Unisys West

INTELLIGENCE AND SECURITY (I&S) SYSTEM SPECIFICATION FOR EMAIL

Prepared By: David Liong Consultant of Dialog IT Version: V1.0

Approved By: Peter Jay Project Manager of Dialog IT

REVISION HISTORY
This document is under version control VERSION NO REASON FOR UPDATE 1.0 2.0 3.0 First Draft Final Draft Revision DATE ISSUED 28 June 2007 19 October 2007 23 October 2007

DOCUMENT ACCEPTANCE
NAME Peter Jay David Liong TITLE Project Leader Senior Developer SIGNATURE DATE 19.10.07 19.10.07

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TABLE OF CONTENTS
1. INTRODUCTION...........................................................................3
1.1 Purpose............................................................................................3 1.2 Scope................................................................................................3 1.3 References........................................................................................3 1.4 Design Inputs....................................................................................3 1.5 Design Outputs..................................................................................4

2. DEFINITIONS................................................................................5 3. DESIGN CONSTRAINTS..................................................................6 4. ACCEPTANCE CRITERIA.................................................................7 5. ENTITY RELATIONSHIP DIAGRAM (LOGICAL)...................................8

5.1 E/R Diagram......................................................................................8 .............................................................................................................8 5.2 Entity and Attribute Definitions (If not in requirements)......................8 5.3 Normalised Data Model....................................................................10 5.4 Other Data Model............................................................................10

6. PROCESS DEFINITION.................................................................11
6.1 DFD's and/or Functional Decomposition............................................11 6.2 Process and /or Function Descriptions..............................................11

7. SCREEN DEFINITIONS.................................................................17
7.1 Menu Structure................................................................................17 7.2 Screen Layouts................................................................................17 7.3 Screen Descriptions.........................................................................17

8. REPORT DEFINITIONS.................................................................18
8.1 Report Layouts................................................................................18

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1. INTRODUCTION
1.1 Purpose
During 2005, Pretzel Logic developed the Intelligence & Security Portal based on the recommendations of the Intelligence and Security review at that time. However as a result of the split of the DOJ (Department of Justice) into two departments, i.e. Department of Corrective Services and the Department of the Attorney General, the outcome from the enquiry and from gained knowledge, a number of revisions and enhancements to the Portal are now required, as described in the scope section.

1.2 Scope
Only two requirements are considered to be in scope for this project which needs to be completed. Provide an online J-Staff portal facility for all WA prison staffs to submit and publish a daily report concerning circumstances rose about a prison that could be a potential security risk or threat (e.g. rumours about a prison break). Provide an automatic workflow application to send these submitted reports by Staff via J-Staff portal, without the need for manual intervention on a daily basis via email to the Superintendent staffs in charge of each WA prison. The email shall be sent every evening after business hours, 7 days a week at 5pm.

1.3

References

People involved in this project are: Allan Waller (DOTAG client) Arwa (External Consultant representing the client) Peter Jay (Project Manager) David Liong (Developer)

1.4

Design Inputs
Through the secure online portal facility that will allow staffs to enter and submit information, which gets stored in a database. (See section 7 for more details on the screen layout to the input portal page) Through phone call where staffs voice will be recorded using IVR (Inclusion of Voice Recognition) system, which gets stored in a database.

The daily report is gathered via two ways:

For more information about IVR, please see the IVR.doc in source safe located at: $/Porta/DotAG/Portlets/Intranet/IntelligenceSecurity/Public/Doc

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1.5 Design Outputs

The report that needs to be generated and get sent via email daily to the Superintendent staffs will contain the following information: Total number of calls raised (i.e. number of submission entered via J-Staff portal) in each prison. Total number of other calls raise through IVR system for all prisons. The email content that gets sent to the Superintendent will be as follows Subject: Information Report for xx Prison Body: Dear Superintendent/General Manager Please find attached a summary report of total number of Information Reports submitted through J-Staff about your prison today: Total Reports = xx NOTE: Please do not reply back to this email address as this email was auto-generated by the IAS console application. The out report will be retrieve from iBase database (see section 5 for more details)

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2.
N/A

DEFINITIONS

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3.

DESIGN CONSTRAINTS

The following constraints below address the limitation of the IAS system: A .NET console application will be use to send the email and will be installed on the clients server box. The Superintendent email address for each prison is defined in a database table call dbo.TBL_PL_ISC_Locations (See section 5 for more details). This table contains the following data below:
LocationId 1 2 3 4 5 6 7 8 16 10 11 12 13 14 15 16 LocationName Hakea Prison Acacia Prison Karnet Prison Farm Woorooloo Prison Farm Banksia Hill Detention Centre Bandyup Womens Prison Boronia Pre Release Centre Casuarina Prison Rangeview Prison Albany Regional Prison Broome Regional Prison Bunbury Regional Prison Eastern Goldfields Regional Prison Greenough Regional Prison Roebourne Regional Prison Other EmailAddress [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

Emails to all the Superintendent staffs is schedule to send daily (7 days a week) at 3:30pm The MS Windows Scheduler on the clients server will be use to run the console application. The source entity of where the email was sent shall be from a factitious email address of: [email protected] Email will be sent using the SMTP server service. The database table that contains capture information entered by staff through the J-Staff portal web page (See section 7 for more details) was already encrypted. The user who access to J-Staff portal will need access security clearance approval.

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4.

ACCEPTANCE CRITERIA

4.1 Website location The live J-Staff portal URL that allows prison staffs to submit their report is located on the Submit Info Report tab portlet on Intelligence & Security Community at: http://j-staff (accessible from within the intranet network office) Whilst the development J-Staff portal URL is: http://alistportal.intranet.justice.wa.gov.au/portal/server.pt 4.2 User Acceptance Testing The following UAT test plan below is the proposed method of getting clients approval that the console application is working correctly before releasing it live. Allan Waller will do a live test by firstly notifying all Superintendent staffs that they will receive a test email Submit report via the J-Staff portal Run the console application. Check with the entire Superintendent staffs that they have received a test email.

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5.

ENTITY RELATIONSHIP DIAGRAM (LOGICAL)

5.1 E/R Diagram

5.2

Entity and Attribute Definitions (If not in requirements)

DEVELOPMENT DATABASE SQL server: scdccswdv01 Database name: IAS_Portal_STAGING Tables: dbo.TBL_PL_ISC_Locations dbo.TBL_PL_ISC_InformationReportStore New Stored procedures: SpGetTotalCallsRpt.sql spGetSuperIntendentEmail.sql LIVE DATABASE SQL server: hakeprfps02.intranet.justice.wa.gov.au Database name: IAS_ Table: dbo.TBL_PL_ISC_Locations
Column Name LocationId LocationName EmailAddress (new) Data Type int Varchar(50) Varchar(255) Allow Nulls No Yes Yes

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Table: dbo.TBL_PL_ISC_InformationReportStore

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5.3 Normalised Data Model

N/A

5.4 Other Data Model

N/A

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6.
6.1
N/A

PROCESS DEFINITION
DFD's and/or Functional Decomposition Process and /or Function Descriptions

6.2

Unisys West has developed a .NET console application that will send email to the entire Superintendent staff of each prisons. There are in total 15 prisons in WA (current at the time of writing this document) with Acacia Prison being a private prison. Therefore 15 emails will be sent out together in one go when this console application run every evening at 5pm. The console application shall be schedule to run using Windows schedule task. Console Application .NET Project file name: ConsoleAppEmail.sln Source code: In VSS located at:
\\scdccsapp03\VSSData\SourceSafeData\Portal\Intranet\IntelligenceSecurity\ConsoleAppEmail Staging: \\89.20.2.166\portlets\IAS\ConsoleApps\ConsoleAppEmail

Product Name: Console Email Application Executable file: ConsoleAppEmail.exe (v1.0 first release) Dependant reference library files: Pretzel.Clients.DOJ.DAL.dll Pretzel.Configuration.dll Pretzel.Cryptography.dll Pretzel.Logger.dll Pretzel.Data.dll Others: Config.xml XML configuration file with settings to modify the SMTP server, database connection & email address. errLog.text Error log file that records any system error messages from a failure in Console application. This text file will get deleted (if it already exist) each time the console application starts to prevent the file size from getting larger. Prerequisite: Before deploying the console application onto the clients server, ensure that the clients server meet the following requirements: Two new stored procedures (discussed in section 5) are deployed on the live database SQL server. The new column in the table dbo.TBL_PL_ISC_Locations had been deployed on the live database SQL server. SMTP server is locally running on the clients server. The clients server has permission to communicate and access the live database SQL server. Windows Schedule Task application exists. (under Start->Programs>Accessories->System Tools in Window XP version of OS) The clients server must be logged in with administrative rights and running 24 hours 7 days a week in order for the scheduler to send daily emails.

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XML configuration file The content of the config.xml file is below:

<?xml version="1.0" encoding="utf-8" ?> <configuration> <!-- EMAIL SETTINGS The default email below is used mainly to receive email for any system error found. SMTP is the protocol use to send email and so the server needs to be known. --> <setting name = "Console configuration settings"> <!-- REMINDER: Set this tag below to false when deploying it to live site--> <devmode>false</devmode> <smtpserver>SCDCCSEXC01.intranet.justice.wa.gov.au</smtpserver> <emailto>[email protected]</emailto> <emailfrom>[email protected]</emailfrom> <sqldbdev>Integrated Security=SSPI;Trusted_Connection=yes;server=scdccswdv01;database=IAS_Port al_STAGING;</sqldbdev> <sqldblive>Integrated Security=SSPI;Trusted_Connection=yes;database=IAS_;server=hakeprfps02.int ranet.justice.wa.gov.au;</sqldblive> <!-- NOTE: Don't alter the tags below --> <emailbug>[email protected]</emailbug> <sqlsp1>dbo.spGetSuperIntendentEmails</sqlsp1> <sqlsp2>dbo.spGetTotalCallsRpt</sqlsp2> </setting> </configuration>

devmode tag - Set to true means that the console application will use the default email address specify in the emailto XML tag to send the report rather then using the Superintendents email address and will use the development database as specify in the sqldbdev XML tag. Otherwise false will mean that the console application will use the real Superintendents email address from the database and the live database specifies in the sqldblive XML tag. smtpserver tag The service use to send email. sqlsp1 & sqlsp2 tag Two SQL stored procedures used to query the database to get the daily report and the list of Superintendents email address. emailbug tag - Email address of a person who will receive an email for any system failures found in the console application. sqldbdev tag MS SQL database connection to the testing/staging environment. sqldblive tag MS SQL database connection to the live environment.

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Setting up Schedule Task Prior to setting up a schedule task to auto send emails to superintendents, ensure that the console application is deployed locally on the clients server (e.g. c:\Program Files\ConsoleEmailApp) The steps to schedule an email are as follows: 1. Open Windows Schedule Task application exists (under Start->Programs>Accessories->System Tools in Window XP version of OS) as shown below and click the Add Scheduled Task icon.

2. Follow the instruction by clicking next button and select browse button. Find ConsoleAppEmail.exe in the location where it was deployed.

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3. Type a task name in the text box field and select Daily radio button. Then click the Next button.

4. Enter 3:30pm for the start time. Tick Every Day radio button and start the task today. Then click the Next button.

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5. Enter administrators user name and password. Then click the next button.

6. You have successfully created a new schedule task. Click the finish button to exit.

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7.
7.1

SCREEN DEFINITIONS
Menu Structure
Logged into J-Staff portal main page. Under Community menu, go to Intelligence and Security (If it is not listed, then user must subscribe to it). Go to Submit Info Report tab.

7.2

The portal Information Report web page that prison staff will use to enter information about their prison looks like this below:

Screen Layouts

7.3

Screen Descriptions

The portal Information Report web page contains blank fields and check box that staff must fill concerning their prison prior to submitting it to their Superintendent. Staffs are then encouraged to record down the reference number displayed on the web page after they have submitted it.

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8.
8.1

REPORT DEFINITIONS
Report Layouts

The email content that gets sent to the Superintendent will be as follows: Subject: Information Report for xx Prison Body: Dear Superintendent/General Manager Please find attached a summary report of total number of Information Reports submitted through J-Staff about your prison today: Total Reports = xx NOTE: Please do not reply back to this email address as this email was auto-generated by the IAS console application.

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