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.