Group members:

Name Id No

1. Natan Mekonen …................................................…...ETTUBR/1736/13

2. Gedion Hailu….............................................................ETUBR/1220/13
3. Andualem Kerie….......................................................TTBR/035/14
4. Dinke Mulat…........................................................….TTBR/094/14
5. Hiwot Tadese...............................................................ETUBR/2040/13
6. Kindalem Anely ..........................................................ETUBR/2100/13
PROJECT TITLE: Web Based Human resources management system
for TVET

Functional Requirement of the Proposed System

A functional requirement is something that the system must do. It captures the intended behavior of the
system. The behavior may be expressed as services, tasks or functions the system is required to perform.
 The system enables the user to apply for a particular field.
 The system enables the user to retrieve and overview the freely available fields needed for TVET.
 The system allows the process starts when necessary information is gathered from different
departments.
 The system should provide update records that is deleting, editing and inserting the applicant.
 The system enables department manager to add vacancy announcements for applicants and the
applicant view the vacancy announcements and fill the required information’s.
 The system allows the database admin to registration of a new Employee is major function of the
existing system of HRM office.
 The system enables employees for Searching employee information is done when the employee
needs to get his/her file, and also when the office needs to look at employee’s information for
various purposes.
 The system enables applicants to take exam online.
 The system enables departments to provide online exam to the authenticated applicants and the
applicant take exam in restricted time and day.
 The system enables different departments to update the exams that they have created if they
wanted to change something.
 The enables department is going to be created by the administrator to allow the department to
create the exams.
 The system enables the HR manager to add new vacancy announcement, examination notice,
examination result are going to be posted in the news feeds.
 Non Functional Requirements
A non-functional requirement is a property the system must have. They are additional system attributes.
They specify how well some behavioral aspect of the system should be accomplished.
Therefore our proposed system non-functionally requires performance, User Interface, Security and
access permissions, backup and recovery requirements.
 Performance Requirements
 The system shall provide 24hrs access for the users.
 The system runs on any kind of operating system.
 After the user information is submitted the response time must be fast enough.
 The system shall accommodate number of users at a time.
 User Interface
Users easily navigate and access our web page by using user interface designed.
The system must be compatible with any environment and user friendly.
 Security and Access Permission: - Validations of password, range checks, encrypted password
mechanisms and recovery of passwords are taken in to account in our proposed system.
 Accuracy: The system should give only valid result, if no data is found with the specified criteria
the system should not give invalid response.
 Maintainability: The system will develop using object oriented software development technique
that makes the software highly maintainable. If there are any additional requirements the system
is flexible to change.
 Ease accessibility: TVET HRMS system is easily accessible. The system will put employees
important, searching details easily in their hand wherever they want.
 System portability: - ability to move the software on different operating systems.
 Error Handling: - The system will check user inputs to the system to handle error. It handles and
show error by showing the message” invalid input” when the user enters invalid input.
 Extensibility: The system can be easily extensible to add new features at a later stage. The
system should be accurate, complete, and consistence. On the other hand the documentation
should be attractive, easy to give information and it should contain complete information.
 Backup and Recovery
It is easy to recover data stored on the server in case of unexpected server failure.
The first option to back up or recover data is using distributed data base.
Hardware and Software Requirement Specification for Human Resource
Management System (HRMS)

The Human Resource Management System (HRMS) for TVET College is designed to
automate and streamline HR operations, including employee management, payroll processing,
recruitment, leave tracking, and performance evaluation. This document outlines the hardware
and software requirements necessary for implementing and maintaining the HRMS.

2. Hardware Requirements
2.1 Server Requirements

The server hosts the HRMS application and database, ensuring efficient data processing and
storage.

Component Minimum Requirement Recommended Requirement

Processor Intel Xeon 2.4 GHz, Quad-Core Intel Xeon 3.0 GHz, Octa-Core

RAM 16 GB DDR4 32 GB DDR4

Storage 1 TB HDD 1 TB SSD + 2 TB HDD

Network Card 1 Gbps Ethernet 10 Gbps Ethernet

Operating System Windows Server 2016/Linux Windows Server 2019/Linux

Database Server MySQL/MSSQL/PostgreSQL MSSQL Server/PostgreSQL

2.2 Client Machine Requirements

Client machines are used by HR personnel and employees to access the HRMS via a web-based
or desktop application.

Component Minimum Requirement Recommended Requirement

Processor Intel Core i3 2.0 GHz Intel Core i5 2.5 GHz or higher

RAM 4 GB DDR4 8 GB DDR4 or higher

Storage 256 GB HDD 512 GB SSD

Display 1366x768 resolution Full HD 1920x1080 resolution

Network 100 Mbps LAN/Wi-Fi 1 Gbps LAN/Wi-Fi 6

OS Compatibility Windows 10/Linux/macOS Windows 11/Linux/macOS

2.3 Network and Peripheral Devices
Device Specification

Router/Switch 1 Gbps bandwidth, with firewall security

Printer/Scanner Multi-functional printer (A4/A3), network connectivity

Biometric Device Fingerprint/Facial recognition for attendance tracking

Backup Storage External HDD (2 TB) or Cloud Backup Solution

UPS (Power Backup) 2 KVA for the server, 650 VA for client machines

3. Software Requirements
3.1 Operating System

 Server: Windows Server 2016/2019, Ubuntu Linux 20.04 or later

 Client: Windows 10/11, Linux, macOS

3.2 Database Management System (DBMS)

 MySQL 8.0 or later (Open-source)

 PostgreSQL 13+ (Recommended for large-scale systems)
 Microsoft SQL Server 2019 (For enterprise environments)

3.3 Application Software

 Web Server: Apache Tomcat, Nginx, or IIS

 Programming Languages:
o Backend: Java, Python (Django), PHP (Laravel), or Node.js
o Frontend: HTML5, CSS3, JavaScript, React.js, or Angular
 HRMS Framework: Custom-built or open-source HRMS solutions

3.4 Security & Authentication

 SSL Certificate for secure data transmission

 Role-Based Access Control (RBAC)
 Multi-Factor Authentication (MFA)
 Data Encryption: AES-256 for sensitive information

3.5 Integration Support

 Payroll Integration: SAP, QuickBooks, or custom payroll processing

 Email & Messaging: Microsoft Exchange, Gmail API, or SMTP server
 API Support: RESTful APIs for third-party system integration
4. Performance and Scalability Requirements

 Concurrent Users: System should support at least 100+ concurrent users.

 Data Processing Speed: Response time should be under 2 seconds.
 Scalability: Should support cloud-based deployment for future expansion.

5. Backup and Disaster Recovery

 Automated Daily Backups to cloud or external storage

 Disaster Recovery Plan with redundancy and failover servers
 Data Recovery Time Objective (RTO): 4 hours
 Data Recovery Point Objective (RPO): Maximum 24 hours data loss

Requirement elicitation and analysis

1. Scope
The system will cover core HR functions, including employee management, recruitment,
payroll, performance evaluation, and training management, while ensuring scalability and
compatibility with existing TVET workflows.
Requirement elicitation involves gathering and understanding the needs of stakeholders to
ensure the development of an effective HRMS.

2. Stakeholders
Identifying stakeholders is crucial to understanding the needs and priorities of the system. Key
stakeholders include:
 Human resources manager: The manager is responsible for many activities like add
new vacancy, view records.
 Employee: Employees have the privileges to see their information from the system
database.
 Applicant: The applicants can apply for new vacancies and take exam online.
 The DB administrator: has the responsibility of recording new employees and updates
their information.
Requirement Elicitation Techniques
Several techniques will be employed to gather requirements:
1. Interviews: Conduct interviews with HR managers, department heads, and employees to
understand the current workflows and pain points.
Scenario: Implementing an HRMS for gonder Polytechnic College
Background: Gonder Polytechnic College is a well-established institution specializing in
technical and vocational education, offering programs in areas like GMF, serving ,IT, and
construction. With a growing number of employees, including academic staff, administrative
personnel, and technical trainers, the college faces challenges in managing its workforce
effectively. The need for a centralized Human Resource Management System (HRMS) has
become critical to streamline operations and enhance productivity.

Challenges:
1. Manual Record-Keeping: Employee records, including attendance, leave, and payroll,
are maintained in spreadsheets and paper files, leading to inefficiencies and data
inaccuracies.
2. Compliance Complexity: The college must adhere to government labor laws,
accreditation requirements, and regulatory standards, which demand meticulous record-
keeping and timely reporting.
3. Limited Staff Development Tracking: There is no structured system to monitor staff
training, certifications, and performance evaluations, which affects career growth and
accreditation standards.
4. Decentralized Communication: Faculty and staff across different departments lack a
cohesive communication platform for accessing HR policies, updates, and
announcements.
5. Inconsistent Attendance Monitoring: The current system does not effectively track
attendance, resulting in discrepancies in payroll processing.