5-Appendix A - Functional- Non-functional requirements (1).pdf

Appendix A – Functional, Non-Functional and Control Requirements plus current Process Flows.

Proposer Response required:

For each of the requirements shown in the table (beginning on the next page), the Proposer shall indicate for each requirement whether their solution fulfills the requirement and provide any associated comment(s). Failure to use this table or to provide complete information could result in proposal disqualification. For those denoted with an asterisk (*), they are considered desirable, although other than mandatory. Reference also the included separate Business Requirements Document.

Req# Requirement Meets?

Y/N Comments

Functional Requirements FR 1 The Shelter Managmenet System must be accessible for use on Andriod and iOS

FR 1.1 Set authorization levels to distinguish segregation of duties for all aspects of inventory management, per the Roles as defined and described in the “Roles / Actors” section, which includes:

o Manager / Administrator o Supervisor o DAS Staff

FR 1.2 Allow Administrators to grant, remove, and monitor user access to inventory software applications.

FR 1.3 Vendor access control needed, e.g. :

o Biometric o Code entered o ID Card reader

FR 1.4 The application need to be Active Directory aware.

FR 1.5 OKTA - The system must set up via the City’s Two-

Factor Authentication (2FA) process. This process will make the application accessible via the OKTA 2FA Dashboard.

FR 1.6 Force periodic password changes.

FR 1.7 Allow and manage Electronic signatures for signing off on items.

FR 1.8 Allow for a printable transaction receipt upon request.

FR 1.9 Track all changes made to data within the system, recording before and after of changed information, date, time and by whom.

FR 2 Inventory Management Requirements

The system must be able to:

FR 2.1 Handle all inventory management functions such as:

o Receipt of supply and fixed items o Pricing o Distribution and tracking of items to Stations, Treatment Type, Apparatus, Staff member levels.

o Medication inventory o Intake Information o Pet Profiles Tracking o Narcotics Tracking

FR 2.2 The system must have the ability to store adoption applications and contracts in the cloud.

FR 2.3 Shelter Management System to create, search, edit, view information, history and manage records status to (e.g., accept, reject, approve, etc.) and perform related activities on any combination for the following:

FR 2.4 • Impound No (K_-____)

• Litter No

• Tot

• Kennel No

• Status

• Sub Status

• Tag

• Other ID

• Activity No (A_-____)

• Extra1

• Extra2

• Animal ID (A____)

• Hold

• Request

• Comment

Intake Information Section:

• Person

• Type

• Subtype

• Cond

• Date

• Time

• Due Out

• Review

• OS Source

• OS Reason

• Crossing

• Jurisdiction

• Extra3

• Extra4

• By Receipt No

Outcome Information section:

• Person To (P_____)

• Type

• Subtype

• Cond

• Date

• Time

• Weight

• Dose

• Dose2

• Bottle

• Extra5

• By

• Receipt No

To Do section:

• Task

• Date

• Description

FR 2.5 Provide an appropriate API to multiple systems (i.e.

City of Dallas AMS System, Salesforce Systems & Accessories, etc.).

FR 2.6 The different buttons must you search for:

• Animals at your shelter or found by a patron (Kennel)

• Animals reported as lost and not in your shelter (Lost)

• Animals currently in foster care (Foster)

FR 2.7 Create and track ownership from purchase with all trackable/Identifying information.

FR 2.8 Must have the ability to update the inputs with the following (Animal features) in a spreadsheet like format for the Tream:

• Kennel

• ImpoundNo

• Animal

• Type

• Size

• Sex

• Color

• Breed

• Intake Date

• Intake Type

• Hold

• Request

• Out Date

• Out Type

• Color2

• Breed2

• Collar Color

FR 2.9 The Shelter Managemtn System must provide pet adoption application in English and Spanish

FR 2.10 The Shelter Management System pet adoption applcation, English and Spanish versions, must accommodate all levels of customer technical skill to complete the online pet adoption application

FR 2.11 The Shelter Management System must allow designated DAS staff back-end system access/use for adding/editing needed data

FR 2.12 Schedule all maintenance based on specific dates, general dates, hours, warranty periods, or any other metric on a reoccurring basis.

FR 2.13 Send email and text alerts to multiple accounts when maintenance is due or past due for apparatus.

FR 2.14 Reports that are automatically emailed to multiple accounts.

FR 2.15 Can create different types of Preventive Maintenance Plans/Schedules (with associated costs) with variable time frames.

FR 2.16 Shelter App for Tracking animals Availability o Must have the ability to operate on an iPad/Android on the Shop floor and work off-line when connection is lost, store data, reconnect, and update data.

FR 2.17 Shelter Management System must utilize geo-fencing in order to allow optimal use of the DAS shelter vs. off-site

FR 2.18 Shelter Management System must allow designated DAS staff back-end system access/use for adding/editing needed data

FR 2.19 DAS customer, when viewing/saving pet profiles then the System will allow user to share pet profiles.

FR 2.20 Application must allow DAS staff to assist customers with at DAS kiosks or on staff iPads

FR 2.21 Shelter Management System must process fee(s)/payment(s) for pet adoptions

FR 2.22 Provide the means for generating minimums and maximums for inventory control and allow for updates or overrides when necessary.

FR 2.23 Maintain Stock levels by issuing Reorder requests / issuing alerts to notify users of critical levels reached for inventory (i.e., “time to order”,” bin near minimum”, “out of stock”, etc.). Include time stamp capability for notifications on critical levels.

FR 2.24 The system should prompt for approval to process the update or override.

FR 2.25 Ability to assign the warranty/expiration date at the time received and at the time issued.

FR 2.26 Match commodity code in system with commodity code on the PO and/or DO document, and prompt error to user if they do not.

FR 2.27 Reporting, the solution must provide the following reports:

Inventory count, report should denote when and where any variances are found and provide details of the item(s) in question.

a. Inventory counts to include serialized items

b. Produce an accurate inventory book value report, on demand, weekly or monthly as well as at the end of each fiscal year end.

c. Provide electronic Audit reports by Staff member, to retain history on all items from the cradle to the grave.

d. Provide electronic Audit reports by Staff member, to retain history on all items issued / reissued and compare with required quotas.

e. Produce various reports on demand such as:

Daily, weekly and monthly transaction activities Receiving Transfers Purchase Orders closed/opened Bin Locations Inventory and their locations Bin inactive Cost Analysis Financial Reporting

g. Provide report on demand of all expired items by category, with dates of expiration.

FR 2.28 The system must have the ability to allow for kiosk/public tablet functions where non-mobile phone users can search pets and enter queues; public tablets will be available in DAS lobby areas for customer use.

FR 2.29 The system must have the ability to display real-time queue on TVs and tablets for waiting time estimates;

queues should display person’s first name and last initial and animal’s name/ID number.

FR 2.30 Provide an approval path for the Manager’s required signature to purchase items.

FR 2.31 Two-signature approval for receiving items.

FR 2.32 Track all Narcotic activities at cost.

FR 2.33 Two-signature requirement for all Narcotic activities or Parts purchases over a set dollar threshold determined by the department later.

FR 2.34 Includes the following columns:

• Date

• VisitType

• Condition

Treatment Information

• Treatment Type – an Inventory item having the Item Class of TREATMENT. Common values would be various vaccinations, things done intermittently such as grooming, or things only done once such as a spay

• Subtype – additional information related to the specific treatment. The most common values would indicate the result of a test

• Price – the price associated with the Treatment Type

• Extra4 – a customizable field

• Listbox – displays Treatment Types directly associated with the currently selected Visit record

FR 2.35 Medication Information

• Medication – an Inventory item having the

Item Class of MEDICATION

• Dose – the dose associated the with medication’s Inventory record. This cannot be modified manually and will be displayed once a medication is entered and tabbed out.

The normal value is 1

• Unit – the unit associated with the medication’s Inventory record. This cannot be modified manually and will be displayed once a medication is entered and tabbed out

• Qty – the number of doses to be given at each dosing

• Times – the number of times per day the medication should be given

• #Days – the number of days the medication should be given

• Price – the Dispense Price from the Inventory record multiplied by the Qty, Times, and #Day. Example: If an animal is to receive 100 mg of Amoxicillin twice a day for 10 days, it might be entered as AMOXICILLIN 50 MG as the Medication, 1 for the Dose, Tablet as the Unit, 2 as the Qty, 2 as the Times, and 10 as the #Days. If the Dispense Price was $0.50, the total in the Price field would be 20.00

• Extra5 – a customizable field. This value will appear on To Do records associated with this Medication if Autoload ToDo Items on Store is selected in Procedures -> Preferences -> Treatment

• Listbox – displays Medications directly associated with the currently selected Visit record

FR 2.36 ToDo Listbox

The To Do Listbox displays all open and completed To Do tasks.

• To mark a To Do task as complete single-click on it in the Listbox then press the COMPLETE button. This will update the To Do record with the current date, current time, and the userid logged in to Software.

• To remove a To Do task click on it in the Listbox then press the Cancel button. This will permanently delete the single record while leaving other related ones unchanged.

Deleting may not be available to all users

• Double-clicking on a task in the Listbox opens the task in the To Do window

FR 2.37 Integrate with other Systems

The business requires the ability for data to be integrated with and to be able to extract service requests data from Salesforce.

FR 2.38 Track to whom items were issued. (By item and Staff Member, including date & time & signature/electronic signature via badge)

FR 2.39 System must be capable of integration with other systems in the future for efficiency and productivity.

FR 2.40 Maintain a history of Inventory value.

FR 2.41 Employee are provided with training prior to using the system

FR 2.42 Include “Override” ability to correct input errors.

Should include prompt for authorized approval before processing override. All updates must be recorded with pre and post snapshots of altered fields and who made modification along with timestamps

FR 2.43 Vendor provides ongoing training and support to the users

FR 2.44 The system must have the ability to provide a cloud-based system for managing the end-to-end process of pet adoption.

FR 2.45 The system must have the ability to be customized on both Android and iOS for DAS’ functionality and brand.

FR 2.46 Provide electronic Audit reports per Staff member, to retain history on all items issued / reissued and compare with required quotas for each member.

FR 2.47 Process for recording and reporting inventory adjustments for:

Purchases Warranty service requirements.

Disposal of expired Drugs

FR 2.48 If any authorized Change or Adjustment is made, Adjustment data recorded should include, but not be limited to:

o The date they were made.

o Identify who authorized the adjustments.

o Enable the attachment of supporting documentation.

FR 2.49 The system must have the ability to maintain security and confidentiality.

FR 2.50 Provide a “Customer Service Check-in” Feature that would allow Staff to sign in and indicate service(s) needed.

FR 2.51 Provide an audit of which employee filled the request.

FR 2.52 The system must have the ability to protect user information and application information.

FR 2.53 The system must have the ability to allow the administrator(s) to edit content and make updates as needed.

FR 2.54 Distinguish part #’s, SKU #’s, Serial #’s and their uses for better tracking of items received and the movement of inventory.

FR 2.55 The system must allow DAS to easily add and manage all their animals, including animal information, images, content, adoption applications, and adoption agreement.

FR 2.56 The system must have the ability to allow push and badge notifications and/or text notifications for users.

FR 2.57 The system must allow all designated DAS staff to create and send push notifications to promote adoption of specials and important news alerts.

FR 2.58 The system must have the ability to allow users to share pet profiles through email, social media, and text.

FR 2.59 The system must have the ability to process credit and debit card payments through an approved gateway;

Cybersource, using the required City credit card processor, Bank of America Merchant Services to process credit and debit card payments through an approved gateway; CyberSource, using the required City credit card processor, Bank of America Merchant Services.

FR 2.60 The system must provide receipt/proof of payment to customers upon authorized payment for pet adoption.