BUSINESS

REQUIREMENTS
DOCUMENT

ADDIN PROJECT MANAGEMENT SYSTEM

DOCUMENTATION

Proposed By
EBEXSOFT
19 Old, 254
West, 1209 Rd
10/A, Dhaka

Proposed To

Ad-din
TABLE OF CONTENTS

1. EXECUTIVE SUMMARY SNAPSHOT 2

2. PROJECT DESCRIPTION 3
3. PROJECT SCOPE 4
4. BUSINESS DRIVERS 5
5. CURRENT PROCESS 6
6. PROPOSED PROCESS 7
7. FUNCTIONAL REQUIREMENTS 8
8. NON-FUNCTIONAL REQUIREMENTS 10
9. FINANCIAL STATEMENTS 11
10. COST AND BENEFIT 12
11. RESOURCES 13
12. SCHEDULE, TIMELINE, AND DEADLINES 15
13. ASSUMPTIONS 16
14. GLOSSARY 17
15. REFERENCES 18

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1. EXECUTIVE SUMMARY SNAPSHOT

This Business Requirements Document outlines the development of a Project Management

System designed to boost productivity and simplify team operations through an all-in-one,
user-friendly platform. The software will streamline task organization, enhance progress
tracking, and improve project oversight, empowering teams to complete projects efficiently
and stay within time and resource constraints. With features that centralize workflows and
foster collaboration, this system will support teams in achieving project success and driving
overall productivity.

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 2. PROJECT DESCRIPTION
The proposed Project Management System is designed to empower office administrators by
providing robust tools to maintain, track, and monitor staff activities on a daily basis. This
comprehensive software solution will facilitate effective management of employee performance,
project progress, and issue resolution, ensuring that organizational goals are met efficiently.

Key Capabilities:

Employee Worklog, KPI, and Deadline Management:

● Administrators can record and review employee worklogs to monitor daily activities
and ensure accountability.
● The system allows for the definition and tracking of Key Performance Indicators
(KPIs), enabling the assessment of individual and team performance against set
objectives.
● Deadline management features help in setting, tracking, and ensuring the timely
completion of tasks and projects.

Issue Resolution Tracking:

● The software provides tools to identify and document reasons behind delays in
issue resolution.
● By analyzing bottlenecks and obstacles, administrators can implement strategies to
mitigate delays and enhance overall efficiency.

Project Progress Monitoring:

● Real-time tracking of project milestones and deliverables ensures that projects

remain on schedule.
● Progress reports and dashboards offer clear visibility into the status of various
projects, facilitating informed decision-making and proactive management.

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 3. PROJECT SCOPE
Costs:

● Initial Development: Estimated cost includes design, development, and testing.

● Ongoing Maintenance: Budget for updates, bug fixes, and feature enhancements.
● Infrastructure: Hosting and server costs as required.

Deadlines:

● Project Kickoff: Within two weeks post-approval.

● Development Phases: 5 months total with bi-weekly progress reviews.
● Final Release: 6 months from project start.

In-Scope:

● Task management (task creation, assignment, deadlines).

● Employee worklog, KPI tracking, and performance monitoring.
● Issue tracking and delay analysis.
● Real-time project progress tracking and reporting.
● Basic customization options (custom fields, checklists).

Out-of-Scope:

● Third-party integrations not specified in initial requirements.

● Advanced analytics beyond basic reporting.
● Non-standard customizations or bespoke features outside defined requirements.
● Mobile app development (web platform only).

This overview ensures team members have clear boundaries for planning and resource
allocation. Detailed specifications will be covered in the System Requirements Specification
(SRS).

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4. BUSINESS DRIVERS
Operational Efficiency
● Reduce project setup time by 50%
● Decrease administrative overhead by 40%
● Improve resource utilization by 30%
● Reduce project delivery delays by 25%
● Automate 70% of routine project management tasks

Financial Benefits
● Reduce project cost overruns by 30%
● Improve billing accuracy by 95%
● Increase project profit margins by 20%
● Optimize resource costs by 25%

Strategic Advantages
● Enhance project portfolio visibility
● Improve decision-making with data-driven insights
● Strengthen client relationships
● Scale project management capabilities
● Standardize project delivery methodology

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 5. CURRENT PROCESS
The team is using Plane.so, a free and open-source project management tool, for managing

tasks and projects. Plane.so provides fundamental features such as task tracking, sprint

planning, and issue management. It is particularly noted for its intuitive interface and flexibility,

enabling team members to collaborate on project tasks and track their progress. The tool offers

some customization options but may lack advanced features needed to handle more complex

requirements fully.

Typical Workflow Includes:

● Task Tracking: Tasks are created and assigned, but tracking subtasks or more

detailed workflows may require additional customization.

● Progress Monitoring: Plane.so allows users to check progress, but advanced

reporting and insights into delays or key performance indicators (KPIs) are limited,

which may impact long-term planning.

● Customization Needs: While Plane.so offers a range of features, the team has

identified areas where additional functionality—like in-depth reporting, real-time

updates, and KPI monitoring—would help streamline workflows.

In summary, Plane.so is effective for basic project management but may limit scaling or

advanced tracking features required for optimal project oversight

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 6. PROPOSED PROCESS
The proposed project management system will streamline and enhance the team's workflow by

incorporating more advanced features for task tracking, project progress monitoring, and

performance management. Key improvements include:

● Enhanced Task Management: Enable a structured approach to tasks, subtasks,

and dependencies with drag-and-drop functionality and custom fields.

● Comprehensive Monitoring: Real-time tracking of project progress, including

automated KPIs and performance insights to quickly identify and address delays.

● Customizable Reporting: Advanced reporting tools that provide clarity on

deadlines, productivity metrics, and task completion rates.

This system aims to boost productivity, simplify operations, and provide team members with a

more cohesive, goal-oriented workflow.

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7. FUNCTIONAL REQUIREMENTS
Task View

● List View: View tasks in a structured list format.

● Board View: Visualize tasks in a Kanban-style board.
● Table View: Present tasks in a table layout for easy sorting and filtering.
● Calendar View: Display tasks and deadlines on a calendar for scheduling.

Project Management

● Milestones: Set and track project milestones.

● Checklists: Create and assign checklists for each task.
● Dynamic Permissions: Configure permissions based on user roles for secure
project access.
● Comments & Audits: Enable comments on tasks and projects for collaboration;
track changes through audits.
● Workload Management: Monitor workload across team members for balanced
assignments.
● Custom Field Creation: Allow the addition of custom fields to capture
project-specific data.
● Status Management: Define and manage custom task statuses to reflect the
workflow.
● Sprint Management: Organize tasks into sprints for agile project management.

Advanced Search Filters

● Task and project search based on various parameters:

● Task-wise and projectwise search
● Due date, status, assignee, creator, and priority-based filters
● Save custom filters for quick access

Custom Fields

● Options for adding the following field types:

● Checkbox, dropdown, text area, date, number, text, phone number, email

Notifications

● Enable different notification types:

● Mention notifications for tagging users
● External notifications for updates outside the platform
● Email notifications for task updates and project changes

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Task Management

● Task Tracking: Monitor tasks with screenshots, keystrokes, and mouse

events.
● Drag-and-Drop: Simple drag-and-drop feature for task management.
● Group-wise Views: Organize tasks by groups for easier management.
● Subtasks: Create subtasks within tasks to break down complex work.
● Progress Tracking: Visual indicators of task progress.
● Tags and Attachments: Add tags and upload files to tasks.
● Due Dates and Reminders: Set deadlines and receive reminders.
● Priority and Management Options: Prioritize tasks, and enable task
merging, duplication, and conversion to sub-tasks.

Timesheet & Reports

● Project Timesheet: Track time logged on each project.

● User Timesheet: Individual timesheet to log working hours.
● Workload Timesheet: Visualize team workload.
● Tracker Timesheet: Track time on a task-by-task basis.
● Milestone Report: Report generation based on project milestones.

Real-Time Communication

● Team chat functionality for instant messaging among team members.

● Channel creation for organizing conversations by topics or teams.
● Notifications for message updates and new channel activities.

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 8. NON-FUNCTIONAL REQUIREMENTS

ID Requirement
Performance The system should support real-time updates with minimal latency, ensuring quick

responsiveness when tasks are assigned, updated, or marked complete.

Scalability The system must be scalable to handle growing project sizes, user numbers, and

data volumes without significant performance degradation.

Security All user data, including project details and personal information, should be

encrypted and stored securely to prevent unauthorized access.

Usability The system should have an intuitive, user-friendly interface that reduces the

learning curve for new users and enhances overall user experience.

Availability The system should be available 99.9% of the time, ensuring minimal downtime and

high availability for users across different time zones.

Compatibility The system should be compatible with major browsers (Chrome, Firefox, Safari,

Edge) and mobile devices, ensuring accessibility from various platforms.

Backup and Regular backups of project data should be performed to prevent data loss, and a

Recovery recovery process should be in place in case of system failure.

Maintainability The system should be easy to maintain and update, allowing for quick bug fixes

and system upgrades without disrupting users.

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 9. FINANCIAL STATEMENTS
The financial aspects of the project will be outlined in more detail in the System Requirements

Specification (SRS), but at this stage, a high-level overview of the expected financial

components includes:

● Development Costs: The project will require initial investment for system design,

development, and deployment. This will include labor costs for developers, testers,

and project managers, as well as any software licenses or third-party services

required.

● Operational Costs: Ongoing costs will include server hosting, maintenance,

software updates, and user support.

● Cost-Benefit Analysis: A comprehensive cost-benefit analysis will be conducted

to assess the return on investment (ROI) and ensure the financial feasibility of the

system.

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 10. COST AND BENEFIT
The Cost and Benefit section outlines the financial considerations of the project, including both

the costs and expected returns.

Costs include:

● Development: Expenses related to coding, design, and project management resources.

● Implementation: Costs for deploying the system, including hardware, training, and

integration with existing systems.

● Maintenance: Ongoing costs for updates, bug fixes, and system support.

Benefits include:

➢ Operational Efficiency: Streamlining task management and improving team

collaboration, leading to faster project completion.

➢ Cost Reduction: Minimizing manual processes and optimizing resource allocation

to reduce operational costs.

➢ Increased Productivity: Enhanced tracking and reporting features to improve

overall team output.

Details of the cost-benefit analysis, including specific figures and projections, will be discussed

further in the System Requirements Specification (SRS).

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 11. RESOURCES
For the successful execution of the project, the following resources will be required:

➢ Personnel:

■ Project Manager: Responsible for overseeing project planning,

execution, and resource allocation.

■ Developers: A team of backend and frontend developers skilled in

relevant technologies for system development.

■ QA Testers: To ensure the system meets functionality and quality

standards.

■ UI/UX Designers: To design intuitive user interfaces and improve user

experience.

■ System Administrator: To manage server configuration, hosting, and

maintenance tasks.

■ Support Staff: For handling user support and system documentation.

➢ Hardware:

■ Servers: For hosting the application, handling database storage, and

ensuring high availability. This includes both development and production

environments.

■ Developer Workstations: Computers with required specifications for

coding, testing, and deployment.

➢ Software:

■ Development Tools: IDEs, version control (e.g., Git), and collaboration

tools (e.g., Slack, Jira, or Trello) for task tracking and communication.

■ Project Management Software: For task and resource management

(such as Plane.so, Jira, or similar).

■ Database Management System: To store user, project, and

task-related data.

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 ■ Web Hosting Services: For the deployment of the system (e.g., AWS,

DigitalOcean, etc.).

➢ Office Space:

■ Workspace: A physical office space, if required, for team collaboration.

Alternatively, remote work infrastructure (computers, internet

connection, communication tools).

■ Meeting Rooms: For team meetings, client discussions, and reviews (if

working on-site).

These resources will be further detailed and refined during the project planning phase to ensure

all necessary components are accounted for in the SRS document.

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 12 .SCHEDULE, TIMELINE, AND DEADLINES
The project will follow a 6-month timeline, divided into key phases to ensure organized progress
and timely delivery. The first 5 months will focus on system design, development, and initial
testing. The remaining 1 month will be dedicated to system integration, full-scale testing, and
user acceptance testing (UAT), followed by the deployment phase. Regular milestones and
progress reviews will be held to monitor the project’s status and ensure that deadlines are met.
Detailed schedules, including specific milestones, will be finalized in the SRS document.

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 13. ASSUMPTIONS
The success of the project is based on several assumptions that have yet to be confirmed. It is
assumed that the necessary resources, including personnel, hardware, and software, will be
available as planned. Additionally, it is assumed that the client will provide timely feedback and
necessary information during the design and testing phases. The project is also assuming that
third-party tools and integrations, such as payment gateways or external APIs, will be accessible
and compatible with the system. Finally, it is assumed that there will be no major delays in
obtaining approval for key project milestones or in securing required infrastructure. These
assumptions will be regularly reviewed to assess potential risks and ensure smooth project
progress.

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 14. GLOSSARY

Term / Abbreviation Explanation

API (Application A set of tools and protocols that allows different software
Programming Interface) applications to communicate with each other.
KPI (Key Performance A measurable value that demonstrates how effectively an
Indicator) individual, team, or organization is achieving a business
objective.
UI (User Interface) The point of interaction between the user and the system,
including elements like buttons, menus, and icons.
UX (User Experience) The overall experience a user has when interacting with a
system, encompassing ease of use, accessibility, and
satisfaction.
UAT (User Acceptance The final phase of testing where the end-users validate the
Testing) system's functionality and usability before it goes live.
SRS (System Requirements A detailed document outlining the system’s functional and
Specification) non-functional requirements, serving as the blueprint for
development.
Scrum An agile framework for managing and completing complex
projects, typically used in software development, with iterative
cycles called sprints.
MVP (Minimum Viable A version of the product with just enough features to satisfy
Product) early adopters and gather feedback for future development.
Drag and Drop A feature that allows users to move items within a system
interface by clicking and dragging them to a new location.
Subtask A smaller, more specific task that is part of a larger parent
task in a project management system.
Progress Report A document or visual representation that provides an update
on the current status of tasks, milestones, and project goals.
Customization The ability to modify a system to meet specific user or
organizational needs, such as adding custom fields or reports.
Cloud Hosting A type of web hosting that uses cloud resources to host
applications and websites, providing flexibility and scalability.
Task Assignment The process of assigning specific tasks or responsibilities to
individuals or teams within the project management system.
Agile A project management methodology that emphasizes iterative
development, flexibility, and collaboration.

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 15. REFERENCES

Provide links to all the resources (websites, documents, etc.) that you’ve referenced in this
document. SAMPLE TEXT is below...

Name Location

Plane.so https://www.plane.so/

Jira https://www.atlassian.com/software/jira

Smartsheet https://www.smartsheet.com/

Business Requirements Document (BRD) https://blog.bit.ai/business-requirements-docum

Overview: ent-brd/

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