business requirement document for GoProcure Enterprise Procurement System
, , , ,
0 likes6 views4 min

🧾 GoProcure – Business Requirement Document (BRD)

(Phase 1: Requirement Gathering & Analysis – #CodeTrip Series)

🏗️ 1. Introduction

GoProcure is an enterprise-grade procurement management system designed to automate and streamline the entire procurement lifecycle — from requisition to payment — ensuring transparency, accountability, and efficiency across departments.

This document captures the business, functional, and non-functional requirements for the system, serving as the foundation for subsequent phases of the Software Development Life Cycle (SDLC).

🎯 2. Business Objectives

  • Streamline procurement through workflow automation.

  • Ensure compliance with approval hierarchies and audit trails.

  • Enhance vendor transparency and performance management.

  • Enable informed decision-making through real-time analytics.

  • Integrate seamlessly with existing enterprise systems (ERP, Finance, HR).

👥 3. Stakeholders

Role Responsibility
Business Owner / Sponsor Defines vision and approves project scope.
Procurement Manager Oversees procurement lifecycle and workflows.
Finance Department Ensures financial compliance and budget alignment.
IT Department Manages system deployment and integrations.
Vendors / Suppliers Provide goods/services and interact via the vendor portal.
End Users (Officers / Approvers) Use the system for day-to-day requisitions and approvals.

⚙️ 4. Functional Requirements

🧩 4.1. User Management

  • FR-01: The system shall allow administrators to create, update, and deactivate users.

  • FR-02: The system shall assign roles (Admin, Procurement Officer, Approver, Finance Officer, Vendor) with defined permissions.

🧾 4.2. Vendor Management

  • FR-04: The system shall allow vendors to register, update profiles, and upload compliance documents.

  • FR-05: The system shall allow procurement officers to approve or reject vendor registrations.

  • FR-06: The system shall maintain vendor rating and category classification.

🧮 4.3. Requisition Management

  • FR-07: Users shall be able to create, submit, and track purchase requisitions.

  • FR-08: The system shall auto-assign approvers based on workflow rules.

  • FR-09: Requisitions shall support attachments and justifications.

🧾 4.4. Purchase Order (PO) Workflow

  • FR-10: The system shall generate POs from approved requisitions.

  • FR-11: The system shall allow digital approval and electronic signatures.

  • FR-12: Users shall be able to view PO history and status changes.

💰 4.5. Budget and Finance Control

  • FR-13: The system shall validate available budget before PO approval.

  • FR-14: The system shall display remaining departmental budgets.

  • FR-15: The system shall generate payment requests post-delivery confirmation.

🔔 4.6. Notifications and Alerts

  • FR-16: The system shall send automated email and in-app notifications for pending approvals and updates.

  • FR-17: Users shall receive periodic reminders for overdue actions.

📊 4.7. Reports and Analytics

  • FR-18: The system shall generate reports by vendor, category, and department.

  • FR-19: The system shall display analytics dashboards for spend analysis and vendor performance.

🧠 4.8. Integration

  • FR-20: The system shall expose REST APIs for external integration (ERP, HR, Finance).

  • FR-21: The system shall support CSV, JSON, and XML data formats.

🔍 4.9. Audit and Compliance

  • FR-22: Every action shall be logged with user ID, timestamp, and action details.

  • FR-23: The system shall maintain immutable audit trails accessible to Admins only.

🧰 5. Non-Functional Requirements (NFRs)

Category Requirement Description
Performance NFR-01 The system shall support at least 1,000 concurrent users with sub-3s response time.
Scalability NFR-02 The system shall scale horizontally using Azure App Service and SQL elastic pools.
Availability NFR-03 The system shall achieve 99.9% uptime SLA.
Security NFR-04 Data shall be encrypted in transit (TLS 1.3) and at rest (AES-256).
Authentication NFR-05 MFA and role-based authorization shall be enforced.
Maintainability NFR-06 Codebase shall follow clean architecture and DDD principles for modularity.
Logging & Monitoring NFR-07 System shall use centralized logging (Serilog + Application Insights).
Usability NFR-08 UI shall be intuitive and responsive across desktop and mobile devices.
Interoperability NFR-09 APIs shall comply with RESTful standards and OpenAPI documentation.
Backup & Recovery NFR-10 Daily automatic backups with 7-day retention; recovery time ≤ 2 hours.

🧭 6. Assumptions and Constraints

  • Development will use .NET 8, EF Core, and Azure Cloud Services.

  • All third-party integrations require secure API keys or OAuth2.

  • Vendors must have valid registration to access the portal.

  • Project will follow the Agile Scrum framework with bi-weekly sprints.

📈 7. Success Metrics

  • Reduce procurement turnaround time by 80%.

  • Achieve 100% traceability of approvals.

  • Reach full audit compliance within 3 months of deployment.

  • Maintain error rate <1% in monthly transaction logs.

0 Facebook Twitter

You May Also Like

Leave a Comment

Your email address will not be published. Required fields are marked *