SOFTWARE REQUIREMENTS

SPECIFICATION

Human Resource Management System (HRMS)

Health & Family Welfare Department

 Health & Family Welfare Department………………...…………….……………………………… 1

1. Introduction............................................................................................................................................. 3
1.1 Problem Definition ........................................................................................................................... 3
1.2 Purpose ............................................................................................................................................. 3
1.3 Scope ................................................................................................................................................ 3
1.4 User and Literature Survey .............................................................................................................. 3
1.5 Definitions and Abbreviations .......................................................................................................... 4
1.6 Overview ........................................................................................................................................... 4

2. Overall Description ................................................................................................................................. 4

2.1 Product Perspective .......................................................................................................................... 5
2.2 Product Functions ............................................................................................................................. 5

2.2.1) Authentication and Authorization .......................................................................................... 5

2.2.2) Process Data............................................................................................................................ 5
2.2.3) Modules.................................................................................................................................. 6
2.3 Constraints, Assumptions and Dependencies................................................................................... 7

3. Specific Requirements ........................................................................................................................... 8

3.1 Interface Requirements ……............................................................................................................. 8

3.1.1) Employee Login Tab.............................................................................................................. 8

3.1.2) Office Login Tab .................................................................................................................... 8
3.1.3) New Employee Registration Tab............................................................................................ 9
3.1.4) Declaration Tab ...................................................................................................................... 9
3.1.5) Employee Verification Tab .................................................................................................... 9
3.1.6) Employee profile Tab ............................................................................................................. 9
3.1.7) Report Tab ………..................................................................................................................9
3.1.8) Designation role mapping .....................................................................................................10

3.2 Functional Requirements ................................................................................................................ 10

3.2.1) Functional requirement ….................................................................................................... 10

3.3 Non-functional Requirements ......................................................................................................... 12

3.3.1) Performance requirements ................................................................................................... 12

3.3.2) Design constraints ................................................................................................................ 12

4. Data Model and Description ................................................................................................................. 13

4.1 Data Description of Personal Master Data Module ........................................................................ 14

4.1.1) Data objects ......................................................................................................................... 16

4.1.2) Relationships ....................................................................................................................... 18

4.2 Data Description of Authentication and Authorization Module .................................................... 18

4.2.1) Data Objects ................................................................................................................. 19

4.2.2) Relationships ...................................................................................................................... 20
5. Behavioural Model and Description .................................................................................................... 20
5.1 Description for software behaviour ................................................................................................. 21
5.2 State Transition Diagrams ............................................................................................................... 22

6. Planning ................................................................................................................................................ 23
6.1 Team Structure ................................................................................................................................ 23
6.2 Estimation (Basic Schedule) ........................................................................................................... 24
6.3 Process Model ................................................................................................................................. 25

7. Conclusion ............................................................................................................................................ 25
1 Introduction

This document is a software requirement specification for the HR Management System Project. After
giving information about the definition of the project at the beginning part of the document, we will give
complete description for overview and list the requirements which meet the needs of the company roughly.

1.1 Problem Definition

Nowadays, organizations try to enhance their management and have a better control over their
employees. In order to fulfil these requirements in a more efficient way they need software called Human
Resource Management System. HR Management System is software which satisfies the needs of the Human
Resources of the Department to manage employees' personal, annual leaves, payroll, trainings, skills,
performance evaluation and so on.

Our HR Management System will meet the needs for managing the personal data, system authentication
and authorization of an employee. Our HRMS project is being developed for Health Department who wants to
control and manage their employee’s data in a more appropriate and neat way. With the help of our project they
will have better software to manage their personal data, control mechanism to authorize and authenticate for the
employees’ entry.

1.2 Purpose

This document aims to give a brief description about the Human Resource Management System Project.
With the help of this document the needs of the department and the solution that will be provided to that needs
will be clearly presented. In other words, this document will provide a basis for validation and verification.

1.3 Scope

This document covers the whole definition of the Human Resource Management System (HRMS)
project. Human Resource Management System (HRMS) shapes an intersection between Human Resource
Management and Information Technology. The HRMS in Government environment is a very complex system
involving many rules and procedures. The HRMS system takes care of the two main functions Service records
maintenance and Payroll generation of the employees. A Human Resource Management System helps us to
improve the productivity and efficiency of the organization through automation of manual and repetitive tasks.

More specifically, our HRMS (HR Management System) controls and manages the personal database
such that any user with different role types as manager, admin, employee, and human resource will be able to
manipulate their personal data. In addition to manipulating the personal data, our HRMS will provide
authentication and authorization mechanism. Every user with any role type can be able to login to the system
with his/her username and password.

1.4 User and Literature Survey

Although most of the departments of the world have been using HRMS for a long time as a result of a
need for reaching and managing the data of employees, HRMS projects are developed without the required
properties they to be well-formed. We aim to develop a HRMS in such a manner that it would be able to fulfil
the upcoming changes in the needs of Health Department. In other words, our HRMS will be a flexible system
such that it could be improved according to the future needs of the Departments.

1.5 Definitions and Abbreviations

 SRS: Software Requirements Specification

 HRMS: Human Resource Management System

  HR: Human Resource

 Admin: Administrator

1.6 Overview

This SRS is organized in a way that any user of the department can easily understand and use the HRMS.
In other words, it constitutes a user guideline for HRMS. Basically, this document starts with a brief explanation
of the problem. Later, it continues with a detailed solution we proposed. Also block diagrams of our solution to
visualize the solution and system better, specific and functional requirements, interface requirements,
constraints that may be confronted while developing the software, relationship between user types each of which
is a data object. This document ends with the planning and estimating the basic schedule of our process.

2 Overall Description
The overall description of our project can be stated as creating and managing the database, developing
a friendly user interface to manipulate the database, provide an authentication mechanism to safely accomplish
tasks.

2.1 Product Perspective

With the HRMS we will provide them with additional capabilities and properties organized neatly.
HRMS which is an online intranet System will be used by types of employees of the department. These types
who have different roles can be stated as; admin, manager/verifier, employee. Every user enters the main
authentication page and after that, the system will authorize them. After being authorized according to their
permissions (role type) users will query and edit the database via HRMS.

HRMS

ADMIN SYSTEM LOGIN

REGISTRATION
EMPLOYEE INTERNET/
DATABASE
INTRANET NIC
DATA PROCESSING
VERIFIER

LOGOUT
APPROVER

Figure 2.1 General Use Case Diagram

 Overall Human Resource Management System Process:

START

REGISTER
NEW OFFICE
NO

IF OFFICE
REGISTERED

YES

EMPLOYEE
REGISTRATION
TRANSFER /
NO PROMOTION /
SUSPENSION

LEAVE /
IF EMPLOYEE YES EMPLOYEE
ATTENDANCE/
INFORMATION
REGISTERED PAYROLL

EMPLOYEE
SEPARATION

END

As can be seen above the module is about:

 Office Setup
 Employee Information System
 Employee Benefits
 Payroll Processing
 Attendance and Leave Management
 Transfer and Deputation
 Manpower Management and Recruitment
 Managing complaints and Grievances
 Training Activities
  Appreciation, Punishments
 Promotions and Demotions
 Employee Separation – Retirement, Suspension, Awards, Dismissal

The HRMS module has been designed keeping in mind of giving a tool that shall allow standardized data
collection, quicker data processing and allow smooth and easy flow of information across the whole
organization

2.2 Product Functions

HRMS implements some major functions in order to accomplish required tasks. These functions
constitute a basis for the whole system. These functions can be stated as:

2.2.1) Authentication and Authorization

Being connected to internet, users will be able to get into the system. In order to see the interface related
to his/her role type, the users account should be authorized, and his/her username and password should be
authenticated. These tasks are basically held by the functions implemented under the header of Authentication
and Authorization major function.

2.2.2) Process Data

These functions which can be examined in that process data major function are basically provides user
to manage the database according to the desired task. These management tasks constitute the major feature of
the HRMS. With the help of these functions a user can update some basic personal data like contact information,
marital status etc. In addition to update data, a user can also search the database in order to obtain the list of the
users' which has the properties desired. Also, an admin may also see the specific information about a user or all
users which can be named as report. In other words, searching is the operation with rows of the database while
reporting is operation with columns of the database.

2.2.3) Modules

1. Registration Module
The Registration Module is a component covering all HR aspects from recording the details of new
employee joining service to his/her resignation/ retirement. Registration of a new person which means
introducing a new user to the system. When it is needed to add a new user to the system, firstly, HR
must create an employee account, by the way at this step HRMS automatically gives an id to that user.
The system records basic information like Personal details, Office details, Contracts details, Bank
details, Experience details etc.
2. Payroll Module
The Payroll Module automates the pay process by gathering data on employee time and attendance,
calculating various deductions and taxes and generating periodic pay bill and annexure reports.
3. Leave Module
This module enables leave application approvals from designated authority. It will also help in keeping
track of the leaves availed, balance leaves etc. of the employee.
4. Transfer Module
The transfer module automates transfer of the employee from one position to the other within and
outside of the department. To establish transparency in the transfer process, a set of performance
indicators will be computed to accord the transfer.
 5. Employee engagement module.
This module encompasses a range of qualitative parameters to assess and monitor factors related to
Human Resource management. This mainly includes Employee satisfaction surveys, exit interviews.

6. Grievance redressal module

The grievance redressal module addresses key issues of Human Resources such as administrative and
personal.
7. Training & Skill Test Module
The training module automates processes related to training and capacity building such as Training need
assessment, maintaining training records, selection of participants and skill assessment.
8. Recruitment Module
The recruitment module will enable scrutiny of applications, automated selection of interviewers,
formulation of waiting list and database.
9. HR PIP Preparation
This module will automate budgetary allocation to Human resources working for various health
programs.
10. Appraisal Module
This module will automate renewal of contract along with year wise increment in a hierarchical fashion
(reporting & reviewing officer) that will ensure transparency.

2.3 Constraints, Assumptions and Dependencies

 Regularity Policies:
Each user must be an employee of Health & Family Welfare Department. In other words, each user
has account created by HR and authenticated/verified by admin.

 Hardware Limitations
There is no limitation in the operating system in which HRMS will work. However, the HRMS
system and the database will work on a server that needs to be always online. Users can access the
system with any internet browser.

3 Specific Requirements
3.1 Interface Requirements

All the users will see the same page when they enter HRMS. This page asks the users a username and
a password. There are two types of logins available one is Office login and the other is employee login. After
being authenticated, users will see the interface containing the information of the first tab of the user role types.
This interface includes different tabs according to their role types determined by admin at the authentication
phase. By the way, users may have more than one role.

User who have employee role have authorization to see only Personal Data Tab, Admin role gives right
to see Employee List Tab, Add New Employee Tab and other all data processes. These authorizations are default
ones, but an admin can change these authorizations by Arrange Roles Tab.
3.1.1 Employee Login Tab

With the help of this tab, employees will be able to see their personal information which appears in a
user-friendly design and also by means of this tab they may edit, update some information in other words
manage some personal information which are updatable such as contact information, training information. This
tab will only see by the users who has a role of Employee.

3.1.2 Office Login Tab

SSO (Single Sign On) users have been created for office logins. All the roles and responsibilities will
be based on SSO IDs. These logins are designation based and the roles have been assigned designation wise.
One should create their SSO Ids by filling the SSO forms in order to Login to Office Login page.

3.1.3 New Employee Registration Tab in Office Login

With this tab HR/Admin can add new employee (when a new employee is recruited) to the employee
database with filling personal master data of this new employee. This tab adds new employee without any
authenticated or authorized user attached to it. In other words, only being added via this interface by HR is not
enough to access this system. This account must be validated/verified by admins.

3.1.4 Declaration Tab in Employee Login

Declaration tab will be seen in employee’s profile in employee’s login after employee verify all the
personal information which was added during registration process by HR/ admin. User the click on the
declaration tab declaring all the information is correct and authenticated.

3.1.5 Employee Verification Tab in Office Login

With the help of this tab, Admins verifies new user to the system. Admin can add user with user ID and
arrange authentication and authorization to it. This user will be created by synchronized to the employee with
the same ID from the employee database.

3.1.6 Employee profile Tab in Office Login

With the use of this tab, Admin/Verifier can edit information of employees who are attached to him/her.
When this tab is selected there exist a search button and list of employees who are attached to him/her, below
it. If Admin selects or enters employee ID, a user to display or edit information of, system displays information
of that user in editable form.

3.1.7 Report Tab in Office Login

In this tab, an Admin can list all users. Also, there exist a search button which lets the admin to select
user from the list by searching. The powerful filters in dynamic report generation allows to generate any reports
around the workforce based on several parameters on-demand basis, usually on the request of senior
management.

3.1.8 Designation role mapping Tab in Office Login

Admin can edit all information of a user including roles information (roles part of a user can be changed
only by admin). When admin wants to change role of a user, a list came up of all roles determined in the system.
Admin can select/deselect roles from this list; this selection determines authorization of this user. If any of these
roles are selected, then automatically this user becomes unauthenticated.
 DATA ENTRY DECLARATION VERIFICATION
NEW
RECRUITMENT

Figure 3.1 General flow diagram

3.2 Functional Requirements

In this section, we will explain the major functions of HRMS along with the data flow. So the major
functionality of the project such as authentication mechanism, personal data processing, recruitment, report, and
graphical user interface unit will explained step by step.

3.2.1. Functional requirement

3.2.1.1 Authentication

Login User can login to the HRMS system with his/her username and password.
Logout User can logout from the HRMS system.
If the user does not exist in the database or the user did not get authorized by the
Login failure
HRMS admin yet.

3.2.1.2 Authorization

User role check After logging in, the user role will be checked from the database and the user interface
will be created according to that role/roles.

ADMIN
INTERFACE

USERNAME/PASSWORD APPROVAL VERIFIER

INTERFACE
AUTHENTICATION
USER MECHANISM
AUTHORIZATION USER
APPROVER
INTERFACE

EMPLOYEE
INTERFACE

DENIAL
HRMS

Figure 3.2.1.2 Authorization/Authentication

3.2.1.3 Process Data

Display User with defined roles can see the content of the database. Being more specific,
employee can only view his/her personal information. Admin can see not only
his/her personal information but also employees’ information who are working
under his/her coverage.
Edit A user with employee role can edit his/her specific personal information before
declaration. Verifier can only edit employees’ personal information that is under
his/her coverage except user role type. HR/Admin can edit all employees’
information except user role type. Admin can edit all information related to all
employees’ including their user role type.
Search User with Verifier/Approver role type can search the content of database for the
employees who are under his/her coverage. HR/Admin roles can search all the
employees’ information in the database.
Report This feature is basically used to filter the contents of the search mechanism. For
instance, as we mentioned in the above search feature. Verifier/ Approver role
type can get a report of some or all employees’ who are working under his/her
coverage by selecting the checkbox. Except employee role type, all other role
types such as HR/Admin, Verifier and Approver can use this feature
Update This feature can be used only by admin role type. Admin can update the role type
authentication of a specific user. For example, an employee got promotion and his role type will
be changed from employee role to manager role. Admin will be able to update this
authentication mechanism.

3.3 Non-functional Requirements

3.3.1 Performance requirements

3.3.1.1) There is no restriction on the number of the online user of the HRMS.

3.3.1.2) There is no restriction on the number of the users to be added to the database.

3.3.2 Design constraints

3.3.2.1 Hardware Requirements

The HRMS application will be storing approximately 1 Lakh employees’ personal data.
Roughly ………… MB of storage capacity is needed.

3.3.2.2 Software Requirements

Since HRMS application is a web-based application, internet connection must be

established.

The HRMS software will be used on PCs and will function via internet or intranet in any
web browser.
 3.3.2.3 Development Environment Requirements

4. Data Model and Description

This section describes attributes of database objects and relationship between

them with a data table dictionary and tables to overcome confusions. These data objects are made
under the consideration of getting rid of unnecessary attributes and normalization factors. The HRMS
application consists of two main database groups. First one is storing information for Personal Master
Data module and the second one is for Authorization and Authentication Module.

4.1 Data Description of Personal Master Data Module

In this section we mainly describe each table of the Personal Master Data
Module in details. We determine each table and its responsibility in the module. Each table keeps many
fields related to the specific data object. Then in the following sections we will explain the relationships
of each database module table with each other.

4.2.1 Data Objects

4.2.2 Relationships

5 Behavioural Model and Description

5.1 Description for software behaviour

Each employee will be added to the system by entering the personal data of
an employee by HR/Admin. At the creating state, HRMS will give an ID to the newly added
employee. After being added by HR/Admin, each employee has a right to be introduced to the
system by Approver. At this state, HR/Admin determines the role type of the user and this user is
given a password automatically. At the entering state of the system, each user sees the same interface
which asks a username and a password for Office and Employee Login. After entering state, each
user sees the same interface with different tabs related to their role type/s (HR/Admin, Verifier,
Approver & Employee). At this stage:

 HR/Admin can

◦ Edit any user' s (manager, admin, HR, employee) data

◦ Add user, in other words create a valid account to login.

◦ Edit role properties, for example there can be a need to change the attributes of each role type such
that the type of tabs each user sees may change. For that kind of situation there may be needed to
change the properties of each role type.
◦ Add a new role type to the system. Since, our HRMS is going to be a generic program there can be
an addition to the role types and our system will perfectly welcome that kind of need.

◦ Search the users who have the desired capabilities or properties specified.

 Verifier/Approver can

◦ Search employees under his responsibility or search all the users he/she desires, i.e. a manager can
search rows of the database.

◦ Edit the employees' data who are under his responsibility.

◦ Get report of information related to the employees he/she desires to learn, i.e. a manager can search
columns of the database.

◦ Search employees who has the properties he/she desires.

◦ Get report about an employee, or employees.

◦ Add employee by entering some specific personal data of that employee.

◦ Edit employees' data

 Employees can

◦ Edit their personal data

◦ See their data in editable form

. 5.2 State Transition Diagrams

USER
AUTHENTICATION
ADMIN/HR

VERIFIER

ADMIN/HR NEW USER

APPROVER

EMPLOYEE

Figure 5.2.1 State diagram of creation of new user

 USERNAME
LOGIN TERMINATE USER
ADMIN/HR LOGIN AUTHENTICATION
ACCEPTED

DISPLAY NEW
DATA
YES
SEND REQUEST
VERIFIER Getting report REPORT
New entry
login/logout

PERFORMANCE
LOGIN PASSES EVALUATION
PRE-APPROVAL SEND REQUEST
Getting report
APPROVER Evaluating new REPORT
NO entry
login/logout

DISPLAY NEW
DATA
LOGIN
EDITING DATA
REJECTED Entry of
EMPLOYEE DISPLAY DATA
personal data
login/logout

Figure 5.2.2 State diagram of general usage of HRMS