Functional requirements of Attendance Tracking System with non-functional

Functional Requirements

1. User Registration and Authentication:
   • Allow users (e.g., employees, students, administrators) to register and authenticate using email, social media, or organizational credentials.
   • Provide secure login mechanisms, including multi-factor authentication (MFA) for sensitive roles.
   • Implement role-based access control to differentiate between administrators, supervisors, and regular users.
2. Attendance Recording:
   • Provide mechanisms for recording attendance, including options for manual entry, biometric identification (e.g., fingerprint, facial recognition), and automated check-in/check-out.
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   • Allow users to mark attendance through various methods such as QR codes, NFC tags, or GPS-based location verification.
3. Real-Time Tracking:
   • Enable real-time monitoring of attendance for ongoing sessions, classes, or work shifts.
   • Provide live dashboards for administrators and supervisors to view current attendance status and trends.
4. Schedule Management:
   • Allow administrators to define and manage schedules, including work shifts, class times, and event durations.
   • Support recurring schedules and automated adjustments for holidays, vacations, or special events.
5. Absence Management:
   • Provide options for users to request leave or report absences, including features for approval workflows and documentation submission.
   • Allow administrators to review, approve, or reject leave requests and track absence reasons.
6. Reporting and Analytics:
   • Generate detailed reports on attendance data, including daily, weekly, monthly, and yearly summaries.
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   • Provide analytics on attendance patterns, trends, and exceptions, such as frequent absences or tardiness.
   • Enable export of reports in various formats (e.g., PDF, Excel) for further analysis.
7. Notifications and Alerts:
   • Send automated notifications and alerts for important events such as missed check-ins, upcoming shifts, or leave approvals.
   • Allow users to configure notification preferences, including email, SMS, and in-app alerts.
8. Integration with External Systems:
   • Support integration with external systems such as payroll, HR management systems, and Learning Management Systems (LMS).
   • Provide APIs for data synchronization and interoperability with other organizational tools and platforms.
9. User Management:
   • Allow administrators to manage user accounts, including creating, updating, and deactivating accounts.
   • Provide options for assigning roles, permissions, and access levels based on user responsibilities.
10. Data Management and Security:
    • Ensure secure storage and handling of attendance data, with encryption for data at rest and in transit.
    • Implement data validation and integrity checks to prevent errors and unauthorized access.
11. Mobile Access:
    • Provide a mobile app or a responsive web design to enable users to check in/out, view attendance records, and manage schedules from mobile devices.
    • Ensure mobile functionality supports attendance tracking methods such as GPS and QR codes.
12. Audit Trails and Logs:
    • Maintain audit trails and logs of attendance-related actions, including user activities, system changes, and approval workflows.
    • Provide administrators with tools to review and analyze logs for security and compliance purposes.
13. Customizable Settings:
    • Allow customization of attendance tracking settings, including options for different tracking methods, reporting formats, and notification preferences.
    • Provide tools for configuring system parameters to fit organizational needs and policies.
14. Support for Multiple Locations:
    • Enable tracking of attendance across multiple locations or branches, with centralized management and reporting.
    • Provide options for location-based tracking and reporting to accommodate diverse organizational structures.
15. Data Backup and Recovery:
    • Implement regular data backups to ensure recovery in case of data loss or system failure.
    • Provide procedures for data restoration and continuity planning.

Non-Functional Requirements

1. Scalability:
   • The system should be able to handle an increasing number of users, attendance records, and concurrent interactions without performance degradation.
   • Support for scaling infrastructure to accommodate peak usage times and growing data volumes.
2. Performance:
   • Ensure fast and responsive interactions, with quick processing of attendance data, report generation, and real-time tracking.
   • Optimize system performance to handle high transaction volumes and large datasets efficiently.
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3. Reliability and Availability:
   • Ensure high availability of the system with minimal downtime, supported by redundancy, load balancing, and failover mechanisms.
   • Implement regular backups and disaster recovery procedures to maintain service continuity.
4. Usability:
   • The user interface should be intuitive and user-friendly, accommodating users with varying levels of technical expertise.
   • Provide a consistent and seamless experience across different devices and platforms.
5. Interoperability:
   • The system should integrate seamlessly with third-party tools, such as payroll systems, HR software, and LMS.
   • Support standard APIs and data formats for interoperability and data exchange.
6. Maintainability:
   • Ensure the system is easy to maintain, with clear documentation, modular design, and support for regular updates and bug fixes.
   • Implement automated monitoring and logging to identify and address issues promptly.
7. Compliance:
   • Ensure the system complies with relevant regulations and standards, such as data protection laws (e.g., GDPR) and labor regulations.
   • Provide features to support auditing, data retention, and regulatory reporting requirements.
8. Data Integrity and Accuracy:
   • Ensure that all attendance data collected and processed by the system is accurate, consistent, and up-to-date.
   • Implement validation checks and data integrity mechanisms to prevent errors and data corruption.
9. Localization and Internationalization:
   • Support multiple languages and regional settings to cater to a global user base.
   • Allow easy adaptation of the system to meet local regulations and cultural practices.
10. Accessibility:
    • Ensure that the system is accessible to users with disabilities, following web accessibility standards (e.g., WCAG).
    • Provide features such as screen reader compatibility, keyboard navigation, and adjustable text sizes.
11. Privacy and Data Ownership:
    • Ensure that users retain ownership of their data and can easily control, access, and delete their information.
    • Provide transparency regarding data usage, sharing, and storage practices, with clear consent mechanisms.