Orange HRM 2.

5
Software Requirements Specification
Version 1.1
19-Jul-2012

Prepared for
<Diploma in Software Testing>

Document History

Version Date Author Reviewer Approver Changes Done

th
V 1.0 July 19 2012 ShikhaH, Priyamvada
SwarnaLaxmi P
Table of Contents

1. INTRODUCTION.....................................................................................................................................................1
1.1 Purpose.................................................................................................................................................................1
1.2 Scope....................................................................................................................................................................1
1.3 Definitions, Acronyms, and Abbreviations..........................................................................................................1
1.4 References............................................................................................................................................................1
1.5 Overview..............................................................................................................................................................1
2. GENERAL DESCRIPTION....................................................................................................................................2
2.1 Product Perspective..............................................................................................................................................2
2.2 Product Functions/Modules.................................................................................................................................2
2.3 User Characteristics.............................................................................................................................................3
2.4 General Constraints..............................................................................................................................................3
2.5 Assumptions and Dependencies...........................................................................................................................4
3. SPECIFIC REQUIREMENTS................................................................................................................................4
3.1 External Interface Requirements........................................................................................................................76
3.1.1 User Interfaces...........................................................................................................................................76
3.1.2 Hardware Interfaces..................................................................................................................................76
3.1.3 Software Interfaces....................................................................................................................................76
3.2 Functional Requirements...................................................................................................................................76
3.2.1 <Functional Requirement or Feature #1>................................................................................................76
3.2.2 <Functional Requirement or Feature #2>................................................................................................76
3.3 Non-Functional Requirements...........................................................................................................................76
3.3.1 Performance...............................................................................................................................................77
3.3.2 Reliability...................................................................................................................................................77
3.3.3 Availability.................................................................................................................................................77
 3.3.4 Security......................................................................................................................................................77
3.3.5 Maintainability...........................................................................................................................................77
3.3.6 Portability..................................................................................................................................................77
3.4 Logical Database Requirements.........................................................................................................................77
4.0BUSINESS FLOWS:- (FOR ADMIN USER).....................................................................................................77

4.1BUSINESS FLOWS:- (FOR ESS USER)............................................................................................................81

5.ANALYSIS MODELS.............................................................................................................................................82
5.1 Data Flow Diagrams (DFD)...............................................................................................................................82
A. APPENDICES........................................................................................................................................................87
A.1 Appendix 1........................................................................................................................................................87

1. Introduction
This document is intended as a SRS for Orange HRM. One should know to use Orange HRM through the
elements of the graphical user interface.

This Software Requirements Specification provides a complete description of all the functions and
specifications of the Orange HRM.

The expected audience of this document are ESS Users and HR-Admins, of any particular organization.

1.1 Purpose
The purpose of this document is to present a detailed description of the Orange HRM application. It will
explain the purpose and features of the system, the interfaces of the system, what the system will do, the
constraints under which it must operate and how the system will react to external stimuli.

1.2 Scope
Since 2006 Orange HRM has been researching and working on a way to produce a cost effective system
to re-engineer your HR process. This application should have highly user friendly interface with many
features.

1.3 Definitions, Acronyms, and Abbreviations

This subsection should provide the definitions of all terms, acronyms, and abbreviations required to
properly interpret the SRS. This information may be provided by reference to one or more appendixes in
the SRS or by reference to other documents.
1.4 References
This subsection should:

(1) Provide a complete list of all documents referenced elsewhere in the SRS, or in a separate, specified
document.

(2) Identify each document by title, report number - if applicable - date, and publishing organization.

(3) Specify the sources from which the references can be obtained.

This information may be provided by reference to an appendix or to another document.

1.5 Overview
This SRS contains Specific requirements of all modules including Admin module, PIM module, ESS
module, Leave module, Time module, Report module, Benefits Module and Requirement module.

This subsection should:

(1) Describe what the rest of the SRS contains

(2) Explain how the SRS is organized.

2. General Description
This section of the SRS should describe the general factors that affect 'the product and its requirements.
It should be made clear that this section does not state specific requirements; it only makes those
requirements easier to understand.

2.1 Product Perspective

This subsection of the SRS puts the product into perspective with other related products or

Projects.

2.2 Product Functions/Modules

The modules should be as given below:
Admin Module
The Admin Module should provide full control to the admin for all settings that affect the action
of Orange HRM implementation. Through this Module, Admin user can:
• Define the company hierarchy, pay grades, projects, memberships, qualifications etc.
• Add other administrators, and set access levels for each user.
• Handle security issues.
• Data importing and exporting.
• Adding custom fields.
The Admin Module is the backbone of the system and setting it up accurately is important for
Smooth operation.
PIM – Personal Information Module
• The PIM module should provide all relevant employee related information and should be
available to the admin with full control and to the supervisors with restricted access
showing only his subordinates.
Through PIM module, user can :
• Enter all information about an employee and the captured information should be utilized
by all other modules

ESS - Employee Self Service

ESS Module should allow users to update vital information like contact details, education, skills,
licenses etc. and some fields that are defined by the admin should not be changed e.g. Job and
Salary.
ESS module should make information available anywhere, anytime in the entire system. The
authorized user should only view the information due to company defined security Policy.

Leave Module
The Leave Module should automate the HR administrative tasks of recording leave and
controlling these against leave policies defined in the HR system. The module should provide
user :
• To define various types of Leave, including Annual Leave, Sick Leave, Travel leave etc.
• To send notifications to covering officers.
• To record, track leave and view leave history.

Time Module
The Time module should automate the time tracking process. Time module should allow :
• Employee to define and submit their timesheets.
• Supervisors to approve/reject or even modify the timesheet submitted by employees.
• Employee to enter the punch in/out time for attendance monitoring.
• Time module should track time spent on specific projects while project managers can
define projects.

Reports Module
Report module should generate reports to meet user needs and it should not allow duplication.
User should create reports using various logical data combinations to suit the purpose.
Requirements Module
The Recruitment module should manage the recruitment process of a company. The Admin should be
able to create vacancies which should be listed on the link via jobs.php. A link has to be made on the
website to take the applicant to jobs.php. When applicants are rejected, approved or when interviews
are scheduled mails should get send to them. Successful applicants should get added to the system.

Benefits Module
This module should allow the Admin to define Health Savings Plans and define the Payroll
Schedule for the company. The Benefit Module should also available for the ESS Users but with
limited options

2.3 User Characteristics

This subsection of the SRS should describe those general characteristics of the eventual users of
the product that will affect the specific requirements. (See the IEEE Guide to SRS for more
details).

2.4 General Constraints

This subsection of the SRS should provide a general description of any other items that will
limit the developer’s options for designing the system. (See the IEEE Guide to SRS for a partial
list of possible general constraints).

2.5 Assumptions and Dependencies

This subsection of the SRS should list each of the factors that affect the requirements stated in
the SRS. These factors are not design constraints on the software but are, rather, any changes to
them that can affect the requirements in the SRS. For example, an assumption might be that a
specific operating system will be available on the hardware designated for the software product.
If, in fact, the operating system is not available, the SRS would then have to change accordingly.

3. Specific Requirements
Note := Whenever Any user perform any operation like Add , update or delete ; appropriate
confirmation messages will get popup from system.
“Search By “ dropdown consist of all headers of corresponding tables column.
1.0 Login Information

• Operating Environment:
• To start the OrangeHRM, user requires to activate the AMP stack
(Apache,MySQL and PHP)
• This product should be tested with different browsers like Mozilla, Internet
Explorer, Netscape Navigator and Opera.
• Username and password should be provided during installation(Admin login).
 • Logging In

• This product is web-based and it should be hosted by a URL e.g.

(http://localhost/orangehrm).
• This feature will give the user a secure and simple login screen.

• Should consist of two basic fields, Username and Password. There should be two
buttons: Login and Clear. “Login” should allow user to submit entered data for
approval followed by access and the “clear” should allow user to clear all the
fields.
• 1.1 Changing Password

• Password should be changed by clicking on “change password”.

• Should consist of three basic fields, Old Password, New Password and Confirm
New Password. There should be three buttons: Edit, Save and Reset. Edit button should
be toggled with Save button. To change password after clicking Edit button it should get
toggled with save button. The Reset button should reset the edited fields to the earlier
state.

User should get confirmation message on successful updating of password .

Error message should be displayed in the form of popup dialog.

• 1.2 Logging Out

• Authorized user should be able to logout from the application by clicking Logout
link.

2.0 Admin Module

The Admin user should have full control over the system and should handle all administration
tasks such as defining company information, job descriptions, qualifications, skills,
memberships, nationality and race, users, setting up email notifications, project information,
creating custom fields, and setting up the Benefits module.

Admin module should allow admin to Import and Export details on the PIM Module and should
give the option of defining user rights. Admin module should be available for administrator only.

ESS-User or ESS-Supervisor should not view the Admin Module unless a new user is created
and an employee is assigned to use it. In this case the Admin should give this user full access or
choose the privileges the particular user might require.

Company Info –Admin should be able to enter/store general company info, structure of the
organization, locations of sites and property details.
Job – Admin should be able to define job titles, specifications, pay grades, employment status
and EEO job categories.
Qualification – Admin should be able to define various qualifications and license
(Certification ) types.
Skills – Admin should be able to define subordinate’s skills and languages.
Memberships – Admin should be able to define membership types i.e Platinum, Diamond and
memberships .
Nationality & Race – Admin should be able to define nationalities and ethnic races
Users – Admin should be able to add multiple HR Admins who should control the system, create
logins for general users through ESS Users and should be able to set access levels for the HR
Admins by adding admin user groups via using submenu of Admin User Group.
Email Notifications – Admin should be able to configure all email notifications for sending auto
generated mails from system and configure events to send mail.
Project Info – Admin should be able to add customers, projects, and the activities for projects.
Data Import/Export – Admin should be able to define format for importing and exporting PIM
data in CSV file.
Custom Fields – Admin should be able to define a custom field type of information for ESS user
in the PIM Module
2.1 Company Info

All information about the company, the company structure, location, and company property
should be defined here.

2.1.1 General

• Admin should enter the basic details of the company here.

• Admin should click on “Edit” to enter the information and ‘Reset’ to restore the contents
of editable fields to earlier state.

2.1.2 Locations

Admin Should be able to

• Store all the details of sites, work stations, and branches of the company.
• Add one or more locations by clicking “Add” button from the screen.
After saving the location with the details like Location Name, Country , Address and
Zipcode on the location screen. Location ID (Autonumber) should get displayed in
Location Table.

• By clicking on Add button the add details of the location window should get open.
• All the fields should be editable by clicking Edit button and the button should get toggled
into the Save button in the details page so that user can enter the details and
Save the location.
• Reset button should store all the editable fields to its earlier state.

• Delete the location clicking on the check box next to the location Id. It is also be possible
to delete multiple entries at the same time.

2.1.3 Company Structure

• This feature should allow admin to define departments, divisions and teams in the
hierarchy of the company. Admin should be able to assign individuals with projects and
track the location with ease.
 • By selecting the company structure admin should be able to see the company information

• Note: admin need to define the company name of the parent company in
Company Info- General module before creating the company structure.

Adding department to the company structure:

• By entering all the fields and saving it, admin should be able to add the
department to the company structure.

• Admin should be able to add a sub-division by clicking “+Add” option.

• Admin should be allowed to delete an entry.

2.1.4 Company Property

• Admin should be able to enter details of company property and assign them to
employees.
• Admin should be able to track either who is in charge or who is using the property.
• Admin should be able to add and save the property.

• Admin should be able to assign employees from the list of “Employees”

• Admin should be able to delete one or multiple properties simultaneously.

•
2.2 Job
All information related to Jobs in the company can be defined. The sub menu consists of the
following items:
• Job Titles
• Job Specifications
• Pay Grades
• Employment Status
• EEO Job Categories
2.2.1 Job Title
By Entering Title i.e Designation and description i.e responsibility details Admin should be able
to add Job title.
2.2.2 Job Specifications

After selecting “Job Specifications” from the Job menu item, Admin should be able to
• Add job by entering name, description and duties of the relevant job.

• Saved details and all the added specifications should be listed.

• Delete an entry by selecting the particular entry.
• Delete multiple Employment Status simultaneously.

2.2.2 Pay Grades

• Admin should be able to add pay grade by clicking Add button

• Admin should define the pay grade by setting a minimum salary, maximum salary, step
increase, and the currency to be paid in.

• Admin should select “Pay Grades” from the Job menu to add and define a name for the
pay grade and should save it.

• Assign New Currency

 • Admin should define the pay grade by providing the details under “Assign New
Currency”.
• Admin should assign multiple currencies here and each currency defined should be listed.
• Admin should edit details of a particular currency by clicking on the particular currency.

• All pay grades added should be listed

• Admin should be allowed to delete single entry as well as multiple entries

simultaneously.

2.2.3 Employment Status

• Employment Status allows Admin to define on what basis he/she is hired in or

terminated.

• By default Admin should see 7 types of status pre-defined, but admin can either enter a
new type or edit an existing type except for “Terminated”.
• “Terminated” remains fixed, Admin should not delete this status. Other status types
should be deleted.
• Admin should be allowed to add a new status.

• Admin should edit an existing Employment status.

• Once changes are made admin should be able to save.
• Admin should delete single or multiple selections simultaneously.

2.2.4 EEO Job Categories

Through this feature Admin should add, delete and edit EEO Job Categories. There are already
8 EEO Job Categories pre-defined.
 • Admin should add a new category by entering and simply saving it.
• Admin should edit an existing category
• Admin should delete single or multiple selections simultaneously

2.3 Qualification

This feature should allow Admin to define all information with related to qualifications. Admin
should define educational qualifications and licenses by providing Institute name and degree.

2.3.1 Education

Admin should define various types of educational qualifications which can be later used in the
PIM Module.i.e

• To add an entry navigate to “Education” submenu , click on “Add”, fill the fields and
click “Save”.

• Admin should edit an entry by clicking on the particular “Education Id

• Admin should delete single or multiple selections simultaneously.

2.3.2 Licenses

Admin should define various types of licenses of users choice which can be later used in the PIM
Module.

• Admin should navigate “License” submenu to add the details and then “Save” it.

• Admin should edit an entry by clicking on the particular “Licenses Id

• Admin should delete single or multiple selections simultaneously.

2.4 Skills
 • This feature should allow User to define all the information related to skills and
languages

2.4.1 Skills

• Admin should be able to add various types of subordinate skills like non-technical
skills by entering name and description for and after saving it should get reflected in
the PIM module.

• Admin should be able to edit an entry by selecting on the particular “Skill Id or Skill
Name”.

• Admin should delete single or multiple entries simultaneously.

2.4.2 Languages

• Admin should be able to add different types of languages i.e employees can speak, by
selecting” Languages” and save it.

• Admin should be able to edit an entry by selecting on the particular “Language Id

• Admin should delete single or multiple entries simultaneously.

2.5 Memberships
• Admin should enter all information about membership types and memberships which
should be later used in the PIM Module.

2.5.1 Membership Types

• Admin should be able to add different membership types like Diamond , etc by filling the
“name “of the membership and save it.

• Admin should be able to edit an entry by selecting on the particular “membership type Id
or membership type Name”.

• Admin should delete single membership type or multiple membership type

simultaneously.

2.5.2 Memberships
 • Admin should be able to add membership by filling the “name “of the membership and
selecting the membership type which is added before and then save it.

• Admin should be able to edit an entry by selecting on the particular Membership Id or

Membership Name”

• Admin should be able to delete single membership or multiple membership

simultaneously.

2.6 Nationality and Race

Admin should enter all the information about nationalities and ethnic races which can be used
in PIM module.
• Admin should be able to add membership by entering the “name“ of the nationality and
after saving, it should appear.

• Admin should be able to edit an entry by selecting on the particular “Nationality Id” or
Nationality Name”.

• Admin should be able to delete single or multiple selections simultaneously.

2.6.2 Ethnic Races

• Admin should be able to add Ethnic Races by entering the “name“ of the employee and
after saving, it should appear.

• Admin should be able to edit an entry by selecting on the particular “Ethnic Race Id” or
Ethnic Race Name”.

• Admin should be able to delete single or multiple selections simultaneously.

2.7 Users

Administering of users by creating logins, groups and defining privileges should be done through
Admin – Users menu .

2.7.1 HR Admin Users

• Admin should allow to create special logins for HR personnel and should decide the user
group.
 • To create HR Admin Users. Admin should select “HR Admin Users” and
enter the following fields and save it.

• Username
• Password
• Confirm Password (Re-enter the password)
• Status – Enabled or disabled
Employee –Admin should select existing HR Admin user employee but the employee
needs to be defined in the PIM Module.

• Admin User Group - Depending on the privileges, the user needs Admin should assign a
user group. Note that the default user group available should be Admin, assigning this
group should give the user full access.

• Admin should be able to edit an entry by selecting on the particular “User Id or User
Name”.

• Admin should be able to delete single or multiple selections simultaneously.

2.7.2 ESS Users

• Admin should create user accounts means create a username and password for the ESS
User in the company.
• To create User account Admin should select “ESS User” and enter the following fields
and save it.
• Username
• Password
• Confirm Password (Re-enter the password)
• Status – Enabled or disabled
• Employee – Select the employee who will be using this username and password.
• Note that employee information should be defined in the PIM Module before
creating user accounts.

• If ESS User forgets the password the admin should be able to type in new or default
password for the user by selecting the particular employee from the ESS Users menu and
select “Edit” and type in the new or default password and then select “Save.”

2.7.3 Admin User Groups

 • Admin should be able to give full or partial access to other HR personnel or Employees.
• The admin should select what modules and in each module what privileges he/she should
have in them. E.g. Read, Write, Delete or Full Control. These groups should be then
available for selection on the drop down menus in the HR Admin Users.

• Admin should be able to add Admin User Group by entering the “name “and after saving,
it should appear.

• From the drop down box next to module, Admin should select the particular module and
set the rights by selecting the following rights and then save it

• Add –should allow user to add information to the particular module.

• Delete – User should delete information from the particular module.
• Edit –should allow the user to edit information previously entered.
• View – The user should only able to view information on the particular
module.

• Admin should define many groups with various privilege combinations

• Admin should be able to edit an entry by selecting on the particular “User Id” or “User
Name”.

• Admin should be able to delete by selecting single or multiple selections simultaneously.

2.8 Email Notifications

This feature should allow Admin to subscribe to receive notifications and to configure the
parameters to setup the email so that notifications with regards to the following should be sent to
the relevant people which should quicken the communications;
• Leave applications
• Leave approvals
• Leave cancellations
• Leave rejections
• Job Applications
• New employee hire approval requests
• Tasks sent on hiring of employee
• Notifications of hiring new employees
• HSP notifications
2.8.1 Configuration

Configuration of mail settings is essential to accommodate sending and receiving notifications

related to the operations performed within OrangeHRM (for example, leave management and
time sheet administration).

Admin should be able to enter the fields accurately and should check by sending a test mail to
any email address.

2.8.2 Subscribe

This feature should allow the admin to subscribe to email notifications that should be sent to the
employees and supervisors in the system.

• A copy of the mail should be sent to the email address specified by the Admin. Admin
should also select what copies of notifications he should receive.

• Admin should be able to define the email address and select the notifications to receive
by clicking on the check boxes.
Note: By default all notifications should be checked.

2.9 Project Info

Information regarding projects, project administrator customers and project activities should be
defined which can later be used for project management activities.

2.9.1 Customers

• Admin should enter details of customers that should be used to define projects and
project activities.
• Admin should add a customer by entering the details of the customer. After saving the
customers will be listed.
 • Admin should edit the added customer as well

• Admin should delete single or multiple selections simultaneously.

2.9.2 Projects

The administrators should be able to define the projects, which should be managed by the
company.

• Administrators should be able to add a project.

• Once defined the project “Project Administrators” option should appear on the screen.

• Admin should be able to assign employees who should be handling the project as well as
admin should also add multiple employees by entering the name of the employee and
click “Assign”.

• Admin should be able to add or delete employees from the project at any point of time
The Project Activities entered should be listed
• Admin should edit an entry by clicking on the particular “Project Id or Project Name”.

• Admin should delete single or multiple selections simultaneously.

2.9.3 Project Activities

Project Activities should allow managing the activities, associated with the projects that the
company is undertaking.

• Admin should be able to Select “Project Activities” to define activities to a project by

selecting the particular project from the drop down and then a text box should appear
where admin should define the activities.

• Admin should be able to add multiple activities to a project.

 • Administrator – HR Admin – should be able to manage the activities for any project
of the company.

• Project Administrator – ESS User assigned as the Project Administrator for one or
more projects –should be able to manage the activities only for his projects.

• The activities entered should be listed out.

• Admin should be able to edit the activity by clicking on the particular activity and delete
activities by clicking on the check boxes.
• Multiple selections should be deleted simultaneously.
2.10 Data Import / Export

This feature should allow importing and exporting of data in and out of the PIM module. Rather
than feeding employee details one by one admin should be able to import details from a csv file
or export details of all the employees out of the system into a csv file for any other use.

2.10.1 Define Custom Export

• Admin should be able to define criteria that need to be exported. A custom export should
be already defined if admin will use Millennium Payroll.
• Admin should be able to define many export criteria with different combinations which
should be used in the “Export” feature.
• Admin should be able to define a custom export

• Admin should be able to define a Name for the export and should be able to select the
fields need to be exported from “Available Fields”. Admin should add multiple fields by
clicking “Control” on from keyboard while selecting. Once added, those fields should get
reflected on the “Assigned Fields”.

• Admin should be able to remove fields from the “Assigned Fields” and should be able to
arrange them in any order by selecting the fields and moving then up or down using the
arrows.
• Once done admin should see the export criteria as defined.
• Admin should be able to edit the headings of the columns that need to be reflected on the
csv.

• Admin should be able to edit an entry by clicking on the particular “Id or Export Name”.
• Multiple selections should be deleted simultaneously.

2.10.2 Export
Export should allow exporting data from the PIM Module on to the csv file depending on the
custom exports that were defined earlier.

2.10.3 Define Custom Import

• To Import data admin should select a defined import from the drop down and click
“Importt”. Admin should then receive a message asking to save or open the report.
• Admin should define criteria that needs to be imported and should define many import
criteria with different combinations which should be used in the “Import” feature.
• To define a custom export admin should be able to select “Define Custom Import”.
• Admin should be able to define a Name for the import and should be able to select the
fields need to import from “Available Fields”. Admin should add multiple fields and once
added, those fields should get reflected on the “Assigned Fields”.

• Admin should be able to remove fields from the “Assigned Fields” and should be able to
arrange them in any order by selecting the fields and moving then up or down using the
arrows
• Once done admin should see the export criteria as defined
• Admin should be able edit an entry by clicking on the particular “ID”.

• Single or Multiple selections should be deleted simultaneously.

2.10.4 Import
• Import should allow importing data from the csv file or depending on the custom imports
that were defined earlier to the PIM module.

Import should allow importing data from the CSV’s on to the PIM Module depending on the
custom imports that were defined earlier. Make sure the fields defined on the custom import
matches those fields on the csv.

To Import data admin should be able to select the csv file that contains the details that needs to
be important. If import is successful employees should be added and should reflect on the screen.
2.11 Custom Fields

• Custom fields should be defined which should be reflected in the PIM Module to define
employees.
• Admin should be able to define a custom field and if needed should enter any information
that is not available on the PIM Module.

• Admin should be able to add custom fields by entering a “Field Name” and “Type” by
selecting either information to be a string type or drop down, if selected drop down,
admin should be able to enter allowed options separated by commas. Admin should now
able to see these fields on the PIM Module under “Custom”.

• Admin should be able to edit an entry by clicking on the particular “Custom Field Id or
Custom Field Name”.

• Admin should be able to delete single or multiple selections simultaneously.

• Edit button should toggle with save button.

3.0 PIM Module

Only Users who is having Admin rights should be able access this field, only admin will be able to
add employee and see the employee list.
This core module should maintain all relevant employee related information i.e including
different types of personal information, detailed qualifications and work experience, job related
information etc. Information captured in this module should be utilized by all the other modules,
thus eliminating data redundancy.
Records should either be entered manually, one by one or imported from a csv file. You
cannot import all the details but you should be able to edit the remaining fields.

3.1 Employee List

Employee list should list all the employees’ entered and import it into the PIM. Define fields
Search by
 • Search for
Admin should be able to view details of a particular employee by clicking on the employee’s
name.
Admin should be able to edit employee’s name.
Admin should be able to delete single & multiple entries of employees name (multi-check).

3.2. Add Employee

A new employee should be added to the system here. Define fields :

• Last name
• First name
• Middle name
• Nick name
• Code
Other than importing details this feature should allow to add an employee and define a very
informative profile.

To add an employee simply clicks on “Add Employee” under the “PIM” menu.

Enter the fields and user should be able to add a picture of the employee. To add a picture
click on “Browse” and select the picture from the relevant path and click “Open”. Employee
code is generated automatically, but should be changed if required.
Please note that the maximum file size of the picture should not exceed 1 megabyte and the
picture should be in .jpg.

With click on “Save”, user should be able to see the screen.

Personal details

Once user has added an employee and saved their “Personal Details”, user should see with
the details he has entered about him.
User should be able edit the other personal information listed below by clicking on “Edit”.
User should edit the following:
_ Code – Employee Id/No
_ Last Name
_ First Name
_ Middle Name
_ Nick Name
_ SSN No. – Social Security Number
_ Nationality – Select from a list of pre-defined nationalities
_ SIN No. – Social Insurance Number
_ Date of Birth – Select the date by clicking on the calendar icon or enter manually
with Year-Month-Date
_ Other Id
_ Marital Status – Select from the drop down
_ Smoker – If the employee is a smoker click on the box
_ Gender – Click on the relevant gender
_ Driver’s License Number
_ License Expiry Date
_ Military Service
_ Ethnic Race – Select from a list of pre-defined ethnic races

Click on “Reset” should RESET all the details that were entered last
Click on “Save” should save the information. User should be able to add details later on.

Contact Details

Contact information of an employee should be entered from here. User should be able to select
“contact details”.

Editing of following fields should be allowed :

_ Country – Select the country from the drop down
_ Street 1
_ Street 2
_ City/Town
_ State/Province – If the country is United Sates user should be able to select from the drop down
or you need to enter it manually
_ ZIP Code
_ Home Telephone
_ Mobile
_ Work Telephone
_ Work Email
_ Other Email
Once user has completed this form, click on “Reset” to reset the details that were entered last or
click “Save” to save the information. User should be able to add details later on.
Emergency Contacts
Admin needs to save the data and then new record can be created. Contact details of an employee
which will be needed during an emergency should be entered here. User can enter more than one
emergency contact. Screen should display defined contacts & user should create a new contact.
To create a contact you need to enter :
_ Name
_ Relationship
_ Home Telephone
_ Mobile
_ Work Telephone

Enter Name , Relationship and atleast one Contact Number and save the details. Saved contacts
should be listed.
User should be able to edit the “assigned emergency contacts name”.

User should be able to delete single & multiple entries of “assigned emergency contact name”
(multi-check).

Dependants

If an employee has any dependants user should enter in “dependents”.

Enter Name and Date Of Birth to save dependant and Children . Saved items should be listed.

User should be able to edit dependents name.

User should be able to delete single & multiple entries of “dependents” name (multi-check).

Immigration

Immigration information should be entered here. Define fields :

 • Passport (radio button)
• Visa (radio button)
• ID status
• ID review date
• Citizenship
• Issued date
• Date of expiry
• Comments

Enter the details and click “Save” for each item. Saved items should be listed.

User should be able to edit Passport/Visa.

User should be able to delete single & multiple entries of “Passport/Visa” (multi-check).

Photograph

A picture of the employee should get added here. Click on “Browse” should allow to select
the file that user will upload and then click on “Save”.

Job

Should allow to Describe an employee’s role in the company by defining the fields i.e Job
title, employment status, job specification, job duties, EEO category, Joined date, Sub-division.

Salary
Information with regards to salary of an employee should be entered (define fields i.e pay
grade, currency, minimum salary, maximum salary, basic salary, pay frequency). User can select
what pay grade he will fall into, his salary details and the pay frequency. Enter the details and
click “Save” for each item. Saved items should be listed.
User should be able to edit “Currency”.
User should be able to delete single & multiple entries of “Currency” (multi-check).

Tax Exemptions

If an employee is suppose to receive any tax exemptions those details should be defined in
Federal income tax (including defined fields i.e status, exemptions) and State income tax
(including defined fields i.e state, exemptions, unemployment state, work state and status).

Enter the relevant information mentioned above and click “Save”.

User should be able to edit.

Direct Deposit

The salaries of employees are to be transferred or deposited into accounts, those details
should be entered here. Define fields :
1.Account
2.Account type (i.e checkings & savings should be radio button)
3.Routing number
4.Amount
5.Transaction type.

Multiple accounts with different amounts can be assigned.

After defining the details, click on “Save” should list user’s entry.

User should be able to edit “Account”.

User should be able to delete single & multiple entries of “Account” (multi-check).
Report-To

Here user should be able to define to whom the particular employee will report-to or who his
subordinates are. Once this is done the particular supervisor will be able to view the following
when he logs in :
_ PIM of the particular employee
_ Leave Summary of his subordinates
_ Leave List of his subordinates
_ Attendance Report of his subordinates
_ Time Sheets of his subordinates

User should be able to set an employee to report-to more than one supervisor and a supervisor
can have many subordinates who report to him.
Once the details are filled in click “Save” and the entries should be listed.

User should be able to edit “Supervisors or subordinates ID”.

User should be able to delete single & multiple entries of “Supervisors or subordinates ID”
(multi-check).

Work Experience

Previous work experiences of an employee should be entered here. Define fields :

• Employer
• Job title
• Comments
• Start date
• End date
• Internal (checkbox)

After entering the details, click on “Save” should list user’s entry.
User should be able to edit “Work Experience ID”.
User should be able to delete single & multiple entries of “Work Experience ID” (multi-check).

Education

It should allow to enter Education details of an employee. Define fields :

• Education
• Major/Specialization
• Year
• GPA/Score
• Start date
• End date
Enter the details and click “Save” the qualifications should be listed.

User should be able to edit “Education”.

User should be able to delete single & multiple entries of “Education” (multi-check).

Skills

If an employee has any special talents or skills they should be entered here. Define fields :
• Skill
• Years of Experience
• Comments

The entries that you enter should be listed.

User should be able to edit “Skill”.

User should be able to delete single & multiple entries of “Skill” (multi-check).
Languages
User can enter the various languages that employees are competent in with the level
of competency. Define fields :
• Languages
• Fluency
• Competency
Once you have entered the details click “Save” and your entry should be listed.

User should be able to edit “Languages”.

User should be able to delete single & multiple entries of “Languages” (multi-check).

License

Here user can enter the licenses an employee should have. Define fields:
• License type
• Start date
• End date

Enter the details and click “Save” and the entry should be listed.

User should be able to edit “License”.

User should be able to delete single & multiple entries of “License” (multi-check).

Memberships

If employees are members of any committee, institute etc. those details should be entered here.
Define fields :
• Membership type
• Membership
• Subscription ownership
 • Subscription amount
• Subscription commence date
• Subscription renewal date

Define the membership for the employee and click on “Save” user should see the entry listed

User should be able to edit “Membership”.

User should be able to delete single & multiple entries of “Membership” (multi-check).

Attachments

Supporting documents of a particular employee that might be needed by the management

should be attached here(define fields i.e description). For example user can attach documents
like personal profile, certificates or the resume of an employee.
Please note that each document should not exceed 1 megabyte, but user can attach more than
one document.

Click on “Browse” and then selecting the file should allow user to attach it.
User’s attachments should be listed.
User should be able to delete single & multiple entries of “Filename” (multi-check).

Custom

Custom features should show the custom fields that user defines in the “Admin Module”. A
custom field should be defined when a particular data type that you need is not available.
User should show the level of access to information through a custom field labeled “Security
Clearance” and ”commissions”
4.0 Leave Module

• Leave management module should define leave types, company holidays, applying for
and assigning of leave for the employees of the company.

• Leave module should cater for all application and approval processes and should be able
to display information on leave entitlement, balance, history etc.
The Leave module should differ depending on the rights of the user.

• The Admin should have the following privileges

• View Leave Summary for each employee and entitle leave days of each
available type
• Define Days off and Specific Holidays

• Define Leave Types

• Assign Leave for any employee
• See Scheduled Leave for any employee
• See list of Taken Leave for any employee
• If the admin user is an employee then he will see the ‘Apply’ ‘My Leave’
and ‘Personal Leave Summary’ options along with the rest of the features

• The ESS User – Supervisor should have following privileges

• View the Personal or Employee (subordinate) Leave Summary

• View the Leave List
• Apply Leave
• Assign Leave for his/her subordinates
• Approve/Reject Leave for his/her subordinates

• The ESS User should have following privileges

• View the ‘Personal Leave Summary’

• View the detailed leave information
• Apply for leave
Leave Summary

The Leave summary should allow user to view summary of the leave and also assign leave
quota.

The menu should show data depending on the user type.

Such as:
• The Admin should be able to see “Employee Leave Summary” and has full rights.
• ESS User should be able to view “Employee Leave Summary” (subordinates only) and
The “Personal Leave Summary” only.

4.1.1Employee Leave Summary

All users can view the leave summary by selecting “Employee Leave Summary” and
selecting the year user should view details of a particular employee or all employees leave type.

4.1.2 Personal Leave Summary

Personal leave summary should be available to ESS Users, ESS Supervisors.
And also the leave summary of the particular employee logged in.

4.1.3Define Days Off

By selecting Define Days Off, the Admin should define the days off that should be applicable
to the entire company and should be taken into consideration while calculating leave duration.

• Note: This feature should be defined by the Admin on any other user in the Admin User
Group.

Days off should be classified into:

• Weekends
• Specific Holidays

4.1.4Weekends
 User should define the weekends or the days of the week that the company does not operate
on.
User should define the days by selecting the option from list and then save it.

• Note: weekends have to be defined before applying or assigning leave.

• Specific Holidays
The admin should be able to define “Specific Holidays”, these holidays should be applicable
to the entire company and should be taken into consideration while calculating leave duration.

• To add specific holiday’s user should enter the “Name of Holiday” and “Date” it will
occur and should check the “Repeats Annually” means the holiday should occur on the
same date in the years to come then “Save”

• User should edit by entering the particular “Name of Holiday”.

• User should delete single or multiple selections simultaneously.

• Define Leave Types

This section provides admin and any other user with admin rights should be able to define
Leave types, which are compatible with the HR policies of the company.

• When clicked on “Add” it should do following :

• Casual and medical leave should be set by default.
• To add another leave type user should enter leave type name and then “Save”.
• User should edit and make some changes and then save it

• User should Reset to go back to the content which was there after the last “Save”.
• User should delete single or multiple selections simultaneously
•
• Assign Leave
The Admin and Supervisor should have the right to assign leave
 The ESS – Supervisor should have the rights to assign leave to his subordinates and admin to
all employees.
To assign leave Admin should select the name of the employee, Leave type, the dates from
which he is supposed to be off and should add a comment if necessary. After assigning the
employee, Admin should be notified by email.

• Apply
All users except for the admin unless he is an employee can apply leave from this option. To
apply a leave :

select “Apply”, Select the leave type

“From Date” and “To Date” of the leave,
Should display the “From Time”, “To Time” and “Total Hours”,
User should be able to enter the time, the number of hours and a comment on leave
reason.
After selecting “Apply”, a mail should be sent to the Supervisor and the Admin for approval.
The status of leave application should display in “My Leaves”.

• Leave List

The leave list should be available to the Admin and ESS – Supervisors. It should show all the
Information with related to leave status.
And the following tasks should be performed;
• Reject
• Cancel
• Approve

The ESS – Supervisor should only see the leave list of his subordinates while the Admin should
View the entire list.
When an employee applies for a leave his Supervisor and Admin will receive a mail with a link
to the leave list and upon clicking on that link either the Supervisor or the Admin should be able
to approve, reject or cancel the leave.
After saving the changed status a mail should be sent to the employee.

• User should view leaves between specific periods by specifying the “From” and “To”
dates.

• User should view the complete leave list with all the status or any combination of the
following;
• Rejected
• Cancelled
• Pending Approval
• Approved
• Taken
• Weekend
• Holiday

• My Leave
• This menu item should be available for ESS Users and ESS Supervisors.

• Personal leave details should be viewed here.

• An employee should choose to cancel a pending approval leave or an approved leave.
• A normal user should not make any changes to any other leave status.
• A normal user should view complete details of leaves by clicking on the “Date”.
• Click on the drop down and selecting “Cancel” should make a status change and then
click “Save”.

• Note: The email notifications should be configured on leave application, cancellations,

rejections, and approvals and should sent to the Employee, who has applied for leave, and
to the Admin Users, who have subscribed for the leave management mail notifications.

5.0 Time Module

The Time Module should automate attendance maintenance and punch in/out. The
functionality of the module should allow the employees of the company to create and submit
weekly timesheets and the Supervisors to modify, approve and reject the timesheets, submitted
by their subordinates.
Attendance should track through punch in/out; employees should specify the time spent on
projects assigned to them.
Depending on each user the functions should vary
The Admin should be able to:
 • Print Timesheets
• View / Edit / Approve / Reject Employee Timesheets
• View any employee’s time reports
• View project reports for any project undertaken by the company
• Define a work shift for an individual/group of employees

The ESS – Supervisor should be able to :

• Enter, modify and submit personal timesheets

• View / Edit / Approve / Reject timesheets of his subordinates
• Enter punch in/out time
• Enter time events spent on the project activities
• View his subordinates’ employee time

The ESS User should be able to

• Enter, modify and submit personal timesheets

• Enter punch in/out time
• Enter the time events for the activities of the projects he/she is working on

5.1 Timesheets

This feature should function in different ways depending on who the user.
The Admin should be able to print and view timesheets of employees while a Supervisor
should do the same and in addition should enter his timesheet details, but a normal ESS User
should only enter his timesheet details.

5.1.1 Entering and Submitting a Timesheet

An ESS User should be able to enter timesheet by using “Timesheets” option or an ESS –
Supervisor should be able to enter timesheet by using “My Time Sheets” Option. This options
should not be available to the Admin.

• Note: The starting day of the week has to be defined before entering details on
time sheets.

• User should be able to enter the time spent on each project activity. User should be able
to add or remove rows and define times for various projects and activities at any time of
the week.

• Each time user should be able to save, once time has been defined for the whole week

• After saving the information user should be able to submit the time sheet to the superiors
for approval,

5.1.2. Approving Employee Timesheets

• When an employee will submit a time sheet it should be sent to his supervisor. The
supervisor should be able to see the submitted time sheets.

• The supervisor should be able to approve or reject a timesheet by entering a comment.

• Once approved or rejected the particular employee should get updated with the status.

• An approved or rejected timesheet should be withdrawn to change the status.

• The employee should be able to see an approved or rejected timesheet.

• The employee should be able to move between timesheets by clicking “Previous” and
“Next”.

• The Admin should be able to view timesheets of any employee, but cannot approve or
reject them;
• A user who is the Admin and a Supervisor should be able to approve/reject timesheets of
his subordinates.
5.1.3 Print Timesheets

The administrators and supervisors should be able to print time sheets of employees. Admin
should print any employee’s time sheet whereas the supervisor can print timesheets of his
subordinates.

To print timesheets go to “Print Timesheets”

The user should be able to print timesheet by entering an employee’s name or select “All”
and select the relevant “Divisions”, “Employment Status”, and the period “From” and “To” and
click “View”

User should be able to go back to the previous page without printing the time sheet.

5.2 Attendance

All attendance records should be maintained and recorded under attendance.

Depending on the user the attendance functions vary.

The Admin should be able to:

• Generate attendance reports for all the employees

• Configure user rights with regards to attendance
The ESS – Supervisor should be able to :
• Punch In/Out
• View personal reports
• View employee reports
The ESS User should be able to :
• Punch In/Out
• View personal time reports.
5.2.1 Configuration

• The admin should be able to select what privileges the employees and supervisors should
have on the punch in/out and attendance.
 • User should be able to give rights to a particular item

5.2.2 Punch In/Out

This feature should allow capturing the number of hours an employee spends working for the
company. This feature should only be available to the ESS – Supervisor and ESS User.

• To access the punch In/Out time, user should select Punch In/Out menu item under the
Time Module.

5.2.3 Employee Reports

• The Admin and ESS – Supervisor should be able to view and edit attendance reports of
employees.

• User should be able to Select the employee and the “From Date” and “To Date” and the
type of report

• Please note that edits should be only made on a detail report.

• User should be able to save if made any changes.

• User should be able to delete single or multiple selections simultaneously.

5.2.4 My Reports

Both an ESS – Supervisor and an ESS User should be able to view detailed or summarized
attendance, reports and should be able to edit submitted reports if the admin will give them rights
to do so.

5.3 Employee Reports

These reports should be available only to the Admin.
• Admin should be able to track the time spent by employees on particular activities.
Admin should be able to view an employee report select

5.4 Project Reports

• This feature should be available for the Admin, ESS – Supervisors and ESS Users. The
Admin should be able to view reports for all projects and the ESS – Supervisors and ESS
Users should be able to view reports on projects administered by them or projects
assigned to them.

• A detailed view of an activity should be shown on the screen.

5.5 Work Shifts

• The work shifts for individual or the group of employees should be defined only by the
Admin. This should be done by selecting the “Work Shift” from the Time Module.

• Admin should be able to enter a name for the shift and how many hours the shift will last
and then admin should see the shift added into the list.

• Admin should be able to delete single or multiple entries simultaneously.

• Admin should be able to add employees to a particular shift

• Admin should be able add an employee to the shift, by selecting Employee’s name or
multiple selections by holding “Ctrl” while selecting.

• Vice versa Admin should be able to remove employees from the shift.
 • Benefits Module
• This module should allow the Admin to define Health Savings Plans and define the Payroll
schedule for the company.
• The Benefit Module should also available for the ESS Users but with limited options. On the
benefits Module:

• The Admin should be able to:

• Define a health savings plan

• View, Resume and Halt the employee HSP Summary
• View HSP payments due
• View HSP expenditures
• View HSP used

• The ESS User should be able to:

• View personal HSP expenditure
• Request HSP
• View personal HSP summary

6.1 Health Savings Plan

• The Admin should be able to define a health savings plan and operate it via this feature. The
Health Savings Plan menu should consist of the following items:
• Define HSP
• Employee HSP Summary
• HSP Payments Due
• HSP Expenditures
• HSP Used

6.1.1 Define HSP

• Here the admin should be able to choose the type of HSP Plan the company wishes to
implement.

• The abbreviations are as follows:

• HSA Health Savings Account
• HRA Health Reimbursement Account
• FSA Flexible Spending Account

6.1.2 Request HSP

• This option should be available only to ESS Users. An ESS User should be able to request for
a HSP, to request by selecting “Request HSP” from the Benefits Module

• User Should be able to enter the details and should click on “Submit”.

• Employee HSP Summary

• The Admin Should be able to define the contributions that have to be made for the plan, the
 Annual Limit, Employer contribution, Employee contribution, and the Total Accrued and
Used should be calculated automatically.
• The Admin should be able to halt a plan by clicking “Halt” at the end of each entry.
• The Admin should be able to view the HSP used list of a particular employee by clicking on
the employee’s name
• The Admin should be able to extract the details on to PDF by clicking on “Save as PDF”.

6.1.4 HSP Payments Due

• The payments which are due by an employee should be reflected.

6.1.5 HSP Expenditures

• That should reflect the expenditures or claims that were made by employees on his HSP;
• The Admin should be able to view the expenditure of all the employees while an ESS User
should be able to view his personal HSP expenditure only
• The Admin should be able to view a HSP Used List by selecting HSP Expenditures from the
HSP menu

• The year should be selected from the drop down and the employee from the list that should
popup upon clicking on (…)select an employee from the list to view his HSP expenditure.

6.1.6 HSP Used

• Here the Admin should be able to view the HSP Used by an employee. To view HSP Used
details of an Employee by selecting “HSP Used” from “Health Savings Plan”

• The year should be selected from the drop down and the employee from the list that should
pop up upon clicking on(…) select an employee list to view his HSP Used.

• Personal HSP Summary

• This feature should be available for the ESS User.

• The user should be able to view details of his HSP here. The user should be able to also
request the admin to halt or resume his HSP plan by clicking on “Request Halt “or should be
able to cancel the request by clicking “Cancel Halt Request”.
• The actions should be notified to the Admin via email.

6.2 Payroll Schedule

• Here the Admin should be able to define the pay period and define schedules. The Payroll
Schedule consists of the following sub menus:
• View Payroll Schedule
• Add Pay Period

6.2.1 View Payroll Schedule

 • The Admin should be able to view a payroll schedule by selecting “View Payroll Schedule”
from Payroll Schedule

The Admin should be able to select the year by clicking “View

• That should show a summary of the payroll schedule, for a detailed view by clicking on the
“Check Date.”
• Admin should be allowed to delete single entry as well as multiple entries
simultaneously”.
6.2.2 Add Pay Period
• The Admin should be able to define on how often payments will be made to employees. To
define a Pay Period admin should be able to select “Add Pay Period” from Payroll Schedule

• Admin should be able to enter the dates for the relevant fields and by clicking on “Save”,
admin should see the list of defined pay periods

• Admin should be able to view details of a pay period by clicking on “Check Date”.

• Admin should be allowed to delete single entry as well as multiple entries

simultaneously”.

7.0 Recruitment Module

The Recruitment module should manage the recruitment process of a company. The Admin should be
able to create vacancies which should be listed on the link via jobs.php.
Successful applicants should get added to the system.

7.1 Job Vacancies

Here the Admin should be able to create a vacancy for a particular job title required by the company.
Admin should be able to add a vacancy by selecting “Job Vacancies” and by clicking on “Add”
Once the details has been entered Admin should be able to click the “Active” check box to start
hiring right away or leave it blank to hire in the future.

7.2 Applying for a Vacancy

Both internal and external applicants should be able to apply for a vacancy through jobs.php, for e.g.
http://localhost/orangehrm2.5/jobs.php.

An applicant should be able to apply to a vacancy by clicking [+] and then clicking on “Apply”,

After entering the relavant information the applicant should be able to choose to upload his resume or
any other document.

7.3 Applicants
All the applicants who apply for a particular vacancy should be able to show in “Applicants”
under the Recruitment Module
From here the Admin should be able to:
• Reject an application
• Schedule an interview
• Offer job
• View event history
• View Details

7.3.1 Reject
The Admin or Hiring Manager should be able to turn down an application by clicking on “Reject”
option on the particular applicants tab and the screen shown on figure 8.3.1.1 will appear.

The Admin or Hiring Manager should be able to add the reason for the rejection on “Notes” and by
clicking “Reject” or by clicking “Cancel” to go back to the previous screen.
If Admin rejects the application, the applicant should be notified via email.

7.3.2 Schedule an Interview

The Admin or Hiring Manager should be able to schedule an interview with applicant by
Clicking on “Schedule an Interview”

The Admin or Hiring Manager should be able to enter the date, time and should be able to assign a
person to conduct the interview.

After the first interview the, Admin or Hiring Manager should be able to schedule the second
interview in the same way.
Upon successfully completing the second interview the Hiring Manger or Admin should be able to
select to “Reject” or “Offer Job”

7.3.3 Offer Job

The Admin or Hiring Manager should be able to offer the job by selecting “Offer Job”.

The Admin or Hiring Manager should be able to add the relevant notes for hiring and by clicking
“Offer Job” to hire the applicant.

7.3.4 Mark Offer Declined

If incase the offer was declined by the applicant then it should be able to listed as a declined offer
from “Mark Offer Declined”.

7.3.5 Seek Approval

The applicant will not be notified via email. He has to be contacted manually to communicate this
information.

7.3.6 Event History & Details

Event history should be a log of the stages of the recruitment process. An event history should be
maintained separately for each applicant.
During each stage of the recruitment the particular person involved should be able to edit and add
Comments and change the status of the scheduled interviews.

8.0 Reports Module

Reports of various combinations can be defined here depending on the requirements.
The Report Module menu contains the following sub menus:
• View Reports
• Define Reports
8.1 Define Reports
To generate reports the admin should be able to define the criteria for the required reports. To
define a report Admin should be able to select “Define Reports” from the Reports Module.

Admin should be able to enter a name for the report, define the selection criteria and select the fields
that need to be displayed.
Admin should be able to Click on “Save” once done

• Admin should be able to select which user groups will have access to the reports define.
• Admin should be able to edit a report by defining particular “Report ID”.
• Admin should be able to delete by selecting single or multiple selections simultaneously.

8.2 View Reports

Once reports are defined Admin should be able to view them. The defined reports should be listed
as shown

• Admin should be able to view a report by clicking on the “Report ID”.

9.0 ESS
This module should be available to the ESS – Supervisor and the ESS User. Both these users should
be able to see this screen once they login or if they select “ESS” from the main menu.
A user should be able to edit certain fields from the ESS Module, but he should be able to view all
the details relating.

The following fields should be restricted.

Salary Pay Grade

Currency
Minimum salary
Maximum Salary
Basic Salary
Pay Frequency

Personal Details Code

SSN No
SIN No
Driver License No
Date Of Birth

Immigration Passport/Visa
Passport/Visa No
19 Status
19 Review Date
Citizenship
Issued Date
Date of Expiry
Comments

Photo Graph Select a Photo

Job Job Title

Employment Status
Jobs Specification
Job Details
EEO Job Category
Joined Date
Sub Division
Locations
Contract Extension Start Date
Contract Extension End Date

Salary Pay Grade

Currency
Minimum salary
Maximum Salary
Basic Salary
Pay Frequency

Tax Exemptions Status

State
Extension
Unemployment State
Work State
Exceptions
Status

Direct Deposits Account

Account Type
Routing Number
Amount
Transaction Type
Work Experience Employer
Job Title
Comments
Start Date
End Date
Internal

Skills Skill
Years Of Experience
Comments

3.1 External Interface Requirements

3.1.1 User Interfaces
Not Applicable

3.1.2 Hardware Interfaces

Not Applicable

3.1.3 Software Interfaces

AMP Stack (Apache, MySQL and PHP)

Once OrangeHRM system is setup you need to make sure the AMP stack (Apache,
MySQL and PHP) is activated and running since OrangeHRM requires these server
applications to function.

To activate the AMP Stack;

• Go to the root folder where Orange HRM 2.5 is installed
• Look for XAMPP-Control, double click to open
• Start The Apache and MySQL Servers

Click the start button for Apache and MySQL. Once started, it will indicate that they are running.

3.2 Functional Requirements

This section describes specific features of the software project. If desired, some requirements
may be specified in the use-case format and listed in the Use Cases Section.
• <Functional Requirement or Feature #1>
The details of the functionality have already been covered in Section 2.2. Please refer to
section 2.2 in detail.

3.2.1.1 Introduction

3.2.1.2 Inputs

3.2.1.3 Processing

3.2.1.4 Outputs
3.2.1.5 Error Handling

3.3 Non-Functional Requirements

Non-functional requirements may exist for the following attributes. Often these requirements
must be achieved at a system-wide level rather than at a unit level. State the requirements in the
following sections in measurable terms (e.g., 95% of transaction shall be processed in less than
a second, system downtime may not exceed 1 minute per day, > 30 day MTBF value, etc).
• Performance
The Orange HRM System should be able to load every page in less than or equal to 10
seconds.
The Search Operation in the System should not take more than 20 seconds to return results.
The various reports generated through this system should not take more than 20 seconds to
load report.
The Upload photograph action should be completed in less than 10 seconds.
The Import and Export operations should be supported for excel, csv formats only and this
operation should be completed within 20 seconds.
• Reliability
The Orange HRM System should never crash unexpectedly.

3.3.3 Availability
This section is Not Applicable for this system.

3.3.4 Security
The Orange HRM System requires that only Valid authenticated Admin and ESS Users.

should be able to log in and perform operations on the system. The system should not allow

and other Guest or unauthenticated user to log into the System.

3.3.5 Maintainability
It is required that the Orange HRM system is easily maintainable. Any authenticated User
should be able to Install and uninstall the system with ease.
• Portability
This section is Not Applicable for this system.

3.4 Logical Database Requirements

It is required that My SQL be used as database for this system.
4.0Business flows:- (For Admin User)
• ADMIN(COMPANY INFO)

• ADMIN/LOGIN => ADMIN => COMPANY INFO => GENERAL => EDIT => ENTER DETAILS =>
EDIT/RESET/SAVE

• ADMIN/LOGIN => ADMIN => COMPANY INFO =>LOCATIONS => ADD=> ENTER DETAILS =>
SEARCH/EDIT/RESET/ADD

• ADMIN/LOGIN => ADMIN => COMPANY INFO =>COMPANY STRUCTURE => CLICK ADD =>
ENTER DETAILS => SAVE/RESET/HIDE

• ADMIN/LOGIN => ADMIN => COMPANY INFO =>COMPANY PROPERTY => CLICK ADD =>
ENTER PROPERTY NAME => SAVE/RESET

• ADMIN(JOB)
• ADMIN/LOGIN => ADMIN => JOB => JOB TITLES => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => JOB => JOB SPECIFICATIONS => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => JOB =>PAY GRADES => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => JOB =>EMPLOYMENT STATUS => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => JOB =>EEO JOB CATEGORIES => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE
• ADMIN(QUALIFICATION)

• ADMIN/LOGIN => ADMIN => QUALIFICATION => EDUCATION => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => QUALIFICATION => LICENCES => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN(SKILLS)

• ADMIN/LOGIN => ADMIN => SKILLS => SKILLS=> ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => SKILLS => LANGUAGES=> ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN (MEMBERSHIPS)

• ADMIN/LOGIN => ADMIN => MEMBERSHIPS => MEMBERSHIPS TYPES=> ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => MEMBERSHIPS => MEMBERSHIPS => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN (NATIONALITY AND RACES)

• ADMIN/LOGIN => ADMIN => NATIONALITY & RACE=> NATIONALITY => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => NATIONALITY & RACE=> ETHNIC RACES => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE
• ADMIN (USERS)
• Note -- Before performing this employee should be created through PIM

• ADMIN/LOGIN => PIM => ADD EMPLOYEE => ENTER DETAILS => SAVE/RESET/ADD

• ADMIN/LOGIN => ADMIN => USERS=> HR ADMIN USERS => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => USERS=> ESS USERS => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => USERS=> ADMIN USER GROUPS => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN(EMAIL NOTIFICATIONS)

• ADMIN/LOGIN => ADMIN => EMAIL NOTIFICATIONS => CONFIGURATION => ENTER DETAILS
=> EDIT/RESET/SAVE

• ADMIN/LOGIN => ADMIN => EMAIL NOTIFICATIONS => SUBSCRIBE => ENTER DETAILS =>
EDIT/RESET/SAVE

• ADMIN (PROJECT INFO)

• ADMIN/LOGIN => ADMIN => PROJECT INFO => CUSTOMERS => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => PROJECT INFO => PROJECTS => ENTER DETAILS =>
ADD/RESET/DELETE/SEARCH

• ADMIN/LOGIN => ADMIN => PROJECT INFO => PROJECTS => ASSIGN ADMINISTRATOR =>
ASSIGN/DELETE.
• ADMIN/LOGIN => ADMIN => PROJECT INFO => PROJECT ACTIVITIES => ENTER DETAILS =>
ADD

• ADMIN (DATA IMPORT/EXPORT)

• ADMIN/LOGIN => ADMIN => DATA IMPORT/EXPORT => DEFINE CUSTOM EXPORT => ENTER
DETAILS => SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => DATA IMPORT/EXPORT => EXPORT => SELECT EXPORT TYPE =>
EXPORT

• ADMIN/LOGIN => ADMIN => DATA IMPORT/EXPORT => DEFINE CUSTOM IMPORT => ENTER
DETAILS => SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => ADMIN => DATA IMPORT/EXPORT => IMPORT => SELECT IMPORT TYPE
AND CSV FILE => IMPORT

• ADMIN (CUSTOM FIELDS)

• ADMIN/LOGIN => ADMIN => CUSTOM FIELDS => ADD/DELETE

• PIM (EMPLOYEE LIST)

• ADMIN/LOGIN => PIM => EMPLOYEE LIST => ADD EMPLOYEE DETAILS => SAVE

• ADMIN/LOGIN => PIM => EMPLOYEE LIST => CLICK ADDED EMPLOYEE => EDIT => SAVE

• ADMIN/LOGIN => PIM => EMPLOYEE LIST => SELECT EMPLOYEE => DELETE

• PIM (ADD EMPLOYEE)

• ADMIN/LOGIN => PIM => ADD EMPLOYEE => ENTER EMPLOYEE DETAILS => SAVE/RESET.
• LEAVE
• ADMIN/LOGIN => LEAVE => LEAVE SUMMARY => EMPLOYEE LEAVE SUMMARY => SELECT
EMPLOYEE/LEAVE TYPE => VIEW

• ADMIN/LOGIN => LEAVE => DEFINE DAYS OFF => DAYS OFF => SELECT DAYS OFF =>
SAVE/RESET

• ADMIN/LOGIN => LEAVE => DEFINE DAYS OFF => SPECIFIC HOLIDAYS => CLICK ON ADD =>
ENTER DETAILS => SAVE/RESET

• ADMIN/LOGIN => LEAVE => DEFINE LEAVE TYPES => ADD/EDIT/DELETE/RESET

• ADMIN/LOGIN => LEAVE ASSIGN LEAVE => ENTER DETAILS => ASSIGN

• ADMIN/LOGIN => LEAVE => LEAVE LIST => ENTER DETAILS => SEARCH/RESET

• TIME

• ADMIN/LOGIN => TIME => TIME SHEETS => PRINT TIME SHEETS => ENTER DETAILS =>
VIEW/RESET

• ADMIN/LOGIN => TIME => TIME SHEETS => EMPLOYEE TIME SHEETS => ENTER EMPLOYEE
NAME => VIEW

• ADMIN/LOGIN => TIME => ATTENDANCE => EMPLOYEE REPORTS => ENTER DETAILS =>
GENERATE

• ADMIN/LOGIN => TIME => ATTENDANCE => CONFIGURATION => SELECT OPTIONS => SAVE

• ADMIN/LOGIN => TIME => EMPLOYEE REPORTS => ENTER DETAILS => VIEW

• ADMIN/LOGIN => TIME => PROJEC REPORTS => ENTER DETAILS => VIEW
• ADMIN/LOGIN => TIME => WORK SHIFTS => ADD/DELETE

• BENEFITS(HEALTH SAVING PLAN)

• ADMIN/LOGIN => BENEFITS => HEALTH SAVING PLAN => DEFINE HSP => SELECT OPTIONS
=> SAVE

• ADMIN/LOGIN => BENEFITS => HEALTH SAVING PLAN => EMPLOYEE HSP SUMMARY =>
ENTER EMPLOYEE NAME => SEARCH/EDIT/RESET/SAVE AS PDF

• ADMIN/LOGIN => BENEFITS => HEALTH SAVING PLAN =>EMPLOYEE HSP SUMMARY =>
CONTRIBUTION PER DAY => HALT

• ADMIN/LOGIN => BENEFITS => HEALTH SAVING PLAN => HSP PAYMENTS DUE => ENTER
EMPLOYEE NAME => SEARCH/EDIT/RESET/SAVE AS PDF

• ADMIN/LOGIN => BENEFITS => HEALTH SAVING PLAN =>HSP EXPENDITURES => ENTER
EMPLOYEE NAME => VIEW

• ADMIN/LOGIN => BENEFITS => HEALTH SAVING PLAN => HSP USED => ENTER EMPLOYEE
NAME => VIEW

• BENEFITS(PAYROLL SCHEDULE)

• ADMIN/LOGIN => BENEFITS => PAYROLL SCHEDULE => VIEW PAYROLL SCHEDULE =>
SELECT YEAR => VIEW

• ADMIN/LOGIN => BENEFITS => PAYROLL SCHEDULE => ADD DAY PERIOD => ENTER
 DETAILS => SAVE/RESET

• RECRUITMENT
• ADMIN/LOGIN => RECRUITMENT => JOB VACANCIES => ENTER DETAILS =>
SEARCH/RESET/ADD/DELETE

• ADMIN/LOGIN => RECRUITMENT => APPLICANTS => VIEW

• REPORTS
• ADMIN/LOGIN => REPORTS => VIEW REPORTS => ENTER DETAILS => SEARCH/RESET

• ADMIN/LOGIN => REPORTS => DEFINE REPORTS => ENTER DETAILS => SEARCH/RESET/ADD

4.1Business flows:- (For ESS User)

• ESS/LOGIN => ESS =>PERSONAL DETAILS => ENTER DETAILS => SAVE/EDIT/RESET
• ESS/LOGIN => ESS =>CONTACT DETAILS => ENTER DETAILS => SAVE/EDIT/RESET
• ESS/LOGIN => ESS =>EMERGENCY CONTACTS => ENTER DETAILS => SAVE/RESET
• ESS/LOGIN => ESS =>DEPENDENTS => DEPENDENTS/CHILDREN => SAVE/RESET
• ESS/LOGIN => ESS =>IMMIGRATION
• ESS/LOGIN => ESS =>PHOTOGRAPH => CLICK BROWSE => SAVE
• ESS/LOGIN => ESS =>JOB => EDIT/SAVE/RESET
• ESS/LOGIN => ESS =>SALARY
• ESS/LOGIN => ESS =>TAX EXEMPTIONS => SAVE/EDIT/RESET
• ESS/LOGIN => ESS =>DIRECT DEPOSIT => ENTER DETAILS
• ESS/LOGIN => ESS =>REPORT TO
• ESS/LOGIN => ESS =>WORK EXPERIENCE => ENTER DETAILS
• ESS/LOGIN => ESS => EDUCATION => ENTER DETAILS => SAVE\RESET
• ESS/LOGIN => ESS => SKILLS => ENTER DETAILS
• ESS/LOGIN => ESS =>LANGUAGES => ENTER DETAILS => SAVE/RESET
• ESS/LOGIN => ESS =>LICENCES => ENTER DETAILS => SAVE/RESET
• ESS/LOGIN => ESS =>MEMBERSHIP => ENTER DETAILS => SAVE/RESET
• ESS/LOGIN => ESS =>ATTACHMENTS
• ESS/LOGIN => ESS => CUSTOM

• LEAVE

• ESS/LOGIN => LEAVE => APPLY => ENTER DETAILS => APPLY

• TIME

• ESS/LOGIN => TIME => TIME SHEETS => EDIT/SAVE/SUBMIT

• ESS/LOGIN => TIME => ATTENDANCE => PUNCH IN/OUT => IN/OUT

• ESS/LOGIN => TIME => MY REPORTS => ENTER DETAILS => GENERATE

• BENEFITS

• ESS/LOGIN => BENEFITS => HEALTH SAVINGS PLAN => HSP EXPENDITURES => VIEW

• ESS/LOGIN => BENEFITS => HEALTH SAVINSG PLAN => HSP REQUEST => ENTER DETAILS =>
SUBMIT/CANCEL

• ESS/LOGIN => BENEFITS => HEALTH SAVINGS PLAN => PERSONAL HSP SUMMARY =>
SEARCH/RESET/REQUEST HALT.

5.Analysis Models
• Application Description
 • Admin Module
• PIM Module
• Leave Module
• Time Module
• Reports Module
• Requirement Module
• Benefits Module

5.1 Data Flow Diagrams (DFD) / Wireframe / Module Based Architectural

Plan
• Application Description: Orange HRM contains 2 users and total 8 modules. The following
diagrams will show the Module and User dependency in the application

• Admin Module: The following diagram represents the dependency in between the sub-modules
• PIM Module:- The following diagram represents the dependency in between the sub-modules.

• Leave Module:- The following diagram represents the dependency in between the sub-modules.

• Time Module:- The following diagram represents the dependency in between the sub-modules.

• Reports Module:- The following diagram represents the dependency in between the sub-
modules.

• Requirements Module:- The following diagram represents the dependency in between the sub-
modules.
 • Benefits Module:- The following diagram represents the dependency in between the sub-
modules.

• Ess Supervisor :-

5.2 Data Flow Diagram

Admin
Admin – Company Info – General Admin – Company structure

Admin – Company Info – Location PIM – Job

Admin – Company Info – Structure PIM – Job

Timesheet --- Print Timesheet

Admin – Job PIM -- Job

Admin – Job – Title PIM – Work Experience

Admin – Job – Employee Status Timesheet – Print Timesheet

Admin – Qualification – Education PIM – Education

Admin – Qualification – License PIM – License

Admin – Skills -- Skills PIM – Skills

Admin – Skills – Language PIM – Language

Admin – Membership – Membership Type PIM – Membership

Admin – Membership – Membership PIM – Membership

Admin – Nationality&Race – Nationality PIM – Personnel details

Admin – Nationality&Race – Race PIM – Personnel details

Admin – Users – HR Users Group Admin – Users – HR User

Admin – Project Info – Customer Admin – Project Info – Project

Admin – Project Info – Project Timesheet –Employee Timesheet

Timesheet – Employee Report

Timesheet – Project Report

Admin – Project Info – Project Activity Timesheet –Employee Timesheet

Timesheet – Employee Report

Timesheet – Project Report

Admin – Custom Fields PIM – Custom Fields

PIM
PIM – ALL Modules Ess – All Modules

Time
Punch IN/OUT (Ess User) Attendance(Admin/Supervisor)

A. Appendices
Appendices may be used to provide additional (and hopefully helpful) information. If present,
the SRS should explicitly state whether the information contained within an appendix is to be
considered as a part of the SRS’s overall set of requirements.

Example Appendices could include (initial) conceptual documents for the software project, marketing
materials, minutes of meetings with the customer(s), etc.
A.1 Appendix 1