Commonwealth of Pennsylvania

Department of Environmental Protection

Bureau of Information Technology

Project Management Office

Functional Requirements Document

For

<Project Title>

Prepared by: <Name of Person Preparing Report>

Date: <January 1, 2005>

Project Manager: <Name of Project Manager>

This page is left intentionally blank.

Document Control

Author

Document Name:	Project Requirements Document
Version Number:
Version Date:
Project Manager:
Date Issued:

Approvals

The Commonwealth of Pennsylvania, Department of Environmental Protection (DEP) approves the Functional Requirements Document within this document. Approval of this document signifies that this Functional Requirements Document is a complete, quality implementation of the deliverable requirements as specified for the authorized work.

Roles	Name	Signature	Date
Quality Manager
Project Management Officer
Project Sponsor
Chief Information Officer

Change History

Version	Date	Revision Descriptions
V.01
V.02
V.03

TABLE OF CONTENTS

Document Control	i

1.	Overview	1

1.1	Definitions and Terminology	1

1.2	Participants	1

2.	Actors	1

3.	Business Functions	1

3.1	<Insert Function name here>	2

3.1.1	<Insert Business Rules>	2

3.1.2	Use Case Process Flows	2

3.1.3	Screen and Field Requirements	2

3.1.4	Report and Field Requirements	3

3.1.5	Existing Modifications	3

3.1.6	Additional Requirements	3

4.	General Integration Issues	4

4.1	Data Conversion and Migration Issues	4

4.1.1	<insert functional conversion name here>	4

4.2	Integration Issues	4

5.	Exclusions	4

6.	Existing Table Modifications	4

Appendix A - Glossary of Abbreviations, Acronyms and Terms	5

1.	Overview

This section should give a brief summary of the project. It includes a description of the project, the reason the project is being undertaken, who is involved with the project, and the scope of the project.

1.1	Definitions and Terminology

In order for all readers to understand this document, terms and definitions should be provided.

No.	Term	Definition
1.
2.

1.2	Participants

Communications is one of the most important aspects of a successful project. In order to keep track of all participants, the following table must be completed.

No.	Name	Location	Phone	Email Address

(@state.pa.us, etc.)	Role(s)
1.
2.

2.	Actors

Actors interface with the system and may be people, software, hardware, networks, etc. Describe the “who and what performs a function” within each business unit. The following table depicts all the actors who will perform functions and the definition of that actor.

No.	Actor Name	Definition
1.
2.

3.	Business Functions

The Business Function portion of this document includes the business function description, business rules, use case process flows, screen and report field requirements, new functionality and reports for each function this project includes. If there are more than one function, it is advisable to copy 2.1 as many times as you have functions. They should then be numbered accordingly.

3.1	<Insert Function name here>

Describe the business function that will be described within this section.

<function description>

3.1.1	<Insert Business Rules>

Business rules should be described for each functional area that is being included in this project. Either management or a system action may enforce these business rules. Description of a business rule in this document does not indicate that the system will provide the functionality to enforce or otherwise implement the business rule.

<rules>

3.1.2	Use Case Process Flows

Use Case Overview

Use case overview gives the reader a high-level description of the function that is being performed.

<description>

Use Case Process Flow Description

Use Case is a pictorial of how a function is performed. This includes the process steps and who performs it.

<function>

Use Case Process

<process>

3.1.3	Screen and Field Requirements

No.	Item	Status	Query	Req’d	Comments
1.
2.

3.1.4	Report and Field Requirements

No.	Report	Strategy Study	Status	Comments
1.
2.

3.1.5	Existing Modifications

Describe the existing modules that require modifications and what modification must take place. Detail information regarding the actual field name modifications should be included in the appendix.

No.	Module	Modifications
1.
2.

3.1.6	Additional Requirements

Describe any new fields that must be added to the existing modules and any new functionality that must be added.

New Fields

No.	Field Name	Req’d	Size	Datatype	Comments
1.
2.

New Functionality

No.	New Functionality	Comments
1.
2.

Reports

List any changes to existing reports or new reports that must be added.

No.	Reports	Comments
1.
2.

4.	General Integration Issues

During the Strategy Study, an impact/integration analysis was performed. This information should be reviewed and further defined. In addition, this would be a good time to meet with other project managers again to ensure there are no additional issues.

4.1	Data Conversion and Migration Issues

4.1.1	<insert functional conversion name here>

Describe all of the data conversion and mitigation issues for each functional area that must be converted.

<description>

4.2	Integration Issues

Describe all integration issues in detail.

<description of issues>

5.	Exclusions

Further describe any exclusions that will not be included in this project.

<further description>

6.	Existing Table Modifications

<modifications>

Appendix A - Glossary of Abbreviations, Acronyms and Terms

Term	Definition
Actor	In a use case, anything that interfaces with the system is called “an actor”. An actor can be people, other software, hardware devices, data stores or networks.
BIT	Bureau of Information Technology
CIO	A Chief Information Officer is the department’s most senior IT manager, responsible and accountable for the Department’s performance in that area.
Deliverable	A deliverable is a physical item to be delivered for a project. It may include organization attributes, reports and plans, as well as physical products or objects. It can apply to the project itself, such as a risk management plan, or to a system, such as software code.
DEP	Department of Environmental Protection
Project Champion	The Project Champion is the person who is responsible for acting as the project’s owner/delegate. This person approves the project’s deliverables and coordinates integration of the project’s outcomes into the sponsoring organization.
Project Management Body of Knowledge (PMBoK)	PMBoK is the Project Management Institute’s body of knowledge that includes knowledge of proven, traditional practices, which are widely applied, as well as knowledge of innovative and advanced practices, which may have seen more limited use.
Project Management Methodology (PMM)	The system of practices, techniques, procedures, and rules used by those within the profession of Project Management.
Project Management Office (PMO)	The Project Management Office is an organized body or entity assigned various responsibilities related to the centralized and coordinated management of those projects under its domain. The responsibilities of a PMO can range from providing project management support functions to actually being responsible for then direct management of a project.
Project Manager (PM)	Project Manager. The person assigned by the performing organization to achieve the project objectives.
Project Sponsor	The person or group that provides the financial resources, in cash or in kind, for the project.
Project Stakeholder	Persons and organizations such as customers, sponsors, performing organization and the public, that are actively involved in the project, or whose interests may be positively or negatively affected by execution of completion of the project. They may also exert influence over the project and its deliverables.
Subject Matter Expert	An Subject Matter Expert (SME) s a person who is viewed as an expert in a particular field. This person can be a software expert who knows how a software application works or a business expert who understands business forces and requirements. An SME designation is not particular to a discipline; an SME is someone to whom a project manager can go to for accurate information.
Use Case	The term “use case” is used to define and outline what system functions are needed from the viewpoint of the user.

References:

A Guide to the Project Management Body of Knowledge (PMBOK® Guide) Third Edition

Governor’s Office of Administration

http://www.oit.state.pa.us/oaoit/cwp/view.asp?a=671&q=194302

Commonwealth of Pennsylvania	3.B_FRD_Final

Department of Environmental Protection

Functional Requirements Document

<Enter Project Name Here>

6	9/21/2006

<Location of Project "file path">

Commonwealth of Pennsylvania

mahockenbe

2005-09-28

strotman