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Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
Functional Specs  Short
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Functional Specs Short

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  • 1. Introduction to this documentThe following document is an example of a functional specification I created for anonline, real-time meeting room.The purpose of the document was to provide the developers with specific, detailedmodifications to an existing online, real-time classroom to make it less education-centricand more corporate-centric.I have edited the document so that it only illustrates samples of the specs. I have alsoremoved all references to any proprietary information.functional specs- short.doc © 2011 Lisa C. Lugo
  • 2. Below is the complete table of contents for the original document:Overview .................................................................................................... 1 Process Flow ............................................................................................................ 1 Pages Needed .......................................................................................................... 3 Emails Needed ......................................................................................................... 3 Classroom Modifications ........................................................................................ 4 E-Commerce ............................................................................................................. 4 Back-end Database and Reports ............................................................................ 4Detailed Specifications ............................................................................. 5 Classroom Modifications ........................................................................................ 5 Login ..................................................................................................................... 5 Classroom Interface ............................................................................................. 6 Classroom Page Modifications ............................................................................. 6 Classroom Functional Modifications ..................................................................... 6 1. XYZ Co Homepage (modification) ...................................................................... 7 2. Meeting Page (New) ............................................................................................ 7 Functions .............................................................................................................. 7 3. Request for Contact (New) .................................................................................. 7 Text ...................................................................................................................... 7 Functions: ............................................................................................................. 7 4. Login page (modification) ................................................................................... 8 Page Modifications ............................................................................................... 8 Functions .............................................................................................................. 8 5. Registration Form (modification) ....................................................................... 9 Page Modifications ............................................................................................... 9 Functions ............................................................................................................ 10 6. Thank you page (modification) ......................................................................... 10 Page Modifications ............................................................................................. 10 Functions ............................................................................................................ 10 7. Meeting Schedule page (modification) ............................................................ 11 Page Modifications ............................................................................................. 11 Functions ............................................................................................................ 12 8. Create a Meeting (modification)........................................................................ 12 (8a) Free-Meeting Page Modifications ................................................................ 13 (8a) Free Meeting Functions............................................................................... 13 (8b) Pay-per-use Page Modifications ................................................................. 13 (8b) Pay-per-use Functions ................................................................................ 13functional specs- short.doc © 2011 Lisa C. Lugo
  • 3. 9. Add Participants (modification) ........................................................................ 14 (9a) Free Meeting Page Modifications ................................................................ 14 (9a) Free Meeting Functions............................................................................... 14 (9b) Pay-per-use Page Modifications ................................................................. 15 (9b) Pay-per-use Functions ................................................................................ 15 10. View/Delete Participants (modification) ......................................................... 15 (10a) Free Meeting Page Modifications .............................................................. 15 (10a) Free Meeting Functions............................................................................. 16 (10b) Pay-per-use Page Modifications ............................................................... 16 (10b) Pay-per-use Functions .............................................................................. 16 11. Estimated Cost Page (new) ............................................................................. 16 Text .................................................................................................................... 16 Functions ............................................................................................................ 17Email Specifications ............................................................................... 18 12. Confirmation email (modification) .................................................................. 18 Text .................................................................................................................... 18 Variables ............................................................................................................ 18 13. Meeting notification email (modification) ...................................................... 18 Text .................................................................................................................... 18 Variables ............................................................................................................ 19 14. Meeting Cancellation email (new) ................................................................... 19 Text .................................................................................................................... 19 Variables ............................................................................................................ 20 15. Participant Cancellation email (new) .............................................................. 21 Text .................................................................................................................... 21 Variables: ........................................................................................................... 21Back-end Administration Specifications............................................... 22 Database ................................................................................................................. 22 1. View Meeting Hosts (modification)................................................................... 22 Page Modifications ............................................................................................. 23 Functions ............................................................................................................ 23 2. Master Meeting Schedule (modification) ......................................................... 23 Page Modifications ............................................................................................. 24 3. Meeting Usage Log (modification) ................................................................... 24 Page Modifications ............................................................................................. 24functional specs- short.doc © 2011 Lisa C. Lugo
  • 4. Online Meeting RoomThis sample document contains the following actual content:Overview .................................................................................................... 1 Process Flow ............................................................................................................. 1 Process Flow Narrative ............................................................................................ 2 Pages Needed ............................................................................................................ 3 Emails Needed ........................................................................................................... 3 Classroom Modifications .......................................................................................... 4 E-Commerce .............................................................................................................. 4 Back-end Database and Reports .............................................................................. 4Detailed Specifications ............................................................................. 5 Classroom Modifications .......................................................................................... 5 5. Registration Form (modification) ......................................................................... 5 Page Modifications ................................................................................................... 6 Functions.................................................................................................................. 6Email Specifications ................................................................................. 7 12. Confirmation email (modification)...................................................................... 7 Text .......................................................................................................................... 7 Variables .................................................................................................................. 7functional specs- short.doc © 2011 Lisa C. Lugo
  • 5. Online Meeting RoomOverviewThe Online Classroom is being modified to accommodate “instant” online meetings.There are three options for online meetings – free, pay-for-use, and subscription. Theremainder of this document provides the specifications for each option.Process Flow 1 2 subscription Sent to Sales (1) XYZ (2) Meeting Meeting (3) Request for User End Homepage Page Type Contact form Free and pay- (12) Email per-use 3 Confirmation New yes (5) Registration (4) Login User? Form (6) Thank you no (9a) Add 5 4 Participants free (7) Meeting (8a) Create Meeting Meeting Type Schedule (10a) View/ change cancel Delete Pay-per-use Participants (9b) Add Participants (11) Estimated (8b) Create Cost 6 Meeting (calculated) (10b) View/ continue Delete Participants Link into E-commerce app (13, 14, 15) yes Notification Approved Emails ? no Use (7) Meeting End other Schedule card? yes nofunctional specs- short.doc Page 1 of 79/29/2010 4:41 PM © 2011 Lisa C. Lugo
  • 6. Online Meeting RoomProcess Flow Narrative1. On the XYZ Company Homepage, there will be a section announcing the new online meeting service. This will link to a new “Meeting” page.2. The “Meeting Page” provides a full description of the online meeting service, with separate sections for free meetings, pay-per-use, and subscription services. Each section has its own link: a. Selecting Subscription takes the user to an auto-email form. Once that’s filled in, it’s sent off to Sales for follow-up. b. Selecting either Free Meeting or Pay-Per-Use will take the user to the respective Login pages.3. If this is a first-time user, they click on “Register me” and then complete the required information on the “Registration Page”. When new users click submit, they get an auto-email confirming their registration, and are also presented with a “Thank you page” that provides them with immediate access to their own “Meeting Schedule” page.4. Existing users login and go directly to their own private “Meeting Schedule” page. Users (hosts) can see a list of their existing meetings, create new meetings, add participants, and view/delete participants to existing meetings.5. If the user is scheduling free meetings, for each action an auto-email is sent to the meeting participants (meeting notification, cancellation, or removal of participant from meeting). The user is then returned to the Meeting Schedule page.6. If the user is scheduling pay-per-use meetings, once they’ve entered the meeting information they are presented with an estimated cost. The user may choose to proceed or to cancel. a. Cancel voids the entire transaction and the user is brought back to the Meeting page. b. Proceed invokes the e-commerce application which prompts the user for credit card information and validates the transaction. i. If the transaction is approved, then the auto-email notifications are sent out to the meeting invitees. ii. If the transaction is not approved, the transaction is voided and the user is given the option to enter a different credit card or cancel the meeting. If the user chooses to cancel, he is returned to the Meeting Schedule page.functional specs- short.doc Page 2 of 79/29/2010 4:41 PM © 2011 Lisa C. Lugo
  • 7. Online Meeting RoomPages NeededA total of 11 pages are needed to support this process: all but three (“Meeting Page”,“Request for Contact”, “Estimated Cost Page”) are modifications of existing pages:1. Homepage – modified to include a link to the Meeting Page and has an announcement of this new service.2. Meeting Page – New. Static HTML. Intro and description of the service, with three links: Subscription, Free Meetings, Pay-per-use meeting.3. Request for Contact – New. This is an email form which is sent to Sales. Applies to the Subscription Service only.4. Login Page – Modification of “Company Login” page. Allows users to schedule meetings and view their schedule.5. Registration Form – Modification of “Add Company” page.6. Thank you page – same as “Meeting Schedule” page, but with a “Thank you” blurb at the top for first-time users.7. Meeting Schedule page – modified from “View Schedule” page. Lists current meetings and links to “Create a Meeting”.8. Create a Meeting – Modification of “Schedule a Session” page9. Add Attendees – modification of “Add Students” page.10. View/Delete Attendees – modification of “View/Delete Students” page.11. Estimated Cost – New. Calculates the cost for pay-per-use based on the user’s meeting specifications. This screen links to the e-commerce application.Emails Needed12. Confirmation email – Modified from the ”New Company” email, for new users.13. Meeting notification email – Modified from the “Student Notification” email. For people scheduled to attend a meeting (participants).14. Meeting cancellation email – New. If the meeting is cancelled, sends notification to all registered participants.15. Participant cancellation email – New. If a participant is deleted from a meeting, sends notification advising their presence is not required.functional specs- short.doc Page 3 of 79/29/2010 4:41 PM © 2011 Lisa C. Lugo
  • 8. Online Meeting RoomClassroom ModificationsThe current classroom login and interface need to be modified to support onlinemeetings:  The classroom terminology must be changed from an educational perspective to a corporate one.  For free meetings, the Classroom must be limited to 4 participants  For pay-per-use meetings, the Classrooms must be generated according to the options selected by the client.E-CommerceAn e-commerce option must be interfaced to the pay-per-use process. Research mustbe done on how the e-commerce piece will link to our process flow.Back-end Database and ReportsIn addition to the front-end processes, XYZ Co needs several internal reports so we cantrack usage for marketing and sales purposes. Our database needs to be modified so we can distinguish Meeting Clients from Classroom Clients, as well as free, pay-per-use, and subscription clients. Initially three reports are needed: 1. View Meeting Hosts. Modification of the “Company Master List”. Provides the ability to see all registered Hosts. 2. Master Meeting Schedule. Modification of “View Master Schedule”. Provides the ability to see all scheduled sessions. 3. Meeting Usage Log. Modification of the “Tracking report”. Provides the ability to generate tracking reports to see the usage of the Meeting Rooms.functional specs- short.doc Page 4 of 79/29/2010 4:41 PM © 2011 Lisa C. Lugo
  • 9. Online Meeting RoomDetailed SpecificationsThis section provides detailed specifications for modifying the current Online Classroomand associated process flows to become Online Meetings.Classroom ModificationsFor the purpose of meeting rooms, the terminology used in the Online Classroom needsto be “translated” from a classroom perspective to a more generic meeting perspective: Classroom term Meeting room term Instructor Host/presenter Student Participant Session/class Meeting Session Description Agenda5. Registration Form (modification)This is a modification of the current Add Company Page: Current Add Company Pagefunctional specs- short.doc Page 5 of 79/29/2010 4:41 PM © 2011 Lisa C. Lugo
  • 10. Online Meeting RoomPage Modifications1. Change the Heading from “Add Company” to “Registration Form”.2. Replace the paragraph at the top of the page with the following text: To begin using our Meeting service, please complete the information below and click Submit. You can start scheduling meetings right away. You will receive a confirmation of your registration by email for your reference.3. Delete these fields:  Address  City  State  Zip  Phone  Number of Rooms desired (defaults to one room, small interface)4. Add field “Receive Future XYZ Company announcements?” (this is a check-box field).5. Add a button on the bottom, “Cancel”.6. Delete the links at the bottom of the page (View/Edit Company Information and View Master List).Functions1. Submit: Registers the user in the Meeting database and  Sends (12) Email Confirmation (auto-email) to the user.  Brings the user to (6) Thank You page.2. Reset: Clears the form and keeps the user on the current page.3. Cancel: Clears the form and returns the user to (2) Meeting Page.4. Yes checked on “Receive Future XYZ Company announcements?”: Adds email address to mailing list.functional specs- short.doc Page 6 of 79/29/2010 4:41 PM © 2011 Lisa C. Lugo
  • 11. Online Meeting RoomEmail Specifications12. Confirmation email (modification)This is a modification of the current New Company email. It is automatically sent to newusers when the click “Submit” on (5) Registration Form.Text Subject: XYZ Company Meeting Rooms Dear <name>, Thank you for choosing XYZ Company to conduct your online, interactive meetings. You are now able to create meetings, invite participants, and view your meeting schedule online. To access your meeting schedule, please go to <http://www.XYZCo.xxx/…> Enter the following information: User Name: <name> Password: <password> If you need assistance, please call 1 (999) 999-9999. Thank you again for choosing XYZ Company!Variables1. <name> - variable for the user’s name entered on the Registration Form2. <password> - password selected by the user on the Registration Form.3. Accessing meeting schedule: provide URL for direct access to the Meeting Login page.functional specs- short.doc Page 7 of 79/29/2010 4:41 PM © 2011 Lisa C. Lugo

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