Functional Specifications Document Version 4



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Functional Specifications Document

Version 0.4

VERSION HISTORY

Version

Date

Changes

0.4

22 Mar 14

Initial Draft






































































































Contents

1. Introduction 4

2. Requirements - Website 5

2.1 Website HomePage 5

2.2 Website Institution Registration 5

1.1.1 Institution Registration 5

2.3 Website Login – Institution 6

1.1.2 Institution Login Form 6

1.1.3 Institution Login – Update Password 6

1.1.4 Institution Login – Forgotten UserId/Password 6

2.4 Website Institution - Events 7

1.1.5 Create New Event 7

1.1.6 Search for events and View, Modify or Delete Capability 8

1.1.7 View Responses 10

1.1.8 Send Reminders 11

2.5 Website Institution – News-Letter 11

1.1.9 Create News-Letter Item 11

1.1.10 Search for news-letter item (View, Modify, Delete) 12

2.6 Website Institution – Calendar 13

1.1.11 Create Calendar 13

2.7 Website Institution – News Item 13

1.1.12 Create News Item 13

1.1.13 Search for news item (View) 13

1.1.14 Modify/Delete existing News 13

2.8 Website Institution – Member Maintenance 13

1.1.15 Request New Member Registration 14

1.1.16 Search for Members (View) 14

1.1.17 Modify/Delete existing Members 14

2.9 Website Institution – Group Maintenance 14

1.1.18 Create New Group 14

1.1.19 Search for Groups (View) 14

1.1.20 Modify/Delete existing Groups 14

1.1.21 Link Member with Group 14

2.10 Website Institution – User Maintenance (Admin Only) 14

1.1.22 Create/Modify/Delete users 14

2.11 Website Institution – Contact Information 15

2.12 Website Login – Members 15

3. Requirements – Mobile App 16

3.1 Member Setup 16

1.1.23 Member Registration 16

3.2 Home Screen 17

1.1.24 Home Screen Display 17

3.3 View News, Calendar & Contact 18

1.1.25 View Messages 18

3.4 Message Responses 18

4. Non-Functional Requirements 19

4.1 Website Application 19

1.1.26 Logo File Size 19

4.2 Mobile App 19

1.1.27 App Availability 19

1.1.28 App Notifications 19

5. GLOSSARY 20



1.Introduction

The purpose of this document to provide detailed specifications of the end to end functioning of the ToLinkUs Messaging application. The objective of this document is to elaborate the high level functionality described in the High level requirements document. The reader of this document is expected to have read and understood the high level requirements document.



2.Requirements - Website




2.1Website HomePage



2.2Website Institution Registration

      1. Institution Registration

2.2.1.1A Master Admin user will have the capability to register a new Institution with ToLinkUs. Along with the registration of the organisation, an admin user profile must be created for the new institution.

2.2.1.2This user will have the admin rights for that particular institution with the capability to set up further users within the organisation.

2.2.1.3The registration page must contain at least below data elements:




2.2.1.4The various types of institutions can be Primary School, Secondary School, Independent School and Academy. This has to be a configurable set of Reference data.

2.2.1.5When the user fills in the information, it must be validated to ensure no junk data is being input.

2.2.1.6When the user clicks ‘Register’ button, an e-mail must be sent to the site administrator to validate the details.

2.2.1.7The admin user id must be activated only when the site administrator approves the information and id creation.

2.2.1.8Upon activation, an e-mail must be sent to the e-mail id provided at the time of registration informing that the id is activated along with the initial (one-time) password for log in.




2.3Website Login – Institution

      1. Institution Login Form

2.3.1.1ToLinkUs will provide a default ‘Admin’ user id and a password (which can be changed) during initial onboarding and setup as detailed above.

2.3.1.2Admin user will have access to all capabilities once logged in, including editing existing events, newsletter, etc. However a specific user id would get access only to those events, etc which was created by that user id.

2.3.1.3The following data should be available in the login screen when navigated from the home page:



User Id

Password

Submit

Clear

Forgotten User Id/Password

      1. Institution Login – Update Password

2.3.1.4If the user logs-in with the One-Time temporary Password provided, then user must be taken to the next screen to reset their password.



New Password

Re-enter Password

Please choose a new password

Submit

2.3.1.5If the user clicks on the link ‘Forgotten User-id / Password, then he must be challenged to input the information provided at the time of registration eg: User id (if remembered), Institution name and e-mail id.

      1. Institution Login – Forgotten UserId/Password

2.3.1.6The information provided must be validated and a temporary password must then be e-mailed to the registered mail id.



Enter your user name Password

Forgotten User Id/ Password

Enter email id

Enter institution name

2.3.1.7After a successful submit, the following menu items should be available:


  1. Event

    1. Create New Event

    2. Search for events and View, Modify or Delete Capability

    3. View Responses

  2. News-Letter

    1. Create News-Letter

    2. Search for News-Letter and View, Modify or Delete Capability

  3. Calendar

    1. Create Calendar Entry

    2. Search for Calendar Entry (View)

    3. Modify/Delete existing Calendar Entry

  4. News

    1. Create News Item

    2. Search for news item (View)

    3. Modify/Delete existing New items



  1. Members (Student) Maintenance

    1. Request New Member Registration

    2. Search for Members (View)

    3. Modify/Delete existing Members

  2. Groups Maintenance

    1. Create New Group

    2. Search for Groups (View)

    3. Modify/Delete existing Groups

    4. Edit a Group: Add or Delete a Member within a Group

  3. Website User Maintenance

    1. Create new user

    2. Modify/Delete existing User

  4. Institution Profile Maintenance

    1. Update Contact Information

    2. Upload School image

    3. Edit School logo / motto



2.4Website Institution - Events

      1. Create New Event

2.4.1.1When ‘Create New Event’ menu option is clicked, the following data items should be available on UI for user input:



Submit

Cancel

Event Management

Event Name*


Start Date Time*





End Date Time*



Event Descri

Attachment





^

Frequency*

O/D/W/M

V

Send Reminders?

Reminder1





Reminder2

Reminder3





Send To Groups?*

Group Id1 – Group Description1

 Group Id2 – Group Description2

Response Required?

Response Options

(User ; as separator)

Yes;No;

Response Closing DateTime








2.4.1.2All the date times entry should allow user to choose a specific date and also time. It may be need two separate boxes to capture date and time separately wherein date would be a dropdown showing calendar defaulting ‘current day+1’ as date.

2.4.1.3Allow only Groups to be displayed and allow multiple select. However, in future we should allow specific Member Ids.

2.4.1.4Event attachment size should not be more than 10MB and allowed formats are: PDF, DOC, DOCX, TXT, RTF

2.4.1.5When user clicks Submit, all the required validations are done again and an Event Id will be generated and a message is displayed to customer who provides the Event Id and Name.

2.4.1.6When ‘Cancel’ button is clicked, a warning message is displayed that ‘entered data might be lost’ and when confirmed, we go back to the previous screen.

2.4.1.7Frequency: default would be ‘one-time’ and would have options of daily, weekly and monthly. There should be specific validations with the option chosen here against the start and end date.

2.4.1.8Response options: there should be a capability for a user to request 3 separate response options. Example for a trip a school can ask for response for 1. Whether child will attend or not, whether paret will volunteer or not and 3, whether child will have veg or non-veg meal

      1. Search for events and View, Modify or Delete Capability

2.4.1.9When ‘Search for Events’ menu option is clicked, the following data items should be available on UI for user input:



%name%

Search

Cancel

Event Management - Search

Event Name


(OR) Date From





To



Event1

List of Events in DateRange/Name like %name%


Event Id


Event Name


Description


Frequency


XXX



2.4.1.10Allow wildcard character ‘%’ and select those events that contain that keyword or allow a date range to choose the search criteria.

2.4.1.11Validate for ‘To’ date should be equal to or greater than the ‘from’ date

2.4.1.12When ‘Search’ button is clicked, a new screen is displayed providing the criteria in the heading and the list of events. Each EventId would be a hyperlink that will allow open the event details in another screen as below.






Modify/Submit

Delete

Event Management

Event Name*


Start Date Time*





End Date Time*





Event Descri

Attachment





^

Frequency*

D/W/M

V

Send Reminders?

Reminder1





Reminder2

Reminder3





Send To Groups?*

Group 1

 Group 2

Response Required?

Response Options



Yes;No;

Response Closing DateTime




2.4.1.13When user wants to modify an event, if the System datetime falls within the Start and End datetime, a warning message should be displayed that the event is in progress and any modification would make the previous responses, reminder and event obsolete. If user confirms, then ask for confirmation of removing all previous reminders and responses.

2.4.1.14If the system datetime is less than the response closing datetime, then allow extending the closing datetime in modify and also allow additional reminders to be sent.

2.4.1.15If the event start datetime is less than current system datetime (even already started), then ‘Send to Groups’ should not allow removing any group, however it should allow adding more groups if there still time to close the event (current datetime< event end datetime)

2.4.1.16If the event was in the past, do not allow modify/delete options




      1. View Responses

2.4.1.17When ‘View Responses’ menu option is clicked, the following data items should be available on UI for user input:




%name%

Search

Cancel

Event Management – View Responses

Event Name


(OR) Date Range





To



Event1

List of Events in DateRange/Name like %name%


Event Id


Event Name


# of ‘Yes’


# of ‘No’

2.4.1.18Allow wildcard character ‘%’ and select those events that contain that keyword or allow a date range to choose the search criteria.

2.4.1.19Validate for ‘To’ date should be equal to or greater than the ‘from’ date

2.4.1.20When ‘Search’ button is clicked, a new screen is displayed providing the criteria in the heading and the list of events along with responses aggregated.

2.4.1.21Each EventId would be a hyperlink that will allow open the event details in another screen and would display as per 2.4.2.4




      1. Send Reminders




2.5Website Institution – News-Letter


This section provides functionality that a user can do to process News Letter:


      1. Create News-Letter Item

2.5.1.1News Letter is a mechanism to upload a regular news-letter item as per institute’s format, this could also be called a ‘journal’ and the naming should be configurable per institution

2.5.1.2When ‘Create’ menu option is chosen, the following screen should be displayed.



Submit

Cancel

News Letter

News Headline*


Start Date Time*





End Date Time*



Attachment



^

Send To Groups?*

Group Id1 – Group Description1

 Group Id2 – Group Description2




      1. Search for news-letter item (View, Modify, Delete)

2.5.1.3When ‘Search for News-Letter’ menu option is clicked, the following data items should be available on UI for user input:



%name%

Search

Cancel

News Letter - Search

Headline

(OR) Date From



To



Headline

List of News Letter in DateRange/Name like %name%


Headline


Start Date


End Date


Attachment


Attachment Link URL


2.5.1.4Allow wildcard character ‘%’ and select those News Letter that contain that keyword or allow a date range to choose the search criteria.

2.5.1.5Validate for ‘To’ date should be equal to or greater than the ‘from’ date

2.5.1.6When ‘Search’ button is clicked, a new screen is displayed providing the criteria in the heading and the list of news-letters. Each Headline would be a hyperlink that will allow open the event details in another screen as below.




Modify

Delete

News Letter

News Headline*


Start Date Time*





End Date Time*



Attachment



^

Send To Groups?*

Group Id1 – Group Description1



 Group Id2 – Group Description2



2.5.1.7If the start datetime is less than current system datetime (already started), then ‘Send to Groups’, however it should allow adding more groups if there still time to close the event (current datetime< event end datetime)

2.5.1.8If an exising Group Id is unchecked, then it should be removed from the ‘app’, when the mobile user connects next time


2.6Website Institution – Calendar


This section provides functionality that a user can do to process calendar:

      1. Create Calendar

2.6.1.1This option is to upload institutions calendar, which contains leave, news and key activities that needs to be displayed.

2.6.1.2This should be inline with iPhone calendar Year view into month view into day view, defaulting 24hour (hourly) slots which displays calendar items + Events. When clicked, opens into edit/delete mode.


2.7Website Institution – News Item



      1. Create News Item




      1. Search for news item (View)




      1. Modify/Delete existing News



2.8Website Institution – Member Maintenance

      1. Request New Member Registration

2.8.1.1Logic for generating Member Id should be as below: <2 Country Code><4 Institution Code><4 Member Code>. Of which Institution Code has to be random generated and also stored in reference data table where Country + Institution combination would be unique. 4 alphanumeric member code should be random generated. (Sample: GB1A32X12S)

2.8.1.2Each single letter/number within 8 digits is generated in random and then a combination of all 10 together is checked for uniqueness against the database. That would be give – 0-9;A-Z (only capitals) combinations which is 36 combinations for each letter/number

2.8.1.3The following UI is required at minimum to display new member registration:




      1. Search for Members (View)




      1. Modify/Delete existing Members



2.9Website Institution – Group Maintenance



      1. Create New Group

      2. Search for Groups (View)

      3. Modify/Delete existing Groups

      4. Link Member with Group



2.10Website Institution – User Maintenance (Admin Only)


This capability will have a default view of list of UserId and Names and this menu item would only be visible when admin logs into the system.

      1. Create/Modify/Delete users

2.10.1.1The below screen would be a single screen for this maintenance.



Admin

Submit

Cancel

Website User Maintenance


User Id


User Name


User Password


Guest

User Id

User Id

User Id


2.11Website Institution – Contact Information


A single screen to display the existing Institution details and would allow updating (if logged-in through Admin User Id else it would be a ‘view’ only.

2.12Website Login – Members



3.Requirements – Mobile App




3.1Member Setup

      1. Member Registration




3.1.1.1Once the app has been downloaded and successfully installed by a user, a user must be able to start the app by clicking on it

3.1.1.2Once in the app, the user must be greeted with a ‘Welcome Screen’ which presents a welcome message to the user along with the options in the screen below:

3.1.1.3When a user downloads an app, they must have an option for ‘Settings’ at the bottom as a menu option. The settings must ask for registration or following an institution

3.1.1.4The following UI should be available for registration. The option for look up institution is a day 2 feature and is not required at this stage






3.1.1.5When the user clicks the Register button, they must be taken to a screen where they can input their registration ID which must be validated before proceeding to the next screen.




Your password will be required for sending message responses to your school



This is required in case you need to Reset Your password above




3.1.1.6In the above screen, when the user confirms that they are not the member (Clicks ‘No’), only then the ‘Confirm relation to member’ box must appear

3.1.1.7The data collected: Name (max 100 char), DoB and relationship (max 100 char) must all be stored within the mobile application and must not be transmitted over the internet back to the DB in any circumstance.

3.1.1.8When the user clicks ‘Register another ID’, then the same screen must be used to register the 2nd registration id and then the 3rd and finally the 4th id.

3.1.1.9When the user has checked ‘Register another Id’ and clicked 'submit', app would submit the changes and then open the same blank form. If unchecked, it would submit the changes and then go back to home screen. Default option would be 'unchecked'.

3.1.1.10When the user has chosen ‘Yes’ against ‘Are you the member’, then confirm relation to member is disabled/greyed/not displayed (as feasible)

3.1.1.11Validate for ‘@’ and a ‘.’ For a valid email id and a ‘@’ should appear only once, however a ‘.’ (dot) can appear multiple times.

3.1.1.12Logic for password would be: minimum 6 and a maximum of 8 aphanumeric characters allowed and special characters like ‘,&,%,”, etc will not be allowed.

3.1.1.13While registering a device+member combination, also capture data attributes like device id, date created and/or device location/IP at minimum

3.1.1.14Validate DOB that it has to be a date < current system date




3.2Home Screen

      1. Home Screen Display

3.2.1.1The Home Screen of the application must provide a list of all the Schools the user is registered with. For example if the user is registered with 3 schools, the logo of all 3 schools must be displayed on the Home Screen





3.2.1.2The Amend Registration button must take the user back to the Registration screen (App Screen 2 above) where a user can amend any previous registered details




3.3View News, Calendar & Contact



      1. View Messages




3.4Message Responses


4.Non-Functional Requirements




4.1Website Application

      1. Logo File Size

4.1.1.1An institution must be able to upload 2 MB of image as school logo.



4.2Mobile App




      1. App Availability




4.2.1.1The app must be available for download from Apple itunes store, Google play for Android, Windows and Blackberry stores

4.2.1.2The app must be available for free but must provide the flexibility of introducing charges:

4.2.1.3At the time of download AND /OR At a fixed interval as renewal charges

4.2.1.4The name of the App in the stores must be ‘MeraLINK’ and must be easily searchable on the stores with the name and with company name ‘ToLinkUs’

4.2.1.5Any member of the public must be able to download the app from the stores mentioned above

      1. App Notifications

4.2.1.6Notifications must prompt on the app icon with a number indicating the number of unread messages

4.2.1.7These Notifications must also appear on the locked screen

4.2.1.8A user must be able to turn the notifications on / off from the app settings


5.GLOSSARY


S.No.

Terminology

Definition

1

Simple Group

A group that consists of:

  1. Entire school

  2. Entire class

And excludes complex groups formed of children from various classes eg. Piano group, cricket club, etc.

2

Complex Groups

A group formed of children from various classes put together eg. Piano group, cricket club, etc

3

News

Post event information – what has happened during the day/week. Can be with Pictures. Eg The Sports day was held on Friday. Pictures attached.

4

3rd party

There are various organisations that organise activities outside of school hours like breakfast clubs, post school clubs, parent association activities, etc. These are all to be classified as 3rd party and can have limited access at website to send messages and receive responses with no access to other school events/reports

5

Public information

All News, School Calendar, Newletter, Meal menu and School contact information is classified as Public information. Whereas, Messages are to be send and displayed to registered users only.



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