Requirements

Why do you need a Requirements Document?

The old saying "If you don't know where you're going, you'll probably end up someplace else." is definitely true of software implementation projects, making a good requirements document essential for getting where you want to go.

Good requirements keep the business objectives front and center and ensure that each of the technical feature requirements is contributing to the overall business process. Metadata, reports, workflow, integration, security, search, performance - are all areas that ccmMercury implementations address and enhance.

Remember - if your alternate solutions aren't asking (and answering) these kinds of questions, just where are they taking you?

Sample Requirements Document

1 Business Process & Functional Requirements

1.1 Business Process Requirements General

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

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Ref # Requirement Description Rating WorkDynamics
1.1 Track Correspondence Requirement from Receipt until Resolution The solution must allow a user to register Correspondence and then track the Tasks, Status, and Milestones associated to that correspondence through to resolution.
M
C
1.2 Allow Users to Register a Folder for each Distinct Correspondence Requirement The solution must allow a user to register a Correspondence Folder for each distinct Correspondence.
M
C

With ccmMercury, users can register unlimited correspondence folders.
1.3 Associate Electronic Documents and E-mails to Correspondence The solution must allow users to associate electronic documents and e-mails to a Correspondence Folder. For, example, email messages, images, WordPerfect documents, and, Word documents.
M
C

Users can associate virtually any type of file type to a correspondence. The attached files can be viewed by an in-built viewer.
1.4 Store and Manage All Associated Electronic Documents and E-mails The solution must store and manage all electronic documents and e-mails associated to correspondence folders in the following methods:
  • RDIMS
M
C
  • In the solution database
M
C
  • The solution must allow for the saving of copies of electronic documents outside of RDIMS or a database. For example, when users do not have the solution or RDIMS installed. Copies store outside of RDIMS are to be treated as convenience copies.
M
C

With ccmMercury, copies of documents can be attached. ccmMercury offers version control and full-text search capabilities on documents that are stored outside of RDIMS.
1.5 Scan & Register Paper-Based Correspondence The solution must allow a user to register paper-based correspondence.
M
C
The solution should allow a user to scan paper-based correspondence.
HD
C

Users can use any type of scanner and scanning software to scan and attach to ccmMercury.
The solution must allow RDIMS to store and manage the scanned images.
M
C
The solution must allow scanned images to be stored and managed in the solution database, when RDIMS is not integrated.
M
C
1.6 Assign and Track Tasks against Correspondence Users must be able to register and track Tasks to correspondence.
M
C

Users can assign a correspondence to any number of users or groups. The assigned users are informed of the assignment via their e-mail system or default queries can be created to notify users of assignments.
1.7 Ability to Add Notes The user must have the ability to add text searchable notes to a folder or task of correspondence.
M
C

Users can add unlimited amount of text in the Notes. The text in notes is searchable using search operators.
The solution must prevent users, other than the author, from editing notes assigned to a folder or task.
M
C
The must should permit a user to append text to a note that they posted.
M
C
1.8 Provide the ability to Search on Current or Past Correspondence Users must have the ability to search for current and past correspondence based on any criteria. For example, metadata or content.
M
C

Users can search for records in the current, archive and group of databases.
The solution must display all records matching a query's search criteria regardless of the number of matching records.
M
C
The solution must display a counter representing the total number of records returned from a query.
M
C
The solution must prompt the user when the total number of records to be returned from a query exceeds the pre-configured display maximums, and allow the user to abort the query.
M
C
The system should allow for the configuration of the maximum number of records that are returned from a query.
M
C
1.9 Provide a Workflow Capability Users must be able to create a workflow that outlines the steps and process used to complete the tasks associated to correspondence.
M
C
1.10 Display Status of Correspondence The solution must provide users with a single view of correspondence folder information. For example:
  • Unique folder ID, title/description
  • Folder dates, Priority, Security and Signature
  • Status information for tracked objects such as Correspondents, Tasks, Workflows, Notes, and Attachments
For example, the status should identify whether the item is overdue, the number of days to past due, or the number of days remaining to complete.
M
C

ccmMercury displays the status of a correspondence at a glance. Users can view all the correspondents, comments, routings and attachments in a single screen without having to open multiple windows. Status of a record is displayed by using colour status icons.
1.11 On-line, Context Sensitive Help The solution must provide on-line help functionality.
M
C

With ccmMercury, help messages can be configured for each field on the system. Configurable help messages can set-up for validation messages. On-line help functionality is provided for the system.
The help system should be context-sensitive in nature. When a user selects a help menu option or icon, the solution should display the help information about the feature selected.
D
C
The On-Line Help should be configurable to the extent that the solution can display customized business workflow procedures and terminology specific to the organization.
HD
C
1.12 Field Mapping between RDIMS and Correspondence Management Application The solution should have the ability to map one or more fields between the correspondence management application and the RDIMS profile form.
HD
C

With ccmMercury, unlimited number of fields can be mapped between ccmMercury screen and RDIMS profile form. The ccmMercury Docket Number and RDIMS Docsid are automatically synchronized when a new RDIMS document is attached or removed to ccmMercury.
The solution should have the ability to map one or more fields between the correspondence management application and other departmental database applications.
D
C
1.13 Pre-Population of Mapped Fields The solution should have the ability to pre-populate mapped fields from the correspondence application screen to the RDIMS profile form.
HD
C
The solution should have the ability to pre-populate mapped fields from RDIMS profile screen to the correspondence application screen.
HD
C
The solution should have the ability to pre-populate mapped fields from other departmental database applications to the correspondence application screen.
D
C
1.14 Unique Value synchronization The solution should have the ability to maintain concurrency between (synchronize) unique identifier fields in the correspondence management application and:
  • RDIMS
HD
C
  • Other departmental database applications.
D
C
1.15 Drag and Drop Electronic Objects The solution should have the ability to drag and drop files that are going to be profiled in RDIMS then subsequently attached as references to a folder.
HD
C

Users can drag and drop e-mails from Outlook or files from Windows explorer to ccmMercury repository or to RDIMS, which then subsequently be attached as references to a folder.
The solution should have the ability to drag and drop files from other applications into the correspondence solution.
HD
C
1.16 Mandatory Fields The solution must have the ability to set fields as mandatory.
M
C

ccmMercury allows you to set fields as mandatory. Mandatory field labels appear with a different colour on the screen.
Mandatory fields must trigger custom validation messages.
M
C
1.17 Default Values The solution must have the ability to populate default values based on pre-configured values.
M
C

Default values can be set-up for any fields in ccmMercury. Conditional default values can be set-up for fields in ccmMercury.
1.18 Auto Calculation by Business Process The solution must have the ability to set conditional default values for fields, For example, if the Priority of folder is Urgent, the solution should automatically update the Due Date and BF Date to a future date determined by the business rule.
M
C
1.19 Auto Calculation "Day" Settings The solution must be able to perform working day or calendar day calculations on any date field.
M
C
1.20 Calculation Formulas The solution should have the ability to perform arithmetic calculations on fields using simple formulas.
HD
C
Calculation formulas should support standard arithmetic operations (add/subtract/multiply/divide with up to 1 level of parenthesis) involving multiple fields and could include numeric fields, text fields (containing a valid number) and date fields. For example:
  • DUE_DATE = RECEIVED_DATE + PRIORITY (where DUTE_DATE & RECEIVED_DATE are date fields and PRIORITY is a numeric value)
  • TURNAROUND_DAYS = CLOSED_DATE - INPUT_DATE
  • TOTAL_REPLIES_RECEIVED = COUNT_OF_E-MAILS + COUNT_OF_LETTERS + COUNT_OF_FAXES + COUNT_OF_OTHER
HD
C
The solution should have the ability to update a calculated result upon the modification of a configurable denominator that is contributing to the calculation.
HD
C
The solution should allow calculations between fields on the task and workflow master screens.
D
C
1.21 Role Definition The solution must be able to define Users, Groups and/or Roles.
M
C

Unlimited user, groups or roles can be created in ccmMercury.
Unique users must have the ability to belong to multiple groups and/or multiple Roles.
M
C
Roles or groups must control user interaction with the interface and data within the solution.
M
C
1.22 Mass Mail-In Campaigns (also known as "write-ins") The solution must support the receipt of bulk correspondence resulting from a mail-in campaign (Write-ins).
M
C
The solution should track Write-ins by issue, incoming volume and date.
HD
C
1.23 RDIMS to Provide All Records Management Functionality The solution must permit RDIMS to perform all record management, including retention and disposition of paper and electronic information associated to a correspondence requirement.
M
C

Records Management functionality can be performed by iRims or Foremost (Documentum) where RDIMS is not available.
1.24 Capacity The solution must provide the capability of managing high volumes in excess of 2,000,000 correspondence items per year.
M
C

Unlimited correspondence records can be logged in ccmMercury. The records can be archived by administrators to a searchable archive database. Records can be easily re-activated from the archive database by administrators or super users.
1.25 Bulk updates The solution must have the ability to make bulk changes to folders and tasks. For example, bulk closures and bulk re-tasking.
M
C

With ccmMercury, Bulk updates can be performed by Global Modify and Global Route functions. These functions can be performed by administrators or by super users.
1.26 Production replies The solution must have the ability to create replies based on pre-defined templates. For example, form letters.
M
C

Unlimited reply templates can be used by ccmMercury to create replies. The templates can be created using MS Office, Corel or Lotus Notes suite of products.
1.27 Keyword Table The solution should have the ability to associate a set of keywords to a given correspondence item or issue.
HD
C

2 Function & Feature Requirements

These function and feature requirements have been broken into the following sub-sections:

  • Meta Data Requirements
  • Reporting Requirements
  • Workflow Requirements
  • Application Integration Requirements
  • Paper Requirements
  • Security & Access Control Requirements
  • Search Requirements
  • Performance & Architecture Requirements
  • Other Requirements
  • Scanning Requirements
  • Additional Requirements Submitted

2.1 Meta Data Requirements

The following table contains the consolidated metadata requirements identified by each individual contributing department.

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
2.1 Enter Meta Data The solution must allow users to enter the appropriate meta data against Folders Tasks, Attachments, and Correspondents.
M
C

An unlimited number of fields can be added to the ccmMercury screen.
2.2 Folder Unique Identifier A unique, solution generated identifier must be assigned to each folder.
M
C
The solution must allow for the configuration of the identifier. For example, adding the fiscal or calendar year to the unique value.
M
C
The solution must allow for a sequential number in the unique identifier to be reset each fiscal or calendar year
M
C
The solution should allow additional unique identifiers to be captured and assigned to each folder, as a cross-reference to other departmental databases.
D
C
The format of the tracking number must be configurable by the individual departmental org unit. Several different formats must be supported / configurable. The following format is an example of one such format:
  • YYYY-GRP-######
  • YDDD####L
Where:
  • YYYY is the year the correspondence was created
  • GRP is the group that performed the data entry
  • ###### is a sequence number
  • L is the language of the correspondence
M
C

ccmMercury allows all the above functions.
2.3 Task Unique Identifier Each Task must have a unique identifier generated by the solution.
M
C

A unique TaskID is assigned to each task in ccmMercury
2.4 Attachment Unique Identifier Each attachment must have a unique identifier generated by the solution.
M
C

A unique attachmentID is assigned to an attachment in ccmMercury.
Each attachment must be associated to one or more correspondence folders.
M
C
2.5 Folder Date Fields The solution should allow for the configuration of date fields that appear on folders. The following dates are examples of dates that could be tracked against a correspondence folder:
  • Date Sent
  • Date Received
  • Date Due
  • Date Closed
  • Folder Creation Date
  • Folder Last Modified Date
  • BF Date
  • DM Sign
  • Sign Date
  • Doc Date
M
C

Any number of fields can be tracked against a correspondence folder.
The solution must allow for rule-based interaction and restrictions between date fields or date and lookup fields. For example, choosing a priority of Urgent could default the Due Date to "today + 2 days", whereas choosing a priority Normal could default Due Date to "today + 5 days".
M
C

Each lookup code in ccmMercury can have a distinct default for another field.
The solution should allow for the creation of rules to specify the default attributes and behaviour for the fields, components, objects and performers in the solution.
HD
C
2.6 Folder Text Fields The solution must allow for multiple text fields on the correspondence folder.
M
C
Text fields must be able to store a large number of characters. (500 character spaces minimum.)
M
C

With ccmMercury, unlimited text can be entered in fields (this is dependent on the limitations of the underlying database.
2.7 Folder Lookup Fields The solution must allow for the configuration of lookup fields on the correspondence folder. Examples of these fields include:
  • Category (sometimes known as Classification)
  • Security
  • Owner/Assigned Group
  • Correspondent/From
  • Correspondence/Issue Type
  • Group/To Classification
  • Mail Type
  • Folder Type
  • Any number of X-Fields
  • Response
  • Special Instructions
  • Resolution
  • Correspondence Language
M
C

Each text field in ccmMercury can have lookup codes. Unlimited values can be entered for each lookup field.
Users must have the ability to select an entry from a validated lookup field on a Correspondence Folder.
M
C

ccmMercury allows Full, Partial or No validation for lookup fields. Full Validation - User must select or type a code from the lookup list. Partial - User must select a value for the lookup list and after selecting a code, can append any type of text. No Validation - User can select value from lookup list or type in any value.
The solution must allow for the creation of rules to specify the behaviour of look up field in relation to other fields. For example, these rules should allow default values for other fields to be set based on the selection specific values in a lookup field.
M
C
2.8 Folder System Generated Fields The solution must allow for system-generated fields that, by configuration, may or may not be visible on the correspondence folder at the time of creation. The following fields are examples of system generated or system defaulted fields:
  • Folder 1st Unique Identifier (Tracking ID)
  • Folder Status
  • Folder Created By
  • Folder Creation Time
  • Folder Creation Date
  • Folder Last Edit By
  • Folder Last Edit Date
  • Folder Last Edit Time
  • Date Closed; Closing date calendar link for modification of closing date
  • Print this Folder option (Folder routing Slip)
M
C

ccmMercury allows you add any number of system generated fields on the screen.
2.9 Task Date Fields The solution must allow for the configuration of date fields on the task. The following dates are example dates that could be tracked against a task:
  • Date Assigned/Created
  • Last Modified Date
  • Folder Due Date
M
C

ccmMercury allows you add any number of system generated fields on the screen.
The solution must allow for rule-based, notifications, interaction and restrictions between date fields or date and lookup fields.
M
C
2.10 Task Text Fields The solution must allow multiple text fields to be associated to a Task.
M
C

Users can add routing comments to Tasks (Routings). Unlimited text can be added in the routing comments.
Text fields must be able to store a large number of characters. (For example, 500 character spaces minimum.)
M
C

With ccmMercury, unlimited text can be entered in fields (this is dependent on the limitations of the underlying database.
2.11 Task Lookup Fields The solution must allow for the configuration of lookup fields on the task screen. Users must have the ability to select an entry from a validated lookup field on the task.
  • Category, sometimes known as Classification
  • Security
  • Assigned To User/Group
  • Assigned By User/Group
  • Required Action
  • Task Completion Status
M
C

ccmMercury allows you add any number of fields with lookup values on the screen.
2.12 Task System Generated Fields The following system generated fields must be associated to a Task yet system generated or system defaulted:
  • Task Unique Identifier
  • Task Status
  • Task Created By
  • Task Last Edit By
  • Task Last Edit Date
  • Edit Time
M
C

ccmMercury allows you add any number of system generated fields on the screen.
2.13 Attachment Date Fields The following dates must be tracked against an attachment:
  • Date Created
  • Last Modified Time
  • Last Modified Date
M
C

ccmMercury allows you add any number of system generated fields on the screen.
2.14 Correspondent Meta Data Fields Correspondent related values must be configurable. The following fields are common examples:
  • Name
  • Title
  • Salutation
  • Organization
  • Address Information
  • Contact Information (For example, Telephone & Fax Numbers, E-mail and Address.)
  • Correspondent Type
M
C

ccmMercury allows you add any number of fields on the correspondent screen.
The solution must check for the existing correspondent entries and allow for validating contact information with the option to:
  • Update the correspondent information if it has changed
M
C
  • Create a duplicate correspondent entry for same person but with different particulars; For example, title, and, address.
M
C
  • Create a new correspondent entry for similar name but different person and particulars
M
C
The solution must link each correspondent entry to all related folders to ensure that changes made to a Correspondent are reflected in the linked folders.
M
C
The solution must provide a means to remove or consolidate duplicates entries.
M
C
The solution must allow correspondent field values to be mail merged into templates used for printing and reporting.
M
C
The solution must allow multiple correspondents to be associated to a single instance of a correspondence.
M
C
When large numbers of correspondents exist for a given folder, the solution must identify the primary correspondent.
M
C
The solution must list the primary correspondent first, identified as the primary, followed by the other associated correspondents in alphabetical order.
M
C

ccmMercury can perform all of the above functions.
2.15 Language of Reply The solution must allow the user to identify the language of the correspondence.
M
C
2.16 Attachment Text Fields Users must have the ability to complete the following text fields associated to an attachment:
  • Description
  • Notes/Comments
M
C

ccmMercury allows you add any number of fields on the screen.
2.17 Attachment Lookup Fields Users must have the ability to select an entry from the following lookup fields that can be associated to an attachment:
  • Security
  • Trustee
M
C

Lookup values can be associated to any text field in ccmMercury.
2.18 Attachment System Generated Fields The following system generated fields must be associated to an attachment yet system generated or system defaulted:
  • Attachment Unique Identifier
  • Attachment Application
  • Document Date
  • Created By
  • Creation Date
  • Last Edit By
  • Last Edit Date
M
C

ccmMercury allows you add any number of system generated fields on the screen.
2.19 Comment Fields The solution must track the following information for each comment entered on a correspondence item:
  • Author (User ID)
  • On behalf of (User ID)
  • Comment Date
  • Comment Time
M
C
The solution must permit comments to be designated with a specific Security Level.
M
C
The solution must restrict viewing of designated comments to specific Roles or Groups based on the designated Security Level assigned to the comment.
M
C

ccmMercury can perform all of the above functions.

2.2 Reporting Requirements

Note: With ccmMercury, users can search on any field on the screen and then can produce reports based on pre-defined report templates. With ccmMercury reports can be created using RTF Templates or by using Crystal Reports. Reports can be created for any type of criteria and unlimited reports can be created and assigned to a database.

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
3.1 Provide Standard Reports The solution must provide a set of report templates or layouts based on GoC specified common metadata elements.
M
C
The solution must allow for the creation of additional templates based on user requirements.
M
C
Based on business rules, the solution must be able to report on all data elements subject to conformance with the access control model.
M
C
Standard report output must be in a supported and printable document format for storage and future attachment to a folder or e-mail message.
M
C
The solution must allow for the saving of reports within RDIMS.
M
C
3.2 Support Customized Reports The solution must allow the user the ability to:
  • Run existing reports
M
C
  • Create new reports
D
C
  • Customize existing reports
D
C
Customized report output should be in a supported and printable document format for storage and future attachment to a folder or e-mail message.
M
C
3.3 Ad hoc Reporting The solution must provide for the creation of ah-hoc reports. For example:
  • Daily reports; all correspondence created yesterday, overdue today
  • Upcoming workload report
  • VIP reports
  • Subject/trends reports based on keywords
  • Productivity reports
  • Routing history/chronology of events
M
C
The solution must have the ability to select the fields that will appear on a report, group rows in a report based on selected field, and sort reports based on selected criteria.
M
C
Based on business rules, the solution must be able to report on all data elements subject to conformance with the solution's access control model.
M
C
The user should be able to select the layout/template of the ad hoc report.
HD
C
Ad hoc report output must be in a supported and printable document format for storage and future attachment to a folder or e-mail message.
M
C
Report output formats should include:
  • Microsoft Word format (DOC)
  • Rich Text Format (RTF)
  • ASCII Text (TXT)
  • Hypertext Mark Up Language (HTML)
  • Portable Document Format (PDF)
  • Tagged Image file Format (TIFF)
  • Microsoft Excel Format (XLS)
HD
C
3.4 Support Report and Print Preview Users must have the ability to preview reports before printing them.
M
C
3.5 Reporting on Overdue Items Users must be able to report on overdue items and the solution should enable the configuration of the reporting items. For example:
  • Date due
  • Entries due by group
  • Entries due by assignee
  • Entries due by topic/category
M
C
3.6 Status Reports Users must be able to report on Status:
  • Folder Status and Task Status
  • Categorized by Due Date, Status, and, Assignee
M
C
3.7 Reports By Assignee Users must be able to report on Assignee information and the solution should enable the configuration of the reporting items, for example:
  • Tasks categorized by Assignee.
  • By Group
M
C
3.8 Reports By Correspondent Users must have the ability to generate reports categorized by Correspondent.
M
C
3.9 Report on Statistics The solution should capture data to produce statistics related to folders, tasks and attachments and allow authorized users to report on those statistics. Examples of relevant reports could include:
  • Folders and tasks per period
  • Folders and tasks per category
  • Folders and tasks per business unit
  • Folders per correspondent
  • Average folder and task open time
  • Statistical and listing reports capable of providing snapshots of the workload or recording activity over a period. For example, last week, last month, and last year.
HD
C
3.10 Volume Reports The user must be able to generate volume reports. For example:
  • Numbers of letters received on a certain topic per period
  • Top N Issues Report (Top N Issues by date range)
  • Number of correspondence / memos / generated by division during a determined period
M
C
3.11 Report Security/Access Rights Based on business rules, the solution must be able to report on any data elements, subject to conformance with the access control model.
M
C
3.12 Reporting Options The solution must have the ability to integrate with, or support, third party business intelligence tools.
M
C
3.13 Report Automation The solution should have the ability to schedule when pre-formatted reports should run automatically, and have the ability to automatically e-mail reports and/or report references.
HD
C
3.14 Report Format The solution should have the ability to produce reports in tabular or graphical format.
HD
C
3.15 Outstanding Items The solution should have the ability to generate a report based on all open folders.
HD
C
3.16 Bring Forward The solution should have the ability to generate a report of all open folders with items that will be due on a future date.
HD
C
3.17 Active Correspondence by Officer The solution should have the ability to generate a list of currently active tasks for all members of a group.
HD
C
3.18 Archived Data Reports The solution should allow the generating of reports on archived data. For a definition of "archiving" see requirement 4.12 on page 32.
HD
C
3.19 Daily Log of Correspondence Some departments require a daily report, sorted by originating Province and City, of all correspondence received that is addressed to the Minister.
HD
C
3.20 Workload Distribution by Action Code by writer For a given group, the solution should have the ability to provide statistics by writer for a given task action code. For example, Reply and Signature.
HD
C
3.21 Overdue Statistics by Writer For a given group, the solution should have the ability to provide overdue statistics by writer.
HD
C
3.22 Task Volumes by Writer For a given group, the solution should have the ability to provide statistics based on the writer of task volumes on a week-by-week basis.
HD
C
3.23 Task Closed Volumes by Writer For a given group, the solution should have the ability to provide statistics based on the writer of a task closed on a week-by-week basis.
HD
C
3.24 Management Reporting Facility The solution should provide a management reporting facility to track top issues filtered by a set period.
HD
C

2.3 Workflow Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
4.1 Create & Edit Tasks The solution must allow users to create and associate tasks, For example, tasks to folders.
M
C

With ccmMercury unlimited tasks can be associated to a folder.
4.2 Workflow Routes The solution must support four types of workflow routing:
  • Ad hoc - user specified when and as required
M
C
  • Predefined (fixed) - reusable common routing that can be used but not changed by users
M
C
  • Predefined (changeable) - reusable common routing that the route creator or performer(s) can adjust by adding or modifying route tasks when allowed by the business rules of the process
M
C
  • Conditional - use of decision points and behavioural rules within the workflow process to cause or prevent specific actions during the process
M
C

With ccmMercury. Users can use any of the above four types of workflows.
Users provided access to a correspondence folder must be able to view the status and progress of that folder through the task. The status of a tasks should be, at the minimum, one of the following;
  • Unread
  • Read
  • Accepted
  • Active
  • Pending
  • Closed
M
C
4.3 Linking or Grouping of Folders The solution must allow users to link or group folders to each other. A user that locates one folder must be able to identify linked folders or folders of the same group.
M
C
4.4 E-mail Notification The solution must have capability to integrate into any of the GoC approved e-mail applications so that a user receives notification for task and folder status changes.
M
C

ccmMercury works with any MAPI-Compliant e-mail application and does not require any customized integration.
The solution should include the ability for the administrator to customize the notification templates for location, folder, task, and attachment information.
HD
C
The system administrator must be able to turn e-mail notifications "on" or "off".
M
C
4.5 Application References The e-mail message must contain a link that when activated will launch the application and display for the user, the appropriate record.
M
C
The solution must allow a user to send referenced items as attachments to an e-mail message, to those users who do not have the solution installed.
M
C
4.6 Send Tasks to Multiple performers When creating a task, a user must be able to send that task to multiple performers.
M
C

Tasks can be sent to single user or to a distribution list (multiple users).
4.7 Number of supported workflow templates The solution must support 1000+ workflow templates.
M
C

Unlimited workflow templates can be supported by ccmMercury.
4.8 Support for Parallel and sequential Workflow Paths When creating workflows, the solution must support both parallel tasks as well as sequential tasks.
M
C

With ccmMercury, you can created sequential, parallel tasks and return processes (where the task has to go back to the task originator). These tasks are visually displayed on the interface by using inquisitive icons.
When creating complex, or multi-stage workflows, the solution should support sequential tasks within parallel tasks.
HD
C
4.9 Support Re-Routing of Tasks The solution must support a user or manager�s ability to adjust task workflow including re-routing tasks.
M
C

Depending on the user�s role, they can adjust workflow.
4.10 Display Status A status code and/or icon must be associated with correspondence folders, and tasks. Users must be able to visually ascertain from the folder or task profile both the priority of a task or folder, as well as whether that folder or task is on-schedule.
M
C

Various types of icons are associated to a correspondence folder and tasks. Users can visually ascertain the status of the folder or task from these icons.
4.11 Audit Trail The solution must have an audit trail feature that allows users to display the history associated to tasks or the history of the entire correspondence folder.
M
C
The solution should restrict the display of an audit trail to users with designated access rights.
HD
C
The solution must maintain an audit trail of all activities relating to document and e-mail storage:
  • In RDIMS
M
C
  • In the solution database where RDIMS is not integrated
M
C
4.12 Lifecycle and Storage Management The solution must allow users with the appropriate access rights (For example, system administrators or records managers) to perform storage management.
M
C
The storage management component must allow users with appropriate access rights to manage multiple, separate logical or physical databases/repositories.
M
C
The solution must allow separate logical or physical databases/repositories to be designated as active or inactive storage facilities.
M
C
The solution must allow for linking active or inactive repositories to Retention and Disposition (R&D) schedules. Note: R&D schedules normally differentiate between Active storage, Inactive storage and disposition.
M
C
The storage management component must allow users with appropriate access rights to transfer information and metadata from one repository to another repository.

Note: The process of transferring information from an active repository to an inactive repository is often referred to colloquially as archiving.
M
C
The storage management component should allow users with appropriate access rights to manage online, near-line and offline storage of information and metadata.
HD
C
The storage management component must allow users with appropriate access rights to permanently delete or dispose of information.
M
C
The solution must enforce R&D when performing disposition or deletion.
M
C
The solution must allow users to selectively include or exclude archived correspondence folders and related information from searches.
M
C
By default, the solution should exclude archived correspondence folders and related information from searches.
D
C
The solution must allow for the assignment and processing of approved Retention and Disposition (R&D) schedules to correspondence folders and related information, for the purposes of lifecycle /records management.

Note: When processing R&D schedules, the lifecycle/records management process (managed by RDIMS) must ensure that linkages are enforced and managed accordingly.
M
C

ccmMercury provides all the above functionality.
4.13 Inbox Users must be able to receive task notifications in a user, group or role Inbox.
M
C
4.14 Task Sequences (Workflow sequences) Task sequences can determine a workflow for a particular process. Therefore a mechanism is required that will control the completion of tasks in a logical sequence.
HD
C
The mechanism should have the ability of showing the tasks within the sequence as an "active" task versus a pending task.
HD
C
4.15 Graphical Workflow Design Tool The solution must allow users to design a workflow process using visual, graphical tools. The tool:
M
C
  • Should incorporate drag and drop feature to design a workflow process;
HD
C
  • Must allow users to create simple workflow processes or complex workflow processes;
M
C
  • Should possess re-size options to zoom-in or out of the workflow process;
HD
C
  • Must allow the user to print the graphical workflow process;
M
C
  • Should allow the user to export the workflow process to XML format;
HD
C
  • Should allow for the setting of properties for the task elements; For example, give each element a unique name; use different types of font types, sizes, colour etc.
HD
C
  • Must allow for the associating of multiple automatic, or system-generated, E-mail events to each task element in the workflow process;
M
C

ccmMercury provides all the above functionality.
4.16 E-mail Notification Format The solution should support the use of �merge� templates to format e-mail. The templates should contain field information from the application merged with standard text.
HD
C
4.17 E-mail Triggers Based on Field Values The solution must provide configuration of e-mail notifications based on rules defined for specific values on any field in the application.
M
C
4.18 Conditional Workflow The solution must allow for the design of workflows with defined conditions. For example, before performing the next task, make sure the result of previous task is "Approved". If result is "Not Approved" the workflow would take another task path.
M
C
4.19 Support for expanded and condensed views of workflow The end-user should be able to choose between expanded and condensed views of a workflow. In the expanded view, the user should see all elements of the workflow. In the condensed view, the user should see only the workflow name and description.
D
C
4.20 Filtered selection of a workflow list. Users should be able to find a workflow from a large list of workflows by entering the workflow name or part of the workflow description.
HD
C
4.21 List of Users and Groups The solution should maintain a list of all users and groups. This list should include names, titles, departments, organisations, e-mail addresses, locations, and phone numbers.
HD
C
4.22 View assigned tasks The solution must allow users to easily identify and view their or individual group's tasks.
HD
C
4.23 Calendar Support (for date selection) The solution must provide access to a calendar feature for all date fields.
M
C
4.24 Compute Due Date When assigning a due date to a particular action, the solution must automatically calculate the due date based on business rules establish for the action and the number of working days available.
M
C
4.25 System Synchronization The solution should provide a method to synchronize groups and users with the departmental directory.
HD
C

2.4 Application Integration Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
5.1 Link Electronic Documents or E-mails Stored in RDIMS The solution must allow a user to link electronic documents and e-mail messages to correspondence folders in the correspondence management solution.
M
C
The solution must allow a link to be created to electronic documents and e-mail messages stored:
  • In RDIMS
M
C
  • In the solution database where RDIMS is not integrated.
M
C
5.2 Launch Attachment in Native Application or Viewer Users must have the ability to launch an attachment in its native application or in a viewer.
M
C
5.3 OCR of Scanned Images The solution must support the integration of Optical Character Recognition (OCR) scanning capability for images scanned and linked to a correspondence.
M
C
The solution must allow a user to copy and paste the OCR text for a selected document into other applications.
M
C
5.4 View Correspondence Folders Associated to RDIMS Document From within RDIMS, users should be able to identify correspondence folders associated to a particular RDIMS document or e-mail message.
HD
C
5.5 Integrate with GOC standard E-mail system The solution must integrate with GoC standard e-mail systems in order to save e-mail messages and associate them to correspondence folders.
M
C
5.6 System Generated E-mail events The application should allow administrators to configure multiple automated system generated e-mail notifications.
HD
C
The solution should trigger the generation of e-mail notifications based on defined criteria or events.
HD
C
The application should allow each automated, system-generated e-mail event to have a unique e-mail message.
HD
C
5.7 The use of profiles for attachments. The solution must allow for the creation of Attachment Profiles.
M
C
The system administrator must be able to configure each profile.
M
C
When adding a new document to a folder, the solution populates pre-configured default profile fields based on the user's profile.
HD
C
The solution should populate Profile information from default meta data already configured within the correspondence management solution, or captured from the attachment's attributes.
HD
C

2.5 Paper Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
6.1 Link Paper Folders A user must have the ability to link correspondence folders in the solution to a paper folder.
M
C
6.2 Print Routing Slip The solution must allow for the creation, and printing of a routing slip containing information taken from the correspondence folder.
M
C
The solution should allow a user to select from multiple formatting templates to print the routing slip.
HD
C

With ccmMercury, users have the following options:
-Print the routing slip.
-Save the routing slip a file.
-Profile the routing slip in RDIMS and attach to ccmMercury record.
-E-mail the routing slip.

2.6 Security & Access Control Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
7.1 User Authentication Authentication of the user id and password is required before accessing the solution.
M
C
The solution must be configurable to allow single login based on a user's Network Login credentials.
M
C
The solution must be configurable to permit double-authentication.
M
C
The solution should allow for the synchronization of User ID and Password entries with the corresponding Network User ID and Password information.
HD
C
7.2 Access Control The solution must provide access control to information such that folders and associated tasks can be restricted to certain users and/or user groups.
M
C
The solution must define the type of access a user or user group has including:
  • View & print only rights
  • Edit rights
  • Full rights
M
C

Unlimited roles can be created within ccmMercury, each role can have unique rights and restrictions.
The solution must provide the:
  • Ability to assign security to various components (For example folders, tasks, attachments, search and reports).
M
C
  • Ability to control individual and/or group access (For example, individuals inherit the access rights of the group or role to which they belong.)
M
C
  • Ability to configure security requirements by a system administrator.
M
C
  • The solution must provide access control to system functionality such that specific features can be restricted by user, group and/or role.
M
C
7.3 Security Classification The solution must have the ability to assign a security classification to each folder from a pick list of classification values. For example, Unclassified, Protected "A", and Protected "B".
M
C
The solution should, based on a comparison of the user's security classification and to those of the requested folders, task and/or attachments, allow or deny access based the user's highest security level.
HD
C

7.4 Encryption /PKI The solution must support the viewing and storing of encrypted emails and attachments using GoC standard Public Key Infrastructure (PKI).
M
C
The solution must support digital signatures / non-repudiation using GoC standard PKI.
M
C

The solution should have the ability to use RDIMS enhanced security features, where available, for managing protected attachments.
HD
C
7.5 Groups The solution must provide the ability to register groups and allow access rights to be set at the user and group levels. Users associated to a group must inherit the access rights of that group.
M
C
7.6 Field level access control The solution must be able to restrict user actions at the field level based on access rights assigned to the user, group or role.
M
C
The solution should be able to restrict user actions at the field level based on the user's security designation.
HD
C

The solution should be able to restrict the display of certain lookup table values based on the user's security designation
HD
C
7.7 RDIMS Access Controls Should Not be Violated Users accessing documents via the solution must not be able to violate the RDIMS access control model.
M
C
7.8 Audit Trail The solution must provide a configurable audit trail that at a minimum logs;
  • The insertion, editing, or, deletion of folders, tasks, attachments, correspondents, users, and groups;
  • User logins;
  • Failed login attempts;
  • Access to audit trails;
  • Access and printing of statistics;
M
NC
7.9 Suspension of User ID The solution must allow administrators the ability to suspend a user's access to the solution.
M
C
The user's login credentials must remain within the solution's security system, but the user would not have the right to access data within the solution.
M
C

7.10 Failed Login Attempts The solution should suspend a login credential after a pre-defined set number of failed login attempts.
HD
C
7.11 System Administrators The solution must distinguish between functionality available to users and system administrators. For example system administrators must have the ability to:
  • View all folders, attachments and tasks;
  • View all groups, history, audit trail, and statistics;
  • Correct correspondent information metadata;
  • Add/Remove Correspondent Types;
  • Add/Remove Classification;
  • Add/Remove Mail type;
  • Add/Remove Action;
  • Add/Remove users;
  • Administer Group and Security
  • Add/Remove/Modify;
  • Workflow/Task lists;
  • Re-assign multiple Folder Re-assign multiple tasks;
  • Perform Bulk folder updates;
  • Perform Bulk Task updates;
M
C

ccmMercury administrators can perform all of the outlined functions and in addition can change the screen layout, system restrictions, data entry rules etc.

2.7 Search Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
8.1 Ad hoc Searching The solution must provide an ad hoc search feature that allows the user to search on a combination of the metadata fields.
M
C

With ccmMercury, users can search on any field on the screen. Users can perform "AND" searches (search on multiple fields) or perform "OR" searches (search on multiple values in a field.
The user must be able to print the search results.
M
C

The users can print the search result by using configurable RTF templates.
8.2 Alter Sort Order The solution must allow for the sorting of correspondence according to the columns in the search result, in ascending and descending order.
M
C
The solution should permit the user to configure the columns displayed during a search, and the order in which they are presented.
HD
C
8.3 Search On Current & Past Correspondence The solution must allow users to selectively search on:
  • Current correspondence
  • Past correspondence
  • Or both
M
C
8.4 Search on Archived Information The solution must allow authorized users to search on "archived" information. For a definition of "archiving" see requirement 4.12 on page 25.
M
C
8.5 Search on Document content as well as Meta Data In addition to searching on meta data fields, the solution must allow the user to search on any text fields on each form within the solution or the content of an attached electronic document.
M
C
8.6 Saved Searches The solution must allow users to save and manage queries.
M
C

Users can create unlimited queries with ccmMercury.
The user should have the option of designating whether the saved query is available for personal or public use.
HD
C
The system administrator should have the ability to manage queries.
HD
C
8.7 Quick Searches The solution must provide users with a single view of information about the folder. This information may include:
  • Unique folder ID
  • Title
  • Description
  • Folder dates
  • OPI
  • Author Category
  • Priority
  • Security
  • Signature
  • File number
  • Status information for tracked objects:
    • Correspondents
    • Contacts
    • Tasks
    • Workflows
    • Notes
    • Attachments
  • Detail information for a selected object
M
C
The user should be able to determine at a glance:
  • The status of the folder
  • What it is
  • Urgency
  • Action required
  • Who has it
  • Where it has been
  • Where it still has to go
  • Lateness
The user should not have to drill down into component objects to view summary information.
HD
C
8.8 Character Sensitivity The solution must provide the ability to perform non-accent and non-case sensitive searches.
M
C
8.9 Searching Related Items The solution must provide the ability to search and retrieve related correspondence items.
M
C
8.10 Grouping Search Results The solution should provide the ability to group search results by user-defined criteria.
HD
C
8.11 Search by Roles The solution must provide the ability to perform queries based on the roles. For example, the user should be able to create a query that returns all correspondence associated to:
  • A Folder Owner
  • An Assignee
  • An OPI
M
C
Roles should be limited to user and groups who are associated with the management of correspondence only.
D
C
8.12 Multiple Value Field Searching The solution must provide the ability to select multiple criteria within specified fields.
M
C
8.13 Filtered Searching The solution must provide the ability to apply various filters to the results of a query For example, some search filters could be:
  • Begins With
  • Contained Within
  • Is Not Contained Within
  • Equal To
  • Not Equal To
  • Is Greater Than
  • Is Less Than
  • Date Range
M
C

2.8 Performance & Architecture Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
9.1 Scalable The solution must be scalable and capable of accommodating multiple users simultaneously accessing the solution with no discernable negative impact on system performance.

For example, some departments experience a high volume of users, in excess of 500 users, accessing the solution simultaneously.
M
C

Depending on the organization's infrastructure, ccmMercury can accommodate any number of users.
9.2 Centralized The solution must allow for users from several offices to work on the same correspondence requirement.
M
C
9.3 Remote Access via Web-Enabled Interface Available Through the Intranet The solution must provide a World Wide Web (WWW) enabled interface allowing remote users to access the solution using GoC standard web clients.
M
C
9.4 Solution should Integrate with GoC approved Information Management Systems The solution must allow a GoC approved Records Management System, RDIMS, to store and manage all electronic documents or e-mail messages associated to a correspondence requirement.
M
C
The solution must allow information associated to correspondence to be stored in any GoC approved database.
M
C
The solution must allow any GoC approved database to store and manage documents and e-mail messages associated to correspondence where RDIMS is not integrated.
M
C
9.5 Solution should Connect to Multiple RDIMS Repositories The solution must be able to connect to one or more RDIMS repositories to track electronic documents and e-mail messages associated to correspondence management.
M
C
9.6 System Maintenance Interface The solution must have an interface that manages common administrative functions including:
  • Managing system installation, system upgrades system data backup and recovery.
  • Managing configuration of field labels, application interfaces, hardware, and communications.
  • Managing a directory of Groups and users
  • Managing all drop-down/pick list and table field requirements
  • Managing workflow/distribution lists for tasks
  • Managing access control requirements
  • Managing attachment types and templates
M
C
9.7 Error Messages The solution should, when necessary, generate error messages in plain language and, where possible, suggest a recovery course of action for the user.
HD
C
9.8 Navigation Prompts The solution should assist the user�s navigation within the solution via appropriate navigation prompts.
D
C
9.9 User Navigation The solution must provide for navigation and command feature access from both the standard keyboard and pointing device.
M
C
9.10 Bulk Updating The solution should provide a feature to accomplish bulk updates.
HD
C
9.11 Multi Screen View The solution must allow for multiple, concurrently open windows.

For example, the solution displays folder information in one window, or set of windows, while all associated attachments could be viewed in a separate window.
M
C
9.12 Unlimited Fields The solution must have the ability to provide an "unlimited" number of custom fields.
M
C
9.13 Response Time The solution's process response time must be within acceptable limits.

For most applications, this means an average response time of less than 5 seconds.

Caveat: This does not apply to reports and on-line queries involving large volumes of records.
M
C
9.14 Segregation of Information The solution must allow the segregation of information into separate logical or physical repositories or databases.
M
C
The solution must allow access to segregated information to be restricted to authorized users, groups or roles.
M
C
The solution should allow the segregation of all correspondence items related to a given individual or group.
HD
C
The solution should allow information to be bulk transferred between repositories or databases.

Note: See related requirement 4.12 Lifecycle and Storage Management.
HD
C
9.15 Data Integrity and Concurrency The solution must allow multiple users to access the same correspondence item simultaneously.
M
C
The solution must prevent multiple users from editing the same correspondence item simultaneously.
M
C

2.9 Other Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
10.1 Bilingual Solution The solution must provide the users the ability to view screens, prompts, and on-line help, in either official language.
M
C
The solution must display field descriptions in the user's choice of official languages.
M
C
System local settings must determine the display formatting. For example, date and currency display settings.
M
C
The solution should allow users to toggle the language on their display between either of the two official languages.
HD
NC
10.2 Folder Referencing The solution must provide the ability to cross-reference one folder to another.
M
C
10.3 Text Spell Checking The solution must provide a proofing feature with the ability to check for incorrect spelling within free-form text fields while entering or modifying the test therein. The aforementioned feature must have the ability to perform its function on text entered in either official language.
D
C
10.4 Folder Copy The solution must provide the ability to selectively copy field values from one folder in order to populate matching fields on a newly created folder.
D
C
10.5 Folder Defaults The solution must provide the ability to set pre-defined folder metadata to user-specific default entries.
M
C
10.6 Correspondent Specific Behaviour The solution must provide the ability to:
  • Create multiple correspondents associated to a folder.
M
C
  • Search for existing correspondent profiles when creating a new folder.
M
C
  • Associate a correspondent profile to multiple folders.
M
C
  • Recognize a potential duplicate correspondent profile before creating a new profile.
M
C
  • Associate a correspondent profile to similar correspondents from the same organization.
D
C
  • Set correspondent profiles to a status of Inactive.
D
C
  • Recognize folders containing the same first and last name metadata items, and provide the option to merge duplicate correspondent profiles. If then merged, associate corresponding folders to the merged profile.
M
C
  • Add multiple Address profiles for a correspondent.
HD
C
  • Maintain Address profiles in either, or both official languages.
M
C
  • Ability to associate correspondent profile information with folder association to templates to enable mail merge and reporting functionality.
M
C
10.7 Close Folder Options The solution must provide the ability to close folders.
M
C
The solution must provide the ability to close a large number of folders simultaneously through a bulk update.
M
C
10.8 Modify Folder Options The solution should provide the ability to modify a field entry in a large number of folders at the same time using bulk processing.
HD
C
10.9 Automated Data transfer to Word Processing Files The solution must provide the ability to generate data, obtained from the solutions data fields, necessary to perform a data merge into word processor formatted template.

For example: Automatically add correspondent name, title, and address to a merge template.
M
C
10.10 Data Inactivation The solution must provide the ability to inactivate data without losing data integrity, such as:
  • The ability to inactivate pick list entries when no longer applicable
M
C
  • The ability to inactivate correspondents from, users, and groups.
M
C
  • The ability to hide inactivated entries during the creation of an object.
M
C
  • The ability to hide inactivated entries on a search interface unless user selects to view all active and inactive entries.
M
C
10.11 Counter When responding to write-in campaigns, the solution must allow for the creation of a single folder, and then associate all other letters received to this folder.
M
C
The folder should maintain a counter which tracks metadata of incoming correspondence including:
  • User who adds to the counter (could be several - today user 1 adds 10, tomorrow user 2 adds 10 more, etc.)
  • Date entered (could be several dates added to the counter per above)
  • Number of letters received (per instance - today 10, tomorrow 10 more, etc.)
  • Total number of letters received (total of all instances)
  • Total number of letters prepared (entered at the end of the process)
M
C
10.12 Track Various Types of Executive Information The solution must have the ability to capture, store, retrieve, produce, and track various types of correspondence objects:
  • Letters
  • Briefing Notes
  • Invitations
  • Referrals
  • Communications Products
  • For example, speeches and media lines.
  • Submissions and Proposals
  • Questions and Answers
  • Petitions, Write-in Campaigns and Post-Cards
M
C
10.13 User Profile Options The solution should have the ability to keep the same user ID with multiple profile options when a user changes job function.
HD
C
The solution should keep the user historical audit trail with one profile, when creating a new profile with new audit trail.
D
C

2.10 Scanning Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
11.1 Insert/Append images The solution must allow users to easily insert and/or append images in the original scanned image.
M
C
11.2 Batch Scanning The solution should allow the user to scan large volumes of correspondence then place the scanned images into a non-indexed file in the solution. This workflow process would then allow other users to go in the non-indexed file containing all electronic records that were scanned using a batch process and select the electronic correspondence he or she will be reviewing.
D
C

2.11 Supplementary Requirements

*Rating system: (M) Mandatory (HD) Highly Desirable (D) Desirable (C) Compliant (NC) Non-Compliant

Ref # Requirement Description Rating WorkDynamics
12.1 Bar Code Integration for Routing Slips The solution must allow for the printing and scanning of bar codes on the routing slip.
M
C
The scanning of a bar code must retrieve the appropriate folder.
M
C
12.2 Ability to Search for Empty Fields. The solution must have the ability to search for null or empty fields. For example, search for "Closed Date = null" to find open records.
M
C
12.3 Execute Saved Search on Application Start-up. The solution should have the ability to run a user-specific, saved search automatically upon the opening the solution.
HD
C
12.4 Records Management Value The solution must allow for the assignment of records management values to each correspondence folder.
M
C

With ccmMercury, IRims, Foremost (Documentum) or RDIMS RM can be used for Records Management.
12.5 Action Codes The solution must allow the user to select from a set of pre-defined specific action codes. Each code corresponds to a pre-determined set of response timelines and milestones.
M
C
12.6 Management of the Retention and Disposition of Paper and Electronic Records. An integrated records management system must manage the retention and disposition of paper-based and electronic records associated to a correspondence.
M
C
12.7 Custom Reply Utility The solution should support the ability for the end user to create:
  • Fully automated replies (standard replies);
  • Semi automated replies (your choice of opening and closing paragraphs);
  • Creative replies (hand-crafted replies);
HD
C
The solution should support the ability for:
  • Envelope creation
  • Label creation
  • Mass reply capability
  • Batch merges
  • Reply "cloning"
  • Batch printing
HD
C