Work Force Management - BRD

Work Force Management

Business Requirement Document

Version 0.5
11th July 2018
Work Force Management – BRD

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Table of Contents

1.1 Executive Summary 3

1.2 Business Objectives 3
1.3 Project Description 3
1.4 Functional Requirements 3
1.5 New Features: Phase 1 9
1.6 New Features: Phase 2 11
1.7 Non-Functional requirement 13
1.8 Out of Scope: 14
1.9 Assumptions: 14
Appendix A: Revision History 14
Appendix B: Approvers 14

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1.1 Executive Summary

This document helps user to understand the business requirement of Work Force
Management application. After going through the document, end user will come to know
what we are doing in Work Force Management application and how end user will be
benefited. This document also helps user to understand the functional and non-functional
requirement part and what action an end user can take.

1.2 Business Objectives

Work Force Management is an application use to capture daily work of HR Analyst for
tracking purpose. HRS has provision to log daily work and assign it to HRA/HRS. HRA works
on the given request and close it. Purpose of this tool to track daily activity to know the
efficiency of each HR Analyst (HRA).

1.3 Project Description

The idea behind launching Work Force Management site is to capture daily work of HR
Analyst. HR Analyst is required to store all contracts, capture details of joiners and leavers,
change in teams, titles, change in salary, Bank details and address change etc.

1.4 Functional Requirements

HRA and HRS Screen
1. HRS will create daily activities for UK agencies.
2. Request Type will be of five types.

Request Type SLA (Business

Day)

Contract 3

Freelancer 5

Leaver 5

Letter 3

Payroll 5

Joiner 5

PTalent Update 5

3. Supervisor will receive a request through personal email.

4. Supervisor will create a request in CR HR UK Application and assign the request to a HR
Analyst.
5. Assigned HR Analyst will receive a SP system generated email with request link.
6. HR Analyst receive a request and start working on it.

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7. When HR Analyst worked on the request, it will send it to Supervisor for review if the
request type are Contract, Leaver and Letter, etc.
8. Supervisor receive a request for review and approval. Phase will automatically shown as
Revision.
9. When Supervisor review, there are three options:
 Approved: When it is approved and is ready for the HRA to send documentation to
the agency.
 Approved (with amendments): When the HRA did flawless job, but the Agency
requested a minor last minute change. Therefore, the HRA will have to make the
change and send directly to the agency.
 Rejected: When the HRA made a mistake and need to make the correction.
10. After review with Supervisor, Supervisor will approve/reject request.
11. HRA should have ability to check the Status of request on HRA dashboard.
12. After taking needful action suggested by Supervisor, HRA inform the agency via email.
13. When agency confirm they received the documentation OK, HRA logs into application and
update the status to completed.
14. Currently they have team of eight people. Two Supervisor and six HRA.
15. Application should be flexible enough so that Supervisor should assign request to any HRA
and HRS.
16. New form will have same fields along with some added fields to filled up what we have in
the existing application.

17. Search feature will be OOB to search the record within site.
18. Supervisor Review and approval apply only for Contracts, Letter and Leavers.
Below is the workflow for CR HR UK site.

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Roles & Permissions

Three types of access permission.

Role name Permission Levels

Manager Full Control, Edit, Run Reports, See all

information for all the team members,
update basic settings(Agency Name, SLA,
add/remove HRA member)

Supervisors Full Control, Edit, Run Reports, See all

information for all the team members,
update basic settings(Agency Name, SLA,
add/remove HRA member)

HRA Edit their assignments/tasks.

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Metadata

Field Name Type Detail Values Mandatory

Field

Agency Dropdown Agency is Digitas, BBH, Yes

dropdown field Zenith UK,
to choose value. Publicis Media
etc. For details,
please see the
attachment.

Employee Name Textbox Employee Name User can fill text. Yes
is a textbox.

Request Type Dropdown Request Type is Contract, Letters, Yes

Dropdown field. Payroll, Leaver
and Freelancers,
etc.

Action Type Dropdown Action Type is a Promotion, Yes

dropdown. Value Address, Change,
will show based Joiner, New
on Request Type Contract etc.
selection.

Due Date Calendar Max. Timeline to To Choose date YES

complete a and time.
request. This is a
manual input.

Number of Textbox This is a textbox User can fill YES

Transactions where User can number.
fill the count of
similar request.
By default, the
value should be
1.

Priority Dropdown Priority is a Priority are Yes

dropdown field. Regular, High,
High –Payroll Cut

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Off.

SLA Exception Radio Button To choose the SLA Exception is a No

value Yes if the Radio Button
SLA is display value as
exceptionally Yes and No.
choosen

Assigned To People Picker Assigned To is a User should look Yes

People Picker up for Assignee
field. name.

Documents Textbox Documents User can fill text. No

Location Location is a
Textbox.

Phase Dropdown Phase is a Assignment, Yes

dropdown field. Execution, Closing
and Revision

Status Dropdown Status is a Assigned to Yes

dropdown field. Analyst,
Value will show Cancelled,
based on the Completed,
Phase selection. On hold and Sent
to Agency etc.

Received Date Calendar Received Date is To Choose date Yes

when Supervisor and time.
receive request
from agency. This
is a manual input.

Completed Date Calendar Completed date To Choose date No

is when request and time.
is completed and
approved by
Agency.
Automatically
filled when HRA
save action.

Payroll Action By Calendar This is related to To Choose date No

Date payroll where and time.
information
needs to be filled
in a specific time
duration. Manual
Input

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Assigned date Calendar Automatically To Choose date No

filled when and time.
Supervisor
assigned a
request to HRA.

Sent to Agency Calendar HRA sent it to To Choose date No

date Agency after and time.
completion of
request.
Automatically
filled when HRA
save action.

Approved By Calendar Date on which To Choose date No

agency date agency approved and time.
the task.
Automatically
filled when HRA
save action.

Comments Textbox Comments is a Text box No

text box. User
can add
comment here.

Email Notification:
1. When Supervisor assign a request to HR Analyst, an email notification will send out to HRA
from Supervisor.
Application View:
1. View will be of two type - one for HRS and the other one is for HRA
2. HRS has ability to see all requests and HRA has ability to see their current action item (all
items that have been assigned to them, if they are currently assigned or completed, on
hold, cancelled, etc.)
Data Migration:
1. Existing Application data needs to be migrate on the new application.
Reporting:
1. HRS and HRA has ability to download daily log request in an excel sheet.
Power BI Report:
1. Power BI Report should display following site usage.
 Total Visits

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 Unique Visits
 Yearly, Monthly and Weekly report
 All Users
 Individual Users with SLA
 Browser Usage
 Total Unique Visits by User Location
 Visits by Day/Week/Month
 Platform Users
 Traffic on site
 Avg. Session Duration
 Bounce Rate % by Pages
 HRA Analyst with SLA
 Request Type
 Action Type
 Agency
 Phase
 Status
Are you also including the rest of the KPIs we discussed in this section? – Business KPIs will be part of
Phase 2.

1.5 New Features: Phase 1

1. HRS should have ability to view each request based on Phase and Status.

Phase Status

Assignment Assign to Analyst

Execution Assigned to Supervisor

On Hold

Revision Approved
Approved with Amendments
Reject

Closing Sent to Agency

Completed
Cancelled
On Hold
Reactivate by Agency
Reactivate by HRA

2. Ability to set up an alert to HRS and HRA when the request is 1 day from reaching Due Date.
3. For Request Type Freelancer, Payroll Action and Ptalent Update approval of Supervisor is
not required to approve.
4. Ability to set up an alert in case of reactivation of request.

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5. Assigning new Requests or Changing HRA in charge at any point - HRS should have ability to
select any of the HRAs for assigning a new request, not necessarily only the one mapped to
their hierarchy, also to assign to UK Team (just select UK Team as an option, not a person).
HRS should be able to re-assign request at any point to a different HRA (in case an HRA is
sick, out of office, on vacation, etc.). Also possibility for a HRS to assign to themselves if they
need to work on a request.
6. SLA Exception Box check – Include a box to check in case we receive an exceptional case
that need to be performed prior SLA agreement. Not apply in case of regular SLA.
7. Batch + 1- A new field needs to be added for Bulk request in the application. By default the
value should be 1 but if similar types of 20 request raised for Salary increase, then the value
should be 20. There will be no change in workflow and no provision for creating bulk
request at one go. In these cases in the employee name, it could be the name of all
employees the batch is for, or the indication it is a batch request if they are too many.
8. High – Payroll Cut Off - Need to add a new (High - Payroll Cut Off) value in Priority
dropdown. No functional impact on the application.
9. HRS can search specific HRA request through search filter.
10. HRS should be able to download Daily Log at any time when required and downloading
feature for History Log will be taken up in Phase 2.

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11. HRS can see requests by "All Items" and by "My Requests".
12. There will be a provision request which SLAs are going to expire soon will show on the top.

1.6 New Features: Phase 2

Archival and Retention Policy
1. Need to Archive the daily requests which are in Completed Status and older than six
month. Those requests should be move to Archive folder.
2. Once request is moved to Archive folder the request will be deleted from the Daily log.
No action will be performed on request once it will move to Archive folder like reactivate.
3. In Archive folder, we keep the request for 5 and half year after that request will be
deleted.

Agency Dashboard
1. Agency Dashboard should have feature to raised request, can see progress of request and
completed request.
2. Agency User should have a dashboard where limited Agency User can see request.
3. When Agency user submit a request, an auto-generated email will be send to agency
user.
4. When Agency user submits a request, HRS can see those requests and assign it to any
HRA.
5. HRA will start working on the request and normal workflow will start Assignment to
closing.
6. During the progress of request, if HRA/HRS has any query they will reach out Agency for
their query and can get a response over there in the system itself.
7. Comment box should be provided along with attachment on submitted request where
Agency or HRA/HRS can further communicate if required. An automated email will also
goes out from the system to the agency person when a comment is updated and from
agency person to HRA/HRS as well in case if agency person updated the comment.
8. There will be two types of request form: 1. Basic Request Form 2. Complete Request
Form.
9. For Basic Request form, attachment field is optional but should be there in the form.
10. For Complete Request form attachment field is mandatory field.
11. In case of Contract Request type, attachment is Mandatory Field so it will be treated as
Complete Request Form.
12. Attachment field is required for Request Type: Contracts, Freelancer, Joiner, Letter (not in
all action type), Payroll Actions (not in all action type), Mobility/Transfers.
13. There is a new request type added Mobility/Transfers.
14. For high Priority request they need to provide the justification in a comment box and the
date as well by which they want the request to get finished.
15. For request type Contract, Ptalent ID is not a Mandatory Field.
16. For Joiner request type, if agency person raised the request first time then Ptalent ID
should not be Mandatory Field.
17. Personal information like marital status, birth date etc. should be there in the attachment
and in some cases salary information also there.

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Common fields for Agency Request form are given below:

Field Name Mandatory Field

Requested By Yes
Agency Name Yes
Request Type Yes
Action Type Yes
Number of Transactions Yes
Employee Name Yes
PTalent Employee ID Yes
Priority Yes
Priority High Justification No
Priority High Required By date No
SLA Exception Yes
Comments No
Attachments No
 

Other Enhancements
1. HRA should have ability to update comment on completed request but completed date
will not be get updated.
2. Completed Date should be editable for HRS.
3. There should be a field on User Interface as well to identify which item is reactivated.
4. For migrating data from old system to new system, data on old system needs to be in
completed status. Request that are in completed status on old system can be migrated to
new system.
5. Excel export functionality required in Admin Dashboard for Agencies, Request Type and
Action Type tab.
6. Create a Box for Completed items, so they disappear from the Closing Box and be more
easy to navigate through pending actions for closing.
7. Add Review box in HRA dashboard so that HRA can view their own request.
8. HRA and HRS can see the column name or header while scrolling up and down in the
record section.
9. Change Column order: After ID it will show Request Type, Action Type, Phase, Status,
Priority and Due Date. After that, the remaining column will show.
10. Generate excel report commonly including all phases Execution, Revision and closing.
11. If due date missed in that case a dropdown will populate with values. One value should
be other, when HRA/HRS choose other then a comment box will appear where HRA/HRS
need to provide reason.
12. If a request is reactivated by agency then a comment box will appear where HRA/HRS
need to provide comment.
13. If a request is reactivated by HRA then a comment box will appear where HRA/HRS need
to provide comment.

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14. For Execution Phase add ‘On Hold’ value in Status drop down. There will be no changes in
workflow. This is just an additional field for HRA/HRS own usage or identification.

Business KPIs

 Filter by Agencies
 Filter by Received Date
 Filter by number of Agencies
 Filter by HRA
 Filter by Request Type
 Filter by Action Type
 Volume - Total volume of request
 Volume (Exceptions) - Total volume of Exceptional Request
 Volume by Action Type
 Volume by Compliance
 Percentage of SLA Compliance
 Volume by Agency
 Volume by Status
 Volume and Average TAT (Total) by priority
Newly Added KPIs
 Show cases that had to be reactivated by agency
 Show reasons why not compliant with SLA
 Allow to do three filters at the same time> Non-Compliant + Action Type + Reasons
 Allow to do three filters> Non-Compliant + Agency + Reasons
 Allow to do two filters> Compliant + Action Type
 Allow to do two filters> Compliant + Agency
 Include Expected TAT by item
 Show if performed By UK Team and CR Team (we will change the UK Transaction
Action Type and Classify it in the different Action Types nature)

Data Migration
1. All incomplete request needs to be in completed status on old system before migration.
2. Before migration we have take the sign off for down time on old system and new system.
3. Initially all completed request on old system needs to be migrated on UAT environment.
4. Then all new item needs to validated on UAT environment.
5. Once we have confirmation the data is migrated on UAT environment is correct.
6. Then finally, same steps will be followed and all data will be migrated from Old system to new
Production environment.

1.7 Non-Functional requirement

1. Work Force Management should be responsive so that it can be accessible on mobile
devices, tablets and surface
2. Work Force Management should be accessible on all browser like safari, chrome,
Internet Explorer, Mozilla Firefox and Microsoft Edge.

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3. Work Force Management should have security implemented. All the PIIs related
information should be encrypted.
4. Work Force Management system will be available 24X7 except during scheduled
maintenance hours.

1.8 Out of Scope:

1. Work Force Management should not access by External User.
2. Workflow for breach cases will be out of scope.No integration with any other tool.

1.9 Assumptions:
2. Support team is from Costa Rica Resources but request can come from any UK agency.
3. All users should have lion login credentials.
4. There will be no exact count available for volume of data reported monthly.

Appendix A: Revision History

Version
Date Author/Owner Description of Change
Number
0.1 13th June 2018 Tarique Anjum Initial Version

0.2 19th June 2018 Tarique Anjum Updated the documents as per Natalia
comments.
0.3 21st June 2018 Tarique Anjum Included 3 new Request Type and
Reactivate by Agency and Reactivate by
HRA in Phase 1
0.4 9th July 2018 Tarique Anjum Including requirement of Phase 2 in
which Agency Dashboard will be
delivered in August Release.
0.5 11th July 2018 Tarique Anjum Updated as per Natalia suggestion.

Appendix B: Approvers
Distribution List
Name Role Signature Date Version
Natalia Sanchez Director 0.5

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