HRMS Architecture document

Abstract

This study aims to build a human resources management system. The specific objectives can be
summarized in building a human resources management system to increase the efficiency of the
performance and the safety of the decisions taken and the advancement of the institution. In order to
build the human resource management system, we need to analyze the system requirements. This
project will be carried out using Python Django framework, react and postgress databases to implement
the system.

Introduction

Overview:
For more than a century now, human resource management, as a discipline and practice in the
management of people in an organization, has evolved and developed into different areas. These
disciplines and practices have gone through a process of trial and error, theory building and testing of
various concepts by practicing managers and academics. The underlying forces behind the evolution and
development of human resource management have been (and still are) mainly environmental, and the
quest for knowledge of better ways of acquiring and utilizing labor. The changing organizational
environment in the marketplace pushed managers to improve efficiency in the production and service
delivery processes by increasing their ability to use the best practices of people management at the
time. That is, employee management techniques or methods that would improve production, reduce
service delivery costs, and at the same time ensure sustained availability of competent staff in the
organization. This study is devoted to providing organizations with a human resource management
system of the evolution and development of human resource management and the way it works and
influences people management in contemporary organizations.

Purpose:
The purpose of an HRMS project is to streamline and optimize various HR processes within an
organization by leveraging technology. The project aims to achieve the following objectives:

 Centralization of HR Information that helps in improving data accuracy, accessibility, and

security.
 The HRMS automates time-consuming and repetitive HR tasks improving overall efficiency and
productivity.
 Employee self-service functionality empowers employees, reduces administrative burdens, and
enhances the overall employee experience.
 It enables HR managers to access real-time insights, generate reports, and perform data analysis
to make informed decisions.
 The system can automate compliance-related processes, ensuring accuracy and adherence to
relevant laws and regulations.
  It enables seamless sharing of information, automated notifications, and standardized
communication channels, promoting transparency and efficiency in HR operations.
 Streamlines candidate tracking, automates hiring workflows, and ensures a smooth onboarding
experience for new employees.
 It supports performance management processes, career development initiatives, and succession
planning.

Overall, the purpose of an HRMS project is to optimize HR processes, improve efficiency, enhance
employee experience, enable data-driven decision-making, ensure compliance, and foster effective
communication and collaboration within the organization. Organizations can transform their HR
operations and strategically align their human resources for success.

Objectives

The HRMS project is a comprehensive software solution designed to streamline and automate various
HR processes within an organization. It serves as a centralized database and management system for
employee-related information, enabling efficient HR operations and facilitating effective communication
between HR departments, and employees. The primary goal of an HRMS project is to digitize and
optimize HR processes, improving efficiency, accuracy, and data security. The system typically includes
modules or functionalities for the following key areas:

Organization setup: Organization setup is an important step in implementing an HRMS and making it
operational within an organization. It involves configuring the system to align with the structure,
policies, and requirements of the organization

Recruitment and Onboarding: HRMS facilitates the end-to-end recruitment process, from job posting
and applicant tracking to candidate evaluation and hiring. It also includes features such interview
scheduling, auto emails and evaluation. Additionally, the system streamlines the onboarding process,
ensuring smooth induction and orientation of new employees.

Employee Information Management: The HRMS acts as a central repository for storing and managing
employee data, including personal details, office detail, contact information, bank detail, employment
history, project details, performance records, and more. It allows HR administrators to easily access,
update, inactive and track employee information.

Learning and Development: HRMS provides functionality for managing employee training and
development programs. It allows HR to create and schedule training sessions, track attendance, record
training completion, and manage training budgets.

Attendance Management: The system enables employees to log their attendance, and make record of
their monthly attendance. This module may also include features like time tracking and attendance
reports.

Request management: The system enables employees to make reimbursement requests, record leave
requests, PF request and loan request. It automates all requests approval workflows, allowing managers
to review and approve requests digitally.
Performance Management: This module enables HR managers and supervisors to set performance
goals, conduct regular evaluations, and provide feedback to employees. It may include KPIs form,
evaluation form and scaling process. The system helps track individual performance, identify training
needs, and support performance-based decisions.

Compensation and Benefits: The system helps manage employee compensation and benefits, including
salary administration, payroll processing, and benefits administration. It may include features like salary
structure management, payroll integration, tax calculations, and benefits enrollment and tracking.

Employee Self-Service: HRMS provides a self-service portal for employees to access and update their
personal information, submit reimbursement, leave, PF and loan requests, mark attendance, add their
KPIS, and view their Jira tasks. This empowers employees, reduces administrative burden, and enhances
employee engagement.

Reporting and Analytics: HRMS generates reports and analytics on various HR metrics, such as
employee headcount, attendance, monthly request, payroll sheet, training effectiveness, and
performance ratings.

Data Security and Access Control: The HRMS should prioritize data security, ensuring that sensitive
employee information is protected, and access to data is controlled based on user roles and
permissions.

Mobile Access: Depending on organizational needs, the HRMS may include mobile access to allow
employees and HR administrators to perform HR-related tasks on-the-go.

The HRMS project aims to improve HR efficiency, enhance employee experience, ensure regulatory
compliance, and promote effective HR management. It can be customized based on the specific needs of
an organization, enabling seamless integration with existing systems and scalability as the organization
grows.

Business background

The business background of an HRMS (Human Resource Management System) project is the context and
rationale behind the decision to implement the system within an organization. It includes the business
challenges, goals, and needs that drive the need for an HRMS. Here are some common aspects of the
business background for an HRMS project:

The organization might be facing inefficiencies in managing HR processes manually, such as data entry
errors, time-consuming administrative tasks, and difficulty in accessing accurate and up-to-date
employee information.

The organization might have specific compliance and reporting obligations related to HR data, payroll,
benefits administration, and other HR functions. An HRMS can help automate these processes and
ensure accurate reporting.
Improving employee experience and engagement is a key driver for implementing an HRMS.

An HRMS can provide better data security and access controls compared to manual HR record-keeping.

HRMS project can aim to integrate these systems and centralize employee data to eliminate data
redundancy and inconsistency.

An HRMS project can be driven by the need to achieve cost efficiency by automating HR processes,
reducing paperwork, and optimizing HR resource allocation.

The organization may be undergoing a change in HR strategy, and an HRMS project aligns with the new
objectives and practices.

The organization may wish to modernize its HR operations and keep pace with technological
advancements to stay competitive and attract top talent.

Understanding the business background is crucial in shaping the requirements, scope, and success
criteria of the HRMS project, ensuring that it addresses the specific needs and challenges faced by the
organization in its HR management.