Functional requirements of Employee Attendance System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Allow employees to log in and access their attendance records.
   • Provide different access levels for administrators, managers, and employees.
   • Implement role-based access controls for viewing and managing attendance data.
2. Attendance Tracking
   • Track employee attendance in real-time, including clock-in and clock-out times.
   • Support various methods for recording attendance, such as biometric systems, RFID cards, or manual entry.
   • Allow employees to check in and out from different locations if needed.
3. Leave Management
   • Enable employees to apply for various types of leave (e.g., sick leave, vacation, personal leave).
   • Provide tools for managers to review, approve, or reject leave requests.
   • Track leave balances and update them accordingly.
4. Attendance Reports
   • Generate reports on employee attendance, including daily, weekly, and monthly summaries.
   • Provide insights into attendance patterns, absenteeism, and punctuality.
   • Allow exporting of reports in various formats (e.g., PDF, Excel).
5. Timesheet Management
   • Allow employees to submit timesheets for review and approval.
   • Support manual entry or adjustment of hours worked if needed.
   • Provide tools for managers to review, approve, and manage timesheets.
6. Employee Profiles
   • Maintain detailed employee profiles, including personal information, job details, and attendance records.
   • Allow employees to view and update their personal information as needed.
7. Integration with Payroll
   • Integrate with payroll systems to calculate wages based on attendance data, overtime, and leave.
   • Provide accurate attendance data for payroll processing and salary calculations.
8. Notifications and Alerts
   • Send notifications for important events, such as missed clock-ins, approved or rejected leave requests, and upcoming holidays.
   • Allow users to configure notification preferences and settings.
9. Absence Management
   • Track and manage employee absences, including reasons for absence and duration.
   • Provide tools for reporting and analyzing absence trends and patterns.
10. Compliance and Policy Management
    • Ensure compliance with company policies and regulations regarding attendance, leave, and work hours.
    • Provide features for defining and managing attendance policies and rules.
11. Data Security and Privacy
    • Protect employee attendance data with encryption and secure access controls.
    • Ensure compliance with data protection regulations (e.g., GDPR, CCPA).
12. User Interface and Experience
    • Provide an intuitive and user-friendly interface for managing attendance, leave requests, and reports.
    • Ensure ease of navigation and accessibility features for users with different needs and abilities.
13. Integration with Other Systems
    • Integrate with HR management systems, time tracking tools, and other business applications.
    • Provide APIs and data exchange standards for seamless integration with third-party systems.
14. Documentation and Support
    • Offer user manuals, help guides, and support resources for troubleshooting and training.
    • Provide technical support for system issues and user assistance.

Non-Functional Requirements

1. Performance
   • Ensure quick load times for accessing attendance records, generating reports, and processing leave requests.
   • Handle high volumes of data and concurrent user requests efficiently.
2. Scalability
   • Support the addition of new features, users, and departments as the system grows.
   • Scale to accommodate increasing data volumes, user traffic, and attendance records.
3. Reliability
   • Ensure high system availability with minimal downtime, especially during peak usage periods (e.g., payroll processing).
   • Implement backup and recovery procedures to protect data and ensure business continuity.
4. Security
   • Protect employee data with encryption, secure access controls, and regular security updates.
   • Implement measures to prevent unauthorized access, data breaches, and misuse of personal information.
5. Usability
   • Provide an intuitive and user-friendly interface for managing attendance, leave requests, and reports.
   • Ensure ease of navigation, data entry, and information retrieval for users with varying levels of technical expertise.
6. Maintainability
   • Design the system for easy updates, maintenance, and troubleshooting.
   • Provide clear documentation for system administrators, developers, and support personnel.
7. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and web browsers.
   • Support different operating systems and platforms to ensure a consistent user experience.
8. Data Integrity
   • Ensure accuracy and consistency of attendance data, leave records, and reports.
   • Implement validation checks and error-handling mechanisms to maintain data quality.
9. Support and Documentation
   • Provide comprehensive user manuals, help guides, and support resources for troubleshooting and training.
   • Offer technical support for system issues and maintenance.
10. Auditability
    • Maintain logs of system activity, user interactions, and data changes for auditing purposes.
    • Provide audit trails for attendance tracking, leave management, and policy enforcement.