Date: 12/12/2024 Time Management

1. Introduction Overview:
This document explains the features and functions of the Time Sheet Management Module
in the HRMS (Human Resource Management System). The module helps employees log,
submit, and track their working hours, while managers and admins can review, approve, and
generate reports on the timesheet data.
Purpose:

The goal of this module is to make time tracking easier, ensure accurate payroll processing,
and improve project and resource management with detailed reports.

2. Functional Requirements
2.1 Employee Features

• Time Logging: Employees can log their working hours, including start and
end times and breaks.
• Project Assignment: Employees can associate their work hours with
specific projects.
• Submission: Once employees finish logging their time, they can submit it
for approval.
2.2 Manager Features
• Timesheet Review: Managers can view submitted timesheets from their
team.
• Approval/ Rejection: Managers can approve, reject, or request changes to
timesheets.
• Notification: Managers will get notified when there are new timesheet
submissions to approve.
2.3 Admin Features

• User Management: Admins can add, delete, or modify employee and

manager accounts.
• System Configuration: Admins can configure settings like overtime rules
and project types.
• Reporting: Admins can generate reports based on timesheet data,
including hours worked and overtime.
 2.4 Reporting Features

• Timesheet Summary Reports: Reports summarizing hours worked by

employee, department, or project.

• Overtime Reports: Reports showing overtime hours worked.

• Payroll Integration: The system should work with payroll systems to
calculate pay based on timesheet data.

3. Non-Functional Requirements
Performance:
The system must process timesheet data quickly and handle large amounts of data without
delays.

Security:
Sensitive data, like timesheet records, should be stored and transmitted securely.
Usability:

The system should be easy to use for employees, managers, and admins, with a simple
interface. Scalability:
The system should grow with the company, handling more users and data without issues.

4. System Architecture

4.1 Layers of the System

• Web Layer (Presentation): User interfaces where employees log time,
managers review timesheets, and admins manage users and generate
reports.
• Business Logic Layer: Handles the rules for calculating hours worked,
approving timesheets, etc.
• Data Access Layer (Repository): Manages the connection to the database,
storing and retrieving data.
• Database Layer: Stores all the data, such as timesheets, users, and project
information.
4.2 Data Flow Diagram:

• Employees log time.

• The system checks the data for errors.
 • Managers review, approve, or reject the timesheets.
• Data is stored and can be accessed for reports or payroll processing.

5. Timesheet Approval Workflow

1. Employee logs and submits timesheet.

2. Manager receives notification of the submitted timesheet.
3. Manager reviews the data and approves or rejects it.

4. If approved, the timesheet is stored for future use (e.g., payroll or reports).

6. Use Cases

6.1 Employee Use Case

• Action: Log time for a project.
• Steps: Log in, select the project, enter hours worked, and submit for
approval.
6.2 Manager Use Case

• Action: Review and approve timesheets.

• Steps: Log in, view submitted timesheets, review and approve/reject
them.
6.3 Admin Use Case
• Action: Generate reports and manage users.
• Steps: Log in, go to the Reports section, generate reports, and manage
users.

7. Database Design

7.1 Timesheet Table

• TimesheetId: Unique ID for each timesheet.

• UserId: Links to the employee who logged the time.

• Date: The date of the time entry.
• StartTime: The time the employee started working.
• EndTime: The time the employee finished working.
 • ProjectId: Links to the specific project the time was logged for.
• Status: The approval status (Pending, Approved, Rejected).
7.2 User Table

• UserId: Unique ID for each user.

• Name: Name of the employee or manager.

• Role: Role (Employee, Manager, Admin).

8. User Interface Design (UI/UX) Key

pages of the module:
• Employee Dashboard: Where employees log and submit timesheets.
• Manager Dashboard: Where managers review and approve/reject timesheets.
• Admin Dashboard: Where admins manage users and generate reports.

9. Security Considerations

• Authentication: Users must log in securely.

• Authorization: Different users (employees, managers, admins) will have different
access levels.
• Data Encryption: Sensitive data will be encrypted during transmission and storage.

10. Testing Strategy

• Unit Testing: Test individual features (e.g., time logging, submission).

• Integration Testing: Test how the different system parts (UI, business logic, database)
work together.
• User Acceptance Testing (UAT): Involve real users to make sure the system works as
expected.

11. Conclusion
The Time Sheet Management Module helps automate the time-tracking process, improving
payroll accuracy and resource management. With features for employees to log time,
managers to review and approve, and admins to generate reports, this module enhances
operational efficiency and ensures accurate records.
 Mid-Cycle Performance Management Module

1. Introduction Overview:
This document describes the features and functions of the Mid-Cycle Performance
Management Module in the HRMS (Human Resource Management System). The module
helps evaluate employee performance at the midpoint of the review cycle, providing
feedback, tracking progress on goals, and identifying areas for improvement.
Purpose:

The purpose of this module is to streamline the performance review process, help
employees track progress against goals, and provide managers with insights to support
employee development. It ensures that performance evaluations are consistent and data
driven.

2. Functional Requirements

2.1 Employee Features

• Self-Assessment: Employees can assess their performance based on

predefined criteria and goals.

• Goal Tracking: Employees can view and update their progress on

individual goals set during the previous review cycle.

• Feedback Submission: Employees can receive and submit feedback from

peers, managers, or other stakeholders.

2.2 Manager Features

• Performance Review: Managers can review employee self-assessments
and provide feedback.
• Goal Assessment: Managers assess employees' progress towards their
goals and provide input.
• Feedback Management: Managers can provide constructive feedback on
performance and suggest areas for improvement.
• Approval/Modification: Managers can approve or request modifications
to the self-assessment and feedback.

2.3 Admin Features

 • User Management: Admins can add, remove, or modify employee and
manager accounts.
• System Configuration: Admins can configure performance review criteria,
feedback templates, and goal-setting parameters.
• Reporting: Admins can generate reports on performance assessments,
goal completion, and overall employee progress.
2.4 Reporting Features

• Employee Performance Reports: Reports summarizing employee

performance, including self-assessments, manager feedback, and goal
progress.
• Goal Progress Reports: Detailed reports on how employees are
progressing toward their goals.
• Feedback Reports: Reports on feedback provided by managers, peers,
and other stakeholders.

3. Non-Functional Requirements
Performance:
The system should handle large amounts of performance data without performance issues
and ensure real-time updates on employee evaluations.
Security:

Employee performance data, feedback, and goal information should be securely stored and
transmitted to protect sensitive information.

Usability:
The system should provide an easy-to-use interface, allowing employees and managers to
quickly input and review performance data without significant training.
Scalability:

The system should support scaling to accommodate growing numbers of users (employees
and managers) as the organization grows.

4. System Architecture
 4.1 Layers of the System

• Web Layer (Presentation): Provides user interfaces for employees,

managers, and admins to input performance data, review feedback, and
generate reports.
• Business Logic Layer: Handles core business logic, such as evaluating
performance, tracking goals, and managing feedback.
• Data Access Layer (Repository): Manages database interactions for
storing and retrieving performance data.
• Database Layer: Stores performance data, goals, feedback, and user
information.
4.2 Data Flow Diagram:

1. Employees submit self-assessments and feedback.

2. Managers review and provide feedback.
3. Admins generate reports and manage configurations.

4. Data is stored in the database for future reviews and reporting.

5. Mid-Cycle Performance Review

Workflow

1. Employee Action: Employees complete their self-assessment and update progress on

goals.
2. Manager Action: Managers review self-assessments, assess goal progress, and
provide feedback.
3. Review: Managers and employees can discuss feedback and progress.
4. Approval: The review is finalized with the manager's approval.
5. Reporting: Admins can generate reports on the review data for organizational
insights.

6. Use Cases

6.1 Employee Use Case

• Action: Complete self-assessment and track goals.

• Steps: Log in to the system, complete the self-assessment, update goal
progress, and submit.
 6.2 Manager Use Case

• Action: Review and assess employee performance.

• Steps: Log in, review self-assessment and feedback, assess goal progress,
and provide feedback.

6.3 Admin Use Case

• Action: Generate reports and manage configurations.
• Steps: Log in, go to the "Reports" section, generate reports, and configure
review settings.

7. Database Design

7.1 Performance Review Table

• ReviewId: Unique ID for each performance review.

• UserId: Foreign key linking to the employee being reviewed.
• Date: Date of the review.
• SelfAssessment: Employee's self-assessment score or comments.

• ManagerFeedback: Manager’s feedback on employee performance.

• GoalProgress: Employee’s progress towards their goals.
• Status: Status of the review (Pending, Approved, Rejected).
7.2 User Table

• UserId: Unique ID for each user.

• Name: Name of the employee or manager.
• Role: Role of the user (Employee, Manager, Admin).

8. User Interface Design (UI/UX) Key

pages of the module:
• Employee Dashboard: Allows employees to view and submit their selfassessment,
track goals, and view feedback.
• Manager Dashboard: Allows managers to review self-assessments, provide feedback,
and track goal progress.
• Admin Dashboard: Allows admins to configure the system and generate reports.
9. Security Considerations
• Authentication: Users must log in securely.

• Authorization: Different roles (employees, managers, admins) have different access

levels.

• Data Encryption: Performance data and feedback will be encrypted for security.

10. Testing Strategy

• Unit Testing: Test individual features, such as self-assessment submission and

feedback.

• Integration Testing: Test how the system's various components (UI, business logic,
and database) work together.
• User Acceptance Testing (UAT): Involve end users to ensure the system meets
expectations.

11. Conclusion

The Mid-Cycle Performance Management Module provides a seamless process for

employees to assess their performance, track goals, and receive feedback from managers.
By automating the mid-cycle review process and offering powerful reporting tools, the
module helps improve employee development, organizational performance, and goal
achievement.
360-Degree Feedback Module in Performance Management

1. Introduction
Overview: This document outlines the features and functionality of the 360-Degree
Feedback Module in the [Project Name] HRMS (Human Resource Management System). The
360-Degree Feedback Module collects performance feedback from multiple sources,
including peers, managers, subordinates, and self-assessments, providing a comprehensive
view of an employee's strengths and areas for improvement.
Purpose: The purpose of this module is to gather holistic feedback from various stakeholders
to assess employee performance and guide personal development. It helps employees receive
constructive feedback from multiple perspectives, ensuring well-rounded performance
reviews that support growth and improvement.

2. Functional Requirements

2.1 Employee Features

• Self-Assessment: Employees can assess their own performance based on

defined criteria (e.g., communication, teamwork, leadership).
• Feedback Submission: Employees can request feedback from peers,
managers, and direct reports.
2.2 Manager Features

• Feedback Request Management: Managers can manage the process of

requesting feedback for their team members from various sources.
• Performance Review: Managers can review feedback submitted from
peers, direct reports, and other stakeholders.
• Feedback Analysis: Managers assess feedback and identify key areas for
improvement.
2.3 Admin Features

• User Management: Admins can add, remove, or modify employee and

manager accounts.

• Survey Configuration: Admins can configure feedback surveys, defining

the areas to be assessed.

• Report Generation: Admins can generate detailed feedback reports,

summarizing all collected feedback for each employee.
 2.4 Reporting Features

• 360-Degree Feedback Reports: Reports that consolidate feedback from all

sources (self-assessment, peers, managers, subordinates).

• Performance Summary Reports: A summary report of key strengths and

areas for development based on the 360-degree feedback.

• Trend Reports: Historical comparison of feedback to track progress over

time.

3. Non-Functional Requirements
• Performance: The system should be able to handle large volumes of feedback data
and produce reports efficiently.
• Security: Feedback and performance data must be securely stored and transmitted to
protect the privacy of users.
• Usability: The system must be user-friendly, ensuring that employees, managers, and
admins can easily submit, review, and analyze feedback.
• Scalability: The system should be able to scale to accommodate increasing numbers
of users and feedback data as the organization grows.

4. System Architecture

4.1 Layers of the System

• Web Layer (Presentation Layer): Provides the user interface where

employees, managers, and admins interact with the system.

• Business Logic Layer: Handles the logic for collecting feedback,

consolidating it, and analyzing it for reports.

• Data Access Layer (Repository Layer): Manages database operations to

store and retrieve feedback data.

• Database Layer: Stores feedback, survey configurations, and employee

details in the database.
4.2 Data Flow Diagram

• Employees complete self-assessments and provide feedback requests.

• Feedback is collected from multiple sources: peers, subordinates,
managers, and external stakeholders.
• Consolidated feedback is stored in the database.
 • Managers and admins can review feedback reports and analyze
performance.

5. 360-Degree Feedback Workflow

• Step 1: Employee Action: Employees complete their self-assessment and request

feedback from peers, managers, and direct reports.

• Step 2: Feedback Collection: Feedback is collected from various sources through

surveys or feedback forms.

• Step 3: Manager Review: Managers review all feedback (including selfassessment)

and provide their own feedback.

• Step 4: Report Generation: Admins generate feedback reports that summarize

strengths, weaknesses, and areas for development.
• Step 5: Review and Development: Employees and managers review the feedback
reports to discuss performance and areas for improvement.

6. Use Cases

6.1 Employee Use Case

• Action: Complete self-assessment and request feedback from others.

• Steps: Log in to the system, fill out the self-assessment, request feedback
from peers, managers, and subordinates.
6.2 Manager Use Case
• Action: Review feedback and provide input on employee performance.

• Steps: Log in, view feedback from multiple sources, analyze performance,
and provide feedback for employee development.

6.3 Admin Use Case

• Action: Generate feedback reports and configure the feedback survey.

• Steps: Log in to the system, configure feedback forms, generate reports,

and manage feedback request settings.

7. Database Design

7.1 Feedback Table

• FeedbackId: Unique ID for each feedback entry.
 • UserId: Foreign key linking to the employee being reviewed.
• FeedbackSource: The type of feedback (Self, Peer, Manager, Subordinate).
• Rating: Numerical rating for performance in each defined area.

• Comments: Qualitative comments from the feedback provider.

• Date: Date when feedback was given.
7.2 User Table

• UserId: Unique ID for each user.

• Name: Employee’s or manager's name.
• Role: Role of the user (Employee, Manager, Admin).

8. User Interface Design (UI/UX) Key

Pages:
• Employee Dashboard: Allows employees to complete self-assessments, request
feedback, and view feedback reports.
• Manager Dashboard: Allows managers to view all feedback and provide additional
performance comments.
• Admin Dashboard: Provides tools to configure surveys, manage users, and generate
performance feedback reports.

9. Security Considerations

• Authentication: Users must log in securely to access the system.

• Authorization: Ensure that feedback access is restricted based on user roles (e.g.,
employees, managers, admins).
• Data Encryption: Feedback data is encrypted both in transit and at rest to ensure
confidentiality.

10. Testing Strategy

• Unit Testing: Test individual features like feedback submission, data aggregation, and
report generation.
• Integration Testing: Ensure the feedback system integrates well with other parts of
the HRMS (e.g., performance management, goal tracking).
 • User Acceptance Testing (UAT): Conduct tests with real users (employees, managers)
to ensure the system meets expectations.

11. Conclusion
The 360-Degree Feedback Module is a powerful tool that collects comprehensive feedback
from multiple perspectives, providing valuable insights for employee development. By
incorporating feedback from various sources, the system helps managers and employees
identify strengths and areas for improvement, fostering continuous growth and enhancing
overall performance. This module improves the performance review process and supports
employees in achieving their professional goals.
 Maternity/Paternity Leaves Module in HRMS

1. Introduction

Overview:
The Maternity/Paternity Leaves Module in the [Project Name] HRMS enables employees to
apply for and manage maternity or paternity leave in accordance with organizational
policies. It simplifies leave requests, approval workflows, and ensures compliance with
statutory regulations.
Purpose:
The purpose of this module is to streamline the leave management process for expecting or
new parents, ensuring a seamless experience. It allows employees to focus on personal
responsibilities while maintaining organizational efficiency.

2. Functional Requirements
2.1 Employee Features

• Leave Request Submission: Employees can apply for maternity or

paternity leave by selecting leave type and specifying start and end dates.
• Policy Details: Employees can view relevant leave policies, including
benefits and eligibility.
• Application Tracking: Employees can track the status of their leave
request (e.g., Pending, Approved, Rejected).
2.2 Manager Features

• Leave Approval: Managers can review leave requests, approve or reject

them, and add comments.

• Leave Overlap Management: Managers receive notifications about

overlapping leave requests in their teams.
2.3 Admin Features

• Policy Configuration: Admins can define maternity/paternity leave

policies, including duration and criteria.
• Leave Balance Management: Admins can update and track leave balances
for employees.
 • Report Generation: Generate reports summarizing maternity/paternity
leaves across teams or departments.

3. Non-Functional Requirements
• Performance: The module should handle simultaneous requests without delay.

• Security: Sensitive documents must be securely stored and accessible only to

authorized personnel.

• Usability: The interface must be intuitive for employees, managers, and admins.

4. Workflow
1. Leave Request Submission:

o Employees submit a leave application specifying start and end dates.

o Optionally attach supporting documents (e.g., medical certificates).
2. Manager Approval:

o Applications are forwarded to the manager for review.

o Managers can approve or reject the request and provide justifications.

3. Admin Validation (if required):

o Admins verify attached documents and confirm leave eligibility.
4. Leave Balance Update:

o Approved leaves are deducted from the employee’s allocated leave balance.
5. Notifications:

o Automatic notifications are sent to employees, managers, and HR regarding

the leave status.

5. Database Design
Leave Requests Table

• LeaveRequestId: Unique ID for each leave request.

• UserId: Employee applying for leave.
• LeaveType: Indicates maternity or paternity leave.
• StartDate: Leave start date.
 • EndDate: Leave end date.
• Status: Current status of the request (e.g., Pending, Approved).
• DocumentPath: Path to any uploaded supporting documents.

Leave Policy Table

• PolicyId: Unique ID for leave policy.

• LeaveType: Type of leave (e.g., Maternity, Paternity).

• MaxDuration: Maximum number of leave days allowed.
• EligibilityCriteria: Conditions that employees must meet to apply for leave.

6. User Interface Design (UI/UX)

Employee Dashboard:

• Apply for maternity/paternity leave.

• View relevant leave policies.
• Track application status.
Manager Dashboard:

• Approve or reject leave requests with comments.

• View team leave schedules for potential overlaps.
Admin Dashboard:

• Define and update maternity/paternity leave policies.

• Manage leave balances for employees.
• Generate organizational reports for leave data.

7. Security Considerations
• Role-based access ensures only authorized users can access sensitive data.

• Encrypt uploaded documents to safeguard confidentiality.

• Restrict changes to leave policies to admins only.
8. Conclusion

The Maternity/Paternity Leaves Module supports employees during critical life events by
providing an efficient and transparent leave management process. By balancing employee
needs with organizational goals, this module enhances both employee satisfaction and
operational productivity.
Types of Reimbursements like Leaves reimbursement and other
reimbursements during separation

1. Introduction
Overview:
This module helps manage the financial aspects when an employee leaves the company. It
automates the process of calculating and processing reimbursements, such as leave
encashment and unpaid expenses, following company policies.

Purpose:
To make the reimbursement process easier, transparent, and compliant with company rules,
ensuring a smooth exit for employees and their satisfaction.

2. Functional Requirements

For Employees:
• View Reimbursement Details: Employees can see what reimbursements they are
entitled to, like unused leave or pending expenses.
• Submit Claims: Employees can submit claims for expenses like medical or travel
costs.
• Upload Documents: Employees can upload necessary documents, like receipts, to
support their claims.
For Managers:

• Review Claims: Managers check claims submitted by employees and decide whether
to approve or reject them.
• Notifications: Managers get notified when there are claims waiting for approval. For
Admins:

• Set Rules: Admins can define the rules for different reimbursements (e.g., leave
encashment, expense claims).
• Final Settlement: Admins process the final settlement reports to clear all dues before
the employee's separation.
 • Reports: Admins can generate reports showing reimbursement payments during
employee separations.

3. Types of Reimbursements Leave

Encashment

• Definition: Employees get paid for any unused paid leave when they leave the
company.

• Details: Payment is based on the employee’s salary and company policy.

Pending Expense Reimbursements

• Definition: Employees get reimbursed for any business-related expenses that weren’t
paid before leaving.

• Examples: Travel expenses, meetings, or equipment costs.

• Requirement: Employees must provide proof, such as receipts or bills. Gratuity (if
applicable)

• Definition: Employees who have worked for the company for a minimum period
(e.g., 5 years) receive a gratuity, which is a legal benefit.
• Details: It’s calculated based on the employee’s last salary. Final Salary Adjustments

• Definition: Adjustments made for salary, bonuses, or allowances that may be

underpaid or overpaid.
• Details: Includes pay for the last working month and deductions for any loans or
advances.
Medical Reimbursements
• Definition: Reimbursement for medical expenses covered under the company’s
healthcare plan.
• Details: Employees must submit valid medical bills for reimbursement.

4. Workflow

• Step 1: Claim Submission

Employees submit their claims for reimbursements (e.g., leave encashment, medical
expenses) on the HRMS portal, and upload supporting documents (e.g., receipts,
leave records).
 • Step 2: Manager Review
The claims are sent to the employee’s manager, who reviews them and either
approves or rejects them.

• Step 3: Admin Validation

Admins check if the claims follow company policies. If everything is correct, the
claims are approved.
• Step 4: Settlement Processing
The approved claims are processed and added to the employee’s final settlement.
The employee gets notified once the claims are processed.

5. Database Design (Simplified)

Here are the two main tables that store information:

Reimbursement Claims Table

Field Name Description

ClaimId Unique ID for each claim.

UserId ID of the employee requesting the reimbursement.

ReimbursementType Type of claim (e.g., Leave, Medical).

ClaimAmount The amount being claimed for reimbursement.

SubmissionDate Date when the claim was submitted.

Status Current status of the claim (e.g., Pending, Approved).

DocumentPath Path to the uploaded documents (e.g., receipts).

Reimbursement Policies Table

Field Name Description

PolicyId Unique ID for the reimbursement policy.

ReimbursementType Type of reimbursement (e.g., Leave Encashment).

EligibilityCriteria Criteria to qualify for the reimbursement.

CalculationMethod How the reimbursement amount is calculated.

6. User Interface Design (UI/UX)

 • Employee Dashboard:

o Submit claims for reimbursement. o View the status and history of submitted

claims.

• Manager Dashboard:

o Review and approve/reject employee claims.

o Add comments for rejected claims.
• Admin Dashboard:

o Configure reimbursement policies.

o Process approved claims and generate reports.

7. Security Considerations

• Role-based Access: Only authorized people can view or

update sensitive information.

• Encrypted Documents: All uploaded documents (e.g.,

receipts) are encrypted for privacy.

• Restricted Reports: Final settlement reports are accessible

only to relevant users (e.g., Admins).

8. Conclusion
The Reimbursements During Separation module simplifies the financial settlement process
for employees leaving the company. By automating claims and ensuring compliance with
policies, it promotes transparency, maintains employee trust, and ensures smooth
separations.
 Joining bonus including referral program in Recruitment module

1. Introduction
Overview
The Joining Bonus and Referral Program module in the [Project Name] Recruitment System is
designed to streamline the processes of awarding bonuses to new hires and employees who
refer successful candidates. This module ensures transparency, simplifies the tracking of
bonuses, and aligns with organizational policies to boost recruitment efforts.
Purpose
To enhance recruitment efficiency by encouraging referrals and rewarding new hires, while
maintaining fairness and compliance with company policies.

2. Functional Requirements
2.1 Employee Features
• Referral Submission:
Employees can refer candidates by submitting their details through the system.
• Referral Tracking:
Employees can track the status of their referrals and associated rewards.
2.2 Recruitment Team Features
• Candidate Review:
The recruitment team can review and validate referrals submitted by employees.
• Joining Bonus Management:
Track and process joining bonuses for eligible candidates.
2.3 Admin Features
• Policy Setup:
Configure rules for referral rewards and joining bonuses, including eligibility criteria
and payout conditions.
• Payment Approval:
Approve referral rewards and joining bonuses based on set policies.
• Report Generation:
Generate reports on bonuses and referrals across teams and departments.
3. Types of Bonuses and Rewards
3.1 Joining Bonus
• Definition:
A one-time bonus given to new hires as an incentive for joining the organization.
• Eligibility:
o Must have accepted and joined as per the offer letter conditions.
o Bonus amount varies based on role and level.
• Payment Timeline:
Usually paid after the completion of a probation period or as per company policy.
3.2 Referral Rewards
• Definition:
Rewards given to employees who successfully refer candidates hired by the
organization.
• Eligibility:
o The referred candidate must complete a defined tenure (e.g., three months).
o The referral must meet the recruitment team's criteria.
• Reward Types:
Monetary rewards, vouchers, or other benefits as per company policy.

4. Workflow
Referral Program:
1. Employee Referral Submission:
Employees submit candidate details and upload their resume through the HRMS
portal.
2. Recruitment Team Review:
The recruitment team reviews the referral and validates its eligibility.
3. Candidate Onboarding:
If the referred candidate is hired, their details are linked to the referrer in the system.
4. Reward Approval:
Referral rewards are approved after the candidate completes the required tenure.
Joining Bonus:
1. Offer Letter Issuance:
Eligible joining bonus details are included in the offer letter.
 2. Candidate Joins:
Bonus eligibility is verified after the candidate joins and completes the probation
period.
3. Bonus Disbursement:
The approved bonus is processed and disbursed.

5. Database Design
Referral Table

Field Name Description

ReferralId Unique ID for the referral.

ReferrerUserId Employee who referred the candidate.

CandidateName Name of the referred candidate.

ReferralStatus Status of the referral (e.g., Hired, Pending).

Joining Bonus Table

Field Name Description

BonusId Unique ID for the joining bonus.

CandidateUserId New hire eligible for the bonus.

BonusAmount Approved bonus amount.

PaymentStatus Status of the bonus payment (e.g., Pending, Paid).

6. User Interface Design (UI/UX)

Employee Dashboard:
• Submit referrals.
• Track referral status and rewards.
Recruitment Team Dashboard:
• Review referrals.
• Approve/decline joining bonuses.
Admin Dashboard:
• Configure policies for referrals and joining bonuses.
• Generate detailed reports on bonuses and referrals.

7. Security Considerations
• Access Control:
Ensure only authorized users can view or edit referral and bonus details.
• Data Protection:
Candidate and referrer data are encrypted to maintain confidentiality.

8. Conclusion
The Joining Bonus and Referral Program module incentivizes employee participation in
recruitment efforts and rewards new hires, making it a vital component of the organization's
recruitment strategy. By automating bonus calculations and approvals, the module ensures
fairness, transparency, and alignment with company policies.
 Cash awards either in Reimbursement module or separate

1. Introduction
Overview
The Cash Awards feature in the [Project Name] HRMS is designed to manage monetary
rewards given to employees for their exceptional contributions, achievements, or as part of
incentive programs. These awards can either be integrated within the Reimbursement
module or managed as a separate module, based on organizational preferences.
Purpose
To streamline the process of granting and disbursing cash awards, ensuring transparency,
consistency, and alignment with company policies to motivate employees and enhance
engagement.

2. Functional Requirements
2.1 Employee Features
• View Award Details:
Employees can view details of awarded cash rewards, including purpose, amount, and
payment status.
• Acknowledgment of Receipt:
Employees can acknowledge receipt of cash awards via the portal.
2.2 Manager Features
• Nomination for Awards:
Managers can nominate employees for specific cash awards based on performance or
achievements.
• Approval Process:
Managers can review and approve/reject cash award nominations.
2.3 Admin Features
• Award Policy Configuration:
Admins can define rules for awarding cash rewards, including eligibility criteria and
approval workflows.
• Award Disbursement Tracking:
Admins can track the status of cash awards from approval to payment.
 • Report Generation:
Generate reports summarizing cash awards disbursed across teams, departments, or
specific timeframes.

3. Types of Cash Awards

3.1 Performance Awards
• Definition:
Awards granted to employees for exceptional performance in their roles.
• Eligibility Criteria:
Based on performance reviews or achieving predefined targets.
3.2 Achievement Awards
• Definition:
Monetary rewards for significant accomplishments, such as completing a major
project.
• Key Points:
Nominated by managers and approved by HR/Admin.
3.3 Tenure-Based Awards
• Definition:
Cash awards given to employees for completing a specific number of years with the
organization.
• Payment Timeline:
Disbursed during tenure celebration or at the end of service.
3.4 Spot Awards
• Definition:
Instant cash rewards for employees demonstrating outstanding performance in real-
time scenarios.
• Approval:
Requires quick validation by the manager and admin.

4. Workflow
Award Process:
1. Nomination Submission:
o Managers or HR nominate employees for awards through the HRMS portal.
 2. Review and Approval:
o Nominations are reviewed by the manager or admin as per the approval
hierarchy.
3. Disbursement Processing:
o Approved awards are processed for payment through payroll or
reimbursement systems.
4. Notification:
o Employees are notified about the award details and status.

5. Database Design
Cash Awards Table

Field Name Description

AwardId Unique ID for the cash award.

UserId Employee receiving the award.

AwardType Type of award (e.g., Performance, Spot).

Amount Amount of the award.

NominationDate Date of nomination.

ApprovalStatus Status of the award (e.g., Pending, Approved).

Award Policy Table

Field Name Description

PolicyId Unique ID for the policy.

AwardType Type of award (e.g., Spot Award).

EligibilityCriteria Criteria for award eligibility.

ApprovalWorkflow Defined process for approval.

6. User Interface Design (UI/UX)
Employee Dashboard:
• View awarded cash rewards.
• Acknowledge receipt of awards.
Manager Dashboard:
• Nominate employees for awards.
• Review and approve nominations.
Admin Dashboard:
• Configure award policies.
• Track awards and generate reports.

7. Security Considerations
• Role-Based Access:
Ensure only authorized personnel can nominate, approve, or view award details.
• Data Encryption:
Protect sensitive employee and award data using encryption protocols.
• Audit Logs:
Maintain logs of all actions for transparency and compliance.

8. Conclusion
The Cash Awards feature provides a structured and transparent approach to recognize and
reward employees for their contributions. By automating the process, the module ensures
fairness, compliance, and fosters a positive workplace culture.
Implementing an Employee Document Management System in HRMS

1. Introduction
Overview
The Documents Module in the [Project Name] HRMS is designed to provide employees with
easy and secure access to their essential documents. These include salary slips, annual
compensation sheets, tax-related documents, and other HR-issued files. This module aims to
centralize document management, ensuring accessibility, transparency, and confidentiality.
Purpose
To enable employees to conveniently view, download, and manage important documents,
while ensuring that sensitive information is securely stored and accessible only to authorized
individuals.

2. Functional Requirements
2.1 Employee Features
• View and Download Documents:
Employees can view and download documents such as:
o Monthly salary slips.
o Annual compensation sheets.
o Tax deduction certificates (e.g., Form 16).
o Provident fund statements.
• Search and Filter:
Employees can search for documents by name, type, or date.
2.2 Manager Features
• Document Sharing:
Managers can upload additional documents specific to an employee, such as
performance appraisals or bonus letters.
• Review Access Requests:
Approve or reject employee requests for missing or custom documents.
2.3 Admin Features
• Document Upload and Assignment:
Admins can upload bulk or individual documents and assign them to relevant
employees.
• Document Management:
Admins can set access levels for different document types (e.g., salary slips accessible
to employees, policy documents accessible to all).
• Automated Notifications:
Employees receive alerts when new documents are uploaded to their account.

3. Workflow
Document Availability:
1. Upload:
HR/Admin uploads salary slips, compensation sheets, and other documents to the
HRMS portal.
2. Assignment:
Documents are assigned to individual employees or employee groups based on
department, role, or other criteria.
3. Access Notification:
Employees are notified via email or in-app alerts about new document availability.
Employee Access:
1. Login and Navigate to the Documents Module:
Employees access the module from their HRMS dashboard.
2. Search or Filter:
Locate documents based on name, type, or date.
3. View and Download:
Employees can preview documents online or download them for offline use.

4. Database Design
Document Records Table

Field Name Description

DocumentId Unique ID for the document.

EmployeeId ID of the employee assigned the document.

Field Name Description

DocumentType Type of document (e.g., Salary Slip).

UploadDate Date the document was uploaded.

FilePath Path to the stored document.

Document Metadata Table

Field Name Description

MetadataId Unique ID for metadata record.

DocumentType Type of document (e.g., Annual Sheet).

AccessRestrictions Rules for document access.

ExpiryDate (optional) Expiry date for temporary documents.

5. User Interface Design (UI/UX)

Employee Dashboard:
• Section to view and download personal documents.
• Filters for sorting by document type or date.
• Notification center for newly uploaded documents.
Admin Dashboard:
• Bulk upload and assignment options.
• Document type and access control configuration.
• Reports on document usage and download history.

6. Security Considerations
• Role-Based Access Control:
Ensure only authorized employees can view their personal documents. Admins and
managers have restricted access to upload or assign documents.
• Document Encryption:
All documents are stored using encryption to safeguard sensitive information.
• Audit Logs:
Maintain logs of document uploads, downloads, and access attempts for
accountability.
 • Two-Factor Authentication (2FA):
Enhance security for document access by requiring 2FA during login.

7. Conclusion
The Documents Module enhances the HRMS by providing employees with secure and
convenient access to important personal and organizational documents. By centralizing
document management and automating workflows, the module ensures efficiency,
transparency, and compliance with data privacy standards.
 Travel Request and Approval Module Requirements

1. Introduction
Overview:
The Travel Request and Approval module in the [Project Name] HRMS streamlines the process
of employee travel management. It facilitates the submission, approval, and tracking of travel
requests while ensuring compliance with company policies and budget constraints.
Purpose:
To provide an organized and transparent system for managing business travel requests and
approvals, reducing manual errors, and enhancing productivity.

2. Functional Requirements
2.1 Employee Features
• Submit Travel Requests: Employees can create travel requests, specifying details like
purpose, destination, dates, and estimated expenses.
• View Travel Policies: Employees can access travel-related policies, including expense
limits and allowed travel modes.
• Track Request Status: Employees can view the status of their submitted travel requests
(e.g., Pending, Approved, Rejected).
• Expense Claims Post-Travel: Submit expense claims for approved travel with receipts
or invoices for reimbursement.
2.2 Manager Features
• Approve/Reject Travel Requests: Managers can review travel requests and
approve/reject them with comments.
• View Budget Implications: See the estimated travel cost and its impact on the
department budget before approval.
• Approval Notifications: Notifications alert managers about pending travel requests for
action.
2.3 Admin Features
• Policy Configuration: Configure travel policies, including daily allowances, expense
limits, and approval workflows.
• Budget Allocation: Set and monitor travel budgets for departments or teams.
• Report Generation: Generate reports on travel requests, approvals, and expenses for
financial audits.

3. Workflow
1. Travel Request Submission:
o Employees submit requests through the HRMS portal, providing details such as
purpose, travel dates, destination, and estimated costs.
 2. Manager Review:
o Requests are sent to the employee's manager for review. The manager can
approve, reject, or request modifications.
3. Admin Validation (if required):
o For high-cost travel or exceptions to policies, requests are routed to the admin
team for additional validation.
4. Approval Notification:
o Approved requests trigger notifications to employees, with travel details and
policy reminders.
5. Post-Travel Expense Submission:
o After the trip, employees submit actual expenses with supporting documents
for reimbursement.
6. Expense Reimbursement:
o Approved expenses are processed and disbursed through the HRMS payroll
system.

4. Database Design
Travel Requests Table:
Field Name Description
RequestId Unique ID for each travel request.
UserId Employee submitting the travel request.
Destination Travel destination.
TravelDates Start and end dates of travel.
EstimatedCost Total estimated travel expenses.
Status Status of the request (e.g., Pending).
ManagerComments Comments added by the manager.
Travel Policies Table:
Field Name Description
PolicyId Unique ID for the policy.
MaxAllowance Maximum daily travel allowance.
AllowedModes Permitted modes of travel (e.g., flight).
PolicyDescription Summary of the travel policy.

5. User Interface Design (UI/UX)

Employee Dashboard:
• Submit travel requests.
• Track the status of submitted requests.
• Submit expense claims post-travel.
Manager Dashboard:
• View and approve/reject travel requests.
• Add comments for rejected or modified requests.
Admin Dashboard:
• Configure travel policies and workflows.
• Monitor travel budgets and generate reports.

6. Security Considerations
• Role-Based Access: Ensure only authorized personnel can access and modify travel
data.
• Data Encryption: Protect sensitive employee and financial information.
• Audit Logs: Maintain logs of travel requests, approvals, and expense submissions for
transparency.

7. Conclusion
The Travel Request and Approval module simplifies business travel management by
automating workflows and ensuring compliance with company policies. This module not only
enhances operational efficiency but also improves the employee experience by providing a
user-friendly platform for travel-related processes.
 People Finder Module with Organization Chart

1. Introduction
Overview:
The People Finder module in the [Project Name] HRMS is designed to simplify employee search
and provide a clear visual representation of the organizational structure. This module
enhances collaboration by enabling employees to locate colleagues easily and understand
reporting hierarchies.
Purpose:
To provide employees with a centralized platform for searching employee details and viewing
the organization's hierarchy, fostering transparency and improving communication within the
company.

2. Functional Requirements
2.1 Employee Features
• Search for Colleagues: Employees can search for colleagues using various filters, such
as name, department, designation, or skills.
• View Profile Details: Access detailed profiles of employees, including contact
information, department, designation, and reporting manager.
• Organization Chart View: Visualize the reporting hierarchy of the organization and
identify team structures.
• Favorite or Bookmark Profiles: Mark frequently contacted colleagues as favorites for
quick access.
2.2 Manager Features
• Team Overview: Managers can view detailed information about their direct reports
and their positions in the hierarchy.
• Team Analytics: Access summary statistics about team size, skills, and roles.
2.3 Admin Features
• Manage Employee Data: Admins can add, edit, or deactivate employee profiles as per
the HR policies.
• Customize Org Chart: Define reporting hierarchies and customize the organization
chart to reflect changes in the company structure.
• Export Data: Export employee data and organizational charts in formats like PDF or
Excel for audits or presentations.

3. Workflow
1. Employee Search:
o Employees use the search bar to find colleagues based on name, department,
or specific attributes like expertise or project involvement.
2. View Profile Details:
 o Once a search is complete, employees can click on profiles to view detailed
information, including the reporting chain.
3. Organization Chart:
o Employees can access a visual representation of the organizational hierarchy
from the module dashboard. Clicking on specific nodes displays the profile
details of that employee.
4. Data Updates:
o Admins regularly update the employee database to reflect organizational
changes, such as promotions, role changes, or new hires.

4. Database Design
Employee Table:
Field Name Description
EmployeeId Unique ID for each employee.
Name Full name of the employee.
Department Department the employee belongs to.
Designation Job title of the employee.
Email Work email address.
Phone Contact number.
ManagerId ID of the employee’s reporting manager.
Skills Key skills associated with the employee.
Organization Chart Table:
Field Name Description
NodeId Unique ID for the org chart node.
EmployeeId ID of the employee in the node.
ParentNodeId ID of the parent node for hierarchy.
RoleDescription Description of the role in the hierarchy.

5. User Interface Design (UI/UX)

Employee Dashboard:
• Search bar with advanced filters (department, skills, location).
• List of search results with clickable profile links.
• Organization chart link for viewing the company hierarchy.
Manager Dashboard:
• Section to view and manage team details.
• Analytics on team roles, distribution, and skillsets.
Admin Dashboard:
• Options to add, update, or deactivate employee profiles.
• Tools to update and restructure the organization chart.
6. Security Considerations
• Role-Based Access: Access to sensitive employee details is restricted to authorized
users.
• Data Encryption: Employee data is encrypted to ensure confidentiality.
• Audit Logs: All updates to employee profiles and the organization chart are logged for
accountability.
7. Conclusion
The People Finder module with an organization chart simplifies communication, enhances
collaboration, and provides transparency regarding the company's structure. By centralizing
employee information and visualizing hierarchies, the module improves operational
efficiency and strengthens internal relationships.