BUSINESS REQUIREMENT DOCUMENT

HR PORTAL
Table of Contents
1 Document Revisions............................................................................................................................ 4
2 Approvals.............................................................................................................................................. 4
3 Project Description............................................................................................................................... 5
4 Project Scope....................................................................................................................................... 5
4.1 In Scope......................................................................................................................................... 5
4.2 Out of Scope.................................................................................................................................. 5
5 Functional Roles and associated functionalities:..............................................................................6
5.1 Company Dashboard.................................................................................................................... 6
5.2 Employee Self Service.................................................................................................................. 6
5.3 HR Admin....................................................................................................................................... 8
5.4 Departmental Admin..................................................................................................................... 8
5.5 Workflows Approval...................................................................................................................... 8
5.6 Widgets.......................................................................................................................................... 8
6 Functional Requirements..................................................................................................................... 9
6.1 Employee Self Service Portal.......................................................................................................9
6.1.1 My Profile................................................................................................................................ 9
6.1.2 Leave Request........................................................................................................................ 9
6.1.3 Loan Request......................................................................................................................... 9
6.1.4 Expense Claim Request.......................................................................................................10
6.1.5 Timesheet............................................................................................................................. 10
6.1.6 Training Request.................................................................................................................. 10
6.1.7 Employment/Experience Letter Request............................................................................10
 6.1.8 Cash Advance Request....................................................................................................... 12
6.1.9 Income Tax Certificate Request..........................................................................................12
6.1.10 Employee’s Asset Holding..................................................................................................12
6.1.11 View Pay Slip........................................................................................................................ 12
6.1.12 Schedule a Meeting.............................................................................................................. 12
6.1.13 Chat Messenger.................................................................................................................... 12
6.2 HR Admin..................................................................................................................................... 13
6.2.1 News...................................................................................................................................... 13
6.2.2 Quotes/Facts........................................................................................................................ 13
6.2.3 Create Poll & Survey............................................................................................................ 13
6.2.4 Alerts..................................................................................................................................... 13
6.2.5 Joiner/Leavers...................................................................................................................... 13
6.2.6 Events................................................................................................................................... 13
6.2.7 SOPs & Documents.............................................................................................................. 13
6.2.8 Countdowns......................................................................................................................... 14
6.2.9 Organogram.......................................................................................................................... 14
6.2.10 Head of Department’s Introduction.....................................................................................14
6.2.11 Anniversary/Birthday Wishes..............................................................................................14
6.2.12 Disable Employee Login......................................................................................................14
6.2.13 Employee Clearance Request.............................................................................................14
6.3 Departmental Admin................................................................................................................... 15
6.3.1 Approvals of all Defined Workflows...................................................................................15
6.3.2 Team Member’s Activity......................................................................................................15
6.4 IT Admin....................................................................................................................................... 16
6.4.1 Rights Assignment............................................................................................................... 16
 6.4.2 File Uploader........................................................................................................................ 16
6.5 Widgets........................................................................................................................................ 17
6.6 Workflow Approvals.................................................................................................................... 18
6.6.1 Leave Request Approval......................................................................................................18
6.6.2 Loan Request Approval.......................................................................................................19
6.6.3 Expense Claim Request Approval......................................................................................20
6.6.4 Training Request Approval..................................................................................................20
6.6.5 Advance Cash Request Approval.......................................................................................21
6.6.6 Income Tax Certificate Request Approval..........................................................................21
6.6.7 Employee Clearance Request Approva..............................................................................22
1 Document Revisions
Date Version Number Document Changes
11/25/2019 1.00 Initial Draft

2 Approvals
Role Name Title Signature Date
Head of HR
Business Process Owner
Chief Information Officer
Head of Business Applications
Development Resource
3 Project Description
Currently in house HR portal is limited in terms of functionality as well as authorized access. To improve the current functionality along with the additional processes and
functions, requirement of a new secure and self-service HR portal has become an essential need of the time. Self-Service portals can also help connect human resource staff
to employees (and vice versa) as well as reduce information calls and emails. Employees can have all of the frequently required information at their immediate access.

4 Project Scope
The goal of an ASL HR portal is to streamline and centralize information so that it is easy for employees to find what they need. For example, employee handbooks, policies,
SOPs, and other relevant information will be available. Also, ASL HR portal will facilitate employees in initiating various process requests and get it processed via approval
workflows.

4.1 In Scope
The following areas are in scope for this project:


4.2 Out of Scope

The following areas are out of scope for this project:

5 Functional Roles and associated functionalities:
Following User access roles will be developed and the portal functionalities will be based on these roles:
 Company Dashboard
 Employee Self Service
 Manager Self Service
 HR Admin
 Department Admin
 IT Admin
If a portal user is a Section head and also nominated as department admin, the user must have the access to the functions of employee self-service, manager self-
service and department admin.
Pop-up
Downloa Alert /
Form d Documen Highlight
Functionality Layout List PDF/Excel Workflow Widget Dashboard t Library as New Robots
5.

1 Company Dashboard
News Feed   
View quotes   
View Polls   
View Facts   
View Alerts   
View Joiner/Leaver List   
View Events   
View Policies & Documents   
View Surveys   
View Announcements   
View Company Organogram   

5. Employee Self Service 

2
Login 
Employee On boarding package (available for new-
   
joiners till the period of 60 days)
My Profile  
My Job description   
My Alerts  
Create Profile change request   
Create Leave request    
Create Loan request    
Create Training request    
Create Experience letter request   
Create Time entry change request    
Create Expense claim request    
Create Cash Advance request    
Create Annual Income Tax Certificate request   
View Timesheet   
View Assigned ASL Assets  
My Task list    
View Monthly Payslip   
View Income Tax deduction report   
View Annual Income Tax Certificate    
Schedule a Meeting    
My Calendar (My Meetings, My Leaves, My Work
Anniversary, My Deadlines, Public Holidays, 
Company Events)
My Leave ledger. A ledger reflecting the available
  
leave quota and its period-wise consumption.
View Policies and Documents   
Enter Training Feedback 
Tapify your peers  
View your Taps   
Live Chat  
 Ask HR Bot 
View My Approval Requests   
Request Rights of Sharepoint   
Reserve Meeting Room   

5.

3 Manager Self Service
Pending approvals   
My approval history  
Create Employee Transfer request    
Team Calendar (Team Meetings, Team Leaves,

Team Deadlines)
Team member’s birthday alert.  
Request Team feedback   
Schedule Internal Training for Employees     
View Team Taps   

5.

4 HR Admin
Add to News Feed   
Add Quotes   
Add Facts   
Generate Alerts   
Gather employee opinions by creating poll.  
Review and post Joiner/Leaver List  
Add Events   
Upload Policies & Documents   
Gather employee feedback by creating survey.  
Schedule Internal/External Training for Employees    
Post HR Announcements    
Review and update Organogram   
Birthday/Anniversary wishes    
 Disable employee login after resignation  
Process employee clearance request     
View Employees’ Taps  
HR Bot    

5.
5 Department Admin
Create Employee Transfer request    
Upload Department’s Introduction   
Post Department’s News   
View Department Taps  
Gather employee feedback by creating survey  
Upload Department’s SOPs, policies and user
  
manuals

5.

6 IT Admin
User Creation / Change / Deactivate  
Rights Assignment / Revoke  
User data integration with AD 
IT Bot    
6 Workflow Approvals
6.1.1 Leave Request Approval

Employee Creates Team Manager's Update Status to

Accept
Leave Request Decision "ACCEPT"
Send Status E-mail

Update Dashboard
Update Status to
Reject
"REJECT"
6.1.2 Loan Request Approval
Team Manager
Employee Team
Update Status routes Status HR/Admin Update Status
Creates Loan Manager's Accept Accept
to "ACCEPT" to concerned Decision to "ACCEPT" Send Status E-
Request Decssion
Department mail

Update
Update Status Send Status E- Update Status Dashboard
Reject Reject
to "REJECT" mail to "REJECT"

Update
Dashboard
6.1.3 Expense Claim Request Approval
Employee Team Manager Admin routes
Team Finance
Creates Update Status routes Status Admin Update Status for Expense to
Manager's Accept Accept Department
Expense Claim to "ACCEPT" to concerned Decision to "ACCEPT" Finance
Decision Issue Payment
Request Department Department

Update Status Send Status E- Update Status Send Status E-

Reject Reject
to "REJECT" mail to "REJECT" mail

Update Update
Dashboard Dashboard
6.1.4 Training Request Approval
Team
Employee Creates Update Status to
Training Request
Manager's Accept
"ACCEPT"
Decision Send Status E-mail

Update Dashboard
Update Status to
Reject
"REJECT"
6.1.5 Advance Cash Request Approval
Employee Team Manager Admin routes Finance
Team
Creates Update Status routes Status Admin Update Status for Advance Department
Manager's Accept Accept
Advance Cash to "ACCEPT" to concerned Decision to "ACCEPT" Cash to Finance Issue Advance
Decision
Request Department Department Payment

Update Status Send Status E- Update Status Send Status E-

Reject Reject
to "REJECT" mail to "REJECT" mail

Update Update
Dashboard Dashboard
6.1.6 Income Tax Certificate Request Approval

Employee Request
Tax Department Update Status to
for Income Tax Accept
Decision "ACCEPT"
Certificate Send Status E-mail

Update Dashboard
Update Status to
Reject
"REJECT"

6.1.7 Employee Clearance Request Approval

Clearence Request
HR Process
send to Dashboard
Employee
where concerned Send Status E-mail
Clearence Request
department's user to HR
after Employee's
can simply accept
Resignation
clearence request

Update Dashboard