Tools and Techniques for Requirements Engineering and Management - Requirements Engineering and Management for Software Development Projects - page 188

Table 13.2 Description of the use case (Procurement Requisition) depicted in Fig. 13.11

Project Id
Use case name Procurement requisition

Primary actor Production executive

Other actors Purchase officer, uses this use case to raise enquiries of prospective vendors

Objective of the use
case

1. To capture the material requirement of the production executive
2. To obtain full information of the items to facilitate raising enquiries

Precondition There should be a production order against which the expenditure can be

booked

Trigger The BOM (Bill of Material) should have been prepared and approved

Exit condition 1. Procurement requisition is filled in by the production executive

2. Email is sent to purchase officer that a procurement requisition is
awaiting for next step

Use Case
description

After a purchase order is received from a customer by the marketing
department, it will be passed on to the engineering department. The
engineering department would prepare engineering drawings for
manufacturing the product and releases them to the production planning.
Production planning raises production orders to various production
shops authorizing them to initiate production. Production shops assess
the material stock and raise procurement requisitions on purchase for
procurement of materials that are in short supply. This requisition
triggers procurement action. This requisition would contain information
about the item code, item description, the required quantity, the date by
which the item is required and the estimated cost of the item being
procured, along with references to the production order and the project
id. The requisition is computer based and need to be accessible from the
production shop's PC

Workflow 1. Production order is received by the production shop

2. Material stock in the warehouse is assessed and material shortages are
enumerated by the production executive
3. Production executive raises the procurement requisition using the
computerized procurement system
4. The requisition is sent for authorization of concerned authority
automatically by the computer
5. The authorization is granted by the concerned executive
6. An email is sent to the purchase office that a procurement requisition is
awaiting action

Alternate workflow Sometimes, the system itself has to raise the procurement requisition

especially in the matter of standard items such as hardware like nuts and
bolts, stationary, cleaning materials and so on. This has to be based on
re-order level, ordering quantity, and safety stock decided for each of
the standard items in the stock

cases, they attach formats currently being used in the organization. Sometimes,
these are elicited from the users by the designers and are used for software design.
Use cases have become very popular tools for capturing the project requirements
in recent times due to their simplicity and clarity of presentation. The use case
diagrams are very easy to draw and even easier to comprehend.