Statement Disagre Neutra Agree Strongl N/A

Strongly
e l y
Disagree
Agree
1. Our current
inventory
processes are
highly efficient.

2. Tasks are
completed
quickly and
without
significant
delays.
4. Information is
easily accessible
when needed.
5. We have clear
and standardized
procedures for
our daily
operations.
Part 1: Understanding Your Current Operations (Likert Scale)

For the following statements, please indicate your level of agreement or

satisfaction using the scale:

• 1 = Strongly Disagree / Very Low Satisfaction

• 2 = Disagree / Low Satisfaction

• 3 = Neutral / Moderate Satisfaction

• 4 = Agree / High Satisfaction

• 5 = Strongly Agree / Very High Satisfaction

• N/A = Not Applicable / Don't Know

A. Efficiency & Workflow:

B. Data Management:

Statement Strongly Disagre Neutra Agree Strongl N/A

Disagree e l y
Agree
6. Our method of
storing and
managing
product data is
organized and
secure.
7. It is easy to
retrieve specific
product or stock
level information
when required.

8. We experience
issues with
duplicate product
entries or
inconsistencies in
stock data.
9. Generating
inventory and
sales reports is a
straightforward
process.

C. Supplier & Order Management:

Statement Strongly Disagre Neutra Agree Strongl N/A

Disagree e l y
Agree
10.
Communication
with suppliers is
seamless and
timely
11. Purchase
orders are
processed
efficiently with
minimal errors.
12. We maintain
accurate supplier
contact and product
information.

Part 2: Identifying Inventory Challenges & Needs

Statement Strongly Disagre Neutra Agree Strongl N/A

Disagre e l y
e Agree
13. We often
encounter
bottlenecks in
stock receiving or
order fulfillment.
14. Errors
frequently occur
in stock counts or
inventory records.
15. A significant
amount of time is
spent on
repetitive or
manual stock
tracking tasks.
16. We struggle
with managing or
tracking inventory
across multiple
locations.

17. We have
difficulty
analyzing
inventory
turnover and
product demand
trends.
18. Stockouts or
overstocking are
common issues
19. We are
interested in
automating
reordering to
prevent stockouts.
20. We believe an
updated inventory
system could
significantly
reduce
operational costs.

Part 3: Open-Ended Discovery Questions (Qualitative Insights)

1. Core Business/Operation Description:

Briefly describe your primary inventory operations (e.g., warehouse
management, retail stock control, distribution).
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________

2. Biggest Challenges/Pain Points:

What are the top 2-3 biggest challenges you face in inventory
management? Why are these challenging?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________
3. Areas for Improvement:
If you could improve one aspect of your inventory operations using
technology, what would it be and why?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________
4. Manual Processes:
What are the most time-consuming or error-prone inventory-related
tasks your team performs?
___________________________________________________________________________
 ___________________________________________________________________________
___________________________________________________________________________
__________________
5. Data Management Specifics:
How is product and stock data currently managed? (e.g., spreadsheets,
existing software, manual logs)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________
6. Desired Outcomes from a System
What kinds of inventory reports or analytics do you need but currently
lack?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________

7. User Perspective:
Who would be the primary users of an IMS in your organization and
what would they need to do?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________

Do you have multiple user roles with different access levels in

managing inventory?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________
8. Current Technology & Infrastructure:
What current hardware, barcode scanners, or warehouse systems do
you use?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________
 Do you have existing systems (e.g., POS, accounting software) that a
new IMS would need to integrate with?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________

DETERMINING THE FUNCTIONAL REQUIREMENTS – Inventory

Management System

Instructions for the Client (Setting the Context):

"Thank you for our previous discussion. Based on our understanding of your
inventory management challenges, we are now looking into the specific
functionalities a new Inventory Management System (IMS) would need to
address these. Please help us prioritize and detail these potential features."

Part 1: Core Functional Areas (Likert Scale for Importance)For the

following statements, please indicate how important each function would be
in a new IMS:

 1 = Not Important at All

 2 = Slightly Important
 3 = Moderately Important
 4 = Very Important
 5 = Absolutely Essential
 N/A = Not Applicable / Don't Know

A. User Management & Access

Statement Strongly Disagr Neutr Agree Strong N/A

Disagree ee al ly
Agree
1. The system
must allow for
different levels of
user access and
permissions (e.g.,
Admin,
Warehouse Staff,
Sales Staff).
2. Users should
be able to
register or be
added to the
system with
specific roles.
3. Users should
be able to reset
their own
passwords
securely.
4. Administrators
should be able to
add, edit, or
remove user
accounts.
5. The system
should enforce
strong password
policies (e.g.,
minimum length,
complexity).
6. Two-Factor
Authentication
(2FA) for user
login is a critical
security feature.

B. Inventory Data Input & Management

Statement Strongly Disagr Neutr Agree Strong N/A

Disagree ee al ly
Agree
7. The system
must allow users
to easily add
new inventory
items (e.g.,
product name,
SKU, supplier,
cost, stock
location).
8. Users must be
able to
edit/update
existing product
details and stock
levels.
9. Users must be
able to search
and filter
inventory by
SKU, name,
category,
supplier, or
location.
10. The system
must ensure
data accuracy
and prevent
duplicate
product entries.
11. The system
should allow bulk
uploading of
products via
spreadsheets or
barcode
scanning.
12. The system
should manage
relationships
between
products,
suppliers, and
warehouses.
C. Information Retrieval & Reporting

Statement Strongly Disagr Neutra Agree Strongl N/A

Disagree ee l y
Agree
13. The
system must
allow users to
generate
inventory-
related reports
based on
various criteria
(e.g., low
stock, fast-
moving items,
stock
valuation).
14. The
system should
provide real-
time
dashboards
showing
current
inventory
levels, stock
movement,
and order
status.
15. Users
should be able
to export
reports to
common
formats (e.g.,
Excel, PDF).
16. The
system should
allow for
efficient
searching
across all
inventory
data.

D. Automation & Notifications

Statement Strongly Disagr Neutra Agree Strongl N/A

Disagre ee l y
e Agree
17. The
system should
automate
repetitive
inventory
tasks (e.g.,
reordering
stock when
below
minimum
threshold).
18. The
system should
send
automated
notifications
for low stock
alerts,
purchase
order
approvals, or
stock expiry
dates.
19.
Notifications
should be
delivered via
the preferred
method (e.g.,
in-app, email,
SMS).

E. Integration & Compatibility

Statement Strongly Disagr Neutra Agree Strongl N/A

Disagre ee l y
e Agree
20. The new
IMS must
integrate with
existing
systems (e.g.,
accounting
software, e-
commerce
platforms, POS
systems).
21. The
system must
be accessible
and fully
functional on
multiple
devices (e.g.,
desktop,
tablet, mobile
phone).
22. The
system must
be compatible
with common
web browsers
(e.g., Chrome,
Firefox, Edge).

Part 2: Detailed Functional Requirements (Open-Ended Questions)

1. Describe a Typical Inventory Workflow:

o "Walk us through a typical stock management process you

currently do manually, which you believe the system should
automate or support. Please detail each step (e.g., receiving
 goods from a supplier, updating stock levels, fulfilling customer
orders)."

2. Specific Data Points:

o "For inventory items, what specific information must be captured

and stored in the system? (e.g., Product Name, SKU, Category,
Supplier, Cost Price, Selling Price, Stock Location, Minimum Stock
Level)."

3. Data Relationships:

o "How do different pieces of information relate? For example, how

does a product relate to a supplier, a warehouse, or a sales
order?"

4. Reporting Needs:

o "What specific inventory or sales reports do you currently

generate or wish you could generate? What information should
these reports contain, and how often do you need them?"

5. User Roles & Permissions:

o "Please describe in detail what each type of user (e.g., Admin,

Warehouse Staff, Sales Staff) should be able to do and not do
within the system."

6. Notifications & Alerts:

o "Are there critical stock events or thresholds where the system

must send alerts? Who should be alerted and how? (e.g., 'Alert
when product X drops below 20 units')."

7. Search & Filter Criteria:

o "When searching for products, what criteria do you use most

often? (e.g., by SKU, category, supplier, expiry date, stock
location)."

8. Error Scenarios & Handling:

o "What common mistakes in inventory data entry should the

system prevent? How should it respond to these errors? (e.g.,
duplicate SKU prevention)."

9. Integration Specifics:
 o "If integration with existing systems is important, what specific
data should be shared? (e.g., push sales data to accounting, sync
stock levels with e-commerce)."

10. Data Archiving/Retention:

o "Are there specific requirements for how long historical inventory

data should be kept or archived?"

11. Future Scalability/Growth:

o "Do you expect significant growth, such as adding more

warehouses, suppliers, or sales channels, in the next 1-3 years
that the system should support?"

LOG IN MODULE

1. Login with Username/Email & Password:

Statement Not Slightly Moderate Very Essential N/
important Importa ly Importa A
at all nt Important nt
1. Users must be
able to log in
using a unique
username.
2. Users must be
able to log in
using their email
address.
3. The system
should indicate a
successful login
clearly.
4. The system
should provide
clear feedback for
incorrect
credentials
(without revealing
if it's the
username or
password).

2. Password Management:
Statement Not Slightly Moderate Very Essential N/
important Importa ly Importa A
at all nt Important nt
5. A "Forgot
Password" or
"Reset Password"
feature for users
is essential.
6. Users must be
able to change
their password
once logged in.
7. The system
must enforce
strong password
policies (e.g.,
minimum length,
mix of
characters).

3. Account Creation (Registration):

Statement Not Slightly Moderate Very Essential N/
importa Importa ly Importa A
nt at all nt Important nt
8. Users should be
able to self-
register/create
their own
accounts.
9. An email
verification step
should be required
after self-
registration to
activate the
account.
10. Administrators
should be able to
manually create
user accounts.

4. Session Management:
Statement Not Slightly Moderate Very Essential N/
importa Importa ly Importa A
nt at all nt Important nt
11. A "Remember
Me" / "Keep me
logged in" option is
important for user
convenience.
12. The system
should
automatically log
users out after a
period of inactivity.

5. Security Measures:
Statement Not Slightly Moderate Very Essential N/
importa Importa ly Importa A
nt at all nt Important nt
13. The system
must protect
against multiple
failed login
attempts (e.g., by
temporary
lockout).
14. Two-Factor
Authentication
(2FA) / Multi-Factor
Authentication
(MFA) is a critical
security feature.
15. The system
should securely
store user
passwords (e.g.,
using
encryption/
hashing).

Part 2: Detailed Functional Requirements (Open-Ended Questions)

These questions require more detailed explanations from the client about
specific scenarios and preferences for the login module.

1. User Identification:
 "For login, should users primarily use a unique username, their email
address, or either? Please explain your
preference." ____________________________________________
________________________________________________________________________
________________________________________________________________________
__________________
2. Password Policy Details:
 "Regarding strong password policies, what specific rules would you like
to enforce? (e.g., minimum 8 characters, at least one uppercase, one
number, one special character. Should it prevent common
passwords?)" _________________________________
________________________________________________________________________
________________________________________________________________________
__________________
3. "Forgot Password" Process:
 "When a user clicks 'Forgot Password,' what is the desired sequence of
events? (e.g., Enter email -> receive email with reset link -> click link -
> set new password). Are there any specific requirements for the reset
link's validity period?" ________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
___________________________
4. Account Registration Process (if applicable):
  "If users are self-registering, what specific information should they be
required to provide during signup? (e.g., Full Name, Email, Contact
Number, Role, etc.)."
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
___________________________
 "After a user registers, what is the desired next step? (e.g., Account
activated immediately, email verification required, administrator
approval needed)."
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
___________________________
5. Two-Factor Authentication (2FA/MFA) Details (if important):
 "If 2FA is implemented, what method(s) do you prefer? (e.g., SMS code,
authenticator app like Google Authenticator, email code). How critical
is it for all users versus specific user
roles?" ________________________________________________________________
______
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
___________________________
6. Session Expiration and "Remember Me":
 "If a user is inactive, how long should their session remain active
before they are automatically logged out? (e.g., 30 minutes, 1 hour, 8
hours)."_________________________
________________________________________________________________________
_________
 "If a user selects 'Remember Me,' how long should their session ideally
persist? (e.g., 7 days, 30 days, until browser is
closed)." ____________________________________________
________________________________________________________________________
_________

7. Failed Login Attempts Handling:

 "What is the desired behavior if a user enters incorrect login
credentials multiple times? (e.g., lock account for X minutes after Y
 attempts, require CAPTCHA after Z attempts, notify
admin)." ______________________________________________________________
_____
________________________________________________________________________
_________
 "How should a locked account be unlocked? (e.g., automatically after
time, admin unlock, user reset
password)." _____________________________________________________
________________________________________________________________________
_________
8. Login Page Design & Messaging:
 "Are there any specific branding elements, logos, or colors that should
be incorporated into the login
page?" ______________________________________________________________
________________________________________________________________________
________________________________________________________________________
__________________
 "Are there any specific messages or instructions you want displayed on
the login page (e.g., a welcome message, security
tips)?" __________________________________________
________________________________________________________________________
________________________________________________________________________
__________________
9. User Roles & Default Access:
 "Upon successful login, what is the default landing page or section for
a user? Does this differ based on their user
role?" ________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
___________________________
10. Admin User Management:
 "What specific functionalities should an administrator have regarding
user accounts? (e.g., view all users, edit user roles/details, reset user
passwords, activate/deactivate accounts, delete accounts)."
______________________________________________________
________________________________________________________________________
________________________________________________________________________
__________________
 HOMEPAGE

Part 1: Purpose and Key Information (Likert Scale for

Importance)

For the following statements, please indicate how important each

element or function would be on the Home Page using the scale:

 1 = Not Important at All

 2 = Slightly Important
 3 = Moderately Important
 4 = Very Important
 5 = Absolutely Essential
 N/A = Not Applicable / Don't Know

1. Welcome & Identity:

Statement Not Slightly Moderate Very Essential N/

important Importa ly Important A
at all nt Important
1. Displaying the
logged-in user's
name or profile
picture.
2. Showing a
personalized
welcome
message (e.g.,
'Welcome back,
[User Name]!').

2. Dashboard / Overview:

Statement Not Slightly Moderate Very Essential N/

important Importa ly Importa A
at all nt Important nt
3. Displaying a
summary of key
metrics or
statistics (e.g.,
'Total Sales,' 'Low
Stock Items,'
'Pending Purchase
Orders').
4. Showing quick
glances at recent
activity (e.g.,
'Recently Updated
Records,' 'Latest
Notifications').
5. Providing a
snapshot of the
user's workload or
pending items
(e.g., 'My Tasks,'
'Items Requiring
Attention').

3. Navigation & Accessibility:

Statement Not Slightly Moderate Very Essential N/

important Importa ly Importa A
at all nt Important nt
6. Clearly
providing links to
the most
frequently used
modules/sections
of the system.
7. Offering a
search bar to
quickly find
information within
the system.
8. Providing a
prominent logout
button.

4. Notifications & Alerts:

Statement Not Slightly Moderate Very Essential N/

important Importa ly Importa A
at all nt Important nt
9. Displaying a
summary of
unread
notifications or
alerts.
10. Showing
critical system
messages or
announcements.

5. Quick Actions:

Statement Not Slightly Moderate Very Essential N/

important Importa ly Importa A
at all nt Important nt
11. Allowing users
to perform quick
actions directly
from the home
page (e.g., 'Add
New Inventory
Item,' 'Generate
Report').
12. Providing
shortcuts to
frequently
accessed reports
or tools.

6. Customization:

Statement Not Slightly Moderate Very Essential N/

important Importa ly Importa A
at all nt Important nt
13. Allowing users
to customize what
information or
widgets appear
on their home
page.
14. Having
different home
page layouts or
content for
different user
roles.

Part 2: Detailed Functional Requirements (Open-Ended Questions)

1. What is the most crucial purpose of the home page for your users? What
do you want them to immediately understand or be able to do when they
land there? (e.g., 'See their daily schedule,' 'Monitor key inventory levels,'
'Access their assigned tasks.')
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________

2. Considering different user roles (e.g., Admin, Warehouse Staff, Manager),

what are the top 3-5 pieces of information each role must see immediately
on their home page?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
3. You indicated quick actions are important. What are 2-3 specific actions
users would most benefit from performing directly from the home page,
without navigating elsewhere? (e.g., 'Add a new product,' 'Mark an order as
shipped,' 'View today's low-stock report.')
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
4. What specific 'widgets' or sections would you envision on the home page?
(e.g., 'Recent Activity Feed,' 'Upcoming Deliveries Calendar,' 'Inventory
Performance Chart,' 'Quick Links to Resources'). Please describe the content
for each.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
5. What types of system notifications or alerts are critical enough to appear
directly on the home page? How should these be displayed (e.g., a
notification icon, a banner message)?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
6. How do you prefer the primary navigation to be presented alongside the
home page content? (e.g., Left sidebar, Top menu bar, a combination?).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
7. How much flexibility should users have to customize their home page
layout or content? Or should it be standardized for all users within a role?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
8. Are there any specific design preferences, branding guidelines, or visual
styles you'd like to see reflected on the home page? (e.g., 'Clean and
minimalist,' 'Matches our company website').
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
9. How quickly do you expect the home page to load with all its content and
functionalities? (e.g., 'Instantly,' 'Within 2-3 seconds').
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
10. How important is it that the home page adapts perfectly and looks good
on different devices (e.g., desktops, laptops, tablets, mobile phones)?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
Part 1: Dashboard Content & Presentation (Likert Scale for
Importance)

For the following statements, please indicate how important each

type of information or presentation style is for the Dashboard, using
the scale:
• 1 = Not Important at All
• 2 = Slightly Important
• 3 = Moderately Important
• 4 = Very Important
• 5 = Absolutely Essential
• N/A = Not Applicable / Don’t Know

A. Key Performance Indicators (KPIs) & Metrics:

Statement Not Slightly Moderate Very Essenti N/A

importa Importa ly Importa al
nt at all nt Importan nt
t
1. Displaying
numerical
summaries of
critical metrics
(e.g., 'Total Sales
Today,' 'Current
Inventory,'
'Pending Tasks').
2. Showing
progress
indicators
towards specific
goals or targets.
3. Highlighting
alerts or warnings
when metrics fall
outside
acceptable
ranges.
4. Presenting
comparisons
(e.g., 'Current vs.
Previous Period,'
'Actual vs.
Target').
B. Data Visualization:

Statement Not Slightly Moderatel Very Essenti N/A

importa Importa y Importa al
nt at all nt Important nt
5. Using
charts and
graphs (e.g.,
line charts,
bar charts,
pie charts) to
show trends
and
distributions.
6. Providing
summary
tables for
detailed data
snippets.
7. Including
status
indicators
(e.g.,
red/yellow/gre
en lights,
icons) for
quick
understandin
g.

C. Information Categories:

Statement Not Slightly Moderatel Very Essentia N/A

importa Importa y Importa l
nt at all nt Important nt
8. An
overview of
financial data
(e.g., revenue,
expenses,
profit).
9. A summary
of operational
data (e.g.,
number of
transactions,
items
processed).
10. Insights
into
customer/clie
nt data (e.g.,
new sign-ups,
active users,
support
tickets).
11. A
summary of
inventory/
resource data
(e.g., stock
levels,
resource
availability).
12. A clear
display of
pending
actions or
tasks
assigned to
the
user/team.

D. Interactivity & Customization:

Statement Not Slightly Moderate Very Essenti N/A

importa Importa ly Importa al
nt at all nt Importan nt
t
13. The
 ability to filter
dashboard
data by date
range,
category, or
other criteria.
14. The
ability to click
on a
metric/chart
to view more
detailed
information
(drill-down).
15. Users
should be
able to
rearrange or
hide
dashboard
widgets
based on
their
preference.
16. The
dashboard
should
automatically
update with
real-time
data.

Part 2: Detailed Functional Requirements (Open-Ended Questions)

1. Dashboard's Primary Goal: What is the single most important purpose of

the dashboard for you and your team? What key question should it answer
immediately? (e.g., 'Are we on track to meet our daily sales target?', 'What
urgent tasks need my attention now?', 'What's our current stock level for
critical items?')
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
2. Crucial KPIs/Metrics: List the top 3-5 absolute most critical pieces of data
or Key Performance Indicators (KPIs) that must be displayed prominently on
the dashboard for [specific user role, e.g., 'managers' or 'inventory staff'].
Please describe each metric briefly.
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
3. Visualization Preferences: For each of the critical metrics you listed above,
what is the best way to visualize it? (e.g., 'A simple number with a
percentage change,' 'A line graph showing weekly trend,' 'A bar chart
comparing categories').
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
4. Actionable Insights: How should the dashboard guide users to take action?
For example, if a metric shows a problem (e.g., 'stock below threshold'),
what immediate action should the user be able to take or what link should
they follow?
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
5. Data Filtering & Drill-Down: What specific filters would be most useful for
analyzing the dashboard data? (e.g., 'by date range (daily, weekly, monthly)',
'by product category', 'by team member'). When a user 'drills down' into a
metric or chart, what kind of detailed information should they expect to see?
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
6. Different Dashboards for Different Roles: Will different user roles (e.g.,
Administrator, Sales Manager, Warehouse Staff) require entirely different
dashboards, or just different data displayed on the same layout? If different,
describe the primary focus for each role's dashboard.
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
7. Data Refresh Rate: How frequently does the data on the dashboard need
to be updated? (e.g., 'Real-time (within seconds)', 'Every 5 minutes', 'Hourly',
'Daily'). Are there any specific metrics that need to be updated more
frequently than others?
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
8. Alerts & Notifications (Dashboard Specific): Beyond general notifications,
what critical alerts or warnings (e.g., 'Low Inventory Alert,' 'Overdue Task
Notification,' 'High Customer Complaint Volume') should be prominently
displayed on the dashboard? How should these alerts be visually presented
(e.g., blinking icon, red text, pop-up)?
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
9. Integration with Other Modules: Are there any specific modules or sections
of the system that the dashboard should directly link to for more detail or
action?
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________
10. Customization & Layout: Do users need to be able to drag-and-drop
widgets, resize them, or choose which ones appear on their dashboard? Are
there any specific layout preferences (e.g., a multi-column layout, a single
primary focus area)?
_____________________________________________________________________________________
_____________________________________________________________________________________
__________________________________________________________________________________

ROLE BASED ACCESS CONTROL

Part 1: General Importance & Scope of RBAC (Likert Scale)
For the following statements, please indicate your level of
agreement or importance using the scale:
• 1 = Strongly Disagree / Not Important at All
• 2 = Disagree / Slightly Important
• 3 = Neutral / Moderately Important
• 4 = Agree / Very Important
• 5 = Strongly Agree / Absolutely Essential
• N/A = Not Applicable / Don't Know

Statement Not Slightly Moderatel Very Essentia N/A

Importan Importan y Importan l
t at All t Important t
1. It is
essential for
different
users to
have
different
levels of
access to
the system's
features and
data.
2. The
system
should
prevent
users from
accessing
information
or functions
not relevant
to their role.
3. We need
the
flexibility to
easily
change a
user's role
and
associated
permissions.
4. Auditing
(tracking)
user actions
based on
their roles is
important
for security
and
accountabili
ty.
5. We
anticipate
needing a
large
number of
distinct user
roles in the
system.

Part 2: Identifying User Roles (Open-Ended Questions)

This section helps you define the actual "roles" within the system.
1. List Primary User Roles:
o Please list all the distinct types of users who will interact with this system.
Think about their primary job functions. (Examples: Administrator, Manager,
Standard Employee, Customer, Guest, Data Entry Clerk, Auditor, Department
Head).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
2. Existing Hierarchy/Structure:
o Is there an existing organizational hierarchy or reporting structure that
should be reflected in the system's access levels? If so, please describe it.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
Part 3: Defining Permissions per Role (Open-Ended Questions for
Detail)
This is the most critical part, where you map roles to specific actions and
data. You'll likely need to go through this for each major module or data type
in your system.
For EACH user role you identified (e.g., Administrator, Manager, Standard
Employee, etc.), please answer the following questions:

1. Core Responsibilities & Needs:

o What are the main responsibilities of this role within the context of the
system? What key tasks do they need to perform?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
o What specific information or data do users in this role need to view, create,
edit, or delete?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
2. Module/Feature Access:
o Which specific modules or major sections of the system should this role
have access to? (Examples: User Management, Inventory, Sales, Reports,
Customer Database, Project Management, Settings).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
__________________
3. Action Permissions (CRUD Operations):
o For each relevant module or type of data, specify what actions users in this
role should be able to perform:
▪ View/Read: Can they only see the data?
▪ Create: Can they add new data?
▪ Edit/Update: Can they modify existing data?
▪ Delete: Can they remove data?
▪ Approve/Reject: Can they approve or reject specific items (e.g., requests,
orders)?
▪ Export/Print: Can they export or print data/reports?
(Example: "For the 'Inventory' module, a 'Warehouse Staff' role should be
able to view all inventory, create new stock entries, and edit existing stock
quantities, but not delete items or view sales reports.")

REPORTS
To define the functional requirements for a 'Reports' module, you
need to understand:
• What data needs to be analyzed?
• What questions need to be answered?
• How should the data be presented?
• Who needs to see these reports and how often?
• What actions might stem from these reports?

Part 1: General Importance & Types of Reports (Likert Scale)

For the following statements, please indicate your level of
agreement or importance using the scale:

• 1 = Strongly Disagree / Not Important at All

• 2 = Disagree / Slightly Important
• 3 = Neutral / Moderately Important
• 4 = Agree / Very Important
• 5 = Strongly Agree / Absolutely Essential
• N/A = Not Applicable / Don't Know

Statement Not Slightly Moderate Very Absolute N/A

Importa Importa ly Importa ly
nt at All nt Importan nt Essential
t
1. The
system must
provide the
ability to
generate
custom
reports
based on
specific
criteria.
2. Pre-
defined,
standardized
reports that
run with one
click are
essential.
3. Visual
reports (e.g.,
charts,
graphs) are
important
for quick
understandi
ng.
4. Reports
showing
trends over
time are
highly
valuable.
5. Reports
that
highlight
exceptions
or anomalies
(e.g.,
overdue
tasks, low
stock) are
critical.
6. The ability
to export
reports to
common
formats
(e.g., PDF,
Excel) is
necessary.
7. The
system
should allow
for
scheduling
reports to be
generated
automaticall
y at set
intervals.
8. Different
user roles
should have
access to
different
reports or
different
levels of
detail within
reports.

Part 2: Detailed Reporting Needs (Open-Ended Questions)

1. Current Reporting Challenges:

What are the biggest challenges you face with your current reporting
methods (if any)? (e.g., 'Too time-consuming to create,' 'Data is
inconsistent,' 'Can't get the specific information I need').
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

2. Key Information Needed:

What are the top 3-5 most critical pieces of information or metrics you
need to track or analyze regularly from the system? (Be specific! E.g.,
'Total sales revenue per month,' 'Number of new customers acquired
weekly,' 'Inventory levels for products A, B, C,' 'Average time to resolve
customer tickets').
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

3. Specific Reports Required:

Can you describe any specific reports you currently generate manually,
or any new reports you would ideally want the system to produce? For
each, describe:
▪ Report Name: (e.g., ‘Stock report’)
▪ Purpose: Why do you need this report? What decision does it
help you make?
▪ Key Data Fields/Columns: What specific information should
appear in this report?
▪ Filtering Criteria: How would you want to filter the data in
this report? (e.g., by date range, by department, by customer
type, by product category, by status).
▪ Sorting Preference: How should the data be sorted?
▪ Example Scenario: Can you describe a situation where this
report would be used?
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

4. Frequency & Delivery:

How often do you need to view or generate these reports (e.g., daily,
weekly, monthly, quarterly, on-demand)?
Should any reports be automatically generated and sent to specific
people? If so, who, and how (e.g., via email, in-app notification)?
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

5. Visualizations:
For the key information you listed, how would you prefer to visualize it?
(e.g., 'A line chart to show trends,' 'A bar chart to compare categories,'
'A pie chart for proportions,' 'A simple table of numbers'). Are there any
specific chart types you find most useful?
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

6. Drill-Down Capabilities:
If a report shows a summary (e.g., 'Total Sales for July'), would you
need to click on that number to see the individual transactions that
make up that total? Describe any 'drill-down' needs.
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

7. Export & Printing:

What specific file formats are necessary for exporting reports (e.g., PDF
for official records, Excel/CSV for further analysis)?
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

Are there any specific printing layout requirements for reports?

________________________________________________________________________
________________________________________________________________________
______________________________________________________________

8. User Access to Reports (RBAC Linkage):

Considering different user roles (e.g., Manager, Standard Employee,
Administrator), which specific reports should each role be able to
access?
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

Should certain roles only see data relevant to them (e.g., a salesperson
only sees their own sales data)?
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

9. Historical Data:
How far back should the system retain data for reporting purposes?
(e.g., 'Last 1 year,' 'All historical data').
 ________________________________________________________________________
________________________________________________________________________
______________________________________________________________

10. Ad-Hoc Reporting:

Beyond pre-defined reports, how important is it for users to build their
own custom reports by selecting fields and filters?
________________________________________________________________________
________________________________________________________________________
______________________________________________________________

Inventory Management System Functional Requirements

Questionnaire
SYSTEM SETTINGS

Part 1: Importance & General Scope of Settings (Likert Scale)

For the following statements, please indicate your level of
agreement or importance using the scale:
1 = Not Important at All
2 = Disagree / Slightly Important
3 = Neutral / Moderately Important
4 = Agree / Very Important
5 = Strongly Agree / Absolutely Essential
N/A = Not Applicable / Don’t Know

Statement Not Slightly Moderate Very Absolute N/A

Importa Importa ly Importa ly
nt at All nt Importan nt Essential
t
1. It is
essential for
administrato
rs to
configure
core IMS
behaviors
(e.g., stock
tracking
methods,
reorder
point
calculations)
.
2. The
system
should allow
customizing
branding
elements
(e.g.,
company
logo,
warehouse
color codes
in interface).
3. We need
to set
default
values for
various IMS
fields (e.g.,
default
supplier,
default
warehouse,
default stock
status).
4. The
system
should
provide
options for
managing
inventory-
related
notifications
(e.g., low
stock alerts,
purchase
order status
updates).
5.
Configuring
integrations
with
external
services
(e.g.,
barcode
scanners,
supplier API,
accounting
system) is a
key
requirement.
6. The
system
should allow
for
managing
user roles
and
permissions
for IMS
functions
directly from
settings.
7. The ability
to back up
and restore
IMS data or
settings
(e.g., stock
database,
supplier
lists) is
critical.

Part 2: Detailed Settings Requirements (Open-Ended Questions)

This section aims to identify the specific configurable items
and their desired behaviors. Encourage your client to think
about what they would want to control or change in the future
without needing developer intervention.
1. General System Behavior:

What are the fundamental aspects of the system's behavior that you would
want to be able to control or change? (e.g., "Default time zone," "Language,”
“Date/time format," "Maximum file upload
size"). _______________________________________________________________________
______________________________________________________________________________
_________________________________________________________

Are there any features that should be able to be "turned on" or "turned off"
by an
administrator? ______________________________________________________________
______________________________________________________________________________
__________________________________________________________________

2. Branding & Customization:

o What specific branding elements should be configurable through the
settings? (e.g., "Company logo upload," "Primary color scheme," "Favicon,"
"Custom welcome message").
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

Will there be any text fields or labels within the system that administrators
should be able to customize?

_____________________________________________________________________________
______________________________________________________________________________
___________________________________________________

3. Default Values & Rules:

for [specific module/data type, e.g., "new customer records," "inventory

items,” “tasks"], what default values should the system automatically apply
unless otherwise specified? (e.g., "Default status for new orders is 'Pending',"
"Default due date for tasks is 3 days from
creation"). __________________________________________________________________
______________________________________________________________________________
______________________________________________________________

Are there any specific rules or validations that need to be configurable (e.g.,
“Minimum quantity for an order," "Maximum number of users per
account")? __________________________________________________________________
______________________________________________________________________________
______________________________________________________________

4. Notification Management:

What types of automated notifications should administrators be able to

enable/disable or configure? (e.g., "Email alerts for new registrations," "Low
stock warnings," "Overdue task
reminders"). ________________________________________________________________
______________________________________________________________________________
________________________________________________________________

Should administrators be able to customize the content of these automated

notifications (e.g., "Email subject lines," "Body text
templates")? ________________________________________________________________
______________________________________________________________________________
________________________________________________________________

5. Integration Settings:

What external services or APIs (Application Programming Interfaces) will this

system need to connect with? (e.g., "Email sending service like SendGrid,”
“Payment gateway like Stripe/PayPal," "SMS gateway," "Existing CRM/ERP
system"). ___________________________________________________________________
______________________________________________________________________________
_____________________________________________________________

What specific credentials or configurations (e.g., API keys, URLs, account

IDs) will need to be entered and managed within the system settings for
these
integrations? ________________________________________________________________
______________________________________________________________________________
________________________________________________________________

6. User Management & Security Settings (beyond basic RBAC):

Beyond assigning roles, what other user-related settings should be

configurable? (e.g., "Password complexity rules," "Account lockout duration
after failed attempts," "Session timeout
duration"). __________________________________________________________________
______________________________________________________________________________
______________________________________________________________

Should administrators be able to view an audit log of system changes or

user
actions? _____________________________________________________________________
______________________________________________________________________________
___________________________________________________________

7. Data Management & Maintenance:

Are there any settings related to data retention (how long data is kept),
archiving, or periodic data
cleanup? ____________________________________________________________________
______________________________________________________________________________
____________________________________________________________

What kind of backup and restore functionalities are expected from the
system
settings? ____________________________________________________________________
______________________________________________________________________________
____________________________________________________________

8. Reporting Configuration (if applicable):

Can administrators configure default report parameters or schedules from

the settings? (e.g., "Default reporting period," "Enable/disable certain report
types"). _____________________________________________________________________
______________________________________________________________________________
___________________________________________________________

9. Who Controls What? (RBAC Linkage):

Which specific user roles should have access to the "System Settings"
module? ____________________________________________________________________
______________________________________________________________________________
____________________________________________________________

Within the "System Settings" module itself, should certain roles only have
access to some settings but not others? Please provide
examples. ___________________________________________________________________
______________________________________________________________________________
_____________________________________________________________

10. Scalability & Performance Settings:

Are there any expected future growth considerations that might require
configurable settings (e.g., "Number of concurrent users," "Database
connection limits" - though this might be more technical).
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

DATA ARCHIVING

To define the functional requirements for a "Data Archiving" module,

you need to understand: • What data needs to be archived?
• When should it be archived?
• How should it be stored and retrieved?
• What are the retention periods?
• Who needs access to archived data?
•
Part 1: Importance & General Scope of Data Archiving (Likert Scale)
For the following statements, please indicate your level of
agreement or importance using the scale:
• 1 = Not Important at All
• 2 = Disagree / Slightly Important
• 3 = Neutral / Moderately Important
• 4 = Agree / Very Important
• 5 = Strongly Agree / Absolutely Essential
• N/A = Not Applicable / Don't Know

Statement Not Slightly Moderate Very Absolute N/A

Importa Importa ly Importa ly
nt at All nt Importan nt Essential
t
1. It is essential
to remove old
or inactive data
from the
primary system
to improve
performance.
2. We need to
retain historical
data for
compliance or
auditing
purposes.
3. The ability to
retrieve
archived data
when needed is
critical.
4. Automating
the data
archiving
process is
highly
desirable.
5. Different
types of data
should have
different
archiving rules
or retention
periods.
6. We need to
track who
accessed or
modified
archived data
for auditing.
7. The system
should provide
a clear way to
distinguish
between active
and archived
data.

Part 2: Detailed Data Archiving Requirements (Open-Ended

Questions)
This section aims to identify the specific data types to be archived,
the conditions for archiving, and how archived data should be
managed and accessed.
1. Types of Data for Archiving:

What specific types of data within the system do you anticipate needing
to archive? (e.g., "Old customer records," "Completed orders," "Past
projects,” “Inactive user accounts," "Historical
logs"). ______________________________________________________________________
______________________________________________________________________________
__________________________________________________________

for each type, why is archiving necessary (e.g., "Performance,"

"Compliance,” “Historical
analysis")? __________________________________________________________________
______________________________________________________________________________
______________________________________________________________

2. Archiving Triggers & Conditions:

What conditions or criteria should trigger data to be moved from the

active system to the archive? (e.g., "Customer account inactive for 2 years,"
"Order status is 'Completed' for 1 year," "Project closed for 6
months"). ___________________________________________________________________
______________________________________________________________________________
_____________________________________________________________

Should archiving be a manual process (initiated by an admin) or an

automated process (scheduled by the system)? If automated, how frequently
should it
run? ________________________________________________________________________
______________________________________________________________________________
________________________________________________________

3. Data Retention Periods:

for each type of data identified for archiving, how long must it be retained in
the archive before it can be permanently deleted? (e.g., "7 years for
financial records," "5 years for customer data," "Indefinitely for key historical
project data"). ______________________________________________________________
______________________________________________________________________________
__________________________________________________________________

Are there any legal, regulatory, or organizational policies that dictate

these retention periods? Please
specify. _____________________________________________________________________
______________________________________________________________________________
___________________________________________________________

4. Archived Data Storage & Accessibility:

Where should archive data be stored? (e.g., "Within the same database
but marked as archived," "A separate database," "Cloud storage," "Offline
storage"). ___________________________________________________________________
______________________________________________________________________________
_____________________________________________________________

How quickly do you expect to be able to retrieve archived data when

needed? (e.g., "Immediately via the system," "Within 24 hours," "Requires IT
intervention").

______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

Should archived data still be searchable within the system, even if it's
not active? If so, what search criteria would be
used? _______________________________________________________________________
______________________________________________________________________________
_________________________________________________________

5. Retrieval & Restoration:

Under what circumstances would you need to retrieve or restore archived

data back into the active
system? _____________________________________________________________________
______________________________________________________________________________
___________________________________________________________

What process should be followed to retrieve/restore data? (e.g., "Admin

request and approval," "Automated restore
process"). ___________________________________________________________________
______________________________________________________________________________
_____________________________________________________________

Should retrieved/restored data retain its original timestamps and metadata?

6. User Access to Archived Data (RBAC Linkage):
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

Which specific user roles should have the ability to view, search, or
retrieve archived
data? _______________________________________________________________________
______________________________________________________________________________
_________________________________________________________

Should their access to archived data be limited in any way (e.g., only their
own past records, or only specific data
types)? ______________________________________________________________________
______________________________________________________________________________
__________________________________________________________
7. Data Integrity & Security:

How important is it to ensure the integrity and immutability of archived

data (i.e., that it cannot be altered once
archived)? __________________________________________________________________
______________________________________________________________________________
______________________________________________________________

What security measures are critical for protecting archived data? 8.

Notifications &
Reporting: __________________________________________________________________
______________________________________________________________________________
______________________________________________________________

Should administrators receive notifications when data is archived (e.g., "X

number of records
archived")? _________________________________________________________________
______________________________________________________________________________
_______________________________________________________________

Are there any reports needed related to archived data (e.g., "List of all
archived items," "Audit trail of archived data access")?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

Statement Not Slightly Moderate Very Absolute N/A

Importa Importa ly Importa ly
nt at All nt Importan nt Essential
t
1. It is essential
to track
changes made
to critical data
within the
system.
 2. Logging
user
login/logout
activity is a
critical security
requirement.
3. The audit
trail must show
who performed
an action (e.g.,
specific user).
4. The audit
trail must show
when an action
occurred (date
and time).
5. The audit
trail must show
what specific
action was
performed (e.g.,
"Customer
record
updated").
6. The ability to
search and filter
the audit trail is
very important
for
investigation.
7. The audit
trail should be
secure and
tamper-proof.
8. Different user
roles should
have different
levels of access
to the audit
trail.
9. We have
compliance
requirements
(e.g., industry
regulations,
government
standards) that
necessitate an
audit trail.
Part 2: Detailed Audit Trail Requirements (Open-Ended Questions)
This section aims to identify the specific events to be logged, the
level of detail required, and how the audit trail should be managed.

1. Critical Events to Track:

Beyond login/logout, what are the most critical types of user actions or
system events that must be recorded in the audit trail? (Think about
sensitive data, financial transactions, configuration changes, user
management). ______________________________________________________________
______________________________________________________________________________
__________________________________________________________________

o Examples: "Creation of a new customer record," "Deletion of an invoice,”

“Modification of user permissions," "Approval of a request," "Export of data,”
“Failed login attempts."

2. Level of Detail for Each Event:

for each critical event identified above, what specific information needs to be
captured in the audit
trail? ________________________________________________________________________
______________________________________________________________________________
________________________________________________________

o Examples of information to capture:

▪ Who: User ID, User Role, User Name.
▪ What: Type of action (Create, Read, Update, Delete, Login,
Logout,
Export, Configure), name of the object/record affected (e.g.,
"Customer ID 123"), details of the change (e.g., "Old value of field X
was Y, New
value is Z").
▪ When: Date and Time (including time zone).
▪ Where: IP address of the user.
▪ Outcome: Success or Failure of the action.
3. Audit Trail Accessibility & Viewing:
Which specific user roles should have the ability to view the audit trail?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

Should certain roles only see audit logs relevant to their own actions or their
department’s activities, or the entire system's log?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

How should the audit trail be presented? (e.g., "A sortable table with columns
for Date, User, Action, Details," "Filterable
views"). _____________________________________________________________________
______________________________________________________________________________
___________________________________________________________

4. Search & Filtering Capabilities:

What are the most common criteria you would use to search or filter the
audit trail? (e.g., "By User," "By Date Range," "By Type of Action," "By
specific Record ID," "By
Success/Failure"). ___________________________________________________________
______________________________________________________________________________
_____________________________________________________________________

5. Audit Trail Security & Integrity:

How important is it that the audit trail itself cannot be tampered with or
altered by any user, including administrators?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

Are there any specific requirements for how audit data should be stored to
ensure its integrity and non-
repudiation? ________________________________________________________________
______________________________________________________________________________
________________________________________________________________

6. Audit Trail Retention & Archiving:

How long must audit trail data be retained within the system or in an
archive? (e.g., "1 year live, 7 years archived,"
"Indefinitely"). ______________________________________________________________
______________________________________________________________________________
__________________________________________________________________

What are the policies for archiving or purging old audit trail data?
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________

7. Reporting from Audit Trail:

Are there any specific reports that need to be generated from the audit trail?
(e.g., "Report of all failed login attempts for a period," "Report of all changes
made by a specific user," "Summary of critical data
deletions"). _________________________________________________________________
______________________________________________________________________________
_______________________________________________________________

8. Compliance Requirements:

Are there any specific industry regulations (e.g., HIPAA for healthcare, GDPR
for data privacy, PCI DSS for payments) or internal organizational policies
that dictate audit trail requirements? Please name them and specify relevant
aspects.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________