Procurement Management - System Requirements

Document ID: PROC-SR-001 Version: 1.0 Last Updated: May 2026

💻 Technical Requirements

Browser Requirements

Supported Browsers: - Google Chrome (latest version) - Mozilla Firefox (latest version) - Microsoft Edge (latest version) - Safari (latest version on Mac)

Minimum Requirements: - HTML5 capable - JavaScript enabled - Cookies enabled - Screen resolution: 1024x768 (minimum) - Recommended: 1920x1080

Not Supported: - Internet Explorer (any version) - Very old browsers - Mobile browsers for full functionality

Internet Connection

• Minimum: 2 Mbps download / 1 Mbps upload
• Recommended: 5 Mbps download / 2 Mbps upload
• Connection type: Broadband (DSL, cable, fiber)
• Reliable connection recommended
• VPN supported for remote access

📱 Mobile Access

Mobile App

Available On: - iOS (iPhone, iPad) - Version 14.0 and later - Android - Version 8.0 and later

Features Available on Mobile: - View requisitions - Approve/reject requisitions - Track orders - View delivery status - Submit new orders (basic fields) - Receive notifications - View dashboard summary

Features NOT on Mobile: - Complex customization - Bulk uploads - Advanced reporting - System administration

Installation: - Download from App Store (iOS) - Download from Google Play (Android) - Login with institution credentials - Offline capability (limited)

🔐 Security Requirements

Authentication

• Username/Password: Institutional login credentials
• Multi-Factor Authentication (MFA): Required for high-value approvals
• Session timeout: 30 minutes of inactivity
• Single Sign-On (SSO): Integrated with institution directory
• Password Policy: Per institutional standards

Access Control

• Role-Based Access Control (RBAC): Yes
• Segregation of Duties (SoD): Enforced by role
• Activity Logging: All transactions logged
• Audit Trail: Complete history maintained
• Data Encryption: HTTPS transmission, encrypted storage

Compliance

• SOC 2 Type II: Certified
• HIPAA: Compliant (if applicable)
• FERPA: Compliant (for educational institutions)
• Data Retention: Configurable (default 7 years)
• Backup & Recovery: Daily backups, tested quarterly

🖥️ Server Requirements

Hosting Environment

• Cloud-based: Yes
• Server Location: [Institution-specific]
• Availability: 99.5% uptime SLA
• Scalability: Auto-scaling for peak usage
• Redundancy: Multiple data centers
• Disaster Recovery: RTO 4 hours, RPO 1 hour

API Specifications

REST API Available: - Base URL: https://api.institution.edu/procurement/v1 - Authentication: OAuth 2.0 - Response Format: JSON - Rate Limiting: 1000 requests/hour per application

Integrations Supported: - Accounting software (QuickBooks, SAP, Oracle) - ERP systems - Human Resources systems - Email systems (Office 365, Gmail) - Calendar systems - Custom integrations via API

📊 Data Requirements

Database

• Type: SQL Server / Oracle / PostgreSQL
• Size: Scales with transaction volume
• Performance: <2 second response time target
• Backup: Automatic daily
• Recovery: Tested quarterly

Storage

• Document Storage: Cloud (AWS S3 / Azure Blob)
• Capacity: Scales automatically
• Retention: Configurable
• Archive: Long-term cold storage after 7 years
• Encryption: AES-256

🔗 Integration Requirements

Required Integrations

1. Accounting System
   • GL posting required
   • Budget validation required
   • Cost center integration required
   • Payment processing interface required
2. Email System
   • Notifications sent via email
   • Requires SMTP connection
   • Reply-able emails preferred
   • Distribution list support required
3. User Directory
   • Active Directory / LDAP integration
   • User profile information
   • Department and manager mapping
   • Approval chain determination
4. Calendar System (optional but recommended)
   • Calendar invites for scheduled work
   • Availability checking
   • Conflict detection

Optional Integrations

• Purchase card system
• Vendor portals
• Shipping/tracking APIs
• Quality systems
• Asset management systems

👥 User Requirements

System Administrator

• 1 per institution (minimum)
• IT background preferred
• System access: Full
• Responsibilities:
  • User provisioning
  • Permission management
  • System configuration
  • Troubleshooting
  • Backup management

Finance Manager

• Budget and cost management
• Invoice review and approval
• Spending oversight
• Reporting

Procurement Officer

• Vendor management
• PO creation and transmission
• Delivery coordination
• Exception handling

Department Head/Approver

• Requisition approval
• Departmental oversight
• Budget authority delegation

Requester/User

• Access to submit requisitions
• View their own requisitions
• Receive notifications

📋 Configuration Settings

System Configuration

Budget Settings: - Budget periods (fiscal year dates) - Budget hierarchy - Cost center structure - Approval authority limits - Budget override rules

Vendor Settings: - Approved vendor list - Preferred vendors - Blacklist vendors - Standard payment terms - Contract management

Approval Rules: - Approval chain by amount - Approval chain by item type - Department-specific rules - Exception handling procedures

Notification Settings: - Email templates - Notification timing - Escalation rules - Reminder frequency

🚀 Implementation Requirements

Pre-Implementation

• Budget: [Institutional decision]
• Timeline: 8-12 weeks typical
• Stakeholder Commitment: Required from Finance, IT, Procurement, Departments
• Data Migration: History from previous system
• Testing: 2-4 weeks UAT

Implementation Phases

1. Planning & Design (Weeks 1-2)
   • Requirements gathering
   • System design
   • User roles definition
   • Approval authority configuration
2. Configuration (Weeks 3-4)
   • System setup
   • Integration setup
   • User provisioning
   • Testing environment
3. Testing (Weeks 5-8)
   • Unit testing
   • Integration testing
   • User acceptance testing (UAT)
   • Performance testing
4. Training & Rollout (Weeks 9-10)
   • Staff training
   • Documentation preparation
   • Pilot with department
   • Full rollout
5. Support & Optimization (Weeks 11-12)
   • Issue resolution
   • Performance tuning
   • User feedback collection
   • Optimization

📈 Capacity Planning

Expected Usage

• Total Users: [Institution size dependent]
• Concurrent Users: 10-15% of total
• Daily Requisitions: [Industry dependent]
• Peak Time: Month-end, quarterly close
• Storage Growth: ~100GB per year (average)

Scaling Strategy

• Server capacity: Auto-scaling enabled
• Database: Partitioned by date for performance
• Storage: Cloud-based, unlimited growth
• Network: Redundant connections
• Monitoring: Real-time performance monitoring

🔧 Maintenance & Support

Regular Maintenance

• Database Maintenance: Weekly optimization, nightly backup
• Security Patches: Applied monthly
• System Updates: Quarterly major updates
• Performance Tuning: Monthly review
• Archive & Cleanup: Quarterly

Support Model

• Level 1: User support via email/phone
• Level 2: Advanced troubleshooting
• Level 3: Vendor support
• Emergency Support: 24/7 on-call
• Response Time: 4 hours for critical issues

Monitoring

• System Health: Continuous monitoring
• Performance Metrics: Tracked hourly
• Error Tracking: Automatic alerting
• Capacity Planning: Monthly review
• Disaster Recovery: Tested quarterly

📚 Related Documents

• [[Procurement Management/Overview|Module Overview]]
• [[Procurement Management/Complete Workflow|Complete Workflow]]
• [[Procurement Management/Detailed Processes|Detailed Processes]]
• [[Procurement Management/User Guide|User Guide]]