TUTORIAL 3 - SYSTEM REQUIREMENTS ANALYSIS

ACTIVITY 1: STAKEHOLDER AND ELICITATION PLAN

Stakeholder Evidence Matrix

Stakeholder Evidence to
Need/Decision Method Owner
/Role Collect

Staff interview
Accurate real-time stock
notes, current-
data; clear low-stock
Interview + process map (6
Store Staff priorities; simple Tran
Observation steps), manual
stock-in/adjustment
inventory Excel
recording
screenshots

Real-time decision
Survey responses
dashboard; category-based Interview +
Store (Q2–Q13), sales
reorder suggestions; Survey (Google Phuong
Manager history, inventory
oversight of shortage Form)
reports
incidents

Business Rules
Admin Central control over master Document register (BR-01 to
(system data, rules, accounts, PO review + Team BR-20), RBAC Tran
owner) approval, and audit trail discussion requirements from
Tutorial 2

Timely, accurate POs; Delivery notes,

Supplier Document
predictable lead-time goods receipt Kiet
(external) review
expectations records

Customer
Customer
(indirect, Document
Product availability feedback / Google Yen
data source review
Maps reviews
only)
 Elicitation Question Plan

Question
Stakeholder Elicitation Question Expected Evidence
Category

How do you currently check the Current stock-check

Task
available stock quantity of a product? workflow

How are products received from Goods receiving

Task
suppliers recorded? process

How do you determine which batch

Decision needs to be put on the shelf first when
FEFO picking logic
(FEFO) multiple batches of the same product
have different expiry dates?

What happens when the actual

Receiving
Exception received quantity differs from the
discrepancy rule
Purchase Order?
Store Staff

What happens when physical

Stock reconciliation
Exception inventory differs from system
requirement
inventory?

How do you record customer

Stock-out feedback
Report complaints regarding stock-outs to
data
report to the manager?

Which inventory activities are most Error and validation

Error
likely to contain data-entry errors? requirements

Success What would make the stock-count Usability

Criteria process faster and easier? expectations

Store What information do you review Reorder decision

Decision
Manager before deciding on a reorder quantity? basis (Survey Q5)

Decision When would you override a system- Override scenarios

generated reorder quantity?
 What should happen if the forecast Forecast fallback
Exception
service is unavailable? requirement

Should a submitted Purchase Order

Exception PO locking rule
remain editable?

Which KPIs are most important on the Feature prioritization

Report
Manager dashboard? (Survey Q14)

Is a 7-day or 30-day demand trend

Trend analysis needs
Report more useful for replenishment
(Survey Q10)
decisions?

Success How quickly should a stock-out risk Performance

Criteria alert appear? threshold

Who should configure Reorder Point,

Control Authorization rules
Minimum Stock, and Safety Stock?

On what basis do you classify a new

Category
Logic product into FMCG, Fresh Food, or
configuration logic
Imported goods?

Which actions must be recorded in the

Control Audit requirements
audit log?
Admin

What should happen when a Purchase PO rejection

Exception
Order is rejected? workflow

What happens if a user directly Server-side RBAC

Security
accesses an unauthorized URL or API? requirement

Which inventory KPIs should be KPI comparison

Report
compared across periods? requirements
 Elicitation Coverage and Evidence Handling
- Methods used: Interview, Observation, Survey, Document review, Team discussion
- Consent & sensitive data: real operational documents stored in a team-only shared
Google Drive.
- Customer data: no personal data collected – only aggregated feedback
themes/counts.
- Academic integrity: prototype uses simulated inventory/sales/financial figures
instead of real GS25 transaction data.

ACTIVITY 2: FUNCTIONAL REQUIREMENTS & NON-FUNCTIONAL

REQUIREMENTS
Functional Requirements

Functional
ID Role Priority Acceptance / Verification
Requirement

Log in/log out and After login, the user is

navigate the interface redirected to the correct
FR-SYS-01 System-wide according to role-based Must role dashboard; direct
access control access to an unauthorized
(RBAC). route returns access denied.

A locked account cannot

Create, edit, and lock log in; role or status
FR-ADM-02 Admin Must
user accounts. changes take effect on the
next login.

Each category can store

distinct Min Stock, Max
Configure reorder rules
Stock, and Safety Stock
FR-ADM-04 Admin separately for each Must
values, and the correct rule
product category.
is applied through
category_type.

Assign and manage a A product cannot be saved

FR-ADM-05 Admin category_type for Must until exactly one valid
every product. category_type is assigned.
 Approve or reject Only an Admin can change
Purchase Orders the PO to Approved or
FR-ADM-06 Admin Must
submitted by the Rejected; the Manager is
Manager. notified of the decision.

The log is filterable by

user, action type, and date
View the system-wide
FR-ADM-07 Admin Should range, and records who
audit log.
performed each sensitive
action and when.

The dashboard loads

View a consolidated within ≤ 3 seconds
dashboard for using the agreed
FR-MGR-01 Manager Must
inventory, sales, and sample dataset of
low-stock information. approximately 500–
1000 SKUs.

The list reflects current

View category-aware stock, reorder point, safety
FR-MGR-02 Manager Must
reorder suggestions. stock, and the correct
category-specific rule.

A PO cannot be sent to a
Create and submit
supplier until its Admin
FR-MGR-05 Manager Purchase Orders for Must
approval status is
Admin approval.
Approved.

The list updates

View a prioritized within ≤ 60 seconds
“Top 10 Stock-out after a stock change
Risk” list ranked by and identifies items
FR-MGR-12 Manager Must
current stock ÷ average likely to reach zero
daily sales over the last within the next 24
7 days. hours using recent
sales velocity.
 Receiving cannot be
Confirm the actual
completed without entering
quantity received
the actual received
FR-STF-05 Store Staff during delivery and Must
quantity; any mismatch is
cross-check it against
retained for discrepancy
the Purchase Order.
handling.

Prioritize
stock-out/picking The suggested batch to sell
suggestions according or pick first has the earliest
FR-STF-12 Store Staff Should
to the FEFO principle expiry date among all
for short-shelf-life available stock.
items.

Non-Functional Requirements

Measurable Acceptance /
ID Category Requirement
Verification

System stock versus

Inventory is synchronized after physical stock
NFR-01 Data Accuracy every confirmed sale, receipt, or discrepancy is ≤ 2% in
adjustment transaction. the agreed reconciliation
test dataset.

Load time is ≤ 3
The inventory dashboard and
seconds with
NFR-02 Performance alert list must respond quickly to
approximately 500–1000
the prototype data volume.
SKUs.

A user with the wrong role

RBAC is enforced at the server cannot call a restricted
NFR-03 Security layer, and passwords are stored URL/API; the request is
using secure hashing. denied and logged where
appropriate.
 There are zero unhandled
The prototype operates stably
crashes in the final standard
throughout the agreed-upon
NFR-04 Reliability test run; failed validation
standard demo and test
produces a controlled user-
scenarios.
facing message.

A trained user completes a

The Store Staff workflow is fast standard stock-in or stock
NFR-05 Usability and requires minimal adjustment transaction in no
interaction. more than 3 main interaction
steps.

When the API fails or times

Failures or timeouts from the out, the rule-based reorder
Availability /
NFR-06 third-party demand-forecast API fallback is activated and the
Resilience
are handled gracefully. user receives a clear status
message.

Core workflows pass on the

The prototype works on
latest stable versions of
NFR-08 Compatibility common desktop browsers with
Chrome and Microsoft Edge at
basic responsiveness.
1366×768 and 1920×1080.

A trained user completes

the end-to-end inventory
The system reduces manual reconciliation and
NFR-10 Efficiency work in inventory reconciliation purchase-order
and PO preparation. generation process
within ≤ 15 minutes per
shift.

Scope Boundaries and Supporting Controls

- Out of scope: staff training programmes, 24/7 staffing or resourcing decisions, and
formal company-wide inventory policy issuance. The system provides decision
support; it does not create organizational policy.
- Supporting baseline controls retained from Require: FR-ADM-10 backup/restore
(Could), NFR-09 requirements traceability, BR-07 Admin approval, BR-18 API
fallback, and BR-20 PO locking.
- Once a Manager submits a PO, the record is locked while Pending. Product lines and
quantities become editable again only when the Admin rejects the order and returns it
to Rejected/Draft status.
ACTIVITY 3. USER INTERACTION AND TRACEABILITY
Representative User Stories

Linked
Role User Story Business Value / Rationale
Requirement

As Store Staff, I want to record the

actual quantity received and Reduces receiving errors
Store
FR-STF-05 compare it with the PO, so that and creates evidence for
Staff
only verified stock is added to delivery discrepancies.
inventory.

As Store Staff, I want the system

to flag the earliest-expiry batch Reduces expiry write-offs
Store
FR-STF-12 first, so that fresh and short-shelf- and protects product
Staff
life goods are picked according to freshness.
FEFO.

As Store Staff, I want to see only

the functions needed for my shift,
Store FR-SYS-01, Improves usability while
so that the interface is simple and
Staff NFR-03 enforcing RBAC.
sensitive functions remain
protected.

As a Manager, I want one

dashboard for inventory, sales, and
Provides a single
Manager FR-MGR-01 low-stock information so that I can
operational view.
make decisions without merging
separate spreadsheets.

As a Manager, I want category-

aware reorder suggestions so that
Addresses the root cause
Manager FR-MGR-02 fresh food, FMCG, and other
identified in Tutorial 2.
categories do not use the same
replenishment rule.

As a Manager, I want a Top 10

Stock-out Risk list to prioritize the Moves shortage detection
Manager FR-MGR-12
products most likely to reach zero from reactive to preventive.
soon.
 As a Manager, I want to submit a
Purchase Order for Admin
Balances operational speed
Manager FR-MGR-05 approval, so that replenishment
and spending governance.
can proceed with organizational
control.

As an Admin, I want to configure

category rules and assign
Creates a consistent rule
Admin FR-ADM-04 category_type to products, so that
base for the DSS.
every SKU receives the correct
replenishment logic.

As an Admin, I want to approve or

reject Purchase Orders so that
Implements BR-07 and BR-
Admin FR-ADM-06 spending and supplier
20 governance.
commitments remain under
control.

As an Admin, I want to manage

Supports security, staff
FR-ADM-02 / accounts and review an audit log,
Admin changes, and incident
07 so that access and sensitive actions
investigation.
remain accountable.

Traceability Worksheet

Story / Use Design / Build

Problem / Need Requirement(s) Test / KPI
Case Evidence

Dashboard risk
Managers cannot List refresh ≤
widget: days-of-
identify which 60s; items
The manager stock-remaining
products are at predicted to
FR-MGR-12 views a Top 10 calculation using
the highest reach zero
risk list. current stock ÷
immediate stock- within 24h; KPI:
7-day average
out risk. stock-out rate.
daily sales.
 Admin Fresh Food and
[Link]
configures FMCG test SKUs
A single reorder _type;
FR-ADM-04, category rules; trigger different
rule does not Reorder_Rule
FR-ADM-05, Manager reorder points;
reflect category table keyed by
FR-MGR-02 receives KPI:
differences. category; rule
category-aware forecast/reorder
service.
suggestions. error.

PO state
machine: Draft Manager cannot
Purchase Orders Manager → Pending → edit a Pending PO;
FR-MGR-05, supplier send is
may be sent submits; Admin Approved/Rejec
FR-ADM-06, blocked before
without sufficient approves or ted; update
BR-07, BR-20 Approved; KPI:
oversight. rejects. validation locks approval cycle
for Pending time.
records.

Expiry date is Earliest-expiry

Fresh and short-
Staff follows captured at available batch is
shelf-life goods
FR-STF-12 FEFO stock-in; batches flagged first; KPI:
risk expiry write-
suggestions. are sorted by expiry/write-off
off.
nearest expiry. rate.

Receipt cannot
be completed
with a blank
Goods receipt
Actual delivery Staff record the actual
screen;
quantity may FR-STF-05, actual quantity quantity;
actual_received_
differ from the NFR-01 and discrepancy reconciliation
qty; discrepancy
Purchase Order. evidence. discrepancy ≤
note/history.
2%; KPI:
receiving
variance.
 Locked account
The growing Admin manages Users, roles, cannot log in;
FR-SYS-01,
team needs accounts; users permissions, and unauthorized API
FR-ADM-02,
controlled access access role- audit_log tables; returns denied;
FR-ADM-07,
and appropriate authorization KPI: unauthorized-
NFR-03
accountability. functions only. middleware. access incidents =
0.

The manager Simulated timeout

Timeout
Demand-forecast still receives a activates fallback
handling;
API failure could rule-based and does not crash
NFR-06, BR-18 fallback service;
interrupt suggestion if the workflow; KPI:
visible API
ordering. the AI service is successful fallback
status indicator.
unavailable. rate.

Stock
transaction ≤ 3
Streamlined steps; end-to-
Manual Staff and
forms; prefilled end
reconciliation and Manager
NFR-05, NFR- PO draft from reconciliation
PO preparation complete the
10 verified stock + PO ≤ 15
consume too core flow with
and reorder minutes; KPI:
much shift time. minimal steps.
suggestions. task
completion
time.

Detailed Acceptance Scenarios

Scenario A – Admin Approves or Rejects a Purchase Order (FR-ADM-06 / BR-20)
- Given: a Manager has submitted a PO, and its status is Pending
- When the Admin reviews the PO and selects Approve or Reject
- Then: the status updates accordingly; supplier sending is allowed only when
Approved; the record is editable again only after Rejection; and the Manager receives
a notification
Scenario B – Top 10 Stock-out Risk Refresh (FR-MGR-12)
- Given: stock or recent sales velocity changes for one or more products
- When: the risk calculation runs
 - Then, the Top 10 list refreshes within ≤ 60 seconds and ranks
products by days of stock remaining, highlighting those likely to
reach zero within 24 hours
Scenario C – FEFO Picking (FR-STF-12)
- Given: the same product has multiple available batches with different expiry dates
- When: Store Staff opens the sell/pick suggestion
- Then, the available batch with the earliest expiry date is flagged first
Scenario D – Inventory Accuracy Check (NFR-01)
- Given: the agreed reconciliation dataset contains recorded system quantities and
verified physical counts
- When: the discrepancy rate is calculated
- Then: the overall system-versus-actual stock discrepancy is ≤ 2%
Quality Gate

Status Quality Criterion

PASS Every selected requirement is clear, relevant, and testable.

PASS NFRs contain quantitative or directly observable thresholds.

PASS Security, privacy, access control, backup, and error handling are addressed.

PASS The required quantity satisfies Tutorial 3.

PASS Requirements trace back to stakeholder evidence and the approved problem.

PASS The Must-have scope is feasible for four team members in five weeks.

Scope Freeze and Change-Control Rule

The requirement baseline is frozen at the end of Week 1. Any proposed change after the
freeze must identify the affected requirement ID, business reason, design/test impact, owner,
and schedule impact. The team accepts a change only when it does not threaten the Must-have
completion target or when an equivalent lower-priority item is removed.

Reflection and Next Action

23. Which requirement is most likely to change after user feedback?
FR-MGR-12. The rule-based days-of-stock-remaining formula may need category-specific
weighting after it is tested with a larger and more representative POS dataset. The requirement
ID and business objective should remain stable; only the calculation detail may be refined
through controlled change management.
24. Which NFR presents the greatest implementation and testing risk?
NFR-06. Graceful API failure handling requires a genuine timeout, error path, and rule-based
fallback, not only a successful forecast response. The team must prove that the ordering
workflow continues without a crash and clearly communicate that fallback logic is being
used.
25. What evidence is still needed before final approval of the requirement baseline?
A larger anonymized or simulated POS export is needed to validate the
assumed stock-out and overstock ranges, confirm that category-specific
reorder rules behave sensibly, and test whether the ≤ 2% inventory
discrepancy threshold is achievable under the agreed prototype
conditions.
Final Baseline Statement
This revised Key is internally consistent with the latest requirement IDs:
FEFO is FR-STF-12, NFR-01 is measurable at ≤ 2%, the summary contains
the required number of FRs and NFRs, and the five-week delivery plan
explicitly prioritizes frozen Must-have scope