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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 Page 1
Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
Revision History
Date Version Description Author
21-02-2011 0.1 Initial Draft Manzoor Ahmad
Copyright ©2011 CITC Abbottabad http://www.ciit.net.pk Page 2
Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
Copyright ©2011 CITC Abbottabad http://www.ciit.net.pk Page 4
Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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:
Copyright ©2011 CITC Abbottabad http://www.ciit.net.pk Page 5
Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
• 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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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:
1. Admin Control & User Management Module
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
Define user roles and assign them to users.
Modify Human Resources Management System user attributes
2. Recruitment Processing Module
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).
3. Employee Management Module
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
4. Leave Management Module
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
5. Establishment Activities Processing Module
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.
7. Document Archiving & File Tracking Module
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
9. Attendance & Shift Management Module
10.Performance Development Planning Module
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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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.
1. Admin Control & User Management Module
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
2. Recruitment Processing Module
Description & Priority
Recruitment Processing Module designed to improve and automate organization’s
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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
Functional Requirements
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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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Project Name: Human Resource Management System (HRMS)
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Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
3. Employee Management Module
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Project Name: Human Resource Management System (HRMS)
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Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
Description & Priority
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
Functional Requirements
An integrated module will available with the following functionality;
ID Status Priority Description Source
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
4. Leave Management Module
Description & Priority
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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.
Functional Requirements
An integrated module will available with the following functionalities;
ID Status Priority Description Source
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
open leave requests and generate reports on
leaves approved, leaves pending, leave
history, leave status, and so on.
5. Establishment Activities Processing Module
Description & Priority
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.
Functional Requirements
All above mention functionalities are addressed by Establishment Activities Processing
Module. Detail features of this module are described here;
ID Statu
s
Priority Description Source
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
single post and that one employee may hold
multiple posts during his service period
6. Payroll Module
Description & Priority
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.
Functional Requirements
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
Priority Description Source
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
7. Document Archiving & File Tracking Module
Description & Priority
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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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.
Functional Requirements
The Document Archiving and File Tracking system must have following features;
ID Statu
s
Priority Description Source
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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
Description & Priority
Functional Requirements
9. Attendance & Shift Management Module
Description & Priority
Functional Requirements
10.Performance Development Planning Module
Description & Priority
Functional Requirements
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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Project Name: Human Resource Management System (HRMS)
Version: 0.1
Software Requirements DefinitionSpecification (SRS) Date: 14-03-2011Organization: COMSATS Institute of Information Technology, Abbottabad
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)
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