SOFTWARE REQUIREMENT SPECIFICATION

CONFERENCE MANAGEMENT SYSTEM

Version 1.0 approved

Prepared by Midhun M
Panimalar Engineering college
24-03-2025
Table of Contents
1. Introduction
1.1 Purpose
1.2 Document Conventions
1.3 Intended Audience and Reading Suggestions
1.4 Project Scope
1.5 References

2. Overall Description
2.1 Product Perspective
2.2 Product Features
2.3 User Classes and Characteristics
2.4 Operating Environment
2.5 Design and Implementation Constraints
2.6 User Documentation
2.7 Assumptions and Dependencies

3. System Features
3.1 User Registration and Authentication 3.2
Book Search and Catalog Management 3.3
Borrowing, Returning, and Reservation 3.4
Digital Library Access
3.5 Reports and Analytics

4. External Interface Requirements

4.1 User Interfaces
4.2 Hardware Interfaces
4.3 Software Interfaces
4.4 Communication Interfaces

5. Other Nonfunctional Requirements

5.1 Performance Requirements 5.2
Safety Requirements
5.3 Security Requirements
5.4 Software Quality Attributes

6. Other Requirements
6.1 Future Enhancements

Appendices
Appendix A: Glossary
Appendix B: Analysis Models
Appendix C: Issues List
1. Introduction

1.1 Purpose

The purpose of this document is to define the functional and non-functional

requirements for the development of a Conference Management System (CMS). The
CMS is designed to automate and streamline the organization of academic and
professional conferences, including tasks such as paper submissions, peer reviews,
attendee registration, scheduling, and communication between stakeholders.
This document serves as a formal agreement between the development team,
stakeholders, and end-users, ensuring that all parties have a clear understanding of the
system's features, capabilities, and constraints. It will guide the design, development,
testing, and deployment of the CMS.

1.2 Document Conventions

This document follows the IEEE SRS template and uses the following conventions:
●​ Bold text is used for section headings and key terms.
●​ Italic text is used for emphasis or to highlight important points.
●​ Functional requirements are labeled as FR-X.X (e.g., FR-1.1).
●​ Non-functional requirements are labeled as NFR-X.X (e.g., NFR-1.1).
●​ All requirements are written in clear, concise language to ensure understanding
by technical and non-technical readers.

1.3 Intended Audience and Reading Suggestions

This document is intended for the following audiences:

1.​ Stakeholders: Conference organizers, sponsors, and other decision-makers who
need to understand the system's capabilities and constraints.
2.​ Developers: Software engineers and developers responsible for designing,
coding, and testing the system.
3.​ Testers: Quality assurance professionals who will validate the system against
the stated requirements.
4.​ End-Users: Authors, reviewers, and attendees who will interact with the system.
Reading Suggestions:
●​ Stakeholders should focus on the Introduction, Overall Description, and
Non-Functional Requirements sections to understand the system's goals and
constraints.
 ●​ Developers and Testers should read the entire document, paying special
attention to the Functional Requirements and System Features sections.
●​ End-Users can refer to the User Management and Attendee Management
sections to understand how they will interact with the system.

1.4 Project Scope

The Conference Management System (CMS) is a web-based application designed to

facilitate the organization of academic and professional conferences. The system will
provide the following key functionalities:
1.​ User Management: Registration, login, and role-based access control for authors,
reviewers, attendees, and admins.
2.​ Paper Submission: Authors can submit papers, track their status, and receive
notifications.
3.​ Review Management: Reviewers can evaluate papers, provide feedback, and
submit ratings.
4.​ Conference Management: Admins can create and manage conferences, assign
papers to reviewers, and generate reports.
5.​ Scheduling: Admins can create and publish schedules for presentations and
sessions.
6.​ Attendee Management: Attendees can register for the conference, view
schedules, and download tickets.

1.5 References

The following references were used in the preparation of this document:

1.​ IEEE SRS Template: Standard template for Software Requirements Specification
documents.
2.​ GDPR Guidelines: General Data Protection Regulation compliance requirements.
3.​ User Interviews and Surveys: Feedback collected from potential users (authors,
reviewers, attendees, and admins).
4.​ Existing Conference Management Systems: Analysis of similar systems to
identify best practices and common features.

2. Overall Description

2.1 Product Perspective

The Conference Management System (CMS) is a web-based application designed to
streamline the organization and management of academic and professional
conferences. It is an independent system that interacts with external components such
as:

●​ Payment Gateways: For processing attendee registration fees.

●​ Email Services: For sending notifications (e.g., submission confirmations, review
deadlines, schedule updates).
●​ Database Systems: For storing user data, paper submissions, reviews, and
conference details.

The CMS will replace manual processes such as paper submission via email,
spreadsheet-based review tracking, and manual scheduling. It will provide a centralized
platform for all conference-related activities, improving efficiency and reducing errors.

2.2 Product Features

The CMS will include the following key features:

1.​ User Management:

○​ Registration and login for authors, reviewers, attendees, and admins.
○​ Role-based access control to restrict access to specific features.
2.​ Paper Submission:
○​ Authors can submit papers in specified formats (e.g., PDF, DOCX).
○​ Authors can track the status of their submissions (e.g., under review,
accepted, rejected).
3.​ Review Management:
○​ Reviewers can evaluate papers, provide feedback, and submit ratings.
○​ Admins can assign papers to reviewers based on expertise.
4.​ Conference Management:
○​ Admins can create and manage conferences, set deadlines, and generate
reports.
○​ Admins can send bulk email notifications to users.
5.​ Scheduling:
○​ Admins can create and publish schedules for presentations and sessions.
○​ Attendees can view schedules and receive updates.
6.​ Attendee Management:
○​ Attendees can register for the conference and pay fees (if applicable).
 ○​ Attendees can view their registration details and download tickets.

2.3 User Classes and Characteristics

The CMS will cater to the following user classes:

1.​ Authors:
○​ Typically researchers, academics, or professionals.
○​ Submit papers and track their status.
○​ Require an intuitive interface for paper submission and updates.
2.​ Reviewers:
○​ Experts in the field who evaluate submitted papers.
○​ Provide feedback and ratings on assigned papers.
○​ Require tools to efficiently review papers and submit evaluations.
3.​ Admins:
○​ Conference organizers with full system access.
○​ Manage conferences, assign papers, and generate reports.
○​ Require administrative tools for system configuration and user
management.
4.​ Attendees:
○​ Individuals who register to attend the conference.
○​ View schedules and access event details.
○​ Require a simple and user-friendly interface for registration and schedule
viewing.

2.4 Operating Environment

The CMS will operate in the following environment:

●​ Hardware:
○​ Server: Cloud-based or on-premise server with sufficient storage and
processing power.
○​ Client: Devices with web browsers (desktop, tablet, mobile).
●​ Software:
○​ Operating System: Platform-independent (accessible via web browsers).
○​ Database: Relational database system (e.g., MySQL, PostgreSQL).
○​ Web Server: Apache, Nginx, or similar.
 ○​ Programming Languages: JavaScript (frontend), Python/Java (backend).
●​ Network:
○​ High-speed internet connection for both server and clients.

2.5 Design and Implementation Constraints

The following constraints will guide the design and implementation of the CMS:

1.​ Compliance: The system must comply with GDPR for data protection and
privacy.
2.​ Scalability: The system must support up to 1,000 concurrent users without
performance degradation.
3.​ Security: User passwords and sensitive data must be encrypted using AES-256
encryption.
4.​ Integration: The system must integrate with payment gateways (e.g., PayPal,
Stripe) and email services.
5.​ Accessibility: The system must be accessible via web browsers on multiple
devices (desktop, tablet, mobile).

2.6 User Documentation

The following user documentation will be provided:

1.​ User Manuals:

○​ Step-by-step guides for authors, reviewers, attendees, and admins.
○​ Instructions for paper submission, review submission, registration, and
scheduling.
2.​ Admin Guides:
○​ Detailed documentation for system configuration, user management, and
report generation.
3.​ Online Help:
○​ Tooltips and FAQs within the system to assist users.

4.Video Tutorials:

○​ Short videos demonstrating key features and workflows.

2.7 Assumptions and Dependencies

The following assumptions and dependencies apply to the CMS:

1.​ Assumptions:
○​ Users have access to the internet and a compatible web browser.
○​ Admins will provide accurate conference details and deadlines.
○​ Payment gateways and email services will be available for integration.
2.​ Dependencies:
○​ The system relies on a relational database for storing data.
○​ The system depends on third-party payment gateways for processing
registration fees.
○​ The system requires email services for sending notifications.

3. System Features

3.1 System Feature 1: User Management

●​ Purpose: Handles user registration, login, and role-based access control.

●​ Functionality:
○​ Users (Authors, Reviewers, Attendees, Admins) can register and log in.
○​ Role-based access ensures users can only access features relevant to
their role.
○​ Users can update their profiles.

3.2 System Feature 2: Paper Submission and Review Management

●​ Purpose: Manages paper submissions and reviews.

●​ Functionality:
○​ Authors can submit papers and track their status (e.g., under review,
accepted, rejected).
○​ Admins assign papers to reviewers.
○​ Reviewers evaluate papers, provide feedback, and submit ratings.
3.3 System Feature 3: Conference Management and Scheduling

●​ Purpose: Organizes conferences and schedules events.

●​ Functionality:
○​ Admins create and manage conferences, set deadlines, and generate
reports.
○​ Admins create schedules for presentations and sessions.
○​ Attendees can view schedules and receive updates.

3.4 System Feature 4: Attendee Management

●​ Purpose: Handles attendee registration and event access.

●​ Functionality:
○​ Attendees register for conferences and pay fees (if applicable).
○​ Attendees view schedules and download tickets.

4. External Interface Requirements

4.1 User Interface

●​ Responsive Design: Works on desktop, tablet, and mobile.

●​ Role-Specific Dashboards: Custom dashboards for Authors, Reviewers, Admins,
and Attendees.
●​ Forms and Inputs: Intuitive forms with validation (e.g., paper submission,
registration).
●​ Notifications: In-system and email alerts for key actions.
●​ Accessibility: Complies with WCAG 2.1 standards.

4.2 Hardware Interface

●​ Server: Cloud-based or on-premise (4-core CPU, 8 GB RAM, 100 GB SSD).

●​ Client: Devices with web browsers (dual-core CPU, 2 GB RAM, 1024x768
resolution).

4.3 Software Interface

●​ Database: MySQL or PostgreSQL for data storage.

 ●​ Payment Gateway: Integration with PayPal or Stripe.
●​ Email Service: SMTP or SendGrid for notifications.
●​ Web Server: Apache or Nginx.
●​ OS: Platform-independent (Windows, macOS, Linux, iOS, Android).

4.4 Communication Interface

●​ HTTP/HTTPS: Secure client-server communication (TLS 1.2+).

●​ APIs: RESTful APIs with JSON for external integrations.
●​ Email Protocols: SMTP for email notifications.
●​ WebSockets: Real-time alerts for users.

5. Other Non-Functional Requirements

5.1 Performance Requirements

1.​ Response Time:

○​ The system shall load pages within 3 seconds under normal conditions.
○​ Critical actions (e.g., paper submission, review submission) shall
complete within 5 seconds.
2.​ Concurrency:
○​ The system shall support up to 1,000 concurrent users without
performance degradation.
3.​ Scalability:
○​ The system shall be scalable to handle future increases in users and data
volume.
4.​ Uptime:
○​ The system shall have 99.9% uptime during the conference period.

5.2 Safety Requirements

1.​ Data Backup:

○​ The system shall perform daily backups of all critical data (e.g., user data,
papers, reviews).
○​ Backups shall be stored securely and be recoverable within 1 hour in case
of failure.
2.​ Error Handling:
 ○​ The system shall provide meaningful error messages to users in case of
failures (e.g., submission errors, payment failures).
○​ Critical errors shall be logged for administrative review.

5.3 Security Requirements

1.​ Authentication:
○​ Users shall log in using secure credentials (email and password).
○​ Passwords shall be encrypted using AES-256 encryption.
2.​ Authorization:
○​ Role-based access control shall restrict users to authorized features only.
3.​ Data Protection:
○​ Sensitive data (e.g., payment information, user details) shall be encrypted
during transmission and storage.
○​ The system shall comply with GDPR for data privacy.
4.​ Vulnerability Prevention:
○​ The system shall be protected against common vulnerabilities (e.g., SQL
injection, cross-site scripting).
○​ Regular security audits shall be conducted.

5.4 Software Quality Attributes

●​ Usability:
○​ The system shall have an intuitive and user-friendly interface.
○​ Help documentation and tooltips shall be provided for users.
●​ Reliability:
○​ The system shall function without critical failures during the conference
period.
○​ Errors shall be logged and resolved promptly.

Maintainability:
○​ The system shall be modular and well-documented for easy maintenance
and updates.
●​ Portability:
○​ The system shall be accessible via web browsers on multiple platforms
(Windows, macOS, Linux, iOS, Android).
 ●​ Efficiency:
○​ The system shall optimize resource usage (e.g., CPU, memory) to ensure
smooth performance.

6. Other Requirements

6.1 Future Requirements

Potential features for future versions:

1.​ Mobile App: Dedicated iOS and Android apps.

2.​ Advanced Analytics: Insights into conference performance.
3.​ AI Paper Assignment: Automatically assign papers to reviewers.
4.​ Virtual Conference Support: Live streaming, chat rooms, virtual booths.
5.​ Multi-Language Support: Cater to international users.
6.​ Academic Database Integration: Auto-fill paper details.
7.​ Enhanced Security: Two-factor authentication (2FA), threat detection.
8.​ Customizable Workflows: Tailored review and submission processes.
9.​ Social Media Integration: Share conference details.
10.​Feedback System: Post-conference attendee feedback

Appendix A: Glossary

●​ CMS: Conference Management System.

●​ Author: Submits papers.
●​ Reviewer: Evaluates papers.
●​ Admin: Manages the system.
●​ Attendee: Registers for the conference.
●​ GDPR: General Data Protection Regulation.
●​ API: Application Programming Interface.
●​ UI: User Interface.
●​ WCAG: Web Content Accessibility Guidelines.

Appendix B: Analysis Models

1.​ Use Case Diagram: User-system interactions.

2.​ Class Diagram: System structure and relationships.
3.​ Sequence Diagram: Flow of key processes (e.g., paper submission).
4.​ ERD: Database schema and table relationships.

Appendix C: Issue List

1.​ Payment Gateway: Finalize choice (e.g., PayPal, Stripe).

2.​ Email Service: Select provider (e.g., SMTP, SendGrid).
3.​ Accessibility: Confirm WCAG 2.1 compliance.
4.​ Data Backup: Finalize backup strategy.
5.​ Security Audits: Schedule regular audits.