Indian Navy HRMS SOW

Doc ID: SI/MISC/003/HRMS dt 08 Aug 23
HRMS System Requirements Specification
The list of main functionalities of the system is given below. -

1. Recruitment
2. Joining and Relieving
3. Attendance and Leave Management
4. Performance Management and Appraisals
5. TY Duty
6. Employee Detail Management
7. Announcements
8. Login and Signup
9. Benefits Management
10. Compensation Management
11. Learning and Professional Development
12. Employee Engagement
13. Employee Self-Service
14. Payroll Management
15. Succession Management
16. Reporting and Dashboard
17. File Management
18. Budget Management
19. Store Ledger Management
20. Mail Management
21. Online procurement File Management System
22. Visitor Pass Management System
23. AMC Management
24. Bio Data Management
25. Contract Management
1. Recruitment
(a) Functional Requirements
(i) User Registration. Allow candidates, recruiters, and HR staff to

register and create their accounts with relevant information.
(ii) Job Posting. Enable HR personnel to create and publish job
vacancies with details such as job title, description, requirements, and
location.
(iii) Candidate Database. Maintain a comprehensive database of
candidates, storing their resumes, contact information, and application
history.
(iv) Application Management. Facilitate the submission and
tracking of job applications by candidates, including status updates and
notifications.
(v) Resume Parsing. Automatically extract and categorize
candidate information from submitted resumes to populate candidate
profiles.
(vi) Candidate Screening. Provide tools for HR staff to filter and
shortlist candidates based on predefined criteria, such as skills and
experience.
(vii) Interview Scheduling. Allow recruiters to schedule and manage
interview appointments, sending automated reminders to both
candidates and interviewers.
(viii) Interview Feedback. Capture feedback from interviewers about
candidates' performance, which can be documented in the candidate
profiles.
(ix) Background Checks. Facilitate the process of conducting
background checks and verifying candidate’s credentials.
(x) Applicant Communication. Enable automated or manual
communication with applicants regarding their application status and
further steps.
(xi) On boarding Support. Integrate with on boarding processes to
smoothly transition selected candidates into the organization.
(xii) Reporting and Analytics. Generate reports and analytics on
recruitment metrics, like time-to-fill, source effectiveness, and applicant
demographics.
(b) Data Requirements
(i) Job Posting Data Flow. When HR personnel create and publish
job vacancies, the job posting details, such as job title, description,
requirements, and location, should flow from the HRMS to the candidate-
facing interface and job portals for external visibility.
(ii) Candidate Application Data Flow. When candidates submit job
applications, their application information, including resumes and
contact details, should flow from the candidate-facing interface into the
HRMS candidate database for further processing.
(iii) Candidate Screening Data Flow. The HR staff's screening
actions, such as filtering and shortlisting candidates based on predefined
criteria, should be recorded and updated in the candidate profiles within
the HRMS database.
(iv) Interview Schedule Data Flow. When recruiters schedule and
manage interview appointments, the interview details, including date,
time, and location, should flow from the HRMS to the candidates and
interviewers, either through automated notifications or manual
communication.
(v) Interview Feedback Data Flow. After conducting interviews, the
feedback provided by interviewers should be captured and storedin the
HRMS database, updating the candidate profiles with relevant interview
assessment information.
(vi) Background Check Data Flow. When background checks are
conducted for selected candidates, the verification results should flow
back into the HRMS, allowing HR staff to review and make informed
decisions on candidate suitability.
(c) UI Design Requirements
(i) Consistent Layout. Maintain a consistent layout and design

elements across all pages to provide a cohesive user experience
throughout the application.
(ii) Clear Call-to-Action. Use prominent and intuitive call-to-action
buttons, labels, and icons to guide users in performing essential actions,
such as applying for jobs or scheduling interviews.
(iii) Candidate-Focused Design. Prioritize the candidate
experience with user-friendly application forms, easy-to-upload
resumes, and clear progress indicators during the application process.
(iv) Intuitive Navigation. Implement a logical and easy-to-navigate
menu structure, allowing users to access different functionalities
effortlessly.
(v) Responsive Design. Ensure the application is responsive and

adaptive to various devices, such as desktops, tablets, and
smartphones, to accommodate a diverse user base.
(vi) Attractive Visuals. Use high-quality images, icons, and graphics
that align with the organization's branding and create an appealing and
professional look.
(vii) Accessible Design. Adhere to accessibility standards to ensure
all users, including those with disabilities, can interact with the
application effectively.
(viii) Feedback and Error Handling. Provide clear and informative
feedback messages for user actions, including error handling to guide
users in correcting any mistakes.
(ix) Customizable Profile. Allow candidates to customize their
profiles with personal information, resume uploads, and preferences.
(x) Real-Time Updates. Implement real-time updates for candidates
regarding their application status and interview schedules.
2. Joining and Relieving
(i) Employee on boarding. Enable HR staff to initiate the on

boarding process for new employees, guiding them through essential
steps, such as document submission, orientation sessions, and
completion of necessary forms.
(ii) Joining Formalities Management. Automate the management
of joining formalities, including document verification, contract signing,
and creation of employee records in the HRMS.
(iii) Joining Checklist. Provide a customizable joining checklist to
ensure all required tasks and paperwork are completed before the
employee's joining date.
(iv) Offer Letter and Contract Generation. Generate offer letters
and employment contracts based on predefined templates, incorporating
relevant details specific to each employee.
(v) Document Repository. Maintain a centralized document
repository to store and manage employee-related documents, such as
offer letters, identification proofs, and educational certificates.
(vi) Relieving Process. Enable HR staff to initiate the relieving
process for employees leaving the organization, including exit
interviews, clearance procedures, and handover of responsibilities.
(vii) Relieving Checklist. Provide a relieving checklist to ensure that
all necessary procedures are completed before the employee's last
working day.
(viii) Exit Interview Management. Facilitate exit interviews for

departing employees, capturing feedback to identify areas for
improvement and retention strategies.
(ix) Leave Management Integration. Integrate with the HRMS leave
management module to account for pending leaves and encashment
during the relieving process.
(x) Full and Final Settlement. Automate the full and final settlement
process, including calculating and disbursing pending salaries, benefits,
and other dues to the employee.
(xi) Relieving Documentation. Generate relieving letters and other
necessary documents for departing employees, capturing relevant
details such as the reason for leaving and notice period served.
(xii) Relieving Reports and Analytics. Provide HR personnel with
reports and analytics related to employee turnover and relieving process
metrics to support data-driven decision-making.
(i) Employee Information. Personal details of employees,

including name, contact information, and identification details.
(ii) Joining Details. Joining date, job title, department, and

reporting manager for new employees.
(iii) Offer and Contract Information. Offer letters, employment
contracts, and terms of employment for each employee.
(iii) Document Repository. Storage of important documents, such
as offer letters, identification proofs, educational certificates, and other
relevant paperwork.
(iv) Leave Records. Records of employee leave balances, leave
types, and utilization during their tenure.
(v) Training and Development. Training programs attended by
employees and their development plans.
(vi) Exit Interview Data. Feedback and comments collected during
exit interviews for departing employees.
(vii) Relieving Details. Relieving date, last working day, and exit
formalities for employees leaving the organization.
(viii) Full and Final Settlement. Calculation of pending salaries,
benefits, and dues for employees during the relieving process.
(ix) Employee History. Historical records of employees' job roles,
promotions, transfers, and other key events during their employment.
(i) Clear and Intuitive Navigation. Design an easy-to-navigateuser

interface that allows HR personnel to access joining and relieving
functionalities effortlessly, reducing the learning curve.
(ii) Task-Oriented Layout. Organize the UI with a task-oriented
layout, presenting essential actions and information prominently for a
streamlined on-boarding and relieving experience.
(iii) Consistent Design Language. Ensure consistency in design
elements, such as color schemes, typography, and icons, to create a
cohesive and professional look and feel across all application screens.
(iv) User-Friendly Forms. Create user-friendly forms for on-boarding
and relieving tasks, with clear instructions and validations to minimize
errors during data entry.
(v) Real-Time Updates and Notifications. Incorporate real-time
updates and notifications to inform HR personnel about the status of
joining and relieving processes, enabling timely actions and responses.
(vi) Responsive Design. Implement a responsive design that adapts
to different screen sizes and devices, ensuring the application is
accessible and functional on desktops, tablets, and smartphones.
3. Attendance and Leave Management
(i) Employee Time Recording. The system should allow

employees to record their daily attendance, including clock-in and clock-
out times.
(ii) Leave Application and Approval. Employees should be able
to apply for leaves. The system should facilitate leave approval by
respective supervisors or managers.
(iii) Leave Balances and Entitlements. The application should keep
track of employees' leave balances and entitlements for different leave
types.
(iv) Leave Calendar and Availability. The system should display a
leave calendar to show the availability of employees on a particular day
to help in resource planning.
(v) Leave Cancellation and Modification. Employees should be
able to cancel or modify their leave requests before approval.
(vi) Attendance Reports. The application should generate
comprehensive attendance reports for individual employees or teams
over a specific period.
(vii) Leave Accrual Calculation. The system should automatically

calculate leave accrual based on company policies and employees'
tenure.
(viii) Holiday Management. The application should maintain a list of
official holidays, and employees should be automatically marked as
absent on such days.
(ix) Late Coming and Early Leaving Tracking. The system should
record instances of late coming and early leaving for employees.
(x) Shift Management. The application should support the
management of different shifts and working hour patterns.
(xi) Overtime Tracking. The system should track and calculate
overtime hours worked by employees.
(xii) Integration with Payroll. The application should integrate with
the payroll system to ensure accurate calculation of attendance-related
components like salaries and deductions.

including name, contact information, and identification details.
(ii) Attendance Records. Recording of employee attendance,
including clock-in and clock-out times.
(iii) Leave Records. Tracking of various types of leaves taken by
employees, including leave start and end dates.
(iv) Leave Balances and Entitlements. Information about
employees' available leave balances and entitled leave types.
(v) Shift Details. Details of different shifts and working hours for
employees.
(vi) Holiday Information. List of official holidays and their
corresponding dates.
(vii) Leave Approval Status. Records of leave requests and their
approval status.
(viii) Overtime Records. Tracking of overtime hours worked by
employees.
(ix) Attendance Reports. Generated reports on employee
attendance and leave utilization.
(x) Audit Trail. Logging of changes made to attendance and leave
data for accountability and auditing purposes.
(xi) Employee History. Historical records of employees'
attendance, leaves, and attendance-related events.
(xii) Integration Data. Data related to integration with other HR
systems, such as payroll and employee database.
(i) Clear and Intuitive Dashboard. Design a dashboard that

provides an overview of attendance and leave-related information, such
as upcoming leaves, attendance summary, and leave balances
immediately.
(ii) User-Friendly Navigation. Ensure a user-friendly and intuitive
navigation system, allowing easy access to different modules and
functionalities related to attendance and leave management.
(iii) Intuitive Calendar View. Implement a visually intuitive calendar
view that displays employees' attendance records, leave requests, and
approved leaves, enabling easy scheduling and planning.
(iv) Interactive Leave Application Form. Design an interactive and
user-friendly leave application form, allowing employees to select leave
types, date ranges, and provide reasons for their absence.
(v) Real-Time Status Updates. Provide real-time status updates
on leave requests, showing pending, approved, or rejected leaves,
helping employees stay informed about the progress of their requests.
(vi) Visual Leave Balances. Display leave balances in a visually
appealing manner, using progress bars or charts to show available leave
quotas for different leave types.
4. Performance Management and Appraisals
(i) Employee Goal Setting. Enable HR and managers to set

specific, measurable, achievable, relevant, and time-bound (SMART)
performance goals for individual employees.
(ii) Performance Monitoring. The application should provide real-
time tracking and monitoring of employees' progress toward their goals
throughout the appraisal period.
(iii) Employee Self-Assessment. Allow employees to conduct self-
assessments and provide feedback on their own performance, strengths,
and areas for improvement.
(iv) Manager Evaluation. Managers should be able to assess and
evaluate their team members' performance based on predefined criteria
and competencies.
(v) 360-Degree Feedback. Incorporate a mechanism for gathering
feedback from peers, subordinates, and other stakeholders to gain a
holistic view of an employee's performance.
(vi) Appraisal Meetings Scheduling. Provide a scheduling feature
to set up formal appraisal meetings between employees and their
managers.
(vii) Performance Appraisal Forms. Design user-friendly and
customizable appraisal forms to gather detailed performance
assessments and feedback.
(viii) Performance Rating and Ranking. Allow managers to assign
performance ratings and rankings to employees based on their
performance evaluations.
(ix) Performance Improvement Plans. HR and managers should
have the option to create performance improvement plans for employees
who require further support.
(x) Performance Analytics and Reports. Generate comprehensive
performance analytics and reports to support decision- making and
talent management strategies.
(xi) Integration with Goal Alignment. Integrate performance goals
with organizational objectives to ensure alignment and cascade goals
across different levels of the organization.
(xii) Performance History Tracking. Maintain historical performance
data to track employees' progress over time and identify trends in their
performance.
(b) Data Requirements.

including name, contact information, and job role.
(ii) Performance Goals and Objectives. Data related to performance
goals set for employees, including descriptions, deadlines, and progress
tracking.
(iii) Employee Self-Assessment Data. Employee-provided self-
assessment data and feedback.
(iv) Manager Evaluations. Data related to manager evaluations,
ratings, and feedback for each employee.
(v) Appraisal Meetings Schedule. Information about scheduled
appraisal meetings between employees and their managers.
(vi) Performance Appraisal Forms Data. Records of completed
appraisal forms, including performance assessments and comments.
(vii) Performance Rating and Ranking Data. Performance ratings
and rankings assigned by managers to employees.
(viii) Performance Improvement Plans Data. Data related to
performance improvement plans created for employees.
(ix) Performance Analytics and Reports Data. Data for generating
performance analytics and reports, including performance scores,
trends, and comparisons.
(x) Goal Alignment Data. Data related to the alignment of
performance goals with organizational objectives.
(xi) Performance History Data. Historical performance data to track
employees' progress and performance trends over time.
(c) UI Design Requirements.

(i) Clear and Intuitive Dashboard. Design a dashboard that
provides an overview of employees' performance goals, progress, and
appraisal-related activities.
(ii) User-Friendly Navigation. Ensure a user-friendly and intuitive
navigation system, allowing easy access to different modules and
functionalities related to performance and appraisals.
(iii) Interactive Goal Setting Interface. Design an easy-to-use
interface for HR and managers to set, modify, and track performance
goals for employees.
(iv) Appraisal Meeting Scheduler. Create a scheduling feature for
setting up and managing formal appraisal meetings between employees
and managers.
(v) Customizable Appraisal Forms. Design appraisal forms that are
customizable to meet specific organizational requirements and
evaluation criteria.
(vi) Visual Performance Analytics and Reports. Utilize visual
elements such as charts and graphs to present performance analytics
and reports in an easily understandable manner.
5. TY Duties
(a) Functional Requirements.
(i) Outstation Duty Request. Employees should be able to submit

outstation duty requests with details such as travel dates, destination,
purpose, and expected duration.
(ii) Approval Workflow. Implement an approval workflow that allows
managers to review and approve outstation duty requests.
(iii) Travel Accommodation and Transportation Management. The
application should facilitate the booking and management of travel
accommodations (e.g., hotel) and transportation (e.g., flights, trains) for
approved outstation duties.
(iv) Travel Expense Management. Enable employees to record and
submit travel expenses incurred during outstation duties, including
meals, transportation, and other incidental expenses.
(v) Real-Time Notifications. Provide real-time notifications to
employees and managers about the status of outstation duty requests
and approvals.
(vi) Travel Itinerary and Documentation. Employees should have

access to their travel itinerary and essential documentation (e.g., tickets,
hotel confirmations) through the application.
(vii) Outstation Duty Calendar. Display a calendar view to show
employees' upcoming outstation duties and their availability.
(viii) Task Assignment and Delegation. Managers should have the
ability to assign tasks and responsibilities to employees during their
outstation duties.
(viii) Travel Policy Compliance. The application should ensure
compliance with the company's travel policy, including approval limits
and permissible expenses.
(ix) Travel Safety and Emergency Support. Provide information and
support for travel safety, including emergency contacts and guidelines.
(x) Outstation Duty Reports. Generate reports and analytics on
outstation duty activities, expenses, and employee productivity during
travel.
(xi) Integration with Payroll and Finance. Integrate outstation duty
data with the payroll and finance systems to ensure accurate
reimbursement and financial tracking.
(i) Employee Information. Personal details of employees, including

name, contact information, and designation.
(ii) Outstation Duty Requests. Records of employee outstation duty
requests, including travel dates, purpose, and destination.
(iii) Approval Status. Data related to the approval status of outstation
duty requests, including approval dates and comments.
(iv) Travel Accommodation and Transportation Data. Information
about travel accommodations and transportation bookings for approved
outstation duties.
(v) Travel Expense Records. Data related to travel expenses
submitted by employees during their outstation duties.
(vi) Notifications Data. Records of real-time notifications sent to
employees and managers about outstation duty requests and approvals.
(vii) Travel Itineraries and Documentation. Details of employees'
travel itineraries and essential travel documents.
(viii) Outstation Duty Calendar Data. Information about employees'
upcoming outstation duties and their availability.
(ix) Task Assignment Data. Data related to task assignments and
delegations during employees' outstation duties.
(x) Travel Policy Compliance Data. Records of compliance with the

company's travel policy, including approval limits and permissible
expenses.
(xi) Travel Safety and Emergency Information. Details about travel
safety guidelines, emergency contacts, and support resources.
(xii) Outstation Duty Reports Data. Data used to generate reports and
analytics on outstation duty activities, expenses, and employee
productivity.
(i) Intuitive Outstation Duty Request Form. Design a user-friendly

and intuitive form for employees to submit outstation duty requests with
clear fields and instructions.
(ii) Easy Navigation and Menu Structure. Create a straightforward
and logical menu structure that allows users to access outstation duty-
related features and information with ease
(iii) Visual Calendar for Travel Dates. Implement a visual calendar for
employees to select travel dates conveniently when submitting their
outstation duty requests.
(iv) Real-Time Approval Status Updates. Provide real-time updates
on the approval status of outstation duty requests to both employees and
managers for better visibility.
(v) Travel Itinerary and Document Management. Design a section
where employees can view and manage their travel itinerary, including
flight details, hotel reservations, and other essential documents.
(vi) Mobile Responsive Design. Ensure that the application ismobile
responsive, allowing employees to access and manage outstation duty
requests on their smartphones or tablets.
(vii) Interactive Expense Management. Create an interactiveinterface
for employees to record and submit travel expenses, allowing them to
add and categorize expenses effortlessly.
(viii) Notification Center. Include a notification center to display
important updates, reminders, and alerts related to outstation duty
requests and travel arrangements.
6. Employee Details Management

(i) Employee Profile Creation. Enable HR personnel to create and
maintain detailed employee profiles with personal information, contact
details, and employment history.
(ii) Document Management. Allow HR to upload and store important

documents, such as resumes, contracts, certifications, and performance
appraisals, within each employee's profile.
(iii) Employee Onboarding and Offboarding. Facilitate smooth
onboarding and offboarding processes, including capturing new
employee details and handling employee exits.
(iv) Employee Directory Create a searchable and filterable employee
directory to access essential employee details quickly.
(v) Employment Details Management. Allow HR to manage and
update job-related information, including job titles, departments,
positions, and employment status
(vi) Contact and Emergency Information. Capture and update
employees' contact details and emergency contact information.
(vii) Salary and Compensation Management. Enable HR to manage

employee salaries, bonuses, benefits, and other compensation-related
details.
(viii) Leave and Attendance Integration Integrate employee details
with leave and attendance data to track employee absence and working
hours.
(ix) Performance and Appraisal Integration Link employee details
to performance and appraisal data to assess employees' progress and
development.
(x) Employee Self-Service Portal Provide an employee self-service
portal for employees to update their personal information and view
relevant details.
(xi) Access Control and Security Implement access controls to
ensure that sensitive employee information is accessible only to
authorized personnel.
(xii) Reporting and Analytics. Generate comprehensive reports and
analytics on employee demographics, turnover rates, and other relevant
metrics
(xiii) Notification and Reminders. Provide automated notifications
and reminders for HR tasks, such as contract renewals and performance
reviews.
(xiv) Bulk Import and Export. Support bulk import and export
functionalities to streamline the process of updating employee data in the
system.
(xv) Integration with Other HR Modules. Integrate employee details
with other HR modules like payroll, performance management and
training for seamless data flow.

(i) Personal Information. Employee names, contact details, date of
birth and other personal data.
(ii) Employment Details. Job titles, departments, positions, and
employment status of each employee.
(iii) Document Data. Storage of employee-related documents, such
as resumes, contracts, and certifications.
(iv) On boarding and Off boarding Data. Records of employee on
boarding and off boarding, including start and end dates.
(v) Contact Information. Contact details of employees, including
email addresses, phone numbers, and emergency contacts
(vi) Salary and Compensation Data. Information about employee

salaries, bonuses, incentives, and other compensation-related details
(vii) Leave and Attendance Data. Data on employee leave requests,
attendance records, and absence patterns.
(viii) Performance and Appraisal Data. Performance ratings,
appraisal feedback, and employee development plans
(ix) Employee Self-Service Data. Information updated by employees
themselves through the self-service portal.
(xii) Access Control Data. Data defining user roles and access
permissions to safeguard employee information.
(xiii) Reporting and Analytics Data. Data used to generate reports
and analytics on various employee details and metrics.
(i) Clean and User-Friendly Interface. Design a clean and clutter-free
interface that is easy to navigate and use for HR personnel and
administrators.
(ii) Intuitive Employee Profile Form. Create an intuitive and organized
form for entering and updating employee details, providing clear labels
and instructions.
(iii) Document Attachment Functionality. Provide an easy-to-use
feature for uploading and managing employee-related documents within
their profiles.
(iv) Quick Search and Filters. Implement search and filtering options
in the employee directory to quickly locate specific employee details.
(v) Mobile Responsiveness. Ensure that the application is responsive
and accessible on mobile devices for on-the-go HR management.
(vi) Employee Self-Service Portal Design. Design a separate and
secure self-service portal where employees can update their personal
information conveniently.
(vii) Color-coded Employee Status. Use color-coding to indicate the

status of employees (e.g., active, inactive, on leave) for easy
identification.
(viii) Visual Analytics and Dashboards. Include visual elements like
charts and dashboards to present employee data and metrics in a
visually appealing manner.
(ix) Security and Access Control Indicators. Display clear indicators of
access control and security measures to reassure users that sensitive
information is protected.
7. Announcements
(i) Customizable Notification Templates. Allow HR administrators to

create and customize notification templates for various events, such as
new hire welcome, performance review reminders, and company
announcements.
(ii) Automated Event-Based Notifications. Implement automated
notifications triggered by specific events, such as onboarding, training
schedules, leave approvals, and policy updates.
(iii) Multichannel Communication. Support notifications through
multiple channels, including email, SMS, in-app notifications, and push
notifications, to reach employees effectively
(iv) Personalized Notifications. Deliver personalized notifications with
relevant information based on each employee's profile and preferences.
(v) Notification Scheduling. Allow HR administrators to schedule
notifications for specific dates and times, ensuring timely delivery of critical
information.
(vi) Read Receipts and Acknowledgments. Provide read receipts or
acknowledgment functionality to track if employees have viewed and
acknowledged important notifications.
(vii) Emergency Alerts and Crisis Communication. Implement a
mechanism for sending emergency alerts and crisis communication to
employees in real-time.
(viii) Manager Notifications. Enable notifications for managers to stay

informed about their team's upcoming events, performance milestones,
and leave requests.
(ix) Feedback and Surveys. Include notifications to gather employee
feedback, conduct surveys, and measure employee satisfaction
(x) Training and Development Notifications. Notify employees about
upcoming training sessions, workshops, and development opportunities.
(xi) Performance Review Reminders. Send reminders to employees

and managers for upcoming performance reviews and appraisal
deadlines.
(xii) Policy Updates and Compliance Notifications. Inform employees
about policy updates, compliance requirements, and changes incompany
procedures.
(xiii) Attendance and Time Tracking Notifications. Provide
notifications related to attendance tracking, late arrivals, and
absenteeism.
(xiv) Announcements and Celebrations. Send notifications for
company announcements, achievements, and employee celebrations.
(xv) Integration with Other HR Modules. Integrate the notification
application with other HR modules like leave management and
performance management for seamless communication.
(i) Employee Information. Employee names, contact details, and
communication preferences.
(ii) Notification Templates Data. Data for storing customizable
notification templates for various events and purposes.
(iii) Notification Logs Records of sent notifications, including delivery
status and timestamps.
(iv) Acknowledgment Data: Data related to employee acknowledgments
or read receipts for critical notifications.
(v) Emergency Alerts and Crisis Data. Information on emergency alerts
sent during critical situations.
(i) Clear and Informative Interface. Design a user-friendly interface that
clearly displays notifications and relevant details for employees and HR
administrators
(ii) Notification Categories and Filters. Categorize notifications and
provide filtering options to help users find specific notifications easily.
(iii) Real-Time Notifications Center. Create a dedicated notifications
center where employees can view all their current and past notifications in
real-time.
(iv) Notification Settings and Preferences. Provide a section for

employees to customize their notification preferences and choose their
preferred communication channels.
(v) Emergency Alerts Design. Design emergency alerts with visual
indicators and urgent call-to-action elements to grab immediate attention.
(vi) Notification Preview. Include a preview feature to show how the
notification will appear to employees before sending.
8. Login and Signup
(i) User Registration and Sign-up Allow new users to register and
sign up for access to the HRMS application by providing essential
details like email, name, and password.
(ii) User Authentication. Implement secure user authentication
mechanisms, such as username/password, multi-factor authentication
(MFA), or Single Sign-On (SSO) for enhanced security
(iii) Forgot Password and Password Reset. Provide a "Forgot
Password" feature that allows users to reset their passwords through a
secure verification process
(iv) Account Verification. Send verification emails or messages to
newly registered users to confirm their email addresses and activate their
accounts.
(v) User Role Management. Assign different user roles (e.g.,
employee, manager, HR admin) to control access levels and
permissions within the application.
(vi) Session Management. Implement session management to ensure
secure and seamless user interactions, with automatic logouts after
periods of inactivity.
(vii) Account Deactivation and Termination. Enable administrators to
deactivate or terminate user accounts when required, ensuringproper
data security and access control.
(i) User Account Data. Store user account details, including

usernames, passwords (hashed), and email addresses.
(ii) User Profile Data. Maintain user profile information, such asnames,
contact details, and assigned user roles.
(iii) Verification and Activation Data. Store data related to account
verification and activation, including verification codes and timestamps.
(iv) Password Reset Data. Keep records of password reset requests,

verification tokens, and timestamp information.
(v) User Session Data. Track active user sessions, including

session IDs, login times, and IP addresses for security monitoring
(vi) User Role and Permissions Data. Store information about user
roles, their associated permissions, and access levels within the
application.
(i) Intuitive Login and Signup Forms. Design simple and user-friendly
login and signup forms, clearly labelling input fields and action buttons.
(ii) Password Strength Indicator. Include a password strength
indicator to guide users in creating strong and secure passwords during
signup.
(iii) Forgot Password Interface. Create a user-friendly "Forgot
Password" interface, guiding users through the password recovery
process.
(iv) Account Verification UI. Design clear and informative account
verification messages and interfaces to guide users during the
verification process.
(v) User Role Selection. Provide an option for users to select their role
during signup, ensuring proper user role assignment.
(vi) Error Messages and Feedback. Display informative error
messages and provide real-time feedback to users during login and
signup processes.
(d) Non-Functional Requirements.

(i) Security. Ensure robust security measures to protect sensitive
employee data and prevent unauthorized access.
(ii) Performance. The system should have fast response times and
handle concurrent user interactions efficiently.
(iii) Reliability. The HRMS should be highly reliable, minimizing
downtime and system failures.
(iv) Scalability The system should be able to handle an increasing
number of employees and data without compromising performance.
(v) Availability. The HRMS should be available 24/7, allowing users to
access it whenever needed.
(vi) Usability The user interface should be intuitive and user-friendly,

requiring minimal training for employees.
(vii) Accessibility. Ensure that the HRMS is accessible to users with
disabilities, complying with accessibility standards
(viii) Compatibility. The system should be compatible with various
browsers operating systems, and devices.
(ix) Interoperability. Enable seamless integration with other HR
systems and third-party applications.
(x) Data Privacy. Comply with data privacy regulations and ensure the
confidentiality of employee information.
(xi) Data Accuracy. The HRMS should maintain accurate and up-to-
date employee data to avoid errors and discrepancies.
(xii) Error Handling. Implement effective error handling mechanisms
to provide clear error messages and recovery options.
(xiii) Audit Trail Maintain an audit trail to track user actions and
changes made to employee records.
(xiv) Training and Support. Provide comprehensive training and
ongoing support to users to maximize system utilization.
(xv) Disaster Recovery. Have a well-defined disaster recovery plan to
recover from system failures or disasters.
(xvi) Backup and Restore. Regularly back up data and ensure areliable
data restoration process.
(xvii) Response Time. Define response time targets for critical actions
to ensure a smooth user experience.
(xviii) Compliance. The HRMS should comply with labor laws, industry
regulations, and internal HR policies.
(xix) Reporting and Analytics. Provide robust reporting and analytics
capabilities to gain insights from HR data.
(xx) Integration with Payroll. Seamless integration with payroll
systems to manage employee compensation efficiently.
(xxi) Data Archiving. Implement data archiving policies to manage data

storage effectively.
(xxii) User Roles and Permissions. Assign different user roles with
appropriate permissions to control access to HR data
(xxiii) Load Testing. Conduct load testing to assess system
performance under varying user loads
(xxiii) User Authentication. Implement secure user authentication
mechanisms, such as multi-factor authentication (MFA) or Single Sign-
On (SSO).
(xxiv) Collaboration and Communication. Enable collaboration and
communication features for efficient HR operations.
(xxv) Redundancy and Failover. Implement redundancy and failover
mechanisms to ensure high availability
(xxvi) Session Management. Manage user sessions securely and

handle session timeouts effectively
(xxvii) User Experience. Focus on providing a positive user experience

to enhance employee satisfaction and productivity.
(xxviii) Data Encryption. Implement data encryption in transit and at
rest to protect sensitive information.
(xxix) Scalable Database Architecture. Use a scalable database
architecture to handle the growing volume of HR data.
(xxx) Data Segregation. Ensure segregation of data between different
departments or business units.
(xxxi) Data Backup Retention. Define data backup retention policies
for efficient storage management.
(xxxii) Data Validation. Implement data validation checks to ensure
data integrity and accuracy.
(xxxiii) Software Updates and Patches. Regularly apply software
updates and security patches to keep the HRMS up to date.
(xxxiv) System Monitoring. Implement continuous monitoring to
detect performance issues and security threats.
(xxxv) Logging and Auditing. Maintain detailed logs and audit trails
to track system activities and changes.
(xxxvi) Performance Tuning. Conduct regular performance tuning to
optimize system performance and efficiency.
9. Benefits Management.
(a) Functional Requirements:

(i) Benefits Enrollment: The system should allow employees to enroll in
various benefit programs.
Support for multiple benefit types such as health insurance, retirement
plans, wellness programs, etc.
(ii) Eligibility and Enrollment Rules: Define eligibility criteria for
different benefits.
Implement rules for automatic enrollment or eligibility verification.
(iii) Benefits Administration: Provide tools for HR administrators to
manage benefit plans.
Allow for easy modification of benefits, coverage levels, and
contribution amounts.
(iv) Open Enrollment: Support a defined open enrollment period where
employees can make changes to their benefit elections.
(v) Life Events: Allow employees to update their benefits in response to
life events (marriage, birth, etc.).
(vi) Reporting and Analytics: Generate reports on benefit utilization,
costs, and employee participation.
Analytics for trends and insights into benefit usage.
(vii) Integration with Payroll: Seamless integration with the payroll
system to ensure accurate deduction and contribution calculations.
(viii) Compliance: Ensure compliance with local, state, and federal
regulations governing benefit programs.
(b) Data Requirements:

(i) Employee Data: Store and manage employee profiles, including
personal and dependent information.
(ii) Benefits Data: Maintain details of each benefit plan, including
coverage options, costs, and eligibility criteria.
(iii) Dependent Information: Capture and manage information about
employees' dependents for benefits administration.
(iv) Life Event Data: Record and track employee life events that may
affect benefit eligibility or coverage.
(v) Historical Data: Archive and track historical benefit elections and
changes for auditing and reporting purposes.
(vi) Integration Data: Data exchange protocols and formats for seamless
integration with other HRMS modules (e.g., payroll, employee
records).
(c) UI Requirements:
(i) User-friendly Dashboard: Intuitive dashboards for employees and
administrators displaying key benefit information.
(ii) Benefits Enrollment Interface: Clear and user-friendly interfaces for
employees to enroll in, view, and modify their benefit elections.
(iii) Notification and Alerts: System notifications and alerts for open
enrollment periods, approaching deadlines, and life events.
(iv) Reporting Interface: User-friendly interfaces for generating and
viewing benefit-related reports and analytics.
(v) Mobile Accessibility: Responsive design for mobile accessibility to
allow employees to manage benefits on the go.
(vi) Help and Support: Context-sensitive help features and support
options for employees and administrators.
(vii) Security and Access Controls: Role-based access controls to
ensure that only authorized personnel can access sensitive benefit
information.
(viii) Feedback Mechanism: Mechanisms for employees to provide
feedback or seek assistance regarding benefit-related issues.
10. Compensation Management.

(i) Salary Structure Management: Define and manage various
components of the salary structure (basic salary, allowances, bonuses,
etc.).
Support for creating multiple salary structures to accommodate different
employee roles or levels.
(ii) Compensation Planning: Provide tools for HR to plan and manage
employee compensation reviews.
Allow for setting compensation budgets and guidelines.
(iii) Performance-Linked Compensation:
• Integration with performance management systems to link
compensation adjustments with employee performance.
• Enable the setting of performance-based targets for bonuses and
incentives.
(iv) Salary Review Workflow:
• Define and manage a workflow for the salary review process.
• Support for approvals at various levels in the organization.
(v) Compensation History:
• Maintain a comprehensive history of all compensation changes for
each employee.
• Provide easy access to view and analyze historical compensation
data.
(vi) Benefits Management:
• Integrate with benefits management to ensure accurate total
compensation calculations.
• Allow employees to view and manage their benefit selections.
(vii) Taxation Compliance:
• Ensure compliance with tax regulations in salary calculations.
• Generate reports for tax-related purposes.
(viii) Integration with Payroll:
• Seamless integration with the payroll system to ensure accurate
and timely disbursement of salaries.
• Handle different payroll frequencies (monthly, bi-monthly, etc.).

(i) Employee Data:
• Store and manage employee details including personal information,
job role, and employment history.
• Track employee performance metrics.
(ii) Salary Data:
• Maintain current and historical salary details for each employee.
• Record all components of the salary structure.
(iii) Benefits Data:
• Store information on employee benefits, including healthcare,
insurance, and retirement plans.
(iv) Taxation Data:
• Capture and update tax-related information for each employee.
• Ensure compliance with local tax laws.
(v) Performance Data:
• Integrate with performance management data to determine variable
pay based on performance.
(i) Dashboard:
• Provide a comprehensive dashboard for HR managers to get an
overview of compensation-related activities and trends.
(ii) Employee Self-Service Portal:
• User-friendly interface for employees to view their compensation
details, benefits, and performance-related information.
(iii) Reporting and Analytics:
• Customizable reporting tools for HR professionals to analyze
compensation trends, budget adherence, and individual employee
compensation history.
(iv) Interactive Salary Planning Interface:
• Intuitive tools for HR to plan and execute salary reviews, including
drag-and-drop features for adjusting compensation.
(v) Mobile Accessibility:
• Ensure that essential features are accessible via mobile devices for
on-the-go access by employees and HR personnel.
(vi) Notification System:
• Implement a notification system to alert stakeholders about
pending approvals, salary changes, and other relevant events.
11. Learning and Professional Management:

(i) User Roles:
• Define and manage different user roles such as employees,
managers, and administrators.
(ii) Course Management:
• Ability to create, edit, and delete courses.
• Categorize courses based on skills, departments, or job roles.
(iii) Enrollment:
• Employees should be able to enroll in courses.
• Managers may have the ability to enroll their team members.
(iv) Progress Tracking:
• Monitor and track employee progress in each course.
• Generate reports on completion rates and success metrics.
(v) Certification and Accreditation:
• Provide a system for issuing certificates upon course completion.
• Ensure that courses meet relevant accreditation standards.
(vi) Skill Gap Analysis:
• Assess and identify skill gaps within the organization.
• Suggest relevant courses for skill improvement.
(vii) Feedback and Evaluation:
• Allow employees to provide feedback on courses.
• Conduct evaluations to measure the effectiveness of the learning
programs.
(viii) Integration with Performance Management:
• Integrate learning outcomes with employee performance
assessments.
(ix) Notifications:
• Send notifications for upcoming courses, enrollment deadlines, and
completion reminders.
(x) Resource Library:
• Maintain a repository of learning resources, including documents,
videos, and external links.

(i) User Data:
• Employee profiles including personal details, job roles, and
department information.
(ii) Course Data:
• Details of each course, including content, duration, and
prerequisites.
(iii) Enrollment Data:
• Records of employee enrollments, including dates and progress
status.
(iv) Assessment and Feedback Data:
• Results of assessments and feedback provided by employees.
(v) Certification Data:
• Information on certificates issued, including dates and course
details.
(i) Dashboard:
• An intuitive dashboard displaying upcoming courses, progress
summaries, and recommendations.
(ii) Course Catalog:
• A user-friendly catalog with search and filter options.
(iii) Enrollment Interface:
• Easy-to-use interface for employees to enroll in courses.
(iv) Progress Tracking:
• Visual representation of employee progress within courses.
(v) Notifications Panel:
• A notification center for alerts and reminders.
(vi) Reporting and Analytics:
• Interactive reports and analytics for administrators to track learning
effectiveness.
(vii) User Profiles:
• Editable user profiles with learning history and certifications.
(viii) Feedback Forms:
• User-friendly forms for providing feedback on courses.
(ix) Resource Library Interface:
• Organized interface for accessing learning resources.
(x) Mobile Responsiveness:

• Ensure the UI is responsive and accessible on various devices.
12. Employee Engagement:

(i) Employee Feedback Mechanism:
• Implement a system for regular employee feedback.
• Include surveys, polls, or suggestion boxes.
• Ensure anonymity for sensitive topics.
(ii) Recognition and Rewards:
• Provide a platform for recognizing employee achievements.
• Incorporate a rewards system tied to performance.
(iii) Performance Management:
• Integrate performance appraisal features.
• Allow goal setting, tracking, and feedback.
(iv) Collaboration and Communication:
• Include tools for internal communication and collaboration.
• Support team discussions, forums, or messaging.
(xi) Training and Development:
• Incorporate a learning management system.
• Provide access to training materials and courses.
(vi) Wellness Programs:
• Include features for promoting employee wellness.
• Track and encourage healthy habits.
(vii) Employee Surveys and Analytics:
• Allow HR to create and analyze surveys.
• Provide analytics to measure engagement levels.
(viii) Employee Onboarding and Off boarding:
• Facilitate smooth onboarding processes.
• Include exit interviews for off boarding insights.
(i) Employee Information:
• Collect and store basic employee details.
• Ensure data security and compliance with privacy regulations.
(ii) Performance Metrics:
• Store performance data, including goals and achievements.
• Support historical performance tracking.
(iii) Feedback and Surveys:
• Save feedback and survey responses.
• Analyze trends and sentiment over time.
(iv) Recognition and Rewards Data:
• Keep records of recognition and rewards given.
• Integrate with payroll for rewards processing.
(v) Training Records:
• Maintain a database of employee training history.
• Track certifications and skill development.
(vi) Communication Logs:
• Record communication within the platform.
• Maintain logs for auditing purposes.
(c) UI (User Interface) Requirements:
(i) Intuitive Dashboard:
• Design a user-friendly dashboard for quick access.
• Highlight key engagement metrics.
(ii) Employee Profiles:
• Create visually appealing and informative employee profiles.
• Include a timeline of achievements and recognition.
(iii) Feedback and Survey Interfaces:
• Design easy-to-use interfaces for giving and receiving feedback.
• Provide real-time survey analytics.
(iv) Recognition and Rewards Hub:
• Develop a centralized hub for recognizing and rewarding employees.
• Include a leaderboard or badges for achievements.
(v) Performance Management Tools:
• Design an intuitive performance management interface.
• Allow goal setting, progress tracking, and feedback.
(vi) Communication and Collaboration Tools:
• Implement a seamless communication interface.
• Integrate with popular collaboration tools if necessary.
(vii) Training and Learning Interface:
• Create an interactive and engaging learning platform.
• Ensure compatibility with various training formats.
(viii) Wellness Section:
• Design a visually appealing section for wellness programs.
• Include trackers, challenges, and resources.
(ix) Responsive Design:
• Ensure the platform is accessible on various devices.
• Optimize for mobile devices for on-the-go access.
13. Employee Self – Service:

(i) Employee Information:
• Profile Management: Allow employees to view and edit personal
information, contact details, emergency contacts, etc.
• Dependent Information: Include features to manage and update
dependent details.
• Job Details: Display current job position, department, manager, and
other relevant job-related information.
• Compensation and Benefits: Provide access to salary details,
benefits, and allowances.
• Time and Attendance: Allow employees to view and request time-off,
check attendance records, and submit timesheets.
(ii) Leave Management:
• Leave Requests: Enable employees to submit leave requests with
details like type, duration, and reason.
• Leave Balances: Display current leave balances, including accrued
and used leaves.
(iii) Performance Management:
• Goal Setting: Allow employees and managers to set and track
performance goals.
• Performance Reviews: Facilitate the performance review process,
including self-assessment and manager feedback.
(iv) Training and Development:
• Training Opportunities: Display available training programs and
courses.
• Training History: Show completed training and certifications.
(v) Communication:
• Internal Communication: Provide a platform for internal
communication, announcements, and updates.
• Feedback and Surveys: Allow employees to give feedback and
participate in surveys.
(vi) Document Management:
• Document Upload and Download: Enable employees to upload and
access important documents (e.g., policies, contracts).
(vii) Employee Recognition:
• Recognition and Rewards: Implement a system for recognizing and
rewarding employee achievements.

(i) Data Security:
Access Controls: Define user roles and permissions to ensure data security.
• Encryption: Implement data encryption to protect sensitive
information.
(ii) Integration:
• Integration with HRMS: Ensure seamless integration with the overall
HRMS to maintain data consistency.
• Third-Party Integrations: Integrate with other relevant systems (e.g.,
payroll, time tracking).
(iii) Data Accuracy:
• Data Validation: Implement checks to ensure accurate and valid data
entry.
• Audit Trails: Maintain logs to track changes to employee data.
(i) User-Friendly Interface:
• Intuitive Navigation: Design a user-friendly interface with easy
navigation.
• Dashboard: Provide a personalized dashboard displaying relevant
information.
(ii) Mobile Responsiveness:
• Responsive Design: Ensure the application is accessible and user-
friendly on various devices.
(iii) Notifications:
• Alerts and Notifications: Implement notifications for pending
approvals, important updates, and deadlines.
(iv) Accessibility:
• Accessibility Standards: Adhere to accessibility standards to
accommodate users with disabilities.
(v) Customization:
• Personalization: Allow users to customize their interface preferences.
(vi) Feedback Mechanism:
• Feedback Forms: Include a mechanism for users to provide feedback
on the system.
(vii) Multi-language Support:
• Language Options: Provide support for multiple languages if the
workforce is diverse.
(viii) Security Measures:
• Secure Login: Implement secure authentication mechanisms.
• Session Management: Manage user sessions securely.
(ix) Training and Support:
• Help Documentation: Include detailed help documentation and
tutorials.
• Customer Support: Provide avenues for users to seek assistance.
14. Payroll management

(i) Employee Information Management:
• Capture and store employee details (personal information, contact
details, tax information, etc.).
• Support for adding, updating, and deleting employee records.
• Integration with the HRMS employee database.
(ii) Salary Structure:
• Define and manage salary components (basic salary, allowances,
deductions, bonuses, etc.).
• Allow for flexible salary structures based on employee roles or
departments.
(iii) Payroll Processing:
• Automated calculation of salaries based on predefined rules and
components.
• Handle overtime, leave deductions, and other relevant factors.
• Support for different pay frequencies (monthly, bi-monthly, etc.).
(iv) Taxation and Compliance:
• Calculate and deduct income tax, social security contributions, and
other statutory deductions.
• Stay compliant with local tax laws and regulations.
• Generate reports required for tax filing.
(v) Payroll Reporting:
• Provide customizable reports for payroll summaries, individual pay
slips, and tax reports.
• Historical payroll data tracking for auditing and analysis.
(vi) Integration:
• Seamless integration with other HRMS modules (employee
attendance, leave management, etc.).
• Integration with accounting systems for financial reporting.
(vii) User Roles and Permissions:
• Define roles (HR manager, payroll administrator, etc.) with specific
permissions.
• Ensure data security and privacy compliance.
(i) Employee Data:
• Personal details (name, address, contact information).
• Tax-related information (Social Security Number, Tax ID, etc.).
• Employment details (position, department, start date).
(ii) Salary Data:
• Components of salary (basic, allowances, bonuses, deductions).
• Tax-related data (tax brackets, exemptions).
(iii) Compliance Data:
• Local tax rates and regulations.
• Social security contribution rates.
(iv) Historical Data:
• Maintain historical payroll records for each employee.
• Retain data for compliance audits and reporting.
(i) Dashboard:
• Overview of payroll status, upcoming payments, and compliance
alerts.
(ii) Employee Self-Service Portal:
• Allow employees to view and download their pay slips.
• Access to tax-related information and historical payroll data.
(iii) Administrator Interface:
• Intuitive interfaces for payroll administrators to manage payroll
components.
• Configurable dashboards for quick insights.
(iv) Reporting:
• Customizable report generation tools for different stakeholders.
• Visual representations (charts, graphs) for better data interpretation.
(v) Notifications:
• Alert notifications for pending approvals, compliance deadlines, etc.
(vi) Security:
• Role-based access control to ensure data privacy.
• Secure authentication and authorization mechanisms.
15. Succession Management:

(i) Succession Planning:
• Define roles and positions critical to the organization.
• Identify potential successors for each critical role.
• Allow for the creation and management of succession plans.
(ii) Talent Assessment:
• Conduct comprehensive talent assessments to evaluate employees'
skills, competencies, and potential.
• Support various assessment methods, including self-assessment,
manager assessment, and peer assessment.
(iii) Development Plans:
• Generate individualized development plans for employees to address
skill gaps.
• Provide resources and learning opportunities for skill enhancement.
(iv) Career Pathing:
• Enable employees to explore potential career paths within the
organization.
• Highlight the skills and experiences required for advancement.
(v) Employee Performance Integration:
• Integrate with performance management systems to leverage
performance data in succession planning.
• Consider past performance, achievements, and feedback in
succession decision-making.
(vi) Reporting and Analytics:
• Generate reports on succession readiness and talent pipeline health.
• Provide analytics to assess the effectiveness of succession plans.
(vii) Notification and Alerts:
• Implement alerts for upcoming talent reviews and succession
planning activities.
• Notify employees about their inclusion in succession plans.
(i) Employee Data:
• Personal details, qualifications, and work experience.
• Skills, competencies, and certifications.
• Performance reviews and feedback.
(ii) Position Data:
• Job descriptions, responsibilities, and competencies required.
• Criticality of positions to the organization.
(iii) Succession Planning Data:
• Succession plans for key positions.
• Identified high-potential employees and their development plans.
• Historical data on succession decisions.
(iv) Training and Development Data:
• Records of training programs attended.
• Certifications and skills acquired through training.
(v) Performance Data:
• Historical performance ratings.
• Achievements and goals met.
(a) Intuitive Dashboards:
• Overview dashboards displaying the health of succession plans.
• Quick access to critical information.
(b) Employee Profiles:
• Detailed profiles for each employee with relevant information.
• Visual representation of career paths and development plans.
(c) Interactive Succession Charts:
• Visual representation of succession plans.
• Drag-and-drop functionality for updating plans.
(d) Alerts and Notifications:
• Clear notifications for upcoming talent reviews and succession
activities.
• In-app and email notifications for employees.
(e) Reporting and Analytics:
• Easily accessible reporting tools with customizable parameters.
• Visualizations for analytics and trend analysis.
(f) User Training and Support:
• Help guides and tooltips for users.
• User-friendly interfaces for easy navigation.
(g) Mobile Accessibility:
• Responsive design for mobile access to key features.
• Mobile notifications for time-sensitive updates.
16. Reporting and Dashboard:

(i) Reporting Functionality:
• Employee Reports:
• Personal details.
• Employment history.
• Performance metrics.
• Training and development progress.
• Attendance and Time Tracking Reports:
• Daily, weekly, and monthly attendance summaries.
• Overtime and leave balances.
• Late arrivals and early departures.
• Recruitment Reports:
• Application status.
• Time-to-fill metrics.
• Recruitment source effectiveness.
• Payroll Reports:
• Salary details.
• Tax deductions.
• Benefits utilization.
(ii) Dashboard Functionality:
• Overview Dashboard:
• Key HR metrics (e.g., headcount, turnover rate).
• Upcoming events (birthdays, work anniversaries).
• Performance Dashboard:
• Employee performance scores.
• Goal achievement progress.
• Training completion rates.
• Attendance Dashboard:
• Real-time attendance status.
• Attendance trends.
• Recruitment Dashboard:
• Open positions overview.
• Recruitment pipeline.
• Time-to-fill analysis.
• Payroll Dashboard:
• Payroll summary.
• Breakdown of salary components.
• Tax summaries.
(iii) User Roles and Permissions:
• Define roles (HR Manager, Employee, Admin) and permissions.
• Ensure data confidentiality and access controls.
• Role-specific dashboards and reports.
(i) Data Sources:
• Integration with HRIS (Human Resource Information System).
• Payroll systems.
• Time and attendance systems.
• Performance management systems.
(ii) Data Accuracy and Timeliness:
• Ensure real-time or near-real-time data updates.
• Data validation checks to maintain accuracy.
(iii) Data Security:
• Implement encryption for sensitive data.
• Define data access controls based on user roles.
(iv) Data Storage and Backup:
• Specify where and how data will be stored securely.
• Regular backups to prevent data loss.
(i) Dashboard Layout:
• Intuitive design with a clean layout.
• Customizable widgets and panels.
(ii) Reporting Interface:
• User-friendly report generation.
• Filter and sorting options for reports.
(iii) Responsiveness:
• Support for various screen sizes and devices.
• Mobile-friendly design.
(iv) Data Visualization:
• Charts and graphs for better insights.
• Ability to export data and reports.
(v) Alerts and Notifications:
• System notifications for important events.
• Customizable alert settings.
(vi) Collaboration Features:
• Commenting or discussion sections for reports.
• Sharing options for reports and dashboards.
• Additional Considerations:
(vii) Compliance:
• Ensure compliance with data protection laws (e.g., GDPR, HIPAA).
(viii) Integration:
• Compatibility with other enterprise systems (e.g., ERP, CRM).
(ix) Performance:
• Optimize performance for quick data retrieval and display.
(x) User Training and Support:
• Provide user training materials.
• Support channels for issue resolution.
17. File Management

(i) Document Repository:
• Allow HR to upload and store various types of documents such as
resumes, contracts, and performance reviews.
 Support folder structures for organized document storage.
(ii) Version Control:
 Implement version control for documents to track changes and
maintain document history.
 Allow users to view and restore previous versions of documents.
(iii) Access Control:
 Define user roles and permissions to control access to different
types of documents.
 Enable role-based access to ensure sensitive documents are only
accessible to authorized personnel.
(iv) Search and Retrieval:
 Implement a robust search functionality to quickly locate specific
documents.
 Include filters and metadata tags for efficient document retrieval.
(v) Document Sharing:
 Enable sharing of documents within the HR team or with specific
individuals.
 Implement secure sharing options to maintain data confidentiality.

(i) Document Metadata:
 Store metadata for each document, including title, author, creation

date, and last modified date.
 Capture additional metadata specific to HR, such as employee ID,
department, and document type.
(ii) Security Measures:
 Implement encryption protocols to secure document data.

 Ensure compliance with data protection regulations and industry
standards.
(iii) Audit Trail:
 Maintain an audit trail for document access and modifications.

 Record user activities, such as document uploads, downloads, and
edits.
(iv) Integration with HR Data:
 Integrate with the HRMS database to link documents to specific

employees, positions, or HR processes.
 Ensure consistency between document data and HR record data.
 Design a user-friendly dashboard for easy navigation and access

to file management features.
 Display recent documents, notifications, and search functionality
prominently.
(ii) Drag-and-Drop Interface:
 Implement a drag-and-drop interface for seamless document

uploads.
 Allow users to organize documents within folders through an
intuitive interface.
(iii) Preview and Quick View:
 Provide a preview option for common document types (PDFs,

images) directly within the interface.
 Implement a quick view feature to display document details without
opening the full document.
(iv) Responsive Design:
 Ensure the UI is responsive and accessible across different

devices (desktops, tablets, and mobile devices).
 Optimize the interface for various screen sizes.
(v) Collaboration Features:
 Include collaboration features such as comments, annotations, and

document discussions.
 Implement real-time editing for collaborative document creation or
editing.
(vi) Customization Options:
 Allow users to customize their dashboard layout and set

preferences for document views.
 Provide options for users to personalize their file management
experience.
18. Budget Management:

(i) Budget Planning:
 Enable HR administrators to plan and allocate budgets for various
HR activities such as recruitment, training, compensation, and
benefits.
(ii) Budget Monitoring:
 Provide real-time monitoring of budget utilization against allocated
amounts.
 Implement alerts and notifications for budgetary constraints or
overspending.
(iii) Forecasting:
 Support forecasting capabilities for future budgetary needs based
on historical data and upcoming HR initiatives.
(iv) Expense Tracking:
 Allow HR teams to track expenses related to different HR functions
and initiatives.
 Categorize expenses to provide detailed insights into budget
utilization.
(v) Approval Workflow:
 Implement an approval workflow for budget requests, ensuring
proper authorization before funds are allocated or spent.
(vi) Integration with Financial Systems:
 Integrate with financial systems to synchronize budget data with
the organization's overall financial management.
(vii) Cost Allocation:
 Enable the allocation of costs to specific departments, projects, or
initiatives.
 Provide flexibility in redistributing budgets as organizational needs
change.
(viii) Reporting and Analytics:
 Generate comprehensive reports on budget utilization, variances,
and trends.
 Include analytics tools for in-depth analysis of budget-related data.
(ix) Compliance and Audit Trails:
 Ensure compliance with financial regulations and provide audit
trails to track changes and approvals.
(x) Budget Revisions:

 Allow for the revision of budgets as circumstances change or new
information becomes available.

(i) Budget Data Sources:
 Identify and integrate data sources such as financial systems,
payroll systems, and HR databases to obtain relevant budget data.
(ii) Data Security:
 Implement robust security measures to protect sensitive budgetary
information.
 Define access controls to restrict access to budget data based on
roles and responsibilities.
(iii) Data Accuracy and Consistency:
 Implement data validation checks to ensure the accuracy and
consistency of budget data.
(iv) Real-time Data Updates:
 Support real-time or near-real-time updates to provide accurate
and up-to-date budget information.
(i) Intuitive Budget Dashboard:

 Design a user-friendly dashboard that provides a clear overview of
budget status, allocations, and expenses.
 Use visualizations such as charts and graphs to present complex
budget data in a digestible format.
(ii) Budget Allocation Interface:
 Create an easy-to-use interface for HR administrators to allocate
budgets to different departments or initiatives.
(iii) Expense Entry and Tracking:
 Implement a streamlined process for entering and tracking
expenses, allowing users to categorize and attach relevant
documentation.
(iv) Alerts and Notifications:
 Display alerts and notifications on the dashboard for budgetary
thresholds, approvals, or other critical events.
(v) Reporting Tools:
 Provide tools for generating standard reports on budget utilization,
forecasts, and variances.
 Include customization options for users to tailor reports to their
specific needs.
(vi) Mobile Accessibility:
 Ensure that the budget management module is accessible on
different devices, including desktops, tablets, and mobile phones.
(vii) User Training and Support:
 Include tooltips, help sections, or guided tutorials to assist users in
navigating and using the budget management features.
(viii) Collaboration Features:
 Enable collaboration by allowing users to comment on budget
entries, share insights, and communicate within the system.
(ix) Data Export and Integration:
 Allow users to export budget data in various formats (e.g., Excel)
and integrate with other tools or financial systems if necessary.
19. Store Ledger Management

(i) Inventory Management:
 Provide tools for managing and tracking inventory levels of office
supplies, equipment, and other resources.
(ii) Item Catalog:
 Maintain a catalog of items available in the store, including details
such as item code, description, unit of measure, and supplier
information.
(iii) Stock Replenishment:
 Implement automated or manual processes for requesting and
replenishing stock when inventory levels fall below a defined
threshold.
(iv) Purchase Order Management:
 Allow users to create, track, and manage purchase orders for items
needed in the store.
 Support approvals and workflow for purchase requests.
(v) Issuance and Returns:
 Enable the issuance of items to employees and track returns.
 Implement a system for recording who has borrowed items, return
dates, and any damages or issues.
(vi) Stock Transfers:

 Facilitate transfers of items between different locations or
departments within the organization.
(vii) Alerts and Notifications:
 Provide alerts for low stock levels, overdue returns, or other critical
events.
(viii) Supplier Management:
 Maintain a database of suppliers, including contact information and
historical purchase data.
 Facilitate the evaluation and selection of suppliers.
(ix) Reports and Analytics:
 Generate reports on stock levels, usage patterns, and budgetary
impact.
 Include analytics tools for trend analysis and forecasting.
(x) Integration with HR Processes:
 Integrate with HR processes, such as onboarding or employee
offboarding, to ensure timely provisioning and retrieval of items.

(i) Item Data:
 Store information about each item, including its name, description,
quantity on hand, unit cost, and any other relevant attributes.
(ii) Transaction Data:
 Capture transaction data, including details of items issued,
returned, purchased, or transferred.
(iii) Supplier Data:
 Maintain data about suppliers, including contact details, product
catalogs, and pricing information.
(iv) User Data:
 Link item transactions to user data to track which employees are
responsible for issued items.
(v) Inventory Valuation:
 Calculate the total value of the inventory based on unit costs and
quantities.
(vi) Security and Access Controls:
 Implement security measures to restrict access to sensitive
inventory data based on roles and responsibilities.
 Design a user-friendly dashboard that provides a quick overview of
key metrics such as stock levels, pending orders, and recent
transactions.
(ii) Item Search and Navigation:
 Implement a search and navigation system that allows users to
quickly find items within the store ledger.
(iii) Transaction Entry Interface:
 Create an easy-to-use interface for entering transactions, including
issuing items, recording returns, creating purchase orders, and
managing transfers.
(iv) Visual Alerts:
 Use visual cues such as color-coded indicators to highlight low
stock levels, pending orders, or other important information.
 Ensure that the Store Ledger Management module is accessible
on various devices, including desktops, tablets, and mobile
phones.
(vi) Reporting Tools:
 Provide tools for generating reports on inventory levels, transaction
history, and supplier performance.
 Include customization options for users to tailor reports to their
specific needs.
(vii) User Training and Support:
navigating and using the store ledger management features.
(viii) Integration with Other Modules:
 Ensure seamless integration with other HRMS modules, such as
employee onboarding, to maintain consistency in data and
processes.
20. Mail Management

(i) Email Integration:
 Integrate with email systems to facilitate the sending and receiving
of emails directly within the HRMS.
(ii) Inbox Management:
 Provide a centralized inbox for HR personnel to manage and
organize incoming emails related to HR processes and employee
inquiries.
(iii) Email Templates:
 Implement pre-defined email templates for common HR
communications such as onboarding instructions, policy updates,
or performance feedback.
(iv) Automation and Workflows:
 Enable automated workflows for common email processes, such
as email notifications for pending approvals, reminders, and status
updates.
(v) Communication Tracking:
 Track and log communication history for each employee, ensuring
a comprehensive record of interactions.
(vi) Security and Compliance:
 Implement security measures to protect sensitive employee
information in email communications.
 Ensure compliance with data protection and privacy regulations.
(vii) Collaboration Features:
 Enable collaboration by allowing HR personnel to share emails,
comment on threads, and collaborate on responses.
(viii) Integration with HR Processes:
 Integrate with other HR modules to streamline communication
related to processes like recruitment, onboarding, performance
management, and employee relations.

(i) Employee Contact Data:
 Maintain a database of employee contact information to facilitate
accurate and efficient communication.
(ii) Communication Logs:
 Store logs of all email communications, including timestamps,
participants, and the content of the emails.
(iii) Attachments:
 Support the attachment of relevant documents, such as contracts,
policies, or forms, to emails.
(iv) User Permissions:
 Define user permissions to ensure that only authorized personnel
have access to sensitive employee communication data.
(v) Metadata:
 Capture metadata associated with emails, such as subject, sender,
recipients, and importance level.
(i) Unified Inbox:
 Design a unified inbox interface that consolidates all HR-related
emails for easy management and access.
(ii) Threaded Conversations:
 Implement threaded conversations to organize email exchanges
coherently and track communication history.
(iii) Search and Filtering:
 Provide robust search and filtering options to help HR personnel
quickly locate specific emails or communication threads.
(iv) Notification Center:
 Include a notification center that alerts users to new emails,
upcoming deadlines, or other important events.
 Ensure that the Mail Management module is accessible on various
devices, including desktops, tablets, and mobile phones.
(vi) User Training and Support:
navigating and using the email management features.
(vii) Attachment Handling:
 Implement features for easy attachment handling, including the
ability to preview, download, and upload attachments.
(viii) Customizable Email Signatures:
 Allow users to set up customizable email signatures to maintain
consistency in communication.
(ix) Archiving and Retention:
 Include features for archiving emails and setting retention policies to
comply with legal and organizational requirements.
(x) Integration with External Email Systems:
 If necessary, provide integration capabilities with external email
systems such as Microsoft Outlook or Gmail.
21. Online Procurement File Management System:

(i) Document Repository:
• Provide a centralized repository for storing procurement-related
documents such as purchase orders, invoices, contracts, and
vendor agreements.
(ii) Version Control:

• Implement version control to track changes made to documents over
time, ensuring transparency and auditability.
(iii) Access Controls:
• Define access controls to restrict access to sensitive procurement
documents based on roles and responsibilities within the
organization.
(iv) Workflow Automation:
• Implement workflow automation for procurement processes,
including document approval, vendor selection, and purchase
requisitions.
(v) Vendor Management:
• Include features for managing vendor information, such as contact
details, performance evaluations, and historical transactions.
(vi) Budget Integration:
• Integrate with budget management modules to ensure that
procurement activities align with allocated budgets.
(vii) Reporting and Analytics:
• Generate reports on procurement activities, expenses, and vendor
performance.
• Provide analytics tools for trend analysis and forecasting.
(viii) Compliance Tracking:
• Incorporate features to track compliance with procurement policies,
regulations, and vendor contracts.
(ix) Integration with Financial Systems:
• Integrate with financial systems to synchronize procurement data
with the organization's overall financial management.
(x) Alerts and Notifications:
• Implement alerts and notifications for important procurement events,
such as pending approvals or contract expirations.

(i) Document Data:
• Store metadata associated with documents, including document
type, date created, author, and related projects or departments.
(ii) Vendor Data:
• Maintain a database of vendor information, including contact details,
product catalogs, and pricing information.
(iii) Transaction Data:

• Capture transaction data related to procurement, such as purchase
orders, invoices, and payment records.
(iv) Budget Data:
• Integrate with budget management data to ensure alignment with
financial constraints.
(v) Security and Access Logs:
• Record access logs and changes made to documents to ensure data
security and maintain an audit trail.
• Design a user-friendly dashboard that provides an overview of
procurement activities, pending approvals, and key metrics.
(ii) Document Search and Navigation:
• Implement a search and navigation system that allows users to
quickly find and retrieve specific procurement documents.
(iii) Workflow Visualization:
• Visualize procurement workflows, indicating the status of each
document (e.g., pending approval, approved, rejected).
(iv) Vendor Interaction Interface:
• Provide an interface for interacting with vendors, including sending
requests for quotes, managing communications, and tracking
performance.
• Ensure that the Procurement File Management System is accessible
on various devices, including desktops, tablets, and mobile phones.
(vi) User Training and Support:
• Include tooltips, help sections, or guided tutorials to assist users in
navigating and using the procurement file management features.
(vii) Customizable Reports:
• Provide tools for generating customizable reports based on
procurement data, allowing users to tailor reports to their specific
needs.
(viii) Integration with Other HRMS Modules:
• Ensure seamless integration with other HRMS modules, such as
budget management, to maintain consistency in data and
processes.
(ix) Document Collaboration:

• Enable collaboration features, allowing users to comment on
documents, share feedback, and collaborate on procurement-
related tasks.
(x) Notification Center:
• Implement a notification center that alerts users to new procurement
tasks, pending approvals, or important events.
22. Visitor Pass Management System:

(i) Visitor Registration:
• Allow visitors to register online by providing essential information
such as name, purpose of visit, and contact details.
(ii) Appointment Scheduling:
• Enable users to schedule appointments for visitors to ensure a
smooth check-in process.
(iii) Check-In and Check-Out Process:
• Provide a streamlined process for visitors to check in upon arrival
and check out when leaving.
(iv) ID Badge Printing:
• Integrate with badge printing systems to generate visitor ID badges
with relevant details.
• Implement notifications to alert hosts when their scheduled visitors
arrive.
(vi) Access Control Integration:
• Integrate with access control systems to ensure that visitors only
have access to approved areas.
(vii) Security and Compliance:
• Implement security measures to ensure visitor data privacy and
compliance with regulatory requirements.
(viii) Visitor Tracking:
• Track and log visitor movements within the premises for security and
emergency purposes.
(ix) Reporting and Analytics:
• Generate reports on visitor statistics, check-in/check-out times, and
other relevant metrics.
• Provide analytics tools for trend analysis.
(x) Host Notification and Approval Workflow:

• Implement a workflow for host notification and approval for visitor
appointments.
(d) Data Requirements:

(i) Visitor Data:
• Store visitor information, including name, contact details, purpose of
visit, check-in/check-out times, and host details.
(ii) Appointment Data:
• Maintain data on scheduled appointments, including date, time, and
purpose.
(iii) ID Badge Data:
• Store information related to visitor ID badges, including badge
number and expiration date.
(iv) Access Control Data:
• Integrate with access control systems and store data related to
approved visitor access areas.
(v) Security Logs:
• Record security logs for visitor movements, including entry and exit
times.
(i) Visitor Registration Form:
• Design an intuitive and user-friendly visitor registration form for
online pre-registration.
(ii) Appointment Scheduler:
• Implement an appointment scheduling interface that allows users to
select available time slots.
(iii) Check-In/Check-Out Interface:
• Design a user-friendly interface for visitors to check in and check out
easily.
(iv) ID Badge Printing Interface:
• Provide an interface for badge printing, allowing the generation of
visitor ID badges with relevant information.
(v) Visitor Dashboard:
• Design a dashboard for hosts to view upcoming visitor
appointments, approve appointments, and receive notifications.
(vi) Mobile Accessibility:
• Ensure that the Visitor Pass Management System is accessible on
various devices, including desktops, tablets, and mobile phones.
(vii) Search and Reporting Tools:
• Provide search and reporting tools for administrators to quickly
retrieve and analyze visitor data.
(viii) Notification Center:
• Implement a notification center for hosts to receive alerts about their
scheduled visitors.
(ix) User Training and Support:
navigating and using the visitor pass management features.
(x) Customization Options:
• Allow customization of visitor badges, check-in forms, and other user
interfaces to align with organizational branding.
23. AMC management:

(i) Contract Creation and Management:
• Allow the creation, modification, and tracking of AMC contracts with
details such as contract duration, terms, and conditions.
(ii) Service Requests and Tickets:
• Provide a system for users to raise service requests, report issues,
and track the status of their requests.
(iii) Preventive Maintenance Scheduling:
• Implement a scheduler for preventive maintenance tasks and
activities based on contract terms and schedules.
(iv) Vendor Management:
• Manage information about service providers/vendors, including
contact details, service history, and performance metrics.
(v) Contract Renewal Alerts:
• Set up automatic alerts and notifications for upcoming contract
renewals to ensure timely action.
(vi) Service Level Agreement (SLA) Monitoring:
• Monitor SLA compliance, track response times, and ensure service
quality.
(vii) Asset Management:
• Manage a database of assets covered under AMC, including details
like serial numbers, warranty information, and maintenance history.
(viii) Expense Tracking:
• Track expenses related to maintenance activities, including spare
parts, labor costs, and additional services.
• Generate reports on contract status, service requests, expenses,
and vendor performance.
(x) User Permissions and Access Controls:
• Define user roles and access controls to ensure that only authorized
personnel can access and modify AMC-related data.

(i) Contract Data:
• Store data related to AMC contracts, including contract details,
terms, renewal dates, and associated assets.
(ii) Service Request Data:
• Capture data on service requests, including the nature of the
request, priority level, and resolution status.
(iii) Vendor Data:
• Maintain a database of vendor information, including contact details,
service history, and performance evaluations.
(iv) Asset Data:
• Store information on assets covered under AMC, including serial
numbers, warranty details, and maintenance history.
(v) Expense Data:
• Track data related to expenses incurred during maintenance
activities, including details on spare parts, labor costs, and additional
services.
(i) Contract Management Interface:
• Design an intuitive interface for creating, editing, and managing
AMC contracts.
(ii) Service Request Dashboard:
• Implement a user-friendly dashboard for users to submit service
requests, track request status, and view historical data.
(iii) Asset Dashboard:
• Design a dashboard for managing and tracking assets covered
under AMC, providing visibility into warranty status and maintenance
history.
(iv) Expense Tracking Interface:
• Provide an interface for tracking and managing expenses related to
maintenance activities.
• Design a notification system for alerts related to contract renewals,
service request updates, and other critical events.
(vi) Reporting Tools:
• Include tools for generating customizable reports on contract status,
service request metrics, and vendor performance.
(vii) Mobile Accessibility:
• Ensure that the AMC Management System is accessible on various
devices, including desktops, tablets, and mobile phones.
(viii) User Training and Support:
navigating and using the AMC management features.
(ix) Integration with Other HRMS Modules:
• Ensure seamless integration with other HRMS modules, such as
budget management and employee data, to maintain consistency in
data and processes.
24. Bio Data Management:

(i) Employee Information Management:
• Allow HR administrators to input and manage detailed information
about each employee, including personal, contact, and emergency
contact details.
(ii) Document Management:
• Enable the storage and management of essential documents such
as identification, educational certificates, and other relevant
paperwork.
(iii) Employee Classification:
• Classify employees based on their roles, departments, and
designations for better organization and reporting.
(iv) Employment History:
• Maintain a record of each employee's employment history, including
previous positions, promotions, and transfers.
(v) Dependents Information:
• Include a section for capturing information about employee
dependents, such as spouse and children.
(vi) Skill Set and Qualifications:
• Track and update the skills, qualifications, certifications, and training
programs attended by each employee.
(vii) Contact and Communication:
• Facilitate communication by storing multiple contact details,
including phone numbers, email addresses, and office location.
(viii) Leave Management Integration:
• Integrate with leave management to track and display employees'
leave balances and histories.
• Generate reports and analytics on employee demographics, skills
inventory, and other relevant metrics.
(x) Customizable Forms:
• Allow for the customization of data entry forms to capture
organization-specific information.

(i) Personal Information:
• Capture data such as name, date of birth, gender, marital status,
and nationality.
(ii) Contact Information:
• Store contact details, including addresses, phone numbers, and
email addresses.
(iii) Identification Documents:
• Maintain data related to identification documents, such as passport
numbers, driver's license, and social security numbers.
(iv) Educational Background:
• Record information on educational qualifications, including degrees,
institutions, and graduation dates.
(v) Professional Experience:
• Track the professional experience of each employee, including
previous employment details.
(vi) Skills and Certifications:
• Store data on employees' skills, certifications, and training programs
attended.
(vii) Dependents Data:
• Capture data on employee dependents, including names, dates of
birth, and relationships.
(viii) Leave Balances and Histories:
• Integrate data related to leave balances, approvals, and leave
history.
(i) Employee Profile Interface:
• Design a user-friendly interface for viewing and editing employee
profiles with tabs or sections for different categories of information.
(ii) Document Upload Interface:
• Provide an interface for uploading and managing employee
documents, supporting various file types.
(iii) Data Entry Forms:
• Design customizable forms for data entry, ensuring an intuitive and
efficient process for HR administrators.
(iv) Search and Filter Options:
• Include robust search and filter options to easily locate specific
employee records.
(v) Dependents Section:
• Create a dedicated section for dependents with the ability to add,
edit, or remove dependents as needed.
(vi) Skill Matrix Display:
• Implement a skill matrix or graphical representation to display the
skill sets of each employee.
• Ensure that the Bio Data Management module is accessible on
navigating and using the employee bio data features.
(ix) Dashboard Widgets:
• Design dashboard widgets that display key information such as
upcoming birthdays, anniversaries, and employee milestones.
(x) Security Measures:
• Implement security measures to control access to sensitive
employee data based on roles and permissions.
25. Contract Management:

(i) Contract Creation and Drafting:
• Provide tools for creating and drafting contracts within the system,
including the ability to use templates.
(ii) Document Versioning:
• Implement version control to track changes made to contracts over
time, ensuring transparency and auditability.
(iii) Approval Workflow:
• Set up an approval workflow for contract review and approval,
involving relevant stakeholders and ensuring compliance.
(iv) Electronic Signatures:
• Enable the use of electronic signatures for contract execution,
improving efficiency and reducing paperwork.
(v) Contract Repository:
• Create a centralized repository for storing contracts with easy search
and retrieval capabilities.
(vi) Contract Types:
• Allow the classification of contracts into different types (e.g.,
employment contracts, vendor agreements) for better organization.
(vii) Contract Renewal and Expiry Alerts:
• Set up automatic alerts and notifications for upcoming contract
renewals and expirations.
(viii) Access Controls:
• Define access controls to restrict access to sensitive contract
information based on roles and responsibilities.
(ix) Integration with Other HR Modules:
• Integrate with other HR modules such as employee data, budget
management, and vendor management to maintain consistency.
(x) Reporting and Analytics:
• Generate reports on contract status, upcoming renewals, and other
relevant metrics.

(i) Contract Data:
• Store data related to contracts, including contract details, parties
involved, terms, and conditions.
(ii) Document Data:
• Capture metadata associated with documents, including document
type, date created, and author.
(iii) Approval History:
• Maintain a record of the approval history for each contract, including
dates and involved parties.
(iv) Vendor Data:
• Integrate with vendor data to associate contracts with specific
vendors, if applicable.
(v) Employee Data:
• Associate contracts with employee data, linking employment
contracts to specific individuals.
(i) Contract Creation Interface:
• Design a user-friendly interface for creating and drafting contracts,
providing necessary fields and options.
(ii) Document Management Interface:
• Implement an organized document management interface for easy
access, version control, and document uploads.
(iii) Approval Workflow Dashboard:
• Create a dashboard to display the progress of contract approvals in
the workflow.
(iv) Alerts and Notifications:
• Design an alert and notification system to inform users about
contract renewal dates, expirations, and pending approvals.
(v) Search and Filter Options:
• Include robust search and filter options to facilitate the quick retrieval
of specific contract records.
(vi) Contract Types Classification:
• Design a classification system or tags to categorize contracts based
on types for easy identification.
• Ensure that the Contract Management module is accessible on
navigating and using the contract management features.
(ix) Customizable Reports:
• Provide tools for generating customizable reports based on contract
data, allowing users to tailor reports to their specific needs.
(x) Security Measures:
• Implement security measures to control access to sensitive contract
data based on roles and permissions.
Function Requirements List

Recruitment  Ability to interface with Job Boards for intimation of
vacancies.
 Ability to raise the indent / Manpower Requisition
Form (MRF) in the system.
 Ability to introduce workflow-based approval
system for the MRF / indent
 Ability to maintain applicant database in the
system
 Ability to connect the online application link (at the
WESEE website) to the central applicant data
base.
 Ability to conduct first level of screening in the
system by matching against key words of
educational, skill requirements mentioned in the
indent
 Ability to gather the list of Candidates from the job
boards registered with
 Ability to enter the details of short-listed candidates
who respond to advertisement based on age,
qualification, experience etc.
 Ability to schedule interviews of the shortlisted
candidates and enter interview results / comments
in the system
 Ability to generate Interview Call Letter
 Ability to receive online approval form
 Ability to generate Appointment Letter
 Ability to update and maintain the recruitment
tracker on employees joining / not joining after
appointment letter is issued
 Ability to generate a report in a prescribed format to
list the receivables from Job Board
 For Training & Development Scheme, an approval
notes on the list of positions, job specifications, is
generated. The system should support in
generating this and can route the approval workflow
to the concerned authorities
 Ability to track, calculate and trend for various
categories
 Recruitment cost incurred/employee
 Time taken for filling up a vacancy
 No. of days taken to respond to an applicant etc.
 Ability to maintain temporary posts as per
requirements
Joining & Relieving  Ability to capture information of the Joining Form
and transfer the data towards HR&TS.
 Ability to generate unique Employee Code
 Ability to apply and submit resignation online in the
system
 Ability to generate Dues Report for the employee
and show any outstanding amount in any category
/ department from the system
 Ability to generate No Dues Certificate / Clearance
to the employee
 Ability to capture and archive relevant details from
Exit Interview
New Joiner Training  Ability to assign training materials to newly joined.
 Ability to generate a confirmation note on
completion of training
 Ability of the system to generate a report /
generate alerts to remind HR about completion of
training at least 1 day before
 Ability to generate a list of all trainees who have
completed 1 year in the organization
Attendance & Leave  Ability to integrate attendance fingerprint system
Management with the HR module of the ERP
 Ability to enter and modify attendance data of
employees directly in the system when fingerprint
machines are not operating.
 Ability to check for late entry & early exit using the
data received from RF Id.
 Ability to link up attendance with salary processing
 / financials
 Ability to apply and approve leave online
 Automate the leave approval workflow of the
employee through the concerned approving
authorities
 Ability to maintain and update the leave database
for employees
 Ability to maintain updated leave balances against
individual employees
 Ability to link wage / salary cut due to excess leave
taken by employees
 Ability to record time stamp of records entered and
prevent back dated entries
Performance  Ability to capture all details of the Performance
Management & Appraisal Forms in the system
Appraisals  Ability to enable workflows between Employees,
evaluators and reviewers in a step-by-step fashion
 Ability to link promotion eligibility based on
performance ratings and disciplinary actions for
employees
 Ability to setup goals / performance expectations
for individuals at the beginning of the year and
even in mid-year (optional)
 Ability to maintain the appraisal ratings and
feedback in the system for the current year
 Support to generate reminder letters/e-mail to the
employee’s/ appraising authorities in case of non-
submission of appraisal reports etc.
 The system shall store the results of the
employee’s performance evaluation such as Start
and End Date for evaluation, Manager, Total
Score, Employee Development Information,
Comment
 Ability to archive appraisal ratings and feedback in
the system for previous years
 Ability to maintain and update the scale of pay for
different categories of employees of the
organization
 Ability to generate list of employees due for
increment (preferable one month earlier)
 Ability to calculate the increments as per the scale
of pay for employees who have served for 12
months
Ability to send auto alert/e-mail to the concerned
departments on change of pay scale of the
employee
 Ability to generate increment letters for employees
from the system
Outstation  Ability to raise a new outstation request.
 Ability to automate the workflow of sending
reminders to required authorities for approval
 Ability to check and edit the details of outstation
duty eg. purpose, department, outstation location,
no. of days, employees going, flight / train ticket
costs, other expenses, etc.
Employee Details  Ability to show list of all employees in
Management WESEE\Department
 Ability to filter the above list based of multiple
criteria. Ex. department, no. of years at WESEE,
designation, etc.
 Ability to give employee the access to edit their own
details.
 Ability to give employee access to add multiple
documents like PCC, resume, photo, etc.
 Admins should be able to view / edit / delete the
employee details.
Announcements  Ability to broadcast messages / information to the
desired authorities / employees.
Login & Signup  Users should be able to login / signup to theHRMS
system.
 Admins should be able to assign optimal access /
authority to the users.
Benefits Management  Ability to Configure Benefits Packages: Allow HR
administrators to configure various benefit plans,
including health insurance, retirement plans, and
other employee perks.
 Enrollment Management: Facilitate the enrollment
process for employees to choose and manage their
benefits online.
 Real-time Tracking: Provide real-time tracking of
benefit utilization and costs.
Compensation  Salary Structure Setup: Enable HR to define and
Management manage salary structures, including base pay,
bonuses, and allowances.
 Compensation Planning: Support the planning and
analysis of compensation adjustments based on
performance, market trends, or other criteria.
 Integration with Payroll: Ensure seamless integration
with payroll systems to automate compensation
processes.
Learning and  Training Program Management: Facilitate the
Professional creation, scheduling, and tracking of training
Development programs.
 Skills Assessment and Gap Analysis: Allow
employees to assess their skills, identify gaps, and
suggest relevant training.
 Certification Tracking: Manage employee
certifications and track expiration dates.
Employee  Employee Surveys and Feedback: Provide tools for
Engagement conducting surveys to measure employee
engagement and satisfaction.
 Recognition and Rewards: Include features for
recognizing and rewarding employees for
achievements.
 Communication Channels: Facilitate internal
communication through chat, forums, or other
channels to enhance collaboration.
Employee Self-  Personal Information Management: Allow employees
Service to update personal information, including contact
details and emergency contacts.
 Leave Requests and Approval: Streamline the
process of requesting and approving leaves through
self-service portals.
 Document Upload and Access: Enable employees to
upload and access important documents, such as
pay stubs and performance reviews.
Payroll Management  Automated Payroll Processing: Automate the
calculation and processing of employee salaries,
taxes, and deductions.
 Compliance Management: Ensure compliance with
tax regulations and labor laws.
 Integration with Accounting: Integrate with
accounting systems for financial reconciliation.
Succession  Talent Pool Identification: Identify and nurture a pool
Management of high-potential employees for key positions.
 Succession Planning Tools: Provide tools to create
and manage succession plans for critical roles.
 Development Plans: Assist in creating personalized
development plans for potential successors.
Reporting and  Customizable Dashboards: Allow users to customize
Dashboard dashboards based on their roles and responsibilities.
 Pre-built Reports: Include a variety of pre-built
reports for common HR metrics and analytics.
 Data Export and Integration: Enable the export of
data and integration with other business intelligence
tools.
File Management  Document Repository:
 Centralized repository for storing and organizing
various HR-related documents.
 Version control to track changes and maintain
document history.
 Access Control:
 Role-based access to control who can view, edit, and
delete documents.
 Permissions for different document types and
categories.
 Search and Retrieval:
 Advanced search functionality for quick and efficient
document retrieval.
 Metadata tagging for categorizing and filtering
documents.
Store Ledger Inventory Management:

Management  Tracking and management of HR-related inventory,
such as office supplies and training materials.
 Automated alerts for low stock levels and reorder
points.
Purchase Order Integration:
 Integration with the procurement system to update
store ledgers based on purchase orders.
 Real-time synchronization of inventory data.
Mail Management Email Integration:
 Integration with email systems to manage
communication related to HR activities.
 Archiving and categorization of HR-related emails for
easy reference.
Notification System:
 Automated notifications for important HR events,
deadlines, and updates.
 Alerts for new emails or actions required in the
HRMS.
Online Procurement Procurement Workflow:
File Management • Automated workflow for online procurement
System requests, approvals, and order processing.
• Document repository for storing procurement-
related files and contracts.
Vendor Management:
• Database for managing vendor information,
contracts, and performance.
• Integration with procurement documents for vendor
evaluation.
Visitor Pass Visitor Registration:
Management System • Online system for pre-registration of visitors with
necessary details.
• Integration with access control systems for
seamless entry and exit.
Pass Printing and Issuance:
• Capability to print visitor passes with relevant
details and access permissions.
• Real-time tracking of visitor movements within the
premises.
AMC Management Contract Database:
• Database for storing details of Annual Maintenance
Contracts (AMCs) for equipment and services.
• Notifications for contract renewals and expirations.
Service Request System:
• System for logging and tracking service requests
related to AMC-covered assets.
• Reporting tools for analyzing AMC costs and
service performance.
Bio Data Management Employee Profiles:
• Comprehensive employee profiles with personal
and professional details.
• Document upload feature for storing employee
certifications and documents.
Employee Directory:
• Searchable directory for quick access to employee
contact information.
• Privacy controls to manage visibility of employee
details.
Contract Management Contract Lifecycle Management:
• Tracking contracts from initiation to expiration,
including negotiation and approval stages.
• Alerts for key contract milestones and renewals.
Document Collaboration:
• Collaboration features for multiple stakeholders to
review and comment on contracts.
• Version control to track changes and maintain
contract history.

Indian Navy HRMS SOW

Uploaded by

Copyright:

Available Formats

Indian Navy HRMS SOW

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Indian Navy HRMS SOW

Uploaded by

Copyright:

Available Formats

Doc ID: SI/MISC/003/HRMS dt 08 Aug 23

HRMS System Requirements Specification

The list of main functionalities of the system is given below. -

(a) Functional Requirements

(i) User Registration. Allow candidates, recruiters, and HR staff to

(b) Data Requirements

(c) UI Design Requirements

(i) Consistent Layout. Maintain a consistent layout and design

(v) Responsive Design. Ensure the application is responsive and

2. Joining and Relieving

(a) Functional Requirements

(i) Employee on boarding. Enable HR staff to initiate the on

(viii) Exit Interview Management. Facilitate exit interviews for

(b) Data Requirements

(i) Employee Information. Personal details of employees,

(ii) Joining Details. Joining date, job title, department, and

(c) UI Design Requirements

(i) Clear and Intuitive Navigation. Design an easy-to-navigateuser

(a) Functional Requirements

(i) Employee Time Recording. The system should allow

(vii) Leave Accrual Calculation. The system should automatically

(i) Employee Information. Personal details of employees,

(i) Clear and Intuitive Dashboard. Design a dashboard that

4. Performance Management and Appraisals

(a) Functional Requirements

(i) Employee Goal Setting. Enable HR and managers to set

(b) Data Requirements.

(i) Employee Information. Personal details of employees,

(c) UI Design Requirements.

(a) Functional Requirements.

(i) Outstation Duty Request. Employees should be able to submit

(vi) Travel Itinerary and Documentation. Employees should have

(b) Data Requirements.

(i) Employee Information. Personal details of employees, including

(x) Travel Policy Compliance Data. Records of compliance with the

(c) UI Design Requirements.

(i) Intuitive Outstation Duty Request Form. Design a user-friendly

6. Employee Details Management

(ii) Document Management. Allow HR to upload and store important

(vii) Salary and Compensation Management. Enable HR to manage

(b) Data Requirements.

(vi) Salary and Compensation Data. Information about employee

(vii) Color-coded Employee Status. Use color-coding to indicate the

(i) Customizable Notification Templates. Allow HR administrators to

(viii) Manager Notifications. Enable notifications for managers to stay

(xi) Performance Review Reminders. Send reminders to employees

(iv) Notification Settings and Preferences. Provide a section for

8. Login and Signup

(a) Functional Requirements.

(i) User Account Data. Store user account details, including

(iv) Password Reset Data. Keep records of password reset requests,

(v) User Session Data. Track active user sessions, including

(d) Non-Functional Requirements.

(vi) Usability The user interface should be intuitive and user-friendly,

(xxi) Data Archiving. Implement data archiving policies to manage data

(xxvi) Session Management. Manage user sessions securely and

(xxvii) User Experience. Focus on providing a positive user experience

(a) Functional Requirements:

(b) Data Requirements:

10. Compensation Management.