Software Requirements

Specification
For

Employee Information System

Version 1.0

Prepared by Atanu Hes

MCA, 3rd Semester, IGNOU

October 10, 2010

This document is prepared solely for educational purpose. No commercial involvement with this documen persistst
Software Requirements Specification for Employee Information System Page ii

Table of Content

Table of Content ……………………………………………………………………………. ii

Revision History…………………………………………………………………………….. iii
1. Introduction
1.1 Purpose………………………………………………………………………… 1
1.2 Overview……………………………………………………………………….. 1
1.3 References………………………………………………………………………2
1.4 Environmental Characteristics
1.4.1 Hardware …………………………………………………………………..2
1.4.2 Peripherals…………………………………………………………………3
1.4.3 People………………………………………………………………………3
1.4.4 Software…………………………………………………………………….3
2. Goals of Implementation…………………………………………………………… 3
2.1 System Environment …………………………………………………………… 4
2.2 Design and Implementation Constraints …………………………………… 4
2.3 User Documentation …………………………………………………………… 5
3. Functional Requirements ………………………………………………………….. 5
4. Non – Functional Requirements
4.1 User Interfaces ……………………………………………………………………
9
4.2 Hardware Interface …………………………………………………………….. 10
4.3 Software Interface ……………..………………………………………………. 10
4.4 Communication Interface …………………………………………………….. 10
5. Other Non – Functional Requirements
5.1 Performance Requirements ………………………………………………….. 11
5.2 Safety Requirements …………………………………………………………...11
5.3 Security Requirements ……………………………………………………….. 11
5.4 Software Quality Attributes ………………………………………………….. 11
6. Other Requirements ………………………………………………………………. 11
Software Requirements Specification for Employee Information System Page iii

Revision History
Name Date Reason For Changes Version
Software Requirements Specification for Employee Information System Page 1

1. Introduction

1.1 Purpose

This document is prepared to develop the “Employee Information System (EIS)” for the
XYZ Corporation Pvt. Ltd. Bearing the employee strength of 1,00,000. Till date the
company is using the manual procedure to Add or Modify the Employee database. Since
the employee strength is considerably huge, the company is intended to develop an
automated system through which the employees as well as the management can keep
track of all the activities of the employees.

Employees can keep track of their own records like, Personal Information, Financial
Information, Leave, LTC or any other history they may want to get at any time of their
service.

Management will also be able to Add New Employee as soon as the employee assigns
the service, Edit Employee’s records any time and also search or retrieve the details of
any particular information for any employee any time.

Since this application will be developed in a client-server environment, any one can
access the application from anywhere of the company using appropriate security level.

1.2 Overview

The application will handle all the relevant information regarding the employees. The
application may broadly be divided into two modules –
 Employee module, and
 Management module

Employee Module: This module will be operated by the individual employee to see the
various information of his own. Security is to be implemented so that no employee can see
any details of other employees except his own. This module can further be divided into
following sub – modules :
Employee login

 Personal Information

o Personal Data(what?)
o Leave Record(specify the types of leave)
o Facility PartPart (?)give details

 Financial Information
o Pay Slip generationView
o Other financial status like PF, Loan, GratuatyGratuity etc.

Management Module : This module will be handled by the management level users. This
module can also be divided into following sub – modules :modules:
Software Requirements Specification for Employee Information System Page 2

 Personal Information
 Add new employee
 Delete employee
o Add or updateEdit Personal Data(what?)
o Add or updateEdit Leave Status
o Add or update or delete facilities in Facility Part give details

 Financial Information
o Pay SilpSlips generation
o Updation of other financial parts like PF, Loans etc.specific
o Generation of Various(specific name) MIS reports

This application will help both individuals as well as management level users to keep track
of all the relevant informationsinformation without any error.

Since the strength of the concern is considerably huge, this application will help make
appropriate and accurate decissiondecision to the Management. Also the individual
employee can keep track of their different accounts like leave remaining, PF status, Loan
status etc. accurately, so that he can see the details of his accoutaccount without any
paperwork. Also the different application will me made available online, so that the
individuals don’t have to worry about the printed application forms and overall, the
application verification and sanction procedure will take much less time. The stationary
cost of the company will reduce considerably.

1.3 References

 IEEE. IEEE Std 830-1998 IEEE Recommended Practice for Software

Requirements Specifications. IEEE Computer Society, 1998.

 LBRCE –JKC. User Requirements Document v.1.0.1

 LBRCE – JKC High-Level Design v.1.0.1

 LBRCE – JKC Software RequirmentsRequirements Specifications v.1.0.1

1.4 Environmental Characteristics

1.4.1 Hardware
Software Requirements Specification for Employee Information System Page 3

Since the system will be a Client-Server based application and the strength is
considerably huge, the configuration of the server should be at least a Mainframe
Computer with at least Intel Zeon processor (>4 GHz), 32 GB RAM, 500 TB of HDD.

The client workstation must be a PC with at least Intel Pentium V(>2.1 GHz) processor, 1
GB RAM and a NIC of 10 Base T communication port. HDD is optional as the application
will run directly from the server and all the data will be retrieved and stored to the server.

A communication network will have to establish throughout the organisation, so that any
authorised person can access the application from anywhere of the organisation.
Moreover, an Wi-Fi communication system may be established for Top Level
Management Personnels so that they can access the application from their convenient
places.

1.4.2 Peripherals

A printer which is capable to handle volunimous printing job is to be connected with the
server to generate pay slip and voluminous data.

A Tape or Multi – DVD backup system is to be provided with the server.

A scanner is to be provided to the workstations used by Personal department user for

scanning various important documents or pictures.

1.4.3 People

The application is intended for both expert users and the users with very little knowledge
of computer application.

1.4.4 Software

Server may run Windows Server 2003 with Service Pack 2. Oracle 9.1 or more with SQL
Server 11.

All the client machine may run on Windows XP or later version with Oracle 9.1 application
software.

2. Goals of Implementation
The goals of the Employee Information System are to maintain the personal and financial
details of each and every employee so that any information regarding any employee can
be retrieved within some seconds and errorlesslyerrorless.
Also every employee can view or edit their personal details as well as view their financial
details with the help of user friendly GUIs.
Furthermore, the application can track all the activities of the organization regarding the
administrative or financial ACTIVITIES.
Software Requirements Specification for Employee Information System Page 4

2.1 System Environment

SQL Proxy Server

Server Wireless
Connectivity

Administrative Server

General Users
Finance Server

2.2 Design and Implementation Constraints

Since the organization is going to implement the application for the first time, there may
me some constraints in designing the application like :
 There may me some deficit in problem definitions. The client may not
describe the requirements clearly to the developers.
Software Requirements Specification for Employee Information System Page 5

 The limitations of hardware, like memory, CPU speed, Disk Spaces, may
not be assumed beforehand.
 The network architecture of the organization is also may not be clear to
the developer team.
 Security and maintenance of the application will be difficult. There may
be no clear idea about the users who will be maintaining the application.

2.3 User Documentation

The user documentation should be clear and easily understandable, because the
computer knowledge of the users is not clear to the developers. The users may be novice
to the computer, thus a simple and understandable format of documentation will have to
follow.

3. Functional Requirements
For administrative Users

REQ – 1 : Login to Application

Input : User ID and Password

Porcess ; Verify the User ID and Password from the database
Output : Open the main menu according to the user privilege if the user
ID and password are correct otherwise show error message.
Security :Security: Entry of user ID and password should be restricted to
three times.

REQ – 2 : Add New Employee

Input : Employee Personal Details like, Name, Address, Date of Birth

etc
Process : Generate Employee Record in the Employee Database and /
or any other relevant databases if required.
Output : Employee Number

REQ – 3 : add /update Edit Personal Details

Input : Employee Number

Process : Retrieve the relevant details of the said employee
Output : Display the record of the employee with the option to change
the data.
Software Requirements Specification for Employee Information System Page 6

Security : For changing the relevant field, administrator must verify the
record with the documents provided by the users.

REQ - 4: Delete Personal Details

Input : Employee Number

Process : Retrieve the relevant details of the said employee
Output : Option to delete the record with the scope to keep record of the
reason of deletion of the record.
Security : The option should be restricted to the administrative users who
have the right to delete the same.

REQ – 5 : Maintenance of Employee Leave Details

Input : Employee Number

Process : Retrieve the relevant leave details of the said employee and
sanction or reject the same. Update the leave database.
Output : Notify the employee about the leave status through mail or
message board.
Security : This option should be operated by the administrative users who
have the privilege to sanction the leave.
No other employee can see the details of other employees.

REQ – 6 : Maintenance of Facility details

Input : Employee Number and facility codes

Process : Extract data regarding the facility and the dates of last availed.
Whether entitled or not.
Output : sanction or reject the facility for the said employee. Notify the
said employee.

For Finance Department Users (it should be within administrative use)

REQ – 1 : Login to Application

Input : User ID and Password

Process: Verify the data from the database
Software Requirements Specification for Employee Information System Page 7

Output : Open the application with the privilege for the said user if the
user ID and Password are correct, otherwise display error
message.
Security : entry of user ID and password should be restricted to three
times.

REQ – 2 : Preparation of Pay Slip

Input : Employee ID, Basic Pay, DA, PF, and other earning and
deductions.
Process : Calculate the Total earnings and deductions and Net Pay.
Update the pay database.
Output : Display/ print the pay slip. Distribute the pay slips to the
employees via mail or message boeard.
Security ; No employee can see the pay slip of other employees.

REQ – 3 : Maintenance of Loan Ledger

Input : Employee ID and Loan Code

Process : Calculate loan interest and update the loan database.
Output : Display the current loan status and communicate to employee
regarding the same.
Security : No employee can see the loan details of other employee.

REQ – 4 : Maintenance of PF & Gratuity Ledger

Input : Employee ID and PF & Gratuity code

Process : Calculate interest and update the database if any alteration is
made to the accounts, like loan taken from PF account,
Surrender of Gratuity etc.
Output : Generate Loan Ledger and communicate with the said
employee.
Security : No employee can view the details of other employee.

For General employeesUsers

Req; registration page

Software Requirements Specification for Employee Information System Page 8

REQ – 1 : Login to Application

Input : User ID and Password

Process: Verify the data from the database
Output : Open the application with the privilege for the said user if the
user ID and Password are correct, otherwise display error
message.
Security : entry of user ID and password should be restricted to three
times.

REQ – 2 : View personal details

Input : Employee ID
Process : Retrieve all the personal data.
Output : Display or print the data.
Security : No employee can see the details of other employees.

REQ – 3 : Change Password

Input : Employee ID, Old Password & New Password

Process : Validate Old Password and change the old password with new
one.
Output : If validation successful, then confirm password change
message, otherwise the failure message.

REQ – 4 : Modify Personal Details (Selected Fields)

Input : Employee ID
Process : Collect relevant data from database
Output : Show data with change option
Security : Allow only the selected fields for change according to the user
profile.

REQ – 5 : View Pay Slip

Input : Employee ID
Process : Calculate total earnings, total deductions and net pay.
Output : Show or print the pay slip in predefined format.
Security : No employee can see the pay slip of other employee.
Software Requirements Specification for Employee Information System Page 9

REQ – 6 : View Loan details

Input : Employee ID & Loan code

Process : Extract data from Loan ledger
Output : Display or print the loan details.
Security : No employee can see the loan details of other employees.

REQ – 7 : View PF and Gratuity Details

Input : Employee ID & PF code

Process : Extract the PF and Gratuity details from the PF ledger
Output : Display or print the PF and Gratuity details.
Security : No employee will be able to see the details of other employee.

REQ – 8 : View other facility details

Input : Employee ID & Facility Code

Process : Extract all relevant data from the database
Output : Display or print the details with pre defined format

REQ – 9 : View and Reply Messages

Input : Employee ID and Password

Process : Open e-Mail application or Message Board Application
Output : Display all messages
Security : Only the messages intended for the said user will be displayed

4. Non- Functional Requirements

4.1 User Interfaces

For Administrative Users :-

 Login Screen
 Main Menu
 New employee Addition
 Modification of Employee Details
Software Requirements Specification for Employee Information System Page 10

 Deletion of Employee details

 Maintenance of Employee Leave Details
 Maintenance of Facility Details for the Employees
 Notify any message to all concerned employee via mail or board message

For Finance Department Users :-

 Login Screen
 Main Menu
 Preparation of Pay Slip
 Maintenance of Loan Ledger
 Maintenance of PF & Gratuity Ledger
 Notify message to concerned employee via mail or board message

For General Users :-

 Login Screen
 Main Menu
 View Personal Details
 Change Password
 Modify Personal Details (Selected Fields)
 View Pay Slip
 View Loan Details
 View PF & Gratuity Details
 View other facility details
 View and Reply messages

4.2 Hardware Interfaces

 Communication of general users with Administrative or Finance

Department must be provided via internal mail system or message board
system.
 Application must maintain an auto backup feature to Tape drive or DVD
or Zip Drive attached to the server.
 The application is a client-server model. Hence the communication
among the different users must be done through a communication
network consist of Fibre-optic cable, Twister pair network cable and
wireless communication device.
 The printers connected with network must be access by the application
from any client as well as server.

4.3 Software Interfaces

The application must communicate with other general purpose application software like
word processing, accounting or presentation softwares so that the data generated by the
software can be used in versatile manner.
Software Requirements Specification for Employee Information System Page 11

4.4 Communications Interfaces

 The application must follow the FTP communication protocol as well as

some features of HTTP protocol as the application may be accessed
from the remote locations.
 Since the employee strength of the organization is 1,00,000, the
communication architecture should be such that, the access time of any
query should not exceed 5 second in average.

5. Other Nonfunctional Requirements

5.1 Performance Requirements

 The average seek time of any query should not exceed 5 seconds on an
average.
 The application should not stop functioning while the back-up or printing
job is in progress
 The application must handle at least 10,000 (10% of the strength of the
employee) queries at a time.
 The printer buffer should be large enough to handle the voluminous
printing job like pay slip, PF ledger printing of 1,00,000 employees at a
time.

5.2 Safety Requirements

 There should be individual password to all employees so that secrecy of

each employee can be maintained.
 No employee can have more than one password.
 No two employees can have same password.

5.3 Security Requirements

 Administrative and Finance department must have exclusive and

encrypted password system and Secured access control to add, edit or
delete the sensitive data.
 The back-up procedure must be encrypted and password protected.

5.4 Software Quality Attributes

 The document is easily available to all the members of developing team

as well as the client.
 The document is well maintained so that any alteration and/or
modification done to this document is also readily available to all the
persons concerned.
Software Requirements Specification for Employee Information System Page 12

 The document is electronically distributed to all the relevant persons so

that the portability of the document may be maintained.

6. Other Requirements
 The application is copyright protected, and hence illegal reproduction of
the application or this document is legally prohibited and subject to legal
bindings.
 The database requirement is not depicted anywhere in this document.
The requirement should be clearly depicted after the preparation of the
document and approved by the client.