Non-functional aspects

These are factors that aren't directly a part of the transformation of data, which is what processes do. Rather they govern various aspects of how they are done, controlled and to what level.

The non-functional aspects will help later during the to-be, when the non-functional requirements are detailed.

Volumes

[TBD]

This will be summarised from the volumes in the I/O Descriptions and cross-checked with summary-level stats they maintain.

Physical security

Access to the warehouse, goods in and goods out areas is via secure doors, pin-number controlled. Security cameras cover all entrances, exits and key points.

System security

All PCs have password protected log-ons and staff are supposed to lock their systems when left unattended.

Audit approach

A post-in book is used to record all in-bound post. Each area counts in the number of post-items they action and update the post-in book at the end of the day. This makes sure all items have been dealt with.
Receipts that couriers sign when they accept the parcels for delivery to customers are tied up with the original orders - confirming all orders in are either on back order or have been supplied. A similar approach is used for goods in. All copies of supplier delivery notes and customer returns gets cross checked against the originating paperwork.

Business rules

Ref	Name	Description of business rule
BR01	Orders from new customers	All new customers must be vetted by accounts before any of their orders are processed.
BR02	Stock levels	Unless withdrawn, no stock items are to fall to zero holding.
BR03	Credit limit checking	Customers are not allowed to exceed their credit limit. If an order would put them over that limit a part-order can be filled. In such situations, the customer is referred to the Accounts department.

Service level agreements

Ref	Name	Summary of key arrangements
SLA01	Couriers collections	Collections are made 4 times per day. Rush collections can be made (requested by phone call) but a higher rate per Kg applies. The response time is 35 minutes, best endeavours.
SLA02	Supplier orders	All suppliers use a mixture of their own delivery fleet and couriered post. We have a next business-day delivery agreement with all the major suppliers for urgent items and a 2-day service for all other orders. The clock starts ticking from when they receive our orders but orders received after 4pm are treated as arriving the following business day. Urgent orders usually have to be faxed to a special number.
SLA03	Terms and conditions of sale	The full document is held on file as paper copy in the Marketing Department's filing system.

Targets

Ref	Name	Description of target
T01	Time to fill orders	All orders are to be processed on the day of receipt, either being filled and handed over to the couriers for delivery or passed back to sales for placing on back order.
T02	Back orders	All back orders are to be filled within 10 working days of receipt of initial order.

Document retention policy

Every year, the Accounts department goes through the customer master file, removing items older than 3 years to a document archive store in the department. Files held there are securely destroyed after seven years.