FTSSB MTO Software Requirement Specification Ver 1.6

PRODATA-L5-005 CLASSIFICATION:
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VERSION : 1.1
Software Requirement Specification DATE : 16/10/2015

(SRS)
ILDS-MTO Systems
FOR FELDA TRANSPORT SERVICES
FELDA PRODATA SYSTEMS SDN BHD

(CO.NO. 353944-K)
TINGKAT 1, WISMA FELDA
JALAN PERUMAHAN GURNEY
54000 KUALA LUMPUR
TEL: 603-26879000FAX: 603-26941996
http://www.feldaprodata.com.my
TEMPLATE TITLE Software Requirements Specification (SRS)

for ILDS-MTO Systems
TEMPLATE NO.
PRODATA-L5-005
ENFORCEMENT DATE 16 October 2015
VERSION NO. Version 1.1

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(SRS)
FELDA PRODATA SYSTEMS SDN BHD
Prepared by: Review by:
Name: Name:
Position: Position:
Date: Date:
FGV IT
Review by: Approved by:
Name: Name:
Position: Position:
Date: Date:
FELDA TRANSPORT SERVICES SDN BHD
Review by: Approved by:
Name: Name:
Position: Position:
Date: Date:
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(SRS)
Revision Record
Version Date Document History Record Page Prepared / Reviewed /

No. No. Revised By Approved
By
1.0 Initial
2.0 1st review amendment
2.1 2nd review amendment
Table of Content
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s
Revision Record.................................................................................................................. iii
1.0. INTRODUCTION............................................................................................................ 1
1.1. Purpose.................................................................................................................. 1
1.2. Overall Strategic Multimodal Transport Operator(MTO) Understanding...........1
1.3. Scope...................................................................................................................... 3
1.4. Definitions and Acronyms.....................................................................................5
1.5. Flowchart Diagram Symbols.................................................................................5
2.0. GENERAL DESCRIPTION............................................................................................6
2.1. Technology and Domain.......................................................................................6
2.2. Security................................................................................................................... 6
2.3. User Characteristics..............................................................................................7
3.0. SPECIFIC REQUIREMENTS.........................................................................................8
3.1. Functional Requirements......................................................................................8
3.1.1. Quotation/Contract.......................................................................................9
3.1.2. Job............................................................................................................... 11
3.1.3. Work Order/Service Order(SO)..................................................................13
3.1.4. Goods Receive for WO (GR WO)...............................................................15
3.1.5. Cancel Work Order.....................................................................................17
3.1.6. Request Advance Payment.......................................................................19
3.1.7. Cancel CV...................................................................................................22
3.1.8. Confirm & Close Job..................................................................................23
3.1.9. Billing process...........................................................................................24
3.1.10. System Administration & Security Control..............................................25
3.1.11. Master Data.................................................................................................26
3.2. Reports................................................................................................................. 27
3.2.1. MTO Reports...............................................................................................27
3.3. External Interface Requirements........................................................................28
3.3.1. Software Interfaces....................................................................................28
3.3.1.1. Interface with SAP..................................................................................29
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1.0. INTRODUCTION
1.1. Purpose
Software Requirement Specification (SRS) is a detailed documentation of the results gathered during
requirements study. It documents the business process requirements of Felda Transport Services
Sdn. Bhd(FTSSB).
This document shows the business requirements in detail, and serves as the basis for organization
and development activities of the project.
1.2. Overall Strategic Multimodal Transport Operator(MTO) Understanding
Figure 1: FTSSB general process cycle of business work flow

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On December 2012, the initiative was approved by the late Group Presidents. The project took 12
months to complete and was delivered in phases. On June 2013 phase 1a (ILDS for Tanker) was
implemented, than continued with Cargo Operation.
As the major stakeholder in these initiatives, Felda Transport Services Sdn Bhd (FTSSB) is gain a lot
of benefits. Therefore FTSSB’s management has requested to enhance the current ILDS, specifically
to help their Multimodal Transport Operator (MTO) Operation.
Enhancements need to be done to ILDS to suite MTO operation, and for the purpose of providing a
more organized and smoother running MTO company. With ever-increasing number of products
delivery to manage, FTSSB needs a better system to coordinate product planning, monitoring and
delivery.
ILDS – MTO will be used to manage quotation preparation, Job Booking operations and billing. ILDS -
MTO also provide the integration functionality with SAP System and also support GST requirements.
In summary, in this proposal we have included a strategic solution to cater the current and future
FTSSB-MTO requirements. The proposed solution has been crafted to meet the specifications of the
requirements. A significant effort was put in to ensure the solution is viable to implement, technology
advanced, cost effective and easy to operate and manage environment for FTSSB. The new
infrastructure is required to support the future IT and business direction of FTSSB and we strongly
believed that we have incorporated all elements into the solution.
ILDS-MTO is a solution to support forwarding operation. ILDS is designed based web technology with
Microsoft SQL Server database. The ILDS system is running on central server at HQ.
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1.3. Scope
The modules covered in MTO are:
MODULE DESCRIPTION
A. ILDS – MTO Module
Administration All system settings are controlled in this module. Listed are all of the
menu below Administration :-
 User Maintenance
o User ID & Authorization
o Reset Password
o User Profile
o View/Edit Profile
o Change Password
o Select Plant
 Menu Maintenance
Master Data All master files are maintained within this menu. Listed are all of the
menu below Master Data :-
 Depot/Plant Maintenance
o Add/Edit New Plant
 Monthly Exchange Rate
o Add/Edit Monthly Exchange Rate
 Sales Personal
o Register/Edit
 Units Maintenance
o Set/Add New Units
 Customer Maintenance
o Add/Edit Customer
 Charges Maintenance
o Add/Edit Chargers Type
o Add/Edit Chargers Detail
 Currency Maintenance
o Set/Add New Currency
 Transaction Notes
o Add/ Edit Transaction Notes
 Cost Centre – will based current setup in ILDS
 Business Area – will based current setup in ILDS
 GST Rate – will based current setup in ILDS
Quotation Listed are all of the menu below Quotation Operation :-

 Register Contract
 Edit Contract
 Cancel Contract
Job Listed are all of the menu below Job Operation :-
 Create Job
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 Edit Job
 Post Request to VMS for WO/CV
 Cancel Job
Invoice Listed are all of the menu below Invoice Operation :-
 Generate Pro-forma Invoice
 Reverse Invoice
Reports Listed are all of the menu below Reports Operation :-
 Management Report (3 reports)
*Revenue by Job, Sales Team Summary, Job Summary
 Operation Report (7 reports)
*Monthly Job report, Job Listing, Outstanding Job, Job
Verification, Activities report & status, Project details & quotation
Integration Customer Proforma Invoice to Finance – AR (SAP)
CV & WO Interface to Finance – AP (SAP)
B. VMS
Work Order Listed are all of the menu below Work/Service Order :-
(WO)/Service  Create WO based JOB # (MTO)
Order  Edit/Cancel WO based JOB # (MTO)
Cash Voucher Listed are all of the menu below Cash Voucher :-
(CV)  Create CV based JOB # (MTO)
 Edit/Cancel CV based JOB # (MTO)
Approval Level Customized Based New DAL
Reports Customized report (4 reports)

* WO List, Expenses by Vendor, CV List,Summary By Vendor
C. SAP Finance
Invoice Configuration
Integration Program specifications and programming

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1.4. Definitions and Acronyms
IIS Internet Information Services
SRS Software Requirements Specification
SSL Secure Socket Layer
FTSSB Felda Transport Services Sdn Bhd
FPSSB Felda Prodata System Sdn. Bhd.
MTO Multimodal Transport Operator
1.5. Flowchart Diagram Symbols
Denotes the beginning or end of a process/program
Denotes the direction of logic flow in a process/program
Denotes either an input operation or output operation
Denotes a predefined process that has its own sub-process
Denotes a process to be carried out
Denotes an alternative or automated process
Denotes a manual (out-of-system) process carried out by people
Denotes a document or data that can be read by user
Denotes a decision (or branch) to be made.

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2.0. GENERAL DESCRIPTION

2.1. Technology and Domain
The ILDS MTO is a web-based application. It will be developed using
 Programming language: ASP.NET (VB Script)
 Framework: .NET 4.5.2
 Database: MS SQL Server 2008 R2 SP2
The system will be hosted on a Windows server platform using IIS as web server. The production
server is located at HQ
To access the system, end-users will be using internet browser software.
2.2. Security
For security purpose, SSL will be installed and configured on the production server.
SSL is a standard security technology for establishing an encrypted links between a server and a
client – in this case, a web server and a browser.
SSL allows sensitive information such as login credentials to be transmitted securely. Normally, data
between browsers and web servers is sent in plain text, leaving users vulnerable to eavesdropping. If
an attacker is able to intercept all data being sent between a browser and a web server they can see
and use that information.
More specifically, SSL is a security protocol. Protocols describe how algorithms should be used; in this
case, the SSL protocol determines variables of the encryption for both the link and the data being
transmitted
SSL Certificates have a key pair: a public and a private key. These keys work together to establish an
encrypted connection. The certificate also contains what is called the “subject,” which is the identity of
the certificate/website owner.
Note:
1
Proposal/Plan to be provided in separate document
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2.3. User Characteristics

Overall, the internal end-users of MTO are FTSSB personnel from:
 Finance department
 IT department
 FTSSB MTO department
 FTSSB Depoh staff
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3.0. SPECIFIC REQUIREMENTS

3.1. Functional Requirements
The general business flow of the MTO is illustrated in diagram below.
Figure 2: General business flow

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3.1.1. Quotation/Contract
The Contract process is illustrated in diagram below.
Figure 3: Contract
No Title/Process Description Pre-condition Post-condition

1 Search Contract Activity done by authorized User can choose Activity is logged
No person at HQ Department. whether register
new or update the
Objective:
existing contract.
 Search Contract No
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2 Register Contract Activity done by authorized User can choose Activity is logged
person at HQ Department. whether register
new or update the
Objective:
existing contract.
 Register the rewarded
and authorized contract
into the system.
3 Type Activity done by authorized User have to tick in  Information
person at HQ Department. radio button one will be record.
time or contract  Activity is
Objective:
logged
 To select type of contract.
4 Update Details Activity done by authorized  Search contract  Information

person at HQ Department. number will be record.
Objective:  Edit details  Activity is
 Fill the details logged
 To edit details
Note: Prepare Quotation/Contract Manually. After been awarded and start to use system.
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3.1.2. Job
The Job process is illustrated in diagram below.
Figure 4: Job Process

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1 Select Job Activity done by authorized  User search  Form for
Number person at HQ Department. quotation number create job
for create job  Activity is
Objective:
logged
 Search quotation number
2 Create New Job Activity done by authorized  User has to  Information will
person at HQ Department. create job details be record and
log history.
Objective:
 To create a job
3 Fill Task Activity done by authorized  User has to fill up  Information will
person at HQ Department. details for be record and
shipment log history.
Objective:
 To fill up details for
shipment
4 Completed Activity done by authorized  Click button  Activity is
person at HQ Department. submit to send logged
work order
Objective:
 Click button save
 To verify before proceed to to save record
work order
5 Perform Job Activity done by authorized  Not applicable  Not applicable
person at Depoh.
6 Update Task Activity done by authorized  User has to  Information will
person at HQ Department. update job details be record and
log history.
Objective:
 To update a job
7 Update Task Activity done by authorized  User has to  Information will
person at HQ Department. update details for be record and
Objective:
 To update details for
shipment
Note: Advance Payment apply in this job process
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3.1.3. Work Order/Service Order(SO)

The Work Order/Service Order is illustrated in diagram below.
Figure 5: Work Order process

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1 Received Job Activity done by procurement  User get  Notification
at HQ/Staff Department. notification for Alert
new job  Activity is
Objective:
logged
 Notify job receive
2 Create Work Activity done by authorized  User insert work  Information will
Order person at HQ Department. order details be record and
log history.
Objective:
 To create work order and
fill in details
3 Send for Activity done by system.  User submit to  Activity is
Approval manager for logged
Objective:
approval
 Submission
4 Auto notify Activity done by system  Not applicable  Not applicable
approval via
Objective:
email & SMS
 Send to officer to verify the
details
5 Generate WO Activity done by authorized  User click Save  Activity is
person at HQ Department. button for logged.
Submission
Objective:
 To generate the approved
WO.
6 Assign to Activity done by system  Not applicable  Not applicable
Vendor by Email
Objective:
 Send Email to Vendor as
Reward Notice.
7 Print Work Order Activity done by authorized  Not applicable  Not applicable
person at HQ Department /
Depot.
Objective:
 Print WO Document
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3.1.4. Goods Receive for WO (GR WO)

Figure 6: GR process
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1 Select WO Activity done by procurement  User has to check  Activity is
person at HQ / Depot. document logged
Objective:
 To select the
2 Generate GR Activity done by procurement  Submission  Activity is
WO person at HQ / Depot. logged
Objective:
 User has to choose the
particular item to generate
GR.
3 Interface to SAP Activity done by authorized  User has click  Activity is

person at HQ / Depot. generate WO.txt logged.
file
Objective:
completed GR WO to
transfer to SAP.
4 Print GR WO Activity done by authorized  Not applicable  Not applicable

person at HQ Department /
Depot.
Objective:
 Print GR WO Document
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3.1.5. Cancel Work Order

Figure 7: Cancel WO process

1 Received Activity done by system.  User has to  Activity is
Generated WO choose the logged
Objective:
particular GR.
 To list all the WO items.
2 Cancel WO Activity done by authorized  User has click  Not applicable
person at HQ / Depot. button Cancel
WO
Objective:
 Cancel WO
3 Send for Activity done by system.  User submit to  Activity is
Approval manager for logged
Objective:
approval
 Submission
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4 Generate Cancel Activity done by system.  Not applicable  Not applicable
WO
Objective:
 To cancel WO
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3.1.6. Request Advance Payment

The Request Advance Payment is illustrated in diagram below.

1 Select Job Activity done by system.  User has to check  Activity is
document logged
Objective:
 To view the list of Job.
2 Create Request Activity done by authorized  User has to click  Submission
person at HQ / Depot. button Create CV
Objective:
 As an approval document
to perform Request
Advance in SAP.
3 Print Activity done by authorized  Submission  Activity is
person at HQ / Depot. logged.
Objective:
completed request to print
the documentation.
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Cash Voucher (CV)

The Cash Voucher is illustrated in diagram below.
Figure 10: CV process

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1 Received Job Activity done by system.  User has to check  Activity is
document logged
Objective:
 To view the list of Job.
2 Create CV Activity done by authorized  User has to click  Submission
person at HQ / Depot. button Create CV
Objective:
task to create CV
 Include all the cash
payment made by advance
payment.
3 Interface to SAP Activity done by authorized  User has to click  Activity is
person at HQ / Depot. generate CV.txt logged.
file
Objective:
completed CV to transfer to
SAP.
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3.1.7. Cancel CV
The Cancel CV is illustrated in diagram below.
Figure 11: Cancel CV process

1 Received Activity done by system.  User has to  Submission
Generated CV choose the
Objective:
particular CV.
 To list all the CV
2 Cancel CV Activity done by authorized  User has click  Submission
person at HQ / Depot. button Cancel
CV.
Objective:
 Cancel CV
Notes:
A new SOP will be defined to

show the Cancel CV process
must be updated in SAP as
well as ILDS is concerned.
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3.1.8. Confirm & Close Job

The Confirm & close job process is illustrated in diagram below.
Figure 10: Confirm & Closed Job

1 Completed Job Activity done by authorized  User can review  Activity is
person at HQ Department. status before logged
close job  Job will close if
Objective:
complete and
 To monitor the progress execute to
billing
2 Update Job Activity done by authorized  User has to  Information will
person at HQ Department. update job details be record and
log history.
Objective:
 To update a job
3 Update Details Activity done by authorized  User has to  Information will
person at HQ Department. update details for be record and
Objective:
 To update details for
shipment
4 Closed Job Activity done by authorized  User can change  Information will
person at HQ Department. status be record and
log history.
Objective:
 To close job that has been
finish activity
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3.1.9. Billing process

The Billing process is illustrated in diagram below.
Figure 11: Billing process

1 Select Job Activity done by authorized  User search Job  Activity is
number person at HQ Department. number for billing logged
Objective:
 Search quotation number
2 Generate Activity done by authorized  User generate  Print invoice
Proforma person at HQ Department. praforma invoice  Information will
Invoices by job number be record and
Objective:
 Insert value log history.
 To generate Invoices  Click button to
generate
3 Send Data to Activity done by system  Not applicable  Not applicable
SAP
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3.1.10. System Administration & Security Control

For system administration, the functions included are listed below:
1. User Profiles & User ID Management
a. User registration & maintenance
b. Group/Role maintenance
2. User Authorization Matrix
a. Set menu accessibility by Group/Role
3. Function & Menu Setup
a. Modify menu title, description and sequence
4. Password Policy Maintenance
a. Repeating password policy
b. Password expiry policy
5. Audit Trails
6. User ID and password will be based on Active Directory
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3.1.11. Master Data

1. Depot
2. Business Area
3. Staff (FTSSB)
4. General Ledger
5. Supplier/Vendor
6. Shipper/Consignee
7. Product
8. Product Price
9. Surcharge
10. Tax Services
11. Task list
12. Transportation Mode
13. Currency
14. Container
15. Sales Personal
16. Units Maintenance
17. GST rate
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3.2. Reports
All reports can be save in excel and pdf format.
3.2.1. MTO Reports
Index Title Remarks

Management Report
1 Revenue by Job
2 Sales Team Summary
3 Job Summary
Operation Report
4 Monthly Job Report
5 Job Listing
6 Outstanding Job
7 Job Verification
8 Activities report & status
9 Project Details & Quotation
Customized Report
10 WO List
11 Expenses by Vendor
12 CV LIST
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3.3. External Interface Requirements

This will be a detailed description of all inputs into and outputs from the software system.
3.3.1. Software Interfaces
No Software Description
1 Development Tool Visual Studio 2013
2 SSMS SQL Server Management Studio
3 Source Control Tortoise Svn
4 Microsoft Microsoft Office (Base) 2007 Version 12.0
5 Microsoft Project 2007
6 Microsoft Visio 2007
7 Operating System Windows 7
8 Graphic Editor Adobe Photoshop CS5
9 Balsamiq Mockups
Table 1: Software Interfaces
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3.3.1.1. Interface with SAP

There will be two phases in Integration ILDS-MTO to SAP.
Phase 1
A summary of transaction will be sent to the SAP based on GL Code. Transaction included
GRN (to generate FBL1N in AP), Customer Invoice and Cash Voucher.
ASCII files will be generated from MTO by user and will be downloaded on demand into
user’s local PC.
Phase 2
A detail itemised WO, GRN and Cash Voucher will be sent to SAP based on Material Group
and GL Code. Customer Invoice will be generated from SAP.
The data will be posted directly to SAP via web-service applications. The process is
automatic and not included users effort.
PHASE 1
This illustrate integration ILDS – SAP FI (AP)
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This illustrate integration ILDS MTO – SAP-FI (AR)

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PHASE 2
This illustrate integration ILDS MTO – SAP-FI (AP)
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APPENDIX A
GUI
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Graphical User Interface 1: Login
Graphical User Interface 2: MainMenu

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Graphical User Interface 3: Quotation/Contract
Graphical User Interface 4: Create Quotation/Contract

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Graphical User Interface 5: Job
Graphical User Interface 6: Create Job

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Graphical User Interface 7: Create Work Order
Graphical User Interface 8: Generate Work Order

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Graphical User Interface 21: Request Advance Payment
Graphical User Interface 9: Cash Voucher(CV)

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Graphical User Interface 10: Cancel CV
Graphical User Interface 11: Approval

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Graphical User Interface 12: Approval
Graphical User Interface 13: List approved WO

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Graphical User Interface 14: Approval Docs
Graphical User Interface 15: Good Receive (GR)
Graphical User Interface 16: Good Received

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Graphical User Interface 17: Billing-Invoice
Graphical User Interface 18: GR Integration to SAP

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Graphical User Interface 19: Works Order Interface to SAP
Graphical User Interface 20: Cash Voucher Interface to SAP

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PRODATA-L5-005 CLASSIFICATION:

Software Requirement Specification DATE : 16/10/2015

FELDA PRODATA SYSTEMS SDN BHD

TEMPLATE TITLE Software Requirements Specification (SRS)

ENFORCEMENT DATE 16 October 2015

VERSION NO. Version 1.1

Software Requirement Specification DATE : 16/10/2015

FELDA PRODATA SYSTEMS SDN BHD

Prepared by: Review by:

Review by: Approved by:

FELDA TRANSPORT SERVICES SDN BHD

Review by: Approved by:

Software Requirement Specification DATE : 16/10/2015

Version Date Document History Record Page Prepared / Reviewed /

2.0 1st review amendment

2.1 2nd review amendment

Software Requirement Specification DATE : 16/10/2015

Software Requirement Specification DATE : 16/10/2015

1.2. Overall Strategic Multimodal Transport Operator(MTO) Understanding

Figure 1: FTSSB general process cycle of business work flow

Quotation Listed are all of the menu below Quotation Operation :-

Reports Customized report (4 reports)

Integration Program specifications and programming

1.4. Definitions and Acronyms

IIS Internet Information Services

SRS Software Requirements Specification

SSL Secure Socket Layer

FTSSB Felda Transport Services Sdn Bhd

FPSSB Felda Prodata System Sdn. Bhd.

MTO Multimodal Transport Operator

1.5. Flowchart Diagram Symbols

Denotes the beginning or end of a process/program

Denotes the direction of logic flow in a process/program

Denotes either an input operation or output operation

Denotes a predefined process that has its own sub-process

Denotes a process to be carried out

Denotes an alternative or automated process

Denotes a manual (out-of-system) process carried out by people

Denotes a document or data that can be read by user

Denotes a decision (or branch) to be made.

2.0. GENERAL DESCRIPTION

To access the system, end-users will be using internet browser software.

2.3. User Characteristics

3.0. SPECIFIC REQUIREMENTS

Figure 2: General business flow

No Title/Process Description Pre-condition Post-condition

No Title/Process Description Pre-condition Post-condition

4 Update Details Activity done by authorized  Search contract  Information

Figure 4: Job Process

No Title/Process Description Pre-condition Post-condition

3.1.3. Work Order/Service Order(SO)

Figure 5: Work Order process

No Title/Process Description Pre-condition Post-condition

3.1.4. Goods Receive for WO (GR WO)

No Title/Process Description Pre-condition Post-condition

3 Interface to SAP Activity done by authorized  User has click  Activity is

4 Print GR WO Activity done by authorized  Not applicable  Not applicable

3.1.5. Cancel Work Order

Figure 7: Cancel WO process

No Title/Process Description Pre-condition Post-condition

No Title/Process Description Pre-condition Post-condition

3.1.6. Request Advance Payment