Functional requirements of Post Office Management System with non-functional

Functional Requirements

1. User Management:
   • Registration & Authentication: Allow employees and administrators to create accounts, log in, and recover passwords. Support multi-factor authentication for added security.
   • Role-Based Access: Provide different roles with specific permissions (e.g., Clerk, Supervisor, Administrator) and functionalities based on their responsibilities.
2. Mail Management:
   • Mail Tracking:
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     Enable tracking of mail items (letters, packages) from receipt to delivery. Provide tracking numbers and status updates.
   • Mail Sorting: Implement features for sorting mail based on destination, type, and priority.
   • Delivery Management: Manage and schedule mail deliveries, including assigning tasks to delivery personnel and tracking delivery status.
3. Customer Management:
   • Customer Accounts: Allow customers to create and manage accounts, including personal details, addresses, and contact information.
   • Service Requests: Provide a mechanism for customers to request postal services such as mail pickup, redelivery, or hold services.
   • Notifications: Send notifications to customers about mail status, delivery updates, and service alerts.
4. Financial Transactions:
   • Payment Processing: Handle payments for postal services, including postage, insurance, and additional services. Support various payment methods (cash, credit/debit cards).
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   • Billing and Invoicing: Generate and manage invoices for services rendered, including detailed billing records and receipts.
5. Inventory Management:
   • Stock Management: Track and manage inventory of postal supplies (stamps, envelopes, packaging materials).
   • Reordering: Implement reordering processes for low stock levels and manage supplier orders.
6. Reporting and Analytics:
   • Operational Reports: Generate reports on mail volumes, delivery performance, and service usage.
   • Financial Reports: Provide reports on revenue, expenses, and financial performance.
   • Customer Insights: Analyze customer data and service requests to improve operations and customer satisfaction.
7. Post Office Operations:
   • Branch Management: Manage multiple post office branches, including branch-specific operations, staff, and resources.
   • Queue Management: Implement queue management systems for customer service counters to streamline service delivery.
8. Integration:
   • External Systems: Integrate with external systems such as national postal networks, courier services, and financial institutions.
   • APIs: Provide APIs for integration with third-party applications and services, including mobile apps and online platforms.
9. Admin and Configuration:
   • System Configuration: Allow administrators to configure system settings, including service parameters, user roles, and access controls.
   • System Management: Manage system health, monitor performance, and handle updates and maintenance.

Non-Functional Requirements

1. Performance:
   • Scalability: Ensure the system can handle increasing numbers of transactions, users, and mail items efficiently.
   • Response Time: Maintain quick response times for data processing, service requests, and user interactions.
2. Reliability:
   • High Availability: Achieve high availability with minimal downtime to ensure continuous operation of postal services.
   • Fault Tolerance: Implement mechanisms to handle system failures and ensure uninterrupted service.
3. Security:
   • Data Encryption: Ensure encryption of sensitive data, including customer information, financial transactions, and mail tracking details, both in transit and at rest.
   • Access Control: Use robust authentication and authorization mechanisms to protect user accounts and data.
   • Compliance: Adhere to relevant data protection regulations (e.g., GDPR, CCPA) to ensure privacy and security.
4. Usability:
   • User Interface: Design an intuitive and user-friendly interface for both customers and staff to manage postal services and transactions.
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   • Accessibility: Ensure the system is accessible to users with disabilities, following guidelines such as WCAG (Web Content Accessibility Guidelines).
5. Maintainability:
   • Code Quality: Maintain high code quality and follow best practices to facilitate system updates and maintenance.
   • Documentation: Provide comprehensive documentation for users and administrators, including user manuals, system guides, and API documentation.
6. Support:
   • Customer Service: Offer timely and effective support through various channels, such as live chat, email, and phone.
   • Help Center: Maintain a knowledge base or help center with FAQs, guides, and troubleshooting information.
7. Compatibility:
   • Cross-Browser Support: Ensure compatibility with major web browsers (e.g., Chrome, Firefox, Safari).
   • Mobile Responsiveness: Design the system to be fully functional on mobile devices, providing a seamless experience across platforms.
8. Backup and Recovery:
   • Regular Backups: Implement regular backups of data, including customer records, transaction history, and mail information, to prevent loss.
   • Recovery Procedures: Establish procedures for data recovery and system restoration to handle data loss or corruption.
9. Integration:
   • Interoperability: Ensure the system can integrate seamlessly with other postal systems, external services, and government databases.
   • API Flexibility: Provide flexible APIs to accommodate various integration needs with external systems and applications.
10. Data Quality:
    • Accuracy: Ensure the accuracy and reliability of postal data, including tracking information, financial records, and customer details.
    • Timeliness: Provide timely updates to reflect current mail status, service requests, and transaction information.