software requirement specification_hrms

Project Name: Human Resource Management System (HRMS)

Version: 0.1

Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad

Human Resource Management System

Software Requirements

DefinitionSpecification

Version 0.1

Copyright ©2011 CITC Abbottabad http://www.ciit.net.pk

http://www.ciit.net.pk/


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Revision History

Date Version Description Author

21-02-2011 0.1 Initial Draft Manzoor Ahmad




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Table of Contents

1. Introduction 5

1.1 Purpose of this document 5

1.2 Intended Audience 5

1.3 Scope 6

1.4 Definitions and acronyms 6

1.4.1 Definitions 6

1.4.2 Acronyms and abbreviations 6

1.5 References 7

2. Exective Summary 7

3. Requirements Description 9

3.1 Introduction 9

3.2 General Requirements 9

3.3 Specific Requirements 10

1. Admin Control & User Management Module 10

2. Recruitment Processing Module 11

3. Employee Management Module 11

4. Leave Management Module 12

5. Establishment Activities Processing Module 12

6. Payroll Module 13

7. Document Archiving &File Tracking Module 13

8. Research Project & Publication Module 13

9. Attendance & Shift Management Module 13

10. Performance Development Planning Module 13

4. Requirements Definition 14

4.1 Requirement Group Definitions 14

4.2 Requirement Sources 14

4.3 System Features/Requirements definitions 14

1. Admin Control & User Management Module 14

2. Recruitment Processing Module 15

3. Employee Management Module 18

4. Leave Management Module 20

5. Establishment Activities Processing Module 21




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6. Payroll Module 23

7. Document Archiving &File Tracking Module 25

8. Research Project & Publication Module 26

9. Attendance & Shift Management Module 26

10. Performance Development Planning Module 26

4.3.1 Change Log 26




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1. Introduction

This document is a summary of a detailed analysis of the processes operating in Human

Resources and takes carried out by Human Resource department. The purpose of this

document is to define the scope of user requirements. It is important to note that this

represents a broad range of desirable user requirements, not all of which can necessarily

be achieved. The existence of an item/requirement in this document does not mean that

it can be achieved, but that it has been requested by users. The development priorities

will be identified within the project plan.

1.1 Purpose of this document

The purpose of this document is to:

Convey the software development team’s understanding of the business needs of

the Human Resource department that can benefit from appropriate Information

Technology intervention, and

Provide the Senior Management Team of COMSATS IT Center with the System

Requirements Specification (SRS) for Human Resource Management System.

Collect, analyze, and define high-level needs and features of Human Resource

Management System. It focuses on the capabilities needed by the target users,

and why these needs exist. The nature of this report is kept as simple as possible

so that the issues can be understood by the audience

The SRS is intended for rigorous consideration by the Senior Management Team prior to

commencement of the design/implementation of the proposed Human Resource

Management System (HRMS) that is intended to satisfy the expressed needs of the

Human Resource department. This SRS outlines the requirements as obtained and

understood by the CITC software development team from meeting with HR officer and

interviews conducted with HR staff, direct observation of select aspects of HR

department’s business operations, review of secondary sources of

information/documentation, and interaction with existing HRMS solutions owned and

operated by HR department of COMSATS institute of Information Technology,

Abbottabad. To complete the verification aspect of this engagement, this was carefully

review by the Senior Management Team of the CITC.

1.2 Intended Audience

The intended audience of this document is the members of Project Team and Senior

Management Team of CITC and duly authorized representatives of the HR department

that are directly involved in the delivery of the proposed Human Resource Management

System. This document gives an overview to the audience about the requirements, what

exactly is expected out of the project. It includes:




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• Customer

• Software Development Team

• Steering group

1.3 Scope

This document defines at a functional level the business activities that are encompassed

by the proposed Human Resource Management System. It also encompasses the key

high-level technical requirements of system required to support business processes

within environment. This document contains working and concepts implementation for

our system. The specifications provided in this document are based on a preliminary

system analysis, and are not final.

The scope of the detailed analysis phase specifies that it will include:

Conduct systems analysis and document the System Requirements Specification

(SRS) complete with functional/non-functional specification for the design and

implementation of HRMS for Steering Group.

The scope of the analysis phase, for which this document forms the deliverable,

does not include technical software specification intended for software

development team. These specifications must be produced in the application

delivery phase, based on the results of the detailed analysis and feedback from

the review and requirements sign off activities which this document is intended to

facilitate.

1.4 Definitions and acronyms

1.4.1Definitions

Keyword DefinitionsProject Manager Person responsible for team management and

organization. He is also responsible for interacting with the customer and the steering group

Deliverables files (documents) and software which team is supposed to deliver to the customer/steering group

Milestone a date by which the specified task should be finished or document generated

Steering Group Person/group that monitor the actual work with respect to plan work.

1.4.2Acronyms and abbreviations

Acronym or

Abbreviation

Definitions

HRMS Human Resource Management System

SRS Software Requirement System




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CITC COMSATS Information Technology Center

CIIT COMSATS Institute of Information Technology

IS Information System

ICT Information & Communication Technology

HEC Higher Education Commission

TTS Tenor Track System

1.5 References

There are some study material provided for studying rules and status as

Rules & Status Book, CIIT 2010.

http://books.google.com/books?id=_Q_vQMuYeHQC&source=gbs_navlinks_s

http://en.wikipedia.org/wiki/Component-based_software_engineering

2. Executive Summary

“Institutional knowledge- business intelligence, performance and

understanding is not improve through the provision of more static

report/feedback from management to staff, but it can improve

through overall enhanced communication and interactive dialogue.”

The System Requirement Engineering exercise has established the need

for an enterprise approach to the delivery, implementation, use and

administration of information systems to the Human Resource department

of CIIT Abbottabad. In view of this approach, the resulting information

system can be described as a Human Resource Management System. This

position was arrived at through the requirement elicitation and analysis

exercise which revealed the following:

A significant amount of data are collected and maintained without

data standards, security and standard operating procedures that

coordinate and manage data consistently in Human Resource

department. This situation has led to a tremendous amount of:

o informally acquired, unauthorized collections of data

o duplication of effort and data,

o under-utilization of Information & Communication Technology

(ICT) resources, and




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o ad‐hoc modeling and use of data, which makes it difficult to

share, reuse and analyze

A backlog of Information Communication Technology training needs

Human resource management constraints impact on staff relations

and performance

As a means of addressing the above and in support of the delivery,

operation and maintenance of the Human Resource Management System,

we recommend that the CITC must setup an effective IT Governance

mechanism, prioritize its ICT investments and institutionalize appropriate

ICT strategies, principles etc, establish appropriate standard/protocols for

data governance to ensure that data is handled consistently across the

organization, and institutionalize a human resource management and

recruitment program that will facilitate the continuous development of

requisite information literacy skills within the CIIT.

Information Systems delivery life cycle ‐ from identification of

problems/needs, to system specifications, to system

procurement/development, deployment, acceptance testing, and

commissioning — can take several months to several years to complete,

depending on the nature of the systems under consideration. COMSATS IT

Center, in this regard, must pay specific attention to the prioritization of

ICT investments, applications needs identification and end‐user training.

In addition, CITC must develop a strategic ICT implementation plan that is

informed by strategic priorities and with explicitly defined phases, each

with clear objectives and milestones. As each phase is completed, CITC

and the system stakeholders must involve themselves in acceptance

testing of the system under development as a means of validating

whether the system still meets the needs of the CITC and its stakeholders.




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3. Requirements Description

3.1 Introduction

This System Requirement Specification (SRS) outlines the issues and business needs that

must be addressed for the successful implementation of the proposed Human Resource

Management System that will offer appropriate ICT support for the CITC to satisfy its

mission and achieve the strategic goal of Customer Satisfaction. It is important to note

that the Human Resource Management System, like all Information Systems (IS), is made

up of six fundamental components. These components are interdependent, and the

weakness in any one component determines the overall strength of the Information

System. The six fundamental components are:

1. Software used to support the business functions

2. Hardware used to support the software and communication

3. Data to be processed

4. Business procedures and rules to ensure that data is processed accurately and

consistently

5. Technical support personnel to maintain the network, hardware and software

6. Users who input the data and retrieve output for decision making

This SRS is developed in view of all of the above components. All components must

operate optimally for the success of the Human Resource Management System.

3.2 General requirements

The Human Resource Management System must support and be compatible with

Three nines (99.9%) availability level

Data Conversion of existing data to electronic format suitable for integration into

the Human Resource Management System when it is commissioned

Control user access to data and functionality based on role‐based and user‐based

permissions

Open database architecture; must be compatible with industry standard

Relational Database Management Systems.

Industry standard reporting tools, such as Crystal Reports

Multi‐tier (N‐Tiered) architecture; with the business‐logic layer – containing

business rules and procedures – separated from the presentation and data store

layers, and contained in a middle layer.

Custom designed and implemented web‐based and desktop based applications




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All user‐interfaces must be simple and intuitive to use (attention must be placed

on usability evaluation, taking into account Nielsen’s Usability User Interface

Evaluation guidelines)

“Quality Customer Care,” care training for staff with a high level of Customer

contact time. Overall, during the period of the maintenance, customer care

appeared to be one of the CITC’s major strengths. Nonetheless, an

institutionalized training program will ensure that customers are treated

consistently.

3.3 Specific Requirements

In this Section we elaborate the requirement specification for the proposed Human

Resource Management System. First, we discuss the high level requirements for the

system, which are classified in modules as follows:

1. Admin Control & User Management Module

2. Recruitment Processing Module

3. Employee Management Module

4. Leave Management Module

5. Establishment Activities Processing Module

6. Payroll Module

7. Document Archiving & File Tracking Module

8. Research Project & Publication Module

9. Attendance & Shift Management Module

10. Performance Development Planning Module

Rationale for each of the above are provided below:


User’s management is done only by the administrator of the Human Resources

Management System (HRMS). Admin Control & User Management module of HRMS

helps in creation/ updating of users and Roles. It also helps to update permission of

roles. An administrator uses the features of the Admin Control & User Management

module to add, modify, and view grade, sanctions post against each grade,

designation, department, country, city etc. user records and to regulate user access

to Human Resources Management System (HRMS) functionality. Specific tasks that

you can perform in the Admin Control & User Management module include the

following:

Add/edit job status, grade types (Regular grade, TTS grade, foreign faculty

grade etc.) grade, designation, department, city, country,

Add users to Human Resources Management System.




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Define user roles and assign them to users.

Modify Human Resources Management System user attributes


The Recruitment Processing Module will enable the HR Officers to manage detail

information of company that include – basic info, addresses, industry profiles and

benefits, contact persons and relationship, the records of the applicants that include

– personal info, skills, educations, projects, employers and

assessment(interview/test). System have ability to manage positions database,

collect resumes, hire people, maintain a candidate database, handle human resource,

identify prospective candidates and perform various evaluations. It will allow user to

perform the functions of adding, editing, deleting and searching an applicant’s

record, viewing the list of applicants. After short listing applicant, test/ interview date,

time and place will be fixed against individual applicant. This module will enable the

HR Officers to generate reports and will be able to generate the Call Letter for test &

interview. User will be update applicant’s evaluation (test & interview result).


Without an employee information management, it is a tedious job for the Human

Resource department of any company. Employee Management Module (EMM) aims to

simplify the Human Resource management of organization. EMM will store all the

details of the employees including their background information, educational

qualifications, past experience, performance in the company & data related to their

hiring.

It would be possible for HR executives & top brass of the company to find all

information about an employee in just a few seconds. It will also help in making

business strategies & achieving corporate goals as it would be easier & faster for HR

executives to make teams for various projects on the basis of educational

qualification, past experience & performance. Optimum utilization of resources will

thus inevitably lead to profit.

It will also help in firing the employees who would not perform well & bring star

performers to the front so that the HR department can make sure they would not

leave the company.

It will contain the following information about the employees & will be searchable on

all this information (except photographs) –

Full name

Employee Id (Personal File Number)

Photograph

Designation




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Grade (Pay Scale/Grade)

Department

Address

Date of Birth

Date of Joining

Date of leaving

CNIC

Marital status

Dependents (Family member that are dependents on employee)

Contact number

Educational qualifications (graduation & above)

Past experience

Performance in the company

Miscellaneous information

Information about promotions

Gender

Projects worked on

job responsibility

Specialization

Email address

Date on which the information was added/modified

Person who modified the information


There are many advantages of utilizing a computerized leave management system.

Leave approving authority can view the different type of leave record and balance as

well as historical leave application of individual employee. It eliminate paper based

leave application forms, employee can be submitted online leave application as well

as leave application can be approved online. Leave management module is easy to

use for the administrators, applicants and approvers.

The main purpose of Leave Management Module is to maintain record of employee’s

leaves (e.g. casual leave, earned leave, study leave, extraordinary leave, and

maternity leave) according to define rules of leave. Other purpose of this module is to

maintain detail of employee’s study leaves including study program detail,

scholarships, and funding authority detail. Using this module user will be able to

generate different reports like daily leave report, monthly leave report & annual leave

report leave report related to specific leave type for e.g. study leave etc. and specific

employee leave history and reports regarding leave record of employee required by

Higher Management Author.




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The purpose of Establishment Module is to provide support to HR officer captured the

changes in service and salary details of employee like transfer, promotions,

sanctioning of increment and termination etc. and employee’s archive detail. Other

purpose of this module is to generate different report in support of establishment

activities and required by Higher Management Authority.

6. Payroll Module

The main purpose of Payroll Module is to maintain allowances and deduction type &

rate and defined allowances and deduction against grade and specific employee for

purpose of calculating employee’s salary. Other purpose of this module is to keep

record of employee’s bank account information and record of employee’s loan

against Contributory Provident Fund. Using this module user will be able to generate

reports like employee’s monthly & yearly Remuneration report, individual employee

salary slip & certificate, monthly bank remuneration, and different reports against

deduction and allowances on request of Higher Management Authority.


Document archiving & File Tracking will enable the Record Office, HR Office and other

divisional/departmental registries to effectively and securely manage and maintain

files/documents originating from meetings, correspondences and/or generated from

engagements between the University, its employees and customers. This system will

facilitate the digitization and ease of circulation and tracking of files/documents

checked in and out of the respective departments, recording of annotations made on

the original paper‐based documents, and reporting on the history of staff interaction

with specific files/documents. Further, system facilitate ease of access to

files/documents, over the LAN/WAN, to alleviate the major risks, such as deterioration

of paper, lost and misplaced files, associated with manual file/document filing and

archiving systems.

Note: Software Requirement Specification of following module will be included in next

version of this document.

8. Research Project & Publication Module


10.Performance Development Planning Module




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4. Requirements Definition

4.1 Requirement Group Definitions

Identificatio

n

Requirement Group Remarks

ACUM Admin Control & User Management

RP Recruitment Processing

EM Employee Management

LM Leave Management

EAP Establishment Activities Processing

PR Payroll

DAFT Document Archiving & File Tracking

RPP Research Project & Publication

ASM Attendance & Shift Management

PDP Performance Development Planning

4.2 Requirement Sources

Source Description Remarks

Customers Human Resource Department, CIIT

Abbottabad, Lahore & Sahiwal

Campus

Software

Development Team

The software developer and project

manager that are involved in

implementation of proposed system

4.3 System Features/Requirements Definition

In this Section we outline the software requirements of the Human

Resource Management System. These requirements are not intended to

be exhaustive but to provide a base and serve as a guide to design

priorities for implementing the Human Resource Management system.


Description & Priority

This module has high priority, which introduced the concept of authentication and

authorization. Authentication relates to the process of establishing the identity of a user.

In detail, this requires the users to log in and identify themselves, typically with a




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password. Authorization relates to the privileges that a user may be given in order to do

something to (for example add, edit or delete) a record.

User Management is an authentication feature that provides administrators with the

ability to identify and control the state of users logged into the system. This includes, but

is not limited to, the ability to query and filter users that are currently logged into the

system, manually log out users, and control user login counts and login times. Most

security-conscious enterprises today implement some form of authentication and

authorization for accessing system. The benefits to this approach are clear – user

permissions can be verified before granting access to system, and user activity can be

monitored through various logging mechanisms.

The management of user will be discussed, and this knowledge will be consolidated by

creating a new administrator or user and adding and removing their administrative/user

privileges

Functional Requirements

Detail features of this module are described here;

ID Statu

s

Priority Description Source

ACUM-

001

I High Ability provide support to authenticated user

to add/edit job status, grade types (Regular

grade, TTS grade, foreign faculty grade etc.)

grade, designation, department, city, country

etc.

Customer

ACUM-

002

I High Ability to create/modify roles, assign privileges

to role.

Customer

ACUM-

003

I High Ability to create/modify user and assign role to

user.

Customer

ACUM-

004

I High Ability to change or reset user’s password. Customer

ACUM-

005

I High Ability to manage sanction post against grade. Customer

ACUM-

006

I High Ability to grant permission to user. Customer

ACUM-

007

I High HEC approved supervisor management. Customer



Recruitment Processing Module designed to improve and automate organization’s




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recruitment processes. It will allow organization to share candidate information and

automate communication with candidates and clients. RPM will also reduce the amount

of paper work required by HR officer. RPM allows HR officer to follow the recruitment

process from the candidate’s side and from the client’s side. This means that changes

made in a client’s process that are related to a candidate will also show up in the

candidate’s profile.

Recruitment of staff is guided by the University Recruitment and Selection policy.

Recruitment Processing Module provides a full recruitment and selection service, dealing

with the majority of all recruitment. There is a limited element of devolution where

departments are responsible for dealing some aspects of the recruitment process for

certain types of posts, e.g. research. Posts can be funded in different ways and this

determines one of two routes for approval involving the department management,

Finance Office and HR department


An integrated module will available with the following functionality;

ID Status Priority Description Source

RP-001 I High Ability to create an authorized vacancy with

auditable mechanism showing authority to

recruit to it.

Customer

RP-002 I High Link to the salary forecasting mechanism to

enable the post to forecast the authorized

vacancy

Customer

RP-003 I High Automatic generation of a unique identifier for

each new authorized vacancy

Customer

RP-004 I High Recording of advertisements medium per

post, adverts may be for single or multiple

vacancies. Posts may be re-advertised. Cost of

adverts. Advertising mediums used

Customer

RP-005 I High Job/Position Classification; identification of

appropriate pay ranges; appropriate status

(approved, pending, filled etc)

Customer

RP-006 I High Allow a manager to enter a position

requisition; define and monitor key dates

associated with a position requisition or

posting, e.g., approval dates, posting closing,

job descriptions, SOPs and associated skills

and competencies, responsibilities etc.

Customer

RP-007 I High Application information recording features Customer




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RP-008 I Short listing features on based of HEC defined

criteria.

Customer

RP-009 I High Management of the interview/test process Customer

RP-010 I Medium Mail merging facilities providing auto-

generation of standard letters

Customer

RP-011 I High Recording of placement history (position

offered/decline/rejection).

Customer

RP-012 I High Analysis of applications covering monitoring

and reporting of equal opportunities data,

nationality/work permit flags against

applicants.

Customer

RP-013 I High Ability to search applicant’s information Customer

RP-014 I High Constitution of selection board/committee,

maintain selection board/committee’s

members information and system give facility

to generate notification of selection

board/committee.

Customer

RP-015 I High Interface to the main HR system module so

that

Contract offer takes offered spinal point

and start date into the salary forecast

for that post.

Contract acceptance by the successful

applicant will trigger the new employee

record and unique identifier at the time

acceptance received.

A current member of staff being

appointed to a new post will be

correctly identified as current staff and

their identifier will be retained.

Customer

RP-016 I High System generate alert on hiring of extra

employee against sanctioned post.

Customer

RP-017 I High As part of the new employee record, entry to

person, contract details, equal opportunities

and post information will be forced to create a

complete HR record.

Customer

RP-018 I Medium Web enablement/Online Recruitment aspects :

Collection of job details from online

Customer




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managers via workflow directly into a

recruitment database, then once

authorized by HR, publication direct to

a web-site automatically updated from

core recruitment system.

Provide the ability to hold job

descriptions associated with a vacancy

as part of the database. This would

allow the data to be re-used, for other

recruitment or to refer to job spec at

the appointee’s appraisal.

The submission of a vacancy would be

aligned with workflow to deal with the

authority to release a post on-line i.e.

automated post release forms

RP-019 I Medium Recruitment Processing; must facilitate

o Applicant application online and

profile maintenance.

o applicant screening for job

suitability, by the HR manager

o interview scheduling

o converting an applicant to

employee

o Applicant Self‐Service (applying,

viewing, mapping skills and

competencies, and managing

profile online; automatic e‐mail

acknowledgement)

Customer

RP-020 I Medium Ability to record grade, department, start date

and end date for the post.

Customer

RP-021 I Medium Ability to handle posts of temporary,

permanent and fixed term duration, and of full

time, part time, casual and part year

attendance patterns.

Customer

RP-022 I Medium Ability to forecast a vacancy based on the

default post information if it vacant.

Customer





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The University requires accurate and up to date records of faculty, officer

staff and other individuals to be able to automate routine administrative

actions where possible. One of the major objectives is to ensure this

information forms the ‘spine’ used across the institution. Contractual

administration is a large element of the routine work carried out jointly

between administration, HR and teaching departments


An integrated module will available with the following functionality;


EM-001 I High Automatic generation of a unique identifier for

each employee and the ability to re-instate

employee returning to the University against

the same ID. Unique identifiers are not re-

used.

Customer

EM-002 I High Ability to uniquely identify individuals (Faculty,

Officer, Staff etc.)

Customer

EM-003 I High Facilities to store contact details for an

employee, covering internal location, home

address, email, telephone etc. (Interfaces

required to relevant central systems to

eliminate data duplication and reflect

ownership.)

Customer

EM-004 I High Facilities to store employee competencies

(e.g. qualifications and professional

associations).

Customer

EM-005 I High Creation of contracts of employment. This

includes, for example:

Contract start and end dates, contract

review dates and associated codes,

date driven automation where

appropriate.

Salary, Grade, designation and

department start, end and change

dates on these items.

Customer

EM-006 I Automatic generation of a full history of

personal, contractual and salary details for all

Customer




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employees.

EM-007 I High Facilities to flag that an employee has left the

University and to store exit data including

reason for leaving and destination. Information

implications of any on-going relationship to

the University are met, e.g. to Pensions

section.

Customer

EM-008 I Medium Interface to payroll to ensure new and

amended personal and contractual details are

available and action either is automated or

notification is passed by automated work

flows.

Customer

EM-009 I High Ability to hold information about additional

roles in the University, for example head of

department. (Including management of clinical

honorary contract details, e.g. the contract is

held with and start/end dates.)

Customer

EM-010 I High Ability to store membership details for

committees

Customer

EM-011 I Medium Ability to hold pre-employment medical

information

Customer

EM-012 I Low Web-based access for employees to view and

amend selected personal details on-line.

Customer

EM-013 I Low Web-based access for managers (or

nominated administrators) to view and update

selected details of staff working for them.

Ability to report on this information

Customer



Leave has a significant financial impact on a company's bottom line. Research has shown

that employers spend an average of 14.6% of payroll on Leave-related benefits. But still

leave management is a time consuming, tedious process. Leave Management subsystem

is used to cut out the physical movements and paper work, help the employees apply for

leaves easily, automate the HR administrative tasks of recording leave and controlling

these against leave policies defined in the HR system. The subsystem ensures that all

the leaves applied, approved and rejected are recorded and that leaves taken are

properly accounted.




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Leave Management is a subsystem that is administered by the Human Resource

Department (HRD) to maintain the employee's leaves. It is the responsibility of HRD to

see to it that the leave programs are efficiently managed and accurately tracked. Leave

Management process includes defining the leave types, assigning entitlements and

calculating avail leaves, employees applying for leaves, managers approving or rejecting

the leave requests, importing the leave data into payroll for calculations.


An integrated module will available with the following functionalities;


LM-001 I High Ability to define organization calendar

management for each financial year.

Customer

LM-002 I High Ability to define off days, holidays & weekends Customer

LM-003 I High Ability to assign different type of leave (earned

leave, casual leave etc.) days for each

employee on monthly basis and annually basis

according to defined leave roles.

Customer

LM-004 I High Ability to define leave type such as earned

leave, casual leave, medical leave, study leave

etc. and leave roles.

Customer

LM-005 I High Ability to keep the record of employee availed

different type of leave (such as earned leave,

casual leave, medical leaves, study leave etc.)

during whole service.

Customer

LM-006 I High System should have ability to restrict or not

allowed to assign casual and earned leave for

employee during study leave and extra

ordinary leave.

Customer

LM-007 I High Leave management module allows employees

to apply leaves online using a web browser.

Employees can perform the following after

logging into leave management module.

Apply for leave which is directed to the

concerned person for approval

View the status of applied leaves

View their own leave history and leave

status

Customer

LM-008 I Medium Leave management module allows managers

to View open leave requests, approve/reject

Customer




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open leave requests and generate reports on

leaves approved, leaves pending, leave

history, leave status, and so on.



The University needs to plan and manage its staffing for a variety of strategic and

operational purposes. To date posts have been used for the purposes of tracking

authorization to release, salary forecasting and budgetary control as oppose to providing

detailed HR establishment information. From this practice post data is maintained only

for the purpose of general funds salary forecasting. The salary forecasting facility has

been developed in-house, with the post data being an add-on to the system. There is a

need to provide comprehensive post information regardless of funding, and also from a

financial control perspective to provide forecasting for all posts regardless of funding.

From an HR perspective there is a clear need to record posts against establishment units.

It must be stressed that this is not an establishment in terms of a set number of post to

a department as the staffing is dependent on that Faculty/Resource Unit’s cash-limited

budget and external funds. It is only that the method of recording posts is by human

resource department which can be different from the financial ledger costing structure.

Organizational hierarchy is provided by an interfacing system and this requires to be

developed to record and maintain a true picture of the hierarchy including sub-

departmental units as required.


All above mention functionalities are addressed by Establishment Activities Processing

Module. Detail features of this module are described here;

ID Statu

s


EAP-001 I High This module should have ability to generate

pay notification

Customer

EAP-002 I High Ability to provide functionality for renew

contract between employee and employer and

renew contract letter generation.

Customer

EAP-003 I High Ability to provide following functionalities;

Employee increments based on annul

performance, improve qualification etc.

Performance award, honorarium and

plenty etc.

Salary revision

Customer




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Defer increment

EAP-004 I High Identify employees qualified for increment and

promotion (based on annual reviews and pre‐

defined increment and promotion criteria.)

Customer

EAP-005 I High Ability to provide functionality to promote or

demote employee in new grade with or

without new designation and may transfer to

new department.

Customer

EAP-006 I High Ability to support two type of transfer

(campus, department), in case of campus

system have ability to generate employee

earned leave report and execute service

conclusion procedure to closed service in

initial campus.

Customer

EAP-007 I High Ability to revise/change employee designation Customer

EAP-008 I High Ability to support different type of permanent

or temporary service conclusion that include –

transfer to other campus, resigned,

terminated, dismissed, absent from duty,

deceased, on study leave etc.

Customer

EAP-009 I High Record different sets of conditions of service Customer

EAP-010 I High Match the conditions of service to a contract

and set defaults for some fields accordingly

(e.g. pay award, increment due date, notice

period). From that, ability to determine

individual contractual entitlements based on

personal service record.

Customer

EAP-011 I High Notices/Alert, Discipline and Grievance

Management like resign notification.

Customer

EAP-012 I High Ability to hold data about pension eligibly,

particularly with respect to regular employee.

Customer

EAP-013 I High Ability to hold data to support employee

probation

Customer

EAP-014 I High Ability to hold data on employee disciplinary

and grievance issues

Customer

EAP-015 I High Maintain a full historical record of posts and

their incumbents on an establishment unit

basis, coping with multiple employees in a

Customer




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single post and that one employee may hold

multiple posts during his service period

6. Payroll Module


The Payroll section currently creates and amends employee records as well as carrying

out payroll responsibilities manually. The payroll department is part of the

Finance/account Office. Currently there are different payroll runs per month, and in

future the payroll section will be responsible for paying pensioners. Payroll is responsible

for monitoring, controlling and paying expenses each month. There is a considerable

number of regular, Tenor Track System (TTS), foreign faculty, daily wages ‘casual’ staffs

who are currently dealt with exclusively by Payroll and this activity will be addressed by

regularizing the situation in compliance with employment law, and changes necessary to

systems and processes will take account of this.

Pensions are housed within the Payroll section. The payroll record provides their source

of employee information and there is scope to improve the information flow.


This section details the Payroll sections’ main responsibilities after HR assume

responsibility for driving the system. The underlying principle is that processes HR drives

are automated where currently manual. There is a large knowledge base that must be

transferred from Payroll to Personnel with following functionalities;

Payroll will pay employees and meet statutory requirements.

Payroll will act as paying agents.

Payroll will pay expenses and overtime on departmental authority.

Payroll will attach temporary elements (mid-month calculations).

Payroll will be responsible for Pensions administration.

ID Statu

s


PR-001 I High Ability to add/view/update

allowances/payments and deduction rates &

allowances/payments and deduction types.

Customer

PR-002 I High Ability to manage allowances/payments and

deduction for specific grade as well as for

specific employee.

Customer

PR-003 I High Ability to manage employee multiple bank

account detail.

Customer

PR-004 I High System should have ability to calculate Customer




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employee (regular/non regular) provisional

monthly and daily pay as well as arrears

calculation.

PR-005 I High Maintenance and control of computerized

payroll records for;

Statutory Allowances/payments and

deductions such as Tax, Group

insurance, Study Loans etc.

Non-statutory payments and

deductions such as Pension

adjustments, Occupational Sick Pay

adjustments, Taleem Fund, Other

(Parking fee) etc.

Customer

PR-006 I High Make payments to individuals, on receipt of

authorization from HR via electronic interface,

by

making record live for relevant pay

period

attaching relevant statutory and non-

statutory information

calculating adjustments for mid-month,

backdated changes

Customer

PR-007 I High Control, monitor and pay employee expenses. Customer

PR-008 I High Provision of statements of pay Customer

PR-009 I High Calculation and payment of the University’s

monthly pay, tax and Group Insurance

contribution liabilities.

Customer

PR-010 I High Ability to initially define and revise salary

structure (min basic pay, max basic pay, no. of

stages, etc.) of regular grade, TTS grade,

foreign faculty grade, etc.

Customer

PR-011 I High Loan management of employee against CP

fund/GP fund.

Customer

PR-012 I high Ability to support multiple pay scales, and

grades

Customer






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The Document Archiving and File Tracking module/sub‐system is a

medium term requirement for the Human Resource Management System.

This sub‐system will provide the Record Office and other concern

departments with the capabilities of managing and maintaining digital

equivalents of paper‐based files/documents used in the routine operation

of the Human Resource department.


The Document Archiving and File Tracking system must have following features;

ID Statu

s


DAFT-001 I High Provide a mechanism to digitize paper‐

based records, such as different

contract Claim forms, Applications,

and correspondences, reports that will

be maintained in the registry

Customer

DAFT-002 I High Provide a mechanism/standalone

application to handle Selection Board

Decisions, committee decisions and

circulation.

Customer

DAFT-003 I High Create digital equivalents of employee

personal files maintained by the

existing manual system.

Customer

DAFT-004 I High Provide a permission based

mechanisms for user to view

files/documents of interest

Customer

DAFT-005 I High Provide a permission‐based

mechanism for users to make

annotations to existing documents.

These annotations must include

comments, directives and feedback

typically written on the original paper‐

based documents by Managers and

Customer




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staff authorized to comment or

requested to act in respect of the

document.

DAFT-006 I Provide mechanism to keep checked in

and out record of employee personal

files

Customer

DAFT-007 I Permission based access and

management of scanned employee

academic documents

Customer

Note: Software Requirement Specification of following module will be included in next

version of this document.

8. Research Project & publication Module






10.Performance Development Planning Module



Performance Evaluation and Competency Management

Requirement status:

I = initial (this requirement has been identified at the beginning of the project),

D = dropped (this requirement has been deleted from the requirement

definitions),

H = on hold (decision to be implemented or dropped will be made later),

A = additional (this requirement was introduced during the project course).

4.3.1 Change Log

Identit

y

Actio

n

Date Comments




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Requirement status:

D = dropped (this requirement has been deleted from the requirement

definitions),

H = on hold (decision to be implemented or dropped will be made later),

A = added (this requirement was introduced during the project course).

R = resurrected (dropped or on hold requirement was reactivated)



software requirement specification_hrms

Documents

human resource

human resource

senior management

higher management

admin control

addedit job

recruitment

system requirements