Table of Contents

1. Introduction
o 1.1 Purpose
o 1.2 Scope
o 1.3 Definitions, Acronyms, and Abbreviations
o 1.4 References
o 1.5 Overview
2. Software Description
o 2.1 Product Perspective
o 2.2 Product Functions
o 2.3 User Classes and Characteristics
o 2.4 Operating Environment
o 2.5 Design and Implementation Constraints
o 2.6 Assumptions and Dependencies
3. Specific Requirements
o 3.1 Functional Requirements
 3.1.1 Vehicle Owner Registration
 3.1.2 Vehicle Registration
 3.1.3 Vehicle Modification Registration
 3.1.4 Vehicle Buy and Sell Registration
 3.1.5 Vehicle Accidents Registration
 3.1.6 Vehicle Technical Inspection
 3.1.7 Vehicle Blacklisting and Whitelisting
 3.1.8 Vehicle Registration Fees Collection Management
 3.1.9 Card Printing Capability
 3.1.10 Documents Upload and Storage Support
 3.1.11 Driving License Management
 3.1.12 Vehicle Plate Number Generating Module
 3.1.13 Roles and Permissions Based User Management
 3.1.14 Fingerprint Login Capability
 3.1.15 Custom Web Browser for Accessing the Application
 3.1.16 Integration with Biometric Devices

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 3.1.17 Two-Factor Authentication Implementation
 3.1.18 SMS Gateway Server Setup
 3.1.19 Contractors and Sites Management
 3.1.20 Vehicle Searching Module
 3.1.21 Reporting Module
 3.1.22 Multilingual Support
 3.1.23 Data Quality and Verification Module
 3.1.24 System Action Logs Management Module
 3.1.25 Bulk Data Handling Capability
 3.1.26 Automated Data Backup Module
 3.1.27 Public Website Development
 3.1.28 Server Room Setup
 3.1.29 Disaster Recovery Site Setup

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  3.1.30 Integration with Other Government Systems
o 3.2 External Interface Requirements
 3.2.1 User Interfaces
 3.2.2 Hardware Interfaces
 3.2.3 Software Interfaces
 3.2.4 Communication Interfaces
o 3.3 System Features
 3.3.1 Security Features
 3.3.2 Performance Requirements
 3.3.3 Safety Requirements
 3.3.4 Software Quality Attributes
o 3.4 Non-Functional Requirements
 3.4.1 Usability
 3.4.2 Reliability
 3.4.3 Maintainability
 3.4.4 Scalability
 3.4.5 Portability
 3.4.6 Legal and Regulatory Compliance
4. Conclusion

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1. Introduction
1.1 Purpose

The purpose of this Software Requirements Specification (SRS) document is to provide a

detailed description of the requirements for the Management Information System (MIS. This
document serves as a guide for the MIS developers, stakeholders, and project managers to
ensure that the final product aligns with the specified needs and expectations. This MIS is a
comprehensive software solution designed to streamline and optimize traffic-related processes,
including user management, vehicle registration, vehicle owner registration, vehicle owner
biometric registration, buying and selling vehicles, reporting, logs, financial accounting and
accident reporting.

1.2 Scope

This MIS system aims to automate and streamline various operations, including vehicle and
driver management, fee collection, reporting, and more. The project encompasses both
software development and hardware setup, including the establishment of a secure server
room and a disaster recovery site.

1.3 Definitions, Acronyms, and Abbreviations

• MIS: Management Information System

• API: Application Programming Interface
• SMS: Short Message Service
• DR Site: Disaster Recovery Site
• PHP: Hypertext Preprocessor
• UI: User Interface
• UX: User Experience
• 2FA: Two-Factor Authentication
• Biometric Device: A device that uses biological data (e.g., fingerprints) for identification
• Whitelist/Blacklist: Lists determining allowed or blocked entities
• CRUD: Create, Read, Update, Delete operations

1.4 References
• Biometric Integration Standards
• Open Source Technology Documentation:
o PHP: [Link]
o MySQL: [Link]
o jQuery: [Link]
• Security Standards:
o OWASP Top Ten Security Risks

o ISO/IEC 27001 Information Security Management

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1.5 Overview

This SRS document is organized into sections that cover the overall description of the system,
detailed specific requirements, external interfaces, system features, non-functional requirements,
and appendices containing supplementary information.

2. System Description
2.1 Product Perspective

The MIS system is a custom-built solution designed to replace existing manual and semi-
automated processes. It is intended to be a self-contained system that can be integrated with
other government systems as needed. The system will be deployed on-premises, with servers
located within the Directorate's secure server room and a disaster recovery site at the Ministry
of Interior.

System Interfaces

• Internal Systems: Integration with existing databases and legacy systems within the
Directorate.
• External Systems: API integration with other government agencies (e.g., Ministry of
Interior, Ministry of Finance, and other necessary systems).

Hardware Interfaces

• Biometric Devices: Fingerprint scanners for authentication and vehicle owner

registration.
• Printers: For card printing and document outputs.
• Servers: Web server, database server, and backup server.

Software Interfaces

• Backend Technologies: Open-source technologies such as PHP and MySQL for APIs
and data storage.
• Frontend Technologies: jQuery or similar JavaScript libraries or frameworks for more
interactive user experience.
• Operating Systems: Linux-based servers and windows based client machines.
• Web Servers: Apache or Nginx for hosting the web application.
• Client Applications: Custom web browser for accessing the MIS.

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2.2 Product Functions

The MIS system will provide the following key functionalities:

1. Vehicle and Owner Management: Registration, modification, and management of
vehicles and owners.
2. Transaction Processing: Handling vehicle buy/sell transactions and accident records.
3. Vehicle Technical Inspection: Managing vehicle inspections details and recording
results.
4. Fee Collection: Calculating and recording fees, integrating with payment systems.
5. Document Management: Uploading, storing, and retrieving documents.
6. User Authentication: Role-based access, fingerprint login, and two-factor
authentication.
7. Reporting and Analytics: Generating standard and custom reports.
8. Integration: APIs for communication with other government systems.
9. Public Information: A website for disseminating traffic-related information to the
public.
10. System Administration: User management, system configuration, and action logs.
11. Logging of User Interactions: Log and track user interactions, system activities, and
audit trails for accountability, security, and troubleshooting purposes.

2.3 User Classes and Characteristics

• System Administrators
o Technical staff responsible for system maintenance, user management, and
security.
o High technical proficiency.
• Traffic Directorate Staff
o Responsible for vehicle data inspections, registration approvals, and enforcement.
o Moderate technical proficiency.
• Data Entry Clerks
o Input data into the system from various sources.
o Basic technical proficiency.
• Finance Officers
o Manage fee collection and financial reporting.
o Moderate technical proficiency.
• Sites
o Limited access for specific tasks related to sites management.
o Basic technical proficiency.
• Public Users
o Access to the public website for information.
o Varied technical proficiency.

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2.4 Operating Environment

• Server Environment
o Operating System: Linux (e.g., Ubuntu Server)
o Web Server: Apache or Nginx
o Database Server: MySQL
o Backup Server: Configured with RAID and backup software

• Client Environment
o Custom Web Browser: Built on Chromium or Firefox core with security features
o Biometric Devices: Compatible with Linux and the MIS application
o Operating System: Windows or Linux desktops

2.5 Design and Implementation Constraints

• Technology Stack
o Backend: Open-source technologies such as PHP and MySQL for APIs.
o Frontend: jQuery or similar JavaScript libraries or frameworks.
• Security
o Compliance with national and international security standards.
o Biometric data handling
o .
• Integration
o System must be designed for future integration with other systems based on need
via APIs.
• Hardware
o Servers and devices must meet specified minimum hardware requirements.

2.6 Assumptions and Dependencies

• Network Infrastructure
o Reliable local network connectivity is assumed.
• Hardware Procurement
o Necessary hardware (servers, biometric devices, printers) will be procured timely.
• User Training
o Adequate training sessions will be conducted for all user groups.
• Government Support
o Ongoing support from the Ministry of Interior for DR site setup and maintenance.
• Regulatory Compliance
o All necessary legal approvals and compliance checks will be facilitated.

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3. Specific Requirements
3.1 Functional Requirements

3.1.1 Vehicle Owner Registration

• FR-1.1: The system shall provide a form to capture owner details, including name,
address, contact information, biometric data and other necessary information.
• FR-1.2: Biometric data (fingerprints) shall be captured using integrated biometric
devices.
• FR-1.3: The system shall validate all mandatory fields before submission.
• FR-1.4: Upon successful registration, a unique Owner ID shall be generated.

3.1.2 Vehicle Registration

• FR-2.1: The system shall allow users to register new vehicles by capturing details such as
make, model, year, color, engine number, chassis number and more.
• FR-2.2: The system shall validate the uniqueness of the vehicle using engine number,
chassis number and plate number.
• FR-2.3: A unique Vehicle Registration Number shall be assigned automatically known as
SET Number.
• FR-2.4: The system shall support the uploading of vehicle-related documents (e.g.,
purchase invoice, customs documents, owner related documents and all other types of
documents).

3.1.3 Vehicle Modification Registration

• FR-3.1: The system shall enable users to record modifications to existing vehicles.
• FR-3.2: Modifications can include changes to engine, color, plate number, etc.
• FR-3.3: The system shall maintain a history of all modifications with timestamps and
user information.
• FR-3.4: Required supporting documents must be uploaded for each modification.

3.1.4 Vehicle Buy and Sell Registration

• FR-4.1: The system shall allow users to record the sale or purchase of vehicles.
• FR-4.2: Ownership records shall be updated upon completion of a buy/sell transaction.
• FR-4.3: The system shall generate a Bill of Sale document.
• FR-4.4: Notifications shall be sent to both previous and new owners.

3.1.5 Vehicle Accidents Registration

• FR-5.1: The system shall allow the recording of vehicle accidents, including date,
location, involved parties, and damage details.
• FR-5.2: Accident reports and supporting documents (e.g., photos, police reports) can be

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 uploaded.
• FR-5.3: The system shall link accident records to the involved vehicles and owners.

3.1.6 Vehicle Technical Inspection

• FR-6.1: The system shall schedule technical inspections based on vehicle type and last
inspection date.
• FR-6.2: Inspection results shall be recorded, including passed/failed status and notes.
• FR-6.3: Notifications shall be sent to owners for upcoming inspections.
• FR-6.4: The system shall prevent registration renewal if inspection requirements are not
met.

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3.1.7 Vehicle Blacklisting and Whitelisting

• FR-7.1: Authorized users can add or remove vehicles from the blacklist or whitelist.
• FR-7.2: Reasons for blacklisting or whitelisting must be documented.
• FR-7.3: Blacklisted vehicles cannot undergo certain transactions (e.g., sale, registration
renewal).

3.1.8 Vehicle Registration Fees Collection Management

• FR-8.1: The system shall calculate fees based on vehicle type, registration type, and
applicable taxes.
• FR-8.2: The system shall generate invoices and receipts for fee payments.
• FR-8.3: Integration with financial systems for tracking payments.
• FR-8.4: Support for multiple payment methods (e.g., cash, bank transfer).

3.1.9 Card Printing Capability

• FR-9.1: The system shall generate printable registration cards containing owner and
vehicle details.
• FR-9.2: Cards shall include security features such as QR codes or barcodes.
• FR-9.3: The system shall log all card printing activities for auditing purposes.

3.1.10 Documents Upload and Storage Support

• FR-10.1: Users can upload documents in various formats (PDF, JPEG, PNG).
• FR-10.2: The system shall store documents securely with encryption.
• FR-10.3: Access to documents shall be controlled based on user permissions.
• FR-10.4: The system shall provide version control for uploaded documents.

3.1.11 Driving License Management

• FR-11.1: The system shall allow for the issuance of new driving licenses.
• FR-11.2: Renewal of existing licenses shall be managed, including notifications for
upcoming expirations.
• FR-11.3: The system shall maintain a record of driving offenses linked to the license
holder.
• FR-11.4: Integration with biometric data for license verification.

3.1.12 Vehicle Plate Number Generating Module

• FR-12.1: The module shall generate unique plate numbers following predefined formats.
Zeros and 39 shall not be included in generated numbers.
• FR-12.2: Plate numbers shall be allocated based on vehicle type and region.
• FR-12.3: The system shall prevent duplicate plate number assignments.

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3.1.13 Roles and Permissions Based User Management
• FR-13.1: The system shall allow administrators to create user roles with specific
permissions.
• FR-13.2: Users can be assigned to one or multiple roles.
• FR-13.3: Permissions include CRUD operations on various modules.
• FR-13.4: The system shall support temporary access rights for special tasks.

3.1.14 Fingerprint Login Capability

• FR-14.1: Users shall be able to log in using fingerprint authentication.

• FR-14.2: Biometric data shall be securely stored and comply with privacy regulations.
• FR-14.3: The system shall provide alternative login methods in case of biometric device
failure.

3.1.15 Custom Web Browser for Accessing the Application

• FR-15.1: The custom web browser shall be the only means to access the MIS application.
• FR-15.2: The browser shall include built-in security features such as SSL enforcement
and anti-phishing measures.
• FR-15.3: Browser settings shall be locked down to prevent user modifications.

3.1.16 Integration with Biometric Devices

• FR-16.1: The system shall integrate with biometric devices for fingerprint capture.
• FR-16.2: Drivers for biometric devices shall be installed on client machines.
• FR-16.3: The system shall handle exceptions when biometric devices are not detected.

3.1.17 Two-Factor Authentication Implementation

• FR-17.1: Two-Factor Authentication (2FA) shall be required for all user logins.
• FR-17.2: A one-time password (OTP) shall be sent via SMS to the user's registered
mobile number.
• FR-17.3: The OTP shall expire after a configurable time period (e.g., 5 minutes).

3.1.18 SMS Gateway Server Setup

• FR-18.1: An SMS gateway server shall be set up locally for sending OTPs and
notifications.
• FR-18.2: The system shall queue messages and handle retries in case of failures.
• FR-18.3: Message logs shall be maintained for auditing purposes.

3.1.19 Representatives and Sites Management

• FR-19.1: The system shall maintain records of representatives, including contact

information and credentials.
• FR-19.2: Sites managed by contractors shall be recorded with location details.
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• FR-19.3: Assign tasks or projects to contractors and track progress.

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3.1.20 Vehicle Searching Module

• FR-20.1: Provide advanced search capabilities using criteria such as owner name, vehicle
type, plate number, etc.
• FR-20.2: Support wildcard searches and filters.
• FR-20.3: Search results shall be displayed with options for exporting data.

3.1.21 Reporting Module

• FR-21.1: The system shall offer predefined reports (e.g., daily registrations, revenue
reports).
• FR-21.2: Users can create custom reports by selecting data fields and filters.
• FR-21.3: Reports can be exported in various formats (PDF, Excel).
• FR-21.4: Schedule automated report generation and distribution via email.

3.1.22 Multilingual Support

• FR-22.1: Users can select their preferred language at login or switch within the
application.
• FR-22.2: All text, including error messages and notifications, shall be translated.

3.1.23 Data Quality and Verification Module

• FR-23.1: Implement data validation rules to prevent incorrect data entry.

• FR-23.2: Provide tools for administrators to review and correct data inconsistencies.
• FR-23.3: Automated alerts for data anomalies (e.g., duplicate entries, conflicting
information).

3.1.24 System Action Logs Management Module

• FR-24.1: The system shall log all user actions, including login attempts, data
modifications, and administrative activities.
• FR-24.2: Logs shall include timestamp, user ID, action performed, and IP address.
• FR-24.3: Logs shall be protected from tampering and retained for a configurable period.

3.1.25 Bulk Data Handling Capability

• FR-25.1: The system shall support bulk operations for data import and export.
• FR-25.2: Bulk transactions must not degrade system performance beyond acceptable
limits.
• FR-25.3: Provide progress indicators and logs for bulk operations.

3.1.26 Automated Data Backup Module

• FR-26.1: Schedule full and incremental backups of the database and file storage.

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 • FR-26.2: Backups shall be stored securely and tested regularly for integrity.
• FR-26.3: Administrators can initiate manual backups when necessary.

3.1.27 Public Website Development

• FR-27.1: Develop a public-facing website to provide traffic updates, regulations, and

news.
• FR-27.2: The website shall be responsive and accessible on various devices.
• FR-27.3: Include a content management system for easy updates by authorized
personnel.
• FR-27.4: Provide options for the public to submit inquiries or feedback.

3.1.28 Server Room Setup

• FR-28.1: Set up a secure server room with appropriate environmental controls (e.g.,
temperature, humidity).
• FR-28.2: Install at least three servers: web server, database server, and backup server.
• FR-28.3: Implement physical security measures (e.g., access control, surveillance).
• FR-28.4: Ensure redundant power supplies and backup generators are in place.

3.1.29 Disaster Recovery Site Setup

• FR-29.1: Establish a disaster recovery site at the Ministry of Interior's server room.
• FR-29.2: Implement real-time data replication between primary servers and DR site.
• FR-29.3: Develop a disaster recovery plan outlining procedures for failover.

3.1.30 Integration with Other Government Systems

• FR-30.1: Develop APIs to enable data exchange with other government systems.
• FR-30.2: Ensure data exchange complies with security and privacy policies.
• FR-30.3: Handle data format transformations and validations as required.

3.2 External Interface Requirements

3.2.1 User Interfaces

• UI-1: The custom web browser interface shall provide a dashboard summarizing key
information upon login.
• UI-2: Use consistent navigation menus and icons across all modules.
• UI-3: Forms shall include field-level validations and tooltips.
• UI-4: Responsive design to accommodate different screen resolutions.

3.2.2 Hardware Interfaces

• HI-1: Biometric devices shall connect via USB ports and be compatible with client
machines.

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 • HI-2: Printers for card printing shall support required card sizes and printing quality.
• HI-3: Servers shall have network interfaces compatible with existing infrastructure.

3.2.3 Software Interfaces

• SI-1: Integration with SMS gateway software for message dispatch.

• SI-2: APIs for interaction with external systems, adhering to RESTful principles.
• SI-3: Compatibility with third-party authentication services if needed.

3.2.4 Communication Interfaces

• CI-1: Secure communication protocols (e.g., HTTPS, SSL/TLS) for all data transmission.
• CI-2: Network configurations must support required ports and protocols.
• CI-3: Firewalls and intrusion detection systems shall be in place to protect
communication channels.

3.3 System Features

3.3.1 Security Features

• SF-1: Role-based access control to restrict user permissions.

• SF-2: Encryption of sensitive data both in transit and at rest.
• SF-3: Regular security audits and vulnerability assessments.
• SF-4: Compliance with OWASP Top Ten security practices.

3.3.2 Performance Requirements

• PR-1: System response time shall not exceed 3 seconds for any operation under normal
load.
• PR-2: Support concurrent access by up to 5000 users without performance degradation.
• PR-3: Bulk data processing tasks should complete within acceptable time frames (e.g.,
processing 10,000 records within 5 minutes).

3.3.3 Safety Requirements

• SR-1: Data integrity must be maintained during system failures or crashes.

• SR-2: System shall have fail-safes to prevent data loss during critical operations.
• SR-3: Regular backups to prevent data loss in case of disasters.

3.3.4 Software Quality Attributes

• SQA-1: Usability: The system shall be intuitive and easy to navigate.

• SQA-2: Reliability: The system shall have an uptime of at least 99.5%.
• SQA-3: Maintainability: Code shall be well-documented and modular to facilitate
maintenance.

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 • SQA-4: Portability: The system shall be easily deployable on different hardware
configurations.

3.4 Non-Functional Requirements

3.4.1 Usability

• NFR-1: Provide user manuals and help documentation in all supported languages.
• NFR-2: Conduct usability testing with actual users from different user classes.
• NFR-3: Implement accessibility features to assist users with disabilities.

3.4.2 Reliability

• NFR-4: The system shall recover from crashes without data loss.
• NFR-5: Implement monitoring tools to detect and alert on system issues.

3.4.3 Maintainability

• NFR-6: Use version control systems for code management (e.g., Git).
• NFR-7: Follow coding standards and best practices.
• NFR-8: Regularly update documentation to reflect system changes.

3.4.4 Scalability

• NFR-9: The system architecture shall support scaling up to accommodate increased load.
• NFR-10: Design the database to handle growth in data volume efficiently.

3.4.5 Portability

• NFR-11: The application shall be deployable on different Linux distributions.

• NFR-12: Client applications shall be compatible with both Windows and Linux operating
systems.

3.4.6 Legal and Regulatory Compliance

• NFR-13: Ensure compliance with data protection and privacy laws.

• NFR-14: Biometric data handling must comply with international standards
• NFR-15: Obtain all necessary certifications and approvals before deployment.

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4 Conclusion
This Software Requirements Specification (SRS) document provides a detailed framework for
the development of the Management Information System (MIS). The system aims to streamline
and automate various traffic-related processes, including vehicle and driver management,
biometric registration, fee collection, financial tracking, and accident reporting. By defining
both functional and non-functional requirements, this document serves as a comprehensive
guide for developers, stakeholders, and project managers, ensuring that the final system aligns
with the Directorate's objectives and business needs. Successful implementation of the MIS will
improve operational efficiency, enhance data accuracy, and support better service delivery to the
public.

The MIS is designed to meet both immediate and long-term goals, contributing to a more
transparent and effective traffic management system. Adherence to the specifications in this
document will be essential to ensure the quality, scalability, and usability of the system. Regular
stakeholder reviews and feedback will help keep the project aligned with the expectations,
providing a robust solution that supports national traffic law enforcement and enhances overall
public safety.

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