SOFTWARE DESIGN SPECIFICATION

FOR THE
EXAMPLE VALIDATION SPREADSHEET
SERVING

OFNI SYSTEMS
RALEIGH, NORTH CAROLINA

DOCUMENT NUMBER: SDS-001

DATE ISSUED: 11/12/08
REVISION: 0

PREPARED BY
DANIEL WATERMAN
VALIDATION MANAGER
OFNI SYSTEMS
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 2 of 16
Validation Daniel Waterman

Thank you for downloading this sample validation document.

Ofni Systems can validate all of your software, databases, spreadsheets and computer systems, and
develop the appropriate documentation for all phases of the software life cycle. We can provide any level
of service required, from executing test scripts generated from your existing specifications to writing the
entire validation package. Ofni Systems will perform risk assessments to focus the validation effort on the
most appropriate sections of your system.
These sample validation documents were produced with the FastVal Validation Document generator
software, which allows us to complete validation projects in 70% less time than traditional validation
methods, with more time spent testing your software and less time preparing documentation. Our goal in
all software validation projects is to improve the quality and value of your computer system.
Ofni Systems validation specialists have experience working within the compliance requirements of
established regulated companies. Our specialists are experts in industry validation standards and will
produce validation documents which will meet or exceed your exacting standards.
Ofni Systems is a leader in providing regulatory compliance solutions for pharmaceutical, biotech and
medical device companies. They are the creators of ExcelSafe for Excel spreadsheet security and the
Part 11 Toolkit for compliant databases. They also are the creators of the FastVal validation software for
generating and executing validation documents, and have been providing professional validation services
using FastVal since 2006. Their products for Part 11 compliant databases and spreadsheets are used by
pharmaceutical, biotech and medical device companies across the globe, while it's products for computer
validation, auditing and FDA submissions ensure that their clients meet every requirement for electronic
records and electronic signatures.
How can we help you? Contact Ofni Systems at by email or by phone (919) 844-2494.

Tools for Compliance Consulting and Services

FastVal Part 11 Assessments
Produce validation documents, manage validation Determine the compliance status of your computer
projects and execute testing protocols electronically systems.
in 70% less time.
Computer Validation
ExcelSafe Validate new or updated software, database and
Makes existing MS Excel spreadsheets compliant computer systems.
with all the technical requirements of 21 CFR Part
11. Custom Programs
Develop a compliant computer system specific to
Part 11 Toolkit your requirements.
Transform MS Access programs into powerful,
secure systems that meet all requirements of Part Data Migration
11. Convert existing legacy data to an Access or SQL
Server database.
Part 11 Advisor
Assess all of your computer systems for Compliance Training
compliance, perform gap analysis and create Learn to build a fully Part 11 compliant electronic
corrective action plans. record system.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 3 of 16
Validation Daniel Waterman

SIGNATURES

Author:

Signature: Date:

Document Control: ______________

Signature: Date:

Information Technology:

Signature: Date:

Validation:

Signature: Date:

Quality Assurance:

Signature: Date:

REVISION HISTORY

Rev # Description Date Approved

0 Initial Issue.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 4 of 16
Validation Daniel Waterman

TABLE OF CONTENTS

1. INTRODUCTION .................................................................................................................................. 5
1.1. Objectives ........................................................................................................................................... 5
1.2. Scope................................................................................................................................................... 5
1.3. Assumptions....................................................................................................................................... 5
1.4. Exclusions........................................................................................................................................... 5
2. ACRONYMS AND REFERENCES ...................................................................................................... 5
2.1. Acronyms and Definitions................................................................................................................. 5
2.2. References .......................................................................................................................................... 6
3. SPREADSHEET DESCRIPTION......................................................................................................... 6
3.1. Spreadsheet Software........................................................................................................................ 6
3.2. Software Architecture ........................................................................................................................ 6
3.3. Design Principles ............................................................................................................................... 7
4. SYSTEM INTERFACES....................................................................................................................... 7
4.1. Introduction......................................................................................................................................... 7
4.2. Calculation .......................................................................................................................................... 7
5. REGULATORY REQUIREMENTS ...................................................................................................... 8
5.1. Controls for Closed Systems (21 CFR 11 B Sec. 11.10) ................................................................. 8
5.2. Electronic Signature Manifestations (21 CFR 11 B Sec. 11.50, 11.70) ........................................ 10
5.3. User Password Controls.................................................................................................................. 12
5.4. Additional System Controls ............................................................................................................ 13
5.5. User-Level Security.......................................................................................................................... 13
6. ADDITIONAL REQUIREMENTS ....................................................................................................... 15
6.1. Procedural Regulatory Requirements............................................................................................ 15
6.2. Ofni Systems Requirements ........................................................................................................... 16
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 5 of 16
Validation Daniel Waterman

1. Introduction
1.1. Objectives
This is the Software Design Specification for the Example Validation Spreadsheet (SDS), for use
by Validation at Ofni Systems (Raleigh, NC). The Example Validation spreadsheet has been
identified a Category 5 cGxP system (customized MS Excel spreadsheet).
The Software Design Specification for the Example Validation Spreadsheet describes the system
elements, functions and configuration necessary to properly operate the system within functional
requirements outlined in the Functional Requirements Specification for the Example Validation
Spreadsheet (FRS). The technical requirements will be used to develop the criteria for technical
testing and acceptance for the system.
1.2. Scope
This specification applies to the Example Validation spreadsheet and details how the Example
Validation spreadsheet will technologically meet requirements outlined in the Functional
Requirements Specification for the Example Validation Spreadsheet (SDS). This document also
addresses how the Example Validation spreadsheet meets all applicable regulatory and Ofni
Systems requirements.
1.3. Assumptions
The validation will be performed on a properly functioning Ofni Systems workstation, with MS
Excel and ExcelSafe properly installed.
1.4. Exclusions
This validation applies to the Example Validation spreadsheet, and not to MS Excel, ExcelSafe,
the workstation or computer environment.
2. Acronyms and References
2.1. Acronyms and Definitions
CFR - Code of Federal (US) Regulations
cGxP - Abbreviation which includes current Good Manufacturing, Clinical and Laboratory
Practices
Closed System - An environment in which system access is controlled by persons who
are responsible for the content of electronic records that are on the system.
FRS - Functional Requirements Specification
GUI - Graphical User Interface
IOQ - Installation/Operational Qualification
LAN - Local Area Network
Open System - An environment in which system access is not controlled by persons who
are responsible for the content of electronic records that are on the system.
SDS - Software Design Specification
SOP - Standard Operating Procedure
Spreadsheet - Generic term for application containing rows and columns of cells, with
functions to manipulate data within those cells.
Workbook - A group of one or more worksheets contained within a spreadsheet file. The
workbook may also include code modules.
Worksheet - One of possibly multiple data sheets within a workbook.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 6 of 16
Validation Daniel Waterman

2.2. References
21 CFR Part 11, Part 210, Part 211
GAMP 5 Guide for Validation of Automated Systems
FRS-001, Functional Requirements Specification for the Example Validation Spreadsheet
Validation Package for ExcelSafe, V2.0
3. Spreadsheet Description
3.1. Spreadsheet Software
The Example Validation spreadsheet is an MS Excel spreadsheet, with file name Example
Validation.xlt.
3.1.1. All documentation required to operate and maintain the system is present.
3.1.2. All required ExcelSafe files are loaded.
3.2. Software Architecture
3.2.1. Operating System
The Example Validation spreadsheet and ExcelSafe operate on any standard PC
workstation which meets the minimum hardware specifications of the required operating
system and has the required software application installed.
3.2.1.1. The operating system required for use is MS Windows 2000, MS
Windows XP or MS Vista.
3.2.2. Networking and System/Equipment Interactions
The Example Validation spreadsheet will be operated over the LAN, through the
ExcelSafe program. The application supports use by multiple users from a shared
location that is compatible with standard Microsoft Windows networking. Through the
LAN, ExcelSafe and the Example Validation spreadsheet can use both a users local and
network printers. This functionality will be demonstrated through successful installation
and operation testing for the system. The following software must be installed:
3.2.2.1. All required ExcelSafe files are loaded.
3.2.2.2. Microsoft Access, Version 2000 or higher is installed.
3.2.2.3. Microsoft DAO, Version 3.51 or higher is installed.
3.2.2.4. The Example Validation spreadsheet is properly loaded in ExcelSafe.
3.2.3. Hardware Description
The Example Validation spreadsheet and ExcelSafe will reside on the Ofni Systems LAN
and allow remote access via the Ofni Systems network. An Ofni Systems standard PC
workstation or Laptop PC, including remote access, is used to access the program.
3.2.3.1. The Example Validation spreadsheet can use local or networked
printers.
3.2.4. Security Configuration
The Example Validation spreadsheet is configured so it is not possible to access the
spreadsheet without using ExcelSafe.
3.2.4.1. The spreadsheet will not open from outside ExcelSafe.
3.2.4.2. The spreadsheet opens correctly from inside ExcelSafe.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 7 of 16
Validation Daniel Waterman

3.3. Design Principles

All data entry cells are designated with a yellow background.
All calculation cells are designated with a green background.
All cells not designated as data entry cells are locked.
4. System Interfaces
4.1. Introduction
The Introduction worksheet provides a general introduction to the Example Validation worksheet.
It also provides links to the validation documents. This is a non-regulated section of the workbook
and has no requirements.
4.2. Calculation
The Calculation worksheet accepts data for Sample ID, Mass and Volume, and performs
calculations on the data. The worksheet also includes the Plotting Mass vs. Volume chart,
described below. The Calculation worksheet:
4.2.1. Input Ranges
4.2.1.1. Allows users to enter appropriate values for Sample, Mass and
Volume.
Range A6:A36 (Sample ID)
Range B6:B36 (Mass)
Range C6:C36 (Volume)
4.2.2. Formulas and Functions
4.2.2.1. Calculates Maximum(Volume), Minimum(Volume) and
Average(Volume).
Cell G6 (Max(Volume)) = Max(C6:C36)
Cell G8 (Min(Volume)) = Min(C6:C36)
Cell G10 (Average(Volume)) = Average(C6:C36)
4.2.2.2. Calculates Volume2
Range D6:D36 (Volume2) = C6:C36 2
4.2.2.3. Allows users to secure and unsecure data by adding or removing
electronic signatures.
ExcelSafe allows users to secure and unsecure data by adding or removing
electronic signatures.
4.2.2.4. Records changes in user data to the ExcelSafe audit trail.
ExcelSafe records changes in user data to the ExcelSafe audit trail.
4.2.3. Outputs (Data and charts)
4.2.3.1. Plotting Mass vs. Volume
The Plotting Mass vs. Volume spreadsheet meets the following requirements:
4.2.3.1.1. Chart Type
Plotting Mass vs. Volume is an XY (Scatter) chart.
4.2.3.1.2. Title and Axis Label
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 8 of 16
Validation Daniel Waterman

Title: Plotting Mass vs. Volume

X Axis: Mass (g)
Y Axis: Volume (mL)
4.2.3.1.3. Data Ranges
X Values Y Values
Volume B6:B36 C6:C36
Volume2 B6:B36 D6:D36

4.2.3.2. Is properly formatted for printing.

Printing is performed by the MS Excel print functionality.
5. Regulatory Requirements
5.1. Controls for Closed Systems (21 CFR 11 B Sec. 11.10)
There are five technical requirements for systems in order to be compliant with 21 CFR Part 11
guidelines for closed systems. The Example Validation spreadsheet will meet or exceed all five of
these requirements. The Example Validation spreadsheet uses ExcelSafe to meet regulatory
requirements.
5.1.1. Accurate Record Generation and Review
ExcelSafe and the Example Validation spreadsheet have the ability to generate accurate
and complete copies of records in both human readable and electronic form suitable for
inspection, review and copying by regulatory agencies.
The functionality meets the following requirement of 21 CFR 11:
11.10.b The ability to generate accurate and complete copies of records in both
human readable and electronic form suitable for inspection, review, and copying
by the agency. Persons should contact the agency if there are any questions
regarding the ability of the agency to perform review and copying of the
electronic records.
The Example Validation spreadsheet will meet the following requirements:
5.1.1.1. Users are able select search queries.
Users specify search queries in the Search Source field.
5.1.1.2. Users are able to customize the criteria used to view data from the
search.
Users are able to customize search criteria in the Search Criteria field.
5.1.1.3. Users are able to view resulting data on a standard report created by
the developer for the search being used.
Users specify a report in the Select a Report field. The report is displayed by
clicking Preview Report on the Search Information and Generate Reports screen.
5.1.1.4. Users are able to export data to MS Excel.
Users can export data to MS Excel by clicking Excel on the Search Information
and Generate Reports screen.
5.1.2. Program Time-Outs
ExcelSafe provides the Example Validation spreadsheet with will automatically time-out
after 10 minutes of non-activity. This functionality is provided by ExcelSafe.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 9 of 16
Validation Daniel Waterman

The functionality meets the following requirements of 21 CFR 11:

11.10.d Limiting system access to authorized individuals.
11.300.d Use of transaction safeguards to prevent unauthorized use of
passwords and/or identification codes, and to detect and report in an immediate
and urgent manner any attempts at their unauthorized use to the system security
unit, and, as appropriate, to organizational management.
The Example Validation spreadsheet meets the following Program Timeouts
requirements:
5.1.2.1. The program provides users with the ability to secure the program
without exiting.
Clicking Lock Program under the Tools menu puts the ExcelSafe and the
spreadsheet into Locked mode.
5.1.2.2. If the current user cannot re-enter the session, the only other option is
to close the program.
The user cannot exit Locked mode without entering the correct password. This
functionality is provided by ExcelSafe.
5.1.2.3. Only the current user may have the ability to unsecure the program to
continue the current session.
Only the current users password will exit the program from Locked mode. This
functionality is provided by ExcelSafe.
5.1.3. Audit Trails
ExcelSafe provides the Example Validation spreadsheet with an audit trail, recording
changes to all spreadsheet data. The audit trail is provided by ExcelSafe.
The functionality meets the following requirements of 21 CFR 11:
11.10.e Use of secure, computer-generated, time-stamped audit trails to
independently record the date and time of operator entries and actions that
create, modify, or delete electronic records. Record changes shall not obscure
previously recorded information. Such audit trail documentation shall be retained
for a period at least as long as that required for the subject electronic records and
shall be available for agency review and copying.
11.10.k.2 Revision and change control procedures to maintain an audit trail that
documents time-sequenced development and modification of systems
documentation.
The audit trail is tested generally on each worksheet and further tested in a test case
dedicated to the audit trail.
The Example Validation spreadsheet audit trail meets the following requirements:
5.1.3.1. Computer Generated
The spreadsheet audit trail records are automatically generated from ExcelSafe.
5.1.3.2. Secure
The spreadsheet audit trail records are secure (read-only access), stored within
the compiled ExcelSafe data core.
5.1.3.3. Date/Time Stamp
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 10 of 16
Validation Daniel Waterman

The spreadsheet audit trail records have an accurate Date/Time stamp, provided
by ExcelSafe.
5.1.3.4. Journal Function
The spreadsheet audit trail records the Date/Time of operator entries and actions
that create, modify and delete electronic records. This functionality is provided by
ExcelSafe.
5.1.3.5. Unalterable
Changes to the spreadsheet audit trail does not obscure previously recorded
information.
5.1.3.6. Retention
Audit-trail records are maintained for at least as long as the retention of the
underlying records. The audit trail is imbedded within the record and cannot be
separated. Record retention is controlled by Ofni Systems SOP.
5.1.3.7. Accessibility
Audit trail records are available for FDA review and copying. The audit trail is
accessible by clicking Audit Trail, with the appropriate spreadsheet open.
5.1.4. Operational System Checks
The Example Validation spreadsheet uses operational system checks to enforce
permitted sequencing of steps and events, as appropriate.
The functionality meets the following requirements of 21 CFR 11:
11.10.f Use of operational system checks to enforce permitted sequencing of
steps and events, as appropriate.
Operational System Checks for the Example Validation spreadsheet will be tested on the
appropriate worksheet.
5.1.5. Device Checks
The Example Validation spreadsheet uses of device (e.g., terminal) checks to determine,
as appropriate, the validity of the source of data input or operational instruction.
The functionality meets the following requirements of 21 CFR 11:
11.10.h Use of device (e.g., terminal) checks to determine, as appropriate, the
validity of the source of data input or operational instruction.
Data input for spreadsheets is typically performed through the keyboard and is tested
implicitly throughout the validation.
5.2. Electronic Signature Manifestations (21 CFR 11 B Sec. 11.50, 11.70)
ExcelSafe has the ability to secure data in the Example Validation spreadsheet through electronic
signatures. Data secured with an electronic signature cannot be edited or deleted unless the
electronic signature is removed. Application of an electronic signature requires use of the users
ID and password. This functionality will be provided by ExcelSafe, supplemented by the Example
Validation System Administration SOP.
5.2.1. Electronic Signature and Meaning
Electronic signatures within the Example Validation spreadsheet include the printed
name of the signer, the date/time the signature was added and the meaning of the
electronic signature. This functionality is provided by ExcelSafe.
The functionality meets the following requirements of 21 CFR 11:
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 11 of 16
Validation Daniel Waterman

11.50.a Signed electronic records shall contain information associated with the
signing that clearly indicates all of the following:
11.50.a.1 The printed name of the signer;
11.50.a.2 The date and time when the signature was executed; and
11.50.a.3 The meaning (such as review, approval, responsibility, or authorship)
associated with the signature.
The electronic signatures will meet the following requirements:
5.2.1.1. Application of an electronic signature requires use of the User ID and
password.
The user selects an appropriate cell in the spreadsheet. The user enters their
password in the appropriate field. (The User ID was entered previously when the
User opened ExcelSafe.) Without entering the correct password associated with
the User ID, ExcelSafe will not apply the electronic signature.
5.2.1.2. Data secured with an electronic signature cannot be edited or deleted
unless the electronic signature is removed.
Once the electronic signature is applied to a worksheet, data cannot be edited or
altered on the worksheet. This functionality is provided by ExcelSafe.
5.2.1.3. Multiple electronic signatures can be applied to a single workbook
page.
This functionality is provided by ExcelSafe.
5.2.1.4. Include the printed name of the user applying the electronic signature.
ExcelSafe includes the user name in the electronic signature.
5.2.1.5. Include the Date/Time when the electronic signature was applied.
ExcelSafe includes the Date/Time in the electronic signature.
5.2.1.6. Include the Meaning of the electronic signature.
ExcelSafe includes the meaning of the electronic signature in the electronic
signature.
5.2.1.7. Electronic signature is human-readable.
The electronic signature created by ExcelSafe is text and is human-readable.
5.2.2. Electronic Signature Compliance
Electronic Signatures within the Example Validation spreadsheet meets all requirements
for 21 CFR 11 identified in this document, including audit trails and password controls.
The ExcelSafe audit trail tracks the application and removal of electronic signatures.
ExcelSafe also enforces all password controls.
The functionality meets the following requirements of 21 CFR 11:
11.50.b The items identified in paragraphs (a)(1), (a)(2), and (a)(3) of this section
shall be subject to the same controls as for electronic records and shall be
included as part of any human readable form of the electronic record (such as
electronic display or printout).
5.2.3. Signature/Record Linking
Electronic Signatures within the Example Validation spreadsheet are linked to the
respective electronic records in such a manner that the record and the electronic
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 12 of 16
Validation Daniel Waterman

signature cannot be separated, copied, transferred or otherwise falsified. Electronic

signatures are imbedded into the appropriate cell of the worksheet. There is also a
corresponding record placed in the audit trail for the spreadsheet.
The functionality meets the following requirements of 21 CFR 11:
11.70 Electronic signatures and handwritten signatures executed to electronic
records shall be linked to their respective electronic records to ensure that the
signatures cannot be excised, copied, or otherwise transferred to falsify an
electronic record by ordinary means.
5.3. User Password Controls
ExcelSafe allows users to update their passwords. ExcelSafe also provides the ability for
administrators to control user access and security group membership, define password
complexity and time limits, add new users and reset the passwords of existing users. The
functionality should also meet the following requirements of 21 CFR 11:
11.10.d Limiting system access to authorized individuals.
11.10.g Use of authority checks to ensure that only authorized individuals can use the
system, electronically sign a record, access the operation or computer system input or
output device, alter a record, or perform the operation at hand.
11.300.a Maintaining the uniqueness of each combined identification code and password,
such that no two individuals have the same combination of identification code and
password.
11.300.b Ensuring that identification code and password issuances are periodically
checked, recalled, or revised (e.g., to cover such events as password aging).
11.300.d Use of transaction safeguards to prevent unauthorized use of passwords and/or
identification codes, and to detect and report in an immediate and urgent manner any
attempts at their unauthorized use to the system security unit, and, as appropriate, to
organizational management.
User Password Controls are controlled by ExcelSafe and testing the password controls is beyond
the scope of this validation.
Passwords will meet the following technical requirements:
5.3.1. Limited Access and Unauthorized Access
ExcelSafe limits system access to the Example Validation spreadsheet to authorized
individuals. User passwords prevent unauthorized access to the system. The Example
Validation spreadsheet cannot be accessed without an active UserID and password to
ExcelSafe. Example Validation permits the detection of and report in an immediate and
urgent manner any attempt at unauthorized access to the system and may notify the
security unit, and/or organizational management. This functionality is controlled by the
ExcelSafe security protocols.
5.3.2. Authority Checks
ExcelSafe provides the Example Validation spreadsheet uses authority checks to ensure
that only authorized individuals can use the system, electronically sign a record or
remove an electronic signature.
5.3.3. Password Uniqueness
ExcelSafe maintains the uniqueness of each combined identification code and password,
such that no two individuals have the same combination of identification code and
password.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 13 of 16
Validation Daniel Waterman

5.3.4. Password Periodic Review

ExcelSafe ensures that identification code and password issuance's are periodically
checked, recalled, or revised (e.g., to cover such events as password aging). User
passwords expire after a certain period of time, in according with Ofni Systems rules or a
system administrator.
5.3.5. Password Expiration
User passwords will expire after a certain period of time, in according with Ofni Systems
rules or a system administration SOP.
5.4. Additional System Controls
5.4.1. Event Logging
ExcelSafe records significant Example Validation spreadsheet events, including system
log-ins, log-outs, system errors and failed log-in attempts. This functionality is provided by
ExcelSafe.
5.4.2. System Access
Access to the ExcelSafe and the Example Validation spreadsheet must be controlled by
User Access to the LAN controlled by System Identification and Password, i.e. the folder
in the LAN must be set up to allow users to read/write the data files from the folder as
well as set up to deny access to personnel not on the user list. This functionality is
controlled by the LAN and proceduralized by Ofni Systems SOP.
5.4.3. Input Checks
Where appropriate, entries may be programmatically checked before being accepted by
the Example Validation Spreadsheet. This includes the use of combination boxes to
restrict allowed values into text boxes, programmatic checks of numerical values (For
example, no negative values accepted for number of donors). Testing input checks is
done on the appropriate spreadsheet interface.
5.5. User-Level Security
The Example Validation spreadsheet is protected by ExcelSafe, which uses four levels of user
security:
5.5.1. GenUsers
Members of the GenUsers group:
5.5.1.1. Can open the spreadsheet.
ExcelSafe does not restrict users from opening spreadsheets.
5.5.1.2. Cannot add spreadsheet data.
ExcelSafe only allows GenUsers to open spreadsheets in Read-Only mode.
5.5.1.3. Cannot edit spreadsheet data.
ExcelSafe only allows GenUsers to open spreadsheets in Read-Only mode.
5.5.1.4. Cannot delete spreadsheet data.
ExcelSafe only allows GenUsers to open spreadsheets in Read-Only mode.
5.5.1.5. Cannot sign pages within the spreadsheet.
The sign spreadsheet control is inactive for GenUsers.
5.5.1.6. Cannot remove electronic signatures from the spreadsheet.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 14 of 16
Validation Daniel Waterman

The button to remove electronic signatures does not allow a GenUser to remove
an electronic signature.
5.5.2. DataEntry
Members of the DataEntry group:
5.5.2.1. Can open the spreadsheet.
ExcelSafe does not restrict users from opening spreadsheets.
5.5.2.2. Can add spreadsheet data.
Members of DataEntry open spreadsheets in editable mode.
5.5.2.3. Can edit spreadsheet data.
Members of DataEntry open spreadsheets in editable mode.
5.5.2.4. Can delete spreadsheet data.
Members of DataEntry open spreadsheets in editable mode.
5.5.2.5. Cannot sign pages within spreadsheets.
The sign spreadsheet control is inactive for members of DataEntry.
5.5.2.6. Cannot remove electronic signatures from the spreadsheet.
The button to remove electronic signatures does not allow members of DataEntry
to remove an electronic signature.
5.5.3. Managers
Members of the Managers group:
5.5.3.1. Can open the spreadsheet.
ExcelSafe does not restrict users from opening spreadsheets.
5.5.3.2. Can add spreadsheet data.
Managers open spreadsheets in editable mode.
5.5.3.3. Can edit spreadsheets.
Managers open spreadsheets in editable mode.
5.5.3.4. Can delete spreadsheet data.
Managers open spreadsheets in editable mode.
5.5.3.5. Can sign pages within spreadsheets.
The sign spreadsheet control is active for Managers.
5.5.3.6. Cannot remove electronic signatures from the spreadsheet.
The button to remove electronic signatures does not allow Managers to remove
an electronic signature.
5.5.4. Administrators
Members of the Administrators group:
5.5.4.1. Can open the spreadsheet.
ExcelSafe does not restrict users from opening spreadsheets.
5.5.4.2. Can add spreadsheet data.
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 15 of 16
Validation Daniel Waterman

Administrators open spreadsheets in editable mode.

5.5.4.3. Can edit spreadsheets.
Administrators open spreadsheets in editable mode.
5.5.4.4. Can delete spreadsheet data.
Administrators open spreadsheets in editable mode.
5.5.4.5. Can sign pages within spreadsheets.
The sign spreadsheet control is active for Administrators.
5.5.4.6. Cannot remove electronic signatures from the spreadsheet.
The button to remove electronic signatures allows Administrators to remove an
electronic signature.
6. Additional Requirements
6.1. Procedural Regulatory Requirements
There are four procedural requirements for systems in order to be compliant with 21 CFR Part 11
guidelines. Compliance with these requirements will be done through verification of the
appropriate established Ofni Systems policies and procedures. The Example Validation
spreadsheet will meet or exceed all four of these requirements.
6.1.1. System Validation
The Example Validation spreadsheet will be validated.
The functionality meets the following requirement of 21 CFR 11:
11.10.a Validation of systems to ensure accuracy, reliability, consistent intended
performance, and the ability to discern invalid or altered records.
6.1.2. System Documentation
Ofni Systems Standard Operating Procedures covering operation, maintenance, security,
backup and recovery, and data archival and retrieval will be created before the system is
considered validated. The system operational procedure will outline the responsibilities
associated with the electronic signatures, including that each electronic signature must
only be used by their genuine owners.
The functionality meets the following requirement of 21 CFR 11:
11.10.j The establishment of, and adherence to, written policies that hold
individuals accountable and responsible for actions initiated under their electronic
signatures, in order to deter record and signature falsification.
11.10.k.1 Adequate controls over the distribution of, access to, and use of
documentation for system operation and maintenance.
6.1.3. System Training
All personnel using the Example Validation spreadsheet will be adequately trained. This
training will be documented per Ofni Systems procedure.
The functionality meets the following requirement of 21 CFR 11:
11.10.i Determination that persons who develop, maintain, or use electronic
record/electronic signature systems have the education, training, and experience
to perform their assigned tasks.
6.1.4. Archive and Backup/Recovery
Ofni Systems: Example Validation Spreadsheet Doc. #: SDS-001
Software Design Specification Rev. #: 0
Department: Author:
Page 16 of 16
Validation Daniel Waterman

The archive of Example Validation spreadsheet will follow Ofni Systems Record
Retention and Backup/Recovery policies.
The functionality meets the following requirement of 21 CFR 11:
11.10.c Protection of records to enable their accurate and ready retrieval
throughout the records retention period.
6.1.5. Software Version Control
Changes to the Example Validation spreadsheet can be recorded on a Software Version
Control plan. All changes should be made and tested in a controlled version of Example
Validation in a development environment. A testing protocol, appropriate to the changes
being proposed should be written. Both the software version control and testing protocols
need to be in accordance with Ofni Systems requirements for Qualification and
Validation. Once the software version control plan and testing protocol are written, a
change control can be opened. If changes to the Functional Requirements Specification
or Software Design Specification are required, these revisions should be included in the
change control. The testing protocol is then executed. If the testing is successful,
Example Validation can be updated and the change control closed.
6.2. Ofni Systems Requirements
6.2.1. System Interactions
The Example Validation spreadsheet does not interact with any other validated computer
systems beyond those described in this document.
6.2.2. System Performance
There are no system performance requirements for the Example Validation spreadsheet.
6.2.3. System Availability
The system is available during normal business hours 800-1700 EST. The Example
Validation spreadsheet will be maintained by the Validation group, supported by IS,
where appropriate. When changes to the spreadsheet required, they should be
scheduled outside of business hours, if possible.
6.2.4. Backup/Recovery
6.2.4.1. The Example Validation spreadsheet will be backed up daily on the
LAN.
6.2.4.2. The Example Validation spreadsheet will be 100% recoverable within
one business day.
6.2.4.3. A master copy of the MS Excel, ExcelSafe and the Example Validation
spreadsheet must be securely maintained.
6.2.4.4. The method to load MS Excel, ExcelSafe and the Example Validation
spreadsheet exists.
6.2.5. Physical Environment
Example Validation uses standard Ofni Systems PC workstation located in a typical office
environment.