05-12-2024

Ref No: PWF/SRS/2024 Date: 05-12-2024

Software Requirements

Specification
(Process Work Flow - PWF)

Newgen Software Technologies Ltd.

INDIA

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Review Summary
ITEM SUBMITTED BY: Nithya Sree S

REVIEW TEAM: Newgen

NAME SIGNATURE

1. Joseph Premanand M

2. Arvind S

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1. Introduction

1.1 Purpose
This Software Requirements Specification (SRS) document provides a detailed
description of Process workflow in IBPS shared by Training & development team.

1.2 Solution Scope

Newgen Software Limited, a global provider of digital transformation solutions,

specializes in software for process automation, content management, and
communication management. With its headquarters in India, Newgen operates
extensively across diverse sectors including banking, insurance, and government.
While the company has a strong presence in the Asia-Pacific and Middle East regions,
it continues to expand its reach into the Americas and Europe, aiming to deliver
innovative software solutions and enhance the digital experiences of its clients
through rigorous training and development programs.

1.3 Document Conventions

1.4 Intended Audience

This document is intended for all individuals participating in and/or supervising
this project:
• Newgen Team
• Project Manager

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• Implementation Team
• Quality Team

1.5 Out Of Scope

• Workflows/approvals for routing of documents
• Security/penetrative testing of the application
• Integrations with external applications for image retrieval or adding of documents in
OmniDocs

2. Overall Description

2.1 Solution Perspective

As part of the NEWGEN TRAINING guidelines, PWF requires a software solution that
will create and review notifications to reject or approve documents and show their
pending status . The digital copy to be indexed, securely stored/ archived, and
managed in a central repository.

Newgen is aimed to provide solution using the OmniDocs - an enterprise document

management system and the iBPS system.

2.2 Solution Features

The solution will primarily consist of the following components:

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Product Name Product Description Fitment

IBPS, intelligent Business Process

Management, Low code Suite for configuring
& automating processes. Newgen’s iBPS
provides a platform for all business
intelligent Business Process
iBPS 5.0 Sp1 stakeholders, including process owners,
Management Solution
business analysts, process architects,
business users and IT users, to collaborate
right from process designing to execution,
monitoring, and continuous improvement.

OmniDocs allows for archiving any electronic

Enterprise Document/ file and allows for multiple actions like
OmniDocs 11.0 Content Management version control, copy/move between folders,
Engine download, print, access right definitions and
view of audit log.

2.3 User Classes and Characteristics

Types of Users Characteristics

Admin • Perform System activities

• Assign Users to groups and modifying access rights
• Initiates the form fields with templates in iBPS
• Initiated based on the country, product and product
Initiator/Requestor category
• Initiator - Submits to Legal
• Requestor validates and make changes if required.
• Legal user with specific country right will validates the
template
Legal • Legal user have the rights to refer back the invalid
templates to the requestor

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• Client Doc user with specific country right will validates

the notification
CD COE • Client Doc user have the rights to refer back the invalid
notifications to the requestor

• PWF user with specific right will validate the notification

• PWF user will hold the request in his queue based on the
PWF archival type and available repositories
• PWF user end the document notification approval once
after successful validations

2.4 Operating Environment

The solution is proposed for the following environment.
• Application Server: JBoss EAP 7.3
• Database Server: PADMIN
• Operating System: Windows server 2019

2.5 Deliverables
Following are the deliverables as part of the implementation:
● Technical Specifications Document
● Test and DR Environment Setup
● Backup and Recovery Procedures
● Regular Housekeeping Procedures as part of System Health Check
● Installation Guide
● Administration Manual
● User Manual of iBPS, OmniDocs

2.6 Assumptions and Dependencies

• Installation and implementation of IBPMS
• Newgen will assist T&D team to set up the DR environment.
• The frequency of sync between Production and DR needs to be decided by T&D as
per its policy
• Production DB backup (Existing) restore in UAT and Production Server (New) which
will be taken care by T&D DB team (Migration on UAT and Production) - Newgen
will provide necessary assistance

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• Migration should cover all existing digital records (including the document
images removed from the old server and saved in external HDD) to the new
OmniDocs server, retaining the existing folder structure and associated
data classes/parameter indices.
• Newgen is responsible in the set-up of its application to Test Environment duly
observed and witnessed by T&D personnel (Migration on UAT)

3. Solution Features
To-Be Process, Solution, Process Logic, Business Rules, Field List, Reports, Document
Types and Conditions are detailed in below SRS along with business requirement and
proposed features. This section information can be referred to in the following Software
Requirement Specification (SRS).

3.1 Overall Requirements

• REQ 1 – Notification and relevant documents management.
• REQ 2 – store and retrieve documents on approval.
• REQ 3 – Process workflow in IBPS

● Newgen will upgrade current system to use Omniscan 5 and Omnidocs 11.
● We have attached this flow in SRS as per T&D Request.

3.2 Maker Checker workflow in IBPS

3.6.1 Functional Flow Diagram

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3.6.2 Process Flow Diagram designed in iBPS

• The above flow is the process designed for PWF

• iBPS initiation
▪ Initiates the form fields with templates in iBPS
▪ Initiated based on the country, product and product category
▪ Initiator - Submits to Legal
▪ Requestor validates and make changes if required
• Legal
▪ Legal user with specific country right will validates the template
▪ Legal users have the rights to refer the invalid templates to the requestor

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• CD COE
▪ Client Doc user with specific country right will validates the template
▪ Client Doc user have the rights to refer the invalid templates to the requestor

• PWF
▪ PWF user with specific right will create and approve the notifications respectively.
▪ PWF user will hold the request in his queue based on the archival type and available
repositories
▪ PWF user end the document once after successful validations and approvals.

• Notification Trigger
▪ The Notification will get triggered whenever the document moves from one queue
to other
▪ This Notification will include Transaction number, Document name and Comment
field which was entered in iBPS form

• Note
▪ User can update the notification with their respective group access globally and can
manage, store and retrieve

3.3 Reports
The following are the out of box dashboard reports. All these reports will be available for
configuration.

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● As per customers choice, Newgen will configure “Pending Workitems in

Queue” – Please refer screenshots in below presentation.
o iBPS will have an out of box dashboard report that will show summary
of number of work item in each queue. This report will be configured
by Newgen.

4. External Interface Requirements

4.1 Hardware Architecture

• Production Environment
• UAT Environment
• DEV Environment
• SIT Environment

4.2 Communication Interfaces

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S. No Components Protocols

1 Web Browser HTTP

2 DB TCP/IP
3 Notification Server XMPP

5. Other Nonfunctional Requirements

5.1 Security Requirements

The security requirements encompass four key elements: Authentication, Confidentiality,
Integrity, and Availability.
a. Authentication - This involves the use of user IDs and passwords, established by
the system administrator, with logs maintained for document access by each
user. An IT Admin account must be set up, and they should not have the ability
to access data.
b. Confidentiality - Specifies the need for adequate measures to protect data,
ensuring that information meant for a restricted audience is secured with the
necessary security features.
c. Data Integrity - Maintaining the integrity of data is crucial for the product's
success, especially since the system will store sensitive documents related to
credit cards.
d. Availability - The final component is ensuring system availability, with a
requirement that it be accessible to the intended users 95% of the month, aside
from scheduled downtimes.

5.2 Software Quality Attributes

a. Maintainability – The system shall be easy to maintain.
b. Reusability of Components – All system shall be reusable, flexible, and scalable
c. Security – To ensure that there is no unauthorized access to the system. The
code is required to pass vulnerability testing
d. Interface – User interface shall be intuitive and easy to use.

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6. Appendix A: Glossary

Term Definition
SRS Software Requirement Specification
FSD Functional Specification Document
UAT User Acceptance Testing
OD OmniDocs
IBPS NewGen Workflow System
PWF Process Work Flow

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