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System Requirements Document

Introduction

This document outlines the system requirements for the JSuiteHRMS, a robust Human Resource Management System (HRMS) inspired by the features detailed in the SeamlessHR product brochure. The goal is to create an end-to-end HR and payroll software solution that automates routine HR tasks, allowing organizations to focus on strategic initiatives.

System Overview

JSuiteHRMS is designed to streamline HR processes by providing a comprehensive suite of modules that cover various HR functions. The system will support organizations of all sizes, offering a cloud-based platform that ensures data security and compliance with regulations such as NDPR and GDPR.

Functional Requirements

HR Information Management

As an HR manager, I want a secure and centralized database to manage all employee information, ensuring data is synced across all HR functions.
As an HR manager, I want to define dynamic fields in employee profiles to capture additional relevant information.
As an HR manager, I want to access comprehensive historical data for current and exited employees using robust filters.
As an HR manager, I want to view a clear organizational hierarchy that updates automatically with workforce changes.
As an HR manager, I want to onboard multiple subsidiaries with independent policies and permissions.

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Employee Self-Service

As an employee, I want to update my personal information on the system with controlled profile permissions.
As an employee, I want to make administrative requests such as leave and requisitions from any device.
As an employee, I want to apply for internal vacancies and access my payslips, self-appraisals, and employment history.
As an employee, I want direct access to courses and learning resources.
As an employee, I want to access company information, policy documents, and team objectives.
As an employee, I want to report misconduct anonymously or otherwise.

Payroll Management

As a payroll manager, I want automatic payroll calculations to ensure error-free payroll runs.
As a payroll manager, I want to make direct payments to employees' accounts.
As a payroll manager, I want to connect employees to loans and other financial services.
As a payroll manager, I want automatic synchronization with the Time & Attendance module for overtime pay computation.
As a payroll manager, I want to generate payslips automatically for transparency.
As a payroll manager, I want to integrate with financial applications for GL entries.
As a payroll manager, I want customizable payroll reports.

Performance Management

As an HR manager, I want to create appraisal cycles and manage performance check-ins.
As an HR manager, I want to set goals at individual and departmental levels aligned with company objectives.
As an HR manager, I want to administer performance rating tags for talent planning.
As an HR manager, I want to use a 9-box matrix for succession planning.
As an HR manager, I want to customize appraisal workflows for 360 and behavioral assessments.
As an HR manager, I want to track performance appraisals and generate reports.

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Recruitment & Applicant Tracking System

As a recruiter, I want to embed vacancies on the company website for seamless applications.
As a recruiter, I want to configure and monitor the recruitment workflow.
As a recruiter, I want to share role-based access with hiring managers for candidate feedback.
As a recruiter, I want to automate candidate communication and schedule interviews via Google Meet or Microsoft Teams.
As a recruiter, I want to recommend candidates for alternative positions.
As a recruiter, I want to identify exceptional candidates and hire the best with collaborative feedback.
As a recruiter, I want to remove unsuitable candidates efficiently.

Leave Management

As an API supervisor, I want to manually trigger agent actions for pre-resolved cases to ensure efficient case management.
As an HR manager, I want a streamlined workflow to monitor and manage leave requests.
As an employee, I want to plan my time off and access my leave history.
As an employee, I want to track available leave days and access leave policies.
As an HR manager, I want to create and update leave types to reflect company policies.
As an HR manager, I want to auto-generate and export leave certificates.

Reporting and Analytics

As an HR manager, I want access to up-to-the-minute workforce metrics for decision-making.
As an HR manager, I want to tailor reports to fit organizational needs with filtering options.
As an HR manager, I want to create customized dashboards for key stakeholders.
As an HR manager, I want to schedule critical HR reports for regular delivery.
As an HR manager, I want to view critical HR data such as headcount and turnover rate.

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Employee Onboarding & Confirmation

As an HR manager, I want a customizable onboarding flow for new hires.
As a new employee, I want to begin the onboarding process remotely.
As an HR manager, I want to sync employee information from the Recruitment and ATS.
As an HR manager, I want to manage probation and confirmation processes.

Time and Attendance

As an HR manager, I want to create and update time and attendance policies.
As an HR manager, I want to track employee clock-in and clock-out times.
As an HR manager, I want to integrate time and attendance data with payroll.
As an HR manager, I want to generate time and attendance reports automatically.

Competency Management

As an HR manager, I want to perform competency gap analysis to identify training needs.
As an HR manager, I want to set proficiency levels per competency.
As an HR manager, I want to attach competency assessments to performance management.

Requisition Management

As an employee, I want to make requisitions and track their status.
As an HR manager, I want to create policies and workflows for seamless approvals.
As an HR manager, I want to track requests and expenses for optimized expenditure.

Redeployment Management

As an HR manager, I want to manage employee mobility across departments and locations.
As an HR manager, I want to redeploy employees in bulk.
As an HR manager, I want to access redeployment history for each employee.

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Promotions

As an HR manager, I want to manage employee promotion requests.
As a line manager, I want to recommend employees for promotion.
As an HR manager, I want to view promotion analytics and history.

Learning Management

As an HR manager, I want to access a library of courses and create custom content.
As an HR manager, I want to track course completion rates and send reminders.
As an HR manager, I want to create personalized certificates for course completion.

Exit Management

As an HR manager, I want to create custom exit workflows reflecting company policies.
As an HR manager, I want to manage resignation requests and document exit interviews.
As an HR manager, I want to track the offboarding process and access exit reasons.

Surveys

As an HR manager, I want to create customized survey questions and store feedback.
As an HR manager, I want to attach surveys to other modules like performance and exit.

Additional Functionalities

As a user, I want to scan to get started with the system easily.
As a user, I want to access the system from Metalbox Road, Ikeja, Lagos.

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User Personas

HR Manager: Oversees HR processes, manages employee data, and ensures compliance with company policies.
Employee: Engages with the HR system for self-service tasks, training, and performance evaluations.
Recruiter: Manages the recruitment process, tracks applicants, and coordinates with hiring managers.
Payroll Manager: Handles payroll calculations, disbursements, and financial integrations.
Line Manager: Recommends employees for promotions and provides feedback on performance.

Core User Flows

Employee Self-Service Flow:
- Log in to the system.
- Update personal information.
- Submit leave requests.
- Access payslips and employment history.
Recruitment Flow:
- Post job vacancies on the company website.
- Track applicant progress through the recruitment stages.
- Schedule interviews and provide feedback.
Payroll Processing Flow:
- Compile payroll changes from various modules.
- Review and approve payroll calculations.
- Disburse salaries and generate payslips.

Visuals Colors and Theme

The visual theme will be professional and clean, using a palette of blues and grays to convey trust and reliability.

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Signature Design Concept

The design will focus on user-friendliness and intuitive navigation, ensuring that users can easily access the features they need.

Interaction Model & Motion Direction

The interaction model will be straightforward, with minimal animations to maintain focus on functionality and efficiency.

Non-Functional Requirements

The system must be scalable to accommodate organizations of varying sizes.
Data security and compliance with NDPR and GDPR are mandatory.
The system should provide high availability and reliability.

Tech Stack

The system will be cloud-based, leveraging secure cloud storage solutions.
Integration capabilities with financial applications like Dynamics 365 and Sage apps.

Assumptions and Constraints

The system will support multiple subsidiaries with independent policies.
The system must integrate seamlessly with existing HR and financial systems.

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Glossary

HRMS: Human Resource Management System
NDPR: Nigeria Data Protection Regulation
GDPR: General Data Protection Regulation
GL: General Ledger
OKR: Objectives and Key Results
ATS: Applicant Tracking System

jsuite-hrms

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