HRIS Part 1 User Requirements for Leave

The HR system is a productivity tool for the HR professional. To help the human resource practitioner to evaluate the products from different vendors, it is first necessary to define the user requirements. The user requirements specify user’s expectations of what the HR system should be able to do.

In the internet age, one would expect the HR system to be web based  so that it can be assessed from anywhere. It also should be assessable by the employee (employee self service) and the manager (manager self service).

Here is an example of user requirements for leave, with specific requirements for Singapore.

Internet base, can be access from anywhere
Already have multi-country leave modules
All employees under the different company entities are in 1 single database
Already in use by min 20 companies
Leave Management
(A) Company wide leave calendar
(a) Company wide leave calendar showing everyone’s leave date. Possess functionality of deselecting specific individuals
(B) Manager Self Service Component
(a) Manager able to view leave balance, leave applications, leave cancellations of his or her staff on line
(b) Manager able to approve or reject leave application and leave cancellation but not cancel leave that already had been approved.
(c )Manager able to delegate leave approving authority to another person
(C) Employee Self-Service Component
(a) Employee can log into the eleave through the internet portal whether on PC, lap-top or mobile to apply for leave
(b) Leave application will be routed to supervisor or stand-in supervisor for approval
(c ) Employee able to select pre-defined alternate leave approvers in case immediate approver not available
(d) Employee can cancel leave and send cancellation to supervisor for approval
(e)Employee can select from a of leave types. Leave system recognise the leave types employee is eligible for and display them, for example male employee will not see maternity leave displayed
(f) Leave system can be set to recognise public holidays if leave application start and end dates covers public holidays
(g) Leave self service component able to display information in local language for example simplified chinese for Beijing users
(h) Display leave information – brought over leave balance, current year leave balance,
(i) Ability to upload scanned documents for example birth certificates. Includes deletions.
(j) Employee can update changes due to life events eg birth, marital status, death
(k)Allow print, convert to pdf or send to excel
(D) Leave Approval
(a) Approval hierarchy – Independent of that for other modules
(b) Approval hietarchy – Allow different routing for different types of leave
(c) Able to create new approvers, deactivate existing approvers, delete wrong updates
 (E )Leave Base Module
(a) Able to create different leave plan and applied either to individuals or employee groups without hardcoding
(b) Link to payroll for deductions of no-pay leave; payment of unused earned leave (terminated staff)
(c)Set up different forfeitures dates for different groups of employees or individual employees
(F) Leave Administration
(a) Allow administrator to establish leave approving hierarchy without hardcoding
(b) Allow administrator to delete leave transactions
(c)Allow administrator to change leave workflows without hardcoding
(d)Perform the leave forfeiture exercise
(e)Create , modify, deactivate and delete alerts
(f)Provide parameter tables for entitlements based on length of service, employee group or position
(g)Provide parameter tables for public holidays and replacement off days for multiple years
(a) Able to recognise whether an employee is eligibility for leave entitlements based on gender, reservist liability, marital status, nationality of child, age of child, length of employment service, relationship (for example parent in case of bereavement leave), number of children, residencydate of birth of child
(b)Provide different parameter tables for setting different pro-ration of different types of leave nd deadline for utilization
(c)Compute different leave entitlements for full time and part-time staff
(d)Able to check if leave are applied in sequence, for example use up annual leave before unpaid leave become available
(e ) In the case of Government Paid leave, alert user to access appropriate website for form and instructions
(f) Allow leave in hours and half-days
(g) Provide for parameter for reference dates for different leave types.
(h)Able to pro-rate transition between different entitlements eg due to length of service or promotion
(G) International Assigneee Leave Management
(a) Able to display the assignee leave on the company leave calendar
(b) Subject the assignee to the host country public holidays
(H)Leave Reports
(a) Generate leave reports on leave transations or leave balance by individual, department, company, cost centres,


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