TECHNICAL DESIGN SPECIFICATION

Document Monitoring System (DMS)

RFC# 2023-04-004 – DMS Various Updates

Document Author: Earl Janiel F. Compra

Classification: Confidential
Version: 1.0
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

DOCUMENT CHANGE LOG

VERSION UPDATED BY DATE UPDATED DESCRIPTION

1.0 Earl Janiel F. Compra May 2023 Initial version for TDS Document

AUTHOR

NAME/ POSITION SIGNATURE DATE

Earl Janiel F. Compra, AppDev Pillar 3 SA/Programmer

APPROVED BY:

WITH IMPACT/ NAME/ POSITION SIGNATURE DATE

NO IMPACT

No Impact Carlorenz Paleracio, AppDev Pillar 1 Head

No Impact Lemuelle Reambillo, AppDev Pillar 2 Head
With Impact Vera Abordo, AppDev Pillar 3 Head
No Impact Jeffrey Lateo, IDD Head

DOCUMENT ACCESS CONTROL LIST

NAME Role Access

(Author/Reviewer/Approver) (Read, Write/Read Only)
Earl Janiel F. Compra Author Read, Write
Miguel Lorenzo G. Clarin Reviewer Read Only
Lemuelle Reambillo Approver Read Only

Vera Abordo Approver Read Only

Carlorenz Paleracio Approver Read Only

Jeffrey Lateo Approver Read Only

 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

Table of Contents
1. OVERVIEW............................................................................................................................................ 4

1.1 CHANGE OBJECTIVE...................................................................................................................................4

1.2 OTHER APPLICATIONS AFFECTED..................................................................................................................4

2. PROPOSED CHANGES............................................................................................................................ 4

2.1 SYSTEM ARCHITECTURE..............................................................................................................................4

2.2 SYSTEM COMPONENT................................................................................................................................5
2.3 DATA FLOW.............................................................................................................................................5
2.4 DESIGN CONSIDERATIONS...........................................................................................................................5
2.5 MODULES/PROGRAMS/JOBS......................................................................................................................5
2.6 FILE SPECIFICATIONS..................................................................................................................................6
2.7 REPORT SPECIFICATIONS.............................................................................................................................6
2.8 DATABASE SPECIFICATIONS/DATA DICTIONARY...............................................................................................6
2.9 PARAMETERS...........................................................................................................................................8
2.10 BACK-UP & RESTORE.................................................................................................................................8
2.11 HOUSEKEEPING........................................................................................................................................ 8

3. ASSUMPTIONS AND DEPENDENCIES..................................................................................................... 8

4. TESTING & DEBUGGING........................................................................................................................ 9

5. ESTIMATES........................................................................................................................................... 9

6. APPENDIX............................................................................................................................................. 9

Document Version : 1.0 3|P a g e

Classification : Confidential
Author : Earl Janiel F. Compra
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

1. Overview
1.1 Change Objective

The Document Monitoring System (DMS) is a system that allows individuals/organizations

to keep track of the changes and versions of various documents. This system provides a
centralized platform where documents are being stored, managed, and tracked for easy
access and monitoring.

Currently, the system had encountered issues which requires attention. It is recommended
that the cited issues be addressed or fixed to avoid any negative impact on the system’s
functionality and the organization’s operations.

Additionally, BSP had released a Circular 1137 memorandum in which required additional
information from the DMS document report. This additional information is only required
for all outsourcing contract documents.

To address the encountered issues as well as to respond to BSP new memorandum, a

change request was initiated.

1.2 Other Applications Affected

None.

2. Proposed Changes
2.1 System Architecture

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Classification : Confidential
Author : Earl Janiel F. Compra
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

2.2 System Component

DMS Website.

2.3 Data Flow

No change to existing data flow.

2.4 Design Considerations

2.4.1 User Experience

 The application shall let the user select Contract Type when creating or editing
Contract and SLA documents.
 The application shall be able to display the selected requirements during
creation, editing, and checker and approver stages.
 The application shall be able to validate the character count of the Description
field.
 The application shall be able to accept or display return carriage.
 The application shall be able to comply with BSP Circular 1137 by including
additional fields for outsourcing service contract documents.
 The application shall be able to modify employee names in the user list
maintenance.
 The application shall be able to display users that were not displayed before in
generating the user list report by removing unit detail as mandatory information
in report generation.

2.4.2 Target Users

All DMS Users.

2.4.3 Development Platform and Servers

Existing development platform and servers will be used.

Application Server MAIA

2.5 Database Server MAIA

Modules/ Technology C#.NET, ASP.NET, MS SQL
Programs/Jobs/Patch

2.5.1 New

None.

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Classification : Confidential
Author : Earl Janiel F. Compra
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

2.5.2 Existing

 Saving Document Requests/Documents

o Change the value to be saved in Contract Type when the Category is not
Contract or SLA
o Add a character counter and validation message for Description field
o Add additional fields based on BSP Circular 1137 for Outsourcing
documents
 View Document Requests/Documents
o Disable Requirements checkboxes to prevent from being modified
o Add additional fields based on BSP Circular 1137 for Outsourcing
documents
 User Management
o Include Full Name to be saved when modifying user details
 DMS Form Validator
o Add validation for the additional fields based on BSP Circular 1137

2.6 File Specifications

None.

2.7 Report Specifications

2.7.1 New

None.

2.7.2 Existing

 Document Request Report

o Add columns to be generated/displayed in the report
 Document Report
o Add columns to be generated/displayed in the report

2.8 Database Specifications/Data Dictionary

2.8.1 New

 Save Document Request Stored Procedure

o Add the additional columns based on the BSP Circular 1137
 Save Document Stored Procedure
o Add the additional columns based on the BSP Circular 1137
 Save Document by System Manager Stored Procedure
o Add the additional columns based on the BSP Circular 1137

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Classification : Confidential
Author : Earl Janiel F. Compra
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

 User List Report Stored Procedure

o Edit the Stored Procedure to make Unit Detail not necessary for generating
report

2.8.2 Existing

 Adding columns to Document Requests Table

Column Name Data Type

Materiality int
IsBSPApprovalApplicable int
BSPApprovalDate datetime
OutsourceArrangementTech int
OutsourceArrangementIntraOrThird int
AddressOfServiceProvider varchar(150)
HasAlternateServiceProvider int
NameAlternateServiceProvider varchar(100)
IsCloudOutsourcing in
CloudOutsourcingModel varchar(50)
CloudDeploymentModel int
HasInvolveCustomerInfo int
LocationServicesPerformed varchar(150)
HasBusinessPlan int
DateBusinessPlanLastTested datetime
HasIndependentThirdAuditReview int
LatestAuditDate datetime
AuditConductor varchar(150)

 Adding columns to Documents Table

Column Name Data Type

Materiality int
IsBSPApprovalApplicable int
BSPApprovalDate datetime
OutsourceArrangementTech int
OutsourceArrangementIntraOrThird int
AddressOfServiceProvider varchar(150)
HasAlternateServiceProvider int
NameAlternateServiceProvider varchar(100)
IsCloudOutsourcing in
CloudOutsourcingModel varchar(50)
CloudDeploymentModel int

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Classification : Confidential
Author : Earl Janiel F. Compra
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

HasInvolveCustomerInfo int
LocationServicesPerformed varchar(150)
HasBusinessPlan int
DateBusinessPlanLastTested datetime
HasIndependentThirdAuditReview int
LatestAuditDate datetime
AuditConductor varchar(150)

 Function Remove Special Character

o Added Return Carriage as a valid character
 View Document Requests
o Added the additional columns based on the BSP Circular 1137
 View Documents
o Added the additional columns based on the BSP Circular 1137

2.9 Parameters
None.

2.10 Back-up & Restore

No change.

2.11 Housekeeping
No change.

3. Assumptions and Dependencies

 The system shall be able to:
o the let user to select Contract Type when creating/editing Contract and SLA
Documents
o display the selected requirements during creation, editing, and checker and approver
stages.
o validate the character count of the Description field
o accept and display return carriage
o comply with BSP Circular 1137 by including additional fields for Outsourcing service
contract documents
o modify Employee Name in the User List Maintenance
o display users that were not displayed before in generating User List Report by
removing Unit Detail as a mandatory information in report generation
 The test environments for the following applications will be available:
o DMS SIT/UAT

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Classification : Confidential
Author : Earl Janiel F. Compra
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

4. Testing & Debugging

 ITG ADD (SIT), OTP (UAT) shall conduct their own testing and test script preparation to
ensure all possible scenarios covered and accounted.
 The following items and scenarios should be covered during the SIT and UAT. These are but
not limited to:
o Creation of new documents that are Contract or SLA, Contract and Outsourcing,
Contract and Non-Outsourcing. Including remarks with return carriage, checked
document requirements, and the additional fields.
o Editing of existing documents that are Contract or SLA, Contract and Outsourcing,
Contract and Non-Outsourcing. Including remarks with return carriage, checked
document requirements, and the additional fields.
o Viewing of existing documents that are Contract or SLA, Contract and Outsourcing,
Contract and Non-Outsourcing. Checking return carriage is not removed, displaying
the checked requirements, and the additional fields.
o Check if the Employee name is in-sync with the active directory after modification
o Viewing all DMS Users in User List Report
o Displaying additional fields in Documents and Document Requests Report

5. Estimates

6. Appendix
APPENDIX DESCRIPTION EMBEDDED FILE
A Request for Change

Document Version : 1.0 9|P a g e

Classification : Confidential
Author : Earl Janiel F. Compra
 TECHNICAL DESIGN SPECIFICATION
Document Monitoring System – DMS Various Updates
RFC# 2023-04-004

Document Version : 1.0 10 | P a g e

Classification : Confidential
Author : Earl Janiel F. Compra