Human Resource Management

System (HRMS) - Functional

Requirements Document
Document Version: 1.0
Date: 19/10/2023
Prepared by: Harshal Nagpure, Ashhar Siddique, Anuj Thakur, Ayush Thakur
Project: HRMS

Table of Contents
1. Introduction

1.1 Purpose of the Document

1.2 Document Scope

1.3 Audience

2. System Overview

2.1 System Description

2.2 Objectives

2.3 Key Features

3. User Requirements

3.1 User Profiles

3.2 User Authentication and Authorization

3.3 User Dashboards

3.4 User Access Control

4. Core HR Functions

4.1 Employee Information Management

4.2 Recruitment and Onboarding

4.3 Employee Self-Service

 4.4 Leave Management

4.5 Attendance and Time Tracking

4.6 Payroll Management

4.7 Performance Management

4.8 Employee Benefits Administration

4.9 Employee Off boarding

5. Reporting and Analytics

5.1 Custom Report Generation

5.2 HR Analytics

5.3 Compliance Reporting

6. Integration Requirements

6.1 Third-Party System Integration

6.2 Data Import and Export

7. Security and Data Privacy

7.1 Data Encryption

7.2 Access Control

7.3 Compliance with Data Protection Regulations

8. User Interface and User Experience

8.1 User-Friendly Interface

8.2 Mobile Accessibility

9. Performance and Scalability

9.1 System Performance

9.2 Scalability

10. System Maintenance

10.1 Updates and Patches

10.2 Backup and Recovery

11. Support and Training

11.1 User Training

11.2 Customer Support

12. Appendix

12.1 Glossary

12.2 Revision History

1. Introduction
1.1 Purpose of the Document
The purpose of this document is to define the functional requirements of the HRMS to be
developed. It serves as a guide for the development team, ensuring that the system aligns with
the organization's HR needs. It will help the organization to manage human resources functions
like recruiting, hiring, payroll, employee attendance, and more. HR software can be used to
track the performance of employees for appraisal or incentives. It is the best tool for HR
departments to manage employee information and perform their duties more efficiently. By
documenting these requirements, the document serves as a critical tool for guiding the
development team throughout the project.

1.2 Document Scope

This document encompasses the functional requirements of the HRMS, including user roles, core
HR functions, reporting, integration, security, and other key aspects.
 User Roles: Defining the roles and responsibilities of different users within the HRMS, such
as HR managers, employees, and administrators.
 Core HR Functions: Describing the key functions of the HRMS, such as managing
employee information, recruitment, onboarding, leave management, payroll, performance
management, and more.
 Integration: Addressing the system's ability to integrate with other HR-related systems or
data sources.
 Security: Defining how the system will secure sensitive HR data through encryption, access
control, and compliance with data protection regulations.

2. System Overview

2.1 System Description

HRMS stands for human resource management system. A human resource management
system (HRMS) is a software application used to store employee information and support
various human resource functions, such as benefits, payroll, recruiting, training, etc. This term is
often used interchangeably with human resource information system (HRIS).
An HRMS helps manage critical employee functions including:
 Gathering new hire paperwork
 Managing employee performance
 Running payroll
 Managing time tracking and PTO
 Ensuring HR compliance with local and federal laws
 Surfacing people analytics insights

2.2 Objectives
- Automate HR tasks and processes.
- Enhance employee data management and access.
- Improve decision-making through data-driven insights.
- Ensure compliance with HR regulations.

2.3 Key Features

No matter the industry or size of your company, an HRMS is an integral part of running an
organized, efficient human resources department—and a modern business overall.
When HR professionals rely on an HRMS to simplify repetitive tasks, they can focus on more
important, strategic work. Some of the most important benefits include:
 Automation: An HRMS automates manual processes, which increases efficiency while
reducing human errors.
 Better Communication: With employee self-service features, automated task reminders,
and data-driven insights, an HRMS streamlines and improves internal communications.
 Streamlined Processes: An HRMS brings complex human resources functions into a
centralized platform. For example, you can manage the entire employee lifecycle—from
applicant tracking to onboarding, payroll, performance reviews, and eventually, off boarding
—without having to navigate multiple spreadsheets or tools.
 Improved Employee Satisfaction: An HRMS can help you gather anonymous employee
feedback, manage employee performance, and plan for career growth over time—all of
which can contribute to employees who feel empowered and happy at work.