HR Management System

HR Management System – Detailed Interface Description

This document outlines how each interface in the HR Management System will
function, ensuring clarity for developers and users.

1. HR Portal
This portal is exclusively for the HR Manager, who is responsible for managing all
HR-related activities.

1.1 Employee Management

●​ The HR Manager can add, update, and remove employees from the system.
●​ Employee details include personal information, job title, department, salary,
and status (active/inactive).
●​ HR should be able to assign employees to departments and change their
roles if needed.

1.2 Attendance Tracking

●​ The system logs employee check-in and check-out times.

●​ HR can view daily, weekly, or monthly attendance reports.
●​ Late check-ins or absences should be highlighted for easy tracking.

1.3 Payroll Processing

●​ The HR Manager can generate monthly salary records for employees.

●​ The system calculates base salary, deductions (tax, benefits), and net pay.
●​ HR should have the ability to approve payroll before payments are processed.
●​ Employees should be notified when their salary has been processed.

1.4 Leave Management

●​ Employees submit leave requests (Annual, Sick, or Unpaid).

●​ HR approves or rejects leave requests, with an option to add comments.
●​ The system should prevent employees from requesting leave beyond their
entitlement.
●​ Approved leave is automatically reflected in attendance records.
1.5 Recruitment & Job Postings

●​ HR can post job openings, specifying department, title, and description.

●​ The system allows HR to review applications and update job status
(open/closed).
●​ A shortlisting process should allow HR to filter candidates.

1.6 Industrial Relations

●​ Employees can submit grievances, which HR will review.

●​ HR tracks disciplinary actions (warnings, suspensions, terminations).
●​ The system should store employee policy acknowledgments.
●​ HR can log meetings or negotiations with unions or employee representatives.

1.7 Reports & Analytics

●​ HR can generate reports for:

○​ Employee Records: Department-wise employee lists, attrition rate.
○​ Attendance Reports: Absenteeism trends, punctuality statistics.
○​ Payroll Reports: Salary distributions, tax breakdowns.
○​ Leave Reports: Types of leave requested, approval rates.
○​ Disciplinary Reports: Number of grievances, resolved/unresolved
cases.
●​ Visual charts and graphs should make data easy to understand.

1.8 Performance & Appraisals

●​ HR can conduct performance reviews, rating employees based on KPIs.

●​ Employees should have self-assessments to submit before appraisals.
●​ HR can approve salary increments and promotions based on evaluations.
●​ The system should store historical performance records for reference.
2. Employee Portal
This portal is for employees to access their HR-related details and perform
self-service actions.

2.1 Profile Management

●​ Employees can view their personal details, job title, department, and salary.
●​ Limited editing access (e.g., updating contact details).

2.2 Attendance Check-In/Out

●​ Employees must check in and out daily through the portal.

●​ If an employee forgets to check in, they should be able to submit a manual
request for HR approval.
●​ The system should display their attendance history (days present, absent,
late).

2.3 Leave Requests

●​ Employees can request leave, selecting leave type, start and end dates, and
reasons.
●​ A real-time status update (pending, approved, rejected) should be visible.
●​ The system should send notifications once HR processes the request.

2.4 Payroll Details

●​ Employees can view their salary breakdown, deductions, and net pay.
●​ The system should allow employees to download their payslips.
●​ Employees should receive a notification when payroll is processed.
System-Wide Features
●​ Role-Based Access Control: HR Managers have full access, employees have
limited access.
●​ Notifications System: Employees and HR receive updates on payroll, leave,
and performance.
●​ Audit Logs: Every action (attendance, leave, payroll changes) should be
recorded for security.
HR Management System – Database Collections &
Relationships
This document outlines the database collections, their fields, attributes, types, and
relationships for the HR Management System.

1. Users Collection
Stores all system users (HR Managers and Employees).

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ firstName → (String, Required)
○​ lastName → (String, Required)
○​ email → (String, Unique, Required)
○​ password → (String, Hashed, Required)
○​ role → (Enum: "HR_Manager", "Employee", Required)
○​ createdAt → (Date, Default: Current Timestamp)
○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ One-to-One with employees (Only employees have extended records

in the employees collection).

2. Employees Collection
Stores detailed employee records, linking to the users table.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ userId → (ObjectId, Foreign Key → users._id, Unique, Required)
○​ departmentId → (ObjectId, Foreign Key → departments._id,
Required)
○​ jobTitle → (String, Required)
○​ salary → (Number, Required)
 ○​ hireDate → (Date, Required)
○​ status → (Enum: "Active", "Inactive", Required)
○​ createdAt → (Date, Default: Current Timestamp)
○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ One-to-One with users.

○​ Many-to-One with departments (employees belong to a department).
○​ One-to-Many with attendance, leaveRequests, payroll,
performanceReviews, grievances.

3. Departments Collection
Stores company departments.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ name → (String, Unique, Required)
○​ createdAt → (Date, Default: Current Timestamp)
○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ One-to-Many with employees (a department has multiple employees).

4. Attendance Collection
Logs employee check-in and check-out times.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ employeeId → (ObjectId, Foreign Key → employees._id, Required)
○​ checkInTime → (Date, Optional)
○​ checkOutTime → (Date, Optional)
○​ status → (Enum: "Present", "Absent", "Late", Required)
○​ createdAt → (Date, Default: Current Timestamp)
 ○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ Many-to-One with employees (each record belongs to an employee).

5. Payroll Collection
Manages salary processing.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ employeeId → (ObjectId, Foreign Key → employees._id, Required)
○​ baseSalary → (Number, Required)
○​ deductions → (Number, Default: 0)
○​ netPay → (Number, Computed: baseSalary - deductions)
○​ paymentDate → (Date, Required)
○​ createdAt → (Date, Default: Current Timestamp)
○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ Many-to-One with employees.

6. Leave Requests Collection

Tracks employee leave applications.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ employeeId → (ObjectId, Foreign Key → employees._id, Required)
○​ leaveType → (Enum: "Annual", "Sick", "Unpaid", Required)
○​ startDate → (Date, Required)
○​ endDate → (Date, Required)
○​ status → (Enum: "Pending", "Approved", "Rejected", Default:
"Pending")
○​ createdAt → (Date, Default: Current Timestamp)
 ○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ Many-to-One with employees.

7. Job Posts Collection

Manages job openings and recruitment.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ title → (String, Required)
○​ description → (String, Required)
○​ departmentId → (ObjectId, Foreign Key → departments._id,
Required)
○​ status → (Enum: "Open", "Closed", Default: "Open")
○​ createdAt → (Date, Default: Current Timestamp)
○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ Many-to-One with departments.

8. Grievances Collection (Industrial Relations)

Handles employee grievances and dispute resolutions.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ employeeId → (ObjectId, Foreign Key → employees._id, Required)
○​ subject → (String, Required)
○​ description → (String, Required)
○​ status → (Enum: "Pending", "Resolved", "Rejected", Default:
"Pending")
○​ resolution → (String, Optional)
○​ createdAt → (Date, Default: Current Timestamp)
 ○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ Many-to-One with employees.

9. Performance Reviews Collection

Manages employee performance evaluations.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ employeeId → (ObjectId, Foreign Key → employees._id, Required)
○​ reviewPeriod → (String, e.g., "Q1 2025", Required)
○​ score → (Number, 0-100, Required)
○​ feedback → (String, Required)
○​ reviewerId → (ObjectId, Foreign Key → users._id, Required)
○​ createdAt → (Date, Default: Current Timestamp)
○​ updatedAt → (Date, Auto-updated on Edit)
●​ Relationships:​

○​ Many-to-One with employees.

10. Reports & Analytics Collection

Stores generated reports for HR.

●​ Fields & Attributes:​

○​ _id → (ObjectId, Primary Key)

○​ reportType → (Enum: "Attendance", "Payroll", "Leave",
"Performance", Required)
○​ generatedAt → (Date, Default: Current Timestamp)
○​ data → (JSON, Stores aggregated report data)
●​ Relationships:​

○​ No direct relationships (data is aggregated from other collections).