SWR302 Se1760 G4 Final

SOFTWARE REQUIREMENT SPECIFICATION
<<HUMAN RESOURCE MANAGEMENT SYSTEM>>
Version 1.0 approved
Prepared by Nguyen Manh Duc
Nguyen Xuan Kien
Nguyen Van Xuan Vu
Dang Ngoc Khoa
Le Duc Anh
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– Hanoi, August 2023–
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Record of Changes
A*
Version Date In charge Change Description
M, D
V1.0 15/2
V1.0 16/2
*A - Added M - Modified D - Deleted
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Table of Contents
Record of Changes 2
I. Product Overview 5
1. Product Vision 5
2. Product Context 5
3. Major Features 6
4. User Requirements 6
4.1 Actors List 6
4.2 Use Cases 7
5. Assumptions & Dependencies 8
6. Limitations and Exclusions 8
7. Business Rules 8
II. Use Case Specifications 9
1. Order Meals Feature 9
1.1 Order a Meal 9
1.2 Change Meal Order 11
1.3 Cancel Meal Order 11
2. Meal Subscriptions Feature 11
2.1 Register for Payroll Deduction 11
2.2 <<Next Use Case Name..>> 12
3. <<Next Feature Name..>> 12
3.1 <<Use Case Name>> 12
3.2 … 12
III. Functional Requirements 13
1. System Functional Overview 13
1.1 Screens Flow 13
1.2 Screen Descriptions 13
1.3 Screen Authorization 13
1.4 Non-Screen Functions 14
1.5 Entity Relationship Diagram 14
2. <<Feature Name 1>> 14
2.1 <<Function Name 1>> 14
2.2 <<Function Name 2>> 15
2.3 <<Feature Name 2>> 15
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IV. Non-Functional Requirements 16
1. External Interfaces 16
2. Quality Attributes 16
2.1 Internal Attributes 16
2.2 External Attributes 16
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I. Product Overview
1. Product Vision
Our Human Resource Application, which benefits both businesses and individuals, sees a day
when simple HR administration completely changes how businesses develop and support
their employees. This advanced program offers a complete payroll, organizational structure,
and personnel information management solution, promoting effective cross-role
collaboration. Our program streamlines HR procedures, resulting in time savings and more
transparency, by providing an intuitive user interface that is compatible with several
platforms. Our mission is to contribute to a future where businesses prosper through
confident, effective, and motivated teams—all within the boundaries of practical expense
and resource considerations—based on the reality of changing labor dynamics and
organizational strategy.
2. Product Context
In which:
Administrator: Manages company information and user accounts. Establishes the
organizational structure of the company by adding, editing, or deleting departments and
defining relationships between them.
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HR Personnel: Manages all employee information, conducts monthly attendance tracking
using the attendance system, and generates salary details for employees. Send the salary
information to the manager for approval.
Accounting: Views salary information and prints payslips for employees to facilitate salary
payments.
Manager: Manages employee information within their assigned department, approves leave
applications submitted by employees.
Employee: Views personal information, salary details, and monthly salary history. Manages
leave requests, including adding, editing, or deleting requests.
Employee Communications Officer: Manages internal communications, including posting
news articles, comments, and votes on the internal news system.
Internal Systems: Includes the Attendance System, responsible for providing daily
check-in/check-out information, and the News System, managed by the Internal
Communication Officer, which allows posting and managing internal news articles.
3. Major Features
FE-01: Manage Employee Information: This feature focuses on the comprehensive
management of employee information within the HR Management System. Users,
particularly HR personnel and administrators, can efficiently handle details such as
employee ID, name, department, position, personal identification, and address.
FE-02: Salary Calculation and Management: This feature revolves around the calculation
and management of employee salaries, covering various components such as basic
salary, production bonuses, allowances, and deductions.
FE-03: Organisational Structure Management: This feature enables users to define and
maintain the organisational structure of the company.
4. User Requirements
4.1 Actors List
# Actor Description
Manages company information.
- Manages employee accounts.
1 Admin - Establishes the organisational structure of the company.
- Adds/Edits/Deletes departments and establishes relationships
between departments.
- Manages employee information.
HR (Human - Conducts monthly attendance tracking.
2
Resources) - Generates salary statements and submits for director's approval.
- Manages employee leave requests.
- Views employee salary information.
3 Accountant
- Prints salary statements for payroll processing.
4 Manager - Manages information for employees within their assigned
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department.
- Approves employee leave requests.
- Views personal information and salary details. - Checks monthly
5 Employee salary history.
- Manages leave requests (add/edit/delete, view).
Internal - Manages internal company news.
6 Communicatio - Posts articles and manages comments and votes from other
ns Officer employees.
Timekeeping
7 Provide daily employee check in/check out information
System
4.2 Use Cases
Admin
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1. Mock-up Add Employees
2. Mock-up Establish Relationships between Departments
HR
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Accountant
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3. Mock-up Collect Attendance Data:
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4. Mock-up Perform Payment:
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Manager
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1. Mock up Manager Employee Info
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2. Approve leave application
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Employee
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Mock-up Add Employee Profile:
Internal Communications Officer
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Mock-up Generate News Article:
Timekeeping System
In which:
ID Feature Use Case Description
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Admin can add new employees'
Manage accounts to the system and accounts'
01 Add Employees
Employees permission to access information due
to it’s role.
Manage Admin have the authority to delete
02 Delete Employees
Employees user accounts from the system.
Manage Allows admin to edit employees'
03 Update Employees
Employees accounts within the system
Amin can add new departments in the
Manage
04 Add departments system with basic informations about
departments
departments.
Manage Admin can delete departments in the
05 Delete departments
departments system.
Admin can update departments in the
Manage systems (ex: add employees in these
06 Update departments
departments departments, rename the
departments,..)
Establishes Admin can establish relationships
Manage
07 relationships between between departments in the system.
departments
departments.
HR can accurately calculate employee
Manage salary inside the company, taking into
08 Calculating Payroll
Employee Payroll account a number of different
standards.
HR can produce comprehensive reports
Manage Prepare Payroll that provide an in-depth overview of
09
Employee Payroll Report the payroll computations for a certain
time frame. .
HR can create a payroll report and
Manage Send Report to
10 forward it to the respective
Employee Payroll Manager
management for approval.
As a Manager, you have the authority
Manage Employees
11 Manager to oversee and manage comprehensive
Info
employee information.
Managers Have the capability to
update and modify employee
information as needed. This involves
Update Employees
12 Manager keeping abreast of any changes in
Info
personnel details, ensuring that the
records are current and reflective of
the latest developments.
Access to view employee information
13 Manager View Employees Info allows manager to stay informed about
the workforce under your supervision.
This involves assessing the validity of
14 Manager Approve Leave
requests, considering the impact on the
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team, and making informed decisions
that balance both individual needs and
organizational requirements.
The ability to view approved leave
provides manager with a
15 Manager View Approve Leave
comprehensive overview of the team's
availability.
In addition to approving leave,
manager can accept the approved
16 Manager Accept Approve Leave
leave and incorporate it into the team's
schedule.
As a Manager, you can allocate
17 Manager Assign Approve Leave approved leave in a way that minimizes
disruptions to workflow.
Identify salary period determines the
frequency and timing of employee
18 Accountant Identify salary period
salary payments, ensuring consistency
and compliance with labor regulations.
Collecting attendance data involves
19 Collect attendance recording and compiling information on
Accountant
data employee presence and absence during
scheduled work hours.
Applying a salary calculation formula
involves utilizing predefined algorithms
Apply salary to compute employee compensation
20 Accountant
calculation formula based on various factors such as hours
worked, overtime, bonuses,
deductions, and applicable rates.
Verifying calculation involves reviewing
the results of the salary computation
21 Accountant Verify calculation process to ensure accuracy and
compliance with established standards
and regulations.
Storing calculation results involves
Store calculation securely archiving the outcomes of
22 Accountant
results salary computations for each
employee.
Recording payment involves
documenting the disbursement of
23 Accountant Record payment
salaries or wages to employees after
the completion of the payroll process.
Identifying payment method entails
determining the manner in which
Identify payment employee salaries or wages are
24 Accountant
method disbursed, whether through direct
deposit, physical checks, electronic
transfers, or other means.
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Performing payment involves executing
the process of transferring funds to
25 Accountant Perform payment
employees according to their salary or
wage entitlements.
Preparing payment method involves
Prepare payment selecting and setting up the
26 Accountant
method appropriate means by which employee
salaries or wages will be disbursed.
4.3 Roles and Permission
Internal
Timekeep
H Accountan Manage Communi
Function Admin Employee ing
R t r cations
System
Officer
Log in x x x x x x
Add Employees X x x
Delete Employees x x x
Update
x x
Employees X
View Employees x x x x x
Add departments X
Delete
departments x
Update
departments x
Establishes
relationships
x
between
departments. x
Calculating
x x
Payroll
Prepare Payroll
x x
Report
Add Leave
x
Request
Edit Leave
x
Request
Delete Leave
x
Request
View Leave
x x
Request
Send Report to
x
Manager
Approve Leave x
View Approve
x x
Leave
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Accept Approve
x
Leave
Assign Approve
x
Leave
Identify salary
x x
period
Collect attendance
x
data
Apply salary
calculation x x
formula
Verify calculation x x
Store calculation
x x
results
Record payment x x
Identify payment
x
method
Perform payment x
Prepare payment
x
method
Add News
x
Articles
Update News
x
Articles
Delete News
x
Articles
View News
x x x x x
Articles x
Comment News
x x x x x
Articles x
Report News
x x x x x
Articles x
Record
x
Attendance
5. Assumptions & Dependencies
AS (System Assumptions):
AS-1: The system will have a user-friendly interface that is easy to use for all employees,
including those with limited computer experience.
AS-2: The system will integrate with other relevant systems, such as payroll and timekeeping
systems.
AS-3: The system will have high security and comply with data privacy regulations.
AS-4: The system will be scalable to meet the organization's future growth needs.
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DE (Data Assumptions):
DE-1: Accurate and complete employee data will be entered into the system.
DE-2: Employee data will be updated promptly in accordance with changes in the
organization.
CT (Technology Assumptions):
CT-1: The system will be built on a stable and reliable technology platform.
CT-2: The system will be accessible on the organization's existing IT infrastructure.
CT-3: Employees will be adequately trained on how to use the new system.
PR (Project Assumptions):
PR-1: The project will be completed within the planned timeframe and budget.
PR-2: Key stakeholders will be involved in the system development and implementation
process.
PR-3: The project will follow approved project management processes.
6. Limitations and Exclusions

● Third-Party Integration: While the application may support integration with other
systems, it may not support all third-party systems or may require additional
development effort for specific integrations.
● Customization: The application may not support extensive customization options,

such as custom fields or workflows, beyond what is already built into the system.
● Advanced Reporting and Analytics: While the application may support basic reporting
and analytics, it may not include advanced features like predictive analytics or
machine learning algorithms.
● Compliance with Specific Regulations: While the application may be designed to be

compliant with general regulations like GDPR, it may not be specifically tailored to
comply with all industry-specific regulations or standards.
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● Mobile Compatibility: While the application may be compatible with mobile devices,
it may not provide a fully optimized mobile experience or support all mobile
platforms.
● User Interface Customization: While the application may provide a user-friendly

interface, it may not support extensive customization of the user interface or
branding.
● Scalability and Performance: While the application may be designed to be scalable

and performant, it may not be able to handle extremely large volumes of data or
transactions without additional optimization.
● Security: While the application may be designed to be secure, it may not include
advanced security features like multi-factor authentication or encryption of sensitive
data.
● Support and Maintenance: While the application may include basic support and
maintenance, it may not include extensive support options like 24/7 support or
dedicated account management.
● Training and Documentation: While the application may include basic training and
documentation, it may not include extensive training materials or user guides.
7. Business Rules
BR-ID Category Rule Definition

Each employee belongs to only one department.
BR-01 Constraints
BR-02 Employees must log in to access the system.
Constraints
BR-03 Only administrators have the right to add, edit, or delete
Facts
information about departments and their relationships.
BR-04 Each employee can only view information about themselves
Facts
and information within the scope of their department.
BR-05 Leave requests must be approved by the department
Constraints
manager before being accepted.
BR-06 Employee salaries are calculated based on the provided
Computations
formula, including basic salary and other allowances.
BR-07 The history of salary and leave changes for employees must
Facts
be recorded and stored in the system.
BR-08 User passwords must be encrypted before being stored in
Constraints
the database.
BR-09 Facts Only employees have access to their own data and are not
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allowed to access data of other employees.
If an employee takes unpaid leave, the salary deduction is
BR-10 Computations calculated based on the number of days absent and total
working days in the month.
The number of days of leave for employees is calculated
BR-11 Computations based on the regulations each year and accumulates until the
end of March the following year.
If an employee takes continuous leave for more than 3 days,
the leave request must be approved by the department
BR-12 Constraints
manager and the administrator and must be sent before 3
days
BR-13
Computations Leave requests can be compensated for after the leave days.
II. Use Case Specifications

1. Add Employee's Account
ID and Name: FE-01 Add Employee's Account
Nguyễn Văn Xuân
Created By: Date Created: 1/18/24
Vũ
Database Management
Primary Actor: Admin Secondary Actors:
System
The system administrator is responsible for adding a new employee's
account to the system. This involves creating a user profile, assigning
Description:
login credentials, and configuring access rights based on the
employee's role and responsibilities.
Trigger: Decision to add a new employee to the organization.
PRE-1. The system administrator is logged into the system.
Preconditions: PRE-2. The employee's profile information has been added to the
system.
POST-1. The employee has an active user account with login
credentials.
Postconditions: POST-2. The employee's access rights are configured based on their
role.
1.0 Add Employee's Account

1.1 The system administrator selects the function to add a
new employee's account.
1.2 The system prompts the administrator to select the
employee from the existing profiles.
Normal Flow: 1.3 The system auto-populates basic user information from
the employee's profile.
1.4 The system prompts the administrator to set login
credentials (username and temporary password).
1.5 The administrator assigns the employee to specific user
roles (e.g., employee, manager, admin).
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ID and Name: FE-01 Add Employee's Account
1.6 The administrator configures access rights for the
employee based on their role.
1.7 The system generates a notification to inform the
employee about their new account.
1.1. Add New Employee Profile
1.1.1 The employee profile manager selects the function to add a

Alternative Flows: new employee profile.
1.1.2 Enter basic information for the new employee profile (name,
date of birth, address, etc.).
1.1.3 Saves the information and goes back to the list of employees.
1.0.E1 Employee Profile Not Found
E1.1 The system notifies the administrator that the selected
employee's profile does not exist.
E1.2 The administrator is prompted to add the employee's
profile before proceeding.
Exceptions:
1.0.E2 Login Credentials Error
E2.1 If there is an issue setting login credentials, the system
provides an error message.
E2.2 The administrator corrects the credentials and resubmits
the form.
Priority: High
Frequency of Use: High
Business Rules: BR-1, BR-2, BR-3, BR-4, BR-13
Other
None
Information:
The system ensures secure transmission and storage of login
credentials.
Assumptions:
The system administrator has the necessary permissions to add
employee accounts.
2. Establish Relationships between Departments
ID and Name: FE-02 Establish Relationships between Departments

Nguyễn Văn Xuân
Vũ
Database Management
Primary Actor: Admin Secondary Actors:
System
The system administrator has the capability to establish and manage
relationships between different departments within the organization.
Description:
This involves defining reporting structures, communication channels,
or any other dependencies that need to be formalized.
Creation of a new department, organizational restructuring, or
Trigger:
changes in reporting relationships.
Preconditions: PRE-1. The system administrator is logged into the system.
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PRE-2. The organization has at least two existing departments.
POST-1. Relationships between departments are established and
updated in the system.
Postconditions:
POST-2. Notifications are sent to relevant department managers
about changes in relationships.
1.0 Admin Establish Relationships between Departments
1.1 The system administrator selects the function to manage
department relationships.
1.2 The system displays a list of existing departments.
1.3 The administrator selects two or more departments to
establish relationships.
1.4 The system provides options to define the type of
Normal Flow:
relationship (e.g., reporting, collaboration).
1.5 The administrator specifies the nature of the relationship
and any additional details.
1.6 The system updates the relationship information for the
selected departments.
1.7 Notifications are triggered to inform relevant department
managers about the established relationships.
1.0.A1 Modify Existing Relationship
A1. If the administrator chooses to modify an existing relationship:
1.1 The system displays a list of current relationships for the selected
departments.
1.2 The administrator selects the relationship to modify.
1.3 The administrator updates the relationship parameters.
1.4 The system saves the modified relationship information.
managers about the updated relationship.
1.0.A2 Remove Relationship
A2. If the administrator decides to remove an

Alternative Flows:
existing relationship:
1.1 The system displays a list of current relationships for the selected
departments.
1.2 The administrator selects the relationship to remove.
1.3 The system prompts the administrator for confirmation.
1.4 The administrator confirms the removal.
1.5 The system updates the relationship information by removing the
selected relationship.
managers about the removed relationship.
1.0.E1 Invalid Department Selection

Exceptions:
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E1.1 If the administrator attempts to establish relationships for
non-existing departments, the system displays an error message.
E1.2 The administrator corrects the selection and resubmits the
form.
1.0.E2 Relationship Conflict
E2.1 If there is a conflict in the specified relationship (e.g., circular

relationships), the system alerts the administrator.
E2.2 The administrator adjusts the relationship parameters to resolve
the conflict.
Priority: Medium
Frequency of Use: Occasional, based on organisational changes.
Business Rules: BR-3, BR-5.
The system ensures that changes in department relationships do not
violate company policies or industry regulations.
Other
The administrator may need to coordinate with department
Information:
managers to gather input on relationship definitions.
The system administrator has the necessary permissions to modify

department relationships.
Assumptions:
The organisation follows a hierarchical or matrix structure where
relationships between departments are meaningful.
3. Manage Employee Information
ID and Name: FE-03 Manage Employee Information
Created By: Nguyễn Mạnh Đức Date Created: 1/21/24
Secondary
Primary Actor: Manager
Actors:
This use case allows Manager to manage employee information,

Description: including adding new records, updating details, and associating
employees with departments and positions.
Trigger: Manager needs to manage employee information.
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PRE-1. The employee profile manager has logged into the system.
Preconditions: PRE-2. The employee profile manager has the access rights to
manage employee information.
POST-1. Employee profile information has been added, modified,

Postconditions: or deleted from the system.
POST-2. The employee profile database has been updated.
1.0 Employee Profile Management

1.1 The employee profile manager selects the employee profile
management function.
1.2 The system displays the current list of employees.
Normal Flow: 1.3 The employee profile manager selects an employee to view
details or edit information.
1.4 The employee profile manager makes necessary changes (e.g.,
updates address, deletes identification information).
1.5 The employee profile manager saves the changes.
1.1 Add New Employee Profile

1.1.1 The employee profile manager selects the function to add a
new employee profile.
Alternative Flows: 1.1.2 Enter basic information for the new employee profile
(name, date of birth, address, etc.).
1.1.3 Saves the information and goes back to the list of
employees.
1.1.E1 Unable to Access Employee List

1. The system notifies the employee profile manager that access
to the employee list is not possible.
Exceptions: 2a. If it's a technical error, the employee profile manager reports
it to the technical support department.
2b. If it's an access rights error, the employee profile manager
checks their access rights.
Priority: High
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Business Rules: BR-1, BR-2, BR-3, BR-4
Other Information: None
- Users have the necessary credentials.

Assumptions:
- The system is operational and accessible.
4. Approve Leave Applications
ID and Name: FE-04 Approve Leave Applications
Date
Created By: Nguyễn Mạnh Đức 1/21/24
Created:
Secondary Leave Application

Primary Actor: Manager
Actors: Reviewer
The manager reviews and approves leave applications, with the

Description:
option to assign someone else for review.
Decision of the manager to approve or reject a leave application.

Trigger:
Manager is logged into the system. Leave applications are

Preconditions:
submitted by employees.
Leave application status is updated, and if assigned to another

Postconditions:
user, routed to the assigned reviewer for further action.
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1.0 Leave Application Approval
1.1 Manager logs into the system.
1.2 Navigates to the leave application approval section.
Normal Flow: 1.3 Reviews pending leave applications.
1.4 Approves or rejects the leave application.
1.5 Optionally assigns another user to review the application.
1.6 Saves changes.
Alternative Flows: None
If an issue occurs while approving or rejecting the application, an

Exceptions: error message is displayed, and the manager is prompted to
correct the information.
Priority: High
Frequency of Use: Moderate
Business Rules: BR-5, BR-14
The system ensures that the manager can only access and
Assumptions: manage leave applications of employees within their
authorization.
5. Calculating Payroll
ID and Name: FE-05 Calculating Payroll

Created By: Lê Đức Anh Date Created: 1/18/24
Primary Actor: HR Secondary Actors:
Description: HR calculate payroll of employee according to timekeeper system
Trigger: End of Pay Period or Pay Cycle
PRE-1. The HR user has successfully logged into the system.
Preconditions: PRE-2. The timekeeping system has accurate and up-to-date records
of employee attendance
POST-1. Payroll for the specified period is accurately calculated.
POST-2. Detailed payroll reports are generated and stored for future
Postconditions:
reference.
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ID and Name: FE-05 Calculating Payroll
1.1 The HR retrieves essential data for each employee, including
basic salary, business production-related earnings, additional
allowances (if any), insurance deductions, income tax, union fees,
and any outstanding debts.
1.2 The system applies the provided formula to calculate the total
salary for each employee.
Normal Flow: 1.3 The HR system records the calculated salary, along with a
breakdown of each component, for each employee..
1.4 The system generates payroll reports, providing detailed
information about each employee's salary components, deductions,
and the overall financial impact on the organization.
1.5 The system sends the payroll report to the Manager for validation
before it is distributed to employees.
1. If an employee is fired during the pay period: Prorate the

salary for the days worked in the month and handle any final
payments or deductions.
2. If there are late submissions or corrections to employee data:
Alternative Flows: Recalculate payroll for affected employees with the updated
or corrected information.
3. If errors are identified in previous payroll transactions:
Correct errors in the payroll calculation and adjust
subsequent payments accordingly.
If there are mistakes in attendance records, the HR user reviews and

works with the timekeeping system administrator to fix them. If
there are updates to company policies or payroll-related regulations,
Exceptions: the HR user updates the system and informs relevant stakeholders. In
unique cases not covered by standard payroll calculations, the HR
user manually adjusts the payroll, documenting the reasons for the
changes.
Priority: High
Business Rules: BR-1, BR-2, BR-3, BR-4, BR-11, BR-12, BR-33
Other
None
Information:
Assumptions:
6.Update Employee Information
ID and Name: FE-06 Update Employee Information

Created By: Lê Đức Anh Date Created: 1/18/24
Primary Actor: HR Secondary Actors: Employee
Human Resources (HR) user updates the information of existing
Description:
employees
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HR user decisions in response to events such as changes in employee
Trigger:
details, regular maintenance, system alerts, or employee requests.
PRE-1. The HR user has successfully logged into the system.
Preconditions:
POST-1. Existing employee information is updated with the latest

changes.
Postconditions:
POST-2.The HR user receives confirmation of successful additions and
updates.
Update Employee's Information

1. Searches for the existing employee whose information needs
updating and selects the employee record to be updated.
2. Makes necessary changes to employee information, such as
position, department, contact details, or any other relevant
Normal Flow:
data.
3. Saves the updated employee information, reviews the
changes made to ensure accuracy and confirms the updates
to apply the changes permanently.
Error in Entered Data during Updating Employee Information
○ The HR user identifies errors in entered data during

the process.
○ System generates a notification highlighting data
errors.
Alternative Flows:
○ HR users receive a prompt to correct the identified
errors.
○ HR user revisits fields, corrects errors, and proceeds.
○ System re-verifies, prompts for confirmation, and
saves corrected data.
○ HR user continues with a regular flow of adding or
updating employee information.
In case of sensitive information updates (e.g., salary adjustments):,
the HR user may need to follow additional authorization steps or
Exceptions:
seek managerial approval before finalizing the changes.
Priority: High
Other
None
Information:
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Assumptions:
7. Add Personal Profile
ID and Name: FE-07 Add Personal Profile
Created By: Đặng Ngọc Khoa Date Created: 1/18/24
Primary Actor: Employee Secondary Actors:
The Employee adds their personal profile information in the

Description: system, including basic personal details, contact information, and
emergency contacts.
Trigger: The Employee needs to add their personal profile information.
PRE-1. The Employee has successfully logged into the system.

Preconditions: PRE-2. The Employee has the access rights to add or update
personal profile information.
POST-1. Personal profile information is successfully added or

Postconditions:
updated in the system.
1.0 Add Personal Profile

1.1 The Employee selects the option to add or update personal
profile information.
1.2 The system displays the form for entering personal profile
details.
Normal Flow:
1.3 The Employee enters or updates their personal details,
contact information, and emergency contacts.
1.4 The Employee confirms the entered information.
1.5 The system validates the entered information.
1.6 The system saves the updated personal profile information.
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Exceptions: None
Priority: High
Frequency of Use: As needed
Business Rules: BR-2, BR-3, BR-4, BR-8, BR-9
-The Employee is authorized to add or update their personal

-The system ensures data accuracy and security for personal
Assumptions:
-The Employee is familiar with the data entry format and
requirements for personal profile information.
8. View Monthly Salary History
ID and Name: FE-10 View Monthly Salary History
The Employee accesses the system to view the history of their

Description:
monthly salary, including details such as the amount and date.
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Decision of the employee to view their own monthly salary
Trigger:
history.
PRE-1. Employees have successfully logged into the system.

Preconditions: PRE-2. The Employee has access rights to view their own monthly
salary history.
Postconditions: POST-1. The employee views their monthly salary history.
1.0 View Monthly Salary History

1.1 The employee selects the view monthly salary history
Normal Flow: function.
1.2 The system displays the monthly salary history of the
employee.
Exceptions: None
Priority: Medium
Frequency of Use: Monthly
Assumptions: Employees only can view their own monthly salary.
9. Add leave request
ID and Name: FE-11 Add leave request
Page | 38
The employee submits a leave request to the system, specifying

Description:
the start date, end date, and reason for leave
Trigger: Decision of the employee to request leave.
Preconditions: PRE-1. Employees have successfully logged into the system.
Postconditions: POST-1. The leave request is added to the system
1.0 Add Leave Request

1.1 The Employee selects the "Add Leave Request" function.
1.2 The system prompts the Employee to enter the leave details
(start date, end date, reason).
Normal Flow:
1.3 The Employee enters the leave details.
1.4 The Employee submits the leave request.
1.5 The system confirms the successful submission of the leave
request.
Exceptions: None
Priority: High
Frequency of Use: Everyday
Page | 39
Assumptions: Employees can add leave requests.
10. Edit leave request
ID and Name: FE-12 Edit leave request
The employee accesses the system to edit a previously submitted

Description: leave request, making changes to the start date, end date, or
reason.
Trigger: Decision of the employee to edit their leave request.
PRE-1. The employee has logged into the system.

Preconditions:
PRE-2. The leave request is in an editable state.
Postconditions: POST-1. The leave request is updated in the system.
1.0 Edit Leave Request

1.1 The Employee selects the "Edit Leave Request" function.
1.2 The system displays the details of the previously submitted
Normal Flow: leave request.
1.3 The Employee makes necessary changes to the leave request
(start date, end date, reason).
1.4 The Employee saves the changes.
Page | 40
1.5 The system confirms the successful update of the leave
request.
1.1.E1 Unable to Edit Leave Request

1.1.1 The system notifies the Employee that editing the leave
request is not possible.
Exceptions: 1.1.2 If it's a technical error, the Employee reports it to the
technical support department.
1.1.3 If it's an access rights error, the Employee checks their access
rights.
Priority: High
Frequency of Use: Everyday
Assumptions: Employees can edit leave requests.
11. Delete leave request
ID and Name: FE-13 Delete leave request
Page | 41
The employee accesses the system to delete a previously
Description:
submitted leave request.
Trigger: Decision of the employee to cancel their leave request.
PRE-1. The employee has logged into the system.

Preconditions:
PRE-2. The leave request is in a cancellable state.
Postconditions: POST-1. The leave request is removed from the system.
1.0 Delete Leave Request

1.1 The Employee selects the "Delete Leave Request" function.
1.2 The system prompts the Employee to confirm the deletion.
Normal Flow: 1.3 The Employee confirms the deletion.
1.4 The system removes the leave request from the system.
1.5 The system confirms the successful deletion of the leave
request.
1.1.E1 Unable to Delete Leave Request

1.1.1 The system notifies the Employee that deleting the leave
request is not possible.
1.1.3 If it's an access rights error, the Employee checks their
access rights.
Priority: High
Frequency of Use: Low
Page | 42
Assumptions: Employees can edit leave requests.
12. View leave request
ID and Name: FE-14 View leave request
The employee accesses the system to view details of their

Description: submitted leave requests, including status and approval/rejection
comments.
Trigger: Decision of the employee to view their own leave requests.
Preconditions: PRE-1. The employee has logged into the system.
Postconditions: POST-1. The employee views details of their leave requests.
1.0 View Leave Request

Normal Flow: 1.1 The employee selects the view leave request function.
1.2 The system displays the details of their leave requests.
Page | 43
1.1.E1 Unable to View Leave Requests
1.1.1 The system notifies the Employee that viewing the leave
requests is not possible.
1.1.3 If it's an access rights error, the Employee checks their
access rights.
Priority: High
Assumptions: Employees can view leave requests.
13. Calculate Salary
ID and Name: FE-16 Calculate Salary
Created By: Nguyễn Xuân Kiên Date Created: 1/18/24
Secondary
Primary Actor: Accountant None
Actors:
The Accountant accesses the Payroll System, identifies the salary

period for which salaries need to be calculated, collects attendance
Description: data, applies the predefined salary calculation formula, verifies the
calculation results, and stores the calculation results for
record-keeping purposes.
Page | 44
Trigger: The Accountant initiates the salary calculation process.
PRE-1. The Accountant is logged into the Payroll System.

Preconditions: PRE-2. Attendance data for the specified salary period is
available.
POST-1. Salary calculation results are stored in the Payroll

System.
Postconditions:
POST-2. Payment records are updated with the calculated salary
amounts.
1.0 NF1 Calculate Salary
1.1 Accountant accesses the Payroll System.
1.2 Accountant identifies the salary period for which salaries need
to be calculated.
1.3 Accountant collects attendance data for employees for the

Normal Flow: specified period.
1.4 Accountant applies the predefined salary calculation formula

to calculate salaries for each employee.
1.5 Accountant verifies the accuracy of the salary calculations.
1.6 Accountant stores the calculated salary amounts in the Payroll

System.
1.0 AF1 Adjust Salary Calculation
1.1. Accountant identifies discrepancies in attendance data or

salary calculation formula.
Alternative Flows:
1.2. Accountant adjusts attendance data or salary calculation
formula accordingly.
1.3. Return to step 4 of the normal flow.
Page | 45
1.0.E1 System Unavailability
1.1. The Payroll System is temporarily unavailable.
1.2. Accountant is unable to access the system.
1.3. Accountant retries accessing the system at a later time.

Exceptions: 2.0.E2 Data Error
2.1. Attendance data for the specified period contains errors or is

incomplete.
2.2. Accountant rectifies the errors in the attendance data.
Priority: High
Assumptions: Assume that attendance data provided is accurate and complete.
14. Record Payment
ID and Name: FE-17 Record Payment
Nguyễn Xuân
Kiên
Page | 46
Secondary
Primary Actor: Accountant None
Actors:
The Accountant records the payment details after

processing the salary payment for employees. This
Description: includes identifying the payment method, preparing the
payment method (e.g., cash, transfer), performing the
payment, and updating payment records.
The Accountant initiates the payment recording process

Trigger:
after processing the salary payment.
PRE-1. The Accountant has successfully processed the

Preconditions:
salary payment.
POST-1. Payment records are updated with the details of

Postconditions:
the completed payment.
1.0 NF1 Record Payment
1.1 Accountant identifies the payment method used for

salary payment.
1.2 Accountant prepares the payment method

Normal Flow: accordingly (e.g., prepares cash, initiates bank transfer).
1.3 Accountant performs the payment process.
1.4 Accountant updates the payment records with details

of the completed payment (e.g., transaction ID, payment
date).
Page | 47
1.0 AF1 Payment Adjustment
1.1. Accountant identifies errors in the payment process

Alternative (e.g., incorrect payment amount, wrong payment
Flows: method).
1.2. Accountant adjusts the payment details accordingly.
1.0 E1 Payment Failure
1.1. The payment process fails due to technical issues or

insufficient funds.
Exceptions: 1.2. Accountant retries the payment process or selects an
alternative payment method.
1.3. If payment cannot be completed, inform relevant

parties and seek resolution.
Priority: High
Frequency of
Regularly
Use:
Other
None
Information:
Assume that the payment method chosen by the

Assumptions: Accountant is appropriate and valid for the salary
payment.
Page | 48
15. View News Articles
ID and Name: FE-19 View News Articles
Internal
Primary Actor: Communication Secondary Actors: None
Officer
Internal Communication Officer views the news articles available

Description:
in the system.
Trigger: Internal Communication Officer needs to view news articles.
PRE-1. Internal Communication has successfully logged into the

system.
Preconditions:
PRE-2. Internal Communication has access rights to view news
articles.
POST-1. Internal Communication successfully views the news

Postconditions:
articles in the system.
1.0 View News Articles

1.1 Internal Communication selects the option to view news
Normal Flow: articles.
1.2 The system displays the list of available news articles.
1.3 Internal Communication browses through the news articles.
Exceptions: None
Page | 49
Priority: High
Frequency of Use: As needed
Business Rules: BR-02, BR-04, BR-09
The news articles available in the system are up-to-date and

Assumptions: relevant to Internal Communication's interests and
responsibilities.
16. Comment on News Articles
ID and Name: FE-20 Comment on News Articles
Internal
Officer
Internal Communication comments on news articles available in

Description:
the system.
Trigger: Internal Communication needs to comment on news articles.

system.
Preconditions:
PRE-2. Internal Communication has access rights to comment on
news articles.
Page | 50
POST-1. Internal Communication successfully comments on the
Postconditions:
selected news article.
1.0 Comment on News Articles

1.1 Internal Communication selects the news article they want to
comment on.
Normal Flow:
1.2 Internal Communication enters their comment in the provided
text field.
1.3 Internal Communication submits the comment.
Exceptions: None
Priority: High
Frequency of Use: Regularly
Internal Communications comments are relevant and contribute

Assumptions:
positively to the discussion on the news articles.
17. Vote on News Articles
ID and Name: FE-21 Vote on News Articles
Page | 51
Internal
Officer
Internal Communication votes on news articles available in the

Description:
system.
Trigger: Internal Communication needs to vote on news articles.

system.
Preconditions:
PRE-2. Internal Communication has access rights to vote on news
articles.
POST-1. Internal Communication successfully votes on the

Postconditions:
selected news article.
1.0 Vote on News Articles

Normal Flow: vote on.
1.2 Internal Communication submits their vote (like, thumbs up,
etc.).
Exceptions: None
Priority: High
Frequency of Use: Regularly
Page | 52
Internal Communications votes accurately represent their opinion

Assumptions:
on the quality and relevance of the news articles.
18. Delete News Articles
ID and Name: FE-22 Delete News Articles
Internal
Officer
Internal Communication deletes news articles available in the

Description:
system.
Trigger: Internal Communication needs to delete news articles.

system.
Preconditions:
PRE-2. Internal Communication has access rights to delete news
articles.
POST-1. The selected news article is successfully deleted from the

Postconditions:
system.
1.0 Delete News Articles

Normal Flow:
delete.
1.2 Internal Communication confirms the deletion action.
Page | 53
Exceptions: None
Priority: High
Frequency of Use: Occasionally
Internal Communication has the authority to delete news articles

Assumptions:
and does so responsibly, considering the impact on other users.
19. Add News Articles
ID and Name: FE-23 Add News Articles
Internal
Officer
Description: Internal Communication adds new news articles to the system.
Trigger: Internal Communication needs to add news articles.
Page | 54
system.
Preconditions:
PRE-2. Internal Communication has access rights to add news
articles.
Postconditions: POST-1. The new news article is successfully added to the system.
1.0 Add News Articles

1.1 Internal Communication selects the option to add a new news
article.
Normal Flow:
1.2 Internal Communication fills out the required fields for the
news article (title, content, etc.).
1.3 Internal Communication submits the new news article.
Exceptions: None
Priority: High
Internal Communication adds news articles that align with the

Assumptions:
company's communication goals and standards.
20. Update News Articles
ID and Name: FE-24 Update News Articles
Page | 55
Internal
Officer
Internal Communication updates existing news articles in the

Description:
system.
Trigger: Internal Communication needs to update news articles.

system.
Preconditions:
PRE-2. Internal Communication has access rights to update news
articles.
POST-1. The selected news article is successfully updated in the

Postconditions:
system.
1.0 Update News Articles

update.
Normal Flow:
1.2 Internal Communication makes the necessary changes to the
news article.
1.3 Internal Communication submits the updated news article.
Exceptions: None
Priority: High
Page | 56
Internal Communication updates news articles to ensure they

Assumptions:
remain accurate and relevant to the audience.
III. Functional Requirements

1. System Functional Overview
1.1 Screens Flow
1.2 Screen Descriptions
# Feature Screen Description

Admin enters employee information like name,
1 Add email, password, and assigns a role with specific
Admin Employees access permissions.
Page | 57
Admin confirms the deletion and understands the
2 Delete consequences of removing access and data
Admin Employees associated with the account.
Update Admin can modify details like contact information,
3
Admin Employees job title, or department affiliation.
Add Admin enters basic department information like
4
Admin Departments name and description (optional).
Delete Admin confirms the deletion and understands the
5
Admin Departments impact on associated employees and data.
Update Admin can modify details like department name,
6
Admin Departments description, or assign employees to the department.
Calculating The system considers factors like hours worked,
7
HR Payroll overtime, bonuses, deductions, and applicable rates.
Prepare The report might include individual employee
8
HR Payroll Report details, salary breakdown, and total payroll costs
Manage Managers can access details like contact
9 Employees information, job title, department affiliation, and
Manager Info other relevant data.
Update Managers can update details like contact
10 Employees information, ensuring records are accurate and
Manager Info reflect recent changes.
1.3 Non-Screen Functions
System
# Feature Description
Function
Automatic procedure carried out on predetermined
Data timetables to ensure consistency and synchronise
Synchronisation employee data between the HR system and other
databases or systems.
Batch/Cron
1 Scheduled job in charge of finding and eliminating
Job
unnecessary or redundant records from the HR
Data Cleanup system, as well as enhancing system performance
and data storage.
Constant background service that ensures customers

Real-time are immediately informed of important events such
Notifications leave approvals, by sending them push alerts in real
time.
Background services verify personnel data on a
2 Service Data Integrity
regular basis to spot irregularities and fix them,
Checks
maintaining data accuracy.
Authentication preserving the security and integrity of the HR
and system through continuous service monitoring and
Authorization user access control enforcement.
Page | 58
API endpoints allowing external applications to
Data Retrieval
API securely retrieve or update employee information
and Update
(Application within the HR system.
3
Programming Integration with API enables data sharing by providing smooth
Interface) Third-Party contact between the HR system and other solutions
Systems like payroll processors or timekeeping systems.
Process that is scheduled to provide data resilience
Regular Backups by backing up important HR system data, such as
Data Backup personnel records, configurations, and logs.
4
and Restore the ability to recover from data loss or corruption
Point-in-Time
problems by restoring the HR system to a certain
Restoration
point in time.
1.4 Entity Relationship Diagram
Entities Description
# Entity Description
Page | 59
Contains details about individual employees, such as
1 Employee employee ID, name, department, position, date of birth,
CCCD, and current address.
Tracks employee attendance with attributes like attendance
2 Attendance
ID, employee ID, check-in time, check-out time, and date.
Represents information about the company, including its
3 Company name, taxCode, address, and details of the legal
representative
Describes the organisational structure with
4 Department department-specific details such as department ID,
department name, and parent department ID.
Represents job positions within the company, including
5 Job Position
position ID and position name.
Stores user account details for the application, including
6 Account account ID, username, password, associated employee ID,
and role ID.
Captures salary-related information for employees, including
basic salary, production/business bonus, other allowances,
7 Employee Salary
social insurance, unemployment insurance, union fee,
workdays, leave days, and remaining leave days.
Manages internal news articles with attributes such as news
8 News
ID, title, content, posted date, and posted by.
Captures information about dependents of employees,
9 Dependent including dependent ID, dependent name, relationship, and
associated employee ID.
1.5 Data Dictionary
Composition
Data Element Description Length Values
or Data Type
Company Information
The name of the

Company Name Text Varies
company
Page | 60
Tax identification
Tax ID Text Varies
number of the company
Geography address of
Address Text Varies
the company
Name of the legal

Legal
representative of the Text Varies
Representative
company
Employee Information
Employee ID Unique identifier for an System-generated

Integer 8
employee sequential integer
Employee Name Full name of the

Text Varies
employee
Department Department in which

Text Varies
the employee works
Position Position held by the

Text Varies
employee
Work Location Physical location where

Text Varies
the employee works
Date of Birth Date of birth of the MM/DD/YYY

10
employee Y
ID Card
Number/Issue Identification card
Date/Place of number, issue date, and Text Varies
Issue place of issue
Page | 61
Current residential
Current Address address of the Text Varies
employee
Salary Information
Basic salary of the

Basic Salary String 10
employee
Bonus based on
Production
production String 10
Bonus
performance
Other Additional allowances

Text Varies
Allowances for the employee
Number of dependents
Dependents Integer 2
for the employee
Social insurance
Social Insurance amount for the String 10
employee
Unemployment
Unemployment
insurance amount for String 10
Insurance
the employee
Union fee deducted

Union Fee from the employee's String 10
salary
Number of days worked

Days Worked Integer 2
in the month
Number of days of paid

Paid Leave Days leave taken by the Integer 2
employee
Number of days of
Unpaid Leave
unpaid leave taken by Integer 2
Days
the employee
Page | 62
Number of remaining
Remaining Leave
leave days for the Integer 2
Days
employee
Organizational Structure
Unique identifier for a System-generated

Department ID Integer 8
department sequential integer
Department Name of the

Text Varies
Name department
ID of the department
Under System-generated
this department reports Integer 8
Supervision of sequential integer
to
News Management System
Title Title of the news article Text Varies
Content Content of the news

Text Varies
article
Date the news article MM/DD/YYY

Date Published 10
was published Y
Name of the person

Published By
who published the Text Varies
news article
Comments Comments on the news

Text Varies
article
Votes received on the

Votes Integer 8
news article
Page | 63
IV. Non-Functional Requirements
1. External Interfaces
# Interfaces
1 User Interfaces 1. Web Interface: The system will feature a user-friendly

web interface accessible via standard web browsers.
Users can access all system functionalities, input data,
view reports, and manage employee information
through this interface.
2. Mobile Application Interface: Optionally, a mobile
application interface will be developed for iOS and
Android devices. This interface will offer similar
functionality to the web interface but optimised for
smaller screens, allowing users to access the system
on the go.
2 Integration Interfaces 1. The system should be able to integrate with existing

HR systems or databases to import employee data.
2. Integration with email systems for notifications and
communication purposes.
3. Integration with third-party payroll systems for
seamless salary processing.
3 Hardware Interfaces 1. Biometric Devices Integration: The system will

integrate with biometric devices such as fingerprint
scanners or facial recognition systems for employee
check-in/check-out. These devices will provide
real-time attendance data to the system.
2. Card Readers Integration: Optionally, the system can
integrate with card reader devices for employee
identification purposes, allowing employees to swipe
their cards for access or attendance.
3. The system should be accessible from standard
computing devices such as desktop computers,
laptops, tablets, and smartphones.
4. Compatibility with common hardware peripherals
such as printers for generating reports and
documents.
4 Software Interfaces 1. Compatibility with various operating systems

(Windows, macOS, Linux) and versions.
2. Integration with standard office software suites
(Microsoft Office, Google Workspace) for exporting
reports and documents.
Page | 64
5 Communication 1. RESTful API: The system will provide a RESTful API to
Interfaces allow external applications to interact with its
functionalities programmatically. This API will support
operations such as employee data retrieval,
attendance tracking, and payroll processing.
2. FTP/SFTP: Optionally, the system can support FTP or
SFTP for secure file transfer purposes, enabling
external systems to exchange data with the system.
3. WebSocket: WebSocket communication will be
utilised for real-time updates and notifications,
facilitating instant communication between the
system and connected clients.
6 SQL Database 1. The system will interact with a SQL database

Connectivity management system (e.g., MySQL, PostgreSQL) to
store and retrieve data related to employee
information, attendance records, payroll details,
organisational structure, and news articles.
2. NoSQL Database Connectivity: Optionally, the system
can integrate with a NoSQL database (e.g., MongoDB,
Redis) for handling unstructured or semi-structured
data efficiently, such as news articles or logs.
2. Quality Attributes
2.1 Internal Attributes
1. Modifiability: The application's codebase should be structured in a modular and
maintainable way, allowing for ease of modification and updates to accommodate
changes in business requirements or technology advancements.
2. Scalability: The application's architecture should be designed to handle increasing
loads and user demands gracefully, ensuring that it can scale both vertically and
horizontally as needed without significant performance degradation.
3. Security: The application must incorporate robust security measures to protect
sensitive employee data from unauthorised access, ensuring compliance with
relevant regulations and standards such as GDPR or HIPAA.
4. Reliability: The application should be reliable and resilient, minimising the occurrence
of errors or system failures through thorough testing, error handling mechanisms,
and redundancy where applicable.
5. Usability: The application's user interface and overall user experience should be
intuitive and user-friendly, facilitating efficient navigation and task completion for
employees and managers without extensive training or support.
Page | 65
2.2 External Attributes
1. Availability: The application should always be available for employees and managers
to use, ensuring that they can access the application when needed to manage their
employment-related tasks.
2. Installability: The app should be easy to install and set up, allowing for quick
deployment across different devices and platforms.
3. Integrity: The application must maintain the integrity of employee data, ensuring that
it is accurate and up to date.
4. Interoperability: The application must be able to integrate with other systems or tools
commonly used in employment management, such as payroll systems or HR
software.
5. Performance: The application must perform its functions efficiently, with minimal
latency when accessing or updating employee information.
6. Reliability: The application must be reliable, ensuring that it is always available and
functional when needed without unexpected downtime or errors.
7. Robustness: The application must be able to handle errors or unexpected input
dynamically, preventing crashes or data corruption.
8. Safety: Applications must prioritise employee safety and data security, taking
measures to protect data from unauthorised access or breach.
9. Security: Apps must have strong security measures in place to protect sensitive
employee information, such as encryption and access controls.
10. Usability: The application must be user-friendly, with an intuitive interface that makes
it easy for employees and managers to navigate and use.
Page | 66

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SOFTWARE REQUIREMENT SPECIFICATION

<<HUMAN RESOURCE MANAGEMENT SYSTEM>>

Version 1.0 approved

Prepared by Nguyen Manh Duc

Nguyen Xuan Kien

Nguyen Van Xuan Vu

Dang Ngoc Khoa

*A - Added M - Modified D - Deleted

4.2 Use Cases

2. Mock-up Establish Relationships between Departments

Internal Communications Officer

ID Feature Use Case Description

4.3 Roles and Permission

5. Assumptions & Dependencies

CT-2: The system will be accessible on the organization's existing IT infrastructure.

PR-3: The project will follow approved project management processes.

6. Limitations and Exclusions

● Customization: The application may not support extensive customization options,

● Compliance with Specific Regulations: While the application may be designed to be

● User Interface Customization: While the application may provide a user-friendly

● Scalability and Performance: While the application may be designed to be scalable

BR-ID Category Rule Definition

II. Use Case Specifications

1.0 Add Employee's Account

1.1.1 The employee profile manager selects the function to add a

2. Establish Relationships between Departments

ID and Name: FE-02 Establish Relationships between Departments

A2. If the administrator decides to remove an

1.0.E1 Invalid Department Selection

E2.1 If there is a conflict in the specified relationship (e.g., circular

The system administrator has the necessary permissions to modify

3. Manage Employee Information

ID and Name: FE-03 Manage Employee Information

Created By: Nguyễn Mạnh Đức Date Created: 1/21/24

This use case allows Manager to manage employee information,

Trigger: Manager needs to manage employee information.

POST-1. Employee profile information has been added, modified,

1.0 Employee Profile Management

1.1 Add New Employee Profile

1.1.E1 Unable to Access Employee List

Frequency of Use: High

Other Information: None

- Users have the necessary credentials.

4. Approve Leave Applications

ID and Name: FE-04 Approve Leave Applications

Secondary Leave Application

The manager reviews and approves leave applications, with the

Decision of the manager to approve or reject a leave application.

Manager is logged into the system. Leave applications are

Leave application status is updated, and if assigned to another

Alternative Flows: None

If an issue occurs while approving or rejecting the application, an

Frequency of Use: Moderate

Business Rules: BR-5, BR-14

Other Information: None

ID and Name: FE-05 Calculating Payroll

1. If an employee is fired during the pay period: Prorate the

If there are mistakes in attendance records, the HR user reviews and

6.Update Employee Information

ID and Name: FE-06 Update Employee Information

POST-1. Existing employee information is updated with the latest

Update Employee's Information

Error in Entered Data during Updating Employee Information