Functional requirements of Staff Attendance Management System with non-functional
Functional Requirements
- 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).
- 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.
- 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.
- 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.
- 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.
- Attendance Reporting
- Generate reports on attendance, including daily, weekly, and monthly summaries.
- Provide insights into attendance patterns, absenteeism, and punctuality.
- 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.
- 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.
- 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.
- 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.
- Compliance Management
- Ensure compliance with labor laws and company policies regarding attendance and leave.
- Provide tools for managing and enforcing attendance policies and regulations.
- 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
- 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.
- 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.
- Availability
- Ensure high availability with minimal downtime (e.g., 99.9% uptime).
- Implement redundancy and failover mechanisms to maintain system operation during failures.
- 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.
- Usability
- Design an intuitive and user-friendly interface for employees, managers, and administrators.
- Provide clear navigation, help documentation, and user support.
- 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.
- 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.
- Reliability
- Ensure reliable operation with robust error handling and recovery mechanisms.
- Minimize system errors and downtime through proactive monitoring and maintenance.
- 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.
- 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.