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Functional requirements of Leave Management System with non-functional

Functional Requirements

  1. Leave Request Management
    • Leave Application: Allow employees to submit leave requests, including specifying leave type (e.g., vacation, sick leave), start and end dates, and reason for leave.
    • Leave Modification: Enable employees to modify or cancel pending leave requests if needed.
    • Attachments: Allow employees to attach supporting documents (e.g., medical certificates) to their leave requests.
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  2. Approval Workflow
    • Manager Approval: Route leave requests to the appropriate manager or supervisor for approval or rejection.
    • Multi-Level Approval: Support multi-level approval workflows where necessary (e.g., manager approval followed by HR approval).
    • Notifications: Send notifications to employees and managers regarding leave request status, approvals, and rejections.
  3. Leave Balance Management
    • Accrual Calculation: Automatically calculate and update leave balances based on accrual policies (e.g., monthly accruals, carryovers).
    • Balance Visibility: Allow employees to view their current leave balances and accrual rates.
    • Carryover Rules: Manage leave carryover rules and limits (e.g., maximum carryover limits).
  4. Leave Types and Policies
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    • Leave Types: Define and manage different types of leave (e.g., annual leave, sick leave, personal leave) with specific rules and policies.
    • Policy Management: Implement and enforce company leave policies, including accrual rates, eligibility criteria, and approval requirements.
  5. Reporting and Analytics
    • Leave Reports: Generate reports on leave usage, including summary reports, individual leave records, and trends.
    • Absence Analytics: Analyze leave patterns and trends to identify potential issues or improvements.
    • Compliance Reporting: Produce reports for compliance with labor laws and company policies.
  6. Integration
    • HR Systems Integration: Integrate with HR management systems to synchronize employee data and leave records.
    • Payroll Systems Integration: Sync with payroll systems to manage leave-related payroll adjustments (e.g., unpaid leave).
    • Calendar Integration: Integrate with calendar systems (e.g., Outlook, Google Calendar) to automatically update leave schedules.
  7. Employee Self-Service
    • Leave Requests: Allow employees to request and manage their leave through a self-service portal.
    • Leave History: Provide employees with access to their leave history, including past requests and balances.
    • Status Tracking: Enable employees to track the status of their leave requests and view approval history.
  8. Administrative Functions
    • User Management: Manage user roles and permissions for administrators, managers, and employees.
    • System Configuration: Configure system settings, including leave types, approval workflows, and accrual policies.
    • Audit Trails: Maintain logs of system changes and user actions for auditing and compliance purposes.
  9. Notifications and Alerts
    • Automatic Alerts: Send automatic alerts to employees and managers for upcoming leave, leave expiry, and approval deadlines.
    • Reminder Notifications: Provide reminders for pending leave requests, upcoming leave periods, and balance thresholds.

Non-Functional Requirements

  1. Performance
    • Response Time: Ensure quick response times for leave requests, balance checks, and report generation (e.g., under 2 seconds for most operations).
    • Scalability: The system should handle increasing numbers of employees and leave transactions without performance degradation.
  2. Reliability
    • Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
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    • Error Handling: Implement robust error handling and recovery mechanisms to manage system failures and maintain data integrity.
  3. Security
    • Data Protection: Protect sensitive employee data through encryption and secure storage.
    • Authentication and Authorization: Use secure authentication methods and enforce role-based access control to manage user access and permissions.
    • Compliance: Follow relevant data protection regulations and privacy laws (e.g., GDPR, CCPA).
  4. Usability
    • User Interface: Design an intuitive and user-friendly interface for employees, managers, and administrators.
    • Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
  5. Maintainability
    • Code Quality: Write high-quality, well-documented code to facilitate system maintenance and updates.
    • Documentation: Provide comprehensive documentation for users and administrators, including user guides and technical manuals.
  6. Availability
    • Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
    • Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
  7. Portability
    • Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems used by employees, including desktops, tablets, and mobile devices.
  8. Supportability
    • Technical Support: Provide mechanisms for users to obtain support and resolve issues, including help desks, online resources, and customer service.
    • Error Reporting: Include functionality for users to report issues or bugs and track their resolution.
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