Functional Specs Short

Introduction to this document
The following document is an example of a functional specification I created for an
online, real-time meeting room.
The purpose of the document was to provide the developers with specific, detailed
modifications to an existing online, real-time classroom to make it less education-centric
and more corporate-centric.
I have edited the document so that it only illustrates samples of the specs. I have also
removed all references to any proprietary information.

functional specs- short.doc © 2011 Lisa C. Lugo

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 ............................................................................ 4
Detailed 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
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 ................................................................................ 13


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 ............................................................................................................ 17

Email 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: ........................................................................................................... 21

Back-end Administration Specifications............................................... 22
Database ................................................................................................................. 22
1. View Meeting Hosts (modification)................................................................... 22
Functions ............................................................................................................ 23
2. Master Meeting Schedule (modification) ......................................................... 23
3. Meeting Usage Log (modification) ................................................................... 24


Online Meeting Room

This 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 .............................................................................. 4

Detailed Specifications ............................................................................. 5
Classroom Modifications .......................................................................................... 5
5. Registration Form (modification) ......................................................................... 5
Page Modifications ................................................................................................... 6
Functions.................................................................................................................. 6

Email Specifications ................................................................................. 7
12. Confirmation email (modification)...................................................................... 7
Text .......................................................................................................................... 7
Variables .................................................................................................................. 7


Online Meeting Room

Overview
The Online Classroom is being modified to accommodate “instant” online meetings.
There are three options for online meetings – free, pay-for-use, and subscription. The
remainder 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

no

functional specs- short.doc Page 1 of 7
9/29/2010 4:41 PM © 2011 Lisa C. Lugo

Online Meeting Room

Process Flow Narrative
1. 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.

9/29/2010 4:41 PM © 2011 Lisa C. Lugo

Online Meeting Room

Pages Needed
A 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” page
9. 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 Needed
12. 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.

9/29/2010 4:41 PM © 2011 Lisa C. Lugo

Online Meeting Room

Classroom Modifications
The current classroom login and interface need to be modified to support online
meetings:
 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-Commerce
An e-commerce option must be interfaced to the pay-per-use process. Research must
be done on how the e-commerce piece will link to our process flow.

Back-end Database and Reports
In addition to the front-end processes, XYZ Co needs several internal reports so we can
track 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.

9/29/2010 4:41 PM © 2011 Lisa C. Lugo

Online Meeting Room

Detailed Specifications
This section provides detailed specifications for modifying the current Online Classroom
and associated process flows to become Online Meetings.

Classroom Modifications
For the purpose of meeting rooms, the terminology used in the Online Classroom needs
to 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 Agenda

5. Registration Form (modification)
This is a modification of the current Add Company Page:

Current Add Company Page

9/29/2010 4:41 PM © 2011 Lisa C. Lugo

Online Meeting Room

Page Modifications
1. 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).

Functions
1. 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.

9/29/2010 4:41 PM © 2011 Lisa C. Lugo

Online Meeting Room

Email Specifications

12. Confirmation email (modification)
This is a modification of the current New Company email. It is automatically sent to new
users 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!

Variables
1. <name> - variable for the user’s name entered on the Registration Form
2. <password> - password selected by the user on the Registration Form.
3. Accessing meeting schedule: provide URL for direct access to the Meeting Login
page.

9/29/2010 4:41 PM © 2011 Lisa C. Lugo

Functional Specs Short

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