HR FIgma

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HR & Payroll Module Office Management Create and manage office/branch locations Assign employees to specific offices Note: Department management already exists in the current application (user management) and will continue to be used. No changes are required to the existing department structure at this stage. Leave Management Configure leave types (Vacation, Sick Leave, Personal Leave, Vacation, etc.) Define annual leave allowances Apply for leave Leave approval workflow Track leave balances and leave history Leave Board Calendar view of employee leave View employees currently on leave Upcoming approved leave Pending leave requests Team/office leave visibility Holiday Management Create and manage company holidays Display holidays within the Leave Board Employee Document Management Upload and securely store employee documents Organize documents by category View and download documents Track document expiry dates Receive expiry notifications Company Documents & Policies Enhance the existing Company Documents module by introducing configurable document categories through the master settings. Store and manage employee-related company policies, handbooks, SOPs, HR forms, and other internal documents. Allow employees to view and download published company documents. Expense & Reimbursement Management Submit employee expense Upload supporting receipts/documents Expense approval workflow Track reimbursement status Expense and reimbursement history Employee Loan Management Create and manage employee loans or salary advances Configure repayment schedules Automatically deduct loan installments from payroll Track outstanding loan balances and payment history Employee Exit Process Manage employee resignation and termination processes Configure exit checklists and approval workflow Record exit reasons and final working day Maintain employee exit history Mass Communication Send company-wide announcements Send notifications by office or department Share HR policies and important updates Publish holiday and company event announcements Notify employees of urgent messages Payroll Management Configure employee salary structure Support multiple payroll frequencies (Weekly, Bi-Weekly, Monthly) Manage salary components (Basic Salary, Allowances, Bonuses, Deductions) Generate payroll for office employees Generate employee payslips Maintain payroll history Payroll reports and summaries Designed to support future accounting integration Note: Driver payroll is not included in this phase. It will be implemented in a future phase after the Load & Dispatch module, as driver payroll calculations depend on operational data such as trips, loads, mileage, stop pay, detention, and other load-related pay components.

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HR FIgma System Requirements Document

1. Introduction

The HR FIgma project aims to enhance and expand the existing HR and Payroll Module by introducing new functionalities and refining current features. This document outlines the system requirements for the HR FIgma project, focusing on office management, leave management, document management, expense and reimbursement management, employee loan management, employee exit process, mass communication, and payroll management.

2. System Overview

HR FIgma is designed to streamline HR operations by providing a comprehensive suite of tools for managing employee information, leave, expenses, loans, and payroll. The system will support office management, document management, and mass communication, ensuring efficient HR processes and improved employee engagement. The project will introduce new functionalities as pre-resolved by the API supervisor, enhancing the system's capabilities.

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3. Functional Requirements

As an HR Manager, I should be able to create and manage office/branch locations.
As an HR Manager, I should be able to assign employees to specific offices.
As an Employee, I should be able to configure leave types such as Vacation, Sick Leave, and Personal Leave.
As an Employee, I should be able to define annual leave allowances.
As an Employee, I should be able to apply for leave.
As an HR Manager, I should be able to manage the leave approval workflow.
As an Employee, I should be able to track leave balances and leave history.
As an HR Manager, I should be able to view a calendar of employee leave.
As an Employee, I should be able to view employees currently on leave.
As an Employee, I should be able to view upcoming approved leave.
As an Employee, I should be able to view pending leave requests.
As an HR Manager, I should be able to view team/office leave visibility.
As an HR Manager, I should be able to create and manage company holidays.
As an Employee, I should be able to view holidays within the Leave Board.
As an Employee, I should be able to upload and securely store employee documents.
As an Employee, I should be able to organize documents by category.
As an Employee, I should be able to view and download documents.
As an Employee, I should be able to track document expiry dates and receive expiry notifications.
As an HR Manager, I should be able to enhance the existing Company Documents module by introducing configurable document categories.
As an Employee, I should be able to view and download published company documents.
As an Employee, I should be able to submit employee expenses and upload supporting receipts/documents.
As an HR Manager, I should be able to manage the expense approval workflow.
As an Employee, I should be able to track reimbursement status and view expense and reimbursement history.
As an HR Manager, I should be able to create and manage employee loans or salary advances.
As an HR Manager, I should be able to configure repayment schedules and automatically deduct loan installments from payroll.
As an HR Manager, I should be able to track outstanding loan balances and payment history.
As an HR Manager, I should be able to manage employee resignation and termination processes.
As an HR Manager, I should be able to configure exit checklists and approval workflow.
As an HR Manager, I should be able to record exit reasons and final working day.
As an HR Manager, I should be able to maintain employee exit history.
As an HR Manager, I should be able to send company-wide announcements and notifications by office or department.
As an HR Manager, I should be able to share HR policies and important updates.
As an HR Manager, I should be able to publish holiday and company event announcements.
As an HR Manager, I should be able to notify employees of urgent messages.
As an HR Manager, I should be able to configure employee salary structure and support multiple payroll frequencies.
As an HR Manager, I should be able to manage salary components and generate payroll for office employees.
As an HR Manager, I should be able to generate employee payslips and maintain payroll history.
As an HR Manager, I should be able to generate payroll reports and summaries.

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4. User Personas

HR Manager: Responsible for managing HR operations, including office management, leave approvals, document management, and payroll processing.
Employee: Engages with the system to apply for leave, submit expenses, view documents, and access payroll information.

5. Core User Flows

HR Manager creates a new office location -> assigns employees to the office -> manages office-related HR tasks.
Employee applies for leave -> HR Manager reviews and approves leave -> Employee views leave status and history.
Employee uploads a document -> categorizes the document -> HR Manager tracks document expiry and sends notifications.
Employee submits an expense -> uploads receipts -> HR Manager approves expense -> Employee tracks reimbursement status.
HR Manager configures a loan -> sets repayment schedule -> payroll deducts installments -> HR Manager tracks loan balance.
HR Manager sends a company-wide announcement -> Employees receive notifications -> Employees view announcements.

6. Visuals Colors and Theme

primary: #0047AB (Royal Blue)
primary_light: #6A8DFF (Light Royal Blue)
secondary: #FF6F61 (Coral)
accent: #FFD700 (Gold)
highlight: #FFA500 (Orange)
bg: #F4F4F9 (Light Gray)
surface: rgba(255, 255, 255, 0.9)
text: #333333 (Dark Gray)
text_muted: #777777 (Medium Gray)
border: rgba(0, 71, 171, 0.2)

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7. Signature Design Concept

The HR FIgma homepage will feature an interactive 3D office environment using @react-three/fiber and @react-three/drei. Users will navigate through a virtual office space where each department is represented as a distinct room. Hovering over a room will display key statistics and recent activities related to that department. Clicking on a room will zoom into a detailed view where users can interact with specific HR functionalities like leave management or document uploads. The environment will be dynamic, with animated transitions and responsive interactions, creating an engaging and immersive user experience.

8. Interaction Model & Motion Direction

The landing page will utilize a "parallax" interaction model, providing a layered depth experience as users scroll through the page. Decorative elements such as floating icons and subtle animations will enhance the storytelling aspect, while core content remains in the natural flow. Internal pages, such as dashboards and forms, will adopt a "static" model to prioritize clarity and efficiency in data-heavy environments.

9. Non-Functional Requirements

The system must ensure data security and privacy compliance with local regulations.
The application should support high availability and scalability to accommodate growing user numbers.
The system should provide a responsive design for accessibility on various devices and screen sizes.
Performance optimization is required to ensure fast load times and smooth interactions.

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10. Tech Stack

Frontend: React for Web
Backend: Python, FastAPI
Database: MySQL or MariaDB, using Alembic for migrations
AI Models: Not specified
AI Tools: Not specified
Local Orchestration: Docker, docker-compose
Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

The existing department management structure will remain unchanged.
Driver payroll will not be included in this phase and will be addressed in a future phase.
The system will integrate with future accounting modules for comprehensive payroll management.

12. Glossary

HR Manager: A user responsible for managing human resources operations.
Employee: A user who interacts with the HR system for personal HR-related tasks.
Leave Board: A calendar view displaying employee leave information.
Payroll: The process of managing employee salaries, deductions, and payslips.
Document Expiry: The date when a document is no longer valid or needs renewal.