Enterprise Management

Module Requirements
Project Title: Project Management Module for WASEERA.
Prepared By: EPMO Team
Date: September 8, 2024
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Table of Contents
1. Introduction
2. Objectives
3. Functional Requirements
 3.1 Project Planning
 3.2 Task Management
 3.3 Collaboration Tools
 3.4 Reporting and Analytics
 3.5 Compliance and Documentation
 3.6 User Management
 3.7 Issue Management
 3.8 Risk Management
 3.9 Project Issuance Approval Cycle
 3.10 Project Deliverables Acceptance and Approval Cycle
4. Non-Functional Requirements
 4.1 Performance
 4.2 Security
 4.3 Usability
 4.4 Reliability
5. User Roles and Permissions
6. Integration Requirements
7. Conclusion
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1. Introduction
This document outlines the requirements for developing a Project Management
Module at WASEERA. The module will facilitate project planning, execution,
monitoring, and reporting to ensure alignment with the company’s strategic vision.
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2. Objectives
 Streamline Project Management: Enhance efficiency through structured
processes.
 Facilitate Collaboration: Enable seamless communication among team
members.
 Monitor Progress: Provide real-time insights into project performance.
 Ensure Compliance: Maintain regulatory adherence throughout project life
cycles.
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3. Functional Requirements
3.1 Project Planning
 FR1: The system shall allow users to create new projects with defined
objectives, timelines, and milestones.
Example: A Project Manager can create a project titled "Mobile Banking App
Development," specifying key deliverables and deadlines and indicating that
it is being developed "In-house."

 FR2: The system shall include templates for different project types (e.g.,
product development, market expansion).
Example: The module provides templates like "Marketing Campaign" and
"Regulatory Compliance Assessment," with pre-defined tasks and timelines to
expedite project setup.

 FR3: Users shall be able to set project budgets, allocate resources, and
specify whether the project is "In-house" or "Outsourced."
Example: A project budget of SAR150,000 can be set, allocating resources
such as developer time, marketing funds, and software licenses, clarifying
that part of the development will be outsourced to a third-party vendor.
 FR4: The system shall capture project requester details, including name, ID,
department name, and department head.
 Example: The project requester, Ahmed Ali (ID: 001234), from the Finance
department, requests the project, with the department head being Sarah
Johnson.

3.2 Task Management

 FR5: The module shall allow users to create, assign, and track tasks within
projects.
Example: Tasks such as "Design User Interface" and "Conduct User Testing"
can be created and assigned to specific team members.

 FR6: Users shall have the ability to set task deadlines, dependencies, and
priority levels.
Example: The task "Develop Backend API" can be set to depend on the task
"Finish Database Design," with a priority of "High."

 FR7: The system shall send automated reminders for upcoming deadlines
and overdue tasks.
Example: Automated notifications are sent 48 hours before task deadlines
and daily reminders for overdue tasks via email.

3.3 Collaboration Tools

 FR8: The system shall include a discussion forum or chat feature to facilitate
team communication.
Example: Team members can use a built-in chat feature to discuss ongoing
tasks or raise concerns regarding project progress in real time.

 FR9: Users shall be able to upload and share documents, images, and other
project-related files.
Example: A designer uploads wireframe images and project specifications
that are accessible to all team members for feedback.

3.4 Reporting and Analytics

 FR10: The module shall generate real-time reports on project progress,
resource utilization, and budget status.
Example: A report can show current status as "On Track" or "Behind
Schedule" with graphical representations of resource allocation.

 FR11: Users shall be able to visualize project timelines and milestones

through Gantt charts.
Example: A Gantt chart provides a visual timeline of all project phases,
highlighting start and end dates and dependencies.

 FR12: The system shall provide KPI dashboards to track project performance
against strategic objectives.
 Example: A dashboard shows key performance indicators, such as the
percentage of completed tasks, budget spent versus allocated, and overall
team productivity metrics.

3.5 Compliance and Documentation

 FR13: The system shall have built-in compliance tracking features to ensure
adherence to regulatory requirements.
Example: The module tracks necessary compliance documentation for a
project, such as risk assessments and regulatory approvals, providing alerts
for any incomplete documentation.

 FR14: Users shall be able to store and manage project documentation

securely within the system.
Example: Users can securely upload contract agreements and regulatory
documents to a centralized, protected location accessible only to authorized
personnel.

3.6 User Management

 FR15: Admin users shall have the ability to create user accounts and assign
roles (e.g., Project Manager, Team Member).
Example: An Admin can create accounts for new employees and assign them
roles based on their responsibilities in various projects.

 FR16: The system shall include a permissions model to restrict access to

sensitive project information.
Example: Only Project Managers and higher roles can view budget details,
while Team Members can only see their assigned tasks.

3.7 Issue Management

 FR17: The system shall allow users to log and track issues encountered
during project execution.
Example: A team member can report an issue regarding "Delayed Backend
Services," providing details such as urgency and assigned resolution team
member.
 FR18: Users shall be able to assign priority levels and deadlines to issues to
facilitate timely resolution.
Example: An issue logged with a priority of "Critical" must be resolved by the
end of the week to avoid project delays.
 FR19: The system shall generate issue reports that summarize unresolved
issues and their status.
Example: A weekly report lists all critical issues yet to be resolved, along with
their assigned personnel and deadlines for resolution.
3.8 Risk Management
 FR20: The system shall provide features to identify, assess, and manage
project risks.
Example: A project risk can be logged for "Regulatory Changes," including its
potential impact and likelihood assessment.
 FR21: Users shall be able to assign risk owners who are responsible for
monitoring and mitigating risks.
Example: A risk associated with the project can be assigned to a specific
team member to ensure regular follow-ups and updates.
 FR22: The module shall generate risk reports summarizing identified risks,
their mitigation strategies, and current statuses.
Example: A report provides insights into overdue risks and mitigation efforts
taken, highlighting high-priority risks requiring immediate attention.

3.9 Project Issuance Approval Cycle

 FR23: The system shall require approval workflows for project issuance from
relevant stakeholders.
Example: Once a project proposal is submitted, it must receive approvals
from the Project Manager and Compliance Officer before being officially
initiated.
 FR24: Users shall be notified of pending approvals and their timelines to
ensure timely actions.
Example: Automated reminders are sent to approvers if a project submission
awaits their approval for more than 48 hours.
 FR25: The approval process shall include tracking changes made to project
issuance requests, including reviewer comments.
Example: Comments from stakeholders during the review process are logged
so team members can view feedback on requested changes.

3.10 Project Deliverables Acceptance and Approval Cycle

 FR26: The module shall include an acceptance criteria checklist for project
deliverables to facilitate formal approval.
Example: A deliverable for "User Interface Prototype" can have acceptance
criteria such as functionality tests and stakeholder feedback incorporation.
 FR27: Users shall have the ability to submit deliverables for review and
specify related deadlines for feedback.
Example: A "Final Documentation" deliverable can be submitted for review
with a feedback deadline of one week from submission.
 FR28: The system shall track approvals or rejections of deliverables, allowing
users to view the logs of feedback and actions taken.
 Example: A status update indicates if a deliverable was approved or requires
resubmission, along with comments detailing necessary revisions
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4. Non-Functional Requirements
4.1 Performance
 NFR1: The module shall support at least 500 concurrent users without
performance degradation.
Example: During peak usage, the system remains responsive with load times
under 2 seconds for all user actions.

 NFR2: The system shall provide reports with a response time of less than 5
seconds.
Example: Generating a project status report takes no longer than 5 seconds,
regardless of data volume.

4.2 Security
 NFR3: The system shall comply with data protection regulations (e.g., GDPR,
PCI DSS).
Example: All user data collected must adhere to regulatory guidelines, and
users can request the deletion of their personal information.

 NFR4: User authentication shall include two-factor authentication for

enhanced security.
Example: Users must enter a password and a code generated on their mobile
device when logging into the system.

4.3 Usability
 NFR5: The interface shall be intuitive and user-friendly, requiring no more
than one hour of training for end-users.
Example: New users can easily navigate the module without extensive
training, finding functions simpler to locate.

 NFR6: The system shall be accessible via desktop and mobile devices.
Example: Team members can update tasks and communicate via a mobile
app while on the move.

4.4 Reliability
 NFR7: The system shall have an uptime of 99.9% over a one-year period.
Example: The module experiences less than 4.38 hours of downtime per year.

 NFR8: Regular backups shall be automated to prevent data loss.

 Example: The system automatically backs up all project data every 24 hours
and retains backups for at least 30 days.
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5. User Roles and Permissions

Role Permissions
Project Manager Create/Edit/Delete Projects, Assign Tasks, View Reports, Manage
Budgets
Team Member View and Edit Tasks, Participate in Discussions, Upload Documents
Admin Manage Users, Set Permissions, Access All Projects and Reports
Compliance Access Documentation, Ensure Compliance, Generate Compliance
Officer Reports

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6. Integration Requirements
 IR1: The module shall integrate with existing CRM and ERP systems for
seamless data flow.
Example: Integration with the existing CRM allows for automatic updates of
client-related projects when account changes occur.

 IR2: The system shall support API integration with third-party applications
like project tracking and reporting tools.
Example: Integration with reporting tools like Tableau facilitates advanced
analytics beyond the default project reporting.

 IR3: Data exchange should comply with industry standards to ensure security
and data integrity.
Example: All data transferred between systems is encrypted and adheres to
relevant standards, such as REST API guidelines.
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7. List of Required Fields

Below is a detailed list of required fields for each section of the Project
Management Module Requirements Document, complete with examples for
clarity. The fields are categorized by functional and non-functional requirements
outlined in the document.
1. Non-Functional Requirements
1. Project Planning
Field Description Example
A unique identifier assigned to each
Project ID DPP-2023-001
project.

The title or name of the project being Digital Payment

Project Title
planned. App Launch
Develop a secure
Project A detailed description outlining the payment app to
Description objectives and goals of the project. enhance customer
transactions.
The date the project is scheduled to
Start Date 2023-01-01
begin.

The date the project is expected to be

End Date 2023-06-30
completed.

The individual responsible for

Project Manager Ahmed
overseeing the project.

List of all personnel involved in the Soud, Developer;

Team Members
project. Abdullah, QA
The current state of the project (e.g.,
Status Active
Active, Completed).

Customer/ The primary external party the project

Stakeholder is being developed for. WASEERA Ltd.

Development Indicates whether the project is In-house or

Type developed in-house or outsourced. Outsourced
The total financial allocation for the
Budget SAR150,000
project.

Key deliverables and target dates MVP Completion:

Milestones
within the project timeline. 2023-04-30
Project Requester The name of the individual requesting
Name the project. Ahmed Ali

Project Requester A unique identifier for the project

ID requester. 001234

The department under which the

Department Name Finance
project falls.
Department Head The name of the head of the
Name department. Sarah Johnson

2. Task Management
Field Description Example
A unique identifier for each task within
Task ID T001
the project.

The title or name of the task to be Develop Login

Task Name
completed. Feature
Create and test a
Task A brief overview of the task's purpose secure login
Description and requirements. feature for the
app.
Individual(s) assigned to complete the
Assignee(s) Ali
task.

The scheduled date when the task will

Start Date 2023-01-02
begin.

The deadline by which the task should

Due Date 2023-01-15
be completed.

Indicates the priority of the task (e.g.,

Priority Level High
High, Medium, Low).

The current state of the task (e.g., Not

Status In Progress
Started, In Progress, Completed).

Expected Estimated time required to complete the

Hours task. 20 hours

Any tasks that must be completed Complete UI Design

Dependencies before Developing
before this task can start.
Login Feature
Completion The current progress of the task
Percentage represented as a percentage. 75%

3. Collaboration Tools
Field Description Example
A unique identifier assigned to each
Document ID DOC001
document uploaded.
Document Technical
The title or name of the document.
Name Specification
The format or category of the document
Document Type PDF
(e.g., PDF, Word).

The date the document was uploaded to

Upload Date 2023-01-05
the system.

Version
The current version of the document. v1.0
Number

The individual responsible for the

Owner Abdullah
document.

Access Who can view or edit the document Read/Write for

Permissions (e.g., Admin, Team Members). Team and Project
Manager
Version 1.0:
History of changes made to the Initial upload;
Change Logs
document across versions. Version 1.1: Minor
corrections made.

4. Reporting and Analytics

Field Description Example
A unique identifier for each generated
Report ID RPT-Q1-2023
report.

The type of report generated (e.g., Project Status

Report Type
Project Status, Budget Report). Report
Key Performance Indicators that are Task Completion
KPIs Tracked Percentage, Budget
monitored in the report.
Utilization
Generated
The date when the report was created. 2023-03-01
Date
All tasks are
A brief overview of the report findings currently on
Summary track, with budget
and status.
utilization at
65%.
Visual Graphs Graphical representations included in Gantt Chart, Pie
and Charts the report for better understanding. Chart for Budget
Distribution

5. Compliance and Documentation

Field Description Example
Compliance ID A unique identifier for compliance CPL-2023-001
 documentation.

Compliance The specific type of compliance to be Regulatory

Type tracked (e.g., Regulatory Approval). Approval
Approval from
Compliance A detailed explanation of what the financial
Description compliance entails. regulatory body
for the payment
app launch.
Submission The date when the compliance
Date document was submitted. 2023-02-01

The current status regarding the

Approval
compliance document (e.g., Approved, Approved
Status
Pending).

The date the compliance documentation

Review Date 2023-05-15
is scheduled for review.

Comments/ Additional notes or comments relevant Awaiting further

Notes to the compliance process. documentation for
full compliance.
A unique identifier for compliance
Compliance ID CPL-2023-001
documentation.

Compliance The specific type of compliance to be Regulatory

Type tracked (e.g., Regulatory Approval). Approval
Approval from
Compliance A detailed explanation of what the financial
Description compliance entails. regulatory body
for the payment
app launch.
Submission The date when the compliance
Date document was submitted. 2023-02-01

The current status regarding the

Approval
compliance document (e.g., Approved, Approved
Status
Pending).

The date the compliance documentation

Review Date 2023-05-15
is scheduled for review.

Comments/ Additional notes or comments relevant Awaiting further

Notes to the compliance process. documentation for
full compliance.

6. User Management
Field Description Example
User ID A unique identifier for each user in the USR-001
 system.

User Name The full name of the user. Alice Brown

The role assigned to the user within the
Role project management context (e.g., Project Developer
Manager, Team Member).

Email Contact email address for the user. [Link]@exampl

[Link]
Specific actions the user can perform Edit Tasks, View
Permissions
within the system. Reports
Account The current status of the user's account
Status (e.g., Active, Inactive). Active

Last Login The last date the user accessed the

Date system. 2023-03-01

Contact
Phone number for contacting the user. 555-123-4567
Number

1.7 Issue Management

Field Description Example
Issue ID A unique identifier for each logged issue. ISS-001
Issue A brief overview of the issue being Delayed Backend
Description reported. Services
The severity or urgency of the issue (e.g.,
Severity Level Critical
Critical, Major, Minor).

The individual responsible for resolving

Assignee Ali
the issue.

Date Logged The date the issue was reported. 2023-01-10

The current state of the issue (e.g., Open,
Status Open
In Progress, Resolved).

Resolution The date by which the issue should be

Deadline resolved. 2023-01-15

Comments/ Additional notes or comments related to Waiting on third-

Notes the issue. party feedback.
1.8 Risk Management
Field Description Example

Risk ID A unique identifier for each logged risk. RSK-001

Risk A brief overview of the risk being Regulatory

Description reported. Changes

The probability of the risk occurring

Likelihood Medium
(e.g., Low, Medium, High).

The potential impact of the risk on the

Impact High
project (e.g., Low, Medium, High).

The individual responsible for

Risk Owner Soud
monitoring and mitigating the risk.

Date Logged The date the risk was identified. 2023-01-15

Mitigation The strategy to minimize or eliminate Engage with

Strategy the risk. legal advisors.

The current state of the risk (e.g., Under

Status Active
Review, Active, Mitigated).

1.9 Project Issuance Approval Cycle

Field Description Example

Project A unique identifier for each project

Proposal ID proposal. PIP-2023-001

Submission The date the project proposal was

Date submitted for approval. 2023-01-05

List of stakeholders responsible for Project Manager,

Reviewers Compliance
reviewing the proposal.
Officer
 Field Description Example

The current status of the approval

Approval
process (e.g., Approved, Rejected, Pending
Status
Pending).

Comments/ Any feedback or required revisions Additional data

Notes from reviewers. required for
approval.

Approval The date by which the approval

Deadline decision should be made. 2023-01-10

1.10 Project Deliverables Acceptance and Approval Cycle

Field Description Example

A unique identifier for each project

Deliverable ID DEL-001
deliverable.

Deliverable User Interface

The title or name of the deliverable.
Name Prototype

Submission The date the deliverable was

Date submitted for acceptance. 2023-01-20

Functionality
Acceptance A list of criteria that the deliverable tests completed;
Criteria must meet for acceptance. stakeholder
feedback
incorporated.

Stakeholders responsible for Project Manager,

Reviewer(s)
reviewing the deliverable. QA Lead

The current status of the approval

Approval
process (e.g., Approved, Rejected, Approved
Status
Requires Revision).

Comments/ Feedback provided by reviewers Minor adjustments

Notes regarding the deliverable. required.
 Field Description Example

Acceptance The date by which acceptance of the

Deadline deliverable should occur. 2023-01-25

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2. Non-Functional Requirements
1. Performance
Field Description Example
Maximum number of users that can use
Concurrent
the system simultaneously without 500 users
User Support
performance issues.

Maximum Load The maximum time allowed for any 2 seconds for any
Time action (input/output) to complete. user action
Report
Generation Time taken to generate reports. 5 seconds for
Time status reports

2. Security
Field Description Example
Compliance Relevant regulations the system must
Regulations comply with regarding data protection. GDPR, PCI DSS

Authentication The method of verifying user identity Two-Factor

Method before accessing the system. Authentication
Data The type of encryption used to protect AES 256-bit
Encryption sensitive data. encryption

3. Usability
Field Description Example
Required Time required for users to become 1 hour for end-
Training Time proficient in using the system. users
Device Types of devices that can access the Accessible via
Compatibility system. desktop and mobile
devices
4. Reliability

Field Description Example

The targeted reliability of the system
Annual Uptime 99.9% uptime
measured as a percentage.

Backup How frequently backups of the system

Frequency data are created to prevent loss. Every 24 hours

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3. Integration Requirements
Field Description Example
The method of linking the project
Integration
management module with other systems API, Webhooks
Type
(e.g., API).

The external systems or applications

Systems to CRM System, ERP
that need to be connected to the
Integrate System
module.

Data Privacy Standards governing how user data is

Standards handled and protected. ISO/IEC 27001

Data Transfer The protocols used for secure data

Protocol exchange. HTTPS, Secure FTP

Frequency of How often data will be synchronized

Data Sync between systems. Every 2 hours

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8. Conclusion
The Project Management Module shall enhance WASEERA.'s ability to manage
projects efficiently and in compliance with regulatory standards. The detailed
requirements outlined in this document shall guide the development process to
ensure a robust, user-friendly, and secure solution that aligns with the company’s
strategic vision.