Functional requirements of Staff Attendance Management System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Secure registration, login, and account management for staff, managers, and administrators.
   • Role-based access controls to manage permissions for different system features (e.g., employee access, manager reports, admin settings).
2. Attendance Tracking
   • Record and track employee attendance using methods such as manual entry, biometric systems, or RFID.
   • Support for tracking different types of attendance, including regular hours, overtime, and absences.
3. Time Clock and Check-In/Check-Out
   • Allow employees to clock in and out, either via web, mobile app, or physical time clocks.
   • Support for real-time check-ins/check-outs and automatic time tracking.
4. Leave Management
   • Manage various types of leave requests (e.g., sick leave, vacation, personal leave).
   • Provide tools for employees to request leave, and for managers to approve or deny requests.
   • Track leave balances and accruals.
5. Shift Scheduling
   • Create and manage employee shift schedules, including regular shifts, rotating shifts, and flexible schedules.
   • Allow employees to view their schedules and request shift changes or swaps.
6. Attendance Reporting
   • Generate reports on attendance, including daily, weekly, and monthly summaries.
   • Provide insights into attendance patterns, absenteeism, and punctuality.
7. Notifications and Alerts
   • Send notifications and alerts to employees for clock-in/out reminders, upcoming shifts, and leave approvals.
   • Notify managers and HR about attendance issues, such as missed clock-ins or unapproved absences.
8. Integration with Payroll Systems
   • Integrate with payroll systems to calculate wages based on recorded attendance and leave data.
   • Support for automatic data transfer to payroll systems for processing.
9. Employee Self-Service
   • Provide a self-service portal for employees to view their attendance records, request leave, and check schedules.
   • Allow employees to update personal information and view attendance reports.
10. Manager and HR Dashboard
    • Provide dashboards for managers and HR to monitor attendance, manage leave requests, and review employee performance.
    • Include tools for analyzing attendance data and generating insights.
11. Compliance Management
    • Ensure compliance with labor laws and company policies regarding attendance and leave.
    • Provide tools for managing and enforcing attendance policies and regulations.
12. Data Export and Import
    • Support exporting attendance data to various formats (e.g., CSV, Excel) for reporting and analysis.
    • Allow importing data from other systems or legacy formats.

Non-Functional Requirements

1. Performance
   • Ensure the system can handle a high volume of attendance records and user interactions efficiently.
   • Provide quick response times for data retrieval, clock-in/out operations, and report generation.
2. Scalability
   • The system should be scalable to accommodate increasing numbers of employees, shifts, and attendance records.
   • Support both horizontal and vertical scaling to manage growth and increased data volume.
3. Availability
   • Ensure high availability with minimal downtime (e.g., 99.9% uptime).
   • Implement redundancy and failover mechanisms to maintain system operation during failures.
4. Security
   • Protect user data, attendance records, and system communications through encryption and secure access controls.
   • Implement regular security assessments and adhere to data protection regulations.
5. Usability
   • Design an intuitive and user-friendly interface for employees, managers, and administrators.
   • Provide clear navigation, help documentation, and user support.
6. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets, mobile phones) and operating systems.
   • Integrate seamlessly with other systems, such as payroll and HR management tools.
7. Maintainability
   • The system should have a modular and well-documented codebase to facilitate maintenance and updates.
   • Implement automated testing, continuous integration, and version control practices.
8. Reliability
   • Ensure reliable operation with robust error handling and recovery mechanisms.
   • Minimize system errors and downtime through proactive monitoring and maintenance.
9. Compliance
   • Adhere to relevant regulations and standards for data privacy, labor laws, and attendance management (e.g., GDPR, labor regulations).
   • Ensure compliance with industry best practices and guidelines.
10. Efficiency
    • Optimize resource usage (e.g., memory, processing power) to ensure efficient operation and cost-effectiveness.
    • Implement data processing and storage practices that minimize resource consumption.