Unit): has the privileges of an administrator. Some level
of technical expertise is needed for some of the administrators like super administrator. This
knowledge is required in some technical function like the database management.
y Faculty Members: they would make use of the above mentioned features by accessing the
UMS online. They should have a basic knowledge of using a computer hence technical
expertise is not required.
y Students: they would make use of the above mentioned features by accessing the UMS
online. They should also have a basic knowledge of using a computer.
y Applicants: they would make use of the above mentioned features by accessing the UMS
online. A basic knowledge of using a computer is sufficient.
OPERATING ENVIRONMENT
The UMS shall operate with the following Web browsers: Microsoft Internet Explorer version 5.0and higher, Netscape Communicator version 4.7 and other higher version, Opera 7.0 or otherhigher versions available and Mozilla Firefox.
The UMS shall operate in a windows environment, running an Apache Version 2.2.11 server. TheDBMS that will be used to manage the universitys data is MySQL. The only requirement to usethis online product will only be the internet connection.
DESIGN AND IMPLEMENTATION CONSTRAINTS
The UMS shall use the client/server architecture and therefore be capable of handling multiple
requests concurrently
All script shall be written in PHP (server side scripting) and JavaScript (client side scripting).
All HTML code shall conform to the HTML 4.0 standard.
The development team has to deal with changing requirements by the clients since the model
being used in developing the software allows for that.
Another major constraint is developing the software within the time limit:
y The university might implement a new policy which states that students cannot edit their
user profile.
y There must be constant power supply to keep the server running.
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USER DOCUMENTATION
User manual will be delivered alongside the software product. It will include product overview,
complete configuration of the used software, technical details, basic operation of the product and
contact information which will include email address.
ASSUMPTIONS AND DEPENDENCIES
UMS shall work even at when the network traffic is high. Sever shall have a power backup as well
as a database backup. The UMS shall be compatible with most of the operating systems i.e.
previous and latest ones.
Over time, the technology employed by the UMS may change. New version of the DBMS will
become available. New features will help the administrator maintain the databases, improve the
response time for simultaneous transactions, and prompt the development of new features for
student, and faculty members.
3. SYSTEM FEATURES
The users of the system will be exposed to different features depending on the user mode, all
users except applicants have to login with their unique username and password.
FIGURE3:1 DATA FLOW DIAGRAM FOR LOGIN
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REGISTRATION
DESCRIPTION AND PRIORITY
This feature shall be available only to students of the university, it shall allow them to registertheir courses for the semester, and add or drop some of the courses they will be offering for
the semester. The priority of this feature is low.
STIMULUS/RESPONSE SEQUENCE
This functionality is access from the student page.
Stimulus Response
Click on the Registration menu button Three sub-menus will drop down, Register,add course and drop course.
Click on Register button A table is displayed showing the course for
the semester, their respective credit hours,and the total credit hours.
Click on OK button The student is being registered with thecourses and the database is updated
Click on Add course button A table is displayed showing the possiblecourses you can add, and a list of alreadyregistered courses
Click on any course from the list of possiblecourses
The course is being added to registered listof course
Click on OK The student database is being updated
Click on Drop course A list of registered courses is displayedClick on any course from the list of course The course is being remove from the list
Click on OK The select course is removed and thedatabase is updated.The new registered course is displayed.
FUNCTIONAL REQUIREMENTS
Function Register
Input Uses the username that was used to login which is the
student index number
Process Gets the student department and level by analyzing the indexnumber.Fetches the courses mounted for the semester from thedepartment and level the student belongs to.
Output Courses to be offered that semester and their correspondingcredit hours.
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Requirement Student has not failed three (3) or more courses.
Function Add Course
Input Selected courses from the available courses.Total credit hours of course already registered for.
Process Sums the credit hours of the selected course and registeredcourse and make sure it is not greater than 21 hours, whichis the maximum credit hours an individual can take persemester. If greater than 21 hours the update will be cancel
Output The final courses to be offered that semester and theircorresponding credit hours.
Requirement Total credit hours is not greater than 21.Student must have registered before he/she can add course.
Function Drop Course
Input Selected courses from the registered courses.List of Compulsory courses from the database
Process Check if the selected course is part of the compulsorycoursesSums the credit hours of the selected course and registeredcourse and make sure it is not greater than 21 hours, whichis the maximum credit hours an individual can take persemester. If greater than 21 hours the update will be cancel
Output The final courses to be offered that semester and theircorresponding credit hours.
Requirement Student must be registered before he can drop courseCompulsory course cant be dropped
PROFILE
DESCRIPTION AND PRIORITY
This feature shall be available to the students and faculty members of the university; it shall
display basic information about the individual. It shall also allow changing of password. The
priority of this feature is medium.
STIMULUS/RESPONSE SEQUENCE
Stimulus Response
Click on the Profile menu button Opens the individual profile page, showingthe name, profile picture, contacts, and E-
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mail.
On the profile page, click on changepassword
Displays a form, with four (4) textbox andone (1) dropdown combo box, requesting forold password, new password, retype newpassword, security question (combo box),and security answer.
Clicking on OK button after filling the form Updates the database, by changing thepassword, security question, and securityvalue of the individual.
FUNCTIONAL REQUIREMENTS
Function Change password
Input Old password, new password, security question and securityanswer.Current password from the database.
Process Checks if the password from the database matches the oldpassword entered by the student.If true the change is made and the database is updated.If false, the change is not made and the user is notified aboutthe error.
Output If change is successful, a prompt shall notify the user that thechange has been made.If change is unsuccessful, a prompt shall notify that thechange was not made
Requirement New password must be not be less than six (6) characters.
TRACK STUDENT PROGRESSION
DESCRIPTION AND PRIORITY
This feature shall be available to the students of the university; it shall allow them to check their
result, and calculate their CGPA. The priority of this feature is low.
STIMULUS/RESPONSE SEQUENCE
Stimulus Response
Click on Track student progressionmenu button on the student page
Two sub-menu will drop down, check resultand calculate CGPA
Click on check result A table is displayed, showing a list of all thecourses the student registered for theprevious semester and their correspondinggrades.
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Click on calculate CGPA A list of all the courses the student hasregistered for from the first semester in level100 to the current semester in the currentlevel, with their corresponding grades andbelow is the CGPA.
FUNCTIONAL REQUIREMENTS
Function Check result
Input Student index number which is the username.Database that holds the table.
Process Matches the student index number through the table holdingthe courses which the student registered for the previoussemester and fetches the grade of each course.
Output A list of courses and their corresponding grade.
Requirement Only student who have already completed one semester canuse check their result
Function Calculate CGPA
Input Student index number - usernameDatabase holds the table
Process Runs the student index number through the table holding thecourses which the student has registered for from the firstsemester of first year to the current semester for the currentyear to fetch the grade and the credit hours of the course.The CGPA is computed by summing the product of the gradeweighting and the credit hours of each course and dividingthe summation by the total credit the student has registeredfor.
Output List of courses, their corresponding grades and calculatedCGPA.
Requirement Only student who have completed one semester cancalculate their CGPA.
USER MANAGEMENT
DESCRIPTION AND PRIORITY
This feature is available to administrators only. It allows management of different users of
the UMS. This feature is divided into Student management, Faculty management, and
Administrator Management. It allows the administrators to search for users, to view or
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modify user information, add new users, and delete users. This function is available to all
management mode selected. The priority of this feature is high.
STIMULUS/RESPONSE SEQUENCE
Stimulus Response
Click on User Management menu button Three sub-menu will drop down, Studentmanagement, Faculty management, andAdministrator management.
Clicking on any of the sub-menu Loads a page that allows you to performfunction on the type of user managementchosen. Searching, viewing and modificationof user information, adding or deleting users.
Enter an information about a user andclicking on Search button
Displays a list of users that corresponds toinformation that is searched on.If search does not match any user, amessage is displayed to the user informingto modify search key.
Click on Edit User when a user ishighlighted
Loads a form that hold all the record aboutthe user that are editable.
Click on Ok button after makingmodification
Updates the information on the user in thedatabase.
A prompt informing the user that themodification was successful
Click AddUser Loads a form that is meant to be filled withthe information of the user to be added.
Click on Submit button after filling the form If all required field are filled correctly, aprompt displays the user is successfullyadded.If all required field are not correctly filled, anerror message is displayed beside the fieldthat is not correctly field.
Click on Delete User when a user ishighlighted
Displays a prompt asking for confirmation ifthe admin if he/she wants to perform thedelete action.
Click Ok button Prompt the admin that the deletion wassuccessful.
Click Cancel button Returns the user back to the search result.
FUNCTIONAL REQUIREMENTS
Function Search
Input Unique identifier e.g. student index number for students. or
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name of the userDatabase for kind of user management chosen.
Process Query the database to fetch user with value matching thesearch word.
OutputA list of user(s) with matching the search word or an errormessage if no user matches the search word.
Requirement TBD
Function Edit User
Input The selected user, then value filled into the form for the user.
Process Checks if the form has all required field filled correctly, ifcorrectly filled the database is updated with the new valuesfor the user.If not correctly filled, loads the form again with error message
Output Displays a message that the update was successful
Displays the form with error message, and error marks infront of the field which was wrongly filled.
Requirement The user must be searched for and highlighted first beforeyou can edit it.
Function AddUser
Input Name, unique identifier, contact information, email, level(student), date of birth, program (student), department,gender.
Process Check if the unique identifier is already in the database of themanagement mode selected.
Adds the new user by creating record in the database.
Output Displays a message that user was successfully addedDisplays an error message if the required field are notcorrectly filled or if unique identifier already exist.
Requirement All required field must be correctly filled.
Function Delete User
Input The selected user from the search result.
Process Deletes the whole record of the selected user from the
databaseOutput A confirmation message if admin wants to perform the delete
action
Requirement The user to be deleted must be searched for first before youcan delete it.
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SYSTEM MANAGEMENT
DESCRIPTION AND PRIORITY
This feature is available to the administrators only. It allows the admin to restore and backupthe database as well as other system related functionalities. The priority is high.
STIMULUS/RESPONSE SEQUENCE
Stimulus Response
Click on System Management Drops down two options, Backup andRestore
Click on Backup Loads the backup page, allowing the user tobackup the system.
Click on Restore Loads the restore page, allowing the user tochoose the restore point.
FUNCTIONAL REQUIREMENTS
Function Backup
Input All the record stored in the database
Process Copying of the records on the database and storing them ona tape drive
Output Message showing the progress of the backup.Message showing the backup is completed
Requirement A tape drive with tape which is large enough to store the dataon the database.
Function Restore
Input Backup data from a tape drive
Process Populate the database with the data from the tape drive
Output Message showing the progress of the restore process.
Requirement Tape drive must have the backup data
DEPARTMENT MANAGEMENT
DESCRIPTION AND PRIORITY
This feature is available to the administrator. It allows the administrator to add new
departments, mount new programs and assign lecturers to particular courses.
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STIMULUS/RESPONSE SEQUENCE
Stimulus Response
Clicking on Department Management Drops down three sub-menu, Add newdepartment, Mount program and assign
lecturesClicking on Adddepartment button This loads a form that requires the name of
the department, the head of the department,and the department number.
Clicking on add button Creates a department in the databaseAnd message is displayed to show that theoperation is successful
Clicking on Mount program This will load a form that requires the nameof the program, the department which theprogram belongs to, and program number.
Click on mount button This create a new program in the databaseAnd prompt displaying the successfulcreation of the database is displayed to theuser.
Click on Assign lectures This displays a form requiring the name ofthe course and the name of the lecturer.Combo boxes are used here.
Clicking on assign button This will display message if the operation issuccessful.
FUNCTIONAL REQUIREMENTS
Function AdddepartmentInput Name of the department, department number, head of the
department, school the department belongs to, and thedepartment number.
Process Checks if the department already exists in the database andif all required fields are filled.If positive result the department is created, else an errormessage is displayed to the user.
Output Success message if the operation is successfulError message, if the operation is not successful
Requirement TBD
Function Mount Program
Input Name of program, department name, and program number.
Process Checks if the program has already been mounted and if allrequired field are correctly filled
Output Success message if the operation is successfulError message, if the operation is not successful
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Requirement TBD
Function Assign Lectures
Input Course name and the lecturer name
Process Fetches for the lecturers id and the course id, and checks ifthe lecturer has been assigned to more than three course,If okay the lecturer is assigned to the course else an errormessage is displayed specifying the cause of the error.
Output Success message if the operation is successfulError message, if the operation is not successful
Requirement Lecturer must not be assigned to more than three courses.
CLASS MANAGEMENT
DESCRIPTION AND PRIORITY
This feature will be available to faculty members of the university; it will allow them to
manage their student attendance and grades. The priority of this feature is medium
STIMULUS/RESPONSE SEQUENCE
Stimulus Response
Click on Class management Display two sub-menu Attendance andGrading
Clicking on Attendance Displays all the course the lecturer is takingClicking on a course Displays the list of student taking the course
selected.Each student has checkbox in front of itsstudent number.
Checking on the check box in front of astudent name
This marks the student to be present for thatmeeting.
Un-checking on the checkbox This marks the student to be absent for thatmeeting.
Clicking on Grading Displays all the courses the lecturer is taking
Clicking on a course Displays the list of student offering thecourse.
Each student has a combo box in front of itsstudent number. The combo box list all thepossible grade a student can get.
Selecting a grade for a student Updates the database of the student record
FUNCTIONAL REQUIREMENTS
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Function Attendance
Input Lecturer Id, Course Id from the user, checks from the checkbox
Process Search through the database for the courses the lecturer is
lecturing.Search through the database for student who have registeredfor that course, and set if they are present by increasing thenumber of present each student has to a particular course
Output Displays the total number of student present and absent forthat particular meeting
Requirement Lecturer must be assigned to a course.
Function Grading
Input Course Id, lecture Id, and grades for each student
Process Search through the database for the courses the lecturer is
lecturing and displays itSearch for the students who are offering the course selectedby the lecturer.
Assign the grade chosen to the student database.
Output Confirmation that the update should be made.Notification that the operation is successful.
Requirement Student with Incomplete result shall be change to E after oneweek.
ONLINE APPLICATION
DESCRIPTION AND PRIORITY
This feature is available to only applicants to the university. It shall allow to them to apply
and fill form online. The priority of this feature is medium.
STIMULUS/RESPONSE SEQUENCE
Stimulus Response
On the homepage click on Applicants This takes you to the applicant page, where
the user has to fill a form.Clicking on apply This submits all the information the
applicants has entered into the form.A message is displayed to the applicantsthat message has
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FUNCTIONAL REQUIREMENTS
Function Applicants
Input Name of the applicants, result of the applicants, e-mail, andprevious school.
Process Checks that all the required fields are filled correctlySaves it into the applicant database
Output If all required field are correctly filled, a message is displayedto the user that the application has been submitted.
Requirement TBD
4. EXTERNAL INTERFACE REQUIREMENTS
USER INTERFACES
All pages of the system shall follow a consistent theme and clear structure. The occurrence of
errors shall be minimized through the use of checkboxes, radio buttons and dropdown menu in
order to reduce the amount of text input from user.
JavaScript implement in HTML in order to provide a Data Check before submission. HTML Tables
to display information to give a clear structure that easy to understand by user. Error message
shall be located beside the error input which clearly highlight and tell user how to solve it.
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FIGURE4:1 USER INTERFACE
SOFTWARE INTERFACES
The application interfaces with a MySQL database which holds the data required for the
application. It would also interface with the web browsers on which the application will be accessed
by the user.
COMMUNICATIONS INTERFACES
The UMS shall send an e-mail to applicants who have gain admission to the University. The HTTP
protocol will be used to facilitate communications between the client and server.
5. OTHER NONFUNCTIONAL REQUIREMENTS
PERFORMANCE REQUIREMENTS
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Response time to queries shall take no longer than 7 seconds to load onto the screen after the
user submits the query.
The system shall display confirmation messages to users within 4 seconds after the user submits
the information to the system.
SAFETY REQUIREMENTS
The database may get crashed at any certain time due to power or operating system failure.
Therefore it is required to backup the database. The system has been configured in a way to allow
scheduled backup of the whole systems database. This is will be done at the early hours of the
morning when the system is not expected to be used.
SECURITY REQUIREMENTS
All Users except applicants shall be required to log in to the UMS for all operations.
y The students index number shall be used as username.
y All users password must exceed six characters.
The database for the UMS shall be a secured one, where changes to the database shall be based
on the kind of user accessing the database.
y Administrators shall have full control over the database.
y Students shall be able to change only password.
y Faculty members shall be able to upload into the database, mark attendance and enterstudent grades.
y Applicants shall only be able to enter data into the database i.e. filling of form.
SOFTWARE QUALITY A TTRIBUTES
MAINTAINABILITY
The system will be designed so that it will be easily extensible; that is new services for each user
mode (Administrator, Faculty, Student, and Applicant) can be added using the same paradigm.
While developers are required to extend the system, the code to develop new services is notexpected to be complex.
The system will allow changes to the software in order to correct defects and deficiencies found
during the field usage.
AVAILABILITY
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High availability is a primary and critical requirement. It means that the system shall be up and
running 24/7 with no downtime. The system shall be able to recover immediately from any failure
situation from software bugs to hardware crashes.
SCALABILITYScalability ensures that the UMS can adapt to growing demands such as being able to handle
more users or larger number of enquires and transactions, and to have the capability to meet peak
demand periods without introducing unacceptable delays for processing queries.
*** End of the SRS ***