Functional requirements of Online Inventory Management for Schools with non-functional

Functional Requirements

1. User Management:
   • Allow users (administrators, teachers, staff) to create and manage accounts with role-based access control.
   • Implement secure authentication methods, including password recovery and multi-factor authentication.
2. Inventory Tracking:
   • Track and manage inventory items, including textbooks, stationery, laboratory equipment, and other educational resources.
   • Maintain detailed records for each item, including item name, description, quantity, location, and condition.
3. Stock Management:
   • Monitor stock levels and provide alerts for low inventory or out-of-stock items.
   • Support inventory adjustments, including additions, deletions, and corrections.
4. Procurement and Ordering:
   • Allow users to create and manage purchase orders for new inventory items.
   • Provide functionality for approving and tracking procurement requests and orders.
5. Asset Management:
   • Track and manage school assets, including maintenance schedules, usage history, and asset lifecycle.
   • Implement features for assigning assets to specific departments, classrooms, or individuals.
6. Reporting and Analytics:
   • Generate reports on inventory levels, usage, procurement, and financial metrics.
   • Provide analytics on inventory trends, item popularity, and budgetary impact.
7. Barcode and RFID Integration:
   • Support barcode or RFID scanning for efficient inventory tracking and management.
   • Allow users to scan items for check-in/check-out, stocktaking, and verification.
8. User Notifications and Alerts:
   • Send notifications for critical inventory events, such as low stock levels, upcoming maintenance, or order approvals.
   • Provide customizable alert settings based on user preferences and roles.
9. Data Export and Import:
   • Allow users to export inventory data to various formats, such as CSV, Excel, or PDF.
   • Support data import for bulk uploads or integration with other systems.
10. Search and Filtering:
    • Provide search and filtering options to easily locate specific inventory items based on criteria such as name, category, location, or condition.
    • Support advanced search options for complex queries.
11. Integration with Financial Systems:
    • Integrate with financial or accounting systems to synchronize procurement data, manage budgets, and track expenses.
    • Support data exchange with other school management systems for seamless operations.
12. Help and Support Resources:
    • Offer help resources, including FAQs, user guides, and support contact options.
    • Provide customer support through various channels, such as email, live chat, or phone.

Non-Functional Requirements

1. Scalability:
   • The system should handle increasing numbers of inventory items, users, and transactions without performance issues.
   • Support for scaling infrastructure to accommodate growth and peak usage periods.
2. Performance:
   • Ensure fast and responsive interactions, with quick data retrieval, report generation, and inventory updates.
   • Optimize performance to handle large volumes of inventory data and concurrent users efficiently.
3. Reliability and Availability:
   • Ensure high availability with minimal downtime, supported by redundancy, load balancing, and failover mechanisms.
   • Implement regular backups and disaster recovery procedures to maintain service continuity.
4. Usability:
   • The user interface should be intuitive and user-friendly, accommodating users with varying levels of technical expertise.
   • Provide a consistent and seamless experience across different devices and platforms.
5. Security:
   • Implement robust security measures to protect inventory data and user information, including encryption, secure authentication, and access controls.
   • Protect against unauthorized access, data breaches, and cyber threats.
6. Maintainability:
   • Ensure the system is easy to maintain, with clear documentation, modular design, and support for regular updates and bug fixes.
   • Implement automated monitoring and logging to identify and address issues promptly.
7. Compliance:
   • Ensure the system complies with relevant regulations and standards, such as data protection laws (e.g., GDPR, CCPA) and educational regulations.
   • Provide features to support auditing, data retention, and regulatory reporting requirements.
8. Data Integrity and Accuracy:
   • Ensure that all data collected and processed by the system is accurate, consistent, and up-to-date.
   • Implement validation checks and data integrity mechanisms to prevent errors and data corruption.
9. Localization and Internationalization:
   • Support multiple languages and regional settings to cater to diverse school environments.
   • Allow easy adaptation of the system to meet local regulations and cultural practices.
10. Accessibility:
    • Ensure that the system is accessible to users with disabilities, following web accessibility standards (e.g., WCAG).
    • Provide features such as screen reader compatibility, keyboard navigation, and adjustable text sizes.
11. Privacy and Data Ownership:
    • Ensure that users retain ownership of their data and can easily control, access, and delete their information.
    • Provide transparency regarding data usage, sharing, and storage practices, with clear consent mechanisms.