A detailed process specification

To create a detailed process specification, follow this structured outline for a key process identified in your Data Flow Diagrams (DFDs). Here’s a general template you can use:

Process Specification Template

Process Name: [Name of the Process]

Process ID: [Unique Identifier]

Purpose:

Describe the main objective of the process and its significance in the overall system.

Inputs:

• List all inputs required for this process, including sources and formats.
• Include any data, documents, or information needed to initiate the process.

Outputs:

• List all outputs generated by the process, detailing their format and destination.
• Specify any reports, documents, or notifications produced.

Process Description:

Provide a detailed step-by-step description of the process, including:

1. Step 1: [Description of the action taken]
2. Step 2: [Description of the action taken]
3. Step 3: [Description of the action taken] (Continue as necessary)

Business Rules:

Detail any rules or guidelines that govern the process. This could include policies, regulations, or specific constraints.

Actors:

Identify the roles or individuals involved in the process, along with their responsibilities.

Exception Handling:

Outline how exceptions or errors are managed within the process. Include steps for troubleshooting or escalation.

Frequency:

Indicate how often the process is performed (e.g., daily, weekly, monthly).

Tools/Technologies:

List any software, tools, or technologies used to facilitate the process.

Dependencies:

Describe any dependencies on other processes or systems that may affect the execution of this process.

Example Process Specification

Process Name: Customer Order Processing

Process ID: CO-01

Purpose:

To efficiently manage and fulfill customer orders while ensuring accuracy and timely delivery.

Inputs:

• Customer Order Form (online or physical)
• Payment Information
• Inventory Data

Outputs:

• Order Confirmation
• Invoice
• Shipping Notification

Process Description:

1. Receive Order: Capture customer details and order specifics.
2. Verify Payment: Check payment status and process payment.
3. Check Inventory: Confirm product availability in the inventory system.
4. Prepare Order: Package items for shipping.
5. Ship Order: Generate shipping labels and dispatch the order.

Business Rules:

• Orders must be confirmed within 24 hours.
• Payments must be processed before order fulfillment.

Actors:

• Sales Representative: Takes orders and communicates with customers.
• Inventory Manager: Oversees stock levels and order fulfillment.
• Shipping Coordinator: Manages shipping and delivery processes.

Exception Handling:

• If payment fails, notify the customer and request a different payment method.
• If an item is out of stock, inform the customer and suggest alternatives.

Frequency:

Performed daily as orders are received.

Tools/Technologies:

• Order Management System
• Payment Gateway
• Inventory Management Software

Dependencies:

Relies on accurate inventory data and payment processing systems.

By using this template, each group member can create unique process specifications for different key processes identified in your DFDs, ensuring comprehensive documentation.