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SOFTWARE

REQUIREMENTS SPECIFICATION

Department of Electronics and Computer Engineering

IOE, Pulchowk Campus


ERP Solutions
VERSION: 1.0 REVISION DATE: August 26, 2007

Approver Name Title Signature Date


DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

Contents

Contents i

Section 1. Overview..............................................................................................1
1.1 Purpose...................................................................................................................1
1.2 Scope.......................................................................................................................1
1.3 Target Audience......................................................................................................1

Section 2. Assumptions, Dependencies, Constraints............................................2


Assumptions...................................................................................................................2
Dependencies ................................................................................................................2
Constraints......................................................................................................................2

Section 3. Requirements.......................................................................................3
3.1 Business Requirements...........................................................................................3
3.2 Functional Requirements.........................................................................................3
3.2.1f Inventory Management Functions ......................................................3
3.2.1u Use Case for Inventory Management Module....................................7
3.2.2f HR Management Functions ..............................................................10
3.2.2u Use Case for Human Resources Management................................16
.....................................................................................................................................16
3.3 Systems Requirements..........................................................................................29
3.4 Interfaces...............................................................................................................29

Section 4. References.........................................................................................30

Section 5. Revision History.................................................................................31

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

Section 1. Overview
1.1 Purpose

This project aims at building our own ERP solutions suitable for small to medium-sized
enterprises (SME). Among many features of the ERP, this project will integrate the Inventory
Information Management and the Human Resource Information Management. This software
solution will integrate all the inventory information and human resource information in a central
database providing consistent information to the managers, hence providing them with the overall
view of the company in terms of manpower and the stock. In a large organization, this system
improves interdepartmental communication making consistent information flow simultaneously
among all the departments.

1.2 Scope

Non-Trading, Non-Manufacturing Business Organization (Software Company to be specific)


consisting of quite a few numbers of employees can use the software for the following reasons:

• Manage Human Resources

• Manage Inventory
Note: It does not require sales part since it is targeted to Software Company.

• Manage reports

1.3 Target Audience

End user must have basic knowledge in computer and should be familiar with Internet Browsing
Application, such as Internet Explorer, Firefox etc. This software is targeted to automate the
business processes in a small to medium sized organization and hence it also requires the user
to have basic knowledge about Management and Business.

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

Section 2. Assumptions, Dependencies, Constraints


Assumptions

The software assumes the end user of the software to be a software company which is non-
trading, non manufacturing business company and hence it doesn’t account the sales part of the
company in an inventory management system.

Dependencies

The project has been broken down into Human Resource Management System and Inventory
Management System. These two sub systems will be integrated in a later phase of the project.
This may drive change in the requirements.

Constraints

In designing an ERP, an entire organization is viewed as a single unit and single database is
maintained such that Human Resource Management and Inventory Management System are
inter-related. Hence, they go in parallel and we have to assume certain constraints while
designing them separately so that we don't have to face difficulties while integrating these sub-
systems.

The software can work on relatively low processing CPUs such as Pentium I or below but we
specify client to be Pentium II or higher.

Server for the software should be powerful as compared to client and must be Pentium IV.

Company must have an Intranet of 10 Mbps or more and internet connectivity.

The system will be designed using the component-based design model utilizing object oriented
design model and relational data model.

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

Section 3. Requirements
3.1 Business Requirements

Security

Following functionalities will be utilized to make the software very secure:

• Use of unique username and password for each user account

• Utilization of certain cryptographic techniques such as md5

• Keeping specific log or history data sets

• Restriction of communications between some areas of the program

• Checking data integrity for critical variables

Maintainability

As this software contains various modules, maintenance is required in individual modules only.
Appropriate comments will be added in the code to make the code more readable and
understandable and the variable names will be chosen according to the context. Details of the
code will be in the documentation.

Portability

To ensure portability, the application will be developed in JAVA language (using J2EE
technology).

3.2 Functional Requirements

3.2.1f Inventory Management Functions

3.2.1f.1 requestResource ( )

Purpose

This function will be used by the employees to request the inventories that they
need from the IT department.

Inputs

List of the items that employees require


Employee ID that makes the request

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

Remarks (repair, replace, upgrade)

Operations

The function takes the input from the employees, checks to see whether all the
inputs are filled and in accordance with the format. The request is then forwarded
to the IT department. Then the confirmation is sent to the employee that his request
has been sent to the IT department.

Outputs

Confirmation of the request


ID for the request

3.2.1f.2 approveRequest ( )

Purpose

The purpose of the function is to approve the request that the employee has made
for the items that he/she wanted from the IT department.

Inputs

List of the items that employees require


Employee ID that makes the request
Remarks (repair, replace, upgrade)
Request ID

Operations

The IT personnel checks the request and checks the level of stock and if the
request can be fulfilled keeping the level of stock within the threshold, then his
request is fulfilled. Otherwise fulfillment of the request along with the request to buy
goods to maintain the level of stock will take place simultaneously. At last, the list of
inventories that the employee has is updated to reflect the change.

Outputs

List of items that are assigned to the Employee


Employee ID that approves the request

3.2.1f.3 seekConfirmation ( )

Purpose

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

This function will be used by the IT personnel to seek confirmation from the
Administration Department to buy the items that are below the level of stock.

Inputs

Quantity of items that are below the level of Stock

Operations

The IT personnel monitors the level of Stock and figures out the items that are
below the level of stock and prepare the list of items that must be bought and gives
an ID to the whole set of items and submit it to the Administration Department for
confirmation.

Outputs

Generates an ID for a set of items


Request to the Administration Department for Confirmation

3.2.1f.4 approveConfirmation ( )

Purpose

This function will be used by the Administration Department to approve the request
made by the IT department to buy the items.

Inputs

List of items to buy


Vendor
Request ID
Total cost

Operations

The request to buy various items and their cost and the vendor is checked and the
confirmation or denial with remark is sent to the IT department.

Outputs

Confirmation ID
Remarks

3.2.1f.5 updateStock ( )

Purpose

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

This function will be used by the IT department to update the information in the
Stock after the confirmation from the Administration Department.

Inputs

Confirmation ID

Operations

The confirmation ID is received from the Administration Department and the items
are bought in.

Outputs

Update the information in the stock

Note

At this point, we have not included the purchase department. We shall include it in the
later phase of the project as the inclusion of this department generates other activities as
well.

3.2.1f.6 generateReport ( )

Purpose

This function will be used by IT department to generate and display the report of
activities happening in the department in a graphical context to the related persons.

Inputs

All the activities in the IT department

Operations

The related IT personnel gathers all the activities in the IT department such as
incoming request from the employees, approving employee request, seeking
confirmation from the Admin Department, updating the stock and generate the
appropriate reports.

Outputs

Various Reports

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

3.2.1u Use Case for Inventory Management Module

Figure 1 Use case diagram for Inventory Management Module

SpecSpe

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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Specification of Actors

Employee
Element Details
Description The Employee is a person who works for the company. An employee
can be technical or non-technical staff and should have a computer.
Examples An employee comes to office, logs in, logs out, gets salary etc.

IT Personnel
Element Details
Description The IT Personnel is an employee who works at Inventory Department
and manages all stock information.
Examples IT Personnel maintains asset information, issues purchase order,
confirms received asset, prepares report on inventory etc.

Administrator
Element Details
Description The Administrator is a head of employees who approves all the
requests made. The final decision of any department relies upon him.
Examples Administrator approves or rejects the request made by an employee
or IT Personnel.

Specification of Use Cases

Request Resource
Element Details
Actor Employee
Trigger An employee needs to request changes for asset provided.
Pre Conditions An asset provided may be damaged in a course of time, not working
properly, needs to be upgraded, not sufficient for performing certain
task.
Post Conditions The request is forwarded to IT Personnel for the approval.
Normal course 1. Employee request for the asset he needs.
2. Employee provides asset information.
3. Employee provides the reason for the asset requested.

Approve Request
Element Details
Actor IT Personnel
Trigger An employee requested for new resource/asset.
Pre Conditions An Employee doesn’t have sufficient resource.

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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Approve Request
Element Details
Post Conditions The request is approved after checking the level of stock which might
be below safety level.
Normal course 1. IT Personnel views the employee asset information.
2. IT Personnel views the level of stock.
3. IT Personnel approves the request.
Alternative courses 2a. The level of stock is below safety level.
2a1. Reject/ Postpone the Request of the Employee
2a2. Seeks confirmation for buying to the Administrator.

Seek Confirmation For Buying


Element Details
Actor IT Personnel
Trigger IT Personnel needs to buy asset for the organization
Pre Conditions Level of asset is below safety level or there might be no such asset
which is needed/ requested by an employee.
Post Conditions The confirmation is granted so that IT Department can purchase the
asset requested by an employee.
Normal course 1. IT Personnel gathers the information about the asset requested
2. The asset may be below safety level or entirely new
3. IT Personnel request with the necessary information to the
administrator

Approves Confirmation
Element Details
Actor IT Personnel, Administrator
Trigger IT Department doesn’t have the right to buy an asset without
confirmation from the Administration Department hence it seeks
confirmation.
Pre Conditions Employee request for resource which is below safety level
Post Conditions The Administrator approves for the asset to be purchased and after
receiving the confirmation from administrator, IT purchases the
approved asset and supplies it to the employee maintaining the level
of stock
Normal course 1. The Administrator get the request from the IT Department
2. The Administrator gathers the required detail
3. The Administrator approves the request to buy

Udpates the Stock


Element Details
Actor IT Personnel
Trigger IT Personnel needs to update the stock when asset is being bought or
assigned to an employee

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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Udpates the Stock


Element Details
Pre Conditions New Product is being bought
Asset is assigned to an employee
Asset is sent back to the store from an employee
Post Conditions The stock is updated and the level of stock is maintained.
Normal course 1. IT Personnel gathers the information about the change on the
stock
2. Monitors if there are any errors in purchase of an asset
3. Record the asset into their respective databases and tables
Alternative courses 2a. The asset purchased might be faulty
2a1. Inform to the supplier
2a2. Do not update the stock and send back the delivered asset.

Generate Report
Element Details
Actor IT Personnel, Administrator
Trigger IT Personnel and Administrator frequently needs to view the report of
the entire Inventory System of an organization
Pre Conditions IT Personnel or Administrator requires to view the asset information or
employee information about the asset one is assigned to.
Post Conditions IT Personnel or Administrator is provided with the detail information
regarding the asset or the employee asset information.
Normal course 1. IT Personnel or Administrator wants to view the inventory report
2. He provides the asset information or employee information
3. The report is generated and displayed accordingly
Alternative courses 2a. The asset information provided or the employee information
provided doesn’t exist.
2a1. Warn him that the provided information is not valid.

3.2.2f HR Management Functions

3.2.2f.1 registerEmployee ( )

Purpose

This function will be used by the HR personnel to register the employee regarding
all the information about the employees.

Inputs

Employee detail

Operations

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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The HR personnel inquires all the information regarding the employee and enters
the information in the database and the employee is registered. Then a unique ID is
generated and assigned to the employee.

Outputs

A unique ID to the employee


Username and password is assigned to the employee

3.2.2f.2 login ( )

Purpose

This function will be used by the employee to log in to the system.

Inputs

Username and password supplied by the employee to the system

Operations

The system checks if the username has supplied all the fields and then check the
database to see the employee password and username are registered in the
database. If registered, the employee is logged in to the system and if not, the
employee is restricted.

Outputs

The employee logs in to the system/ the error message is generated.

3.2.2f.3 logout ( )

Purpose

This function will be used by the employee to log out of the system.

Inputs

The user presses the LOGOUT button.

Operations

The system ends the session of the employee and employee is logged out of the
system.

Outputs

The user logs out of the system.

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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3.2.2f.4 viewAttendance ( )

Purpose

This function will be used by the employee and the HR personnel to view their
attendance. The employee can view only his attendance whereas the HR
personnel can view his as well as other employees’ attendance.

Inputs

Employee ID or Employee name

Operations

This system takes either the employee ID or the employee name and displays the
attendance of the employee regarding the specific employee ID or employee name.

Outputs

The attendance of the corresponding employee is displayed.

3.2.2f.5 editEmployee ( )

Purpose

This function will be used by the HR personnel to edit the employee’s profile that
are already registered in the organization.

Inputs

Missing items
Data to correct the incorrect information
Data that are changed over time

Operations

The HR personnel founds out that certain fields in employees’ profile are missing or
there are incorrect information or certain fields are changed over time.

Outputs

Employee ID of the HR personnel that edits the employee’s profile


The message is generated and the employee profile is updated

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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3.2.2f.6 viewEmployeePerformance ( )

Purpose

This function will be used by HR Personnel and Administrator to view the


employee’s performance.

Inputs

Employee ID or Employee name

Operations

The HR personnel or the Administrator logs on to the system and provides the
employee ID or employee name and the system displays the performance report of
the employee on the weekly or monthly basis. For this, the employee should be the
registered one.

Outputs

Performance report of the employee

3.2.2f.7 leaveRequest ( )

Purpose

This function will be used by the employee to request leave to his Supervisor.

Inputs

Type of Leave
Remarks
Name of the Supervisor/Manager

Operations

The employee selects the type of leave that he inquires and then writes remarks
about his request for the leave and then sends the request to the system. The
system generates a unique Leave ID for the leave request and sends the request
to the corresponding manager/supervisor.

Outputs

A unique Leave request ID


Confirmation of the leave request

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3.2.2f.8 veiwLeaveDetails ( )

Purpose

This function will be used by the employee to view his past leave details.

Inputs

Employee ID or Employee name

Operations

The system takes the employee name of employee database and searches the
database and displays the corresponding details.

Outputs

Leave details of the employee

3.2.2f.9 grantLeaveRequest ( )

Purpose

This function will be used by the supervisor/admin department to grant the leave
request of the employee.

Inputs

Leave request
Leave ID

Operations

The supervisor/administration department receives the leave request from the


employee and checks the employee’s past leave details and decides to grant or
deny the request.

Outputs

Approval of the request/denial of the request


Remarks
Approved/Denied By

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3.2.2f.10 applicationSubmission ( )

Purpose

The function will be used by the applicants to submit the application to the HR
department.

Inputs

The applicant’s details

Operations

The applicants submit their CVs to the system; the system generates a unique ID
for each applicant and forwards the CVs to the HR department.

Outputs

Confirmation that the application has been sent


A unique ID for each application
3.2.2f.11 informApplicants ( )

Purpose

The function will be used by the Hr department to inform the applicants about their
selection or rejection or for the further investigation.

Inputs

The applicant’s id

The applicant’s mail address

Operations

After deadline for the application has been reached, all the CVs are evaluated on
the basis of various business logics and message is send to the selected
employees for further investigation or to inform them of their selection.

Outputs

Mail to each applicant

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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3.2.2u Use Case for Human Resources Management

Figure 2 Use case diagram for Attendance Management Module

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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Figure 3 Use case diagram for Employee Management Module

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Figure 4 Use case diagram for Leave Management Module


DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
ERP Solutions Version 1.0 | August 26, 2007

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Figure 5 Use case diagram for Employment Management Module

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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Specification of Actors

HR Personnel
Element Details
Description The HR personnel is an employee of the HR department of a
company.
Examples The HR personnel is allowed to update all information in the system.
Also his/her own information. The HR personnel can register new
employees. The HR personnel can also deal with the applicants and
manage employment process.

Administrator
Element Details
Description The Administrator is a person who has full control over the
company/system.
Examples The Administrator can view all the reports regarding employees and
their performance, the overall system etc. The Administrator has the
privilege of changing the business strategies as well.

Employee
Element Details
Description The employee is a staff of a company.
Examples An employee logs into the system, uses the services provided by the
system etc.

Applicant
Element Details
Description An applicant can be anyone who applies for the job posted.
Examples An applicant reads the job vacancy, applies for the job and receives
acknowledgments from the company.

Specification of Use Cases of Attendance Management Module

Log into Timecard


Element Details
Actor Employee
Trigger The employee needs to make attendance and get access to the
system.
Pre Conditions The employee is a registered one and has a unique account.
Post Conditions Attendance is taken, the employee is logged into the system, and the
system menu is displayed.

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DOECE, IOE, Pulchowk Campus SOFTWARE REQUIREMENTS SPECIFICATION
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Log into Timecard


Element Details
Normal course 1. The employee uses his username and password to log into
timecard.
2. Attendance detail of the employee is displayed.
Alternative courses 1a. The employee forgets the password.
1a1. Reset the password of the employee’s account.
1a2. The employee is given the new password.

Log out of Timecard


Element Details
Actor Employee
Trigger The employee needs to terminate the session for that day.
Pre Conditions The employee is already logged in.
Post Conditions The session of the employee for the day is terminated and the
employee is logged out of the system.
Normal course 1. The menu for logging out of the system is displayed.
2. The employee logs out of the system.
3. The working hour of the employee is calculated
4. The attendance register is updated.

View Attendance Information


Element Details
Actor Employee, HR Personnel
Trigger The user needs to view the detail of the attendance of a particular
employee.
Pre Conditions The user is logged into the system and the menu is displayed.
Post Conditions The report containing the attendance information of the requested
employee is displayed.
Normal course 1. The user specifies the person whose report is to be viewed.
2. The user requests to view the report.
3. The request is fulfilled.
Alternative courses 2a. The user is a general employee and requests to view his own
report.
2a1. The attendance detail of the employee is displayed.
2b. The user is a general employee and requests to view the detail of
other employee’s information
2b1. The employee is denied the report.
2c. The user is HR Personnel.
2c1. A report containing the attendance detail of the specified
employee is generated.

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Specification of Use Cases of Employee Management Module

Register Employee
Element Details
Actor HR Personnel
Trigger The HR personnel needs to register new employee
Pre Conditions The employee is not registered, the user is logged into the system,
and the system menu is displayed.
Post Conditions The employee is registered and has a username and password, the
user is logged into the system, and the system menu is displayed.
Normal course 1. The HR Personnel collects employees’ data.
2. The HR Personnel creates a new user account.
3. The HR Personnel defines username and password.
4. The employee is given a user name and password.
Alternative courses 3a. The user name already exists.
3a1. Create a different user name.

Edit Employees’ Profile


Element Details
Actor HR Personnel, Administrator
Trigger The employees’ profile is needed to be updated.
Pre Conditions The employee is a registered one, the system contains outdated, false
or missing data and the user logged into the system.
Post Conditions The employees’ profile is updated and the system contains valid and
updated data.
Normal course 1. The user collects necessary information.
2. The user opens the form
3. The user corrects the wrong information or fills in the missing
values.
4. The user updates the system.

View Employee Performance


Element Details
Actor HR Personnel, Administrator
Trigger The user needs to view employees’ performance.
Pre Conditions The employee is a registered one, and the user is logged into the
system.
Post Conditions The specified employee’s performance report is displayed.
Normal course 1. The user gives the identification of the employee.
2. The performance report of the given employee is displayed.

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Send Report
Element Details
Actor Employee, HR Personnel
Trigger The user needs to report on the performance of other employees.
Pre Conditions The employee is a registered one, the user is logged into the system,
and the system menu is displayed.
Post Conditions The report is sent to the corresponding HR personnel or the
administrator.
Normal course 1. The user collects necessary information.
2. The user fills in the performance appraisal form
3. The user sends the report to the corresponding HR personnel or
the administrator.

Receive Report
Element Details
Actor HR Personnel, Administrator
Trigger Other employees send report and the user needs to view the report he
has received.
Pre Conditions The user is logged into the system, and the system menu is displayed.
Post Conditions The system menu is displayed and the user is able to view the reports
sent to him.
Normal Event Flow 1. The user chooses the menu item for viewing the report.
2. The user is provided with the list of the reports he has received.
3. The user views the detailed report.

Specification of Use Cases of Leave Management Module

Request for Leave


Element Details
Actor Employee
Trigger Employee needs leave.
Pre Conditions The user is logged into the system, and the system menu is displayed.
Post Conditions The employee’s request is either granted or denied.
Normal course 1. The employee opens the leave request form.
2. He fills in the form with the leave details.
3. He submits the leave application.

View Leave Details


Element Details
Actor Employee, HR Personnel
Trigger The user needs to view the leave details of a particular employee.
Pre Conditions The user is logged into the system and the menu is displayed.

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View Leave Details


Element Details
Post Conditions The report containing the leave information of the requested employee
is displayed.
Normal course 1. The user specifies the person whose report is to be viewed.
2. The user requests to view the report.
3. The request is fulfilled.
Alternative courses 2a. The user is a general employee and requests to view his own
report.
2a1. The leave detail of the employee is displayed.
2b. The user is a general employee and requests to view the detail of
other employee’s information
2b1. The employee is denied the report.
2c. The user is an HR Personnel.
2c1. A report containing the leave detail of the specified employee
is generated.

Grant leave request


Element Details
Actor HR Personnel, Administrator
Trigger An employee places a leave request.
Pre Conditions The user is logged into the system and the list of leave requests is
displayed.
Post Conditions The leave request is granted.
Normal course 1. The user views the particular leave application.
2. The user analyzes the request.
3. The user grants the leave.
Alternative courses 2a. The leave days of the aspirant is remaining.
2a1. the employee is granted the leave.
2b. The leave days of the aspirant is finished.
2b1. The leave is denied.
2c. The leave is special/emergency leave type.
2c1 The leave request is forwarded to the administrator.

Analyze Absenteeism
Element Details
Actor HR Personnel, Administrator
Trigger The user gets a leave request.
Pre Conditions The user is logged into the system and the leave detail of the applicant
is displayed.
Post Conditions The decision about the leave request is made.
Normal course 1. The leave type is identified.
2. The leave type is valid.
3. The leave detail is updated.

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Analyze Absenteeism
Element Details
Alternative courses 2a. The leave type is not valid.
2a1. The leave is not granted.

Forward Leave Request


Element Details
Actor Employee
Trigger The leave request of the subordinate is emergency type.
Pre Conditions The user is logged into the system and the leave detail of the applicant
is displayed.
Post Conditions The leave request is sent to the administrator.
Normal course 1. The leave is identified as emergency.
2. The leave is forwarded to the administrator.
3. The leave detail is updated.

Inform Leave Updates


Element Details
Actor Administrator
Trigger The user grants a leave request.
Pre Conditions The user is logged into the system as administrator.
Post Conditions The HR gets the leave update information.
Normal course 1. The user gets emergency leave request.
2. The user grants the leave request.
3. The user sends the update to HR.

Receive Leave Updates


Element Details
Actor HR specialist
Trigger The administrator sends the leave update.
Pre Conditions The user is logged in as HR specialist.
Post Conditions The leave update is accounted.
Normal course 1. The user receives the update.
2. The user accounts the update.

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Specification of Use Cases of Employment Management Module

Applies for a Job


Element Details
Actor Applicant
Trigger The company advertises the vacancy announcement.
Pre Conditions The user must meet the eligibility criteria specified
Post Conditions The application is sent to the HR specialist
Normal course 1. The user fills in the application form.
2. The user sends the application.
3. The application form is received.
Alternative course 2a. The form is incomplete/invalid.
2a1. The form is discarded.
2b. The applicant is ineligible.
2b1. The application is rejected.

Inform Applicant
Element Details
Actor HR personnel
Trigger Decision is made on the particular application.
Pre Conditions The user must be logged in as HR specialist and the decision
should be available.
Post Conditions The applicant gets the result.
Normal course 1. The user obtains the decision report.
2. The user mails the applicants with the decision.

Evaluate Application
Element Details
Actor HR personnel
Trigger The applicant appears the written test and/or interview.
Pre Conditions The user must review the application details.
Post Conditions The application is evaluated.
Normal course 1. The user reviews the application.
2. The user checks the applicant’s scores.
3. The user recommends the application score.

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Accept/Reject Application
Element Details
Actor Administrator
Trigger An application for a specific post is placed.
Pre Conditions The user must be logged in as administrator and the applicant is
adjudged.
Post Conditions The decision must be informed to HR specialist.
Normal course 1. The user obtains the evaluation report.
2. The user performs the decision based on the evaluation
report
3. The user sends the decision report to the HR.

Seek New Recruitment


Element Details
Actor Administrator
Trigger Company requires new post/employee.
Pre Conditions The user must be logged in as administrator.
Post Conditions A list of applicant is obtained.
Normal course 1. The user recognizes the requirement of new recruitment.
2. The user identifies the requirement type.
3. The user informs the HR specialist.
4. The user gets a list of matched result.

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Search Application
Element Details
Actor HR specialist
Trigger The order to acquire new post is received.
Pre Conditions The user must be logged in as HR specialist and the skill-set menu
must be displayed.
Post Conditions A list of applicants is obtained
Normal course 1. The user receives the order of new employee hire.
2. The user searches the database with the specified
condition.
3. The user gets the list of applicants.
4. The user sends the list to the administrator.
Alternative course 3a. No matches are found.
3a1. The user informs the administrator
3a2. The user advertises the vacancy announcement.

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Keep Record of Applicants


Element Details
Actor HR specialist
Trigger An application for a post is placed.
Pre Conditions The user must be logged in as HR specialist and the skill-set menu
must be displayed.
Post Conditions The applicants are updated in the skill-set database.
Normal course 1. The user receives the application.
2. The user categorizes the application.
3. The user accesses the skill-set database.
4. The user updates the database

3.3 Systems Requirements

Windows

• Intel® Pentium® II or greater

• Microsoft® Windows® Vista; Windows XP Professional, Home Edition, or Tablet PC Edition


with Service Pack 2; Microsoft Windows 2000 with Service Pack 4; Minimum 128MB of RAM

• Microsoft Internet Explorer 6.0 or higher

3.4 Interfaces

The system will be web-based and hence a browser will be used as a graphical user interface. In
the design phase of the system, the layout of the required screen formats, report layouts and
menu structures will be decided on.

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Section 4. References
Document No. Document Title Date Author

1 Building Software Better August 15, 2007 Andrew Stellman,


Jennifer Greene

2 Lecture notes provided by Mrs. Mrs. Timila Yami Thapa


Timila Yami Thapa

3 Applied Software Project Andrew Stellman,


Management Jennifer Greene

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Section 5. Revision History


Version Date Name Description

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