Functional requirements of HR Management System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Allow employees, managers, and HR staff to create accounts, log in, and manage their profiles.
   • Implement role-based access control with different permissions for HR staff, managers, and employees.
2. Employee Information Management
   • Maintain comprehensive employee profiles, including personal information, job details, and contact information.
   • Allow employees to update their own details and HR staff to manage and edit employee records.
3. Recruitment and Onboarding
   • Manage job postings, applications, and candidate tracking.
   • Facilitate the recruitment process from application to hiring.
   • Support onboarding processes, including document collection and initial training.
4. Leave and Attendance Management
   • Track employee leave requests, approvals, and balances.
   • Manage attendance records, including clock-in/out times and overtime.
   • Integrate with time-tracking systems if needed.
5. Performance Management
   • Track and manage employee performance evaluations and appraisals.
   • Set and monitor performance goals, objectives, and key performance indicators (KPIs).
   • Provide tools for feedback and performance reviews.
6. Payroll Management
   • Manage employee payroll, including salary calculations, deductions, and benefits.
   • Generate pay slips, tax reports, and other financial documentation.
   • Integrate with accounting systems for accurate financial management.
7. Training and Development
   • Track employee training and development activities.
   • Manage training programs, certifications, and career development plans.
   • Provide tools for scheduling and tracking training sessions.
8. Benefits Administration
   • Manage employee benefits, such as health insurance, retirement plans, and other perks.
   • Allow employees to view and select their benefits options.
9. Compliance and Reporting
   • Ensure compliance with labor laws, regulations, and company policies.
   • Generate reports for compliance, audits, and HR metrics (e.g., turnover rates, hiring statistics).
10. Employee Self-Service Portal
    • Provide a self-service portal for employees to view and update their personal information, request leave, and access pay slips.
    • Allow employees to view their performance evaluations and training records.
11. Communication and Collaboration Tools
    • Facilitate internal communication and collaboration among HR staff, managers, and employees.
    • Provide tools for announcements, internal messaging, and document sharing.
12. Document Management
    • Store and manage employee-related documents, such as contracts, performance reviews, and certifications.
    • Allow secure access and retrieval of documents by authorized personnel.
13. Integration with Other Systems
    • Integrate with other systems, such as financial software, ERP systems, or external job boards.
    • Support data synchronization and seamless information flow across systems.

Non-Functional Requirements

1. Performance
   • Ensure quick response times for accessing employee records, processing payroll, and generating reports.
   • Handle high volumes of concurrent users and data efficiently.
2. Scalability
   • Support the addition of new employees, departments, and locations as the organization grows.
   • Scale to accommodate increasing amounts of data and user load.
3. Reliability
   • Ensure high system availability with minimal downtime.
   • Implement backup and recovery procedures to protect HR data and ensure business continuity.
4. Security
   • Protect sensitive employee and payroll data with encryption and secure access controls.
   • Ensure compliance with data protection regulations (e.g., GDPR, CCPA) and industry standards.
5. Usability
   • Provide an intuitive and user-friendly interface for HR staff, managers, and employees.
   • Ensure ease of navigation and accessibility features for all users.
6. Maintainability
   • Design the system for easy updates, maintenance, and troubleshooting.
   • Provide clear documentation for system administrators and developers.
7. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and operating systems.
   • Integrate seamlessly with other business systems and software.
8. Data Integrity
   • Ensure accuracy and consistency of employee data, payroll information, and performance records.
   • Implement validation checks and error-handling mechanisms to maintain data quality.
9. Support and Documentation
   • Provide user manuals, help guides, and support resources for troubleshooting and training.
   • Offer technical support for system issues and maintenance.
10. Auditability
    • Maintain logs of user actions, system changes, and data access for auditing purposes.
    • Provide audit trails for employee records, payroll transactions, and compliance activities.