Human Resource Management System Software Requirements Definitionspecification

Project Name: Human Resource Management System (HRMS)
Version:
Software Requirements DefinitionSpecification (SRS)
Date: 14-03-2011
Organization:
0.1
COMSATS Institute of Information Technology, Abbottabad
Human Resource Management System

Software Requirements DefinitionSpecification
Version 0.1
Copyright 2011 CITC Abbottabad
http://www.ciit.net.pk
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Revision History
Date
21-02-2011
Version
0.1
Description
Initial Draft
Author
Manzoor Ahmad
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Table of Contents
1. Introduction
1.1
Purpose of this document
1.2
Intended Audience
1.3
Scope
1.4
Definitions and acronyms

1.4.1 Definitions
1.4.2 Acronyms and abbreviations
1.5
References
2.
Exective Summary
3.
Requirements Description
4.
3.1
Introduction
3.2
General Requirements
3.3
Specific Requirements
1.
Admin Control & User Management Module
2.
Recruitment Processing Module
3.
Employee Management Module
4.
Leave Management Module
5.
Establishment Activities Processing Module
6.
Payroll Module
7.
Document Archiving &File Tracking Module
8.
Research Project & Publication Module
9.
Attendance & Shift Management Module
10.
Performance Development Planning Module
Requirements Definition
4.1
Requirement Group Definitions
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4.2
Requirement Sources
4.3
System Features/Requirements definitions

1.
Admin Control & User Management Module
2.
Recruitment Processing Module
3.
Employee Management Module
4.
Leave Management Module
5.
Establishment Activities Processing Module
6.
Payroll Module
7.
Document Archiving &File Tracking Module
8.
Research Project & Publication Module
9.
Attendance & Shift Management Module
10.
4.3.1 Change Log
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1. Introduction
This document is a summary of a detailed analysis of the processes operating in Human
Resources and takes carried out by Human Resource department. The purpose of this document
is to define the scope of user requirements. It is important to note that this represents a broad
range of desirable user requirements, not all of which can necessarily be achieved. The existence
of an item/requirement in this document does not mean that it can be achieved, but that it has
been requested by users. The development priorities will be identified within the project plan.
1.1
Purpose of this document
The purpose of this document is to:
Convey the software development teams understanding of the business needs of the
Human Resource department that can benefit from appropriate Information Technology
intervention, and
Provide the Senior Management Team of COMSATS IT Center with the System
Requirements Specification (SRS) for Human Resource Management System.
Collect, analyze, and define high-level needs and features of Human Resource
Management System. It focuses on the capabilities needed by the target users, and why
these needs exist. The nature of this report is kept as simple as possible so that the issues
can be understood by the audience
The SRS is intended for rigorous consideration by the Senior Management Team prior to
commencement of the design/implementation of the proposed Human Resource Management
System (HRMS) that is intended to satisfy the expressed needs of the Human Resource
department. This SRS outlines the requirements as obtained and understood by the CITC
software development team from meeting with HR officer and interviews conducted with HR
staff, direct observation of select aspects of HR departments business operations, review of
secondary sources of information/documentation, and interaction with existing HRMS solutions
owned and operated by HR department of COMSATS institute of Information Technology,
Abbottabad. To complete the verification aspect of this engagement, this was carefully review by
the Senior Management Team of the CITC.
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1.2
0.1
Intended Audience
The intended audience of this document is the members of Project Team and Senior Management
Team of CITC and duly authorized representatives of the HR department that are directly
involved in the delivery of the proposed Human Resource Management System. This document
gives an overview to the audience about the requirements, what exactly is expected out of the
project. It includes:
Customer
Software Development Team
Steering group
1.3
Scope
This document defines at a functional level the business activities that are encompassed by the
proposed Human Resource Management System. It also encompasses the key high-level technical
requirements of system required to support business processes within environment. This
document contains working and concepts implementation for our system. The specifications
provided in this document are based on a preliminary system analysis, and are not final.
The scope of the detailed analysis phase specifies that it will include:
Conduct systems analysis and document the System Requirements Specification (SRS)
complete with functional/non-functional specification for the design and implementation
of HRMS for Steering Group.
The scope of the analysis phase, for which this document forms the deliverable, does not
include technical software specification intended for software development team. These
specifications must be produced in the application delivery phase, based on the results of
the detailed analysis and feedback from the review and requirements sign off activities
which this document is intended to facilitate.
1.4
Definitions and acronyms
1.4.1 Definitions
Keyword
Project Manager
Definitions
Person responsible for team management and organization. He
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is also responsible for interacting with the customer and the

steering group
Deliverables
files (documents) and software which team is supposed to

deliver to the customer/steering group
Milestone
a date by which the specified task should be finished or

document generated
Steering Group
Person/group that monitor the actual work with respect to plan

work.
1.4.2 Acronyms and abbreviations

Acronym or
Definitions
Abbreviation
HRMS
Human Resource Management System
SRS
Software Requirement System
CITC
COMSATS Information Technology Center
CIIT
COMSATS Institute of Information Technology
IS
Information System
ICT
Information & Communication Technology
HEC
Higher Education Commission
TTS
Tenor Track System
1.5
References
There are some study material provided for studying rules and status as
2.
Rules & Status Book, CIIT 2010.
http://books.google.com/books?id=_Q_vQMuYeHQC&source=gbs_navlinks_s
http://en.wikipedia.org/wiki/Component-based_software_engineering
Executive Summary
Institutional
knowledge-
business
intelligence,
performance
and
understanding is not improve through the provision of more static

report/feedback from management to staff, but it can improve through
overall enhanced communication and interactive dialogue.
The System Requirement Engineering exercise has established the need for an
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enterprise approach to the delivery, implementation, use and administration of

information systems to the Human Resource department of CIIT Abbottabad. In
view of this approach, the resulting information system can be described as a
Human Resource Management System. This position was arrived at through the
requirement elicitation and analysis exercise which revealed the following:
A significant amount of data are collected and maintained without data

standards, security and standard operating procedures that coordinate
and manage data consistently in Human Resource department. This
situation has led to a tremendous amount of:
o informally acquired, unauthorized collections of data
o duplication of effort and data,
o under-utilization of Information & Communication Technology
(ICT) resources, and
o adhoc modeling and use of data, which makes it difficult to share,
reuse and analyze

A backlog of Information Communication Technology training needs
Human resource management constraints impact on staff relations and
performance
As a means of addressing the above and in support of the delivery, operation and
maintenance of the Human Resource Management System, we recommend that
the CITC must setup an effective IT Governance mechanism, prioritize its ICT
investments and institutionalize appropriate ICT strategies, principles etc,
establish appropriate standard/protocols for data governance to ensure that data
is handled consistently across the organization, and institutionalize a human
resource management and recruitment program that will facilitate the
continuous development of requisite information literacy skills within the CIIT.
Information Systems delivery life cycle from identification of problems/needs, to
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0.1
specifications,
to
system
procurement/development,
deployment,
acceptance testing, and commissioning can take several months to several

years to complete, depending on the nature of the systems under consideration.
COMSATS IT Center, in this regard, must pay specific attention to the
prioritization of ICT investments, applications needs identification and enduser
training. In addition, CITC must develop a strategic ICT implementation plan
that is informed by strategic priorities and with explicitly defined phases, each
with clear objectives and milestones. As each phase is completed, CITC and the
system stakeholders must involve themselves in acceptance testing of the system
under development as a means of validating whether the system still meets the
needs of the CITC and its stakeholders.
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3.
Requirements Description
3.1
Introduction
This System Requirement Specification (SRS) outlines the issues and business needs that must
be addressed for the successful implementation of the proposed Human Resource Management
System that will offer appropriate ICT support for the CITC to satisfy its mission and achieve the
strategic goal of Customer Satisfaction. It is important to note that the Human Resource
Management System, like all Information Systems (IS), is made up of six fundamental
components. These components are interdependent, and the weakness in any one component
determines the overall strength of the Information System. The six fundamental components are:
1. Software used to support the business functions
2. Hardware used to support the software and communication
3. Data to be processed
4. Business procedures and rules to ensure that data is processed accurately and
consistently
5. Technical support personnel to maintain the network, hardware and software
6. Users who input the data and retrieve output for decision making
This SRS is developed in view of all of the above components. All components must operate
optimally for the success of the Human Resource Management System.
3.2
General requirements
The Human Resource Management System must support and be compatible with
Three nines (99.9%) availability level
Data Conversion of existing data to electronic format suitable for integration into the
Human Resource Management System when it is commissioned
Control user access to data and functionality based on rolebased and userbased
permissions
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Open database architecture; must be compatible with industry standard Relational

Database Management Systems.
Industry standard reporting tools, such as Crystal Reports
Multitier (NTiered) architecture; with the businesslogic layer containing business

rules and procedures separated from the presentation and data store layers, and
contained in a middle layer.
Custom designed and implemented webbased and desktop based applications
All userinterfaces must be simple and intuitive to use (attention must be placed on
usability evaluation, taking into account Nielsens Usability User Interface Evaluation
guidelines)
Quality Customer Care, care training for staff with a high level of Customer contact
time. Overall, during the period of the maintenance, customer care appeared to be one of
the CITCs major strengths. Nonetheless, an institutionalized training program will
ensure that customers are treated consistently.
3.3
Specific Requirements
In this Section we elaborate the requirement specification for the proposed Human Resource
Management System. First, we discuss the high level requirements for the system, which are
classified in modules as follows:
1. Admin Control & User Management Module
2. Recruitment Processing Module
3. Employee Management Module
4. Leave Management Module
5. Establishment Activities Processing Module
6. Payroll Module
7.
Document Archiving & File Tracking Module
8. Research Project & Publication Module

9. Attendance & Shift Management Module
10. Performance Development Planning Module
Rationale for each of the above are provided below:
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Users management is done only by the administrator of the Human Resources Management
System (HRMS). Admin Control & User Management module of HRMS helps in creation/
updating of users and Roles. It also helps to update permission of roles. An administrator
uses the features of the Admin Control & User Management module to add, modify, and view
grade, sanctions post against each grade, designation, department, country, city etc. user
records and to regulate user access to Human Resources Management System (HRMS)
functionality. Specific tasks that you can perform in the Admin Control & User Management
module include the following:
Add/edit job status, grade types (Regular grade, TTS grade, foreign faculty grade etc.)
grade, designation, department, city, country,
Add users to Human Resources Management System.
Define user roles and assign them to users.
Modify Human Resources Management System user attributes

The Recruitment Processing Module will enable the HR Officers to manage detail
information of company that include basic info, addresses, industry profiles and benefits,
contact persons and relationship, the records of the applicants that include personal info,
skills, educations, projects, employers and assessment(interview/test). System have ability to
manage positions database, collect resumes, hire people, maintain a candidate database,
handle human resource, identify prospective candidates and perform various evaluations. It
will allow user to perform the functions of adding, editing, deleting and searching an
applicants record, viewing the list of applicants. After short listing applicant, test/ interview
date, time and place will be fixed against individual applicant. This module will enable the
HR Officers to generate reports and will be able to generate the Call Letter for test &
interview. User will be update applicants evaluation (test & interview result).
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Without an employee information management, it is a tedious job for the Human Resource
department of any company. Employee Management Module (EMM) aims to simplify the
Human Resource management of organization. EMM will store all the details of the
employees including
their background
information,
educational
qualifications, past
experience, performance in the company & data related to their hiring.

It would be possible for HR executives & top brass of the company to find all information
about an employee in just a few seconds. It will also help in making business strategies &
achieving corporate goals as it would be easier & faster for HR executives to make teams for
various projects on the basis of educational qualification, past experience & performance.
Optimum utilization of resources will thus inevitably lead to profit.
It will also help in firing the employees who would not perform well & bring star performers
to the front so that the HR department can make sure they would not leave the company.
It will contain the following information about the employees & will be searchable on all this
information (except photographs)
Full name
Employee Id (Personal File Number)
Photograph
Designation
Grade (Pay Scale/Grade)
Department
Address
Date of Birth
Date of Joining
Date of leaving
CNIC
Marital status
Dependents (Family member that are dependents on employee)
Contact number
Educational qualifications (graduation & above)
Past experience
Performance in the company
Miscellaneous information
Information about promotions
Gender
Projects worked on
job responsibility
Specialization
Email address
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Date on which the information was added/modified

Person who modified the information

There are many advantages of utilizing a computerized leave management system. Leave
approving authority can view the different type of leave record and balance as well as
historical leave application of individual employee. It eliminate paper based leave application
forms, employee can be submitted online leave application as well as leave application can be
approved online. Leave management module is easy to use for the administrators, applicants
and approvers.
The main purpose of Leave Management Module is to maintain record of employees leaves
(e.g. casual leave, earned leave, study leave, extraordinary leave, and maternity leave)
according to define rules of leave. Other purpose of this module is to maintain detail of
employees study leaves including study program detail, scholarships, and funding authority
detail. Using this module user will be able to generate different reports like daily leave
report, monthly leave report & annual leave report leave report related to specific leave type
for e.g. study leave etc. and specific employee leave history and reports regarding leave record
of employee required by Higher Management Author.
The purpose of Establishment Module is to provide support to HR officer captured the
changes in service and salary details of employee like transfer, promotions, sanctioning of
increment and termination etc. and employees archive detail. Other purpose of this module is
to generate different report in support of establishment activities and required by Higher
Management Authority.
6. Payroll Module
The main purpose of Payroll Module is to maintain allowances and deduction type & rate and
defined allowances and deduction against grade and specific employee for purpose of
calculating employees salary. Other purpose of this module is to keep record of employees
bank account information and record of employees loan against Contributory Provident
Fund. Using this module user will be able to generate reports like employees monthly &
yearly Remuneration report, individual employee salary slip & certificate, monthly bank
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remuneration, and different reports against deduction and allowances on request of Higher
Management Authority.
7.
Document Archiving & File Tracking Module
Document archiving & File Tracking will enable the Record Office, HR Office and other
divisional/departmental registries to effectively and securely manage and maintain
files/documents
originating
from
meetings,
correspondences
and/or
generated
from
engagements between the University, its employees and customers. This system will facilitate
the digitization and ease of circulation and tracking of files/documents checked in and out of
the respective departments, recording of annotations made on the original paperbased
documents, and reporting on the history of staff interaction with specific files/documents.
Further, system facilitate ease of access to files/documents, over the LAN/WAN, to alleviate
the major risks, such as deterioration of paper, lost and misplaced files, associated with
manual file/document filing and archiving systems.
Note: Software Requirement Specification of following module will be included in next version of
this document.
8. Research Project & Publication Module
10. Performance Development Planning Module
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4.
Requirements Definition
4.1
Requirement Group Definitions
Identification
Requirement Group
ACUM
Admin Control & User Management
RP
Recruitment Processing
EM
Employee Management
LM
Leave Management
EAP
Establishment Activities Processing
PR
Payroll
DAFT
Document Archiving & File Tracking
RPP
Research Project & Publication
ASM
Attendance & Shift Management
PDP
Performance Development Planning
4.2
0.1
Remarks
Requirement Sources
Source
Customers
Description
Remarks
Human Resource Department, CIIT

Abbottabad, Lahore & Sahiwal Campus
Software Development
The software developer and project
Team
manager that are involved in

implementation of proposed system
4.3
System Features/Requirements Definition
In this Section we outline the software requirements of the Human Resource

Management System. These requirements are not intended to be exhaustive but
to provide a base and serve as a guide to design priorities for implementing the
Human Resource Management system.
Description & Priority
This module has high priority, which introduced the concept of authentication and authorization.
Authentication relates to the process of establishing the identity of a user. In detail, this requires
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the users to log in and identify themselves, typically with a password. Authorization relates to
the privileges that a user may be given in order to do something to (for example add, edit or
delete) a record.
User Management is an authentication feature that provides administrators with the ability to
identify and control the state of users logged into the system. This includes, but is not limited to,
the ability to query and filter users that are currently logged into the system, manually log out
users, and control user login counts and login times. Most security-conscious enterprises today
implement some form of authentication and authorization for accessing system. The benefits to
this approach are clear user permissions can be verified before granting access to system, and
user activity can be monitored through various logging mechanisms.
The management of user will be discussed, and this knowledge will be consolidated by creating a
new administrator or user and adding and removing their administrative/user privileges
Functional Requirements
Detail features of this module are described here;
ID
Status
Priority
ACUM-001
High
Description
Ability provide support to authenticated user to
Source
Customer
add/edit job status, grade types (Regular grade,

TTS grade, foreign faculty grade etc.) grade,
designation, department, city, country etc.
ACUM-002
High
ACUM-003
High
Ability to create/modify roles, assign privileges to
Customer
role.
Ability to create/modify user and assign role to
Customer
user.
ACUM-004
High
Ability to change or reset users password.
Customer
ACUM-005
High
Ability to manage sanction post against grade.
Customer
ACUM-006
High
Ability to grant permission to user.
Customer
ACUM-007
High
HEC approved supervisor management.
Customer

Recruitment Processing Module designed to improve and automate organizations recruitment
processes. It will allow organization to share candidate information and automate communication
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with candidates and clients. RPM will also reduce the amount of paper work required by HR
officer. RPM allows HR officer to follow the recruitment process from the candidates side and
from the clients side. This means that changes made in a clients process that are related to a
candidate will also show up in the candidates profile.
Recruitment of staff is guided by the University Recruitment and Selection policy. Recruitment
Processing Module provides a full recruitment and selection service, dealing with the majority of
all recruitment. There is a limited element of devolution where departments are responsible for
dealing some aspects of the recruitment process for certain types of posts, e.g. research. Posts can
be funded in different ways and this determines one of two routes for approval involving the
department management, Finance Office and HR department
An integrated module will available with the following functionality;
ID
Status
Priority
Description
Source
RP-001
High
Ability to create an authorized vacancy with
Customer
auditable mechanism showing authority to recruit

to it.
RP-002
High
Link to the salary forecasting mechanism to
Customer
enable the post to forecast the authorized vacancy

RP-003
High
Automatic generation of a unique identifier for
Customer
each new authorized vacancy

RP-004
High
Recording of advertisements medium per post,
Customer
adverts may be for single or multiple vacancies.

Posts may be re-advertised. Cost of adverts.
Advertising mediums used
RP-005
High
Job/Position
appropriate
Classification;
pay
ranges;
identification
appropriate
of
Customer
status
(approved, pending, filled etc)

RP-006
High
Allow a manager to enter a position requisition;
Customer
define and monitor key dates associated with a

position requisition or posting, e.g., approval dates,
posting
closing,
job
descriptions,
SOPs
and
associated skills and competencies, responsibilities

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etc.
RP-007
RP-008
High
Application information recording features
Customer
Short listing features on based of HEC defined
Customer
criteria.
RP-009
High
RP-010
Medium
Management of the interview/test process
Customer
Mail merging facilities providing auto-generation
Customer
of standard letters
RP-011
High
RP-012
High
Recording
of
placement
history
(position
Customer
Analysis of applications covering monitoring and
Customer
offered/decline/rejection).
reporting
of
equal
opportunities
data,
nationality/work permit flags against applicants.

RP-013
High
Ability to search applicants information
Customer
RP-014
High
Constitution
Customer
of
selection
board/committee,
maintain selection board/committees members

information and system give facility to generate
notification of selection board/committee.
RP-015
High
Interface to the main HR system module so that
Customer
Contract offer takes offered spinal point

and start date into the salary forecast for
that post.
Contract acceptance by the successful
applicant will trigger the new employee
record and unique identifier at the time
acceptance received.
A current member of staff being appointed
to a new post will be correctly identified as
current staff and their identifier will be
retained.
RP-016
High
System generate alert on hiring of extra employee
Customer
against sanctioned post.

RP-017
High
As part of the new employee record, entry to

Customer
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person, contract details, equal opportunities and
post information will be forced to create a complete
HR record.
RP-018
Medium
Web enablement/Online Recruitment aspects :
Collection
of
job
details
from
Customer
online
managers via workflow directly into a

recruitment
database,
then
once
authorized by HR, publication direct to a

web-site automatically updated from core
recruitment system.
Provide the ability to hold job descriptions
associated with a vacancy as part of the
database. This would allow the data to be
re-used, for other recruitment or to refer to
job spec at the appointees appraisal.

The submission of a vacancy would be
aligned with workflow to deal with the
authority to release a post on-line i.e.
automated post release forms
RP-019
Medium
Recruitment Processing; must facilitate

o Applicant application online and
profile maintenance.
applicant
screening
o
o
suitability, by the HR manager

interview scheduling
converting
an
applicant
employee
Applicant SelfService (applying,
viewing,
mapping
competencies,
and
for
skills
Customer
job
to
and
managing
profile online; automatic email

acknowledgement)
RP-020
Medium
Ability to record grade, department, start date and

Customer
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end date for the post.
RP-021
Medium
Ability to handle posts of temporary, permanent
Customer
and fixed term duration, and of full time, part

time, casual and part year attendance patterns.
RP-022
Medium
Ability to forecast a vacancy based on the default
Customer
post information if it vacant.

The University requires accurate and up to date records of faculty, officer staff
and other individuals to be able to automate routine administrative actions
where possible. One of the major objectives is to ensure this information forms
the spine used across the institution. Contractual administration is a large
element of the routine work carried out jointly between administration, HR and
teaching departments
An integrated module will available with the following functionality;
ID
Status
Priority
Description
Source
EM-001
High
Automatic generation of a unique identifier for
Customer
each employee and the ability to re-instate

employee returning to the University against the
same ID. Unique identifiers are not re-used.
EM-002
High
Ability to uniquely identify individuals (Faculty,
Customer
Officer, Staff etc.)

EM-003
High
Facilities to store contact details for an employee,
Customer
covering internal location, home address, email,

telephone etc. (Interfaces required to relevant
central systems to eliminate data duplication and
reflect ownership.)
EM-004
High
Facilities to store employee competencies (e.g.
Customer
qualifications and professional associations).

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EM-005
0.1

I
High
Creation
of
contracts
of
employment.
This
Customer
includes, for example:

Contract start and end dates, contract
review dates and associated codes, date

driven automation where appropriate.
Salary, Grade, designation and department
start, end and change dates on these items.

EM-006
Automatic generation of a full history of personal,
Customer
contractual and salary details for all employees.

EM-007
High
Facilities to flag that an employee has left the
Customer
University and to store exit data including reason

for
leaving
and
destination.
Information
implications of any on-going relationship to the

University are met, e.g. to Pensions section.
EM-008
Medium
Interface to payroll to ensure new and amended
Customer
personal and contractual details are available and

action either is automated or notification is passed
by automated work flows.
EM-009
High
Ability to hold information about additional roles
Customer
in the University, for example head of department.

(Including
management
of
clinical
honorary
contract details, e.g. the contract is held with and

start/end dates.)
EM-010
High
EM-011
Medium
Ability to store membership details for committees
Customer
Ability
medical
Customer
Web-based access for employees to view and amend
Customer
to
hold
pre-employment
information
EM-012
Low
selected personal details on-line.

EM-013
Low
Web-based access for managers (or nominated
Customer
administrators) to view and update selected details

of staff working for them. Ability to report on this
information
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Leave has a significant financial impact on a company's bottom line. Research has shown that
employers spend an average of 14.6% of payroll on Leave-related benefits. But still leave
management is a time consuming, tedious process. Leave Management subsystem is used to cut
out the physical movements and paper work, help the employees apply for leaves easily, automate
the HR administrative tasks of recording leave and controlling these against leave policies
defined in the HR system. The subsystem ensures that all the leaves applied, approved and
rejected are recorded and that leaves taken are properly accounted.
Leave Management is a subsystem that is administered by the Human Resource Department
(HRD) to maintain the employee's leaves. It is the responsibility of HRD to see to it that the leave
programs are efficiently managed and accurately tracked. Leave Management process includes
defining the leave types, assigning entitlements and calculating avail leaves, employees applying
for leaves, managers approving or rejecting the leave requests, importing the leave data into
payroll for calculations.
An integrated module will available with the following functionalities;
ID
Status
Priority
LM-001
High
Description
Ability
to
define
organization
Source
calendar
Customer
management for each financial year.

LM-002
High
Ability to define off days, holidays & weekends
Customer
LM-003
High
Ability to assign different type of leave (earned
Customer
leave, casual leave etc.) days for each employee on

monthly basis and annually basis according to
defined leave roles.
LM-004
High
Ability to define leave type such as earned leave,
Customer
casual leave, medical leave, study leave etc. and

leave roles.
LM-005
High
Ability to keep the record of employee availed
Customer
different type of leave (such as earned leave, casual

leave, medical leaves, study leave etc.) during
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whole service.
LM-006
High
System should have ability to restrict or not
Customer
allowed to assign casual and earned leave for

employee during study leave and extra ordinary
leave.
LM-007
High
Leave management module allows employees to

apply
leaves
online
using
web
Customer
browser.
Employees can perform the following after logging

into leave management module.
Apply for leave which is directed to the

concerned person for approval
View the status of applied leaves
View their own leave history and leave

status
LM-008
Medium
Leave
management
module
allows
managers
Customer
to View open leave requests, approve/reject open

leave requests and generate reports on leaves
approved, leaves pending, leave history, leave
status, and so on.

The University needs to plan and manage its staffing for a variety of strategic and operational
purposes. To date posts have been used for the purposes of tracking authorization to release,
salary forecasting and budgetary control as oppose to providing detailed HR establishment
information. From this practice post data is maintained only for the purpose of general funds
salary forecasting. The salary forecasting facility has been developed in-house, with the post data
being an add-on to the system. There is a need to provide comprehensive post information
regardless of funding, and also from a financial control perspective to provide forecasting for all
posts regardless of funding.
From an HR perspective there is a clear need to record posts against establishment units. It must
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be stressed that this is not an establishment in terms of a set number of post to a department as
the staffing is dependent on that Faculty/Resource Units cash-limited budget and external funds.
It is only that the method of recording posts is by human resource department which can be
different from the financial ledger costing structure.
Organizational hierarchy is provided by an interfacing system and this requires to be developed
to record and maintain a true picture of the hierarchy including sub-departmental units as
required.
All above mention functionalities are addressed by Establishment Activities Processing Module.
Detail features of this module are described here;
ID
Status
Priority
EAP-001
High
Description
Source
This module should have ability to generate pay
Customer
notification
EAP-002
High
Ability to provide functionality for renew contract
Customer
between employee and employer and renew

contract letter generation.
EAP-003
EAP-004
High
High
Ability to provide following functionalities;

Employee increments based on annul
performance, improve qualification etc.

Performance award, honorarium and
plenty etc.
Salary revision
Defer increment
Customer
Identify employees qualified for increment and
Customer
promotion (based on annual reviews and pre

defined increment and promotion criteria.)
EAP-005
High
Ability to provide functionality to promote or
Customer
demote employee in new grade with or without

new
designation
and
may
transfer
to
new
department.
EAP-006
High
Ability to support two type of transfer (campus,
Customer
department), in case of campus system have ability

to generate employee earned leave report and
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execute service conclusion procedure to closed
service in initial campus.
EAP-007
High
Ability to revise/change employee designation
Customer
EAP-008
High
Ability to support different type of permanent or
Customer
temporary service conclusion that include

transfer to other campus, resigned, terminated,
dismissed, absent from duty, deceased, on study
leave etc.
EAP-009
High
Record different sets of conditions of service
Customer
EAP-010
High
Match the conditions of service to a contract and
Customer
set defaults for some fields accordingly (e.g. pay

award, increment due date, notice period). From
that, ability to determine individual contractual
entitlements based on personal service record.
EAP-011
High
Notices/Alert,
Discipline
and
Grievance
Customer
Ability to hold data about pension eligibly,
Customer
Management like resign notification.

EAP-012
High
particularly with respect to regular employee.

EAP-013
High
Ability to hold data to support employee probation
Customer
EAP-014
High
Ability to hold data on employee disciplinary and
Customer
grievance issues
EAP-015
High
Maintain a full historical record of posts and their
Customer
incumbents on an establishment unit basis, coping

with multiple employees in a single post and that
one employee may hold multiple posts during his
service period
6. Payroll Module
The Payroll section currently creates and amends employee records as well as carrying out
payroll responsibilities manually. The payroll department is part of the Finance/account Office.
Currently there are different payroll runs per month, and in future the payroll section will be
responsible for paying pensioners. Payroll is responsible for monitoring, controlling and paying
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expenses each month. There is a considerable number of regular, Tenor Track System (TTS),
foreign faculty, daily wages casual staffs who are currently dealt with exclusively by Payroll and
this activity will be addressed by regularizing the situation in compliance with employment law,
and changes necessary to systems and processes will take account of this.
Pensions are housed within the Payroll section. The payroll record provides their source of
employee information and there is scope to improve the information flow.
This section details the Payroll sections main responsibilities after HR assume responsibility for
driving the system. The underlying principle is that processes HR drives are automated where
currently manual. There is a large knowledge base that must be transferred from Payroll to
Personnel with following functionalities;
Payroll will pay employees and meet statutory requirements.

Payroll will act as paying agents.
Payroll will pay expenses and overtime on departmental authority.
Payroll will attach temporary elements (mid-month calculations).
Payroll will be responsible for Pensions administration.
ID
Status
Priority
PR-001
High
Description
Ability to add/view/update allowances/payments
Source
Customer
and deduction rates & allowances/payments and

deduction types.
PR-002
High
Ability to manage allowances/payments and
Customer
deduction for specific grade as well as for specific

employee.
PR-003
High
Ability to manage employee multiple bank account
Customer
detail.
PR-004
High
System should have ability to calculate employee
Customer
(regular/non regular) provisional monthly and

daily pay as well as arrears calculation.
PR-005
High
Maintenance and control of computerized payroll
Customer
records for;
Statutory Allowances/payments and
deductions such as Tax, Group insurance,
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Study Loans etc.

Non-statutory payments and deductions
such as Pension adjustments, Occupational
Sick Pay adjustments, Taleem Fund, Other
(Parking fee) etc.
PR-006
High
Make payments to individuals, on receipt of
Customer
authorization from HR via electronic interface, by

making record live for relevant pay period
attaching relevant statutory and non
statutory information
calculating adjustments for mid-month,
backdated changes
PR-007
High
Control, monitor and pay employee expenses.
Customer
PR-008
High
Provision of statements of pay
Customer
PR-009
High
Calculation and payment of the Universitys
Customer
monthly pay, tax and Group Insurance

contribution liabilities.
PR-010
High
Ability to initially define and revise salary
Customer
structure (min basic pay, max basic pay, no. of

stages, etc.) of regular grade, TTS grade, foreign
faculty grade, etc.
PR-011
High
Loan
management
of
employee
against
CP
Customer
fund/GP fund.
PR-012
high
Ability to support multiple pay scales, and grades
Customer
7. Document Archiving & File Tracking Module

The Document Archiving and File Tracking module/subsystem is a medium

term requirement for the Human Resource Management System. This sub
system will provide the Record Office and other concern departments with the
capabilities of managing and maintaining digital equivalents of paperbased
files/documents used in the routine operation of the Human Resource
department.
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The Document Archiving and File Tracking system must have following features;
ID
Status
Priority
DAFT-001
High
Description
Source
Provide a mechanism to digitize paper
Customer
based records, such as different contract

Claim
forms,
Applications,
and
correspondences, reports that will be

maintained in the registry
DAFT-002
High
Provide
mechanism/standalone
Customer
application to handle Selection Board

Decisions,
committee
decisions
and
circulation.
DAFT-003
High
Create digital equivalents of employee
Customer
personal files maintained by the existing

manual system.
DAFT-004
High
Provide a permission based mechanisms
Customer
for user to view files/documents of interest

DAFT-005
High
Provide a permissionbased mechanism
Customer
for users to make annotations to existing

documents.
These
annotations
must
include comments, directives and feedback

typically written on the original paper
based documents by Managers and staff
authorized to comment or requested to act
in respect of the document.
DAFT-006
Provide mechanism to keep checked in
Customer
and out record of employee personal files

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DAFT-007
Permission based access and management
Customer
of scanned employee academic documents

Note: Software Requirement Specification of following module will be included in next version of
this document.
8. Research Project & publication Module


10.

Performance Evaluation and Competency Management
Requirement status:
I = initial (this requirement has been identified at the beginning of the project),
D = dropped (this requirement has been deleted from the requirement definitions),
H = on hold (decision to be implemented or dropped will be made later),
A = additional (this requirement was introduced during the project course).
4.3.1 Change Log

Identity
Action
Date
Comments
Requirement status:
D = dropped (this requirement has been deleted from the requirement definitions),
H = on hold (decision to be implemented or dropped will be made later),
A = added (this requirement was introduced during the project course).
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R = resurrected (dropped or on hold requirement was reactivated)
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COMSATS Institute of Information Technology, Abbottabad