Employee Profiles: Maintain detailed profiles for each employee, including personal details, job title, department, and contact information.
Employment History: Track employment history, including hire dates, promotions, transfers, and terminations.
Leave Management: Manage various types of leave (e.g., vacation, sick leave) and track leave balances.
Attendance Tracking
Clock-In/Clock-Out: Allow employees to clock in and out using various methods (e.g., biometric scanners, web-based timesheets).
Absence Tracking: Record and manage employee absences, including reasons for absences (e.g., sick leave, personal time).
Overtime Tracking: Track and calculate overtime hours worked by employees.
Payroll Processing
Salary Calculation: Calculate employee salaries based on time worked, attendance, and overtime. Include adjustments for deductions, benefits, and bonuses.
Deductions and Benefits: Manage deductions (e.g., taxes, insurance) and benefits (e.g., retirement contributions, health insurance).
Payroll Generation: Generate payroll reports and pay stubs, including detailed breakdowns of earnings and deductions.
Compliance and Reporting
Tax Compliance: Calculate and withhold federal, state, and local taxes according to legal requirements.
Regulatory Compliance: Ensure compliance with labor laws and regulations, including minimum wage, overtime rules, and leave entitlements.
Payroll Reports: Generate reports for payroll audits, tax filings, and financial analysis, including summaries of payroll expenses and deductions.
Integration
HR Systems Integration: Integrate with other HR systems such as recruitment and performance management systems for seamless data flow.
Accounting Integration: Sync with accounting systems for accurate financial reporting and reconciliation.
Bank Integration: Facilitate direct deposit of employee salaries by integrating with banking systems.
Employee Self-Service
Payroll Access: Allow employees to view and download their pay stubs, tax documents, and payroll history.
Attendance Records: Provide employees with access to their attendance records and leave balances.
Leave Requests: Enable employees to request leave and view the status of their leave applications.
Admin Functions
User Management: Manage user roles and permissions for system administrators, HR personnel, and managers.
System Configuration: Configure payroll settings, including pay periods, salary structures, and tax rates.
Audit Trails: Maintain logs of system changes and user actions for auditing purposes.
Notifications and Alerts
Payroll Notifications: Send notifications to employees regarding payroll processing dates, salary changes, and tax information.
Attendance Alerts: Alert managers and employees about attendance issues such as missed punches or excessive absences.
Non-Functional Requirements
Performance
Response Time: Ensure quick response times for data entry, payroll calculations, and report generation (e.g., under 2 seconds for most operations).
Scalability: The system should handle increasing numbers of employees and payroll transactions without performance issues.
Reliability
Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
Error Handling: Implement robust error handling to manage system failures and ensure data integrity.
Security
Data Protection: Protect sensitive employee and payroll data through encryption and secure storage.
Authentication and Authorization: Use secure authentication methods and enforce role-based access control.
Compliance: Follow relevant standards and regulations for data protection and privacy (e.g., GDPR, CCPA).
Usability
User Interface: Design an intuitive and user-friendly interface for both administrators and employees.
Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
Maintainability
Code Quality: Write high-quality, well-documented code to facilitate maintenance and updates.
Documentation: Provide comprehensive documentation for users and administrators, including user guides and technical manuals.
Availability
Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures.
Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
Portability
Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems, including desktops, tablets, and mobile devices.
Supportability
Technical Support: Provide mechanisms for users to obtain support and resolve issues.
Error Reporting: Include functionality for users to report bugs or issues and track their resolution.
