Finance and HR Management System Project SRS Documentation

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Finance and HR Management System Project SRS Documentation

Let’s see the SRS Documentation of Project of Finance and HR Management System.

Introduction

This document gives information about the project then it gives an overview of the complete document.

HR and finance departments are an important part of every organization these departments have a lot of responsibilities. The finance department deals with keeping records of daily based expenses, organization assets, etc. As we make the XYZ finance management system so keeping and maintaining a record of all student information related to their fees etc. all activities of the finance department. But the problems arise there that we can’t manage these things on paper because there is a risk of mistakes.

Similarly, HR department responsibility is to keep a record of employees, payroll, hiring employees, dismiss employees, and provide training, etc. so these all tasks are not possible to manage on files or without some application.

We shall make a network-based application that will deal with these two departments of an organization. Our systems provide the best user-friendly interface.

Project Goals and Objectives

The main goal of our project are

  • Develop a system that is not complex.
  • A system that is user-friendly.
  • A system that is secure so that there is no risk of info stealing.
  • We want to make a system that facilitates organization.
  • Our system separately maintains all things.

Project Scope

Every organization wants a secure system for every department, especially for the finance department. The organization wants to maintain assets their level of profit or loss of other finance-related issues. Similarly, the HR department keeps and maintains employee information so they need a user-friendly and simple system.

Background and Existing System

A lot of work done before in this field. There are different software for the finance management system and for the human resource management system but this system is for the particular organization and this is made according to the requirement of the organization. This benefit is the lack of other software as they are for the solution of financial and human resource activities but they do not exactly meet the needs of the organization. Peachtree is a software that is used for accounting purposes similarly this is software that is used for handling human resource activities but this also lacks the advantage of meeting the organization’s needs.

Problems in Existing System

It is difficult to maintain employee records, financial records, assets, and expenses in the file system so we make a Management system for the finance and HR department of XYZ that deal with all these issues and maintain these two departments of the organization.

There is a large number of challenges in the manual handling of information. Use of paperwork to maintaining the different information leads to errors sometimes papers go into the wrong hand and important thing about the paperwork is that it is time-consuming

This system will allow the HR’s to manage the employee payrolls, employee personal detail, employee job detail, employee recruitment, employee leaves, employee salary. Similarly, finance staff also keeps track of organization income they can easily deal with the fee collection of students and also handle payroll. The existing system has many problems like duplication of data and also a lot of paperwork that leads to a waste of time.

In this system, there are facilities for storing and managing all the information of the employee. This system should be secure.

Proposed System

It is difficult to maintain employee records, financial records, assets, and expenses in the file system so we make a Management system for the finance and HR department of XYZ that deal with all these issues and maintain these two departments of the organization.

Main Modules

Finance Management System has the following modules;

  • Fee Collection
  • Payroll
  • Journal ledger
  • Reports
  • HRMS has the following modules
  • Payroll
  • Employee record
  • Attendance
  • Recruitment
  • Reports

Expected Outcome

As we make the application according to organization needs and requirements so the user will easily use this project. It provides the user with a secure system so that the unauthorized persons cannot use it only authorizes users can use this project. We also provide a user manual so that the user can easily use it and get the answer to his/her quires. We make a very simple interface of our project and very organized things to provide the user with a very user-friendly interface. Using this user can easily perform financial and human resource activities. Payroll is an important module of HRMS and FMS. According to the organization financial activities, it has a large impact on the income of an organization. The user keeps track of all the salaries given to employees. Users can make a deduction according to the organization’s policies. From HR point of view, it plays a major role because salaries given to them are on time so payroll focus is that salaries and other wages given to them are on time. This module is used to deal with the salaries and bonuses that the organization gives to its employees. Users can calculate the salaries of employees using information e.g. employee working, time, etc. Data used for calculating employee salaries is gathering from other modules of HR. Users can make a different deduction from the salaries on the basis of this information. Users can access the record of employee performance and the information from this module helps in giving promotions, bonuses, and some other facilities to employees. Deductions are made on the basis of information from this module. This also helps the HR manager to take decisions. From this module, the user gets information on whether the employee is working good or not. In this module, the user can keep a record of all the fees of students. Users can get the record of a particular student by providing registration numbers to the system. User can also get the fee structure from which he/she know how many fees which degree program has how many discounts are given according to the percentage how the fee is divided into different chunks. Users can also get the balance breakup which year has how much balance.

We think that success can be measured through these factors

  • Teamwork.
  • Project quality
  • Budget
  • Following deadlines
  • gathering appropriate information

These all are key to a successful project.

If our project goes successful then it will provide a lot of benefits to ourselves as well as the user of our project. As earlier, we tell that our system is for our university so the persons that are part of the HR and Finance department can use it and overcome their past difficulties

Tools & Technology

Resources we can use in the project are

  • Tools,  java, MySQL, etc.
  • Data to maintain student and employees record.
  • Database server
  • Pc/laptops for coding and testing.

REQUIREMENT ANALYSIS

Requirement Analysis

FMS is a customized based system so it is made according to the user needs and demands this system will provide a user-friendly and very simple interface. Then it has different tabs for directing the user to the different modules of the system e.g. payroll and fee collection modules. It has a database for recording the information. Different modules perform their own functions according to the scenario of work done in the organization.

Functional Requirements

        Authentication:

Login- The user can log in to the HRMS and FMS with his/her username and password.

Logout- The user can log out from the HRMS and FMS.

Login failure- If the user does not exist in the database or the user has not yet being authorized by the HRMS and FMS admin.

        Payroll:

Payroll is an important module of HRMS and FMS. According to the organization financial activities, it has a large impact on the income of organization. The user keeps track of all the salaries given to employees. Users can make a deduction according to the organization’s policies. From HR point of view, it plays a major role because salaries given to them are on time so payroll focus is that salaries and other wages given to them are on time. This module is used to deal with the salaries and bonuses that the organization gives to its employees. Users can calculate the salaries of employees using information e.g. employee working, time, etc. Data used for calculating employee salaries is gathering from other modules of HR. Users can make a different deduction from the salaries on the basis of this information.

      Employee Record:

Users can access the record of employee performance and the information from this module helps in giving promotions, bonuses, and some other facilities to employees. Deductions are made on the basis of information from this module. This also helps HR manager to take decisions. From this module, the user gets information about whether the employee is working good or not.

        Attendance:

The attendance module is an important part of the human resource management system. Keeping the record of employees’ attendance is very important because it affects the salaries of employees. Leave deduction is made from the salaries of employees on the basis of their attendance record. This module of our system keeps track of employees’ attendance. Admin marks the attendance on a daily basis and generates the monthly report of that attendance. On the basis of that report, admin can make deductions from the salaries of employees.

Recruitment:

Recruitment is also a very important module of the human resource management system. This module deals with keeping a record of applicants’ comings to our organization. When applicants come to the organization admin needs to keep a record of those applicants. Keeping their record is important because of the fact that it helps for later decision making.  If they are eligible then HR hires them and adds their detailed information but if they are not eligible for the post then admin discards their record. Information from this module helps in decision making.

     Reports:

This module contains all reports related to the HR department. This module is very important because reports from this module are used for the decision making by the upper staff and managers of the organization. It contains HR reports, Payroll reports, recruitment Reports, Attendance reports.

Similarly, finance management system also has different functions

      Fee collection:

In this module, the user can keep a record of all the fees of students. Users can get the record of a particular student by providing a registration number to the system. User can also get the fee structure from which he/she know how many fees which degree program has how many discounts is given according to the percentage how the fee is divided into different chunks. Users can also get the balance breakup which year has how much balance.

      Payroll:

Payroll is an important module of HRMS and FMS. According to the organization financial activities, it has a large impact on the income of organization. The user keeps track of all the salaries given to employees. Users can make a deduction according to the organization’s policies. From an HR point of view, it plays a major role because salaries given to them are on time so payroll focus is that salaries and other wages given to them are on time. This module is used to deal with the salaries and bonuses that the organization gives to its employees. Users can calculate the salaries of employees using information e.g. employee working, time, etc. Data used for calculating employee salaries is gathering from other modules of HR. Users can make a different deduction from the salaries on the basis of this information.

Journal ledger:

In this module, the user can do the daily base transactions in the journal and get its report in the ledger. Users can also add the accounts according to his/her needs and do the transaction.

      Reports:

Reporting is a very important module because all the activities that take place in the particular department and in a particular system need the reports of those activities. These reports are then used for decision making. Users can get reports of different activities that take place in the system from this module. e.g. payroll reports, student fees reports, and other reports

    Salary maintenance:

Admin can calculate salary according to organization rules and regulations. They are allowed to update the salaries of employees.

Non- Functional Requirements

Security

No person is permissible to interact with data other than HR and Finance staff. Only those users who have rights and are part of the HR and Finance department are allowed to login and have access to data. Each user can log in before entering the main page of the system.

    User manual

For the user facility, we make the user manual. This manual helps the user how to use the system. If the new user is using the system he/she is not familiar with the system so they can read the manual and easily use the system. There are pictures of the system with their detailed descriptions for the ease of use.

    Platform independence

The system that we make is platform independence. There are no limitations and restrictions for the operating system. It should be used in any platform e.g Linux, Windows and Mac OS.

   Flexibility

There are no limitations on the number of users that how many users should be entered into the database. The system should be flexible and easy to use. There is also no limitation of a number of users that how many users use the system.

  Ease of use and Documentation

-The system should be for a particular organization it is a customized system so it has a user-friendly interface.

-Everything should be organized in a manner so that things are not overcrowded.

-Users should be familiar with the new system.

-Proper documentation of the system is provided so that the user can get guidelines from it.

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