Software Requirement Specification

Application: eClinicAssist

Module: HR Module

Stakeholders:
Name: Asif Ghafar Designation: Senior HR
Name: Manzoor Ali Designation: Software Architect
Name: M Naeem Designation: Software Engineer

Elicitation Lead: Manzoor Ali

Elicitation Sub: M Naeem

Date: 19 April 2024

Introduction:
Welcome to the Software Requirements Specification (SRS) document for the HR
module of eClinicAssist, a comprehensive web application designed to streamline and
enhance the management of healthcare clinics. This document provides an overview of
the HR module's objectives, features, and functionalities, serving as a blueprint for the
development team to build a robust and efficient system.

1. Background
The eClinicAssist web application aims to revolutionize the way healthcare clinics
operate by offering a centralized platform for managing various aspects of clinic
administration. The HR module plays a pivotal role by facilitating the efficient
management of human resources within the clinic. It addresses the unique challenges
faced by HR departments, enabling them to streamline their processes, optimize
employee management, and enhance overall organizational effectiveness.

1.2 Definitions, Acronyms, and Abbreviations

● HR: Human Resources
● SRS: Software Requirements Specification
● EOBi: Employees' Old-Age Benefits Institution
● API: Application Programming Interface
 ● UI: User Interface
● UX: User Experience
● ERP: Enterprise Resource Planning

2. Purpose
The purpose of the HR module is to provide a comprehensive solution for managing
human resources within the clinic. It encompasses a range of features and
functionalities that automate and simplify HR processes, including employee
onboarding, attendance tracking, leave management, performance evaluation, and
more. By centralizing these operations, the module aims to improve HR efficiency,
promote employee satisfaction, and ensure smooth collaboration between the HR
department and other clinic stakeholders.

2.1 Employee Management

Employee Profiles: The system will maintain detailed employee profiles containing
personal information, contact details, and employment history.
Leave Management: Employees will be able to request leaves through the system, and
managers can approve or reject these requests. The system will track available leave
balances and history.
Salary Management: Automated salary calculation and management, including
deductions, bonuses, and allowances, ensuring accuracy and timeliness in payroll
processing.
Asset Management: Tracking and assigning company assets to employees, including
laptops, phones, and other equipment. The system will record asset details,
assignments, returns, and maintenance logs.
Employee Lifecycle: Facilitating the employee lifecycle from Joining to Leaving the
company, including managing Probation periods (typically 3 months), transitioning from
Probation to Permanent status, and handling exit processes.
Bank Account Documentation: Providing a platform for employees to submit bank
account details securely for salary transfers.
Document Handling: Secure storage and management of employee documents, such
as identification proofs, certifications, and contracts.
Employee Letters: Generating various letters such as Joining Letters, Permanent
Employment Letters, Warning Letters, Appreciation Letters, and Bonus Letters based
on predefined templates.
2.2 HR Dashboard and Management
HR Dashboard: A centralized dashboard for HR managers to monitor key metrics,
events, and employee activities. This includes viewing upcoming events, leave
requests, and overall employee progress.
Events Management: The system will allow HR to create and manage company
events, such as training sessions, workshops, and meetings, with the ability to track
attendance.
Employee Progress Tracking: Monitoring employee performance, training progress,
and career development plans.
Management Sections: Dedicated sections within the system for HR managers to
oversee and manage each of the discussed areas, providing tools for efficient decision-
making and record-keeping.

2.3 Company Management

Company Information: Ability to add new companies to the system, specifying details
such as company name, logo, and contact information.
Locations: Addition of new locations to existing companies, enabling management of
multiple branches or offices.
Departments: Creating and managing departments within companies, assigning
employees to departments, and designating Department Heads or Managers.

2.4 Salary and Attendance Management

Salary Policies: Configuring salary structures, including basic salary, allowances, and
deductions. Creating policies for salary revisions and bonuses.
Attendance Integration: Integration with biometric attendance systems for automated
attendance tracking.
Late Coming and Early Leaving Policies: Defining company policies for late arrivals
and early departures, with automated tracking and reporting.
Payslip Management: Generating and distributing electronic payslips to employees,
including detailed breakdowns of earnings and deductions.

2.5 Employee Benefits and Accounting

EOBI Management: Ensuring compliance with EOBI regulations, managing employee
EOBI accounts, and generating reports.
Life Insurance Policy: Managing employee enrollment in life insurance policies, policy
details, and premium deductions.
Company Accounting: Providing basic accounting functionalities for the company,
including expense tracking, invoicing, and financial reporting.

2.6 Employee Performance and Training

Performance Reviews: A system for conducting regular employee performance
reviews, setting goals, and providing feedback.
Training Management: Tracking employee training programs, courses attended, and
certifications earned.

2.7 Recruitment and Onboarding

Job Posting: Ability to create job postings, manage applications, and track the
recruitment process.
Onboarding: Streamlining the onboarding process for new hires, including orientation
materials and tasks.

2.8 Employee Self-Service

Self-Service Portal: Empowering employees to update personal information, view
payslips, and request leave through a user-friendly portal.
Mobile Access: Ensuring the system is accessible on mobile devices for convenience
and flexibility.

2.9 Compliance and Reporting

Regulatory Compliance: Features to ensure compliance with labor laws, tax
regulations, and company policies.
Reports and Analytics: Providing HR managers with insights through customizable
reports and analytics on employee data.

2.10 Communication and Collaboration

Employee Directory: A centralized directory with contact information and
organizational charts.
Messaging: Integrated messaging system for internal communication and
announcements.
2.11 Employee Wellness and Benefits
Wellness Programs: Managing employee wellness programs, health initiatives, and
benefits.
Employee Assistance Programs (EAP): Offering resources and support for
employees' mental and emotional well-being.

2.12 Succession Planning

Succession Plans: Identifying and developing future leaders within the organization,
ensuring a smooth transition for key roles.

2.13 Time and Attendance

Time Tracking: Recording and managing employee work hours, overtime, and time-off
requests.
Shift Scheduling: Creating and managing employee schedules for different
departments or shifts.

2.14 Task and Project Management

Task Assignments: Assigning tasks and projects to employees with deadlines and
progress tracking.
Project Collaboration: Enabling teams to collaborate on projects within the system,
sharing files and updates.

2.15 Security and Data Privacy

Data Security: Ensuring robust security measures to protect employee data from
unauthorized access or breaches.
Data Backup: Regularly backing up data to prevent loss and ensure continuity of
operations.

2.16 Help and Support

User Support: Providing a helpdesk or support system for employees and HR staff to
address system-related queries.
Training Resources: Offering training materials and resources for users to learn the
system functionalities.
2.17 Customization and Scalability
Custom Fields: Allowing customization of fields and forms to adapt to unique company
needs.
Scalability: Designing the system to scale with company growth, accommodating
increased employee numbers and functionalities.

2.18 User Roles and Permissions

Role-Based Access: Setting different levels of access and permissions for users based
on their roles and responsibilities.
Audit Trails: Tracking user actions within the system for accountability and security
purposes.

2.19 Integrations
Third-Party Integrations: Integrating with other tools and systems used by the
company, such as accounting software, CRM, or email services.
APIs: Providing APIs for developers to extend the functionality of the HR system.

2.20 Notifications and Alerts

Automated Alerts: Sending notifications and alerts for important events, such as
upcoming birthdays, expiring certifications, or pending approvals.
Reminders: Reminding employees and managers of pending tasks, deadlines, or
upcoming events.

2.21 Communication Features

Instant Messaging: Integrated instant messaging system for real-time communication
between employees and teams within the application.
Group Chats: Ability to create and participate in group chats for project discussions,
team updates, or departmental communication.
File Sharing: Seamless file sharing within chat conversations, allowing users to
exchange documents, images, and other files.
Notifications: Instant alerts for new messages, mentions, or important announcements
to ensure timely responses and updates.
Searchable Chat History: Archiving chat conversations with a searchable history for
easy reference and retrieval of past discussions.
Privacy Controls: Options to set privacy settings for chats, including private
conversations and group visibility.
Integration with HR Processes: Linking chat discussions with HR processes, such as
leave requests, approvals, or task assignments.
Mobile Access: Accessing chat features on mobile devices for on-the-go
communication and collaboration.

3. Scope
The HR module within eClinicAssist is designed to cater to the specific requirements of
healthcare clinics of varying sizes and structures. It offers a flexible and scalable
solution that can adapt to the needs of single or multi-location clinics, accommodating
diverse employee roles and hierarchies. The module integrates seamlessly with other
modules within the eClinicAssist application, such as the revenue cycle management,
directory, and credentialing modules, to facilitate seamless data exchange and enhance
overall clinic management.

The scope of this application also includes:

● Employee management from recruitment to exit, including leave requests, salary

management, and asset tracking.
● Company management functionalities, such as adding new companies,
locations, and departments.
● HR dashboard for monitoring employee activities, events, and progress.
● Communication features like instant messaging and group chats.
● Compliance with regulatory requirements, including EOBi, life insurance policies,
and accounting.
● Features for employee performance tracking, training management, and
recruitment.
● Customizable user roles and permissions, integrations with third-party systems,
and mobile accessibility.

4. Target Audience
The HR module is primarily targeted at HR managers, administrators, and other
personnel responsible for managing human resources within healthcare clinics.
Additionally, clinic administrators, supervisors, and employees will benefit from the
module's functionalities related to leave management, attendance tracking, and
performance evaluation. The module caters to both technical and non-technical users,
providing an intuitive and user-friendly interface for all stakeholders.
5. Functional Requirements

5.1 Employee Management

1. Employee Profiles
● The system shall allow HR managers to create, view, update, and delete
employee profiles.
● Each employee profile shall include fields for:
● Personal information (name, date of birth, CNIC, gender, etc.).
● Contact details (address, phone number, email).
● Education details (schools, institutions, universities, certificates,
degrees, grade/cgpa, start date, end date)
● Employment history (previous positions, start date, end date).
● HR managers can upload and store employee photos in the profile.
● The system shall automatically generate a unique employee ID for each
profile.
2. Leave Management
● Employees shall have the ability to submit leave requests through the
system.
● Leave requests shall include:
● Type of leave (sick leave, annual leave, etc.).
● Start and end date of the leave.
● Reason for the leave.
● HOD shall mark, approve or reject the leave request and then forward to
the HR manager.
● HR managers shall receive notifications for pending leave requests and
can approve or reject them.
● The system shall maintain a record of leave balances for each employee
and update them based on approved leave requests.
3. Salary Management
● HR managers shall be able to configure salary policies within the system.
● Salary policies shall include:
● Basic salary, allowances, and deductions.
● Bonus criteria and calculation methods.
● The system shall automatically calculate monthly salaries based on
configured policies.
● Payslips shall be generated for each employee, showing detailed
breakdowns of earnings and deductions.
● HR managers can view and download payslips for all employees.
4. Asset Management
 ● HR managers shall have the ability to assign company assets to
employees.
● The system shall maintain a record of all company assets, including:
● Asset name, serial number, and description.
● Assignment history (employee assigned, date assigned, return
date).
● Employees shall be able to view their assigned assets and request new
ones if needed.
● The system shall generate maintenance logs for each asset, tracking
repairs and service history.
5. Employee Lifecycle
● The system shall guide HR managers through the employee lifecycle
stages:
● Joining: HR managers can mark an employee as "Joined" upon
successful onboarding.
● Probation: For new employees, the system shall automatically set a
3-month probation period.
● Extend/Rejection: Upon unsuccessful completion of probation, HR
managers can extend the probation for a certain period or can
change employee’s status to “Rejected” with a reason Note.
● Permanent: Upon successful completion of probation, HR
managers can change an employee's status to "Permanent."
● Leaving: HR managers can mark an employee as "Leaving" when
they resign or are terminated.
● Each stage transition shall trigger relevant processes (e.g., asset return on
leaving).
6. Bank Account Documentation
● Employees shall have a secure portal to submit their bank account details
for salary transfers.
● The system shall encrypt and store bank account information securely.
● HR managers shall have access to bank account details for payroll
processing but with restricted permissions.
7. Document Handling
● The system shall provide a centralized repository for storing employee
documents.
● Documents shall include:
● Identification proofs, certifications, contracts, and other relevant
files.
● HR managers can upload, view, and download employee documents.
 ● The system shall maintain version history for documents and track
changes.
8. Employee Letters
● HR managers shall have the ability to generate various types of employee
letters:
● Joining Letters, Bank Account Opening Letter, Permanent
Employment Letters, Warning Letters, Appreciation Letters, Bonus
Letters, etc.
● Letters shall be generated based on predefined templates and populated
with employee-specific data.
● HR managers can preview and download letters in PDF format for printing
or emailing.

5.2 HR Dashboard and Management

1. HR Dashboard
● The system shall provide a customizable dashboard for HR managers.
● The dashboard shall display key metrics, including:
● Number of employees, upcoming events, leave requests, and
pending tasks.
● HR managers can rearrange and configure dashboard widgets based on
their preferences.
● Widgets shall provide real-time data updates and links to detailed views.
2. Events Management
● HR managers shall be able to create and manage company events within
the system.
● Events shall include:
● Training sessions, workshops, meetings, and social gatherings.
● HR managers can set event details, such as date, time, location, and
attendee list.
● The system shall send event notifications to employees and track RSVPs.
3. Employee Progress Tracking
● HR managers shall have access to tools for monitoring employee
performance and progress.
● The system shall provide performance review templates and scheduling
tools.
● HR managers can record performance ratings, set goals, and provide
feedback within the system.
● Employee progress reports shall be generated based on performance
data.
4. Management Sections
 ● The system shall include dedicated sections for each HR management
function:
● Employee Profiles, Leave Management, Salary Management, Asset
Management, etc.
● HR managers can navigate to these sections for detailed management
and reporting.

5.3 Company Management

1. Company Information
● HR managers shall have the ability to add new companies to the system.
● Adding a new company shall include specifying:
● Company name, logo, contact information, and other details.
● Once added, HR managers can view and edit company details.
2. Locations
● HR managers shall be able to add new locations to existing companies.
● Adding a new location shall include specifying:
● Location name, address, contact details, and parent company.
● Locations can be linked to departments and employees for accurate
reporting.
3. Departments
● HR managers can create and manage departments within companies.
● Creating a department shall include specifying:
● Department name, description, location, and department head.
● Employees can be assigned to departments, and roles can be designated
(e.g., Manager, Team Lead).

5.4 Salary and Attendance Management

1. Salary Policies
● HR managers shall have the ability to configure salary policies within the
system.
● Configurable elements shall include:
● Basic salary, allowances (housing, transport, etc.), and deductions
(taxes, loans).
● Additional benefits (medical allowance, bonuses, incentives).
● Policies shall be applied automatically to calculate employee salaries.
2. Attendance Integration
● The system shall integrate with the organization's biometric attendance
system.
 ● Employee attendance data from biometric systems shall be synced with
the HR system.
● HR managers can view real-time attendance records and generate
attendance reports.
3. Late Coming and Early Leaving Policies
● HR managers can define company policies for late arrivals and early
departures.
● Policies shall include:
● Thresholds for late arrivals and early departures.
● Grace periods, penalties, and escalation procedures.
● The system shall automatically track and record instances of late coming
or early leaving.
4. Payslip Management
● The system shall generate electronic payslips for all employees.
● Payslips shall include:
● Detailed breakdowns of earnings (basic salary, allowances,
bonuses) and deductions (taxes, loans).
● Net salary calculation and payment details (bank account, payment
date).
● HR managers can review and approve payslips before distribution to
employees.
● The system shall generate Tax Certificates when required.

5.5 Employee Benefits and Accounting

1. EOBi Management
● The system shall ensure compliance with EOBI regulations for employee
contributions.
● HR managers shall be able to manage employee EOBI accounts within the
system.
● EOBI reports shall be generated for submission to regulatory authorities.
2. Life Insurance Policy
● HR managers shall manage employee enrollment in life insurance policies.
● The system shall maintain details of insurance policies, including:
● Policy type, coverage details, premium amounts, and beneficiaries.
● Premium deductions shall be automatically applied to employee salaries.
3. Company Accounting
● The system shall provide basic accounting functionalities for the
company.
● Accounting features shall include:
● Expense tracking, recording of invoices and receipts.
 ● Financial reporting, including balance sheets, income statements,
and cash flow statements.
● HR managers can generate financial reports for management and auditing
purposes.
4. Employee Loan Management

5.6 Loan Management

1. Employee Loan Request

● Employees can submit loan requests through the system.
● Loan request details include the type of loan, amount needed, repayment
period, and purpose.
● The system records the request with the employee's ID, request date, and
status (Pending).
2. HR Review and Approval
● HR managers can view pending loan requests and review employee
details.
● HR managers assess loan eligibility based on predefined criteria (e.g.,
tenure, repayment capacity).
● They can approve, reject, or request modifications to the loan request.
● Approved loans move to the next stage with an approved status and
approval date.
3. Loan Disbursement
● Once a loan is approved, HR managers initiate the loan disbursement
process.
● The system records the disbursement date and updates the loan status to
Disbursed.
● HR managers can track the disbursed loan amount and date.
4. Loan Repayment Tracking
● The system calculates the Equated Monthly Installment (EMI) based on
the loan amount, repayment period, and interest rate (if included in the
terms).
● HR managers can view the EMI amount and repayment schedule.
● Employees' salary deductions for loan repayment are automated based on
the EMI.
● Loan repayment start date and end date are recorded for each employee
loan.
5. Loan Status Updates
● The loan status is updated at various stages:
● Pending: When the employee submits a loan request.
 ● Approved: After HR approval and before disbursement.
● Rejected: If HR rejects the loan request.
● Disbursed: After the loan amount is disbursed to the employee.
● Paid: When the employee completes the loan repayment.
6. Loan Details and History
● The system maintains a history of all employee loans, including past and
current loans.
● HR managers can view loan details such as type, amount, repayment
period, and status.
● Loan details include the request date, approval date, disbursement date,
and repayment schedule.
● Employees can also access their loan history and repayment status.
7. Early Repayment and Modifications
● Employees may request early loan repayment or modifications to the
repayment schedule.
● HR managers review these requests and make necessary adjustments in
the system.
● The system updates the loan details and recalculates the EMI if there are
changes.

6. Non-Functional Requirements

6.1 Performance
1. System Response Time
● The system shall respond to user actions (such as saving data, loading
pages) within 1 second for optimal user experience.
● In scenarios with heavy data processing (such as payroll calculations),
response time shall not exceed 5 seconds.
2. Scalability
● The system architecture shall be designed to handle a minimum of 500
concurrent users without performance degradation.
● Scalability tests shall be conducted periodically to ensure the system can
accommodate growth up to 1000 users.
3. Data Processing
 ● Batch processes, such as payroll processing and generation of reports,
shall be completed overnight to minimize impact on real-time operations.
● Background tasks (such as data synchronization with biometric systems)
shall not interfere with user interactions.

6.2 Security
1. Data Encryption
● All sensitive employee data, including personal information and bank
account details, shall be encrypted using AES 256-bit encryption.
● Encryption keys shall be securely managed and rotated periodically.
2. Access Control
● Role-based access control (RBAC) shall be implemented to restrict access
to sensitive functionalities and data.
● HR managers shall have elevated permissions for managing employee
data, while employees shall have limited access to their own profiles.
3. Authentication
● User authentication shall be based on strong password policies, including
minimum length and complexity requirements.
● Two-factor authentication (2FA) shall be available for HR managers and
admin roles.
4. Audit Trails
● The system shall maintain detailed audit logs of user activities, including
logins, data modifications, and access attempts.
● Audit logs shall include timestamps, user IDs, and descriptions of the
activity.

6.3 Usability
1. User Interface (UI)
● The user interface shall follow modern design principles, including
intuitive navigation and clear layouts.
● Consistent design elements, such as color schemes and fonts, shall be
used throughout the application.
2. Mobile Responsiveness
● The application shall be responsive and accessible on mobile devices,
ensuring usability on smartphones and tablets.
● Mobile interfaces shall optimize screen space and provide touch-friendly
interactions.
3. User Training
 ● Training resources, including user guides and tutorials, shall be available
within the application.
● New employees and HR managers shall receive onboarding training
sessions to familiarize them with the system.

6.4 Reliability
1. System Uptime
● The system shall have a minimum uptime of 99.5% per calendar month,
excluding scheduled maintenance windows.
● Scheduled maintenance windows shall be communicated to users in
advance.
2. Backup and Recovery
● Regular backups of the database shall be performed daily to prevent data
loss.
● Backup data shall be stored securely in an off-site location for disaster
recovery purposes.

6.5 Compliance
1. Regulatory Compliance
● The system shall comply with relevant labor laws, tax regulations, and
data protection regulations (such as GDPR).
● Compliance reports shall be generated periodically for internal audits and
regulatory requirements.
2. EOBI Compliance
● EOBI contributions and reports shall be generated accurately and on time
to comply with EOBI regulations.
● EOBI-related data shall be securely stored and accessible for audits.

6.6 Integration
1. Third-Party Integrations
● The system shall support integrations with third-party tools commonly
used in HR management, such as, CRM systems, and email services.
● APIs shall be provided for seamless integration with external systems.

6.7 Performance Testing

1. Load Testing
● Load tests shall be conducted periodically to simulate heavy user traffic
and ensure system stability.
 ● Results of load tests shall be analyzed to identify performance
bottlenecks and optimize system resources.

6.8 Documentation
1. User Documentation
● Comprehensive user documentation, including user manuals and FAQs,
shall be available within the application.
● Documentation shall cover all functionalities and provide step-by-step
guides for common tasks.